Executive Director's Report June 2002 =========================== July 12, 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 6748 7036 6711 96% 101% 2. Donation Revenue $102,743 $107,687 $103,337 95% 99% b) Breakdown of new members, renewals, and donations for June Actual Target Budget % % of Target of Budget ~~~~~~~ ~~~~~~~ ~~~~~~~ ~~~~~~~~~ ~~~~~~~~~ Total New 116 216 116 54% 100% Donating New 73 96 52 76% 140% Renewals 215 517 517 42% 42% Donating Renewals 253 300 300 84% 84% Renewing Donations 7181 14569 14569 49% 49% New Donations 1664 2880 1560 58% 107% ----- ----- ----- ---- ---- Total Ind Donations 8845 17449 16129 51% 55% Organization Donations 479 800 800 60% 60% ----- ----- ----- ---- ---- Total Donations 9324 18249 16929 51% 55% Avg New Donation 22.79 30.00 30.00 76% 76% Avg Renew Donation 28.38 48.56 48.56 58% 58% c) Breakdown of new members, renewals, and donations for 2002 Actual Target Budget % % of Target of Budget ~~~~~~~ ~~~~~~~ ~~~~~~~ ~~~~~~~~~ ~~~~~~~~~ Total New 761 1199 874 63% 87% Donating New 441 534 389 83% 113% Renewals 2807 3093 3093 91% 91% Donating Renewals 2255 1789 1789 126% 126% Renewing Donations 84587 86867 86867 97% 97% New Donations 10952 16020 11670 68% 94% ----- ----- ----- ---- ---- Total Ind Donations 95539 102887 98537 93% 97% Organization Donations 7204 4800 4800 150% 150% ----- ----- ----- ---- ---- Total Donations 102743 107687 103337 95% 99% Avg New Donation 24.84 30.00 30.00 83% 83% Avg Renew Donation 37.51 48.56 48.56 77% 77% d) Modem reliability results: not available this month 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 significantly below budget. An analysis of previous years' registration, renewal and donation patterns suggests that there is a discrepancy between what we budgeted this year for the month of June and what previous patterns suggested. This development is of serious concern and bringing donations up to budgeted levels is the highest priority. We have begun contacting new members who have not donated as well as recently archived members as a first step in increasing donations. Additionally, Glenn Jackman, the recent addition to the system administration staff has been charged with developing an on-line web based donation mechanism linked to our text based VISA donation system. Also, we have just received confirmation that our application to accept MasterCard donations has been accepted and we are now able to do so. 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. Also, we have begun the development of the system to allow for on-line donations and will be modifying the renewal letters accordingly. 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 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. The gateway at Mitel has been upgraded and network cards installed to replace the malfunctioning one. We are monitoring the performance of the lines at Mitel to ensure the upgrade has been successful. 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 rolled out for POP users. Andre has developed an interface that allows members to configure the service based on individual requirements. Initial reaction has been positive. Next steps: Spam Assassin now needs to be integrated with the iPlanet Messaging Server prior to Web Mail being rolled out. Stantive Technical Solutions is working with Andre on this task and we should have a solution in place shortly. 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: I am in the process of developing a marketing plan based on submissions from inMedia and Carleton University students. This is a high priority given the critical issue of raising donations and the lead time required for implementing various marketing activities. 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: 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: 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: We have opened up the system to a limited number of users. Final configuration of the system has been completed and we anticipate rolling out the Internet Desktop to members this week. Glenn Jackman has been working on this. Next steps: Finalize user documentation. Roll out project to membership. 2. Smart Capital General Activities (IC) Progress: As has been noted previously we have hired Glenn Jackman as an additional system administrator. Glenn's responsibilities will be to work with Andre on the technical infrastructure redesign as well as supporting Internet Desktop and implementing phase II of that project at the end of this month. Next steps: None at this time. 3. Thin Client II (IC) Progress: RFP for Application Server purchase and installation of Operating System has been issued and contract will be awarded by the end of the week. Next steps: Issue purchase order Windows 2000 server. Prepare UNIX server for installation of Tarantella on July 31-Aug 1. 4. Web Mail I (IC) Progress: Stantive Technical Solutions working with Andre on installing iPlanet Messaging Server and Directory Server. Planning for migration of members to new system is ongoing. Next Steps: Finalize requirements for system migration. Complete migration and roll out system to members. 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. Marketing Plan - develop comprehensive strategic marketing plan 3. Projects General - None HRDC Thin Client I - roll out system to members Smart Capital Thin Client II - technical design and setup infrastructure phases Smart Capital Web Mail I - technical design and implementation 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. Review the technical requirements for revamping the registration and donation processes. 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. 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% YTD02 761 874 -13% 441 389 58% 10,953 $11,670 -6% 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% YTD02 2,807 3,093 - 9% 2,255 1,789 80% 84,587 $ 86,867 - 3% 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 YTD02 6,748 761 874 2,807 3,093 140 987 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