Executive Director's Report July 2002 =========================== August 16, 2002 By Ian MacEachern (execdir@freenet.carleton.ca) Contents: 1. Introduction 2. Status report - key indicators 3. Strategic goals and operational objectives 4. Special projects 5. Management priorities 6. Technical priorities Appendices A Chart showing Registration Donations B Chart showing Renewal Donations C Chart showing Membership Activity 1. Introduction =============== This report will now cover the period from the previous board meeting to the Tuesday prior to the current board meeting. The report will be organized as follows: Status Report - the two key indicators as recommended by the Executive Director and agreed to by the Board of Directors are 1) Total Number of Active Members; and, 2) Total Donations from Members. The actual figures, target figures, and budget figures, will be reported on a monthly and a yearly basis. Strategic Goals and Operational Objectives - This section will detail progress towards this year's strategic goals and objectives. Please note that strategic goal #3 is to extend the range of services offered to members, and 4 of 5 of the operational objectives tied to this goal are related to the special projects. Accordingly, discussion of those objectives will take place in the section titled "Special Projects" Special Projects - Currently there are two special projects, HRDC Thin Client and SmartCapital. This section will provide details on the status of the two projects. Management priorities - This section will provide a brief list and discussion of management priorities. Typically the activities described here will be non-technical in nature. Technical priorities - This section will provide a brief list and discussion of technical, system administration priorities. 2. Status Report ================ a) Key indicators - Year to date progress Actual Target Budget % % of Target of Budget ~~~~~~~ ~~~~~~~ ~~~~~~~ ~~~~~~~~~ ~~~~~~~~~ 1. Number of Members 6701 7188 6763 93% 99% 2. Donation Revenue $110,785 $120,063 $114,363 92% 97% b) Breakdown of new members, renewals, and donations for July Actual Target Budget % % of Target of Budget ~~~~~~~ ~~~~~~~ ~~~~~~~ ~~~~~~~~~ ~~~~~~~~~ Total New 148 206 106 72% 140% Donating New 68 92 47 74% 145% Renewals 251 309 309 81% 81% Donating Renewals 231 182 182 127% 127% Renewing Donations 5986 8816 8816 68% 68% New Donations 1852 2760 1410 67% 131% ----- ----- ----- ---- ---- Total Ind Donations 7838 11576 10226 68% 77% Organization Donations 204 800 800 26% 26% ----- ----- ----- ---- ---- Total Donations 8024 12376 11026 65% 73% Avg New Donation 27.24 30.00 30.00 91% 91% Avg Renew Donation 25.91 48.44 48.44 53% 53% c) Breakdown of new members, renewals, and donations for 2002 Actual Target Budget % % of Target of Budget ~~~~~~~ ~~~~~~~ ~~~~~~~ ~~~~~~~~~ ~~~~~~~~~ Total New 909 1405 980 65% 93% Donating New 509 626 436 81% 117% Renewals 3058 3945 3945 78% 78% Donating Renewals 2486 2294 2294 108% 108% Renewing Donations 90573 111362 111362 81% 81% New Donations 12804 26550 16800 48% 76% ----- ----- ----- ---- ---- Total Ind Donations 103377 137912 128162 75% 81% Organization Donations 7408 7200 7200 103% 103% ----- ----- ----- ---- ---- Total Donations 110785 145112 135362 76% 82% Avg New Donation 25.16 30.00 30.00 84% 84% Avg Renew Donation 36.43 48.54 48.54 75% 75% d) Modem reliability results: August 6 - August 13 Total test calls on all lines: 8331 100.00 Successful: 6089 73.1% Busy: 819 8.9% Unsuccessful: - Endless Ring 19 0.2% - Other 1479 17.2% Note that the "Other Unsuccessful" calls includes 1409 calls that returned a value of "Other Error" from the testing software. We are currently investigating these errors but strongly believe they are related to problems with the testing setup as opposed to the terminal server performance. 3. Strategic Goals and Operational Objectives =========================================== Please note I have added the following Operational Objective: 2.3 Develop and implement a strategy for dealing with SPAM. 1. Goal: Remain donation based. 