Webinar – Is the Cloud Right For You 2016-10-18

Susan: Welcome to our webinar, Is the Cloud Right For You? Thanks so much for joining us today. I’m Susan Hope Bard, the Training and Education Manager here at TechSoup. We’re excited that you’re here with us today for this webinar It is important for us to continue to provide you with webinars that help you and your nonprofit or library. So I do want to thank you in advance for helping us by continuing to give us feedback in our survey, which you’ll see at the end of our webinar I’m going to go over using ReadyTalk to make sure everyone is comfortable with using the platform. In the lower left-hand corner, there is a chat box This is there for you to let us know if you have any problems either viewing the screen or hearing the audio. The chat box is also for your questions You don’t need to hold onto your questions until the end, where we have a Q&A session You can feel free to chat your questions in at any time If you lose your internet connection, you can reconnect using the link in your registration or reminder email. If you’re hearing an echo through your computer speakers or having any issues with the audio, you can dial in using the toll-free line listed in your registration email or in the phone number that Becky just chatted out This presentation is being recorded You will be able to find this recording at TechSoup’s webinar page in about a week. This is where we share all of our webinar recordings and announce upcoming events So we want you to check it out at www.techsoup.org/community/events-webinars You can also review all of our recorded webinars and videos on our YouTube channel, and that’s at www.youtube.com/TechSoupVideo In a few days, you’ll receive an email with a link to the recorded presentation as well as any resources that we share with you today If you’re following along with Twitter, you can tweet us @TechSoup or use hashtag #tswebinars. I’d like to introduce you to our presenter today Linda Widdop is the Director of Technology Services at Tech Impact There, she manages all aspects of client relations, including providing nonprofits with project plans and budget development, implementation oversight, and resource allocation for projects With recent advances in cloud computing, Linda is focusing on moving nonprofits to leverage cloud solutions to lower IT costs, while gaining access to best-of-breed technology. During the past 20 plus years, Linda has worked in manufacturing, corporate and retail environments on her way to the nonprofit world. She has trained thousands and provided IT consulting and implementation services to hundreds of individuals and organizations. She is truly a delight to work with, and I know you will greatly enjoy her presentation today Also joining us is Becky Wiegand on the back end, and she’ll be here to answer all of your technical problems or questions If you have any problems hearing or viewing the presentation, you can just chat that in Our objectives today. We want to help you understand and analyze the benefits and features of cloud-based products. We want to help you access TechSoup cloud-based products. And we also want to answer your questions Before I turn it over to Linda, I’m going to talk to you a little bit about TechSoup TechSoup is headquartered in lovely San Francisco, California And I’d love to know where you’re joining us from, so take a minute to type in your location in the chat box. Test out that chat box right now. While you’re doing that, I’ll tell you a little bit about TechSoup We’re a 501(c)(3) nonprofit like many of you joining us today. And we work to empower organizations around the world to help them get the latest tools, skills, and resources to help them achieve their mission You can see from our map before that we serve almost every country in the world The need is global, and we also have a dedicated website for those folks that are from outside of the U.S We’ve helped organizations get more than $5 billion in technology products and grants to NGO’s around the world. Those tech products and grants come from more than 100 corporate and foundation partners And I can see we’ve got quite a few folks. We’ve got folks from Florida, Connecticut, New York, Indiana, West Virginia. That’s great. We have almost all of the country represented And Florida! Great! Alright. I am going to now turn over the presentation

to Linda. Linda, the floor is yours Linda: Thanks, Susan. We’re going to have to rewrite that intro that you have It makes me blush every time. It makes me sound like I do way more than I do Hi, everybody! Thanks for joining today The topic for today is cloud solutions and how they’re transforming the way nonprofits work. We wanted to give an overview of cloud and demystify the cloud a little bit and dive into some solutions that are readily available to nonprofits and also affordable A little bit about us. I work for a nonprofit organization called Tech Impact Please note that this is our staff They’re on the roof of the building And down in the little V there, that’s Peanut, the office dog. She’ll be making an appearance on tomorrow’s webinar about Azure services Our mission here is to empower communities and nonprofits to use technology to better serve our world. In other words, our mission at Tech Impact is to help you meet your mission through the use of technology We do that in a lot of different ways We’re a 501(c)(3) nonprofit, just like you We serve – Actually, I should update that. We serve over 200 nonprofits with Managed IT Support Services. So we provide help desk and proactive support to nearly 4,000 end users on a daily basis We have network engineering teams in place to help you with server projects and moving to cloud infrastructure and that kind of