Michigan State Bar Foundation

TECHNOLOGY PLAN

www.msbf.org

Linda K. Rexer, Executive Director (lrexer@michbar.org)

Richard E. Winder, Deputy Director (rwinder@michbar.org)

A. OVERVIEW OF TECHNOLOGY IN ORGANIZATION

1. Technology Goals and Objectives

MSBF utilizes technology as a tool to assist in fulfilling the mission of the Foundation. This is accomplished in several ways:

1) Communication with constituents, including Grantees, Board Members, Staff, State Bar staff and volunteers, other participants in national organizations, and others.

2) Sharing of resources that are developed by the Foundation and its grantees so that others can benefit from the work of the Foundation.

3) Collecting, analyzing, managing and disseminating information about the projects and programs funded by the Foundation, and use of this information in evaluating grant applications and grantee program effectiveness.

4) Publication of required reports on grants to the Governor, Legislature, Supreme Court, and the public; and publication of information on the Foundations activities to its members and the public.

5) Managing revenue sources, such as IOLTA receipts, and tracking changes and trends in these sources.

6) Managing the Foundation's donor base, including the Access to Justice Development Campaign, the Fellows Program, and other contributions; following up with donors on future pledges, and providing legally required documentation for donors.

7) Participating with legal services programs in technology initiatives that benefit the legal services community.

8) Managing the Foundation's cash flow, accounting, audit, and investment functions.

2. Use of Technology to Improve Service Capacity The focus of the Foundation has been to develop the internal capacity to manage its information. Where the Foundation did not have the internal capacity, rather than try to develop it from scratch the Foundation has used outside consultants to develop the systems needed to manage the information, with a condition that one of the functions of the consultant is to assist in developing the internal capacity. As a consequence, the Foundation's legal services grant application and reporting process began as a contracted service and is now handled totally internally. 3. Use of Technology in the Service to Clients The Foundation has been active in sharing its technology capacity with those the Foundation serves. The Foundation acquired the Novell GroupWise email software, and then assisted the entire legal services community in Michigan in setting up a statewide email network through which most advocates had access to email. Not only did the Foundation provide technical support for the project, but it served for a time as as the hub of the network, with legal services programs dialing in to the Foundation's server to deliver and receive their email. The Foundation continues to provide technical support for legal services technology projects, including assistance in formulating vision and policy as well as use of the Foundation's intern staff for converting legal services programs' data into a new case management system.

B. ORGANIZATION TECHNOLOGY PLAN

1. Communication and Resource Sharing a. Desktop Access to Computers by All Staff All MSBF staff have a computer work station at their desktop with word processing, spreadsheet, database, presentation software, and other needed software. Each workstation is connected by an ethernet cable to a dedicated Novell file server, which has a tape backup system and modems for email and fax transfer and which is connected to the State Bar's backbone for the Internet connection. An office laser printer and a color inkjet printer are connected to the network and are accessible from all computers. A scanner is connected to the Intern's computer, and can be used by anyone at that computer. Each computer has a CD-ROM drive, and there is one Read-Write CD-ROM drive for transferring data to CDs. A zip drive is connected to one computer for transferring large files which will not fit on a floppy diskette. b. Internal and External E-mail Systems MSBF provides GroupWise and Internet email for all staff. All legal services program (grantee) staff are included in the GroupWise address book, and are now available for the Internet email client address book. MSBF staff use Internet Explorer for as their Internet email client.

GroupWise permits the user to send and receive Internet email in addition to email through the GroupWise network. A new enhancement, which will be installed during the first quarter of 2000 will permit the GroupWise user to access multiple Internet email accounts through GroupWise, so all staff can utilize one mailbox for all Foundation business. The Foundation has registered the domain "msbf.org," and all msbf.org email is directed to the GroupWise account. In addition, the Foundation has registered dialup connections with michbar.org, and four staff members have michbar.org accounts which they can access from anywhere with an Internet dialup. During the first quarter of 2000 the GroupWise system will be set up as a POP server, so that GroupWise email can be accessed anywhere from an Internet dialup or from a Web Browser, such as Internet Explorer.

