Advice notes

IT projects

People often approach the Baring Foundation looking for funding to carry out IT-based projects. These advice notes are based both on the experience of the Foundation in making these grants and on the experience of organisations which have been funded in this way. They are designed to help applicants when they apply for grants and to help organisations once they are supported. They will be useful to organisations that wish to consider how IT can help to deliver existing services or create new kinds of services. Please note that the Baring Foundation does not fund hardware costs. Our funding focuses on planning and implementing IT strategies. You can apply for work to investigate the feasibility of using IT within your organisations.

Investment in IT can be enormously helpful to voluntary organisations. It is for this reason that the Baring Foundation is prepared to consider proposals for funding. However, the experience can also be a negative and wasteful one. These advice notes are designed to help. These are the questions our assessors will ask when reviewing your proposal. They may be helpful for you in making your plans.

1. Is the work needed?

• How did you identify that the proposed system was needed? Is it part of an IT strategy for your organisation?
• Can you demonstrate that the proposed project will contribute to attaining your organisation's goals and objectives, increasing its effectiveness and/or efficiency?
• Have you investigated other ways of achieving these needs? Why do you think your proposal is the best way to proceed?
• Is your proposed project based on a model you have seen working well elsewhere or is it a pioneering scheme?
• Has anyone advised you to choose this system? If so, what is his/her level of qualification or experience in using IT in organisations like yours?

2. Is the work properly costed?

• Have you identified all the costs associated with the proposed work (including hardware and software costs, project management, training and on-going maintenance)?
• How did you check that these costings are realistic?
• If the costs exceed what has been requested in your application, how will you find the balance?
• Can you cost the potential benefits and have you done so?

3. Will the project be managed effectively?

• Is there a clear and detailed specification for the work which has been agreed by your trustees and senior management?
• Can you demonstrate that sufficient time and resources will be devoted to the project to ensure that it is carried out effectively and on schedule? ·
• Do you have in-house expertise in managing IT projects? If not, how will you ensure that it is managed effectively?
• If a consultant is going to be engaged, please supply a brief setting out his/her responsibilities (see also our advice note on using consultants).
• If a supplier is advising you on purchases, how have you checked that you are confident to accept this advice?
• Is there a clear plan for training staff and introducing the new system?
• Have all the potential risks been identified and managed?
• How long do you expect the new system to last before it needs upgrading? What provision have you made for future upgrades?

4. How will the project be evaluated?

• If the project is primarily intended to improve your organisation internally, what measures will you use to show that it has been successful?
• If the project aims at helping a wide group of your stakeholders (e.g. your users, colleagues in other organisations, the general public) are there ways to measure how the project will impact on them?

5. Sources of help

London Advice Services Alliance is a good source of information on IT for the voluntary sector. Its website has articles to download and hosts a discussion forum for IT issues. It also runs a free IT helpline in association with NCVO. The number is 0800 2 798 798.

The National Council for Voluntary Organisations has a directory of approved consultants, which includes IT specialists in the voluntary sector. The directory can be purchased for £10 from Hamilton House on 01536 399 016. Alternatively, contact NCVO directly with your queries as it offers a signposting service to other sources of help (helpdesk@ncvo-vol.org.uk).

You may also be interested to read our publication Leading the way to ICT Success, or the Executive Summary.

• Setting up a website
• Using a consultant
• Quality systems