it brochure

YMCA AustraliaInformation Technology Services

Streamlining YMCA business operations through qualityIT services and systems.

Contact us for more info:[email protected]

or visit the extranet:https://extranet.ymca.net.au/ITS

“Information technology and business have become inextricably interwoven.I don't think anybody can talk meaningfully about one without them talking about the other.”Bill Gates

YMCA recognises the importance of Information Technology (IT) for every YMCA and the positive effects well managed IT can have on staff, volunteers and for our customers and stakeholders. We also recognise the great risks involved with poorly managed IT and the potential issues that can arise from insecure, unsupported or outdated systems and technology.

With valuable contributions and shared leadership from around the Movement, we have developed a vision, strategies and services to help all Ys keep up to date with the latest developments in technology.

The IT Strategy has been developed with the key objectives of:• Making people’s jobs easier• Improving governance• Enhance viability• Enhance the YMCA brand

YMCA is committed to developing and delivering, in consultation with the Movement, high quality, affordable IT services that helps deliver the YMCA Mission consistently and professionally.

The purpose of this booklet is to provide YMCA leaders with information on the IT services available to Associations, and how they can support and guide local operational systems for each local YMCA.

YMCA IT services

Overview of YMCA IT services and systems

Communication Systems _________________ page 04

Business Systems _______________________ page 08

Program Applications ____________________ page 10

Infrastructure Systems ___________________ page 12

Purchasing _____________________________ page 14

ExtranetEmailWebsites

Data Collection / Benchmarking / KPI FinancePayroll / HR

Recreation POSChildcare (Qikkids)Stadium (fi xie) / Training (vetrack)

ConnectivityBackups / RedundancySecurity / AntivirusDesktop Support / Standard Operating

Hardware (Dell)Software / Licensing (Donortec)Products / Systems

Services and Sytems Release Timeline ____________ page 16Services and Sytems Pricing Schedule ____________ page 18

Communication Systems

YMCA is currently providing a service to Associations by hosting, managing and supporting key Communication Systems including:• Extranet• Website• Emails

Other key communication tools and strategies that are in the process of being developed and customised for use by YMCAs include:• eNewsletter tool• Social media tools and resources• Video messaging• Web and audio conferencing• Integrated text messaging system • CRM (customer relationship management) system

Each new tool that is developed will be made available to associations.

CASE STUDY Email Hosting

Typical industry costs of hosting an exchange

locally can include capital costs of up to $25k and

ongoing costs of$10k a year.

If an association chose to host its own Email Exchange to manage and store its staff emails, there would be signifi cant replication of services already available on the National YMCA Email Exchange.

Hosting IT Services at a local Association involves a level of risk and cost in a range of areas such as:

• Purchase of local server hardware, software and security systems• Management and maintenance of local infrastructure• Management of backups and redundancy systems• Security or redundancy risks associated with a system failure or attack

A more effi cient alternative is to liaise with YMCA to customise and confi gure the set up of your mailboxes on the National Email Exchange to better meet your needs. Using features such as distribution lists, shared calendars, archiving policies and integration with other systems such as Sharepoint can be an easy way to benefi t from the functionality currently available.

YMCA Australia | Information Technology services

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Extranet

The Extranet is hosted by YMCA Australia on a Microsoft SharePoint platform and has the ability to be customised to specifi c Association needs.

It is recommended that all staff, board members and volunteers at all YMCA Associations have access to the Extranet. All information on the Extranet is controlled by permissions and only viewable by those who have the relevant authority levels.

As a key communication tool for YMCAs in Australia, the Extranet is designed to increase communication within the Movement and be a central repository for information on both a national and local Association level. Some of the information currently accessible on the Extranet includes:

• General YMCA information and policies• Manuals and work instructions – Programs, Management and Governance• News and Events• People and Places (Directory)• Employment (Job Listings)• Document Filing and Image Gallery• Collaboration and team sites (such as Working Groups and project teams)• Department and Information sites (such as Purchasing portal and Convention site)

As a key Management tool for YMCAs in Australia, the Extranet is designed to provide staff and management with tools and systems to assist with the collection, management and sharing of important operational information and data. Some of the key systems current being used by staff and management include:

• Incident reporting• Project management sites• Task management• KPI systems• Data collection• Audit and Compliance• News and eNewsletter

management

Email [email protected] to see how your YMCA can best utilise your YMCA Extranet.

3008staff and volunteers access the Extranet


6

Email

Emails have become the number one method of communication between YMCAs across the country and are used on a daily basis by most YMCA permanent staff. There are currently about 2,843 “@ymca.org.au” email addresses being used by YMCA staff and volunteers in Australia.

