Welcome

How to Stretch Non-Profit Dollars Deeply discounted software Use of “fillable” forms

How to Stretch Non-Profit Dollars This presentaion will be posted on the Roundtable web site: On the Download Forms page

Steve Nickerson Background Managed staff of computer programmers for Time Warner Focused on Project Management for Financial clients

Steve Nickerson Roundtable Involvement Two years as Treasurer On the Finance Committee Maintain the web site Photos/videos Share technical tips with other charities Promote the Community Service Forum

Deeply Discounted Software Several web sites offer discounts to non- profits – discounts vary Center Place staff recommended one source The only site authorized to offer Microsoft products

The Community Rountable recommends this site as well…

Deeply Discounted Software

Three discount examples: Microsoft Office Professional Plus 2013 Adobe Acrobat XI Pro Intuit QuickBooks Premier Nonprofit Edition 2015, 1 User License

Microsoft Office Professional Plus Access 2013 is a relational database management system 2.Excel 2013 is a spreadsheet application 3.InfoPath 2013 is an information-gathering program using electronic forms deployed through web browsers, messages, or mobile devices. 4.Lync 2013 is a unified communications client 5.OneNote 2013 is a note-taking application 6.Outlook 2013 with Business Contact Manager is a time and information manager that integrates , calendar, contacts, and tasks. 7.PowerPoint 2013 is a presentation graphics program 8.Publisher 2013 is a desktop publishing program 9.SkyDrive Pro is an application that allows team members to collaborate by sharing files, participating in online meetings, and using collaboration tools in the cloud. 10.Word 2013 is a full-featured word-processing program. Amazon.com $399 $325 TechSoup.org $24 or $32

Adobe Acrobat Pro XI 1.Collect data with fillable PDF forms: You can create fillable forms from scanned paper, PDF documents, Microsoft Word documents, or Excel spreadsheets 2.Convert or scan to PDF: Create Adobe PDF documents from any application that prints 3.Combine files from multiple applications: You can combine a range of file types into a single PDF document 4.Protect PDF files and documents: You can apply document controls and security with password protection; 5.Perform collaborative document reviews: Multiple participants can conduct collaborative document reviews that allow reviewers to see one another's comments. 6.Export PDF files: Save entire PDF files or just selected portions of them as Microsoft Word, PowerPoint, or Excel documents Amazon.com $449 $419 TechSoup.org $45

Intuit QuickBooks Premier Create a chart of accounts that categorizes and views expenses the way IRS Form 990 requires 2.Draft reports that show how much money has been contributed and spent to date by donor or by grant 3.Plan budgets based on fundraising and expense data and comparing actual income and expenses to budgeted amounts 4.Use business planning and analysis tools, such as the Statement of Financial Income & Expense 5.Organize tax, donor, vendor, employee, and general company information in separate centers while allowing an accountant to simultaneously work on the system Amazon.com $ $ TechSoup.org $45

So, what’s the catch? 1.Launched in January 2002, TechSoup.org is a web site serving nonprofits. They are the exclusive U.S. distributor of Microsoft product donations and helps to connect nonprofits and libraries to 401 different product donations from 100+ donating partners (including Adobe, Symantec, Cisco and Intuit).Microsoft 2.The Community Roundtable in no way benefits monetarily, or otherwise, if you avail yourself of this opportunity. 3.Sharing this information with local non-profits supports our mission statement and slogan of: Making a Difference Together

So, what’s the catch? Rules, rules, rules… 1.Purchased software is not for resale 2.Your non-profit must be a 501(C)(3) 3.Your non-profit must apply online to TechSoup for approval 4.Beware of Out of stock status. If available, buy it now. 5.Software quantities are limited 6.Fiscal year rule - Many of the donation programs at TechSoup allow organizations to receive a fixed quantity of technology products between July 1 and June 30 of each year (TechSoup's fiscal year). Then, on July 1, organizations again become eligible to place requests for these products.

Microsoft rules, for example… 2-year rule Organization:The Roundtable Charities of Greater Brandon Inc Current 2-year Microsoft donation cycle: May 09, 2013 through May 08, 2015 Allotments reset when next 2-year donation cycle begins May 09, You may request licenses from up to 10 of over 70 available Microsoft title groups. 2.You may request up to 50 licenses per Microsoft title group. 3.You may request up to 5 server products, regardless of server title group. 4.There is no limit on the number of request an organization can make within a cycle. 5.Note: The above rules apply to the 2-year cycle only — allotments reset when a new 2-year cycle begins.

