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Cloud Basics for Nonprofit Decision-Makers #13NTCcloud

Cloud Basics for Nonprofit Decision-Makers #13NTCcloud. Ariel Gilbert-Knight Dan Webb. Agenda. Introductions What is cloud computing? Why do we care about it? Understanding benefits and risks Tips for adopting cloud solutions Q&A. Introducing TechSoup.

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Cloud Basics for Nonprofit Decision-Makers #13NTCcloud

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  1. Cloud Basics for Nonprofit Decision-Makers #13NTCcloud Ariel Gilbert-Knight Dan Webb

  2. Agenda • Introductions • What is cloud computing? • Why do we care about it? • Understanding benefits and risks • Tips for adopting cloud solutions • Q&A CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  3. Introducing TechSoup TechSoup is part of TechSoup Global, working towards the day when every nonprofit, library, and social benefit organization on the planet has the technology, knowledge, and resources they need to operate at their full potential. CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  4. Introducing TechSoup • TechSoup is a 501(c)(3) nonprofit organization. • As of June 2012, TechSoup served more than 183,000 organizations, distributed more than 9.7 million technology donations, and enabled nonprofit recipients to save more than $3.1 billion in IT expenses in 40 countries around the world. We have 52 donor partners including Microsoft, Adobe, Cisco, and Symantec, and there are currently 469 technology donations available through the TechSoup catalog. CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  5. We also want to get to know you • So please stand up if… • You are already using at least one cloud-based technology at your organization • You are considering adopting cloud-based technology • You’re a little nervous about cloud computing Image: stephenhanafin, Flickr CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  6. What is cloud computing? • Cloud computing is… confusing • According to one (very entertaining) survey • 51% of Americans think stormy weather interferes with cloud computing • 22% admit they’ve “pretended” to understand what cloud computing is Image: Solidether, Flickr Learn more: http://bit.ly/citrix-cloud CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  7. What is cloud computing? Cloud computing is… magic “You can think of the cloud as a gigantic, invisible server center in the sky where you can store unlimited amounts of data, use a myriad of applications and access all the software you need... imagine an array of worldclass computer technicians patrolling to make sure everything is always up and running—and securely backed up.” – Cloud vendor Image: scorpio58, Flickr CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  8. What is cloud computing? “Cloud is not magic. It's not a silver bullet or a panacea. It's an implementation of technology with certain advantages and characteristics.” – CTO, Deloitte Consulting …or not… CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  9. So what is cloud computing, really? TechSoup defined cloud computing this way: Cloud computing allows you to access software via the Internet instead of from your hard drive or your local computer network. When you use cloud based software, it is available anywhere you can use the Internet — not just in your office. Google says: The practice of using a network of remote servers hosted on the Internet to store, manage, and process data, rather than a local server... Wikipedia says:Cloud computing is the use of computing resources (hardware and software) that are delivered as a service over a network (typically the Internet). “I think everybody knows cloud computing, but everybody has their own definition of it.” – Director, Belgian NGO CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  10. Some terms you may hear • Service Models • Software as a Service (SaaS) • Infrastructure as a Service (IaaS) • Platform as a Service (PaaS) • And a whole bunch of other things “as a service” (network, security, data, and on and on and on) Image: Whistling in the Dark, Flickr CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  11. Some more terms you may hear • Deployment Models • Public Cloud • Private Cloud • Hybrid Cloud Image: kkfrombb, Flickr CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  12. Why we care about cloud computing • It creates opportunities for the sector • Collaboration and communication • Data sharing • Efficiencies • But there is a lot of work for capacity building organizations, funders, technology experts, and others to do • Clearing up confusion • Sharing knowledge and resources • Developing and sharing solutions Image: astrangelyisolatedplace, Flickr CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  13. Source: TechSoup’s 2012 Global Cloud Computing Survey Results TechSoup Global’s Survey The first worldwide survey of NGO, charity, and nonprofit cloud computing usage Get TechSoup Global’s survey here! http://www.techsoupglobal.org/2012-global-cloud-computing-survey Check out NTEN’s survey, too! http://www.nten.org/research/cloudreport/download CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  14. Why we care about cloud computing Body Text Here (Verdana 16 pt) • Bullet Text here (Verdana 16 pt) CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  15. Understanding Benefits and Risks CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  16. Before we get into that… We’re going to play a little game! Any time you see this symbol, stand up and say CLOUD (there are prizes involved) CLOUD!!! CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  17. Some (potential) advantages to cloud computing • Facilitates sharing and collaboration • Reduces software and hardware administration • Faster deployment of new tools • Reduces up-front costs • Offers access to information anywhere, any time, on any device • Allows you to quickly scale usage up and down • Encourages standardization Image: cote, Flickr CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  18. Source: TechSoup’s 2012 Global Cloud Computing Survey Results How nonprofits see the advantages Administration • Easier software access • Easier disaster recovery • Reduced system admin. • Rapid deployment Cost • Low capital investment • Fewer IT staff needed • Transforms capital expenses to operating expenses. • Rapid deployment Partnership • Improved collaboration • Easier to partner with other orgs. • Rapid deployment Data • Improved data security • Better data organization • Data under my control Question 11: What are the barriers that prevent your organization from using cloud computing or using cloud computing more? (N=9,051) CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  19. That all sounds great! Why isn’t everyone using the cloud? Image: cote, Flickr CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  