How to Write a Neighborhood Networks Business Plan Funding/Grant Writing Putting Technology to Work Building Capacity through a Volunteer/Staffing your Center Building Partnerships/Understanding Residents and the Community How to Write a Neighborhood Networks Business Plan What is a business plan? A business plan is the first step in identifying the purpose, goals, and objectives of the center. It is a tool that allows NN planners to think through their ideas, solidify their intentions and objectives, and work efficiently with a plan towards specific goals Why is a business plan important? A business plan is important because it is required for all Neighborhood Networks centers. The HUD Neighborhood Networks coordinator must approve business plans. The HUD Neighborhood Networks coordinator will assess your center based on your business plan Why do I have to submit a business plan? When additional property funds are being requested If the center wants to access Neighborhood Networks resources If the owner or management company wants to work proactively with HUD What makes a business plan successful? Include a plan for self-sustainability Involve the residents in the planning phase Evaluate the success (or failure) to see how well the center is addressing the needs of the residents and the community Where can I see a sample business plan? There is a sample business plan on the Neighborhood Networks website, www.neighborhoodnetworks.org What should I include in the business plan? Mission statement: This should be a few short sentences about what your center is trying to accomplish for residents and the community Whether or not you are working with other properties Focus of the center: Specify the areas in which the center will concentrate its efforts Benefits to the owner, residents, and the community Benefits to the owner can be reduced vandalism, decreases in utilities, increase in rent collections, and more marketable property Benefits to residents can include improved employment and educational opportunities, more structured opportunities for youth, and potential increases in income. Benefits to the community can include improved property image, increased education and employment levels, and the connection of community partners (police, schools, etc.) How do I write a budget? You will need a budget for the first three years of the operation Include sources and use of funds for capital expenditures and one time start up costs (e.g., hardware, software, furniture, etc) Include ongoing expenses to be incurred after the first year (e.g., staffing, maintenance, software upgrades, marketing, etc) Also indicate potential funding sources and expanded program offerings How do I go about writing a business plan? Review sample business plans on the website Define objectives Gather data What kind of information do I need to write the business plan? Conduct research about: Your residents and the surrounding community The community’s needs and assets What partners are readily available to you The business plan says it needs information on the type of people who live in my complex/apartment building. Where do I obtain this information? Property data: Section 8 contracts, regulatory agreements, HUD memorandums or tenant certifications Ethnic groups: Surveys conducted by resident or community organizations, tenant certifications or other statistics maintained by the property management ESL (English as a Second Language): Survey of residents or community groups already working with the residents should be able to provide this data. Single parent households: Tenant certifications and/or leases Disabled: Tenant certifications, leases, residents surveys and/or community organizations working with the disabled in your community Public assistance recipients: Tenant certifications or a survey of the residents How do I determine my objectives? Figure out what the center hopes to accomplish Find out ways that residents can be involved in the planning process Get feedback from the HUD Neighborhood Networks coordinator How do I determine what my center needs? Ask the residents what is important to them Ask community organizations/leaders their opinion Who do I submit my business plan to? You must submit your business plan to the local HUD field office for review and approval What happens after I submit my business plan to HUD? Once the business plan is approved, HUD funds may be used If your business plan is not approved, the HUD field office will tell you what you should work on so that you may submit it again All Neighborhood Networks centers are encouraged to complete an evaluation on an annual basis. Properties seeking project/HUD funding should provide all the information contained in the HUD-recommended assessment and evaluation report Back home Funding Grant Writing Plan How do I identify potential funding sources? Keep your center’s goals and objectives in mind and seek those resources that will benefit them Think about government, private foundations, corporations, your clients and community, and property funds Where can I access government resources ? Check HUD’s website for guidance. You can access federal, state, and local sources. Federal: These are obtained from agencies within the federal government. State: These come from entities like state job training agencies. Local: These come from organizations that have a special interest in your community How can I find out about private foundation and corporate resources? These resources can be obtained from national and local foundations and corporations National foundations and corporations do not place geographical limitations on their funding opportunities Local private foundations and corporations usually only provide funding to organizations located within their target areas Community foundations are public charities that receive money from the public and award grants to organizations within their named community and/or target area What kinds of resources do private foundations and corporations provide? Foundations and corporations often provide operating support, seed money, program/project support, technical assistance, and training grants There is a lot of competition for private foundation grants Corporate grants and community foundation grants are much less competitive What are property funds? Property funds include   Residual receipts account Owner’s equity Funds borrowed from the Reserve for Replacement account Rent increase Requesting a special rent adjustment Excess income You can apply to your HUD coordinator for permission to use these funds if you meet two requirements:   Your business plan is approved by HUD HUD has approved any items that it has funded How can I use property funds to fund my center? You