Information Gathering Framework for Technology Grantmaking

Rasmuson Foundation Technology Grant Request Checklist

The Rasmuson Foundation recognizes technology’s important role within the not-for-profit community. Your assistance with the following information will help the Foundation in its process regarding the appropriateness and sustainability of technology-related grant requests. Hardware is defined as servers; computers; peripherals (printers, networked copiers etc); network devices; audio-visual; or telecommunications equipment (phone systems). ‘Software’ is defined as any business application (aside from standard Office suites and productivity tools) such as donor, finance, or inventory or communication tool such as a web site.Note: Electronic health records (EHR) and other merging technologies are not supported. See Tier 1 / 2 guidelines on website.

Organization Name:

Required Elements:The following information, if applicable, must accompany this checklist in order for the application to be considered:

Resume of project manager
Manufacturers specification and pricing information for each piece of equipment
Clear indication of specific non profit pricing secured for any element of the application
Logical network diagram both current and proposed (as opposed to a floor plan)
List of tasks and a set schedule against which the tasks are performed to demonstrate systematiccare for technology environment
Resumes of in house and / or third party providers

Preparation

Yes / No
Our organization has secured non-profit pricing from our vendor of choice and / or has
visited DiscounTech at for non-profit pricing.
There is a dedicated and experienced project manager overseeing this project.
Specification and pricing information for each piece of equipment is attached

I. Anticipated Outcomes and Benefits

In the grant application project description, describe the project’s benefits for both the organization and its clients.

II. Governance

Yes / No
Our organization has either a standing or an ad hoc Technology Committee. If yes, please state its mission and describe its composition below.
Our organization has a formal technology strategy and plan. If so, please attach.
Our organization has a formal technology policy and / or procedure document. Attach.
All of our software is appropriately licensed and licenses are stored in a single location.
Our organization is subject to information security / privacy regulations such as HIPAA

Rasmuson Foundation Technology Grant Request ChecklistPage 2

Comments:

III. Current Environment

Attach a network diagram(s) (current and proposed if applicable).

IV. Ongoing Operations & Sustainability

Yes / No
Our operating budget contains a specific line item for technology maintenance.
Our network, computers and applications are serviced only when they break (reactive).
Our network, computers and applications are serviced on a regular schedule (proactive).
In-house staff provides the service for our current technology environment.
A 3rd party provides the service for our current technology environment.
Describe your in-house staff or 3rd party provider qualifications below. / ----- / -----
We have a documented list of tasks and a set schedule against which the tasks are performed to ensure that our environment is systematically cared for.
We budget to use a responsible recycling process when disposing of old equipment.

Comments:

V. Business Software: Planning, Selection, Implementation and Support

(Complete this section only if your request is to purchase business software.)

Yes / No
We have formally defined our business requirements for business software (e.g. finance, donor, event, volunteer management). If yes, please attach.
We plan to ‘buy’ rather than ‘build’ this software.
We plan to ‘rent’ rather than ‘buy’ or ‘build’ this software.
We have software selection and implementation processes. If yes, please describe.
Ongoing support is budgeted for and will be provided. If yes, how and by whom?

Comments:

Rasmuson Foundation Technology Grant Request ChecklistPage 3

VI. Training

Yes / No
Our organization has a historical commitment to training the staff in the use of technology.
Should a grant for new technology be awarded, any necessary training will be provided as part of the implementation plan.

Comments:

VII. Telecommunications Equipment: Planning, Selection, Implementation and Support

(Complete only if your request is to purchase telecom equipment e.g.; telephone system.)

Anticipated Outcomes and Benefits

In the grant application project description, describe the project’s benefits for both the organization and its clients.

Current System

/ Yes / No
Our organization has a formal telecom and / or advanced applications strategy and plan. If so, please attach.
What type of telephone system is currently in place? Please circle one. / Key / PBX

Requirements for New System

/ Yes / No
Our organization requires less than 35 phones.
Our organization requires fewer than 8 telephone lines.
Our organization requires advanced applications such as IP Telephony, multi-campus connectivity or ACD (Automatic Call Distribution). If required, please describe.
If the answers to the first 2 questions are ‘no’, are you planning to send out an RFP?

Proposed System Maintenance & Expandability

/ Yes / No
Proposed vendor provides ongoing support and we have budgeted for this support.
We have budgeted to receive operation and maintenance training.
Proposed system carries an equipment and labor warranty.
Proposed system has the capability to double its current size.
Proposed system is capable of T1 / PRI integration.

Comments:

VIII. Other

Provide any comments that might help the Foundation properly evaluate your request.

April 2006