Small Organization Technology Support

To be considered for a Small Organization Technology Grant or other support, you must complete this brief survey assessing your current technology systems and capacity.

Once the survey has been submitted, your organization will be matched with a consultant for up to 3 hours of consultation. The consultant will review your survey results, help you identify tech projects that are most critical for your organization, and estimate implementation costs.

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* 1. Contact information

Name

Organization

Title/Role with Organization

City/Town

Email Address

Phone Number

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* 2. What is your organization's annual budget?

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* 3. What is your organization's mission and primary services?

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* 4. How many full-time staff work for your organization?

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* 5. How many part-time staff work for your organization?

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* 6. How many working computers does your organization own?

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* 7. Which of the following statements best describes your organization's Workstations?

Staff members must share computers or do not otherwise have access to a workstation.

All staff members have access to a computer if they need one. We have not defined a replacement cycle for computers, and many machines are past recommended replacement dates.

All staff members have access to an up-to-date computer running a current operating system and we have a plan for keeping them up to date.

Hardware is standardized for those with similar needs. Individuals have a computer or tablet that is suited to their role. We regularly replace computers every 3-5 years.

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* 8. How does your organization set up new hardware and software and keep them up to date?

Our organization does not supply hardware and software.

We set up hardware and software on an ad-hoc basis, and staff members manage them on their own. Technical support, processes, and training on IT asset management are inadequate or nonexistent.

We use some digital tools to help us manage hardware and software, but the tools don’t fully meet our needs, or we aren’t using them as well as we could. Processes, tech support, and training are basic, and this type of technology doesn’t seem to be a priority.

We use a centralized system that generally meets our needs, but it may lack some features, or we are not using its advanced features. Processes, support, and training are adequate to support system standards.

We use a comprehensive remote monitoring and management (RMM) system that meets current needs and integrates with other key systems. Staff members are well trained, processes and support are strong, and this technology aligns with our overall strategy.

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* 9. How does your organization troubleshoot and repair computers and other hardware?

Our organization does not have a need to troubleshoot and repair computers and other hardware.

Staff members are mostly responsible for managing their own service requests. Resources, processes, and training for tech support are inadequate or nonexistent.

We have informally designated one or more staff members to help resolve service requests, and we track requests using basic digital tools, such as spreadsheets. Tech support doesn’t seem to be a priority.

We provide a help desk internally or through a third party. The help desk manages service requests using a centralized system that generally meets our needs, but it may lack some features, or we are not using its advanced features. Processes and training are adequate.

We use a comprehensive help desk ticketing system, managed either internally or via a third-party service provider, that meets current needs and integrates with other key systems. Help desk staff is available and responsive, processes are strong, and this approach aligns with our overall strategy.

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* 10. How does your organization use business productivity applications (such as word processing, spreadsheets, and presentation software)?

Our organization does not use business productivity applications.

We use an inconsistent assortment of productivity applications in a basic way. Technical support, processes, and training on this technology are inadequate or nonexistent.

We mostly use one software vendor’s suite of productivity applications (such as Office or GSuite), but we don’t have very good, standard processes, technical support, and training to support use of these applications. This technology doesn’t seem to be a priority.

Everyone uses the same suite of productivity applications, and it mostly meets our needs. Processes, support, and training are adequate.

We use a sophisticated, cloud-based productivity suite that fits our present needs and has some integration with other tools. Staff members are well trained on the software and use it to support a high level of productivity. Processes and technical support are strong, and this technology aligns with our overall strategy.

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* 11. How does your organization store and organize digital files?

Our organization does not have digital files, only paper copies.

Staff members organize their files according to whatever works best for them. We provide little or no support to our staff for this.

Most files are digital and are in one place, though they might be disorganized, and some are still in parallel storage systems. We don’t have very good, standard processes, tech support, or training on how to organize digital files.

Everyone uses a centralized file management system that mostly meets our needs. Processes, support, and training are adequate.