thing, which we’ll talk about today. We also do a lot of work with Microsoft Office 365 Again, that’s part of our topic today, and we’ll be happy to talk to you about that We do service delivery for nonprofits, but we also have a workforce development program in three cities now, including Philadelphia, Wilmington, Delaware, and Las Vegas, Nevada, where we do job training skills, technology training skills for young people, internships, and workforce development – I mean job placement services A little about me. I think Susan beat this to death. I’ve been with Tech Impact for 13 years now, and doing webinars like this for probably 10 years with TechSoup So let’s jump in and talk about typical nonprofit technology needs There’s four areas that we’ll be covering today. Maybe this scenario resonates with you My nonprofit needs to be able to work whenever, wherever, and on-the-go Increasingly in today’s world, we’re not nine-to-fivers, especially in the nonprofit world We’re working morning, noon, and night. We’re out in the community We’re trying to get work done for our constituents wherever we can So, what’s the benefit of using cloud technology? Well, we want to be able to track tasks, edit reports, and do all of our work from wherever we are So maybe that’s you. How about this one? My nonprofit needs to communicate with staff and volunteers. Because everybody is working from wherever – For instance, I’m working from home today. I work from home three to four days a week now from my home office. But I still need to be in touch with my staff and my clients And how do I do that? I do that through the use of communication tools like this handsome young man on the phone here. But I also use tools like Skype for Business and web meetings like this one We provide webinars and that kind of a thing, all done through cloud Another scenario. My nonprofit needs to engage with and retain donors, members, and volunteers. How do we do that? Well, we do that with good database structures and ability to access that data from wherever we need to access that data from And why is that important? It’s important because we want to increase our revenue, either through funders or contracts or whatever, by connecting with our constituencies And finally, the last scenario. My nonprofit needs to understand and drive impact. Right?

How do we use data in today’s world and do things like have information at our fingertips using dashboards and interactive visualization charts? It’s all done through modern technology and the use of cloud computing. So with that, let’s talk about making the case for cloud I’ve been in technology for, gosh, more than 25 years I’ve been in the nonprofit space for 13 years. And over the course of that time that I’ve been in this space, I’ve seen the nonprofits using technology in what we now call “The Bad Old Days.” The bad old days, when I started with Tech Impact, nonprofits were really struggling with technology. I mean, everything was old A lot of things were still being done on paper Anything that had technology was so expensive and kind of out of reach for nonprofits that we relied on things like donations, and we were kind of backwards This chart shows you The orange line would be a regular, typical business, a small business, and their use of technology over time That blue line there shows the nonprofits are below the for-profits up until about 2012 or 2013. And all of the sudden, our blue line skyrockets. Why is that? The answer is – Well, I’ll give you a hint It’s in the sky. It’s puffy, and it looks like this. Right? How do we go from being behind the curve to being out in front by leaps and bounds in just a few short years? The answer is the cloud. The cloud has enabled nonprofits to move ahead of the curve How is this possible? Well, the reason that cloud is a positive impact on nonprofits is because there’s nothing to own, whereas in the past, if a nonprofit came to me and said, “Linda, I need email or file storage or a database or whatever,” that meant that I had to go to my network engineers and say, “Hey guys. We need to spec out a server and get it set up and find the software and install it and maintain it, etc.” And that server was costing somewhere between $2000 and $5000 for most of our nonprofits, and it’s hard to come up with that money. The cloud is low cost, and I’ll talk about why the cloud is low cost a couple slides from now There’s rapid deployment. Because we don’t have to wait for the network engineers to buy the server, have it delivered, install it, etc., etc., we can jump onto new technologies very quickly simply by subscribing to a cloud solution Ability to scale is another reason. Ability to scale means when we have five new employees join the organization, we’re not having to go to our networking team and say, “We need another server because our old server is out of space.” Or, “We need a new telephone system because our telephone system can’t handle five more extensions and voicemails on it.” So it’s easier to do that with cloud We just add more licenses, and we’re done Availability. Cloud is available anywhere As long as you’ve got an internet connection, you can connect to all the services that you need, rather than having to come into the office and connect to that server and not be able to work from home, not be able to work if the power goes out So availability is another benefit Mobility. A lot of the solutions that we’re talking about today come with mobile apps, so we can connect via a cell phone, if we’re out in the field or whatever. The cloud has better security than a typical nonprofit server environment Where no longer are our engineers responsible for setting up the security on the server and the VPN access and making sure that’s all right and monitoring for threats and all of that Our cloud provider does all of that for us And believe me, they’ve spent billions of dollars making sure that the cloud is secure They also provide backup and disaster recovery. And for us, we’re able to use less powerful work stations, so we no longer need a work station that’s got a giant hard drive