All YMCA email addresses and mailboxes are managed by a central YMCA Exchange which stores, protects and manages all emails and data. The central YMCA Exchange also provides a link between all staff and provides features and functions such as shared calendars, shared mailboxes, contacts and distribution lists.Emails on the system will be accessible via Microsoft Outlook on users desktops, or also through Outlook Web Access (OWA) via the web at mail.ymca.org.au. Outlook can also be synchronised to other YMCA systems such as the Extranet so that news, documents, RSS feeds, tasks and alerts are easily accessible in the one place.

The centrally hosted YMCA Exchange eliminates the need for Associations to have any local hardware/software or maintain any local systems, as the central solution provides full access, security, storage and is customisable to meet local needs.

Email [email protected] to see how your YMCA can best utilise the email system.

User

Outlook onMicrosoft Exchange- Inbox- Outbox- Calendar- Contacts

Mail Storage Security- SPAM fi lters- Firewalls- Backup

Business Partners- Media- Businesses- Government- Public- Staff

Storage / Security UnifiedPublic Image

of commu ttiion bbettween YYMMCCAAs acrossniicatt

[email protected] email addresses


7

Websites

With websites being the fi rst point of contact for many of our potential members, program participants, staff members, sponsors and partners, it is important that we portray a positive online image. YMCA websites need to be:

• Customisable for local use• Consistently named• User friendly and accessible• Secure and well supported• Accurate and well maintained• Professional and well designed

The YMCA offers an affordable and secure web hosting and domain name registration service. There are currently 114 .ymca.org.au websites hosted on this service. This central hosting solution provides a more secure, effi cient and economical option than many of the outsourced or locally hosted solutions.

Each YMCA Association has access to a site template specifi cally designed to cater to the unique needs of Associations, or are able to have them developed for specifi c website solutions.

Additional features are currently being developed to help increase the functionality of the websites which include:

• Online program enquiry and booking system• Online payment portal• Portals and logins for members and participants• Online donations system• eNewsletter tool• Reporting and search engine optimisation

n proviiddes a more secure efffificiient andd economiicall

Email [email protected] to develop or upgrade your YMCA’s website.

114.ymca.org.au websites

Business Systems

As the YMCA’s business environment evolves it has become increasingly competitive, which highlights the need to work collaboratively in a standardised, and in some cases centralised, manner to maintain a competitive, responsive edge.

Many private companies and other unitary not for profi t organisations are currently able to provide more cost-effective solutions when it comes to the management of data and information.

The YMCA must start to use its scale and avoid system and infrastructure duplication allowing focus to remain on delivering the mission of responding to local community needs.

Systems that are currently available (or will be in the near future) to YMCA Associations include:• Data Collection /Benchmarking/ KPI System• Finance Management (Navision, Quickbooks or MYOB)• Payroll and web-based rostering• Customer Relationship Management (CRM)• Online payment and enrolment systems

Email [email protected] to see which business systems suits your needs.


9

Data Collection / Benchmarking / KPI

Finance

Payroll / HR

YMCA is in the process of upgrading the system of collecting, managing and displaying the Movement’s data. The new and improved system will be on the Extranet and will be a single portal for collecting relevant data from all YMCA’s and will replace the many disparate systems currently in place.

The system will not only be used by YMCA for collecting information such as the Census, Insurance, Compliance and Group Purchasing, but will also be available for YMCA Associations to collect locally relevant data and KPI’s. The ultimate goal of the system is to avoid manual entry and automate collection directly from system databases (such as point of sale and fi nance).

Once the data has been collected, the system will be designed to display and report the information to the relevant authority levels including Boards, CEOs, branch managers and specialist managers (e.g HR or Aquatics). The data will be controlled by permissions and displayed in a dashboard format with the ability to benchmark against relevant data from around the Movement or industry.

There are three main systems currently being provided as options for YMCA Associations to use as a fi nance and accounting system, based on scale:

• MYOB (hosted by YMCA Australia and available to small and medium sized YMCAs)• Quickbooks (hosted by YMCA Australia and available to small and medium sized

YMCAs)• Navision (hosted by YMCA Brisbane and available to medium and large sized YMCAs)

It is recommended that your YMCA use one of the above fi nance applications. Feel free to contact the Finance support team at YMCA to determine which system best suits the needs of your YMCA.

YMCA is currently in the process of working with a number of the larger Associations in helping select a preferred system or systems for payroll and human resource management. The payroll system will be made available and hosted by YMCA and will integrate with other key systems such as fi nance, time and attendance and training management systems.

Program Applications

The applications that YMCAs use to manage their programs and services are one of the key tools that can have an impact on the user experience of staff and customers.

A system that is effective, user-friendly and reliable can reduce costs, staff administration time, increase customer service and effi ciency. The applications are currently hosted and accessible on Microsoft Terminal Services and are on a platform that is secure, supported, monitored and has a high level of redundancy.