can use your residual receipts account to fund a center to the extent that HUD determines that these funds are not required to maintain the habitability of the unit or to meet other building needs Owner’s Equity: The owner can increase the amount of her initial equity investment by investing her own, non repayable funds in the center You can use funds borrowed from the reserve replacement account to fund a center to the extent that HUD determines that these funds are not required to meet anticipated repair and replacement needs of the property The owner may use a rent increase under the Budgeted Rent Increase Process to request an increase to cover the costs of the center. These increases may or may not be approved by HUD. Under special conditions, HUD will allow the owner to increase the rent for units under a Section 8 contract to meet the costs of the center What kinds of resources does my community provide? Your community includes residents, center users who are not residents, faculty, staff and students at local colleges, and large corporations with headquarters in your city or state Your community can provide volunteer labor, user fees, individual contributions, fundraising contributions, grants, and in-kind donations Is there a national clearinghouse of funding opportunities that I can access? The Foundation Center is an independent nonprofit information clearinghouse that collects, organizes, analyzes and disseminates information on foundations and corporate giving programs www.fdncenter.org How can I use the Internet to find out about funding sources? Use websites like   Foundations On-Line www.foundations.org This site provides a directory of charitable grantmakers The Grantsmanship Center www.tgci.com This site provides grant information and grantsmanship training Nonprofit Resource Center www.not-for-profit.org Has a wealth of information of interest to nonprofit organizations, including grants and fundraising information On search engines like Yahoo! And Lycos, type in keywords like “fundraising,” “grants,” “nonprofits,” and “philanthropy.” What qualifications do I need to receive funding from corporations, foundations, etc? You need Articles of Incorporation 501(c) (3) Nonprofit Status In order to become a 501 (c) (3) non profit you must apply to both the federal Internal Revenue Service and the revenue agency of your state Your application must include Articles of Incorporation which contain the Exempt Purpose Statement as described in IRS Code section 501(c)(3) and defined in Treasury Regulation _1.501(c)(3)-1 Paragraph d and the Dissolution Statement described in Treasury Regulation _ 1.501(c)(3)-1 Paragraph b, subparagraph 4 ("Organizational Test") Employer Identification Number By-laws of the organization Minutes of Board Meetings Names, addresses, and resumes of Board Members (Trustees/Directors) Listing of names and addresses of all active members (i.e., Church, Clubs, YMCA, etc.) Listing of all organization assets (i.e., cash, furniture, equipment, property, pledges etc.) Listing of all organization liabilities (i.e., mortgages, accounts payable, loans, etc.) Copies of all organization Rent/Lease agreements and contracts Statement of revenues and expenses (for the last four years or as far back as possible if in existence for less than four years) History of the organization (including the reason for its formation) Organization creed or mission statement (or Statement of Faith/Beliefs for Churches / Religious Organizations) Documentation Supporting All organization activities and operations/programs (i.e., statement of purpose & operations, food programs, fundraisers, flyers/brochures/pamphlets, choir, Sunday schools, bible studies, counseling programs, trips, etc.) All Sources of financial support (i.e., contributions, tithes & offerings, fundraisers, rental income, etc.) Description of all Fund raising programs IRS Processing/Filing Fee of $500.00 (if Average annual revenue is greater than $10,000) or $150.00 (if Average annual revenue is less than $10,000) , made payable to the INTERNAL REVENUE SERVICE Appropriate human resources to carry out the proposed activities A Long-term Funding Plan How do I select the right funder for my center? Look at   The program area Geographic location Whether the funder will provide operating support or program support Whether the requirements of the funder meet the needs of my center The application guidelines Any funding limitations How do I approach funders for money? Know your center’s goals Prepare information on your center to present/send to potential funders Call the staff to discuss your center and how its programs mesh with the funder’s goals Send a letter of inquiry. Include your target population, program description, the value of your program, what you want from the funder, and how the funder’s contribution will make a difference Submit a proposal (if required). Research the funder’s requirements, application process and deadlines before assembling your proposal. How can I maintain a relationship with a funder? Complete all tasks on time Keep good records of conversations with the funder’s staff and any correspondence exchanged between yourself and the funder Write progress reports, annual reports, newsletter articles etc to let the funder and others know how your program is doing Keep the lines of communication with the funder open. Send a thank you letter upon receiving the funds. Invite them to center events. Be sure to keep them involved in what’s going on at your center. Resources Neighborhood Networks Funding Guide, October 1999 www.neighborhoodnetworks.org RTAP module Funding Alerts Website Foundations On-Line This site provides a directory of charitable grantmakers The Grantsmanship Center This site provides grant information and grantsmanship training Nonprofit Resource Center Has a wealth of information of interest to nonprofit organizations, including grants and fundraising information On search engines like Yahoo! And Lycos, type in keywords like “fundraising,” “grants,” “nonprofits,” and “philanthropy.” Back home Putting Technology to Work at Your Center How do I evaluate my current technology resources? Learn to evaluate the basic computer components: Refer to “Glossary of Computer-Related Terms” in the Toolkit under the “Putting Technology to Work at Your Center” in the June 2000 RTAP binders.   