Bagels & Bytes Meeting Notes – May 2018

Bagels & Bytes attendees at the Frick

About the meetup

We had lovely weather for our meetup at the Frick Pittsburgh on May 2! The grounds at the Frick are so gorgeous at this time of year. We thank Lynn, Linda and the Frick staff for hosting us!

Our meetup group will take a break for June and July, and resume meeting on August 1 at Jewish Residential Services in Rodef Shalom Congregation in Shadyside. In the meantime, enjoy your summer!

winners of this month's swag

Joe and Rosemary won this month’s giveaways – an NTEN t-shirt and NTEN shoestrings!

Here are the notes and resources from the meetup:

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Bagels & Bytes Meeting Notes – March 2018

About the Meetup

We had a great March meetup at Grow Pittsburgh, with so many topics covered. Thank you to Rebekah and the Grow Pittsburgh staff for hosting us!

Following are the notes and resources mentioned during the meetup.

Windows 10

  • About 50% using Windows 10
  • Is 2013/2016 Office working fine on 10?
  • Office 365 runs on it too
  • Can make it look like Windows 7 if desired

Assorted Communications and Collaboration tools

  • Zoom
    • For vitual meetings and webinars
    • Doesn’t act up as much as tools like Skype, particularly when you get more than 10 people in the virtual meeting room
  • Workspace
    • Free for NPOs
    • Like Facebook for the workplace
    • Features:
      • Protected files
      • Video archiving
      • Chat
      • Only email in same domain can be added to network
      • Easier to use than Sharepoint
  • Slack
    • Similar to Workspace (above)
    • Widely used in corporate America

Moving to the Cloud

  • Want to move servers, print drivers, active directory
  • How will access VPN?
  • Krissy DeShetler wrote a post for the NTEN blog on moving to the cloud
  • Can move server to cloud & desktops if desired
  • Heavily reliant on Internet – need good connection
  • Can have multiple servers
  • Streaming video is challenging
  • VPN – looks the same when work at home, office, wherever
  • Can configure to mirror your current environment
  • Costs vary
  • JENLOR is one of a number of companies that provide this service, also NET Xperts
  • Less costly than on-premise most of the time
  • One location goes down, every other location stays up
  • Monthly fees vary, depending on space, # of users, support hours
  • Can still get TechSoup discounted licenses & have installed on VPN

Free Video and Photo Editing software

Resources to learn about the field (or for inexpensive hardware/software)

HRIS Systems

Bagels & Bytes Meeting Notes – September 2017

Bagels & Bytes attendees around the table, talking and laughing togetherAbout the Meetup

This was our last visit to Jewish Residential Services for this year.  (A big thank you to Paula and the JRS staff for hosting us!!) Next month, we will be back at ACHIEVA in the South Side on Oct. 4.

Hey…TechNow stuff…

If you’ve not signed up for the 2017 TechNow conference yet, be sure to do it within the next 2 weeks, before the price goes up!  www.technowconference.org

Here are the notes and resources from this month’s meeting:

Expense report software

  • Concur – $1,000/month; need web connector
  • Expensify – cannot bill against grants, but does have a QuickBooks connector available; $9/user/month
  • Lots of people are still processing expense reports via spreadsheets
  • Unit4 – variety of functions, payroll, expenses, etc.
  • ADP – has an expense report module called RUN
  • MITC tracks payroll and HR related items

Phone conferencing/bridge tools

  • One attendee looking at Zoom; less expensive than GotoMeeting; saves meetings to the cloud; price based on # of participants
  • Skype is another option, but sometimes board and staff struggle with using it
  • WebEx – similar package; stores all meetings so anyone can login and view them
  • Recommend regardless of software choice – set up some “practice” meetings prior to any important meetings (like staff or board meetings) to let people join the online meeting and work out tech bugs, get accustomed to the interface, etc.
  • Another recommendation is to mute participants on really large meetings so less background noise.