The YMCA is currently providing a service to Associations by hosting, managing and supporting key Program Applications including:• Links Point of Sale• Qikkids Childcare Management • Fixie Stadium Management• Vetrack Training Management

The above four applications have been identifi ed by specialists in these areas as the preferred option for managing these areas. However YMCA can facilitate a process where additional program applications are added to this suite or the current preferred systems are reviewed.

The YMCA is consulting with the National IT Working Group whilst continuing to monitor and review preferred program applications, and will consider the hosting of new applications as they become available.

Email [email protected] discuss the hosting of your applications.


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Recreation Point of Sale

Childcare (Qikkids)

Stadium (Fixi)

The current recommended system for Point of Sale at Recreation facilities is Links Modular Solutions by LMS.

The system is fl exible and can be scaled to suit the needs of each YMCA branch and has several modules available including Point Of Sale, Stock, Member and Classes.

The current recommended system for Childcare Management is Qikkids Enterprise.

The system enables staff to effectively manage childcare programs in accordance with current legislation and funding requirements.

This application is currently being hosted byYMCA Brisbane.

The current recommended system for Stadium competition management is Fixi.

The system provides staff with the tools to effectively manage sports competitions, teams and results. It also provides options for the distribution and display of information including feeds through to your website.

Infrastructure Systems

To effectively access IT systems and to have a secure and reliable IT environment, there are a range of systems that all YMCAs need to consider. The YMCA is in the process of developing a suite of systems and recommended products that Associations can access to effectively support your IT.

Some of the key infrastructure systems that will be made available to YMCA’s include:• Connectivity - A suite of methods and communication links to

connect to the network/central systems and the internet.• Backups - Strategies to ensure data is backed up, secure and can

be restored in the event of a system issue. • Redundancy - Systems and processes to ensure business

continuity in the event of a system failure.• Security - Hardware, systems, processes and policies reduce the

risk in the event of a system security breach.• Anti Virus - Software to monitor and protect systems against virus

infection, malware, spyware and SPAM attacks.• Desktop Support - Support strategies available for the local

desktop environment.• Standard Operating Environments - A suite of recommended

systems and application confi gurations for local IT environments.

Many of the aforementioned Infrastructure Systems are requirements of legislation, licensing requirements, business continuity planning and management contracts. The suite of Infrastructure Systems are available upon request and can be selected and confi gured to suit the needs of the local YMCA Association.

Email [email protected] assist in setting up your YMCA’s infrastructure systems


13

Connectivity

Backups

Security

Desktop Support

Being part of the YMCA closed private network provides local YMCAs with secure, cost effective, effi cient and user friendly access to a suite of systems, features and functions. The YMCA is in the process of developing a series of connectivity models that will provide Associations with an appropriate connection to the network and the internet based on capacity, scale, cost and usage.

To effectively and securely manage and store local data, YMCAs are required to implement an information storage and backup strategy. The YMCA can offer a service that stores local association data centrally in a manner that meets legislative requirements and offers business continuity in the event of local system failure.

Storing information such as members bank details in a secure environment is a legislative requirement that all YMCAs need to adhere to. The YMCA can assist associations in developing a suitable environment and provide the appropriate hardware, software and confi guration.

To provide a user friendly, reliable and secure desktop experience to YMCA staff, it is important that the hardware, software and confi gurations are regularly maintained, monitored and supported to a high standard. The YMCA can provide the products, environment and support to ensure that the desktop is at a standard that provides a high level of quality and availability to staff and customers.

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Purchasing

To provide savings and access to best practice products, YMCA Australia will manage group purchasing arrangements for key IT products and systems.

The IT products currently available through preferred supplier national agreements include:

• Hardware (Dell)• Software (Donortec)• Childcare Management Software (Qikkids)• Sports Management Software (Fixie)• Point of Sale (Links)

Agreements for additional products and systems will be developed in the future and may include:• Web and phone conferencing• Staff time and attendance systems• Internet / Network connections• Security and backup products• VOIP / telecommunications

Once the need for a purchasing agreement has been identifi ed within the Movement, the YMCA will facilitate a process that is thorough and equitable in assessing the submissions of a range of suppliers.

Representatives and product specialists from around the Movement will be involved in selecting a supplier that provides the best value, reliability, quality of product and best suits the use in YMCAs.

Email [email protected] to discuss your purchasing requirements or to make a purchase.

$458,238of hardware purchased through the Dell Agreement in the last 12 months


15

Donortec is currently the preferred supplier of software and licensing to the YMCA, with purchases managed centrally by the YMCA helpdesk. Products available include:

• Microsoft Offi ce (Offi ce 2007)• Windows Operating System (Windows 7)• Microsoft server products (Server 2008)• Antivirus• Microsoft Licensing• Adobe Licensing

A suite of suggested products is selected and reviewed on a regular basis to best suit use by YMCAs.