Computer hardware: physical components of a personal computer and include the processor and the temporary and permanent storage areas for program instructions and data Software: programs that contain instructions which tell the computer how to perform certain functions Peripherals: equipment that can be added to a computer   Printer Monitor Scanner Keyboard/mouse Networks: group of individual computers linked together, enabling a group of users to share information and communicate with other users. Internet: the collection of all the computer networks and gateways that communicate with each other How do I learn more specific details about the computer components listed above? Refer to “Putting Technology to Work at Your Center” in the June 2000 RTAP binders (pages 5-10). Is there an easy way to evaluate my computing needs? Refer to Technology Self-Assessment activity in the “Putting Technology to Work at Your Center” in the June 2000 RTAP binder (blue pages 12a-12l). What is the least amount of computer equipment my center needs? The below is taken from the “Putting Technology to Work at Your Center” Toolkit. Updated in April 2000. Component Recommendation Operating System: Windows for PC computers (current version are ’98 and 2000) MacOS for Macintosh computers (current version is 9.0) Processor: (the engine) PCs Speed (MHz, megahertz) … the higher the better, but 300 MHz is enough. Type … look for Intel Pentium III or Pentium w/MMX—or the AMD brand equivalent. Macs Speed/Type … the fastest is the G4 (up to 500 MHz), but G3 is enough. Hard Disk: (storage space) The more the better … at least 2.0 GB (gigabytes). RAM: (memory for programs) The more the better … recommend 64 MB (megabytes), but no less than 32 MB. Cache No less than 512K. Floppy Disk Drives: A 3.5” floppy disk drive is standard. CD-ROM Drive: A must have, at least 16X (speed). Sound Card: A must have if you want to hear sound from your computer … look for Sound Blaster brand or compatible. Graphics Card: RAM … at least 2 MB, or 4MB if you’re buying a 17” monitor. Bus … look for PCI or AGP, not ISA. Brand … Matrox, Diamond, Number Nine, ATI. Modem: Internal recommended for both desktop and laptop. Speed … at least 56KB. Fax/Data/Voice … voice-capable allows you to use your computer as an answering machine, but at least get fax-capable. Expansion Capacity: Bays … prefer PCI. PCMCIA (credit-card size expansion slots) … must have at least one (1) for laptops. Speakers: Usually included in package. Monitor   Factor Recommendation Screen Size: At least 15 (13.9)”… but best is 17 (15.9)” monitor. (Viewable Area) For laptop, at least 12.1”. Dot pitch: Lower is better … no more than .28. Maximum Resolution: (number of pixels) No less than 800x600 for a15” or 1024x768 for a 17”. Display Type: (notebooks) Active Matrix (Dual Scan or TFT) … preferred. Passive Matrix (DFTN) … minimum. Liquid Crystal … not recommended. Keyboard & Mouse These elements are usually included in a computer purchase, but check to make sure. Options: Track ball. Do you have arthritis? Will a small child be using the computer? Do you have only a small amount of space on your computer desk? If you answered yes to any of these, think about buying a “track ball” instead of a mouse. It sits in one place on the table and you use the roller ball to move the cursor on the screen. Ergonomic keyboard. Several versions designed to take some of the stress of typing off shoulders and arms. One recommendation is Microsoft’s Natural Keyboard ($85). Laptop touch pad vs. pointing sticks vs. rolling ball. These devices are usually built-in to a laptop keyboard so that you can work without adding a normal mouse. Touch pads are recommended because they are less likely to wear out Printer The first decision is whether you need a laser printer—which produces a clearer image by bonding a dry toner to the paper—or an ink-jet printer—which sprays the paper with ink. Factor Recommendation Resolution: (dpi, dots per inch) The higher the better … no less than 600 dpi for either. Page speed: (ppm, page per minute) The higher the better … no less than 8 ppm for either. Paper capacity: (number of sheets) The more the better … preferred are drawers versus the vertical paper feeders. Black vs. Color: Ink Jet … color is reasonable. Laser … black and white Which is the best Internet data connection for my center? The columns, from left to right, describe: The connection type (Data Connection); Whether the connection is a dial-up or dedicated connection (Dial/Dedicated); The speed of the connection (Speed); The kind of line required to provide the connection (Line); The kind of equipment needed to use the connection (Equipment); and The monthly cost of maintaining the connection (Cost). Data Connection Dial/Dedicated Speed Line Equipment Cost Analog Either 28.8 – 56Kbps Normal telephone (existing) Modem Low DSL (digital subscriber line) Dedicated 144Kbps – 1.5Mpbs Digital telephone line (existing) DSL modem Ethernet card Low to Moderate ISDN (integrated service digital network) Either 64 – 128Kbps Digital line (new) ISDN modem Router & Ethernet cards (for LAN) Moderate to High “T” Lines Dedicated T1 < 1.544Mbps T3 < 45Mbps T5 < 128Mbps Digital multi-channel line (new) CSU/DSU Router Moderate to High Frame relay Either 56Kpbs – 45Mpbs as purchased Piggybacks on ISDN, T1 or similar CSU/DSU Router Moderate to High Cable Dedicated 4 – 10Mbps Cable serviceZAa Cable modem Ethernet card Low Satellite Both 128 – 400Kbps Phone line (existing) Satellite service Satellite dish PC card Moderate Low cost = $10-99 / month, Moderate = $100 – 499 / month, High = $500+ / month. Start-up costs (installation and equipment rental/purchase) are not included because costs vary widely by ISP. Centers will be billed as commercial or business accounts, which means paying metered usage that are not included in the price ranges above. Make sure to research this hidden cost for dial-up analog and ISDN accounts. Research about costs, speed and equipment of data connections included the following web sites: “Speed! Which high-speed connection is right for you?,” ComputerUser.com, www.currents.net/magazine/national/1608/covr1608.html Net Connections by Consumer Online, www.consumer.org.nz/cgi-bin/net/isp_menu “Web Services - Internet Quick Reference Guide,” CNET.com, webservices.cnet.com/html/aisles/Internet_Access.asp Which is the best Internet Service Provider (ISP)? The table below lists some of the important factors to consider when choosing an ISP. Factor What to consider Connection speed Is your ISPs able to connect as fast as you can? Why?: If you have a 56K modem, you want your ISP to have 56K modems too. Flat-rate vs. per-hour charges Does your ISP charge you one fee for unlimited access or do they charge a flat rate for a given number of hours (say 30) plus a per-hour charge for any usage over that limit. Why?: It can be difficult to manage Internet connection time in a center with more than a few staff and resident users. Recommendation: Choose flat-rate unlimited access. User-to-modem/bandwidth ratio How many simultaneous connections can your ISP support? Why?: An ISP with 25 modems is more likely to be “busy” when you dial-in than one with 100 modems. Similarly, a cable service with lots of users may be slower than one with fewer people. Recommendation: User-to-modem ratio of 10-1 or less. Staying power Has your ISP been in business long enough to have a record of success and satisfied customers? Recommendation: Avoid very new ISPs until they have proven their stability. Personal web pages Does your ISP provide space on their servers for users to create personal web pages? Example: “Free” web space can be an ideal means to create a basic web presence for your center without spending additional dollars for web hosting. Recommendation: Look for at least 5 MB of server space for free. Supoort Is your ISP willing and able to answer your questions and work with you to solve problems? Recommendation: Do some informal word-of-mouth research before you finalize your decision. Nonprofit or educational rates Does your ISP offer nonprofits or educational institutions a discount or special benefits? Why?: You may be able to reduce startup or monthly costs. Recommendation: Ask for discounts, sometimes as much as 10-20%, and/or perks like free web hosting, installation cost waivers and in-kind (or “comped”) equipment…even if they aren’t offered. How do I make my center inclusive and accessible for those with disabilities (mobility, vision, hearing, cognition, etc.)? To get help with individual state’s assistive technology visit: abeldata.com/Site_2/state_technology_assistance_proj.html For Windows 95 (and up) users, go to the Control Panel under Accessibility Options. There it is possible to adjust monitor and keyboard setting for individuals with disabilities. Refer to “Customizing Windows for Individuals with Disabilities” in the Toolkit (last page) under the “Putting Technology to Work at Your Center” in the June 2000 RTAP binders. What is a technology plan? Is it useful? A technology plan records decisions about how technology will be used for instruction, management, assessment, and communications. The term of the plan is 3 to 5 years, with a specific timeline for the next 18 months. The technology plan can help the center Become more efficient in operations; Budget and spend money more efficiently; Boost fundraising efforts. What is the best way to create a technology plan? What are some common problems? Refer to Planning to Plan activity in the “Putting Technology to Work at Your Center” in the June 2000 RTAP binder (yellow pages 22a-22c). Create an advisory board of members that are considered stakeholders in the community and center Residents of diverse backgrounds, ages, educational or economic levels; Center staff; Center board or advisory committee members; Local business owners; Property management staff Assess current technology (see below). Assess current staff and their willingness to commit to the new technology plan and the learning curve associated with new technology. Set goals and expectations. Set budget. 70/30 rule: a good rule to use which dictates that for every dollar spent on technology, 30 cents should be used for hardware and software purchases and 70 cents should be used for training and support staff and users. Donated and rented equipment can contain hidden costs such as training staff on new equipment or the cost to “retrofit” or “work around” the new equipment. Identify appropriate phases and key deadlines. Now that I have a technology plan, what do I do (fulfill the vision)? Selection: choosing the specific technical elements; Installation: putting the equipment or software solutions into place; Training: preparing staff to use the new technology; Pilot or mini-implementations: testing the new solution to see if it will work for your center; Full implementation. What can I do with outdated equipment? Refer to “Recycled Resources” section of “Resources, Tutorials, guides, etc.” below. Take the computer apart to learn of the inner workings of the hardware. Donate equipment to a non-profit (still investigating this option with Carlin). Dispose of the computer. Check local dumping laws to avoid penalties for monitor disposal What do I do with someone who wants to donate outdated equipment? Make sure to investigate the caliber of the equipment to ensure it can be used by the center Refer to the “Putting Technology to Work at Your Center” Toolkit reproduced above. Refer to “Recycled Resources” section of “Resources, Tutorials, guides, etc.” below. Especially http://www.coyotecom.com/donations.html Where can I find equipment donations? Solicit donations from local companies close to the center Refer to “Recycled Resources” section of “Resources, Tutorials, guides, etc.” below. Especially http://www.helping.org/nonprofit/grants.adp A web site that provides lists of organizations that helps non-profit organizations secure funding and/or computer donations. Resources, Tutorials, guides, etc.: Coyote Communications Technology Tip Sheets. Provides numerous detailed, how-to fact sheets on hardware, software, the Internet, web site development, databases, and other topics related to the needs of nonprofit organizations. freetutorials.com. Contains tutorials on a variety of topics, including software applications (e.g. Word, Excel, PowerPoint, graphics applications), the Internet, web design, web programming, and others. “Getting Started on the Internet”. Guide for those new to the Internet. Provides an Internet primer, dictionary and glossary of Internet terms, information on how to find and select a low-cost or free Internet service provider and design web pages. http://www.helping.org/frameset.adp?hosection=nonprofit&url=http%3a%2f%2fwww%2eidealist%2eorg %2fgetting%2dstarted%2ehtml&title=Getting%20Started Help-Site.com. Provides tutorials on hardware, networks, Windows, Mac, the Internet, and other topics. Help2Go. Explains various computer concepts and contains a glossary of computer-related terms and a beginner's guide to the Internet. Internet 101. Selected by Yahoo as one of three best web sites focusing on the Internet for beginners. Also contains an easy to understand glossary of Internet-related terms. “Resources for Older Computers. A Lot Can be Done With Just a Little Technology”. Web site article provides information about how to get the most out of older computer technology. Technology Resources for Nonprofits. Online clearinghouse for nonprofit technology issues. Contains information on a variety of subjects, including, how to obtain technology funding, integrate online and other forms of technology into nonprofits, identify on- and off-line sources of technical assistance and design web sites. U-Geek.com. Good resource for definitions of many computer- and Internet-related terms. You can