Rolling Out a New Database

  • Training is crucial
  • Walkthough all aspects of the database
  • In the first training session, go over the basics; then go deeper in subsequent sessions
  • List of procedures is a good idea – someone said “list the chapters of the book you’re going to write” meaning at least establish the headings you will need for your training/documentation/manual
  • Roll out training to power users first
  • Consider who will be doing the training – not everyone is a trainer, even if they are savvy about the software
  • Have trainees help write the user manual
  • Build the training manual as if the person reading it know nothing about the software
  • For Salesforce in particular, you can set up a practice sandbox that is a replica of the exact real database

Billing to Allegheny County

  • An interest was expressed by multiple people for batch billing software that works with Allegheny County’s billing system
  • None exists that anyone can think of

Google for Nonprofits

Bagels & Bytes Meeting Notes – August 2017

This month…

…we met at Jewish Residential Services in the Rodef Shalom Congregation building. A big “thank you” to Paula and the JRS team for hosting us!!

We will meet there once again on Wednesday, September 6 from 8:30 – 10 am. See the sidebar to the right for ways to register.

Here are the topics and resources discussed during this month’s meeting:

  • CRM for Nonprofits (Constituent/Client/Customer Relationship Management)
  • Sharing Documents with People External to Your Organization
  • Salesforce Resources
  • Migrating to Google Drive
  • Outlook + Sharepoint Desktop Version vs. 365
    • Permissions have been a persistent issue for some
    • Training is a constant issue
    • User acceptance can be slow
      • 365 is more difficult to understand – the cloud and file sharing aspects of it
      • Files get saved over if don’t change file names from version to version
    • Can embed a Google Calendar inside of Sharepoint
    • Are we pushing older workers out by all these upgrades in tech?
    • What about outsourcing to the cloud completely?
      • Internet bandwidth must be sufficient to do true virtualization
      • Off-site hosting is more $ for service, less $ for backups, maintenance, licensing
      • JENLOR is one local company that does virtualization
    • Office 365 is on TechSoup
  • LaserJet 401 Troubleshooting
    • Old printer, but hates to get rid of it because has been a workhorse till now
    • Won’t print graphics, only text
      • Maybe is an issue with Windows security?
      • Perhaps an issue with a recent Windows update?
    • Where to e-cycle if decide to ditch it?
  • Listserv Usage
    • Reminds us of VCR tapes and DOS
    • Mass email marketing tools if wanting to do one-to-many messaging (like Constant Contact or Mail Chimp)
    • Group tools if want members to message each other and the group at large (Facebook, Google or Linked group)

June 2017 – Bagels & Bytes “Open Source Summer Fiesta” Meeting Notes

Bagels & Bytes attendees at Computer Reach

About the June Meetup

We had a great time visiting Computer Reach on June 7! It was pretty cool seeing their facility and learning more about the organization. A big thank you to the Computer Reach staff for hosting us and to Shawn for telling us about their programs and for the Linux demo!

We have no meetup in July and will resume our regular schedule on Wednesday, August 2 at Jewish Residential Services at Rodef Shalom. Have a good summer!

Here are the notes and resources from this meetup:

Linux

  • Clonezilla to put Linux image on networked machines
  • There are hundreds of versions of Linux, a lot are command line
    • Ubuntu” version – looks like a Mac, functions like a PC
    • Mint” – works like Windows
    • Some better for low resource machines
    • Could set up a computer as a dual boot for experimenting (try EaseUS for partitioning)
  • Libre Office for productivity (can convert back and forth from MS Office)

Computer Reach

  • Computer Reach accepts donations from schools, companies, colleges
  • Re-images and sends to countries to bridge digital divide
  • Wipes them before shipping – talk to Dave about certificates for wiping
  • Especially need laptop power cords and monitors right now
  • Goodwill no longer recycles tech
  • Salvation Army and Evolution do accept tech to recycle
  • Westmoreland Cleanways has free e-cycling if you feel like making a trip to Greensburg

Salesforce

VoIP

  • Better to host on-site or offsite?
  • Several group members host offsite (vendor Full Service Network was mentioned
  • connecTel – telecom broker – will do research for NPOs, no charge to the organization
  • Need good Internet speed
  • Expect some downtime on implementation
  • To keep service up all the time, have backup Internet

