Networking for the Small Nonprofit: The Asian American Federation of New York

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Networking for the Small Nonprofit: The Asian American Federation of New York
By Shazia Muhammad
Director of Technology Services
East Side House, Inc.

Increasingly, the nonprofit sector is recognizing that technology and human services are not two separate entities. Rather, the integration of technology into daily work is essential to improving and strengthening the provision of human services. A crucial starting point is computer networking. For a small to medium-sized agency with two to ten PCs, there are systematic steps that can ensure success at minimal cost.

In 1998-99 I served as an AmeriCorps*VISTA member with United Way of New York City's TEAMing for TECHnology project. Throughout my year of service, I was assigned to work the Asian American Federation of New York (AAFNY) and its ten member agencies. One of the projects we completed was to network the federation's offices. AAFNY's experience shows that an agency determined to integrate technology into services can do so -- despite a limited budget -- through sound planning, dedicated staff, and committed volunteers.

AAFNY is typical of many smaller nonprofits in that it had several concerns from the outset. These included potential costs, maintenance issues, and fear that a low-cost network could lead to monetary loss once the agency is ready for more complex networking. As Charles Lai, AAFNY's Director of Agency Services, puts it, "overcoming the inertia of trying [new technology]," was an obstacle at first. Fortunately, AAFNY eventually developed a mindset that networking was a necessity, not a luxury.

Initial planning stage
In preparation for networking its offices, AAFNY underwent an extensive planning process. This included a technology needs assessment to determine the type of network needed and the budget required. Such an assessment includes listing the number and types of personal computers (PCs), their Operating Systems and a simple analysis of the data the organization tracks, whether computerized or manual, and the software used. After this process, networking goals must be determined. AAFNY's goals included:

Electronic file-sharing -- for example, to allow for databases to be updated from each staff's computer, or simply to
eliminate the cumbersome exchange of floppies.
Resource sharing -- for example, to make it possible to share peripherals such as printers and CD-ROMs.
Consistency in backing up organization files -- for example, creating shared electron folders where users can store important files, which the organization saves consistently.
Internal e-mail -- to allow for consistent staff communication and group e-mails, instead of office memos.

To enhance the planning, we recruited additional volunteers from CompuMentor and New York Cares. Another important thing we did was to involve an interested, tech savvy AAFNY staff member from the start. This helped to develop technology expertise in-house, thus insuring sustainability of the network.

Purchasing and Installation
AAFNY had ten PCs, so we purchased ten network (or NIC) cards for the computers for a total of $330. New York Cares volunteers and AAFNY staff installed the items, further reducing expenses. (See "Helpful Tips" sidebar.) The installation took two days, with two additional days for fine-tuning (setting up drives, scripts, back-up policies, etc.)

For this type of Windows 95 peer-to-peer network you don't need a professional to do the installation. However, you will need at least one person who knows basic 95 networking inside and out.

Long-term maintenance
AAFNY developed a long-term maintenance policy, which involves both staff and volunteers supporting the network. A good way to find volunteers is to develop relationships with companies and organizations that offer technology support or have similar technology goals. Areas where long-term support is needed include network maintenance and help-desk support for users.

If your network is a computer lab, consider forming relationships with other Community Technology Centers to share common problems and solutions. A list of CTCs is posted at: http://www2.edc.org/ctcnet/ctc.asp?co=&setting=&st=NY&cat=

Shazia Muhammad can be reached at (718) 665-5250, ext. 33, or by e-mail at shazia@eastsidehouse.org. To contact AAFNY, please call Jeanne Eng, Systems and Network Administrator, at (212) 344-5878, ext. 11, or visit their Web site at www.aafny.org.

Networking: Some Helpful Tips
Hardware requirements
All networked PCs should be at least 486 machines.
Recommendation:

Ask companies to donate used computers.
Purchase discounted computers from companies or nonprofits that provide discounted equipment to nonprofits. United Way of New York City's Gifts in Kind NYC program is one example. They can be reached at (212) 251-4144

All networked PCs will require a network or NIC card.
Recommendation:

NIC cards cost between $30 to $40 per computer.
Get price quotes from several stores.

There will be some network wiring costs.
Recommendation:

Wiring-you can either opt for expensive wiring through electricians who will need to go through your walls and ceilings, or you can do it yourself. It may be a little less scenic but you can buy clips and cat 5 wires and attach the wires along the walls yourself. This would cost approximately $5 per PC.
As a rule, it's a good idea to buy power strips for each PC at about $10 per PC.

You will need to purchase a hub to connect all the PC's together.
Recommendation:

A hub will cost about $25 per port (per machine) on the network. So for a 5 PC network, a hub should cost around $125.

Standard Software needs apply.
Recommendation:

Use one software platform for all computers. Standardization of software is important for compatibility and file-sharing.
There are some minimum requirements for computers to be on a network. If you're using a Windows environment, it's recommended you use Windows 95 minimally as the networking Operating System. Avoid using out of date technology simply because it is slightly less expensive.

Long-Term Maintenance

Create an in-house support system by having one or two staff members serve as dedicated technical support people.
Recommendation:

Technically knowledgeable people should play a role in each step of the network planning and installation process.

Try to create a network of outside consulting support, as well.
Recommendation:

Recruit volunteers to serve as mentors or provide phone and e-mail support.
Form relationships with technical support agencies such as New York Cares' Partners in Technology program.
Find a reliable paid technical consultant.

Adapting to New Technology

Minimize surprise by preparing staff to use new software.
Recommendation:

Create in-house software tutoring for any users using other programs.

Make a serious, long-term commitment to maximizing in-house technology knowledge.
Recommendation:

Begin by involving one or two of your agency's staff members to serve as proxy tech support people throughout the installation and beyond.

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