either type the term you are searching for or click on a letter index for the beginning of the term you are looking for. Webopaedia. Encyclopedic listing of computer- and internet-related terms. Written in laymen’s’ terms and easy to read. “Wired for Good: A Technology Guide Book for Nonprofits”. General guide to the strategic use of technology by nonprofits, including how to develop a technology plan and select technology vendors. Listservs, discussion groups, newsletters, e-magazines, etc. DIGITALDIVIDE. Moderated discussion forum focused on how to bridge the digital divide. LibertyNet HOMEPAGE Mailing List. Mailing list providing tutorials on HTML and web design for nonprofits. To subscribe, send an e-mail message saying "subscribe homepage" to Majordomo@philadelphia.libertynet.org hilanthropy News Network Online. A leading source of news on innovations in non-profits' use of technology. TechSoup. Resource center web site for nonprofit technology issues. Contains discussion boards, stories on tech use in nonprofits, reviews of technology applications, free software, templates for management needs, comprehensive glossary, information about how to obtain discounted technology items, links to other helpful sites. To subscribe to TechSoup’s e-newsletter, go to http://www.techsoup.org/subscribe.cfm Funding Find Technology Funding. Compilation of technology funding resources for nonprofits. Neighborhood Networks Funding Guide Provides information on more than 150 independent, community, corporate, and federal funding resources that may be helpful to Neighborhood Networks centers. Philanthropy News Network “Non-Profits Learning to Ask Online”. Article about the successful use of online fundraising strategies by several nonprofit organizations. Puget Sound Business Journal “Fundraising Online Bolsters Bottom Line.” Recycled Resources Mindshare Collaborative. Computer recycler that facilitates transfer of computer resources from the private and government sectors to inner city school children, physically-impaired people, adults trying to enter the job market and other economically disadvantaged populations. The Philadelphia Reuse Collaborative. Refurbishes donated computers and distributes them to community organizations. Share the Technology. Organization that connects donors of computers and related technology with organizations seeking donations nationwide. Serves nonprofits, people with disabilities, and schools. “Caution! Re: Accepting Technology Donations". Web site article discussing computer donations. Organizations Americorps*VISTA technology projects. Americorps places VISTA volunteers in nonprofits and schools to help them enhance their use of computer technology. CompuMentor. Provides San Francisco Bay Area nonprofits and schools with computer technical assistance and consulting services. Also manages a software redistribution program. In addition to information about its services, CompuMentor’s web site contains a variety of resources, including articles and tutorials on a wide variety of tech issues and links to other useful resources. Coyote Communications. Provides workshops and training on how to integrate online technology into current technology, conduct needs assessments and prepare technology plans, design and manage databases, and raise funds for technology needs, among other topics. Erider Program – The Technology Project. Organizes and manages provision of technical assistance to nonprofit organizations through the use of travelling computer/technology technical assistance experts, or “E-Riders”. HandsNet. Provides training for nonprofits on how to integrate online technology into operations and program delivery. Nonprofit Technology Resources. Provides training and technical assistance to nonprofit organizations in the Philadelphia region. NPower. NPower provides Seattle-area nonprofits assistance with technology planning, hands-on services such as network wiring and database design, skill-building courses, assistance with locating technology volunteers, and access to a library of technology resources. ONE Northwest. In addition to its advocacy work and other services, this organization provides assistance in developing technology plans. Its Web site provides a variety of information and forms useful for developing a technology plan. TEAMTech. Provides nonprofits with information technology needs assessments, technology planning assistance, software and web site development training, and in some cases, free hardware. The Technology Resource Consortium. Association of nonprofit technology assistance organizations that serves to enhance the ability of its members to support nonprofit organizations and government agencies in their use of information technology, promotes collaboration among its members and encourages the formation of new technology assistance provider organizations, particularly in unserved and under served areas. Miscellaneous Benton Foundation Best Practices Toolkit. A nearly encyclopedic source of information on technology planning, how to obtain funding for nonprofit technology projects, fundraising on the Internet and other topics. Ebase. Free database program designed to help nonprofits manage fundraising information and conduct fundraising activities. Offered by The Technology Project. “Find Computer Help Near You”. State-by-state listing of corporate and nonprofit organizations providing assistance with technology to nonprofits. Back home Building Capacity through a Volunteer/Staffing Your Center How do I setup a Volunteer Program? Administrative approval from your center. Create descriptions for the potential volunteer positions and recruit for your center. Provide orientations, supervision and training for your volunteers and ensure job quality. How do I know if my Center has the Capability of supporting more staff? Make sure there is supervisory staff, space and work for volunteers. Talk to board or property manager about how and where volunteers can be used. Where do I find Volunteers? Within the Community: First, look to residents (seniors and youth) as volunteers, they have a stake in the community and often benefit directly from the center’s presence. Second, when work requires gaining trust and respect from residents or other community members. Also, when the work involves outreach to community members. Outside the Community: When you need specific types of expertise that cannot be found in the community. When you need more volunteers than are available in your community. Where should I Look to find Volunteers? Educational Institutions - College and High school students, nursing students and others that belong to fraternities or sororities or other service organizations that require a certain number of