Executive Director's Report May 2002 =========================== June 18, 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 6823 6753 6528 101% 105% 2. Donation Revenue $93,419 $89,438 $86,408 104% 108% b) Breakdown of new members, renewals, and donations for May Actual Target Budget % % of Target of Budget ~~~~~~~ ~~~~~~~ ~~~~~~~ ~~~~~~~~~ ~~~~~~~~~ Total New 122 235 135 52% 90% Donating New 71 105 60 68% 118% Renewals 377 524 524 72% 72% Donating Renewals 358 302 302 119% 119% Renewing Donations 13157 14651 14651 90% 90% New Donations 1810 3150 1800 57% 101% ----- ----- ----- ---- ---- Total Ind Donations 14967 17801 16451 84% 91% Organization Donations 439 800 800 55% 55% ----- ----- ----- ---- ---- Total Donations 15406 18601 17251 83% 89% Avg New Donation 25.49 30.00 30.00 85% 85% Avg Renew Donation 36.75 48.51 48.51 76% 76% c) Breakdown of new members, renewals, and donations for 2002 Actual Target Budget % % of Target of Budget ~~~~~~~ ~~~~~~~ ~~~~~~~ ~~~~~~~~~ ~~~~~~~~~ Total New 645 983 758 66% 85% Donating New 368 438 337 84% 109% Renewals 2592 2576 2576 101% 101% Donating Renewals 2002 1489 1489 134% 134% Renewing Donations 77405 72298 72298 107% 107% New Donations 9288 13140 10110 71% 92% ----- ----- ----- ---- ---- Total Ind Donations 86694 85438 82408 101% 105% Organization Donations 6725 4000 4000 168% 168% ----- ----- ----- ---- ---- Total Donations 93419 89438 86408 104% 108% Avg New Donation 25.24 30.00 30.00 84% 84% Avg Renew Donation 38.66 48.55 48.55 80% 80% d) Modem reliability results: June 7 - June 12 Total test calls on all lines: 5596 100.00 Successful: 4634 82.8% Busy: 819 14.6% Unsuccessful: 143 2.6% 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: For the first time this year, we did not achieve budget. We remain above budget in number of renewals and people donating, but remain significantly under budget in new members Next Steps: I believe that the upgrading of the dial up access facilities will help bring in new members and retain existing members. We must now make the review of the renewal letters and improvements to the online registration process the highest priority. Additionally, we must strive to get the new services (Thin Client and Web Mail) rilled out ASAP and promote these new services effectively. 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. We have seen modems on the Cisco 5100 box become non-operational. We believe this to be an issue with the backplane. We moved all the lines connected to the flaky modems to the Total Control boxes. We will be monitoring the situation. A problem with one of the network cards on the Mitel gateway has resulted in a number of periods where members have been able to complete the handshake but user name/password verification has failed. We have purchased a new network card and will be installing it shortly. Next steps: Monitor Cisco 5100 and replace if necessary. Replace network card in Mitel gateway. 2.2. Operational Objective: Upgrade the technological infrastructure Time Frame: Q4 Progress: The new servers and storage facility for the SmartCapital projects have arrived and been rack mounted. The storage facility has been configured and been put through preliminary phase testing with excellent results. Solaris 8 has been installed and patches will be installed shortly as per recommendations of the Web Mail installer. Next steps: This initiative has stalled somewhat due to the priority attached to getting the new terminal servers installed. We have completed that task and will be moving ahead on this now, in conjunction with the rollout of the projects. Again, it is readily apparent that one of the highest priorities is to implement an SQL member database. 2.3. Operational Objective: Develop a strategy to deal with SPAM. Progress: On March 19, Andre configured the mail server to use RBL+ in addition to ordb to block spam. In the four day period from June 14 - June 17, this service blocked 51,040 pieces of e-mail, or approximately 12,760 pieces per day. A good estimate of total mail being received is 1250 per hour * 24 = 30,000 per day. So we're blocking almost half of all e-mail coming in, yet the level of SPAM is unacceptable. Next steps: We are researching the use of a program called Spam Assassin. I have talked to other ISP's who use the product and it comes highly recommended. 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: Sheila, Terri Oda and Susan Oda have revised the brochure and I will be reviewing the changes shortly. Next Steps: Review all the submissions we have received and develop a comprehensive strategic marketing plan. 4.2. Operational Objective: Revamp web site Time Frame: Q2 Progress: No activity this month. Next Steps: Continue to work on the content of the lower level pages and then converting those pages to the new style. 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: See Operational Objective 8.1 Next Steps: See Operational Objective 8.1 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 Internet Desktop home page at setup.cln.ncf.ca has been modified to provide members with a portal into the project. There is a small technical issue with login scripts on the NT box that we are working with IKON to remedy. The project will be opened to the membership once this is completed. Next steps: Finalize user documentation. Roll out project to membership. Develop marketing collateral for project. 2. Smart Capital General Activities (IC) Progress: We continue to search for the additional system administrator. Next steps: Hire the second system administrator to work on implementing the Smart Capital projects. Develop a comprehensive marketing strategy to promote the projects. 3. Thin Client II (IC) Progress: Servers arrived and installed. RFP complete for technical services related to Windows 2000 application server installation and technical user documentation. Next steps: Issue purchase order Windows 2000 server. Issue RFP for contract technical services related to the Windows 2000 application server installation and the technical and user documentation. Finalize agreement with Tarantella to do installation. 4. Web Mail I (IC) Progress: Servers arrived and installed. Stantive Technical Solutions have begun work on the project. They have been communincating with Andre to finalize requirements. We anticipate a start date for local work to be July 2. Next Steps: Finalize requirements for system migration. Begin process to contract for technical and user documentation. 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. Review renewal letters and registration process to determine what needs to be done to improve financial performance. 2. Projects General - Review staffing requirements HRDC Thin Client I - testing phase Smart Capital Thin Client II - technical design and setup infrastructure phases Smart Capital Web Mail I - technical design and setup infrastructure phases Smart Capital Extended Access - potential partners approached to determine interest 3. Analyze our role as a community network and review requirements for providing community networking products and services. 4. Productivity improvements, volunteer recruitment 5. Marketing Plan - develop comprehensive strategic marketing plan 6. Technical Priorities ======================== 1. Projects General - Review staffing requirements HRDC Thin Client I - testing phase Smart Capital Thin Client II - technical design and setup infrastructure phases Smart Capital Web Mail I - technical design and setup infrastructure phases Smart Capital Extended Access - potential partners approached to determine interest 2. Review the technical requirements for revamping the registration and donation processes. 3. Technical infrastructure planning 4. Review our options regarding SPAM. ----------------------------------------------------------------------- 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% YTD02 645 758 -15% 368 337 57% 9,288 $10,110 -8% 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% YTD02 2592 2576 + 1% 2002 1489 77% 77,405 $ 72,298 + 7% 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 YTD02 6,823 645 758 2,592 2,576 134 785 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