GroundWork group moved to 1880 Mackenzie Dr., Suite 207, Columbus, OH  43220 – While GroundWork group has been at this new address since July 1, 2008, quite a bit of our mail continues to be delivered to our old address.  This poses a big problem as the forwarding order has expired!  Please check all of your databases, email address books, sorting systems and other electronic files to make the correction.  We greatly appreciate it!!

Are you prepared for the IT security risks that exist when an employee leaves your organization?
Do you have a strategy to reduce the security risks posed by an exiting employee?

Whether or not an employee is leaving (or has left) on good terms, it is important to be prepared from an IT perspective.  We have heard from Members that have not had a process in place for addressing this type of situation, and it has cost them time and energy.  We want to assist nonprofits in taking a proactive approach to staffing changes relative to information technology.  So what steps should you take now to prepare?  Document, document, document.  As a starting point, have a Network Assessment performed to document the current state of your technology.  Then follow these steps to ensure business continuity.

STEP 1:  Gather a list of all user accounts, passwords and permission levels (administration access, user-level access, etc.) on the local and any remote servers.
STEP 2:  List user accounts and passwords for software applications requiring passwords, including software such as PC Anywhere, Microsoft Windows, UNIX Root, End-user accounts (clients), E-mail, Internet and Database accounts (SQL), etc.
STEP 3:  Develop and/or update a database or spreadsheet of your technical inventory.
STEP 4:  Develop and/or update a list of a contacts related to business continuity.
STEP 5:  Develop a Network and Internet diagram.

Security Checks Before and After Employee Departure
Depending on the terms of how the  employee is departing the organization, you may want to audit your backup tapes or drives, hardware, software, peripherals, and even technical books just before and just after he or she leaves.  The exiting or exited employee’s electronic files are also important to check.  The list of contacts and information from above are critical in maintaining consistency.  The highest security risk would be if the exiting employee had direct administrative access to all organization files and applications such as finance or accounting.  Additionally, it is important to run backups of all systems that the exiting employee had access or security rights to.  Taking a proactive approach is important to ensure that you keep all vital organization information intact.

Other Things to Consider
There are a variety of issues to consider when a staff member (especially an IT staffer) leaves your organization. Here are a few items your organization may have in place or you may consider putting into place:

Confidentiality Agreement
If your organization does not require an exiting employee to sign a confidentiality agreement, you may want to review whether or not to implement such a policy.  The agreement would include specific language stating that the exiting employee cannot discuss IP addresses, security holes, or specific hardware/software configurations that could cause a security breach.  Perhaps at your organization, employees signed a confidentiality agreement when they were hired. If so, the exiting employee should be reminded of the terms of such an agreement.

Exit Interviews
If possible, consider conducting an exit interview to find out why the employee is leaving your organization. This procedure may help you gather valuable retention information for the future.  It is to your advantage to maintain a good relationship with the employee who leaves. You never know if you’ll need to call on the exiting employee when you can’t find a piece of software or licensing information.

Steps After Departure
The steps to follow after an employee leaves could vary dramatically based on variables such as whether or not the leave was planned and what position the employee held with the organization.  If the exiting employee was in the IT department or had full access to critical files, there are steps that should be considered immediately.  These are only meant as a starting point.  If you are left without a knowledgeable IT person on staff, we recommend you get assistance with these and other steps as soon as possible.

Step 1:  Disable the exited employee’s network account.
Step 2:  Secure IT perimeter.  Take all necessary precautions to change passwords and remote access.
Step 3:  Audit all user accounts for access.
Step 4:  Backup all systems and data and audit all existing tapes or drives.

Need More Information?
Contact Stephanie Neighbarger at GroundWork group, 614-884-7780, ext. 108 or sneighbarger@groundworkgroup.org.

Share with Us!
What steps do you take (or did you take) to deal with an exiting employee? 
Have you ever seen a coworker damage company property when they were leaving?
Does Information Technology make this easier to do?

Join us as we discuss this topic further at our next Nonprofit IT Forum on Tuesday, September 8, 2009, at Jewish Family Services.  Participation in this event is free and lunch is on us.  Please RSVP by Friday, September 4 to Brenda Grosse at bgrosse@groundworkgroup.org

Today’s CIVIC is a fresh set of database tools to build a system that will enhance just about every daily function for nonprofit organizations.  In use for over 20 years, continual change and maintenance has allowed the CIVIC Information Management System to morph into a set of 20+ separate modules that can be applied in any configuration.  Boost your capability from Service Delivery to Reporting and even Outbound Marketing.

Communications – Take advantage of our blast email tool to leverage your existing back-end CIVIC database and make communicating with your constituents easier.  Track what electronic communication you have sent to whom directly from your central data repository and have only one place to update ever-changing email addresses.
Constituent Management – Track your volunteers, sales leads, members, etc. using a secure, fully managed data service.
Day-to-Day Operations – Our donate online feature allows donors to contribute to your organization via your website and have the data automatically integrated into your back-end CIVIC database!
Fundraising – Track donors and special event sponsors; design your own capital campaign solicitation system; or, conduct event registration online.
Marketing – The contact capture module builds your database with solid leads directly from your website with no re-keying of data required.
Reporting – The buzz word from Funders, Outcome Measurement, CIVIC tracks with ease.
Service Delivery – Client management, medical case notes, Medicaid billing, questionnaire tracking, subscription series tracking – all fully customizable.
Training & Education – Track CEUs for your employees or association members.