community service. Contact Dean of Students office or Student Employment services. Faith-Based Organizations - Local places of worship (churches, synagogues and mosques, etc.), social service organizations such as charities and other not-for-profits. Contact these organizations through residents and staff, the phone book or the Internet or through HUD’s Center for Community and Interfaith Partnerships at 202-708-3630 ext. 4289. Business Community - You can find a service-oriented corporate culture in the business community. Many businesses administer volunteer programs. They offer valuable skills that could be of help to your center (health care, computer and accounting skills). Contact your local Chamber of Commerce or Board of Trade for business information. To speak with a business representative, contact the company’s Public Affairs Office or search on the company’s website. Volunteer Organizations - A key function of volunteer organizations is to provide volunteers to other worthy organizations. Examples include AmeriCorps, VISTA (Volunteers in Service to America), Hope For Kids, and America Reads –are Neighborhood Networks national partners. Contact information can be found through search on the Internet. Community Service - TANF (Temporary Assistance for Needy Families) is a federal program that provides assistance to eligible families, Civic groups, professional organizations and restitution programs. How do I Market my Program to Volunteers? Think like a volunteer, consider your words in your advertisement and anticipate and answer questions. Ideas for Marketing to individuals: Word of mouth, bulletin boards, fliers and community newspapers. Marketing to Organizations: Pitch your center, convey your mission, know what you have, need and want and think creatively about how you can use the people or tools that an organization may have to offer. Use the Internet to search for potential volunteers and network through the community and its resources. Resources Neighborhood Networks Resource Guide RTAP: Chapter 2. “Building Capacity through a Volunteer Program.“ NN Website: www.neighborhoodnetworks.org HUD website: www.hud.gov Search Engine: www.metacrawler.com (Search Volunteers and the organization’s names.) What is the first step in designing a program? Assessing community’s resources and strengths, and residents’ needs and interests should be the first step before setting goals for the program. Assessment process should help the program developer determine: The types of classes and workshops that the center should offer. The types of computers and software programs, associated wiring, that will be needed. The number and types of instructors and center staff that will be required. The center schedule that best accommodates residents. How much space the center needs and what equipment is desirable. What is the next step after assessment? Identifying goals for the program should follow assessment. This process involves clearly choosing who the center is going to serve and what they are going to get out of the program. At the end of this process the program developer should be able to answer following questions: What is the focus of the program? What does the center want participants to achieve? What are specific activities of the program? How will the center allocate resources wisely? What kind of information should be collected to be able to assess the needs and interests of the community? Racial and ethnic background Age Education level Employment status Source of Income Literacy English proficiency Computer literacy, computer skills Health condition Child care need What are the methods that can be used to gather information necessary for assessment process? Use assessments that were done by others in order to avoid recreating what others have already done. Interview community leaders. Residents’ Council meetings may be a good place to meet community leaders. Conduct resident survey. Visiting recreation areas and even residents’ apartments may be a good way to interact with residents. Use several methods at a time. How should a Neighborhood Networks center use gathered information to identify the program areas? Step 1: The responses should be summarized. Percentage calculations are a useful tool to make sense of the numbers. A percentage is calculated by dividing a count such as the count of persons who are not fluent in English (50) by the total number of completed surveys (100). The percentage of people who are not fluent in English is (50 divided by 100 = 0.50) 50 percent. Step 2: The higher the number or percentage of residents who fit into a certain category, the greater the need for the specific program. Program developers should compare each program area to see the area of greatest need. Step 3: After selecting program area priorities, program developers should go back to consider the assets that may be available for the center. If the available assets seem to favor one priority over another, then program developers may want to change their priorities. Assume, for example that program developers in a Neighborhood Networks center select “Adult Education” as their first priority and “After school activities” as their second priority after considering the assessment of resident needs data. Assume, however, that a significant number of software for young people has been donated to the center. This fact may persuade the center to switch its priorities, making “After school activities” its first priority. Step 4: After determining which program areas to focus on based on making some preliminary estimates on the number of people who will use the center and the reasons they will be using it, the center should make a formal decision. A center can focus on more than one program area if it has the resources to do so. What are possible program areas for the Neighborhood Networks centers? Adult education After-school activities Job preparation Job placement Senior citizen services Business development What are some adult education programs that can be developed in the Neighborhood Networks centers? Adult Basic Education (ABE) classes: These classes enable residents to develop the ability to read, write and perform basic math. Learners progress to GED classes. General Equivalency Degree (GED) training: This program prepares people to take a test to obtain the equivalent of a high school diploma. Basic computer literacy workshops: These workshops introduce people to keyboard, the mouse, and some basic applications that will enable them to use the computers without supervision and prepare them for more advanced computer training in the future. English as a Second Language (ESL) courses: These programs teach people the basic skills to speak and understand English. What