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Spread the Word Survey Preliminary Analysis

The aim of the Spread the Word project is to develop a better understanding of the IT/Communications needs of the Quebec community sector as well as the services available to meet these needs. The Spread the word survey was designed to provide a snapshot of these IT/Communications needs. The points below provide a general overview of the key findings and trends from the analysis of the survey results. Number and Composition of Respondent Groups:

- 49 groups completed the survey. - We heard from a wide range of community groups working on a variety of issues, with a diversity of

average ages of staff, and a good mix of groups that were newer and older. - Almost half of the groups that we heard from have an operating budget of more than $100 000, but we also

heard from a good number of groups that have operating budgets under $10 000, and some in between. - By filtering the data according to a range of variables related to the composition of respondent groups – the

size of the annual IT budget as well as the average age of the staff team emerged as strong determinants of some IT needs. Highlights Related to IT Needs:

- Most of the groups have a website, about 4.5% of the groups don’t. In most cases staff maintain the website, but volunteers and IT support also contribute to maintenance.

- Almost 50% of the groups do not have a server or do not know if they have a server. - 8% of the groups do not use email or do not know if they use email. - Most groups do not have a CRM system and many were not familiar with the term CRM. - Only 2 respondents use VOIP systems which offer large potential savings for groups. - Very few groups use Mac or Linux operating systems, Windows is the dominant choice. - In many of the IT/Communications task areas more than 50% of the groups, it is staff that maintains all or

most IT/Communications for the group. There are many challenges associated with this. Training and Education:

- Many groups do not train or minimally train their staff or volunteers for IT/communications related tasks. So, in some cases staff are maintaining the IT in the office, but have not been trained to do so.

- For organizations who do have IT tech support, it seems that this support is focused on troubleshooting and offering support for internet, printer/fax/photocopiers, computer stations

- It also seems that some groups do not have the information about many of their IT/Communications systems, such as server and back up systems. So, once again there is a gap in training and education in comparison to the needs of the groups. Financial Resource and Budgeting for IT:

- There is a big gap between the support that groups indicate they need for IT/Communications and the budgets that groups are allocating to this. Responses indicate that this is because funding is not available or that this issue is not a budgetary priority.

- Almost half of the respondent groups have a total annual IT budget of less than $3000 - The majority of groups spend less than $1000/year on IT support. - Hardware and software seem to make up the majority of annual spending on IT, yet for over 50% of

groups these figures are only $1,500 or less on hardware and $500 or less on software.

1

This page presents highlights from the un�ltered data related to email use and operating systems. Note that 8% of respondents do not use or do not know if they use email. Note the dominance of Win-dows OS in the chart below.

Which Operating Systems does the group use?

2

This page presents highlights from the un�ltered data related to communications systems and server use. Note that only 2 respondents use voip and that almost 50% of respondents do not use or do not know if they use a server.

3

Larger IT Budget Smaller IT Budget

The following charts display survey data �ltered according to the size of the annual IT budget, in the left column - larger IT budget (greater than $3k), in the right column - smaller IT budget (less than $3k)

Note that although the above charts show a correlation between a larger IT budget and fewer printing and communications problems, the bottom charts show the opposite correlation in relation to web apps.

4

Younger Sta� Older Sta�

The following charts display survey data �ltered according to the average age of the sta� team, in the left column - younger sta� team (under 30), in the right column - older staf team (over 50)

Note that although the above charts show a correlation between a younger sta� and increased use of web apps and servers, the bottom charts seem to indicate that older sta� have fewer challenges with website updating and trouble shooting. Is this about di�erent generational understandings of what it means to have a website that is up to date?

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Spread the Word: IT/Communications in the Community Sector

Does the group have a CRM (customer relationship management system) to organize the group's contacts?

Response

PercentResponse

Count

Yes 24.4% 10

No 61.0% 25

I don't know 14.6% 6

Other (please specify)

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answered question 41

skipped question 8

1. Does the group have a CRM (customer relationship management system) to

Other (please specify)1 We have a Funding Drive Database that includes contact info for our donors. We

have something called the "Herd" that includes contact info for all of our past andpresent members.

Nov 24, 2010 8:35 PM

2 Google apps' LTech control panel to share contacts across domain Nov 24, 2010 8:46 PM3 Home made in MS Excel. Nov 24, 2010 8:55 PM4 Would love one! Nov 25, 2010 12:29 AM5 not relevant Nov 25, 2010 2:44 PM6 Basic Funder Nov 25, 2010 3:16 PM7 Under development Nov 25, 2010 4:07 PM8 we have databases for client management (meal orders/deliveries), volunteer

management, and donor managementNov 26, 2010 3:32 PM

9 never even heard of that! Nov 28, 2010 5:18 PM10 We use Access as a database and pull up email addresses from it to send en

masse when we need to.Nov 29, 2010 7:36 PM

11 Our Office Assitant keeps track of our volunteers and adult literacy students on adatabase (Access by Microsoft).

Nov 29, 2010 10:03 PM

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If no, how do you organize your contact lists?