Email is used both internally and externally by MSBF staff. It is used extensively to communicate with the directors of legal services programs funded by the Foundation, and many of these programs file their applications for funding and their grant annual reports by email. It is also used to coordinate activities and planning with the legal services community, the State Bar, and the Foundation.

Foundation staff use group addressing to send email internally to all staff as well as to all directors of legal services programs. In addition, the legal services state support entity has set up a number of group addresses for state task forces and interest groups, which are used by Foundation staff with respect to committees on which the Foundation staff serve.

One obstacle of the current email system is the need for two email clients--GroupWise for internal email and the msbf.org account, and Microsoft Outlook Express for the michbar.org account. Because of this, Foundation staff must check both mailboxes. This will be solved during the first quarter of 2000 through a GroupWise update which permits GroupWise to access multiple Internet email accounts and permits users to access their GroupWise account through Outlook Express.

c. Electronic Documents The current versions of WordPerfect and Windows explorer provide extensive search capability, by file name, date, and even file content.

Documents are arranged by subject in the directory structure of the network server, with access by all who need access to particular documents.

Some documents are available on the Foundation's web site, such as the President's Annual Report and the "Justice for All" report on legal services grants.

The Foundation maintains all its legal services grant applications and reports in electronic format in a Paradox database. This information is then accessed by Corel WordPerfect, Corel Quattro Pro, Corel Presentations, and Adobe PageMaker to create narrative and graphical presentations of the data. The Foundation compiles a legal services "Blue Book" with extensive information about each legal services program, directly from their reports. This includes an extensive analysis of accomplishments, cases closed, private attorney involvement, revenues and expenses, and staffing. A summary version of this report is exported to PageMaker, where the "Justice for All" report is laid out for publication for the Governor, the Legislature, the Supreme Court, the legal services programs, and for the public. Laying out the report in PageMaker format permits the Foundation to send it to a service provider which transfers it to film, creating a high-quality publication.

d. Computerized Research Capability MSBF uses legal resources on the Internet for any legal research it needs.

e. Computer Training and Support

Computer Responsible Persons. The Deputy Director serves as the Computer Responsible Person who acts as front-line support for computer matters at the Foundation, including network administration, computer training for staff, hardware and software installation and troubleshooting, and Internet access and web site development. The technology intern assists the CRP in these matters.

Technology Training. MSBF technology training is conducted on an ad hoc basis, as needed. Foundation staff have participated as participants and as trainers in statewide legal services technology training.

Technology Support. Hardware and software installation and support are handled internally by the CRP and the Technology Intern to the extent possible. If software or hardware support is beyond the current knowledge of the CRP or Intern, the Foundation utilizes the software or hardware vendors' free support (including telephone support or web sites) to attempt to resolve the problems, and then as a last resort uses paid support.

MSBF utilizes the services of a computer service company, Panurgy, for major installation and support, including new server installation and server hardware problems.

MSBF contracts with Panurgy for an annual maintenance agreement with a 4-hour response time for the Novell server. MSBF also uses Panurgy for an annual computer cleaning, but relies on extended (normally 3-year) warranties for all workstations.

f. Accounting Software MSBF uses QuickBooks Pro accounting software, which has worked very well for consolidation of all accounting information and generation of reports. This is a multi-user version, which permits accounting functions to be performed by both the Administrative Assistant (accounts payable, checks, and bank statement reconciliation) and the Deputy Director/Finance Manager (monthly reports and audit functions).

MSBF uses the IOLTA tracking system developed by Al Kaufman to track IOLTA banks and revenues. This permits tracking of IOLTA information at the account level and allows the Foundation to track trends relating to interest rates, fees, and total IOLTA revenues. The IOLTA database can also be linked to a spreadsheet for analysis purposes.