in it to store all of the programs, etc We simply connect to using a browser, and we’re able to work So, how can the cloud be affordable to nonprofits? One word for this is competition The cloud services have come a long way. Again, I’ll use for example, internet is a great place to start Back in 2000 whatever, 2000, 2001, 2002, we were helping nonprofits get connected to internet using DSL services Or some of them were still using dial up and DSL. Back then, that DSL connection was really small. It was like 1 megabyte, or not even, a half megabyte connection And we were paying around $80 a month for that. Today, we’ve got 100 times that speed, and we’re still paying around $100 a month Why is that? Because the cable companies, the fiber companies, all of the internet service providers that are in your area are in fierce competition with one another. They’ve laid all the lines They’ve run all the cable and the fiber, and they’ve done all the network upgrades that they require to make the speeds go faster and faster at the same rate They’re offering double bundle packages and triple plays and all of that just to outcompete each other. So for that reason, your price has stayed the same, and your service has gone faster by a hundred fold For cloud services, data centers, your cloud providers are also in competition with each other; so they’re building out data centers. They’ve invested billions of dollars to build out data centers that are state of the art data centers that provide all of this service They’ve done billions of dollars’ worth of research and development on the software programs and security and functionality and features and usability and all of those things to put out the best product possible And again, they’re in competition with each other. They want your business All cloud solutions are developed for commercial use. They want customers, and they want a lot of them. But they also have a philanthropic commitment, and this is what really plays into our hands So these companies like Microsoft and Google and Salesforce and Box and many, many others that are out there, too numerous to name at this point, have spent lots of money trying to get everything operational for their for-profit companies. And yet, they have a philanthropy department that they’re committing to. For instance, Microsoft is committing to $1 billion worth of cloud services donations using Microsoft Office 365, Azure, Dynamics CRM and other offerings. Google has offered up Google Apps and Ad Words and Google Earth and YouTube and Google Analytics to nonprofits at a donation. Salesforce.com has a donation And this is all possible because they have the infrastructure in place They have a philanthropic bent They want to combine the two And they kind of want to stick it in each other’s eye to say, “Hey, we gave away $1 billion.” “Oh yeah? We gave out $2 billion.” Right? So it’s like this competition between them, which really helps us as nonprofits to go ahead of the curve. And that’s really why that spike in that technology use has happened. And if you feel like you’re still at the bottom of that, don’t worry. You’ll go ahead very soon because you’ll adopt some cloud systems soon One of the things that moving from an in-house server to cloud solutions does for us is, as a nonprofit, it helps us move away from capital expenditures So those big, major expenses that happen every five to six to seven to eight years, where we have to go and figure out how are we going to get $10,000 or $20,000 or more to upgrade our systems, whether it be our exchange server, our file server, or our donor database. If it’s sitting on a server, every few years we’ve gotta go out,

and we’ve gotta do this major expense. And then over time it kind of gets depreciated, and then everybody forgets about it, and five or six years later we’re like, holy – whatever Now, we’ve gotta go and get this money again Using cloud switches that around a little bit By using cloud, instead of having this major expense every couple of years, you’re on a constant subscription price And that constant subscription price is adjusted only based on usage. So we know that every time we add another user or another program, it may either keep the price the same or increase the price slightly, and we can factor that in. So it’s a predictable expense over time because it’s operating expense Now, that might be good It’s kind of a double-edged sword. Some funders like to buy servers for their constituents rather than fund operational expense. But hopefully, as we see during the presentation today, we’ll see that the operating expense is actually so low in many cases that a nonprofit can absorb that cost Let’s talk about some cloud solutions for nonprofits I’d like to start out with moving to the cloud. Why move to the cloud? Because we want you to improve your business. This graphic is here to say that for small organizations, we want to lower your equipment cost, get a predictable budget, and be less dependent on the IT provider For mid-sized organizations, the same is true And then for larger organizations, we want to provide access from anywhere so that it’s easier for the IT administrator to maintain and operate In the graphic here, what we’re saying is move away from that lower, left corner, where we have a lot of focused time and effort and energy spent on maintaining this thing Let’s move those functionalities to cloud and start to work on – Now it