1.1. Operational Objective: Achieve donations necessary to operate at break-even or at a surplus Time Frame: Performance against budget measured Q1, Q2, Q3, Q4 Progress: Donations for the month were again significantly below budget. We are continuing to contact new members who have not donated as well as recently archived members as a first step in increasing donations. Glenn has developed a web based donation mechanism linked to our text based VISA/Mastercard donation system. The renewal letters have been updated to include this link. We have projected the financial results to the end of the year based on various assumptions. Although, all the projections show an operating deficit, we project a net surplus due to the refund of the 3com gear. Next Steps: Communicating the value of our services and the rolling out of new services is the first step in the plan to increase donations. We have made some progress here and continue to work diligently on getting our message out to the members and the general public. 2. Goal: Improve the reliability of the services offered to our members 2.1. Operational Objective: Solve dial-up access problems Time Frame: Q1 Progress: The Total Control boxes have been put into service and all lines at Carleton are now operational at 33.6kbps. Reliability on 520-9013 and 520-1135 continues to be good. Please see modem stats in the previous section. Some members are still seeing random disconnects and we are investigating the cause of these. The Cisco box is performing well, we have not seen any more dropped modems recently. We had to reseat 2 modem cards on the Total Control boxes and they are functioning normally. The Mitel gateway has been upgraded and we no longer have the communication problem between the gateway and the terminal server. We did not yet order the new Total Control box to replace the Cisco box because we did not have the resources to install, configure and test the system within the 30 day time frame necessary to take advantage of the warranty period provided by the vendor of the systems. It was decided to monitor the current boxes and if performance issues arose then we would reallocate the resources to perform the installation. So far we have not seen issues which would result in serious degradation of service to the members. Next steps: Monitor Cisco 5100 and replace when resources permit. 2.2. Operational Objective: Upgrade the technological infrastructure Time Frame: Q4 Progress: Andre and Glenn continue to work on revamping the file systems and moving files to the new storage array as the situation merits. Scripts are also being rewritten as necessary to allow the membership accounts processes to work with the implementation of the iPlanet Messaging Server for web mail. Next Steps: Continue to revamp the file system as required. Continue to plan for the implementation of an SQL database for the membership system. 2.3. Operational Objective: Develop a strategy to deal with SPAM. Progress: Spam Assassin has been integrated with iPlanet Messaging Server and has been rolled out for POP users. Andre and Glenn continue to tweak the rule set for Spam Assassin based on feedback from members. Next steps: Spam Assassin now needs to be integrated with the iPlanet Messaging Server for text users. This is a complex task involving moving the home directories and other services located on freenet1. 3. Goal: Extend the range of services offered to our members 3.1. Operational Objective: Roll out Thin Client I (HRDC) Time Frame: Q1 Progress: See section on special projects. Next Steps: See section on special projects 3.2. Operational Objective: Roll out Thin Client II (IC) Time Frame: Q2 Progress: See section on special projects. Next Steps: See section on special projects 3.3. Operational Objective: Roll out Web Mail I (IC) Time Frame: Q2 Progress: See section on special projects. Next Steps: See section on special projects 3.4. Operational Objective: Roll out Extended Access II (IC) Time Frame: Q1 Progress: See section on special projects. Next Steps: See section on special projects 3.5. Operational Objective: Provide domain hosting services Time Frame: Q3 Progress: None at this time. Next Steps: None at this time. 4. Goal: Raise the visibility of the NCF within the community 4.1. Operational Objective: Develop and implement an effective marketing program Time Frame: Q2 Progress: A marketing plan based on submissions from inMedia and Carleton University students has been developed. We are also working with some marketing professionals to implement the plan. This is a high priority given the critical issue of raising donations and the lead time required for implementing various marketing activities. We have sent out a MoM regarding the launch of Internet Desktop and will continue to communicate more with our members regarding our new services. Next Steps: Internal communications to members regarding our services and new initiatives will be developed in the short term. Longer term tasks include preparing launch activities for the various special projects. 