Succesful grant proposal

Attached is a slightly redacted version of a succesful proposal for a grant to fund one of CompuMentor's projects. Hopefully you can find this helpful while developing your own grant proposals.

Building
a Community of Technology Support for San Francisco Peninsula
Nonprofits 

A
Proposal Submitted to the XYZ Foundation
from CompuMentor

March 1, 2005

 

1.       
Proposal Summary

CompuMentor respectfully submits this proposal for $90,000
to develop effective technology security audit tools and best practices for
nonprofits and to increase the capacity of Peninsula
consultants, volunteers, and nonprofit staff to implement and maintain them
over time. Building on the learnings from CompuMentor’s previous work supported
by the XYZ Foundation, this project will provide participants with the tools,
training, and locally sustainable support lifelines they need to establish
critical technology infrastructure. This infrastructure will provide the
foundation for participants to ultimately build more innovative services,
internal practices, and collaborations with cohorts of similar organizations.
Also, by training local technology consultants, volunteers, and agency staff in
these best practices and tools and by publishing project materials on
TechSoup.org, this project will enhance the overall technology capacity of the Peninsula nonprofit community and offer a technology
support model that could be adopted in other localities.

2.       
Organization

CompuMentor, a San Francisco-based nonprofit organization,
is one of the oldest and most comprehensive technology assistance organizations
serving the nonprofit sector. Its mission is to help nonprofit organizations
achieve their goals through the effective use of technology.

Since its inception in 1987, CompuMentor has helped more
than 150,000 nonprofits serve their community through the following family of
programs:

·        
TechSoup.org is a technology information Web
portal designed specifically for nonprofits featuring articles, resources,
discussion forums, online, events, and case studies. TechSoup reaches over 1.5
million readers in 80+ countries. 

·        
TechSoup Stock is a unique Web-based service
that distributes donated and discounted technology products, services, and
support to nonprofits at the lowest possible cost to the receiving nonprofit by
partnering with leading technology companies such as Microsoft, Cisco Systems,
Symantec, Intuit, and others. TechSoup Stock has distributed over 1 million
products to 50,000 nonprofits in the United
States and Canada, an estimated $300 million
in direct cost savings for the nonprofit sector. (TechSoup Stock was previously
named DiscounTech.)

·        
In collaboration with local and regional
partners, CompuMentor also brings technology implementation and support to Bay
Area nonprofits, including through its namesake Mentor Matching program.

3.       
Proposed Project

In our previous work with the XYZ Foundation as well as
with the ABC Foundation and the DEF Fund, we found that many nonprofit
resources are so constrained by the demands of immediate service delivery and
technology challenges that nonprofits simply do not have the organizational
bandwidth for the advanced technology projects that could truly transform their
program delivery, outreach, or peer collaboration efforts. For this reason, we
propose to address a specific and common technology infrastructure need in a
systematic, sharable, and supportable manner to help nonprofits reach a
baseline technology capacity level that will ultimately allow for greater innovation
and readiness for collaboration on technology-related projects. 

In addition to the immediate benefit to participating
nonprofits, this project also will help build the overall technology capacity
of the Peninsula nonprofit community. By
developing materials for participating technology consultants, we can reach
many more Bay Area organizations than we can by using internal consulting staff
alone. In
addition, publishing project materials on TechSoup.org or other online forums
will provide a model for solving technology problems that can be adopted by
other hub organizations in other regions.

Technology Security

This project will focus on one of the most critical
technology challenges facing all organizations: effective technology security.
Although not glamorous, technology security is one of the most important
components of stable technology infrastructure. Without it, organizations are
susceptible to a number of threats to their ongoing operations. Computer
viruses can take over a network or email system and close down communications
and operations for days, which can wreak havoc on an organization’s ability to
function and result in costly hours of lost productivity. Similarly, spyware,
which is often unknowingly downloaded through emailed attachments, can slow down
system functionality and make networks susceptible to virus attacks. Even
worse, inadequate security practices can result in accidental disclosure of
sensitive information, including personnel records or client data. Protecting
client data is especially important for organizations that work in areas such
as domestic violence, HIV testing and counseling, or gang abatement.

A recent technology security experiment conducted by the
network security firm, StillSecure, illustrates the current vulnerability of
many computer systems. StillSecure loaded six different computers with
different operating systems developed by Windows, Linux, and Apple. After
establishing Internet connections, the computers sustained thousands of attacks
by a wide range of “malware,� including worms, Trojan Horses, viruses, and
spyware. Within 18 minutes, the Windows XP Service Pack 1 computer was infested
with both Blaster and Sasser worms and, within an hour, it was turned into a
“bot� and controlled by a malicious remote computer to infect other Windows
computers. (See Attachment G for additional details of this security
experiment.)