MSBF uses a system developed internally on the Advanced Revelation database used by the IOLTA system to track Fellows nominations, membership, billing, and receipts. The Fellows system permits exporting of data into a WordPerfect merge format for the nominations, invitation, billing, and receipts process.

MSBF has access to the State Bar's Raiser's Edge for tracking of contacts, pledges, gifts, acknowledgements, and receipts in the Access to Justice Development Campaign. Raisers Edge can generate receipts and acknowledgements internally, but also has an export function permitting the use of WordPerfect or Word merge files to generate receipts and acknowledgements, with the receipts tracked in the system.

2. Information Management Systems MSBF manages it grant application and reporting in a Paradox database, it IOLTA and Fellows receipts in an Advanced Revelation database, and its Access to Justice Development Campaign in a Sybase SQL Anywhere database. Data is entered into Novell InForms form files by the grantees, who print a copy of the form and send the electronic file to the Foundation by email or diskette. The Foundation then is imports the data from the form into the Foundation's Paradox database, virtually eliminating the need for data entry of the information by the Foundation. b. Automated Document Assembly For major mailings, such as the Fellows nomination and billing process and for all donor receipts, the Foundation uses WordPerfect merges. The IOLTA, Fellows, and Raisers Edge systems all have export functions which create the data file for the merge. The merge form document is changed from year to year as appropriate. These merges are performed by the Administrative Assistant and the Data Assistant.

The Foundation also uses the WordPerfect merge function to create its reports on legal services programs. This merge report integrates data from the Paradox database as well as Corel Presentation graphics.

c. Centralized Input All of MSBF's tracking systems are in central databases accessible by all appropriate staff. IOLTA information is entered and managed by the Data Assistant. Fellows information is entered and managed by the Data Assistant (billings and receipts) and the Administrative Assistant (the nominations process). Access to Justice Development Campaign information is entered and managed by the Administrative Assistant.

The Raisers Edge software used for the Access to Justice Development Campaign is installed on an NT server at the State Bar of Michigan. The State Bar Development office handles all pledge-related activity (including contact and billing for prior pledges as well as acknowledgement of pledges), and MSBF handles all financial entry and receipt activity. This common database permits the Foundation and the State Bar to coordinate their activities related to the campaign.

3. Communications and Information Infrastructure a. Automated Phone and Voice Mail System MSBF uses the State Bar of Michigan phone and voice mail system. Each Foundation staff member has a unique extension, which permits direct inward dial to the staff member's desk and permits individual voice mail boxes. All calls to the general number or to the 800 number are routed to the Administrative Assistant, but can be picked up by anyone in the office if she is away from her desk. Calls are then transferred to the appropriate staff member. b. Internet Access All staff have T-1 Internet access at their desktop through the State Bar's Internet connection. The Foundation's Novell server is connected to the State Bar's backbone, which makes this access possible. The Internet is used frequently by staff members to access relevant information.

The Foundation maintains a web site at www.msbf.org. Included on the web site are the President's report, information about the IOLTA program, various reports relating to access to justice activities (including reports on legal services funding), technology information relating to grants of the Foundation for development of technology capacity in legal services, contact information regarding the Foundation and staff members, and links to other sites, including the State Bar, the Michigan Poverty Law Program (the state legal services support entity), and the Michigan Legal Assistance Network (for client information about legal services resources available in their area and for client legal education materials).

During the first quarter of 2000 the Foundation's grant applications will be made available on the web so that applicants can download the forms and enter information to print out the application.

c. Integration with Other OrganizationsCCoordination with Grantee Technology Goals MSBF will implement the technology necessary to effectively communicate and integrate with its constituents, including its grantees.

MSBF will facilitate communication with its legal services grantees and other constituencies toward implementing high standards of technology and toward achieving technology goals. See the Technology Guidelines for Michigan Legal Services Programs. Toward that end, MSBF will include in its legal services grant applications and reports a section relating to how grantees meet the technology budget and technology guidelines, and will use this information in its evaluation of legal services grant proposals and reports.

