Powered by the Aidmatrix Network® Jody Dickhaut President – Iowa Disaster Human Resource Council Chairman - Volunteer & Donations Management Subcommittee Iowa State Director – Adventist Community Services Disaster Response National Donations Management Network

Agenda Background on the National Donations Management Network State Application –Focus on In-Kind donations –Multi-Agency Warehouse –IA VDMT Liaisons Q & A

Automated Data Management National Donations Management System (NDMN) At a State’s request, FEMA assists to support the success of the State and the VDMT in a better execution of the State’s volunteer and donations management plan. The NRF States, “At the request of the State or tribal government, a national donations and volunteer management Web-based application that enables the general public to register their offers of donated goods and services, thus providing the State/tribal Volunteer/Donations Management Team a real-time view of offers and the ability to match offers to needs. “

Automated Data Management National Donations Management System (NDMN) In 2007, FEMA gave a grant to the AIDMATRIX Foundation to develop a web-based donations management tool. This tool, the National Donations Management Network (NDMN), is provided free to the states and their non-profit partners. The administration of the State “portal” is the responsibility of the State Volunteers and Donations Management Team (VDMT) composed of State Emergency Management personnel and State VOAD members.

U.S. States Actively Using the National Donations Management Network As of Feb 2011 FEMA Territories I-X = Signed MOU = MOU in Process More than 87% of the U.S. Population Is Covered

State Portal Products Services/ Volunteer Time Financial Support Donors make Offers / Agencies make Requests The program serves as the formal USA National Donations Management Network link among the private, public and voluntary sectors Recipient Organizations Can Request Specific Needs Transportation Disaster Donations: National Donations Management Network

Public: Donors Aidmatrix Network: DMT Matching NGO Member Organizations Iowa Portal Step 1: Offer ProductStep 2:Assign to AgencyStep3:Accept/Decline/Receive Push Model Workflow: In-Kind Product Donations Offered to Non-profit Community Admin Log In Non-Profit Log In Makes An Offer Reviews the Offer. Takes Action. Matches to needs. Decides: Do We want it? Calls the Donor To Arrange Ship.

Public: Donors Aidmatrix Network: DMT Matching NGO Member Organizations Iowa Portal Opt-in Step 1: Enter NeedStep 2: Publish/Subscribe NeedsStep 3:Donate Direct to Need Pull Model Workflow: Nonprofits Share Needs with State: Products and Transportation Admin Log InNon-Profit Log In Makes an Offer Directly to the Need – Auto Matching Donations Team Reviews Needs and Takes Action VOAD Member Gathers and Identifies needs for products and transportation Auto Allocated Offer to VOAD

Aidmatrix Network 101 –Recipient Enter a Product Need Let donors know exactly what your organization needs, by entering a Product Need. Hint: Donors are more likely to give if they know how the goods will be used. Make sure and enter as much information about your need as possible.

Aidmatrix Network 101 –Donor Look for a Product Need / Make a Donation Offer Let recipient know exactly what your organization can offer, by entering a Product Donation.

Aidmatrix Network 101 –Recipient Enter a Transportation Need Aidmatrix has partnerships with transportation providers across the country. Request transportation by clicking on the truck icon on the donation’s line item. Hint: The more complete your transportation request is, the more likely that a transportation provider will respond. Give as much detail as possible.

Donating “What’s” Needed, “When” It’s Needed! What do you thinks was among the 1 st Donations to arrive in Joplin with in the first 36 Hours? Winter Coats (no joke)

Warehouse Management Multi- Agency Tool designed maintain inventory –Disaster relief Simple –Track inbound and outbound Reports Donors Recipients –Share real time inventory levels partners

What Is a Multi-Agency Warehouse? 1) A facility that accepts truckloads of donated goods 2) Managed by a Non-Profit Organization under agreements with federal, state and/or local governments 3)Not intended to directly serve survivors 4)Distributes to all vetted organizations 5) Volunteers 1)Receive and sort donations 2)Enter donation information into a computerized database 3)Prepare goods for shipment to distribution sites

Collection Center Collection Center Collection Center Mobile Distribution Center Distribution Center Distribution Center Distribution Center Individuals Corporations Companies Survivors Multi-Agency Warehouse

A Consistent Problem Identified Disaster Time Line Event Donations Start to Arrive State MAW Opened Second Disaster Happens (Spontaneous Donations)

Which Would You Prefer?

Here’s Why “Cash is Best” Deployed from 1000 up to 1800 Volunteers Daily. Worked 10 Hour Days Let’s Do The Math: 1000 Vol. x 10 Hrs/Day x 10 Days = 100,000 Man Hours 100,000 Man Hours x $15.00 = 1,500, Large % of these used clothes were shipped out of Joplin

100,000 Man Hours x $15.00 = 1,500,000.00

$ 1,500, Donation – Some Questions? How Volunteer Man Hours Does It Require to Process? How Much Warehouse Space Does It Require to Sort/Store? How Much Buying Power Does 1.5 M Have In The Hands of a VOAD Partner? Possibly up to 7 X’s or $10,500, Leverage

A Solution that is being worked on: Iowa VDMT Liaison for Vol/Don Management COMMUNITY COLLECTION CENTER Guidelines & Procedures

A Solution that is being worked on: Iowa VDMT Liaison for Vol/Don Management Magnitude Capacity to Coordination Communication Cooperation Collaboration Low High High

A Consistent Problem Identified Disaster Time Line Event Donations Start to Arrive State MAW Opened Second Disaster Happens (Spontaneous Donations) Teach/Train ACS Sorting Process

Warehouse Management Multi- Agency Tool designed maintain inventory –Disaster relief Simple –Track inbound and outbound Reports Donors Recipients –Share real time inventory levels partners Semi Trailer of “Black Plastic Bags”

Streamlined Sorting Process – Joplin Mo MAW

Educate the Public How to Have A Successful Collection Drive – Clearly marked, boxed by “like kinds” – Palletized & Shrink-wrapped for shipping to Disaster Site : Hurricane IKE

Semi of Palletized Items Arrival at Multi-Agency Warehouse

Semi Trailer of “Black Plastic Bags” Arrival at Multi-Agency Warehouse

Thank You ! Jody Dickhaut President – Iowa Disaster Human Resource Council Chairman – Volunteer & Donations Management Subcommittee IA State Director – Adventist Community Services Disaster Response Blake Volunteer & Donations Coordinator – Iowa HSEMD Questions and Answers