frees up our time and money to focus on evolving our business. And by that we mean, let’s take a look at using those resources that we’re saving to find better outcomes for our constituents, etc Why is that important for today? Because we’re noticing – I know we’re noticing at Tech Impact, and I’m pretty sure you’ll notice the same thing, that your Board and funders want to support high-performing organizations And the way that we’re looking at how that happens – So, how do we make that happen is through three things: mobility, agility, and metrics So we want our users to be mobile We want our programs to be agile. We want to be able to take on, as we see opportunities to make improvements in the community, we want to be able to make that happen, so we need to be agile. And we need the metrics to show the good work that we’ve actually done. So, how are we going to show and prove that we’re doing really good work in the community? By having things like reports and dashboards that give us that information really quickly Cloud services are more likely to be able to meet these three goals than a server-based program would be And here’s why. With mobility, your users gain access to information hosted on the cloud accessed by any internet connective device, whether it be Wi-Fi or mobile, cell phones, or whatever. Agility – You subscribe to cloud systems You’re only paying for the usage, and your vendors upgrade and adapt to customer requests. So this is the really cool thing. Every time a vendor hears a need from one of their customers, like, “Hey, we need this thing changed,” or, “We need added functionality or features,” they just do that for you And you don’t have to go through a huge project to get a new server and upgrade the software and do all that stuff. It just happens. One day you’ll log in, and there’s new functionality added With metrics, your data systems are tuned to provide dashboards So the vendor knows how to get your information in and out, so that it’s easy for you

and provides you with flexible reporting in that way So let’s take a look at what the cloud looks like. I’ve gotten a couple of slides from Microsoft because they’ve been kind enough to provide them for me If you ever wondered what the inside of the cloud looks like, it looks like this. It’s a big warehouse in the middle of somewhere. This warehouse happens to be in Dublin, Ireland So it’s a giant warehouse, and it’s got all kinds of security and climate control and all of that stuff. And inside the warehouse, it looks like this On the left-hand side, we’re seeing pictures of container trucks These are similar to the container trucks that you see riding down the highway near your office or your home. Inside each one of the container trucks, if we look at the right-hand picture, are rows and rows of servers. Right? Just mountains and mountains of servers And this is what provides all of the services for Microsoft Office 365 and Azure cloud services and Microsoft Dynamics CRM. All of that, your email, your files, etc., everything that you’re using are all on these servers inside of these container trucks which are positioned in data centers which are located all around the world So Microsoft has all of this built out. They’re using this for their commercial customers, and they’re providing the same data centers, the same trucks, and the same servers to you for free, whereas their commercial customers are paying for those services Microsoft takes your information – your information is moved every 30 seconds from one server to another, from one data truck to another, from one data center to another with no fewer than 10 copies. So there’s your disaster recovery and your availability and your security It’s all built into their system Now, if a few of the servers on this particular truck need to be refreshed or something goes wrong, they just automatically turn them off And when a certain percentage of them go bad, they don’t call a network engineer; they call a truck driver. And the truck driver just comes in, takes the truck away, and puts a new truck in. So they’ve got this really great system And many of the data centers operate like this. It’s not just Microsoft It’s just that they’re the ones that gave me the slides So what do we mean by types of clouds? We’ve heard about many different kinds of cloud services. I’m going to try and break that down for you really quickly My coworker, Sam, put this together. I love that he’s got the cumulonimbus cloud in there But we’re really only going to talk about the top three. We’re going to talk about IaaS, PaaS, and SaaS, and what those things mean. So here they are. SaaS – Software as a Service This is the most common type of cloud service that we all connect to, if you have got a Facebook account or a Gmail account or an Office 365 account or any of those. These are Software as a Service. Software as a Service means that the vendor provides the system or application to you that you connect to through a web browser. You pay for that on a license or subscription basis Or you don’t pay for it because they give it to you for free. And everything is already done for you. You just use the thing as it is. Some examples of that for nonprofit business use are Office 365 from Microsoft, Salesforce.com, Google Apps, Box, NetSuite, Adobe Creative Cloud. All of these services are Software as a Service because you just log in to them. Another one is called Infrastructure as a Service Infrastructure as a Service means that the vendor provides a cloud-based server to you that you can use to host your own application. So you need a network engineer to build out that server for you and load the applications on it And you pay the vendor per month based on the amount of server power that you need;