We use a comprehensive, cloud-based file management system that fits our present needs and has some integration with other tools. Staff members are well trained on the software and use it to support a high level of productivity. Processes and technical support are strong, and this technology aligns with our overall strategy.

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* 12. How does your organization share and collaborate on digital documents?

Our organization does not have digital files, only paper copies.

We share documents by emailing attachments, using a portable drive, or exchanging paper. We provide little or no support to our staff for this.

We share some files from a central system, but this doesn’t fully meet our needs, or we aren’t using it consistently. We lack processes and training on how to share and collaborate on files. This type of technology doesn’t seem to be a priority.

Everyone uses a centralized file sharing system to collaborate, and it mostly meets our needs. Processes, support, and training are adequate.

We use a comprehensive, cloud-based file sharing and collaboration system that fits our present needs and has some integration with other tools. Staff members are well trained on the software and use it to support a high level of productivity. Processes and technical support are strong and this technology aligns with our overall strategy.

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* 13. How does your organization collect program-related (or client) data?

Our organization does not collect program-related (or client) data.

Program-related (or client) data is mostly collected using paper-based or some basic digital methods. Processes and training on collecting related data using digital tools are limited or nonexistent.

We use a mix of basic, free web-based tools (such as Google Forms or free SurveyMonkey accounts) to collect program-related (or client) data, but what tools are used depends on the staff person. Processes and training related to gathering feedback are not very well developed or standardized.

We generally use a standard set of online surveys or mobile data collection tools to collect program-related (or client) data, although sometimes staff members use different tools. Adequate processes and training are in place to support staff members to collect related data.

We collect program-related data using a set of common tools that are in line with our overall data collection processes and standards. Processes and training related to collecting program-related data are fairly robust.

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* 14. How does your organization manage its ongoing relationships with individual donors?

Our organization does not manage relationships with individual donors.

We don’t have a consistent way to track donor info or contact donors. We store donor info in multiple spreadsheets or email lists. Technical support, processes, and training for this technology are inadequate or nonexistent.

We keep a master spreadsheet of donors or track donors using an email marketing platform (such as Mailchimp) or an accounting program (such as QuickBooks). Processes, tech support, and training are basic, and this type of technology doesn’t seem to be a priority.

We manage donor relationships using basic features of a fundraising, donor management, or CRM (constituent relationship management) platform. It generally meets our needs, but it may lack some features, or we are not using its advanced features. Processes, support, and training are adequate.

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* 15. How does your organization manage its ongoing relationships with individual volunteers?

Our organization does not manage relationships with individual volunteers.

We don’t have a consistent way to track donor info or contact volunteers. We store donor info in multiple spreadsheets or email lists. Technical support, processes, and training for this technology are inadequate or nonexistent.

We keep a master spreadsheet of donors or track volunteers using an email marketing platform (such as Mailchimp) or an accounting program (such as QuickBooks). Processes, tech support, and training are basic, and this type of technology doesn’t seem to be a priority.

We manage volunteer relationships using basic features of a fundraising, donor/volunteer management, or CRM (constituent relationship management) platform. It generally meets our needs, but it may lack some features, or we are not using its advanced features. Processes, support, and training are adequate.

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* 16. How does your organization manage its website or web presence?

Our organization does not have any web presence.

We don’t have a website, but we have a basic page on Facebook, Medium, Blogger, or a similar platform. Technical support, processes, and training on these tools are inadequate or nonexistent.

We have a basic, do-it-yourself website created with a site builder (such as Wix, Squarespace, or a similar platform) that uses our own domain and includes basic analytics. Staff members can make only simple changes. Processes, tech support, and training are basic, and this type of technology doesn’t seem to be a priority .

We have a decent website with a customized design. We can make routine content updates. We use the basic features of an analytics platform or a tool like Google Analytics. Processes, support, and training are adequate, but glitches can take a while to fix.

We have a strong, customized website that is well-supported and documented. We designed the site with accessibility in mind. We use advanced analytics features to measure the effectiveness of the site. Staff members are well trained, processes and support are strong, and this technology aligns with our overall strategy.