Hardware (Dell)

Software / Licensing (Donortec)

Products / Systems

Dell is currently the preferred supplier of hardware and peripherals to the YMCA, with purchases managed through a central portal or the YMCA helpdesk. Products available include:

• Desktops• Laptops• Servers• Peripherals• Printers, monitors, keyboard, mouse etc.

A suite of suggested models is selected and reviewed on a regular basis to best suit use by YMCAs, however discounts are available across the full Dell range.

The YMCA will also facilitate the review and selection of other relevant IT products and systems, where it is deemed necessary to select a National preferred supplier. This would include products such as Qikkids Childcare management, Fixie stadium management, web-conferencing systems and other providers, where negotiating an agreement on a National level provides benefi ts on cost and service.

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Available

Available

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Planning

Planning

Planning

Extranet

Email

Websites

VOIP

Web/Phone Conferencing

Data Collection/Benchmarking/KPI

CRM

Connectivity

Backups/Redundancy

Security/Antivirus

Support/Standard Operating

Finance

Payroll

Recreation POS

Childcare

Stadium/Training

Staff time and Attendance Development

Development

Development

Development

Development

Available

Available

Available

Upgrade


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YMCA IT Services and SystemsRelease Timeline

Due to the changing nature of technology, the provision of IT Services is an ongoing cycle of review and improvement.

Each YMCA IT Service is constantly in one of four stages:

• planning• development• implementation• upgrade

The timeline featured is a summary of the status of each YMCA application and is designed to assist YMCA staff in their IT planning.

NB: Timeline may be subject to change.

4th Qtr 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

20114th Qtr 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

Development

Development

Development

Upgrade

Upgrade

Upgrade

Available

Planning

Available

Available

Available

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Available

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YMCA IT Services and SystemsPricing Schedule

Service PriceEmail - BasicIncludes a @ymca.org.au address, 50MB storage, exchange license & extranet access.

Email - AdvancedIncludes a @ymca.org.au address, extranet access, Outlook Web Access, full exchange capabilities, exchange license, extra features and functions.

250MB mailbox storage500MB mailbox storage

1GB mailbox storage2GB mailbox storage

$2.50Per address per month

Below pricing is per address per month

$6$9$12$16

Website hosting (non Sharepoint)Includes a .ymca.org.au website, hosting and maintenance.

$42Per site per month

Website Hosting (Sharepoint CMS)Includes a .ymca.org.au website, hosting and support and training for websites on a Sharepoint Content Management System that enables self management. It also includes reporting/statistics, unlimited storage and access to ongoing developments.

$110Per site per month

Website template designIncludes the development of a customised ymca branded website

$1,200 Per site one off

ExtranetUse of the Extranet & storage of manuals is free and accessible to all staff, board or volunteers with a @ymca.org.au email address.

Free

Extranet SiteIncludes the development and on-going support of a customised ymca branded sharepoint staff site.

Upon request

eNewsletter Use of the YMCA Online eNewsletter tool, including confi guration of existing template

$50Per template per month


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Applications PriceQuikkids Childcare Management SystemHosted by YMCA Brisbane

Per User per month &Per Centre per month &

One of the below optionsPer database per month (1-5 centres)

Per database per month (6-15 centres)Per database per month (16-50 centres)

$15 $10

$50$100$200

MYOB Finance System $61.50Per user per month

QuikBooks Finance System $49.90Per user per month

Navision Finance SystemHosted by YMCA Brisbane

Upon request

Payroll System Upon request

Links Point of Sale SystemHosted by YMCA Brisbane

Per User per month &Per database per month

$20 $200

Vetrack Training Management Upon request

Fixi Stadium Management $19Per court per month

All prices exclude GST and are current as at 1 July, 2010

All pricing is set by the IT Steering Committee on a cost recovery model.

IT Service fees for each Association are billed and direct debited monthly by YMCAAustralia. Accompanying each invoice will be a list of IT services provided for each month.Please check this list monthly to ensure the fees are current and services such as emailaccounts and websites are still required.

If your association is experiencing fi nancial diffi culty in paying for IT Services, pleasecontact YMCA to discuss the possibility of fi nancial subsidies.

The pricing above is for services that do not require local server infrastructure or support or maintenance and should reduce current local IT costs signifi cantly. Please contact YMCA to assist in reviewing your current systems and assessing the benefi ts and risks associated with locally hosted services or using YMCA Australia IT services.

Contact us if you would like further info by calling 03 9699 7655 or email [email protected]

YMCA Australia ABN 45 004 076 2971/88 Market Street | South Melbourne | Victoria, 3205Phone 03 9699 7655 | Fax 03 9699 2365Email [email protected]

IT_PJuly2010

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