Increasing the Capacity of Individuals, Families and Communities

Capacity Benchmarking Tool
For Faith- and Community-Based Organizations

Table of Contents | Part V: Fundraising | Part VII: Managing Staff and Volunteers

Part VI: Technology

What is Technology?
Technology includes the organization’s use of phone, faxes, computers, and the Internet.

Why is Technology important?
Technology enables internal and external communication and facilitates documentation. For instance:

• Email has become a standard form of communication;
• Automated bookkeeping and financial management operations improves the accuracy and timeliness of invoicing and bill paying;
• Databases that track client and program data help monitor and improve programs, as well as produce reports for grant applications;
• Research about funding opportunities, creative programs, and community news increasingly relies on web research;
• Web sites are a prime tool for informing others about the organization; and
• Computer software facilitates marketing the organization (e.g., through the production of newsletters.)

What topics are covered in the Technology section?

Technology – Communications
Technology – Hardware and Software
Technology – Skills

Technology - Communications

Technology - Communications	Needs a lot of work (1)	Needs some work (2)	Needs a little work (3)	Meets Current Needs (4)
Best Practice: Technology supports internal and external communications.
Basic Benchmarks
1. Staff have reliable access to the following: Telephone and fax machine; Voice mail; Copy machine; and Internet.
2. Staff have individual email accounts. Staff use email for internal and external communications.
3. The organization maintains a web site.
Enhancement Benchmarks
4. The organization has individual voice mail boxes for staff.
5. The organization has high speed Internet access.
6. The organization's web site is regularly updated.
7. Voice mail can be retrieved remotely. Staff members who spend lots of time off-site have cell phones or pagers.

Technology - Hardware and Software

Technology - Hardware and Software	Needs a lot of work (1)	Needs some work (2)	Needs a little work (3)	Meets Current Needs (4)
Best Practice: Technology helps staff handle administrative and program tasks in an accurate and timely manner.
Basic Benchmarks
1. The organization has an adequate number of working computers.
2. The organization has a working printer that can handle the volume.
3. The organization has software that is compatible with the organization's computers. Typically, organizations need the following software: Word processing (e.g., Word); Spreadsheet (e.g., Excel); and Accounting (e.g., Quickbooks).
4. Computers and networks are backed-up regularly using a separate data storage system.
5. Computers and all servers are protected with regularly updated virus protection software.
6. Annual plans and budgets address technology needs.
7. Software, manuals, and licensing information are stored together in an accessible location.
Enhancement Benchmarks
8. Computers are connected to a network.
9. The organization engages a technology consultant to inform the technology plan.

Tips and strategies for obtaining needed hardware and software:
	Seek donations, grants, and discounts from local vendors.
	Be aware of potential compatibility problems with equipment and software donated by multiple sources.

Technology - Skills

Technology - Skills	Needs a lot of work (1)	Needs some work (2)	Needs a little work (3)	Meets Current Needs (4)
Best Practice: Staff know how to use and understand technologies' capabilities.
Basic Benchmarks
1. Staff have word processing skills as needed.
2. Staff can create and use spreadsheets as needed.
3. Staff can use accounting software as needed.
4. Adequate technology support is available.
5. Staff have the technical self-sufficiency to troubleshoot minor technical issues.
Enhancement Benchmarks
6. The organization experiences quick response time for technology support.
7. Staff members (or volunteers) can create, maintain and update databases as needed. Staff can produce necessary reports. For example, databases track participation/attendance, outcomes, funder contracts, donors, etc.

Tips and strategies for improving technology skills:
	Explore low-cost training for word processing (e.g., Word) and spreadsheet (e.g., Excel) software programs.
	Offer learning incentives, such as job promotions, with certain skill mastery.
	Technology support may come from staff, volunteers, consultants, books and instruction manuals.
	Perhaps a board member or other volunteer has the skills to help set up and manage a web site or create a database.
	Check references before committing to technology service contracts.

Congratulations! You have completed your assessment of the Technology capacity area. Use your responses to determine the most important capacity building priorities. Please review the "How to Use This Tool" section on page 4.

Table of Contents | Part V: Fundraising | Part VII: Managing Staff and Volunteers