Sept/Oct 2009

Considerations for Nonprofits Moving to the Cloud

by Thomas Groden and Michelle Murain, Ph.D, OpenIssue

As budgets continue to shrink and funding sources disappear, many organizations are considering a move to cloud computing. This move can immediately affect ongoing IT costs (no servers, less infrastructure, fewer in-house services, etc.) as well as open the doors to move data to and from other systems in the cloud. The move to cloud computing is the result of several important changes over the last 10 years; the increase of Internet access, the decrease in hardware and bandwidth costs, Software-as-a-Service (SaaS) models for distribution and the use of application programming interfaces known as APIs. Open APIs allow systems to talk to each other and enable the transfer of data between multiple systems in ways that do not cost the organizations.

Moving applications and basic network functions like email, calendaring and file sharing to the cloud can decrease infrastructure costs because no internal servers are needed. Cloud computing also provides opportunities to take advantage of more advanced technology and data interchanges like Salesforce AppExchange applications, or Google Maps indicating where your constituents live, etc.

Some good examples of cloud computing include all of Google’s services (Gmail, Google Docs, Adwords, etc.), Convio Online Marketing and Convio Common Ground™ CRM, Salesforce.com, backup systems such as Mozy or Carbonite, as well as social media tools like Twitter and Facebook. Moving to the cloud includes more than applications. It also includes storage and server resources such as Amazon EC2 or S3, and RackSpace.
 
When you decide to make the move to the cloud, remember that technology is a tool, not a new mission. Ask yourself how a shift to cloud computing can eliminate duplication of effort, help manage volunteers, enable self-serve event registrations, talk with other systems in your organization, create online communities, engage donors, and track communications with constituents and donors. Keep your mission in mind and look for cost savings, as well as enhancements of activities related to your mission.

For example, if collecting program efficacy is done via email or written questionnaires, you could instead launch a web-based portal that allows grant recipients direct access to uploading statistics. This could be done “in the cloud” without having to build a website from the ground up. The Colorectal Cancer Coalition (C3) is a great example of managing mission-related activities in the cloud. From sending advocacy alerts, to managing inbound calls to patient answer line, they operate in the cloud and have an integrated, detailed record of every interaction they have with constituents. Check out this video from C3 that discusses their cloud computing infrastructure.

It's important to find vendors that have Open APIs, and ask for demos. Also, do not underestimate the time and effort needed to make the move — moving data systems is always a big undertaking. Get guidance from an expert, and find a small circle of colleagues using cloud services, and stay in touch with each other. Three great email lists are: The Progressive Exchange, the NTEN-Discuss List, and the Nonprofit Salesforce.com Practitioners Google Group.

Some common concerns that organizations have about cloud computing are security, backup and ease of use. It is important when you choose a cloud computing application, that you take these factors into consideration. Find out how secure those applications are, and how to make your own backups of data. Get demos of the applications so you have an idea of what it will be like to use them every day. Make sure that the applications have Open APIs so that you'll be able to link to other systems.
 
Here is a start to your “move to the cloud” checklist:

1. Create a network of colleagues using cloud systems to help inform research and decisions.
2. Create your pain point and wish lists to guide decision making and keep priorities clear.
3. Assess the financial impact of moving to the cloud and set your budget to enable that change.
4. Research free and paid services and create a comparison matrix.
5. Ask a professional strategist like Paul Hagen at Kairos Strategies for guidance on your goals. www.kairosstrategies.com
6. Create a project plan based on your research. It should including a timeline, budget, systems and people lists. (Don’t forget that data migration is a very important and time consuming step!)
7. Select your services and plan to spend six months or more to complete the transition.