how much of the processor and memory and storage and what they call iodes, how many connections, whether you need the VPN and the security package All of that adds up to a monthly fee that you pay to use that. Some examples of that that are available for nonprofits are Microsoft Azure or Amazon Web Services The third one is Platform as a Service Platform as a Service means that not only is there a server that you can build out, but you can also use a platform to allow you to develop your own applications and run and maintain your own applications without building out the infrastructure. Again, a couple of examples of that are Microsoft Azure, Force.com, which is the underlying platform that Salesforce is run on, and a new one from Amazon called Beanstalk Which tools do we need to connect to the cloud? Well, we need to have an internet connection Right? Wi-Fi or Ethernet or cellphone We need to have an internet-connected device like a computer or a smartphone or a tablet We need to have productivity suites using either Microsoft Office 365 or Google Apps This is going to give you your email and your file sharing and that kind of stuff File storage and sharing – Again, SharePoint, which is part of Office 365, Google Drive, or Box.org. If you need to have a server, as Infrastructure as a Service, you’re going to use Microsoft Azure or Amazon Web Services Communications – You can use Skype or Google Groups or Hangouts Online meetings – Again, you’re going to use Skype for Business, Webex, or something like GoToMeeting And then with voice communications, you can move to a hosted PBX with remote office features to allow connection with cloud Cloud productivity solutions that are available to nonprofits – This is the big part of the program today Talking about cloud productivity – Cloud productivity are usually SaaS applications, Software as a Service, and there are three that are available right now to nonprofits that are either free or reduced fees. The ones on the left here, we’re going to talk about a lot, Microsoft Office 365. Microsoft Office 365 is right for you if you want a familiar look In other words, your office, your staff, are familiar with Microsoft Outlook and Word and Excel and PowerPoint, and they want to continue to use those programs and just move to a cloud platform to do that. If you need a robust email server such as Microsoft Exchange, or you’re familiar with a Microsoft Exchange server, that allow you to do things like have shared calendars and set your out-of-office and do those higher-level email things. If you want security that is HIPAA compliant or compliant with other, like PCI and that kind of stuff, or you want added security because you want to make sure that confidential information remains confidential, we can do that by adding additional features within Microsoft Office 365 to do that And you want to have information available and synchronize from a local computer to the cloud Microsoft Office 365 handles all of that Another one that’s available to nonprofits is Google Apps. Again, Google Apps has familiarity. Right? If you’ve got staff who are familiar with the Gmail interface and the Google interface, and they want to continue to use that, you can use Gmail but as a business, so that you’re not at Gmail.com, you’re at whatever-you-are.org You can go ahead and do that If you need to have a robust platform that’s more than just email, you can also get that with Google; so you can do file sharing with Google Apps and Google Drive

You can also get other features that are available for nonprofits at a donation, including Google Adwords. The Google Adwords – Google, I think, gives you $10,000 a month worth of Adwords for free. Google Earth, if you wanted to do more in depth mapping of your constituent base or your services. Analytics for your website and a YouTube Channel. You can do all that through the Google for nonprofits offer The third one is Box.org. Box.org is a file sharing platform. It’s not as robust as the other two, but it’s simple. So if you need just simple file sharing, and you’re already covered with email and the other things, and you just need a cloud-based file share, Box might be right for you Box also integrates with Office 365. So if you’re using Microsoft Office 365 for email and Skype, but you’re not sure if you want to move to SharePoint online because you don’t think that your organization is big enough to do that, you can also get Box.org and then integrate it with Microsoft Office 365 The nice thing about what the information on this slide is, is that all of the things that you’re looking at are donated or discounted to nonprofits. And you don’t have to pick one and stick with it; you can do a combination For instance, we use, at Tech Impact, we use Microsoft Office 365 very heavily. We use the email, the file sharing, the Skype, the Yammer. We use all the functionality We use the enhanced security features, all the functionality of Office 365. But we also use a Google grant for the Adwords and the analytics and the YouTube channel and that kind of a thing And occasionally, we use Box.org for some file sharing with external constituents I’m going to talk a little bit more about Microsoft Office 365 because I think it is, in our experience, it is the preferred productivity platform for nonprofits We’ve done hundreds and hundreds of migrations to Office 365 for nonprofits across the globe, actually. And why is that? I talked about it a little bit on the last slide It’s the familiarity with those programs that we’re used to. So it’s Outlook. It’s Microsoft Word It’s Excel. And it’s all of that through a cloud interface Here’s what you get for your donation Each user gets a 50 GB email box connected to exchange server. That exchange email box is available through