Response

PercentResponse

Count

Microsoft Outlook 64.7% 11

Thunderbird 5.9% 1

Apple Mail 0.0% 0

We don't 17.6% 3



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skipped question 32

1. If no, how do you organize your contact lists?

Other (please specify)1 We either use the contact list built into our gmail account or the listserv that

automatically regulates list membership.Nov 24, 2010 8:19 PM

2 excel Nov 24, 2010 8:43 PM3 File makers Nov 24, 2010 8:46 PM4 Amelia Nov 24, 2010 9:25 PM5 Gmail; Excel spreadsheet Nov 25, 2010 12:35 AM6 Google and Excel Nov 25, 2010 1:27 AM7 not relevant Nov 25, 2010 2:44 PM8 Excel Nov 25, 2010 5:08 PM9 Entourage (Mac email) Nov 26, 2010 8:20 PM10 At least, i think that's what we use for our emailing list Nov 28, 2010 5:19 PM11 For large email mailings we use our database. Nov 29, 2010 7:36 PM12 Excel program Nov 30, 2010 3:06 PM13 hotmail Dec 2, 2010 1:47 AM14 Window Mail and Excel Dec 6, 2010 10:44 PM15 Database Dec 9, 2010 5:20 PM

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If yes, what type of CRM system does the group use?

Response

PercentResponse

Count

VTiger 0.0% 0

Civi CRM 0.0% 0

Sugar 0.0% 0

A system that was specifically built for our group

44.4% 4



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answered question 9

skipped question 40

2. If yes, what type of CRM system does the group use?

Other (please specify)1 Squirrel emails Nov 24, 2010 8:21 PM2 Google apps Nov 24, 2010 8:48 PM3 Income Manager Nov 24, 2010 9:09 PM4 not relevant Nov 25, 2010 2:44 PM5 Basic Funder Nov 25, 2010 3:17 PM6 Under discussion Nov 25, 2010 4:09 PM7 we use vertical response Nov 25, 2010 8:21 PM8 MySQL, PHP Nov 26, 2010 3:35 PM9 Filemaker Nov 26, 2010 7:23 PM

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Does the group use open source software?

Response

PercentResponse

Count

Yes 34.2% 13

No 31.6% 12


If not, what are your reasons for choosing not to use it?

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skipped question 11

2. Does the group use open source software?

If not, what are your reasons for choosing not to use it?1 we've used it but it came in conflict with regular software

ie: word opensource react badly with QuarkNov 24, 2010 8:24 PM

2 Not applicable Nov 24, 2010 11:08 PM3 not relevant Nov 25, 2010 2:46 PM4 It goes with our mission. Nov 25, 2010 2:56 PM5 Access to open-source webcasting Nov 25, 2010 4:12 PM6 Unfamiliar with it. Nov 25, 2010 5:10 PM7 Never considered it as an option Nov 26, 2010 7:28 PM8 I use Microsoft Word, have done for years, don't need anything else. Nov 26, 2010 8:21 PM9 Would like to, but the average volunteer using the pc does not feel comfortable

with OpenOffice. We do have Avira anti-virus and mozilla firefox though.Dec 8, 2010 5:57 PM

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What is the approximate average age of the group's computer equipment?

Response

PercentResponse

Count

Current-2 years 8.3% 3

2-4 years 58.3% 21

4-6 years 25.0% 9

8 years + 0.0% 0

I don't know 8.3% 3


6


skipped question 13

5. What is the approximate average age of the group's computer equipment?

Other (please specify)1 Some of it is current.

We run a lot of Franken-computers composed of donated parts.Nov 24, 2010 8:40 PM

2 Varies from <1year to >8 years, depending on the volunteer. Nov 24, 2010 9:01 PM3 not relevant Nov 25, 2010 2:46 PM4 Employees have computers from 2-4 years but all computers are average 2-6

years old.Nov 25, 2010 3:38 PM

5 we did get a new laptop this fall. Nov 28, 2010 5:22 PM6 Each workstation was received at different times. The oldest is about 5 years, the

newest under 1 year.Dec 1, 2010 3:34 PM

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What challenges (if any) are associated with the computer work stations/accounts?

Response

PercentResponse

Count

Sometimes we have problems logging in

5.4% 2

It's difficult to create new accounts when needed

0.0% 0

The computers are slow 43.2% 16

There aren't any 29.7% 11



6


skipped question 12

6. What challenges (if any) are associated with the computer work

Other (please specify)1 Some of the older computers are slow. Nov 24, 2010 8:40 PM2 We have no office and therefore no office equipment that belong only to the

Association.Nov 24, 2010 9:01 PM

3 No one has admin priveleges in our building - technician is required Nov 25, 2010 1:17 AM4 not relevant Nov 25, 2010 2:46 PM5 Problems with log-ons, creating new accounts because of limited server space. Nov 25, 2010 3:38 PM6 SOME of the computers are slow, not all. We do have a mix of Windows and

Linux (Fedora) operating systems, which can be slightly confusing at times.Nov 26, 2010 3:50 PM

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How much time does the group spend training each staff or volunteer to work with IT?