Microsoft rules, for example… Microsoft provides nonprofits, charities, and libraries with an allotment of product donations that can be requested per two-year cycle. Your organization's first donation request after July 27, 2011, marks the beginning of its recurring two-year cycle. Within a two-year cycle, each eligible nonprofit or public library may request: Products from up to 10 of the Microsoft title groups, with a 50-license maximum for desktop applications and operating systems or license-only title groups (see below for more details) A maximum of five server products, regardless of title group (see below for more details) There is no limit to the number of times an organization can make a Microsoft donation request within the two-year cycle as long as they have not used up their full allotment. After two years, a new cycle begins, and the allotment is reset. Blah, blah, blah, blah…

Adobe rules, for example… Donated products will be distributed under this program to qualifying organizations only, not to individuals. Eligible organizations may request up to four products per fiscal year (July 1 to June 30). Only organizations with annual operating budgets of $10 million or less are eligible to receive this donation. This donation is available to nonprofits with 501(c)(3) Religious organizations without a secular community designation are not eligible to participate in this program Donated products will not be made available to fraternities or sororities, Boy Scouts of America, computer refurbishing programs, legislative and…. Blah, blah, blah, blah…

Intuit rules, for example… Donated product will be distributed under this program to qualifying organizations only, not to individuals. Organizations may request one accounting product per fiscal year (July 1 to June 30). Only organizations with an annual operating budget of less than $10 million are eligible to receive this donation. Intuit products are not available for distribution to legislative, political (except for voter registration), or advocacy organizations. Blah, blah, blah, blah…

1.Sign up on Techsoup.org as an individual 2.Check non-profit eligibility – click dropdown boxes describing non-profit and enter annual budget amount 3.Register the new non-profit to TechSoup 4.Enter non-profit info and get qualified to request donations (2 weeks). Must submit 501(c)3 proof. 5.Associate yourself with existing non-profit already in TechSoup, as needed. One individual can associate with multiple non-profits. 6.Get ready to request donations – verify you are qualified. 7.Shop for products – add them to the shopping cart Steps to Request Software

8.Before you check out, make sure all of your organization’s information is up-to-date. 9. s confirming your donation request are sent to the individual’s address. The s sent to the non-profit contain the links, steps to take to download the software and product keys needed to activate the product. 10.You'll then receive a confirmation number and verifying your request. After TechSoup processes a donation request, they either ship the product or fulfill the request by the means described in our fulfillment and licensing support section. Shipments go to the non-profit mailing address. Steps to Request Software

11.Recommended: Burn a CD or DVD with the files downloaded and store a copy of the s with the disk. This is handy if you need to reinstall the software for some reason. The Roundtable puts our disks/ s in a safe deposit box. 12.Note: Though only one license per software was purchased, it can be installed on two computers, as long only one is used at a time. Steps to request Software

The Blizzard of ‘15 – Boston

The Blizzard of ‘15 – Valrico, FL

Next – Fillable Forms Questions about TechSoup or Discounted Software?

Time = $$ Fillable Forms

TechSoup.org $45 Adobe Acrobat XI Pro Fillable Forms

This is a Standard PDF form Download it, print it, fill it out manually and… Fillable Forms

The Community Roundtable PO Box 1061 Brandon, FL Joe Blow 1123 Elm Street Valrico, FL Days wait… Fillable Forms

If this data was in an Excel file, we’d have user specific reports.

Time = $$ Fillable Forms

This takes about 4 clicks of the mouse to create Fillable Forms

So, how does this information actually get into an Excel spreadsheet for reporting?

Create PDF doc Acrobat, make it fillable Save form on PC Send to clients as attachment Post form to Website Client downloads form, fills, submits Non-profit Files forms in response file Non-profit exports responses to Excel Process flow Fillable Forms

Is anyone interested in purchasing/using Acrobat Pro? Fillable Forms

Is anyone interested in purchasing/using Acrobat Pro for fillable forms? Fillable Forms

But, WAIT, There’s MORE!! Fillable Forms

Steve Nickerson will provide 2 hours of phone, or on site assistance to get you up and running with fillable forms to any non-profit that qualifies. Ahhhhhh, HERE’S the catch

Fillable Forms To qualify: 1.Join The Community Roundtable 2.Join TechSoup 3.Qualify your 501(c)(3) – (2 weeks) 4.Order/download/install Acrobat Pro XI 5.Assign one contact person to be trained 6.Call to schedule an appointment 7.The offer expires April 15 th, (60 days )

Questions about Fillable Forms or TechSoup?

Future Presentations? 1.How to write Grant requests 2.How to market via Facebook 3.How to add Community Service events to the Rountable website to find volunteers 4.What tools do nonprofits use to handle money (Quickbooks, Paypal, Square, etc…) What information could YOU share with The Community Roundtable and other local non- profits? What can we learn from YOU?