Aidmatrix National Donations Management Network February 10, 2010

1. AidmatrixNational Donations Management NetworkFebruary 10, 2010

2. Right Aid to the Right People at the Right Time Challenge: • In times of disaster, there is need for goods, services and volunteer time to help alleviate suffering and put those affected on the road to recovery • At the same time, the outpouring from the community with offers of products and time often is overwhelming and unfocused • People turn to their Federal and State/Local governments for answers Need: • The Aidmatrix National Donations Management Network efficiently connects Federal and State/Local Governments, the Private Sector and the Voluntary Sector to • Match these donation offers with appropriate voluntary agencies • As well as to process the unneeded offers with respect and courtesy • Provide the Private Sector visibility into the actual needs of the relief efforts

6. Easy to Receive, Inventory and Distribute?

7. FEMA’s Vision of Donated Goods Management • Leverage Standard Best Practices • Incorporate principles of Volunteer and Donations Management • Easy, user friendly • Connect all • Elements of donation management • All stakeholders • Transparent to donors and recipients • Interface with existing technologies - Web 2.0 services • Real time visibility • Structured Roles Workflow in getting the work done. • Free to FEMA state & local governments and volunteer agency partners

8. Aidmatrix Role • Listen to emergency response community • Tools for the community designed by the community • Not a traffic cop • They do not manage donation offers • Build infrastructure to facilitate communications

10. The program serves as the formal USA National Donations Management Network link among the private, public and voluntary sectors Donors Contribute Unsolicited Financial Support Services/ Volunteer Time Products Transportation FEMA & State Digital Hubs Washington Portal Recipients Can Request Specific Needs

11. Donation Process Event Cash Donors Aidmatrix Network Goods/Service Volunteer Time Media/PublicInterest DCT Allocates/MatchesOffers Shipping DCTActivated Receiving Agency Partners Distribution Affiliation

12. Disaster Tool Kit • Undesignated Cash • Links to National and State VOAD donate now web pages • Unsolicited Goods • In-Kind to donate goods and publish needs • Unaffiliated Volunteers • Volunteer Module to support volunteer reception center • Multi-Agency Warehouse • Support receiving, shipping and shopping

13. Volunteer and Donations Management System Receive Donations Offer Incident Occurs Identify Needs Manage Information Educate the Public Negotiate with Donors Solidity Partnerships with Donors Manage Logistics Provide Assistance to Survivors

14. In-Kind Product DonationsOffers and Needs • Public can make a donation offer unsolicited or directly against a need • Automatic email notifications during process steps • The Non-Profit can enter product and transportation needs • The administrator (allocator/matchmaker) can view and publish needs to the public and other portals • Match offers with needs by assigning to the agency partners • Registered Donor • Email Preferences • Custom Needs Reporting • Preference Settings • Ability to select default answers to question

15. Enter a Product Need • You can let donors know exactly what an entity needs, by entering a Product Need. In the system, Enter a New need under Needs of the Toolbar. When an organization donates to fulfill that need, the system will notify the requestor via email. Hint: Donors are more likely to give if they know how the goods will be used. When making a request for a Need, make sure you provide as much information about the need as possible.

16. Transportation Need • Aidmatrix has partnerships with transportation providers across the country • If transportation is needed with a request, all you need to do is click on the Truck icon on the donation’s line item. • If you need transportation for an item that is not listed on the Aidmatrix system, you go to the Needs section and enter Transportation Need. Hint: The more complete the transportation request is, the more likely that a transportation provider will respond. Provide as much detail as possible.

17. Financial Contributions • A means to “vet” organization activity in the support of recovery efforts. • Quickly provide links to VOAD organization donate now pages. • Randomized listings to eliminate bias. • Education opportunities on donating to faith based or non-profit groups.

18. Warehouse Management When Needed • Aidmatrix is a tool designed to maintain an inventory. • Disaster relief. • Simple to use. • Tracks inbound and outbound goods. • Reports • Donors • Recipients • Can share real time inventory levels with partners

19. In-Kind - Needs • Non-Profits can enter in product and transportation needs. • The administrator can review and publish to the public and other portals. • Ability to register potential donors to get emails of specifics item types.

20. Volunteer Management • Scheduled to be phased in over the next 18 to 24 months. • First Phase • Registration to support Volunteer Reception Center • Single or Multi Partner Redirect • Education Page

21. Summary Washington has decided adopt Aidmatrix as the platform for the State in the management of donated goods and volunteer services. • FEMA supports and funds the Aidmatrix National Donation Management Network. • 80% of States have entered into MOU with Aidmatrix. • Washington is the final State in FEMA Region X to adopt Aidmatrix for managing donated goods and services. • WAVOAD strongly encouraged the State of Washington to adopt Aidmatrix as a donations portal. • The Washington State Department of General Administration just finished negotiating an MOU agreement with Aidmatrix. • Implementation will start this month with Aidmatrix. • Training sessions scheduled for February 24th & 25th.

22. Questions? Robert Bippert Emergency Programs Manager (360) 902-7356 robert.bippert@ga.wa.gov