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* 17. How does your organization protect itself from threats to its network, systems, applications, and data?

It is up to individual staff to protect themselves from security threats. Technical support, processes, and training for data privacy and security are inadequate or nonexistent.

We do some centralized threat protection with the aid of digital tools that may not fully meet our needs. Processes, tech support, and training are basic and threat protection doesn’t seem to be a priority.

We centrally manage threat protection, and this generally meets our needs, but it may lack some components. Processes, support, and training are adequate.

We centrally and comprehensively manage threat protection using digital tools that meet current needs and integrates with other key systems. Staff members are well trained, processes and support are strong, and this technology aligns with our overall strategy.

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* 18. How does your organization assess its network, systems, applications, and data for vulnerabilities that could be exploited in a cyberattack and address those vulnerabilities?

If we assess our systems for vulnerability at all, it is in an ad-hoc manner. Technical support, processes, and training for assessment and remediation are inadequate or nonexistent.

We do some vulnerability assessments, perhaps using basic digital tools, but not consistently. Processes and infrastructure are basic and this doesn’t seem to be a priority.

We centrally conduct vulnerability assessments and resolve issues, though we could do better. Processes, support, and training are adequate.

We have a comprehensive, centralized approach to vulnerability assessment and remediation, using a vulnerability management system. Staff members are well trained, processes and support are strong, and this technology aligns with our overall strategy.

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* 19. How does your organization teach your staff to recognize and counteract cybersecurity threats?

Staff members have a low level of cybersecurity awareness, and we don’t provide any resources or training for this.

We provide some cybersecurity awareness or training resources, but there is no standard or routine processes or training.

We provide some basic cybersecurity training and resources to all staff members, and they know the basics.

We have a comprehensive cybersecurity training program and staff members are good at identifying and responding to attacks.

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* 20. Which of the following statements best describes your organization's use of videoconferencing/live streaming for remote service delivery (e.g. Skype consultation, Zoom meetings, webinars, virtual reality)?

We do not need to deliver remote services of any kind and/or the only way to access services or participate in programs is in person.

We have begun experimenting with virtual or remote programs.

We have a virtual or remote program, but it has not yet caught on with our constituents.

Remote services are a thriving part of our program that is extending our reach and maintaining high quality of service.

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* 21. Which of the following statements best describes your organization's use of videoconferencing/live streaming for administrative purposes? (e.g., Zoom staff meetings, Teams for department meetings, remote board meetings)?

All our meetings are in person or by phone.

We have begun experimenting with virtual or remote meetings.

We have the tools in place, but they are not being utilized consistently.

Remote meetings are an integral part of our organization and make communication easier.

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* 22. Which of the following statements best describes your organization's physical location?

We do not have a physical location for our organization.

We have one physical location for our organization.

We have 2 or more physical locations for our organization.

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* 23. Which of the following statements best describes your organization's phone system?

We have an antiquated phone system on our premises that requires a technician for extension changes and has few, if any, features such as call forwarding to mobile phones.

We have a functioning on premises phone system that provides much of what we need, but we could probably take advantage of more features.

We have an on premises or VOIP phone system that works very well for us right now and has helpful features like sending voice mail messages via email and call forwarding to mobile phones.

We have a relatively new phone system that has all the features we need given the size and location of our organization and the nature of our needs for phone based communication both internally and externally.

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* 24. Which of the following statements best describes your organization's Staff Training on technology systems?

We do not have resources to help train staff members on our technology. Employees are expected to find and read manuals or training resources on their own.

We have some technology policies and instructions but no formal training. Our technology policies are written down in the employee handbook or in another shared document for staff members to look up on their own.

New staff members are trained on organization technology policies and how to use each of our core systems (e.g., email, constituent databases, website) as part of orientation.

New staff members receive training and we hold regular staff meetings to cover our technology policies. On-going training is available (in-house or from the vendor) for how to use our core systems (e.g., email, constituent databases, website). Staff are accountable for mastering our technology systems.