4.2. Operational Objective: Revamp web site Time Frame: Q2 Progress: Working with Robert Rattey and Julie Quon, Sheila has led the initiative to make French registration introduction page and registration form live. IP lists are now auto-generated in French. Links from the main page to NCF Internet Access, and Helpdesk are also now available in French as well. A new NCF banner graphic has been developed and is in place on many pages on the site. On-line donation pages are now available and we accept both VISA and Mastercard. Additionally links to the on-line donation pages have been added to the renewal letters. Next Steps: Continue to work on the content of the lower level pages and then converting those pages to the new style. Continue translation of the site pages into French. 5. Goal: Increase the relevance of the NCF 5.1. Operational Objective: Provide members the opportunity and means to become active participants in public debate of community issues i.e. discussions of the broadband initiative, etc. Time Frame: Q3 Progress: None at this time. Next Steps: 5.2. Operational Objective: Provide sponsorship and authentication service for 802.11 community network Time Frame: Q3 Progress: This initiative has stalled somewhat because of higher priority work taking precedence. Next Steps: As time permits, revisit this initiative. 6. Goal: Build useful partnerships 6.1. Operational Objective: Establish significant partnerships with community foundations, local corporations, individuals capable of providing significant donations Time Frame: Progress measured Q1, Q2, Q3, Q4 Progress: None at this time. Next Steps: None at this time. 7. Goal: Make better use of our members, supporters and volunteers 7.1. Operational Objective: Establish volunteer management process Time Frame: Progress measured Q1, Q2, Q3, Q4 Progress: None this month. Next Steps: To recruit quality volunteers I will be defining specific tasks and projects and recruiting specifically for those tasks and projects. 8. Goal: Improve our operational efficiency 8.1. Operational Objective: Port membership database to RDBMS Time Frame: Q2 Please see Operational Objective 2.2. 8.2. Operational Objective: Start porting member service functionality to web-based system Time Frame: Q4 Progress: None at this time. Next Steps: Once the database is in place we will start this task. 8.3. Operational Objective: Improve member support services Time Frame: Progress measured Q1, Q2, Q3, Q4 Progress: None this month. Next Steps: Work with Sheila on improving all office operations including member services. 9. Goal: Develop a long-term plan 9.1. Operational Objective: Establish a long-term strategic plan for the organization Time Frame: Q4 Progress: None at this time. Next Steps: None at this time. 4. Special Projects =================== 1. Thin Client I (HRDC) Progress: The sytem is now available to all members. Next steps: Monitor usage and provide reports to HRDC and partners. Market the system to the community. 2. Smart Capital General Activities (IC) Progress: Marketing is the major task in this area. We are continuing to work on this task in the context of an overall marketing initiative. Next steps: Continue the marketing work. 3. Thin Client II (IC) Progress: The Tarantella system has been installed and is functioning in test mode. Next steps: Test Tarantella and integrate with Internet Desktop as seamlessly as possible. Develop requiered documentation. 4. Web Mail I (IC) Progress: iPlanet Messaging Server has been installed and POP users have been migrated to the system. The Web Mail interface has been minimally modified and is available for testing. Next Steps: Finalize requirements for text user integration to the system. Text users will not be able to use Web Mail but will be integrated with Spam Assassin. Continue testing Web Mail and complete interface modification and required documenation. Roll out system to a limited number of members for live testing purposes. Work with Telcommunities Canada to provide migration of NCF members using TC's system to NCF's. 5. Extended Access II (IC) Progress: We continue to search for a partner for this part of the Smart Capital project. Next Steps: Now that the budget is finalized we can ramp up our search. 5. Management Priorities ======================== 1. Increase membership and donations 2. Marketing Plan - implement strategic marketing plan 3. Projects General - Marketing HRDC Thin Client I - monitor system and report on usage; marketing Smart Capital Thin Client II - testing phase Smart Capital Web Mail I - testing phase Smart Capital Extended Access - potential partners approached to determine interest 4. Analyze our role as a community network and review requirements for providing community networking products and services. 