Democrats Abroad IT Team

1. Democrats AbroadIT Team EMEA Regional Meeting January 2012

2. What Does IT Include • Membership Database • DA Website • Donations • Vote From Abroad • System Infrastructure - Administration and Support • User Support and Training • Current IT Projects • VFA application • Database cleanup • Migration to Amazon Cloud • Completion of software upgradefor membership database and web site

3. IT Operation Team

4. Membership Database • Built on CiviCRM • An “open source” software suite • Can be extensively customized (as Democrats Abroad has done) to meet specific functional requirements • Requires deployment in conjunction with a web-based content management system (DA uses Drupal) • We benefit from add-on software modules developed by others • Input of members to the database is from: • the “Join” page of DA website • VFA voter registrations (option to join DA at end of VFA process)

5. Membership Database • Secure • Has a high level of accuracy • Versatile – users have granular access to important functionality, for example: • targeted group e-mails (by chapter, by country, by region, by voting state, by interest group, etc.) • state–specific voter data • data exports for phone banking • timely and accurate per-country membership counts • ad-hoc reporting capability • Access is specific to chapter, country, regional, and global permissions. • General satisfaction with the database and its coordinated e-mail capabilities.

6. Membership Database • Secure • Has a high level of accuracy • Versatile – users have granular access to important functionality, for example: • targeted group e-mails (by chapter, by country, by region, by voting state, by interest group, etc.) • state–specific voter data • data exports for phone banking • timely and accurate per-country membership counts • ad-hoc reporting capability • Access is specific to chapter, country, regional, and global permissions. • General satisfaction with the database and its coordinated e-mail capabilities.

7. Website • The DemocratsAbroad.org web site is built using Drupal (an open source Content Management System) • Required as a “platform” for our use of CiviCRM • Allows for standardized (“themed”) content display, and controlled (membership-specific) interaction with the web site. • Customizable web pages for every country • Optional topic group web pages • Content publishing options (publishing permissions, visible to whom, etc.) • Event management functionality (requires enhancement) • General information about DA • PR materials, “marketing toolkit” • Voter resources, election details, etc. • Fundraising • General • For specific events • .

8. Vote from Abroad • VoteFromAbroadbuilt by Democrats Abroad in 2006 • Americans can respond to state-specific screen prompts for entering their voter registration details • Produces an FPCA (registration and ballot request form) as a pdffile together • Providesmailing instructions and additional voter materials • Includes an optional FWAB emergency ballot • It utilizes a database of state-specific registration requirements (local election rules, mailing addresses, etc.) • DA maintains this data • Provides option to join DA • Sends encrypted data to the membership database • Updates current members contact information • Due to known problems this will be turned off with the VFA Upgrade until the Membership/Website Upgrade is complete

9. System Infrastructure - Administration and Support • Hardware • Software • Security • special “@democratsabroad.org” e-mail addresses • This item covers all the day-to-day nuts and bolts of keeping our IT systems running and secure. • The “live”, production versions of our applications are currently hosted at the DNC’s data center. • Our development and test systems are hosted by an external service provider. • Nearly all the maintenance and support effort for our system infrastructure is provided by volunteers.

10. User Support and Training • Technical Support • Configuration changes • Bug fixes • Admin Support • Admin setups • Country transfers • Complex/corrupted membership records • Admin questions • DA email setups • Cross country membership cleanup • Training • Training manuals • Training sessions • Help Desk • General questions

11. Projects: Database Cleanup • Activities for addressing members not receiving emails • Information provided to all country admins • Need to address members: • No email • Email on hold • Member opted-out of DA emails • Initiated Opt-In Campaign in Nov - ~20% reduction in opt-outs • Moved to US so removed or added to US Alumni Group • Transferred to another country and opted-in • Opted-in due to election year • Annual database cleanup

12. Projects: Software Upgrade for Vote from Abroad • Covered by Margo

13. Projects: Server Migration • DA production applications will migrate from the DNC servers to Amazon cloud • This will provide improved monitoring and support • This will reduce unexpected outages • In progress now • Any downtime will be pre-announced

14. Projects: Software Upgrade for Membership DB and Web Site • Project approved and started in 2010 • Put on-hold in Feb 2011 due to funding issues – 80-90% complete • Currently running on unsupported versions of software • Several current problems would be resolved with the upgrade plus opportunities for new features • Requested budget to complete project in 2012

15. Summary • IT costs money • It takes effort for us to effectively use our IT • The IT team is committed to help get out the vote • Our organization is dependent on IT • Thanks for everyone that has helped make IT a success