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LAST MODIFIED ON: 8/27/2017

Dallas GiveCamp: Project Manager Handbook

2017 GiveCamp



Project Manager HandbookSept 6, 2017



ContentsIntroduction 3! The Most Important thing to remember 3General GiveCamp Info 3Suggested Timeline 4Getting Yourself Ready 5Tips on prepping for GiveCamp 5Working with the Charity 6Work directly with the Charity representative: 7Working with your Team 7Tips and Tricks for working with your team 7Working with the Design 8Tips and Tricks for working with the design 8Working with the Technology 9Tips for working with the technology 9Working the Weekend 10Manage the following during the actual weekend: 10Common challenges and how to prepare for them 11Lesson learned from past GiveCamps 11The Details 12Misc. Resources 15Appendix A 16Appendix B 17



IntroductionWelcome Developers to GiveCamp 2017! GiveCamp is an extraordinary event and a great opportunity to help Charities that give so much to our community. This event takes a dedicated effort of planning and leadership from everyone. This handbook contains helpful tips and tricks to ensure we have a successful event. Thank you for your support, GiveCamp would not be possible without your help!!

! The Most Important thing to rememberIf you take nothing else away from this document, remember this:

GiveCamp PM Rule #1: GiveCamp is a REALLY SHORT weekend, the more you can move from “during the weekend” to “before the weekend” the better the weekend will go. Prioritize as you go.

All of the following advice will be specific examples of that rule in action.

General GiveCamp Info1. This is a living document check for updates at

http://dallasGiveCamp.org/developer-handbook 2. Email questions to [email protected]. Assignment to a Charity will be determined prior to GiveCamp weekend. This

will be communicated out by one of the GiveCamp leads.4. Please do not solicit the Charities for additional work outside of

GiveCamp for website planning, consulting, etc.5. Key Dates:

▪ 9/6/2017 Dev and PM Boot camp - 6PM to 7:30PM▪ 10/11/2017 Kickoff – 6PM to 7:30PM▪ 10/20/2017 Check-in 5PM to 6PM. Kickoff 6PM▪ 10/22/2017 End of GiveCamp - 4PM



6. Where: nThrive, 5543 Legacy Drive , Plano TX 75024

Suggested Timeline⇒ NOW – Gather requirements from your charities, keeping a close eye on the

scope of the project to ensure that it is doable in a weekend. Review charities applications for requirements.

⇒ T-3 weeks Friday (Sept 8th) – Short, 30 minute call with your assigned charity to discuss what they want done at a high level, no technical discussions required- think business requirements. PM, BA, & charity are required.

⇒ Wednesday (Oct 11th) – Kickoff, meet your team, review the overall scope of the project and bring your list of technical skills with level of expertise. All team members and charity are required to meet.

⇒ T-2 weeks Friday (Oct 6th) – 30 minute call to decide on technology and review scope of work. Get finalization on technology choice and agreement that the scope is attainable. Lead developer, UX, BA, and tech Jedi are required. NOW – If you charity needs hosting/database or other resources request it (instructions below)

⇒ T-1 week Friday (Oct 13th) – 60 minute call to review scope, technology, and ask for individual ownership of tasks. PM should set up tracking & communication tools, if applicable. Lead Dev should set up environments and DBs, if applicable. Encourage them to brush up on any skills that they might need during the event weekend. All team members required.

⇒ T-1 days (Thursday, Oct 19th) – Touch base with the team and ensure everybody is ready for Friday night. Communicate any last-minute updates from the charity.

⇒ Friday Night (Oct 20th) – Start of GiveCamp⇒ Sunday (Oct 22nd) – 12AM Code Complete



– 2PM Email presentation. This is a team effort that the PM will present. – 1PM App Presentation⇒



Getting Yourself ReadyThe first step to starting a successful GiveCamp weekend is getting yourself prepared. It is a valuable service you are providing, and it falls on you to make sure all the donated time and resources are used in the most efficient way possible, in the limited time you have access to them.It is hard work, but you can do it.Start by getting yourself prepared. The charities have already done a lot of work getting their submissions ready. The Givecamp staff has spent a lot of time and effort refining the tools and resources we have to make you successful.Spend time reviewing the documents and assets you already have BEFORE you reach out to the client. Nothing will undermine your reputation with the charity faster than asking a question they have already answered one or two times on their initial application or long form. If you have questions regarding the application, please reach out to the GiveCamp staff.

! STOP: Before reading any further, get your Charities Long Form Application out and review it.As you read, pay careful attention to what they are trying to accomplish, and what they are asking for. This will form the basis for all the rest of your planning. Making sure you can deliver exactly what the charity needs so they can do more for the community.

Tips on prepping for GiveCamp● Start planning 4 weeks prior to event. Key is to plan in advance, the pace is

fast. ● Review your Charities long form, and be familiar with their mission, and what

they are specifically expecting to get at the end of GiveCamp.● Get to know the Charity you are helping out beforehand, understand their

work and message.● Majority of the work we do is building a website or updating a website for

charities. Research online if technology projects and/or website builds are new for you.