Outlook, Outlook Web app, or mobile device. It allows your users to share their calendars and mailboxes and do some collaborative things within email It also gives simple file sharing with SharePoint online. SharePoint online is an intranet that allows you to do file sharing and much more using web apps to edit and create documents online. It allows your team to collaborate; so two or three or four or fifteen people can work on the same document at the same time. It allows you to do things like post information on an intranet site and have everybody have discussion boards and that kind of thing It also allows you to do personal storage using OneDrive for business OneDrive for business gives each user 1 terabyte of storage space online that can be synchronized to local computer It allows your team to use Skype for Business for web conferencing, presence management, instant messaging, video conferencing, video calling, and much more. At Tech Impact, we use Skype for Business a lot to communicate with our coworkers. We do video calls a lot Group conversations using Yammer – Yammer allows you to do a private social network to do things like post – If you wanted to do something really cool like post a photo of one of the constituents or volunteers or something like that, give a shout-out or praise a coworker for doing something really great, you can do all that through Yammer

It also includes web versions of Word, Excel, PowerPoint, OneNote, and Outlook So for organizations who might have people that are on the go, we don’t even need to load those programs on the local machine; we can just use web apps. You can get installed versions of those programs. That’s not the full donation. You have to pay a little bit of money $2 per user, per month will give you the full version of all of those. Word, Excel, PowerPoint, Outlook, OneNote, Publisher, and all the rest that you get with Microsoft Office Professional Plus for $2 per user, per month, and that user can install those programs on up to five devices, including mobile devices In some cases, it’s worth the $2 per user, per month If you’d like to know more about Microsoft Office 365 or Box or many other things at Tech Impact, go onto our techimpact.org/events and register for a free online demo We demo Microsoft Office 365 every other Thursday at 2:00 PM, Eastern And I think that’s going to happen this coming Thursday, the 20th. If you want to see it in action, please sign up for the free online demo. If you can’t make it, there’s recordings of those demos, if you go to our resources page I’m going to stop there for a quick minute Susan, are there any questions bubbling up in the background before we move on to the Infrastructure as a Service? Susan: Yes. Thanks! We’ve gotten a lot of really, really great questions One of them is about confidential files and the cloud. And I think you covered it a little bit, but there’s some folks who work with extremely confidential information, and they just were inquiring about the security of those files Linda: Right. That is always a great question to ask about. How secure are my files? With Microsoft Office 365, you go to the Microsoft trust center, and you can read all about the security and their privacy policy Microsoft will sign a business associate’s agreement with you to keep all of your information confidential Read online about their subpoena policies and whether that affects you or not. But in terms of pure security, it’s more secure than having a file server in your office I can do a lot of explanation about that But you’re going to set security groups up, allow people to have access to this, that, or the other thing, and you can also upgrade your licenses for an extra $1.65 per user, per month. You can add even higher level of security, so that a user doesn’t accidentally or on purpose forward information outside of your organization An example of that – I have a spreadsheet that’s got all my client information on it I attach that to an email, and I send it to somebody that shouldn’t get it If you use Enterprise Mobility Suite, that spreadsheet will not attach If there’s an external recipient’s name on that, it’ll go out to everybody else, but it won’t go out to the external recipient If I say, “Well, that’s not a problem I’ll just copy and paste,” so I copy the information out of the Excel spreadsheet, and I paste it somewhere, it won’t paste. It just won’t paste. It won’t paste into Word It won’t paste into another Excel spreadsheet. It won’t paste into an email You just can’t paste it. There’s plenty of ways to keep your confidential information very confidential. We’re happy to help you figure all of that out. Other questions? Susan: Yes. Another question is, what happens if the cloud service goes out of business? Or the facility catches on fire and burns down? What options do our learners have? Linda: That’s two questions. Right? First of all, make sure that you do your due diligence when selecting a cloud service provider The ones that we’re talking about now are major corporations, and they’ve got redundant data centers So if one data center burns down, or two or three data centers burn down, your stuff will still be available to you You might have a slight disruption in service,