20. Source: TechSoup’s 2012 Global Cloud Computing Survey Results Reported barriers to nonprofit cloud adoption 30% of respondents said they didn’t know enough to know what the barriers are CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  21. Source: TechSoup’s 2012 Global Cloud Computing Survey Results Noncontrollable external barriers also exist “I would say about 20-30% of NGOs might have access to the Internet, but that does not imply they have Internet for eight hours…a lot of them might have electricity for four hours of a working day.” - TechSoup Global Partner NGO, India Question 12: What are the barriers that prevent your organization from using cloud computing or using cloud computing more? (N=9,051) CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  22. How do you figure all this out? Costs How do I choose? Security My data! Storms Image: andres.thor, Flickr CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  23. Financing the Cloud (I) • Most cloud services are on a “pay per use” model • Usually pay monthly, per seat • May be tiers based on features, specific apps used, support, or on a per transaction basis • What does this mean? • Up-front costs are lower, but you may end up paying more long-term in monthly fees • Changes your technology financing model – costs shift to capital expenditure vs. operating expenditure • Monitoring needed to avoid “runaway” costs Image: Mark Morgan, Flickr CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  24. Financing the Cloud (II) • Understand all costs • Features and usage will change costs • Costs may change over time – what happens if your needs change or your organization grows? • Don’t forget time and training costs! Image: 401(K) 2013, Flickr CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  25. Securing the cloud • The cloud is no more or less secure than any other technology • Cloud security isn’t just the vendor’s problem • You are also responsible for your security • Understand what the vendor does and does not handle Image: fredjk, Flickr CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  26. Be realistic – how good is your own security? Image: cyberhades, Flickr CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  27. Security is a very broad term • So let’s break it down • Availability • Unauthorized access • Data integrity • Control over your data CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  28. Securing the cloud – availability • Will you have reliable access to your data? • What if the vendor’s service goes down? • What if the vendor goes out of business? • What if you lose Internet access? Image: Kaptain Kobold, Flickr CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  29. Securing the cloud – unauthorized access • How sensitive is your data? • What compliance requirements does your organization have? PCI, HIPAA, etc. • What access control policies and rules does the vendor have to secure your data? • Is data encrypted (at rest and during transfer to/from cloud vendor)? • Who has access to data? • How is access controlled? • Who has physical access to your servers? • What is the vendor’s security incident response plan? • Will they notify you of security incidents? Image: lukasbenc, Flickr CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  30. Securing the cloud – data integrity • What happens if data is corrupted or lost? • How quickly can you restore data? (test this out if you can) • Backup • What is backed up? • How often? • Where are backups stored? • Can you get a copy of backed up data periodically? • Disaster recovery • What is their disaster recovery plan? • Is it tested on a regular basis? Image: puntxote, Flickr CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  31. Securing the cloud – control over your data • Where is your data stored? • Data export • Can you get your data out? • What format is data exported in? • Lock-in • Can you migrate or transition to a different technology? "It's kind of a fear of letting go, letting the information go from your hands to something bigger… - IT manager, Israeli NGO Image: runran, Flickr CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  32. Other data considerations • Migration • How will you get your current data from your existing systems into the new system? • What support does the vendor offer for migration? • Integration • How will you get data from one system to another? Image: JD Hancock, Flickr CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  33. Source: TechSoup’s 2012 Global Cloud Computing Survey Results Despite concerns, nonprofits are adopting cloud solutions • Over 90% report using at least one cloud solution • 53% plan to move a “significant portion” of their IT to the cloud within 3 years • However, 36% have no plans to move to the cloud CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  34. Source: TechSoup’s 2012 Global Cloud Computing Survey Results Which apps do nonprofits plan to adopt? Question 13: Which applications are your organization most likely to adopt from the cloud? (N=8,085) CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  35. Tips for Adopting Cloud Solutions CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  36. The key things to understand • What are the potential benefits for YOUR organization? • What are the potential risks to YOUR organization? • Do the benefits outweigh the risks for YOUR organization? Image: theyoungthousands, Flickr CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  37. Know your current situation • Before you can make good decisions about cloud adoption, you have to • Understand how you’re doing your work • Know what technology you’re using to do it • Know what is and is not working well • This requires talking to people • Consider starting with something that isn’t working well - Would a cloud solution be better? CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  38. Have good technology governance in place • Cloud services can be easy and inexpensive to deploy • This may tempt you to jump into a variety of cloud solutions • It’s ok to pilot a few tools, BUT… • You should evaluate cloud solutions as part of your organization’s overall tech strategy and plan • Understand what tools are available for monitoring costs and usage (especially for IaaS and PaaS) “You simply stick your credit card on there, fill in the details, and away you go. You're up and running in five minutes." - Technology Development Manager, South African NGO CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  39. Know what you want to accomplish • Remember, cloud technology is not a goal in and of itself • Technology is important because of what it allows people to do and how it helps you achieve your organization’s mission • See NTEN’s “Forget the Tech, Let’s Talk Mission” for an introduction to mission-driven technology planning (bit.ly/mission-driven) Image: Umberto Brayj, Flickr TIPS AND TOOLS FOR TECHNOLOGY PLANNING

