Executive Director's Report April 2002 =========================== May 17, 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 Member 6883 6670 6645 103% 104% 2. Donation Revenue $78,013 $70,837 $69,157 110% 113% b) Breakdown of new members, renewals, and donations for February Actual Target Budget % % of Target of Budget ~~~~~~~ ~~~~~~~ ~~~~~~~ ~~~~~~~~~ ~~~~~~~~~ Total New 146 194 119 75% 123% Donating New 78 86 53 91% 147% Renewals 526 551 551 95% 95% Donating Renewals 413 318 318 130% 130% Renewing Donations 15956 15441 15441 103% 103% New Donations 1913 2580 1590 74% 120% ----- ----- ----- ---- ---- Total Ind Donations 17870 18021 17031 99% 105% Organization Donations 1079 800 800 135% 135% ----- ----- ----- ---- ---- Total Donations 18949 18821 17831 101% 106% Avg New Donation 24.53 30.00 30.00 82% 82% Avg Renew Donation 38.64 48.56 48.56 80% 80% c) Breakdown of new members, renewals, and donations for 2002 Actual Target Budget % % of Target of Budget ~~~~~~~ ~~~~~~~ ~~~~~~~ ~~~~~~~~~ ~~~~~~~~~ Total New 523 748 623 70% 84% Donating New 297 333 277 89% 107% Renewals 2215 2052 2052 108% 108% Donating Renewals 1644 1187 1187 139% 139% Renewing Donations 64248 57647 57647 111% 111% New Donations 7478 9990 8310 75% 90% ----- ----- ----- ---- ---- Total Ind Donations 71727 67637 65957 106% 109% Organization Donations 6286 3200 3200 196% 196% ----- ----- ----- ---- ---- Total Donations 78013 70837 69157 110% 113% Avg New Donation 25.18 30.00 30.00 84% 84% Avg Renew Donation 39.08 48.57 48.57 80% 80% d) Modem reliability results: May 7 - May 17 Total test calls on all lines: 7535 100.00 Successful: 4972 66.0% Busy: 2315 30.7% Unsuccessful: 248 3.3% 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: We continue to over achieve in renewal numbers and donations. The situation with new members, new member donations, average new donations, and average renewal donations is a concern. Next Steps: I believe that the upgrading of the dial up access facilities will help bring in new members and retain existing members. I continue to review making the registration and donation process easier. We have implemented an automated registration system that was developed by Glenn Jackman, an office volunteer. The lack of an SQL database acts as a block for completely automating the registration, validation and renewal process. I am also reviewing our options regarding timing of renewal letters and the actual renewal letter itself for ways of improving in the areas of concern mentioned above. 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: 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. 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. The refund for the 3com boxes has been received and 2 refurbished Total Control boxes have been received and installed at Carleton. Initial configuration is complete and we will begin testing the boxes next week. Once the testing is complete all 14.4 and 28.8 modems will be taken out of service, and all 170 lines at Carleton will be upgraded to 33.6 kbps. Next steps: Test and put into service the new Total Control terminal servers. 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 been ordered and should arrive somewhere around the end of May. A technical infrastructure team has been meeting regularly to map out a strategy for redesigning the server architecture including the implementation of a new member database. Next steps: After meeting with Sheila and Andre, and discussing the resultant findings with the infrastructure team, it is readily apparent that one of the highest priorities is to implement an SQL member database. Also, we are starting to document the entire system as the first stage in developing a plan to migrate the different file systems from the various machines to the new hardware. 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 May 13 - May 16, this service blocked 74,504 pieces of e-mail, or approximately 18,625 pieces per day. This is compared to the seven day period running from March 26 to April 1, when ordb and RBL+ combined to block 124,526 pieces of mail, or about 17,800 pieces per day. A good estimate of total mail being received is 1500 per hour * 24 = 36,000 per day. So we're blocking half of all e-mail coming in, yet the level of SPAM is unacceptable. Next steps: Continue in our efforts by supporting member efforts and by researching new software tools and developing an educational program to assist members in fighting this problem. 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: We have received a second cut of the marketing strategy from inMedia and are in the process of reviewing it. Also, we have final copies of the marketing plans created by Prof Judith Madill's Not For Profit Marketing class at Carleton. 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: Sheila has provided me with a list of member support activities as a first step to improving the service we provide to our members. 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 initial installation is complete, some final modifications to the configuration were made and we have received the first draft of the documentation. We will now be able to have an expanded pilot test before full rolllout now scheduled for June 3. Next steps: Initiate second phase of pilot project. Finalize user documentation. Finalize technical support requirements. 2. Smart Capital General Activities (IC) Progress: A job description for the second sysadmin has been posted to the web and various newsgroups. Some resumes have been received and interviewing will begin shortly. Next steps: Hire a 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 ordered. RFP almost 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. 4. Web Mail I (IC) Progress: Proposals have been received for implementation of software. Servers have been ordered. Next Steps: Determine the best proposal for contract technical services to install the iPlanet software. 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. Implement the upgrade to the dial up access facilities. 2. Redesign our registration and donation process. 3. Analyze our role as a community network and review requirements for providing community networking products and services. 4. Productivity improvements, volunteer recruitment 5. 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 6. Marketing Plan - develop comprehensive strategic marketing plan 6. Technical Priorities ======================== 1. Test and implement new terminal servers at Carleton. Repair Mitel gateway. 2. Review the technical requirements for revamping the registration and donation processes. 3. 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 4. Technical infrastructure planning 5. 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% YTD02 523 623 -16% 297 277 57% 7,478 $ 8,310 -10% 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% YTD02 2215 2052 + 8% 1,644 1,187 74% 64,248 $ 57,647 11% 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 YTD02 6,883 523 623 2,215 2,052 113 587 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