but your stuff will still be available In terms of what happens if a vendor goes out of business, that’s another really good question. If you find a cloud service that’s not one of these big, giant ones, Microsoft or Google or Amazon or Salesforce, make sure that you’re reading the terms and conditions of your contract with them And they should have an escrow clause, where they put aside enough money into an escrow that will keep their servers and services operational for up to X-amount of days So if they go out of business, if they get bankrupt, if they have a cease and desist order, they have enough money in escrow to keep it operational, so that you’ll have 30 or 60 or 90 or 120 days to get your data out of there and find another vendor. Great question Susan: One more question. A couple of folks have asked this Do you have to use Outlook email with Office 365, or can you use Gmail or another email account system? Linda: You can’t use another email system. You don’t have to use Outlook You can use Outlook web app. If you don’t want to install Microsoft Outlook on your computer, you don’t have to. You can just go to www.office365.com, and put your username and password in and use a web browser It’s available through any web browser Susan: Thanks! Linda: That’s it? Susan: We have a couple other questions I think what I will do is let you proceed with the rest of your presentation and catch those up on the end Linda: Okay. Great! We’re going to jump out of the basic productivity and talk about the other cloud platforms. We did talk about, earlier, Infrastructure as a Service and Platform as a Service, and I do want to touch on those really quickly Let’s say you’ve decided to use Microsoft Office 365 or Google for Nonprofits, and you’ve moved everything off of your server. Your email is off the server Your file sharing is off the server. What’s left? Well, your server may have some other things that it’s doing. For instance, it may be an active directory server. It may provide network services, like DNS and DHCP and IP addressing and print services And maybe you’ve got a legacy database sitting on that, like an access database Or maybe you’ve got QuickBooks, and you can’t move to QuickBooks Online. What then? How do I get rid of the server in the closet so that I don’t have to purchase that and maintain it and all of that stuff? The answer lies in Infrastructure as a Service Infrastructure as a Service means that you’re going to build a cloud server There’s two that are available that nonprofits know about One of them is Amazon Web Services. Amazon Web Services have been around for many years, and some nonprofits have moved to it. But the cost of that per month is pretty expensive Microsoft Azure server has been around for a few years, as well. The cost of it is also expensive because you’ve gotta build out the server and pay for the processor and the memory and the storage and all of that stuff But the good news is that Microsoft has just announced, like three weeks ago, that a nonprofit offering for Microsoft Azure And what this is, is a credit. Microsoft will give every nonprofit that qualifies, $5,000 per year annual credit to use towards the complete portfolio of Azure services Meaning you can build that server out on the cloud and move your active directory there You can do development and testing You can do big data analytics You can do all of those things on the Azure services. So when you build that Azure server out, whatever the monthly cost comes out to be, Microsoft will give you a $5,000 credit every year to pay that off. That’s a huge, huge donation from Microsoft, and it’s just been announced It’s kind of lighting the IT administrator world on fire a little bit, especially those who have aging servers, and you’re trying to figure out how to get rid of them This is a great way to do that There’s a webinar that’s scheduled

on TechSoup, that’s going to cover just this. And if this is interesting to you, I highly recommend that you jump on that webinar and learn more about it Sam Chenkin is going to go over all of the things that you see on this slide here, talking about big data and analytics and creating business apps and backup and recovery, and how that can all benefit your nonprofit organization It’s really – It’s the next great thing With that, I’m going to jump in and ask – Just a couple of things about how Tech Impact can help you. We do strategic technology planning for nonprofits We do that around cloud services So we can do a big strategic plan and talk about all your use of technology But for those of you who are really interested in using cloud but are still, maybe, a little bit intimidated and want to make sure that you’re making the right choice, we can help you by providing you with a strategic cloud planning session. We do tech consultations You can get that available through TechSoup We do a lot of Office 365 implementations and ongoing support, etc. With that, I’m going to ask Susan for a couple more questions Susan: Alright. Great. Thanks. We have a question about restoring files on the cloud The question comes from Beth, and she was told that if you need to restore all files on the cloud versus one file at a time that that is not possible. Is that true? Linda: I think the answer to that question depends on the service that you’re using It is possible to get all of your data out of some systems, if you wanted to download it and keep – For instance, if you’re using a database online. Salesforce.com is an example of this. Many people who use Salesforce.com don’t realize that they should be backing up their data on a regular basis. And the reason for that is just, like, human error. Right? Somebody goes in and wipes out a bunch of the information in your Salesforce database You can’t call Salesforce and say, “Hey, I need my data back.” They’re going to say, “Well somebody deleted it. It’s not our problem.” They’re not going to be as mean as I just was They’re going to be probably nicer about it Having a backup, a monthly backup or whatever, you can do that online. But in the case of somebody clicks on a folder in SharePoint and deletes the whole folder, you can work with Microsoft up until a certain point in time Maybe it’s 30 days or whatever it is, to restore all the files that were in that