● Get all tasks laid out, as much as you can get set up do before hand- If you don’t you could waste a day on it. That is 50% of the GiveCamp time. Do it beforehand.

● Pre-discuss design of website with the UX. Communicate with rest of team prior to weekend on what the template may look like. This will give developers a starting point while the design is being finished up.



● Focus on what you can get done in 12 hours x 5 people. Friday will be a lot of prep, leaving all day Saturday, and half of Sunday to complete.

● Have all graphics available, make sure developers are aware where that information is. Your options from worst to best:

● Thumbdrive, Good to have as a fall back, but doesn’t scale, and will be hard to locate in the future.

● Dropbox, Box, Google Drive or OneDrive, Good for sharing, and long term stability, but lacks versioning and integration with normal developer tools.

● Source Control, TFSOnline, Github, Codeplex, Private TFS. The best idea, the images and source code are managed together. A larger discussion of Source control options is covered later in this document.

● During the weekend, communicate what problems are- your team can help you resolve. Get to know your team so tasks are appropriately assigned. If your team doesn’t know the answers reach out to the GiveCamp organizers, we are all in this together and we all want every project to succeed.

● If you use any tools that GiveCamp provides, like hosting through Everleap, get this set up before. Source control, etc. Do a dry run of as much stuff as possible beforehand. If you are using database, get the database, if you are using a third party product like WordPress make sure you have all of the install media and nay plug-ins or patches, etc.

● If you are not technical and need help, reach out to one of your team members to fill that role. Someone will need to connect to databases, server and do test deployments. Whoever does it, make sure everything is tested well before the start of the weekend.

● Communication – make sure people know what you need them to work on prior and get a status before the event.

● Communication with the team at least once a week. ● Communicate updates to charity rep. Ensure they know when to be

where for the event.● Start meeting about a month before. As soon as you get the team

assignments and have the charity intros, start meeting.

Working with the Charity You want a chance to be a hero in real life. Well this is it.You are about to achieve something your charity can only dream of. They may make amazing things happen in your community, and do things with their life that you would never be able to make the sacrifice to do. You are going to be performing



a potentially course altering project that will impact the trajectory of their story from this point forward. That is awesome.To work with them effectively there are two things you will need to focus on.

1. The Relationship. Don’t sell this short. Make sure you get to know them and their mission. They are passionate about it, and you should make sure you develop some real passion about it as well. Someone you know may come to depend upon their services in the near future. Take time with them and make sure you understand what they need and want.

2. The Scope. This is always the biggest challenge. Keeping the scope manageable, and communicating that clearly. They won’t know what is possible, and what they see as valuable often will not have a direct correlation to what is hard or easy. They may get a lot of value out of a simple change, and may only get a small bump from something that is very hard to do. But remember this: Disappointment isn’t possible without first having incorrect expectations. Whatever scope you commit to delivering, make sure your charity has correct expectations all the way along. Don’t over commit, we only have 1 weekend.

Work directly with the Charity representative:● Meet with Charity rep prior to GiveCamp: gather requirements and have a

clear understanding of the plan prior to GiveCamp weekend. Define as much website content as possible.

● Break all of the things they have asked for into buckets, at some point you may need to start trimming the scope. Know what you can cut. And when you are planning to do the work, make sure you are not spending hours on an “optional” item when a “must have” is being neglected:

● Must have● Really Want● Nice to have● Optional if easy

● Know when and how long they will be onsite during the weekend.● Know how to get a hold of them or someone on their team during the

weekend in case you have an urgent need for information or clarification.● Be the conduit between the charity and developers, make the lines open

where developers can have direct contact if needed.● If possible, meet before GiveCamp and review the design with the developers

● Remind the Charity rep to be available that weekend either onsite, email, phone, IM. This will also provide the Charity training to use the tool. Additionally, scope can change, there is need for ad hoc mtg.



Working with your TeamYour team is taking away a full weekend from their friends and family to donate time to complete strangers. That is awesome. Make sure you remind them of that fact.SAFETY FIRST: Keep in mind that team members come from all over the DFW area. Consider drive times when staying late & meeting early. We want to be productive, but volunteer safety is important. What they will need most of all is for you to fill two roles.

1. Direction: Assign and Manage tasks: The first role is to manage the work and keep track of tasks. Make sure everyone is busy, has tasks and is adding value. The timeline for GiveCamp is very compressed, and if you are pulling late nights energy can wane and emotions flare up. An engaged developer that can stay heads down doing what they do best is a happy developer. Keeping tasks balanced and everyone engaged is almost like running an agile project with 3 hour sprints.

2. Air Cover: Clear up questions and clear roadblocks. Invariably there will be questions, debates, and issues with technology. As the PM, you need to take those on and handle them, or risk the entire team burning time they don’t have to spare. If you have been diligent about getting all the development and deployment tools tested before the weekend, then this should be minimized.

Tips and Tricks for working with your team● Test all the tools before the weekend● Confirm role expectations for each member prior to the weekend, to ensure

they understand and can complete their responsibilities. ● Meet with your team or have conference calls before the weekend, so they

can understand the scope and design of what they are doing.● If they have concerns about the scope, or design, get those resolved before

the weekend.● Understand each team member’s experience and how it can be best utilized

during GiveCamp● Get people to commit to what hours they will or won’t be there. This is a

weekend where someone will have tickets to something, or a kid’s soccer game that they cannot miss. Figure that out before the weekend, and let the staff know if you will be “down a man” for the weekend and we can assign more resources.