are some after-school programs that can be developed in the Neighborhood Networks centers? Preschool activities: These classes introduce children to computers using simple software programs such as drawing, animation, and games. Schoolwork activities: These classes provide homework help, tutoring assistance, and other activities covering subjects such as reading, writing, math and science. Video games: Games are often an effective tool for teaching children and youth how to use computers. Exploring the Internet: Once children and teenagers are equipped with basic computer skills, they may wish to test and improve them by “surfing” the Internet. If time, space and staff availability allows, dividing teenagers and younger kids into separate groups might be more beneficial for both groups since they have different needs. What software products are appropriate for young people? Make use of software review sites on the Internet or software reviews in various publications before purchasing a program. Computer Museum Guide to the Best Software for Children (NY: Harper Collins, 1995) Children’s Software Revue Superkids Educational Software Review TERC Math Games List What are good homework help web pages that can be used for after-school activities? Ask Dr. Math B.J. Pinchbeck’s Homework Helper Ask A Scientist/MAD Scientist Network StudyWeb What web sites can be used by center directors as resources for creating youth programs? College Board Community Technology Centers’ Network (CTCNet) Blue Web’n I*EARN (International Education and Resource Network) NASA’s Quest Project National Geographic On-line Science Junction ThinkQuest What are some job preparation programs? Classes teaching basic computer literacy, keyboard skills, word processing, graphics applications, spreadsheets, databases, and other office skills. Resume writing workshops, interview preparation classes, workplace behavior training. Computer repair and maintenance training. Workshops on how and where to look for a job. Creating on-site child care co-op might help attract more single parents to these activities. What are some job placement programs? Identify which sector has the greatest economic opportunity accessible to the residents. To accomplish this centers could review the classified ads and business publications to track top employment sectors, conduct telephone surveys of employers in different sectors to identify their hiring needs. Develop a database of available jobs in the community. Newspapers and local, regional, or national electronic community bulletin boards could be used as sources to establish and feed this database. Establish a relationship with the business community to receive information from them regarding job openings for people with computer skills. Attending job fairs, joining and training in relevant business and trade associations, utilizing business ties of board members or other supporters, conducting a general mailing or faxing campaign might be among the strategies to be used to make initial connections. What are some senior citizen services programs? Health care services identification Financial planning assistance Games, such as chess, cards and backgammon E-mail tutorial sessions Graphic arts programs Family history programs Information services What are some business development programs? Small business support: This is an activity where the center is made available to residents to support their business operations such as allowing the use of computers for accounting, tracking inventory, billing, advertising, and so forth. Self-employment: This is an activity where the center hires residents to perform tasks for a fee. Outsourcing: This is an activity where the center becomes a contractor for other organizations including local businesses, government agencies, community-based organizations, or schools to perform some of their tasks. Is implementing the program the last step? No. In order to make sure that the program reaches the set goals, the center should evaluate the success of the program periodically. Also, evaluation can help the center understand whether the original assessment was effective or more work needs to be done. What should a center look at in evaluating a program? Program implementation Services provided Learner progress – The questions below can be useful: What are participants learning and doing after program? How well are they learning it compared to desired outcomes? Which participants are learning what? What else should participants be learning? What are some evaluation methods that can be used by program developers? Pre/Post Test: Prior to beginning a new class, hand out to students a questionnaire that reflects the information and skills they will learn during the course. Administer the same form at the end of the program and compare two forms to observe the progress. Interview: Conduct a structured conversation with program participants. Questionnaire: Give program participants a list of written questions and ask them to write down their answers. Portfolio Evaluation: Ask program participants to bring together pieces of finished work. Narrative Evaluation: Ask program participants write a narrative self-evaluation describing their experience in the program and outlining what they learned. Also, ask the instructor to write a narrative teacher-evaluation describing the same elements from an outside perspective. Back home Building Partnerships/Understanding Residents and the Community What is the definition of “partnership?” A relationship between two or more organizations where all parties agree to work together. This relationship will help each group to achieve mutual and individual goals. What is partnership development? Identify where a partnership is needed. Determine the type of partnership. Consider types of resources. Brainstorm potential partners. Prioritize. Think about what the center can offer. Weigh the pros and cons. Do a reality check. What are types of Resources that could be obtained through partnerships? Volunteers: help by teaching classes, organizing, and more. In-kind goods/services: free materials or goods and services offered at a discount price. On-site programming: another organization holds classes, informative sessions, or programs on any topic. Money: funds provided for activities, classes, and services. Why does my center need partners? To assist a center in obtaining self-sufficiency To avoid duplication with other already successful programs To expand the center’s capacity To reduce costs How can a center benefit from a partnership with an organization/company? Increased participation in center activities Increased resources—(goods, services and volunteers) Advice from a mentor Better ties to the community