Response

PercentResponse

Count

0 hours 45.5% 15

1-3 hours 39.4% 13

4-6 hours 6.1% 2

I don't know 9.1% 3


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skipped question 16

1. How much time does the group spend training each staff or

Other (please specify)1 We spend no specific time training on IT, but it certainly happens on an informal

basis as our jobs require new skills.Nov 24, 2010 8:42 PM

2 We might offer advice or support on an individual basis between volunteers on anurgent need basis.

Nov 24, 2010 9:04 PM

3 We have MapInfo program Nov 25, 2010 12:39 AM4 not relevant Nov 25, 2010 2:46 PM5 Per 3 months, about... Nov 25, 2010 3:39 PM6 About 2hrs /yr Nov 25, 2010 5:11 PM7 We'll find out the answer to this when our super-IT volunteer leaves and we have

to train someone new!!Nov 26, 2010 4:14 PM

8 Varies. Not much. It's sink or swim. Sometimes it's the summer students whoteach us stuff!

Nov 28, 2010 5:24 PM

9 None, unless we have a new staff person (which we happen to have now). Nov 29, 2010 7:39 PM10 1/2 hour basic training and then, as needed. Nov 30, 2010 3:12 PM

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What is the group's overall IT annual budget?

Response

PercentResponse

Count

under $1000 30.6% 11

1001-$3000 13.9% 5

3001-$5000 8.3% 3

5001-$8000 8.3% 3

more than $8000 5.6% 2



5


skipped question 13

2. What is the group's overall IT annual budget?

Other (please specify)1 0 Nov 24, 2010 8:21 PM2 It must be more that $8000 since we employ a part-time IT coordinator. Nov 24, 2010 8:42 PM3 As a group we have currently no budget. All our equipment belong to the

volunteers.Nov 24, 2010 9:04 PM

4 not relevant Nov 25, 2010 2:46 PM5 For this year only as we are developing a new drupal website Nov 25, 2010 3:22 PM

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What does the group spend annually on IT support?

Response

PercentResponse

Count

under $1000 54.8% 17

1001-$3000 6.5% 2

3001-$5000 12.9% 4

5001-$8000 0.0% 0

more than $8000 3.2% 1



10


skipped question 18

3. What does the group spend annually on IT support?

Other (please specify)1 0 Nov 24, 2010 8:21 PM2 I think our in-house IT Coordinator does the vast majority of this work if not all of

it.Nov 24, 2010 8:42 PM

3 As a group we have currently no budget. All our equipment belong to thevolunteers.

Nov 24, 2010 9:04 PM

4 $2,000 Nov 24, 2010 9:28 PM5 don't know Nov 24, 2010 9:41 PM6 not relevant Nov 25, 2010 2:46 PM7 More this year than normally. Nov 25, 2010 2:58 PM8 Hard to say, because staff time is spent on IT support, but nearly ALL of our IT

support is done by our super-volunteer.Nov 26, 2010 4:14 PM

9 varies year to year. Nov 28, 2010 5:24 PM10 zero Dec 1, 2010 3:38 PM

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What does the group spend annually on hardware (such as workstations, networking, phone systems etc.)?

Response

PercentResponse

Count

0-$500 29.4% 10

501-$1500 29.4% 10

1501-$2500 2.9% 1

2501-$3500 5.9% 2

3501-$4500 0.0% 0

more than $4500 8.8% 3



6


skipped question 15

4. What does the group spend annually on hardware (such as workstations,

Other (please specify)1 As a group we have currently no budget. All our equipment belong to the


2 don't know Nov 24, 2010 9:41 PM3 not relevant Nov 25, 2010 2:46 PM4 but not necessarily every year Nov 25, 2010 3:22 PM5 varies. might average 1K+ Nov 28, 2010 5:24 PM6 By exception only. Dec 1, 2010 3:38 PM

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What does the group spend annually on software (operating systems, web applications that you pay for / as well as applications that you install on workstations)?

Response

PercentResponse

Count

0-$500 52.8% 19

501-$1500 19.4% 7

1501-$2500 0.0% 0

2501-$3500 0.0% 0

3501-$4500 0.0% 0

more than $4500 2.8% 1



3


skipped question 13

5. What does the group spend annually on software (operating systems, web

Other (please specify)1 As a group we have currently no budget. All our equipment belong to the


2 don't know Nov 24, 2010 9:41 PM3 not relevant Nov 25, 2010 2:46 PM

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