MSBF will consider the implications of technology when considering any grant proposal, with reference to such resources as the Project for the Future Ten Points for Funders to Consider About Technology.

C. ORGANIZATION TECHNOLOGY BUDGET

1. 3- to 5-year Technology Plan MSBF utilizes a level technology budget, and spreads out its technology purchases over a three- to five-year period. A typical purchase schedule would include $9,000 to $10,000 for hardware and $4,000 to $4,500 for software, and might include the following:

1st Year: File Server and Network Operating System upgrade, with tape backup system and battery backup

2nd Year: 2 Workstations and an office capacity laser printer

3rd Year: 1 Workstation, 1 laptop computer, 3 Monitor upgrades, and a network hub

4th Year: 2 Workstations, 3 Monitor upgrades, scanner, color inkjet printer, read-writable CD-ROM

5th Year: File Server and Network Operating System upgrade (repeat cycle)

2. Technology Strategy MSBF attempts to maintain computer hardware that is current enough that it will perform the functions well and will handle current technology needs. Memory is upgraded as needed to meet the demands of software.

MSBF tries to maintain relatively current versions of Office Suite software, the Netware operating system, backup systems, GroupWise Software, and Internet Explorer and Outlook Express email client. Typical upgrades are every other version or after a new software release is mature enough to have become stable.

The Foundation has found that software and hardware prices are lower at the end of a release, just prior to a new version, and so MSBF makes many of its hardware and software purchases at those times. This enables purchase of computers that are adequate and with perhaps a 6-month to a year less useful life than the fastest version available, at up to 50% of the cost of the fastest version.

MSBF normally does not upgrade its computers; instead the Foundation donates them to legal services programs at the end of their useful life.

Year 2000 compliance included upgrading software and hardware operating systems to Y2k compliant version.

MSBF purchases licenses for those who will use a particular software, but not for all staff.

D. ORGANIZATION TECHNOLOGY POLICIES

1. Confidentiality and Security All files in the MSBF system are considered confidential to non-employees of the Foundation. Each staff member is given a login ID and password to log in to the Foundation's Novell server, which is the central storage place for all files.

MSBF has established a directory structure giving staff rights to access the directories they need to perform their work. Access to private directories is limited to the staff member and the network manager. The Novell system hides these directories from anyone who does not have access to them.

MSBF uses Cheyenne InoculateIT virus software. This automatically monitors all files coming into and leaving the server, and deletes them if they contain a virus. A separate virus check is performed at the workstation for files being loaded to the server from a floppy diskette, and the Foundation checks for viruses on diskettes it sends to grantees with application and report templates.

Each workstation is assigned an Internet address through the State Bar system. Access to files from the outside, such as email files, is limited by password.

2. Data Storage All files are stored in the directory structure according to their content. All files which are to be retained should be stored on the Novell server, inasmuch as backup is not performed on the individual workstations--problems with the workstation could result in loss of information.

Descriptive names or abbreviations should be used in naming files, so that others who may have a need for the file can easily find it.

Although most staff have the right to delete files in common directories, they should not delete current files or files important for their historical content without checking with all staff who may have a need for the file.

3. E-Mail It is the responsibility of each staff member to check her or his email on a daily basis, and to respond to queries promptly. The GroupWise email system permits changing an email into an appointment item or a task which carries from day to day; this feature can be used for tracking and follow-up of task assignments.

MSBF staff should use the same discretion in email language and content as they would in a letter of a similar nature.

4. Backup and Recovery Procedures All data files are backed up on the server's 4-16 DAT drive on each business day. All server system and program files are backed up on a weekly basis. No workstation files are backed up, so all files which need to be saved should be copied to the appropriate directory on the server, to ensure they will be backed up. 5. Internet Access All staff have access to the Internet from their desktop. This access should not be used for non-Foundation business during regular business hours. 6. Personal Use Staff should not use MSBF computers for personal matters during business hours.