The vulnerability of Windows XP Service Pack 1 is
especially important for this target community. We estimate that only 10% of
the targeted project participants use operating systems above Service Pack 1.
Windows XP Service Pack 2 can be easily downloaded as a patch and resolves many
of vulnerabilities inherit in Service Pack 1. However, most nonprofits—and computer users, in general—are unaware of both why
they need this patch and how they can install it.

In sum, effective technology security is central to
operations and service delivery and is one of the most important building
blocks for reliable technology infrastructure. If an organization is spending
time and resources on putting out the fires that result from an unreliable and
unsecured technology system, they cannot realize the potential of technology to
improve their operations and overall service impact. Without a solid technology
infrastructure, more advanced applications of technology that enable dramatic
programmatic improvements and collaborations with cohorts of similar
organizations are simply not feasible.

Project Approach

Phase I: Develop Security Audit Tools and Best Practices

During the first half of this project, CompuMentor will
research, assess, and develop best practices, audit tools, and implementation
protocols to ensure technology security. Potential audit tools include security
inventory worksheets, easy-to-follow best practices, or automated security
assessment tools specifically developed by CompuMentor as a result of this
project. All best practices, audit tools, and implementation protocols will be
developed with both the immediate participants and the wider community in mind.

Phase I Activities:

·        
Research existing and proposed technology
security best practices, audit tools, and implementation protocols.

·        
Assess research against needs, resources, and
capacity of project participants (based on learnings from previous projects,
including our recent work with the XYZ Foundation).

·        
Develop materials, including training
collateral, for project participants.

·        
Test implementation protocols, using both
CompuMentor consulting staff and local technology mentors and consultants who
work with Peninsula nonprofits.

·        
Conduct community outreach to recruit
participants for upcoming trainings.

Phase II: Provide Training and Implementation Guidance

CompuMentor will train approximately 30 nonprofit
consultants, volunteers, and in-house technical assistance staff to audit the
technology security effectiveness of small- to mid-sized nonprofit
organizations. At two following Security Audit workshops, approximately 40
small- to mid-sized San Mateo and Santa Clara County nonprofits will be matched with
the trained technology consultants and volunteers to help them assess and
implement technology security.

Phase II Activities:

·        
Coordinate and host a technology security
effectiveness training session for approximately 30 nonprofit consultants,
volunteers, and nonprofit in-house technical staff.

·        
Coordinate and host two Security Audit workshops
for approximately 40 small- to mid-sized nonprofits in San
Mateo and Santa Clara
counties. (Participating nonprofits would have no more than 20 desktop computers
each.)

v       Introduce
the importance of effective technology security in terms of immediate
operational impact and the ability to develop innovative, collaborative
technology applications in the future.

v       Match
participating nonprofits with a local technology consultant or volunteer
(unless they have an appropriate level of in-house technology support staff).

·        
Provide tools for each participating nonprofit
to develop a technology security inventory.

·        
Finalize and publish implementation protocols
and resources for effective technology security.

4.       
Geography

This project will target nonprofits that serve San Francisco Peninsula
and Silicon Valley communities, from Daly City
to Mountain View.
To recruit project participants, we will draw on the contacts that we developed
in previous Peninsula-oriented work, including county-level contacts, By the Cup: Bay Area subscribers, the YNPN listserv, and our own Mentor
Matching database. In addition we hope to coordinate outreach efforts with the
San Mateo Council of Nonprofits, the Silicon Valley Council of Nonprofits, the Foundation Center, and other local funders whose
grantees may be interested in participating in this project (such as the San
Francisco Foundation and the Lucile Packard Foundation for Children's Health).

5.       
Intended Outcomes

Intended project outcomes are listed below, as well as the
related outputs and potential evaluation indicators.

Outcome 1.   Improved
awareness of effective security protocols, practices, and resources at
approximately 40 nonprofits in San Mateo and Santa Clara counties.

Outputs:

·        
Vetted technology security procedures,
protocols, and tools for nonprofit organizations.

·        
Training in effective technology security audits
and best practices for approximately 30 consultants, volunteers, and in-house
technical assistance staff.

·        
Two Security Audit Day events to provide
approximately 40 nonprofits with the support and tools needed to complete a
security inventory of their existing technology systems.

·        
Technology security training materials for
consultants, volunteers, and in-house technical assistance staff.