Security System Upgrades

  • Video call box on door where can dial extension of people meeting with
  • Full Service Network Installs this

 

Bagels & Bytes Meeting Notes – May 2017

Meeting attendees at the FrickAbout the May Meetup

We had a great meetup at the Frick Art & Historical Center on May 3! Many new faces and lots to discuss. A big “thank you” to Linda and the Frick staff for hosting us! Next month we will be at Computer Reach for our “Open Source Summer Fiesta” meetup, where we will have our usual meeting and spend some time receiving a demo of open source software and a tour of Computer Reach’s facility. Mark your calendar for June 7!

Here are the notes and resources from this meetup:

Salesforce

  • An attendee Googled their organization’s name recently, only to learn that their Force.com site was set up improperly and that their entire database was open for the world to access. Warned the rest of us that Force.com should not be set up as the main CRM tool for an organization and that when used along with core Salesforce, should still be made secure and be given 2 factor authentication.
  • If implementation goes poorly (as mentioned above), document, document, document. Also have cybersecurity insurance in place in case records are accidentally hacked or released and the organization faces a lawsuit.
  • See if old sites are on the Google Wayback Machine, which is like a cache for websites.
  • Local implementers of Salesforce include:

HTTPS/SSL Conversion

  • HTTPS protects data being transmitted to and from a website.
  • Having it in place can help to boost public perception and build trust.
  • Still need security to protect site from hacking attempts.
  • Let’s Encrypt tool is a free SSL option.
  • Need a dedicated IP with the host to do SSL.
  • Can be expensive to implement, depending on what you decide to use for SSL certificate. Hosts aren’t generally too helpful about support re: site conversions.
  • Dreamhost is a good host – very good at support and they offer Let’s Encrypt.

Upgrading Windows 7 to Windows 10

VoIP (Voice over Internet Protocol)

  • One channel for Internet and voice data (phone systems).
  • Vendors are selling phone services based off their own servers, but it’s better to have an in-house server.
  • Cisco is a VoIP phone vendors, as is Avaya. Avaya seems to be better for smaller organizations.
  • An in house server also has the advantage of being a capital expense (can be depreciated).
  • You still have to have a really good Internet connection for VoIP to work well.
  • connecTel is a local telecom broker – will assess your contracts for free and advise you on best configuration and how to save the most money in the process.
  • DQE Communications and Level 3 Communications are fiber-optic Internet providers.

Bagels & Bytes Meeting Notes – April 2017

We held our last meeting at Grow Pittsburgh for this year on April 5. Thank you Deidra and the GP staff for hosting us again! The weather finally appears to be warming up and we are looking forward to seeing everything in bloom next month when our meeting happens at the Frick Art & Historical Center on May 3!

Notes and resources from this month’s meeting:

  • MAAS 360
    • Protect mobile data
    • Can remotely wipe data for lost devices
    • Can pull out app shortcuts onto your phone desktop
  • Salesforce
    • Free up to 10 licenses
    • Not free to develop it out
    • How to clean up data?
    • Sometimes have to change your business process (like how data gets input)
    • When importing historical data, its frequently advisable to clean it up first
    • There are apps available for data cleanup that work with Salesforce
    • There are dupe record catching mechanisms built into Salesforce, but if data input is too different, they won’t catch everything
    • Set your data input policies in advance (example: abbreviations vs. spelling things out – St. vs. Street)
    • Average time to convert to a new database varies, typically 1-2 years
    • Need to think about the cost of holding onto bad data
    • How much data do you really need to bring over from the old system? You don’t carry all your assets in your pocket as cash, you may not need to carry all your data around in a single system either
    • Data/email cleanup idea: send an email around offering a drawing for a gift card to see who responds
  • Email integration with databases
  • Finding funding for technology
    • Write tech consistently into all of your grant proposals
    • Don’t be afraid to write separate proposals for technology too
  • Accessibility (non-tech discussion)