Registration is open.  Join Central Ohio Nonprofits, Volunteers, IT & Business Leaders, Funders and Community Leaders for our Annual Nonprofit IT Conference to hear keynote addresses from National Technology Industry Leaders Paul King, CEO, Process Experts and Microsoft Director Mike Brevard as they provide their insight for strategic application of technology resources to keep nonprofits moving along in spite of budget cuts.  Breakout sessions feature opportunities with the Governor's Office of Faith Based and Community Initiatives and Connect Ohio, Effective Ways to Direct Traffic to Your Website and Twitter, Blogs & Beyond: Social Media & Other Next Wave Trends in Marketing and Development.   You spoke and we listened!  Our workshops will be offered twice during the day to provide ample opportunity to attend the sessions you want.  A bonus workshop – Doing More with Less: IT Planning & Prioritization – is sure to give great tips for you to take back to your office and apply to your daily operations.

When: Friday, October 2, 2009, 8:00 a.m. to 2:00 p.m.
Where: Fawcett Center, The Ohio State University, 2400 Olentangy River Rd., Columbus, OH  43210
Cost: $65 for GroundWork group Full Members; $80 for GroundWork group Associate Members $100 for Non-members/Corporate
Register: Click Here – www.groundworkgroup.org
Questions: Brenda Grosse, bgrosse@groundworkgroup.org or 614-884-7780, ext. 101

After release from prison, Tina connected with LTT (Long-Term Transformation) Staffing, “I learned about an office administrator opening.  It was my dream job, but I would never have tried for it before.  Because of the spiritual support of my Harbor [on the Hill] family, and the practical reality of working through LTT, I had the courage to be honest, be myself and apply. And I got it!” 

GroundWork group supports the missions of other nonprofit organizations.  This month, we feature the Hilltop Christian Community Development Corporation (HCC).  The LTT Staffing program at HCC provides jobs and a support network for committed individuals, especially ex-offenders, as they train for, find, and keep the jobs that will enable them to become self-sufficient, independent, stable citizens.  None of the 15 individuals who have completed the LTT program have returned to prison.  

HCC is a nonprofit launched by Upper Arlington Lutheran Church in 2005 to advance the development of the community and transform the lives of the people in the neighborhood surrounding its Hilltop Lutheran Church site.  HCC mentors families, provides affordable rental housing rehabilitated in the neighborhood, provides 50 neighborhood children with a licensed after school and summer program, and provides jobs and wrap-around support for ex-offenders and neighbors.  By listening to employers and understanding their staffing needs, LTT has developed business partners who provide long term employment.  LTT then provides the best employee match possible, a job-ready associate who is trained, employer-focused, and who is striving to achieve “One Job for One Year.”  LTT has been recognized by the Department of Labor and the Franklin County Office of Homeland Security & Justice Programs and partners with Goodwill Columbus and Columbus Legal Aid.  They are always looking for area employers who would like to join current employer partners, such as ODW Logistics, Vectra, OhioHealth and Buckeye Boxes, in filling employment needs with LTT Staffing associates.

For Tina, and for hundreds of others, HCC has become a place “Where Hope Lives.”

Nonprofit IT Forum – Staff Turnover and the Effects on Your IT
Tuesday, September 8 – Noon to 1:30 p.m.
Jewish Family Services, 1070 College Ave., Columbus, 43209

Are you prepared for the IT security risks that exist when an employee leaves your organization?
Do you have a strategy to reduce the security risks posed by an exiting employee?
What steps do you take or did you take to deal with an exiting employee?
Have you had experience with exiting employees damaging company property?

Come join us in this roundtable discussion and share with us your lessons learned, strategies you’ve put in place or your experiences and knowledge.  Lunch will be provided courtesy of the Tony R. Wells Foundation.  Please RSVP by Friday, September 4, to Brenda Grosse: bgrosse@groundworkgroup.org or 614-884-7780, ext. 101.

Stretching the IT Dollar
Wednesday, September 9 – Noon to 4:00 p.m.
GroundWork group, 1880 Mackenzie Dr., Suite 207, Columbus, 43220

Every nonprofit is doing their best to stretch their dollars within every budget category.  John Hrusovsky, CEO of GroundWork group, will go through a step-by-step process, giving you ideas on making an immediate impact on your current technology dollars.  Discuss spending recommendations; gather ideas on projected IT budgeting; evaluate your current IT practices; and, interact with other nonprofit professionals to share ideas on leveraging technology.

Cost: $40 for Full Members; $50 for Associate Members; $60 for Non-Members.  Price includes lunch.
Please RSVP by Friday, September 4, to Brenda Grosse: bgrosse@groundworkgroup.org or 614-884-7780, ext. 101.

GroundWork group 4th Annual Conference – “Sustainability through Technology”
Friday, October 2 – 8:00 a.m. to 2:00 p.m.
OSU Fawcett Center, 2400 Olentangy River Rd., Columbus, 43210

Business Productivity Classes – Microsoft Office
Monday, October 19
Platform Lab, 1275 Kinnear Rd., Columbus, 43212
8:30 a.m. to 11:30 a.m. Excel 2007 Intermediate Level
12:30 p.m. to 3:30 p.m. Word 2007 Intermediate Level