Evaluation Indicators:

·        
Baseline assessment of technology awareness and
protocols through survey at project start.

·        
Increased awareness indicated in survey results
at project end.

Outcome 2.   Enhanced
readiness among participants for future innovative and collaborative technology
projects.

Outputs:

·        
Training in effective technology security audits
and best practices for approximately 30 consultants, volunteers, and in-house
technical assistance staff.

·        
Two Security Audit Day events to provide
approximately 40 nonprofits with the support and tools needed to complete a
security inventory of their existing technology systems.

Evaluation Indicators:

·        
Completed technology security inventories by
participating nonprofits.

·        
Change in security practices and protocols at
participating nonprofits or intention to implement new security measures.

·        
Increased readiness indicated in survey results.

Outcome 3.   Increased
awareness of nonprofit security issues by Peninsula
technology consultants, volunteers, and in-house technical staff.

Outputs:

·        
Training in effective technology security audits
and best practices for approximately 30 consultants, volunteers, and in-house
technical assistance staff.

·        
Technology security training materials for
consultants, volunteers, and in-house technical assistance staff.

·        
Publication of all materials in a format that
allows them to be used by other nonprofit technical assistance providers in
other regions.

Evaluation Indicators:

·        
Click-throughs to technology security tools,
articles, or other resources on TechSoup or other online CompuMentor resource.

·        
Increased awareness indicated in survey results
at project end.

Outcome 4.   Increased
awareness of nonprofit security issues by nonprofits and technology
consultants, volunteers, and in-house technical staff outside the Bay Area.

Outputs:

·        
Use of security awareness or consultant training
materials in at least two nonprofit-focused conferences.

Evaluation Indicators:

·        
Adoption of toolset by consultants in other
regions.

·        
Mention of the project in at least three
different publications or on-line forums other than TechSoup and targeted at
communities outside the San Francisco Bay Area.

Outcome 5.   Further
refinement of CompuMentor’s integrated service delivery methods and expertise
in the development and deployment of technology readiness tools.

Outputs:

·        
Internal Project Completion Assessment,
including project learnings.

Evaluation Indicators:

·        
Improved consulting, outreach, and training
methods.

6.       
Evaluation

CompuMentor employs a variety of methods to measure and
evaluate the success of its programs, including formal mechanisms such as
client surveys and Web site statistics, and more informal methods such as
feedback through email or message boards. This proposed project would be
evaluated against intended outcomes listed in Section 5 as well as the
following evaluation tools and methods:

§        
Online Surveys

Online surveys will be conducted throughout the
project to assess awareness and readiness levels regarding technology security.
The final survey will also assess participation satisfaction with the project.
These surveys will be distributed to all project participants, including
technology consultants and volunteers.

Potential survey questions include:

·        
How important is technology security in
effective, ongoing operations?

·        
During the last year, has your organization been
negatively impacted by any technology security vulnerabilities, such as worms,
spyware, or viruses?

·        
If yes, please describe the security problem,
and the consequences it had on your organization, e.g., lost time, money,
effectiveness, client impact.

·        
What resources are available in your community
to address technology security needs?

·        
How confident are you in your ability to address
technology security concerns?

·        
Have you taken any steps in the past year to
ensure a secure computing environment?

·        
Do you plan any technology security projects in
the next 12 months?

·        
How would you rate your technology and
organizational readiness to participate in collaborative technology projects
with nonprofits that serve similar target populations?

·        
After the completion of this project, how much
has your organization increased its ability to avoid or prevent negative
impacts due to technology security vulnerabilities, such as worms, spyware, or
viruses?

·        
What were the most valuable lessons learned from
this project?

§        
Internal Project Completion Assessment

At the end of the project, CompuMentor project staff
members will review lessons learned, such as which project plans proceeded as
expected and which didn’t. In addition, monthly or quarterly project status
reports developed during the course of the project will provide project
specifics such as major project changes and hours worked. A final report will
also illustrate process and outcomes-related data, including:

·        
Budgeted versus actual staff hours

·        
Budgeted versus actual additional costs, if any

·        
Anticipated versus actual timeline

·        
Documentation of services provided

·        
Documentation of changes in scope of work
performed

·        
Facilitators and barriers to successful project
implementation

§        
Additional Input

Site traffic and measurable access of CompuMentor’s
technology security resources will be tracked to further gauge increased
awareness of technology security by project participants and the larger
community. For example, additional input could be gathered through informal
TechSoup polls or by tracking By The Cup:
Bay Area click-throughs to relevant TechSoup articles or TechSoup Stock
purchases. This information will be used to further develop and refine
CompuMentor’s integrated service delivery.