How can an organization/company benefit from a partnership with a Neighborhood Networks Center? Partners gain the opportunity to train a labor force with skills to meet their needs. Partners open an avenue for involvement in a community, and a potential link to new markets. Partners can make real difference in the economic health and wealth of a community and its people. Positive Press. Fulfill their mission. Space for meetings/activities. Access to computers/Internet. Staff. What is the typical partnership? No typical partnership Partnerships can range from brief, casual relationships between a couple of businesses to pull off a one-time-only event, to multi year agreements between numerous organizations to create a product that will last decades. What are some of Neighborhood Networks National Partners? HopeWorldwide: a national volunteer organization that conducts Children’s Health Insurance Program (CHIP) enrollment drives. Volunteers come to centers to let residents know about CHIP and other public health benefits. The Bureau of Primary Health Care: is a branch of the US Department of Health and Human services with thousands of health care centers across the country. BPHC will bring health care screenings and informational sessions to residents on-site at Neighborhood Networks centers. AARP, The American Association of Retired Persons: AARP local field offices assist older Americans in a variety of areas, including tax preparation, health and safety issues and quality of life. America Reads: is a grassroots national campaign that challenges every American to help all our children learn to read. The partnership helps bring resources to centers to start new literacy programs for children or expand existing programs. ThinkQuest: is a program for students age 12 through 19 that encourages them to use the Internet to create information-rich Web-based educational tools and resources. The students are eligible for scholarships and awards and in the process learn collaboration, leadership and critical thinking skills that help raise their level of education and technological expertise. The partnership allows centers to participate in the competition and obtain valuable web-design tools. How do National Partnerships work? Neighborhood Networks initiative builds partnerships with national organizations. Many of these partnerships pave the way for collaborations between local centers and the national partner’s local affiliate. What are some of the local partners? Local partners can be businesses, corporation, schools, colleges, hospitals, social service agencies, nonprofit organizations or government agencies. How do local partnerships work? Most partners work one-on-one with Neighborhood Networks centers. Examples:   Area college and universities provide student interns to teach after-school and other learning programs at a center, providing both the student interns and the center participants a great learning opportunity. Hospitals and community health centers develop programs and activities to work with centers on public education, and improve the community’s health. How do I decide the appropriate partners for my center? Match partners to goals—Will the partnership help to achieve goals? Conduct an assessment of the residents (through a survey or focus group)—What areas are residents lacking? What partnerships will help this target population? Assess community strengths and build on them for partnerships. Is the organization large enough to fulfill the goal? Potential partners that are located nearby may earn a higher priority than those located farther away. Different partnerships have different levels of effort—must assess the level of effort necessary to attract and sustain the interest of a partner—prioritize and decide if the partnership deserves a high level of effort. I don’t understand my residents and community, where do I begin? Asset based approach: (see next question) Asset mapping: Identifying your community’s unique combination of resources to build the future. (For example: local institutions, associations, and individuals) Capacity inventory: (asset map of a person) Determine the types of skills of the residents, whether or not the person has considered starting a business and if the person is currently involved in a business of any kind, and other personal information. When deciding on partners, why should my center focus on assets not needs? Commitment to discovering what the community and its residents have to offer. Uses the local community’s efforts, creativity, and control, rather than relying on outside experts. Stresses the importance of local creativity, investment and control. Residents will experience success based on their strengths, not their needs or failures. How do I gather information on the community and residents assets and capacity? Assessment survey Focus Groups Interviews How do I set up a successful partnership? Research an organization: Do so through newspaper articles on the potential partner’s activities, read the organization’s annual reports, visit the potential partner’s sites, network with friends/acquaintances, informational interviews and the Internet. If the organization is a “good fit”: determine who at the organization to meet with, how you will convince them to meet with you and where and when you should meet. Plan: decide what you should say at the meeting with the potential partner, consider hot topics that are of interest to the potential partner and how to promote your center. Why should I do a reality check…Won’t any partnership be beneficial? Double check that your partner will fulfill your goals. Make sure there are no Catch 22s (for example-hidden costs that your center can’t afford). Decide if your center can actually handle the responsibilities that are part of partnership. (For example: if your center receives a donation of 40 computers and 6 printers, do you have the capacity for them and do you have someone who can connect the computers?) The organization wants to partner with my center…Now What? Send a thank you letter Assume the role of the facilitator Establish goals Assign roles and responsibilities Make a timeline and “To Do” list Invite your partner to the center Enlist resident support for the partnership Get it in writing! (MOU) I have a partnership but it I can’t seem to keep it on track, so what do I do? Engage in regular communication Establish one-to-one relationships Actively involve residents Plan joint activities Keep momentum Help each other Publicize successes Be responsive, patient, and flexible Build trust  Back to top   U.S. Department of Housing and Urban Development 451 7th Street S.W., Washington, DC 20410 Telephone: (202) 708-1112   TTY: (202) 708-1455 Privacy Statement