  40. Don’t forget about your people • Communicate with them about new technology • Define processes for using it • Administration • User training CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  41. Give cloud technologies a test drive • Many cloud services have a free trial option • See if it meets your organization’s needs • Try them at different times of day – performance may vary • Try it out on different browsers and different devices • Investigate several options – what works well? What doesn’t? • Which features are really useful for your organization? • Remember “shiny and new” doesn’t necessarily mean “useful” Image: landrovermena, Flickr CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  42. Understand Service Level Agreements (SLAs) • Read carefully - What guarantees des it offer? • What is included? • Do they share SLA performance statistics? • What happens if SLA performance objectives are not met? Image: HowardLake, Flickr • 100% uptime is not realistic, but your provider should be able to: • Estimate when service can be restored • Report what happened and whether any data was lost • Provide regular status updates • Identify how future interruptions will be prevented CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  43. Wrap-Up Image: cseeman, Flickr CLOUD BASICS FOR NONPROFIT DECISION MAKERS

  44. Resources • TechSoup’s nonprofit cloud solutions and resources • http://www.techsoup.org/cloud-computing • TechSoup’s 2012 Global Cloud Computing Survey Report • http://www.techsoupglobal.org/2012-global-cloud-computing-survey • NTEN’s State of the Nonprofit Cloud Report • http://www.nten.org/research/cloudreport/download SESSION TITLE

  45. Q & A Get your burning questions answered now! SESSION TITLE

  46. Evaluate This Session! Enter for a chance to win an NTEN engraved mini iPad!  Or, search by session title at www.nten.org/ntc/eval

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