7.       
How is CompuMentor uniquely positioned to serve
this population?

CompuMentor offers nearly 20 years of experience providing
technology support services to the Bay Area Community, including workshops,
hands-on assistance, and technology product selection guidance. In addition,
over the last two years, we have worked closely with Peninsula-based nonprofits
and propose this project based on a detailed understanding of their needs and
available resources. We are well known and trusted by this target population.
Also, through our work to help create TechFinder, we have developed strong ties
with many local technology consultants who support the Peninsula
nonprofit community. This unique position allows us to bring together
nonprofits that need assistance with the resources and local consultants who
can help.

Key Staff

·        
Marnie Webb, Director, Consulting Services.
Marnie Webb oversees consulting services at CompuMentor. She has worked with
schools, nonprofits, and technology since 1984, and has gained extensive
experience in helping small- and mid-size organizations to better build and
understand their capacity for technology projects. Marnie’s previous positions
include systems designer and analyst at University of California,
San Diego Bookstore. She studied history and literature at the University of California,
San Diego and at San Diego State
University.

·        
Helen Seal, Associate Director, Consulting
Services. 
Helen Seal oversees the Technology Planning and Network Services offerings from
CompuMentor. Helen has been developing and practicing sustainable strategies
for implementing technology in nonprofit organizations in the US since
arriving here 8 years ago. She ensures that mission-based, sustainable ideals
drive CompuMentor’s approach to this essential nonprofit technology area. Helen
has worked in the technology and public service sectors since graduating from
the University of Leeds (UK) in 1992 with a degree in Computer Science and
Mathematics

·        
Greg Beuthin, Technology Consultant, Consulting
Services.
Greg Beuthin has provided hands-on technology services to Bay Area nonprofits
since 1996. He has focused on developing technology plans for small- and
mid-sized organizations to help them manage and use appropriate technology to
further their missions.  During his eight
years of advising nonprofits, Greg has become very familiar with the recurring
mistakes nonprofits make in technology planning and implementation, as well as
the strategies they can adopt to overcome these challenges.

·        
Mark Liu, Director, Program Evaluation, Design,
and Research
Mark Liu oversees CompuMentor’s program evaluation and development efforts.
Mark joined CompuMentor in 1998 and quickly started playing a central role in
its growth and success. He developed CompuMentor’s Year 2000 Audit Methodology,
lead the development of its Strategic Plan in 1999, developed the business plan
for TechSoup, managed each of CompuMentor’s program areas, and lead the launch
of the Bay Area Services Initiative and CompuMentor’s affiliation with the
NPower Network.

8.       
How this project is distinct?

This project is distinct in two primary ways: its focus on
establishing baseline technology for a broad number of participants and on
creating sustainable technology support capacity in the community. It moves
beyond the one-off intervention approach of many technology support projects
and builds community capacity via consultant and volunteer training and the
development of stable, easy-to-use tools and standards. Although direct and
individualized assistance can be of great value, we believe that focusing on a
specific technology infrastructure need for a larger group of nonprofits will
better benefit both each Peninsula nonprofit
and the community as a whole at this stage of their technology development. We
will provide participants with the tools, guidance, community-based support
they need to establish and maintain a secure technology infrastructure. In
addition to the immediate positive impact of a secure computing environment,
this project will develop the technology capacity and readiness for all
participants—nonprofits, consultants, and volunteers—to create innovative and
collaborative technology solutions that can significantly improve operations
and community impact.

9.       
Timeline

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10.   
Sustainability

We do not pretend that this project will fully eradicate
the problem of nonprofit baseline technology readiness. We also acknowledge
that this kind of technology work is traditionally difficult for either
organizations or funders to financially support. Nonetheless, by increasing the
knowledge and capacity of the Peninsula nonprofit community, by raising the
knowledge and capacity within the consultant and volunteer communities, and by
raising funder awareness through comparable projects with the ABC Foundation
and the DEF. Fund, we will begin to create a very positive network effect that
can continue to address the problem after this grant has been completed. 

The
proposed tools and trainings are designed to build the capacity to effectively
respond to the constantly evolving challenge of technology security beyond this
project and to ultimately build awareness and capacity beyond the Bay Area. We
seek to push knowledge about this issue—and the tools to address it—throughout
the nonprofit community network and we expect this capacity to effectively
spread within the network.

