Taking Account of the Wider Voluntary Sector

1
Taking Account of the Wider Voluntary Sector
2
The project

• The need to share contact data so that we could-
• Avoid duplication
• Avoid pestering our contacts too regularly
• The need for accurate information
• Sharing costs
• Create a searchable website for voluntary groups
  in Herefordshire
• Short time frame of 5 months

3
Who was involved

• Community First (RCC)
• Herefordshire Voluntary Action
• Community Voluntary Action Ledbury and District
• Herefordshire Libraries

4
What resources we had available

• One partner had funding for 10,000 to create an
  online database for the sector
• One partner had a reliable network with a VPN
• One partner had a good access database
• All had their own data
• All had their own database administrator

5
The Keys to the Project

• Limited funding
• VPN available to utilise
• Keen leaders from each organisation
• Support from Chief Officers

6
VPN (Virtual Private Network)

• Why Community First had one-
• Difficulties working with multiple sites-
• Problems with backup
• Server reliability
• Identifying problems
• Problem solving
• Flexible working

7
Where we were
8
Where we are now
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How it works for other sites

• All information is stored centrally at our main
  site
• Other sites have a constantly connected
  broadband link
• Our main site have a dedicated broadband line to
  enable suitable upload times
• External sites are then able to dip in to the
  info they require

10
How it works for remote/home workers

• Users must have a minimum of W2000 Pro or XP Pro
  (not home versions)
• They can dial in and pick up emails
• You can download files from the network
• This can be a slow process if dialling in over
  an analogue line
• Broadband is definitely recommended!!

11
How it works for flexible working

• All users can log on to any machine in any
  building
• We have a standard username and password
• They then log on to a session and access all
  their emails and files
• Allows hot desking between sites and flexible
  working

12
Impact on site managing

• Problems tend to affect all users rather than
  one or two
• Easier to problem solve
• Control over information, e.g. backup, file
  storage etc
• Reliability of equipment
• Reduced user error

13
Change management

• All out-posted office staff were briefed of
  changes
• Steep learning curve for administrator and staff
• Timings, installation of servers
• Training
• Staff understanding the benefits
• Finding ways of working around problems

14
So was it a good thing?

• No question YES!
• Without broadband it would not have been a
  viable or cost effective option
• The costs compared to ISDN are minimal with
  greater gains
• Staff receive a more concise and reliable
  service
• Allowed us to work with other groups and share
  data

15
How we went about it

• Chose a suitable name for the site
  www.fingroups.org.uk
• Mailout to contacts for up to date information
• Added new fields onto Community First database
• Input data into database

16
How we went about it (cont)

• Write tender document for web developer
  expressions of interest
• Commission website
• Start writing data sharing protocol
• Set up VPN links in partners office sites

17
Problems that we experienced

• Key staff leaving partnership organisations
• Decision makers no longer involved
• Short timescales to complete project
• Prioritising getting work done over writing
  protocols
• Lack of momentum once deadline reached
• No specific lead partner or defined roles

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Where the project is now

• Renewed investment through Change-Up
• Renewed enthusiasm from key members
• Buy in from staff seeing the benefits
• Short listing and tendering taking place
• Building on the foundations already laid