Executive Director's Report February 2002 =========================== February 17, 2002 By Ian MacEachern (execdir@freenet.carleton.ca) Contents: 1. Introduction to this report - new format 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) Monthly Key Indicators (as of Jan 31, 2002) Actual Target Budget % % of Target of Budget ~~~~~~~ ~~~~~~~ ~~~~~~~ ~~~~~~~~~ ~~~~~~~~~ 1. Number of members: 6,799 6,784 6,784 100% 100% 2. Donation Revenue: $22,362 $15,701 $15,701 142% 142% b) Key indicators - Year to date progress Actual Target Budget % % of Target of Budget ~~~~~~~ ~~~~~~~ ~~~~~~~ ~~~~~~~~~ ~~~~~~~~~ 1. Number of members: 6,799 6,784 6,784 100% 100% 2. Donation Revenue: $22,362 $15,701 $15,701 142% 142% c) Breakdown of new members, renewals, and donations for January Actual Target Budget % % of Target of Budget ~~~~~~~ ~~~~~~~ ~~~~~~~ Total New 134 177 177 76% 76% Donating New 69 79 79 87% 87% Renewals 579 446 446 130% 130% Donating Renewals 442 259 259 170% 170% Renewing Donations $18,341 $12,531 $12,531 146% 146% New Donations $ 1,769 $ 2,370 $ 2,370 75% 75% Organization Donations $ 2,182 $800 $ 800 273% 273% d) Breakdown of new members, renewals, and donations for 2002 Actual Target Budget % % of Target of Budget ~~~~~~~ ~~~~~~~ ~~~~~~~ Total New 134 177 177 76% 76% Donating New 69 79 79 87% 87% Renewals 579 446 446 130% 130% Donating Renewals 442 259 259 170% 170% Renewing Donations $18,341 $12,531 $12,531 146% 146% New Donations $ 1,769 $ 2,370 $ 2,370 75% 75% Organization Donations $ 2,182 $800 $ 800 273% 273% 3. Strategic Goals and Operational Objectives =========================================== 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: Total donations and renewing donations were exceptional this month. New members and donations were somewhat troublesome. This situation warrants deeper investigation as to the cause of the discrepancy. 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: We installed the Cisco 5100 terminal server from Mitel and after making a configuration change, 46 of the 48 modems on that box are operational. Volunteers from Qunara (formerly Exocom) arranged by Cisco, worked with Andre to confirm the configuration. It is our opinion that the two ports are a hardware problem. The 3com terminal servers now have to be returned by March 5. We are using one unit (annex6) so we need to find a replacement for that box. We are investigating a number of options including buying used equipment, either from Carleton or an external vendor and also the possibility of phasing in digital access. 2.2. Operational Objective: Upgrade the technological infrastructure Time Frame: Q4 Progress: Andre and I have mapped out a desired configuration. We now wait till the SmartCapital project and budgets are finalized before sourcing new equipment. 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. 3.2. Operational Objective: Roll out Thin Client II (IC) Time Frame: Q2 Progress: See section on special projects. 3.3. Operational Objective: Roll out Web Mail I (IC) Time Frame: Q2 Progress: See section on special projects. 3.4. Operational Objective: Roll out Extended Access II (IC) Time Frame: Q1 Progress: See section on special projects. 3.5. Operational Objective: Provide domain hosting services Time Frame: Q3 Progress: 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. 4.2. Operational Objective: Revamp web site Time Frame: Q2 Progress: Significant progress made here! The new NCF home page was rolled out on Friday February 8. Kudos to Shirley Yik, James Schofield, Sheila Alder and Jim Elder for their hard work on this initiative. Shirley and I have held preliminary discussions on the next step which is updating and consolidating the NCF content on the rest of the web site. We have also discussed the organizational structure necessary to accomplish this and maintain the site in the future. 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. 5.2. Operational Objective: Provide sponsorship and authentication service for 802.11 community network Time Frame: Q3 Progress: I held an initial meeting with other interested parties. We have set up a mailing list to communicate with other interested people. 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. 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: Starting with the web page redesign, I have been working with Shirley Yik to determine best ways to go about recruiting and retaining volunteers. 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 Progress: I am evaluating a proposal from a local professional services firm to port the database and program the member service functionality. 8.2. Operational Objective: Start porting member service functionality to web-based system Time Frame: Q4 Progress: 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. 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. 4. Special Projects =================== 1. Thin Client I (HRDC) I completed negotiations with Corel on a significant donation for the 2nd stage of this project. We now have a full complement of 60 licenses each of Corel Draw and Corel WordPerfect Office Suite. IKON has completed installation and has provided documentation. We are now ready to establish a pilot test group. 2. Thin Client II (IC) We are awaiting confirmation of final donations to finalize the Statement of Work and Contribution Agreement with OCRI. Corel has made an identical donation as the one for Thin Client I. 3. Web Mail I (IC) We are awaiting confirmation of final donations to finalize the Statement of Work and Contribution Agreement with OCRI. 4. Extended Access II (IC) The city has indicated to me that they are no longer interested in participating in this project. We have put forth a proposal to another potential partner and are awaiting word from them. 5. Management Priorities ======================== 1. New remote access solution, replace 3com RAS 1500's 2. Staff productivity improvements, volunteer recruitment 3. Projects HRDC Thin Client I - implementation phase Smart Capital Thin Client II - finalize statement of work and contribution agreement Smart Capital Web Mail - finalize statement of work and contribution agreement Smart Capital Extended Access - partnership agreement finalized 4. Marketing Plan - review strategy 6. Technical Priorities ======================== 1. New remote access solution, replace 3com RAS 1500's 2. HRDC Thin Client I - implementation phase 3. Technical infrastructure planning ----------------------------------------------------------------------- Appendix A Registration Donations ~~~~~~~~~~~~~~~~~~~~~~ No. No. % New Budget Regist Budget Memb $ Budget Memb. (No.) Var Donate (No.) Don Amount ($) Var ~~~~~ ~~~~~ ~~~ ~~~~~~ ~~~~~~ ~~~~~ ~~~~~~~ ~~~~~~~ ~~~~ 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 - Jan02 134 177 -24% (16m) 69 79 59% 1,769 $ 2,370 - YTD02 134 177 -24% 69 79 59% 1,769 $ 2,370 -25% Appendix B Renewal Donations ~~~~~~~~~~~~~~~~~ No. % No. Budget Renwl Budget Renw $ Budget Renwl (No.) Var Donate (No.) Don Amount ($) Var ~~~~~ ~~~~~~ ~~~ ~~~~~~ ~~~~~~ ~~~~~ ~~~~~~~ ~~~~~~~ ~~~~ 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 - Jan02 579 446 +30% -(120m) 442 259 +70% 18,341 $ 12,531 +46% YTD02 579 446 +30% - 442 259 +70% $ 18,341 $ 12,531 +46% 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 ~~~~~~~ ~~~~~~ |~~~~~~~|~~~~~~~ ~~~~~~~~ ~~~~~~~ ~~~~~~~~~~~~~~ ~~~~~~~ 2000 Oct. 7,972 - - - 115 98 182 106 8 252 Nov. 7,755 - - - 107 98 298 208 17 325 Dec. 7,590 - - - 111 98 339 482 3 303 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 Jan02 6,799 - - - 134 177 579 446 14 137 YTD02 6,799 134 177 579 446 14 137 -- *** Ian MacEachern, Executive Director *** National Capital Freenet / Libertel de la Capitale nationale tel. (613) 520-2600 ext. 8024 -or- fax (613) 520-3524