Project Follow-Up

A successful technology support network will result in the
implementation of critical security practices. In many cases, implementation
activities can happen as early as Phase II of this project. Examples of such
near-term implementations include effective password rules, automated security
updates for operating systems, better management of system administration
rights and resource sharing, and automated virus definition updates.

However, some organizations may require new software to
fully implement recommended security practices. In our work with nonprofits
throughout the Bay Area, we have found that product acquisition is one of the
primary barriers to effective technology implementation. Often, nonprofits have
neither the financial nor organizational resources to research and acquire
appropriate technology products. This project provides significant assistance
in overcoming limited organizational bandwidth by minimizing the time and
effort required to help participants and their local support communities
identify their technology security needs. Also, TechSoup Stock offers access to
low-cost technology products and the product selection guidance to ensure that
nonprofits acquire the technology they need—and avoid what they don’t need.
Still, even with TechSoup Stock’s deeply discounted prices, many nonprofits
face financial hurdles that prevent them from fully implementing critical
technology solutions.

Moving forward, we advocate technology stipends or other
forms of acquisition assistance for specific technology products that support
the trainings, assessments, and recommended solutions resulting from this
project. This assistance might take the form of an adjunct to this project, a
follow-on project for multi-year funding, or the provision of a funding
template to help nonprofits acquire and implement the products they need.

Potential Funding for Technology Implementation

Implementation costs
for the small- to mid-sized nonprofits targeted for this grant generally range
from as little as $300 to $2,500. In some cases, a nonprofit’s Board of
Directors may be the quickest route to funding these technology implementation
needs. Otherwise, nonprofits can often secure this level of support from
previous funders who share a commitment to their mission. Many funders set
aside “technical assistance funds� to support capacity building expenses, often
including technology consulting and implementation.

In addition to
technical assistance funds, the following funders have provided
technology-related capacity building support for local nonprofit in recent
years:

§        
Adobe Systems
The Adobe Action Grant program provides one-time cash only
grants for general operating and program support through a competitive,
quarterly online application process. Grant amounts have ranged from
$5,000-$20,000.

§        
California Consumer Protection Foundation
The California Consumer Protection Foundation provides funding for technology
capacity building, including planning, equipment purchases, and training.
Grants have ranged from as low as $600 to upwards of $100,000.

§        
Cisco Systems Corporate Giving Program
As a complement to its foundation, Cisco Systems also makes charitable
contributions to nonprofit organizations directly. Support is given primarily
for operating support.

§        
Community Technology Foundation of California
The Community Technology Foundation of California provides funds to develop and
maintain digital media, communications, and outreach for underserved
Californians. Their Planning and Basic Capacity grants support technology
planning, training, and equipment and range from $2,000 to $100,000.

§        
The Bothin Foundation
The Bothin Foundation supports nonprofits located in the Bay Area counties of San Francisco, Marin, Sonoma,
and San Mateo.
According to their 2004 Annual Report, the foundation prefers to make grants
for capital or building and equipment needs, with an average grant size of
$16,000.

§        
eBay Foundation
Through their Community Grants program, the eBay Foundation provides operating
support to local nonprofits.

§        
Oracle Foundation
Oracle Giving supports math, science and technology
programs, targeting low-income communities and increasing access to technology
by providing funds for resources, training, and equipment.

§        
Progressive Technology Project
The Progressive Technology Projects provides grants to help community
organizing groups support and develop strategic uses of technology.

§        
RealNetworks Foundation
The RealNetworks Foundation funds technology-related costs that support
innovative use of the Internet to promote free speech, technology access, or
enhance quality of life. (Not currently active due to program restructuring.)

§        
Salesforce.com Foundation
Salesforce.com Foundation provides small Media Grants (less than $5,000 each)
to support youth-oriented technology projects, including training and equipment
costs.

§        
SBC
SBC Excelerator, the SBC Foundation's signature giving program, funds projects
that use technology to build stronger communities. Grant funds support
training, technology infrastructure upgrades, and application development.

§        
TechFoundation
TechFoundation established its TechGrants program to identify, assess,
and assist nonprofit organizations seeking to implement technology projects
that will benefit their local communities or nonprofits as a whole. 

§        
Verizon
The Verizon Foundation provides grants to help nonprofits build
technology capacity and enhance their business management. A revised grant and
technology-training program is expected in May 2005.

§        
The Waitt Family Foundation
Supports community-based projects and technology-related needs. Although their
giving program is primarily focused on San
Diego area, they have support nonprofits in San
Francisco Bay Area, as well.

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Succesful grant proposal.for.CC.doc	100 KB