5. Productivity improvements, volunteer recruitment 6. Technical Priorities ======================== 1. Integration of text mail users with iPlanet Messaging Server and Spam Assassin. Moving home directories to new storage array. 2. Projects HRDC Thin Client I - monitoring and reporting; documentation Smart Capital Thin Client II - testing, interface modifications documentation Smart Capital Web Mail I - testing, documentation, interface modifications Smart Capital Extended Access - potential partners approached to determine interest 3. Technical infrastructure planning ----------------------------------------------------------------------- Appendix A Registration Donations ~~~~~~~~~~~~~~~~~~~~~~ No. No. % New Budget Regist Budget Memb $ Budget Memb. (No.) Var Donate (No.) Don Amount ($) Var ~~~~~ ~~~~~ ~~~ ~~~~~~ ~~~~~~ ~~~~~ ~~~~~~~ ~~~~~~~ ~~~~ Jan02 134 177 -24% (16m) 69 79 59% 1,769 $ 2,370 -25 Feb02 109 169 -36% (11m) 83 75 76% 2,124 $ 2,250 -6% Mar02 134 158 -15% (15m) 67 70 50% 1,672 $ 2,100 -20% Apr02 146 119 23% 78 53 53% 1,913 $ 1,590 +20% May02 122 135 -10% 71 60 58% 1,810 $ 1,800 +1% Jun02 116 116 0% 73 52 63% 1,664 $ 1,560 +7% Jul02 148 106 40% 68 47 46% 1,852 $ 1,410 +31% YTD02 909 980 -7% 509 436 56% 12,804 $13,080 -2% Jan01 186 98 - 83 - 2,252 $ 1,800 - Feb01 141 98 - 88 - 1,996 $ 1,800 - Mar01 159 98 - 82 - 2,172 $ 1,800 - Apr01 120 98 - (19m) 45 - 784 $ 1,800 - May01 154 98 - (19m) 66 - 1,568 $ 1,800 - Jun01 106 98 - (16m) 83 - 1,829 $ 1,800 - Jul01 94 98 - (16m) 74 - 1,362 $ 1,800 - Aug01 131 98 - (24m) 87 - 1,756 $ 1,800 - Sep01 150 98 - (16m) 89 - 2,007 $ 1,800 - Oct01 152 98 - (15m) 72 - 1,788 $ 1,800 - Nov01 150 98 - (19m) 86 - 2,087 $ 1,800 - Dec01 81 98 - (17m) 51 - 1,060 $ 1,800 - Appendix B Renewal Donations ~~~~~~~~~~~~~~~~~ No. % No. Budget Renwl Budget Renw $ Budget Renwl (No.) Var Monthly Donate (No.) Don Amount ($) Var ~~~~~ ~~~~~~ ~~~ ~~~~~~~~ ~~~~~~ ~~~~~~ ~~~~~ ~~~~~~~ ~~~~~~~ ~~~~ Jan02 579 446 +30% (120m) 442 259 76% 18,341 $ 12,531 +46% Feb02 562 544 + 3% (123m) 410 315 73% 15,508 $ 15,304 + 1% Mar02 548 511 + 7% (122m) 379 296 69% 14,442 $ 14,371 + 1% Apr02 526 551 - 5% 413 318 79% 15,956 $ 15,441 + 3% May02 377 524 -28% 358 302 95% 13,157 $ 14,651 -10% Jun02 215 517 -58% 253 300 118% 7,181 $ 14,569 -51% Jul02 251 309 -19% 231 182 92% 5,986 $ 8,816 -32% YTD02 3,058 3,402 -10% 2,486 1,971 81% 90,573 $ 95,683 - 5% Jan01 674 395 - 460 - 18,874 $ 17,266 - Feb01 451 468 - 364 - 13,597 $ 20,465 - Mar01 405 443 - 441 - 17,015 $ 19,399 - Apr01 521 473 - (83m) 338 - 13,533 $ 20,674 - May01 558 426 - (89m) 395 - 14,525 $ 18,620 - Jun01 393 295 - (94m) 349 - 12,366 $ 12,911 - Jul01 274 155 - (91m) 215 - 6,474 $ 6,779 - Aug01 298 113 - (80m) 183 - 6,709 $ 4,924 - Sep01 226 122 - (111m) 213 - 5,208 $ 5,323 - Oct01 217 133 - (112m) 195 - 4,598 $ 5,813 - Nov01 301 117 - (113m) 258 - 7,760 $ 5,119 - Dec01 313 210 - (113m) 266 - 9,167 $ 9,201 - Appendix C Membership Activity ~~~~~~~~~~~~~~~~~~~ |Member | Current |To line| Actual |Ratio |Number Forecast Number Forecast Number Number # of % inc. | |Of New No. of Members No. of Members Members Members -dec. |Lns :1 |Members New Memb Renewed Renewed Un-arch Archvd ~~~~~~~ ~~~~~~ |~~~~~~~|~~~~~~~ ~~~~~~~~ ~~~~~~~ ~~~~~~~ ~~~~~~~ ~~~~~~~ Jan02 6,799 +0.37% 37 134 177 579 446 14 137 Feb02 6,790 -0.13% 37 109 169 562 544 33 150 Mar02 6,837 +0.69% 38 134 158 548 511 30 117 Apr02 6,883 +0.67% 38 146 119 526 551 33 150 May02 6,823 -0.87% 37 122 135 377 524 21 198 Jun02 6,748 -1.10% 37 116 116 215 517 6 202 Jul02 6,701 -0.70% 37 148 106 251 309 57 250 YTD02 6,701 909 980 3058 3402 197 1237 Jan01 7,565 - - - 186 98 674 395 0 211 Feb01 7,495 - - - 141 98 451 468 14 223 Mar01 7,393 - - - 159 98 405 443 5 82 Apr01 7,259 - - - 120 98 521 473 3 255 May01 7,184 - - - 154 98 558 426 31 250 Jun01 7,235 - - - 106 98 393 295 25 88 Jul01 7,078 - - - 94 98 274 155 14 268 Aug01 6,939 - - - 131 98 298 113 45 333 Sep01 6,786 - - - 150 98 226 122 55 372 Oct01 6,771 - - - 152 98 217 133 28 209 Nov01 6,782 - - - 150 98 301 117 28 176 Dec01 6,774 - - - 81 98 313 210 17 114 Note: Member to Line Ratio only includes full time lines (12 at Mitel, 170 at Carleton) -- *** Ian MacEachern, Executive Director *** National Capital Freenet / Libertel de la Capitale nationale tel. (613) 520-2600 ext. 8024 -or- fax (613) 520-3524