folder So you can do it. It just depends on your provider Susan: Thanks! I think this question is definitely for Tech Impact. There’s an organization that wants to migrate to SharePoint. How would they do it without an IT department? Linda: You should do it with a professional There are many failed instances of SharePoint that people come to us and say, “We hate SharePoint!” And that’s usually because they haven’t done a project appropriately We have two ways to help. You can pay us, and we will do the project for you. We will take your group through a planning project We will do the SharePoint implementation, and we’ll do all the user training that’s required to be successful. Or, you can do a do-it-yourself workshop, where you come to a workshop, that’s a facilitated workshop, and we teach you and give you all the materials that you need to make that happen on your own. You can get the do-it-yourself workshop through TechSoup online. I think it’s $300-something for that. So we can help you both ways Susan: Thanks, Linda. And one more question, really about cloud, is virus protection There’ve been a couple of people that are asking about virus protection How does that work with the cloud? Linda: Each one of your cloud vendors is going to provide virus protection for their particular program. They certainly don’t want viruses to infect their data centers, so they provide their own virus protection But that doesn’t mean that you don’t need virus protection on your work station. You absolutely do. You still need to have antivirus running and maintained and do your scans and do your anti-malware program

and scanning as well to protect your own computer Here’s where you’ll get in trouble. If you use Box.org or DropBox or Microsoft Office 365 OneDrive for Business, and you don’t have your work station protected, and you get a virus, you will infect not only the local versions of those files, but also the versions that went onto the cloud. So you won’t be able to use them anymore, if they’re infected with a virus. So you need to protect yourself Susan: Great. Thanks, Linda. I think we have time for one more, and then I’m going to move to talk a little bit about some of the things we have at TechSoup Perhaps, some of the more specific questions to specific organizations and numbers of employees, we can refer to you directly. This one is from Matthew He heard there was a problem syncing Outlook calendar on phones I believe he’s talking about the cloud Linda: I don’t know. I’ve never had a problem syncing Outlook calendars to any – it doesn’t matter – iPhone or Android device. I’ve never had a problem Susan: Thanks. I also use Outlook on my phone and my iPad, and I haven’t had any issues Hopefully, that helps answer your question Alright. I do believe, Linda, if you are finished with your presentation, I’m going to move through some of TechSoup’s resources Linda: Great Susan: A couple of things. You can still continue to chat in your questions, and Linda can also address some of those individually. And I’ll be sure to forward some of the more specific questions about your nonprofit to her for her response, as well But Linda covered a lot today. There was a lot of information in this presentation, if the cloud is right for you, as a nonprofit Take a minute and chat in just one thing that you learned today. And if you are gearing up to exit this presentation, we do want to remind you very quickly to complete the follow-up survey This will help us continue to develop content that’s relevant to you A couple of quick things – I think Linda touched base on cloud-based products TechSoup does have a lot of cloud-based products that you can find out more about by going to our website. A couple of things are Box, which Linda covered a little earlier We also have Docusign. And we have Tableau, and we will be having a presentation on Tableau in the next few weeks. So we hope you join us for that as well For those of you who had questions about Azure, we will be having a webinar tomorrow on Microsoft Azure. So there’s still plenty of time for you to register for that I tried to chat that out to everyone And we also have something that’s new for TechSoup. We have online courses available for you to take. You can go to our tech change partner, where we host all of our online courses We will chat the link out to you to check out some new courses that will be launching today Again, I mentioned some of the upcoming webinars. Tomorrow is Microsoft Azure Then we have a couple of presentations The first one is for libraries: Broadband Planning for Libraries. And then we have the Tableau webinar on the 25th And on the 26th, we are going to be promoting our IdealWare learning track series all about technology planning for nonprofits We do want you to take advantage of those courses that we have in our online platform. You can find out more about them on the 26th And then Linda will be back to talk about what Microsoft’s cloud services can do for your nonprofit on the 27th. So if you enjoyed Linda today, come back on the 27th! I want to thank Linda for taking the time to put together such an amazing presentation We will be sending the presentation out to you along with a link to the recording of this presentation in a few days. There will also be a series of links to reference all of the resources both Linda and I mentioned at TechSoup and Tech Impact

I also want to thank Becky on the back end for chatting out a lot of information and responding to some of your questions, and ReadyTalk for being our webinar sponsor And most importantly, we do value your time. We know it is your most valuable asset So thanks for joining us today for this hour, and we hope to see you maybe tomorrow on our next webinar! Thanks so much. Have a great day