● Have the UX design finalized well before the weekend, and make sure you have access to all the design resources and image files.



● This project is really too short to use most online tools for tracking progress, and everyone is in the same room. Some teams have had success using a tool like AgileZen, but you can also just use white boards or easel pads to put critical information where everyone in the room can see it. Feel free to grab a piece of large paper, write the tasks and name assigned to them on it, and hang it on the wall. Mark through it when done. The important thing is that “what hast to be done” and “who is doing this” needs to be crystal clear.

● Have frequent breaks for food and status. GiveCamp does a good job of feeding developers, force them to take small breaks for food. Have progress checks right before or after a meal break.

● Use your team’s expertise. They are experts, if you have a problem, ask them what they think. If there is a clear consensus on the path forward, go with that. If they are divided, then you make a call and press on. If you need more data or opinions, give them something to work on and track down the onsite staff.

Working with the DesignMany of your projects will be something like this:

“We need an updated website that works on mobile and is easier to update”

There is a lot of charities and small businesses that are stuck in a model where they have a service provider that has the login to their site, and in order to get changes to the site they have to send the changes to them, and wait for them to login and make the changes.It is pretty common, and the most common, widely accepted answer is to move them to something like WordPress and put a custom theme on the site. This in most years is the bread and butter type project for GiveCamp.To make this effective, make sure you have a UX resource on your team, and make sure they work with the charity to understand their brand, colors, current site content and future content they are planning to add.The UX pro should be able to handle all the details, designing the navigation structure, picking an appropriate starter theme, and identifying the changes to make for that theme to be “on brand” for your charity.Often they will also create a new or refreshed logo for the charity.



Tips and Tricks for working with the design● Make sure you validate that wordpress will work. Note: issues can arise when

too many admins are accessing the admin page at the same time● If the Charity uses joomla, drupal, phpnuke, DNN, sitefinity or other CMS and

they are happy with it, make sure the UX Designer knows that.● Get copies of all the image assets.● Make sure to get the colors documented, preferably as hex codes for the CSS.● Make sure if a theme is used, you have the entire zip file.● If the UX Designer will not be on site for the weekend, make sure you know

how to get a hold of them. There always seems to be one more image slice, or a slightly different version that is needed at the last minute.

Working with the TechnologyObviously the success or failure of your weekend will depend largely on you and your team’s ability to get the technology the charity needs, acquired, deployed, configured, and populated with correct content. Many GiveCamp project involve some level of data migration or content remastering. Rarely do they come to GiveCamp with NO website or email.There are two main areas to focus on here:

1. The current site: You need to know how to get to everything your team will need. That is at a bare minimum the location of the following, DNS Registrar, DNS Hosting, DNS domain proxy (if used), Website, FTP, Database, CMS admin (if they have one), CRM admin (if they have one), Email, social media accounts. Know where they are hosts, the urls to the admin panels, usernames and either get the passwords, or make sure you have someone on call that can make the changes you will need. But have a lists of all the locations and passwords is preferred.

2. The New site: There are some great free assets and donations that are being made available for the charities. I mean who could not use lifetime free webhosting. That is pretty sweet. So make sure that is all set up before the weekend.

If they are moving to a new CMS, it may be faster to just copy and paste, or copy and then edit and then paste the “remastered” content into the new system.

Tips for working with the technology● Your team will know what they need. Make sure you cover it in detail in the

meetings before the weekend.● Put all the credentials in one place. Have a spreadsheet, and have one sheet

for the old and new.



● Make sure you validate all the logins prior to the weekend. And in case something changes, double check everything the week before GiveCamp.

● Take backups of what is currently there.● Work on your new site, and make sure all the bugs ae ironed out PRIOR to

making any DNS changes.● If you are changing DNS settings remember that depending on how the

charity is setup this might impact email settings. Triple check this. ● Some charities might want final approval on the new site before you make

the DNS changes, check if they want this. ● The team should be able to do all the development on the new site using the

temporary URL provided by the hosting company. Remind them NOT to hard code this temporary URL into the code/CMS, use relative paths.

● Define project dependencies prior to GC● If you are rolling out a new CMS, make sure the developers take advantage of

the pluralsight courses for it before the weekend.● Also, be sure to account for training the charity on how to update their site,

social media etc.● If you have content to upload, If the charity is on site you can help them do

that, it will give them a chance to work with the new site, help you find bugs, and provide a good real world training scenario.

Working the WeekendShowtime. The GiveCamp weekend is where all your hard work and preparation will pay off. It will seem crazy at times, and when you explain it to people they may not get it. But it will be a memorable weekend, and if done right will move the world towards being a better place. Some important things to keep in mind:The schedule. That is really it. Make sure you are on target, and if you are not, let somebody know right away. You have to make things happen fast if anything starts trending the wrong way.

● Be ready to hit the ground running, build databases, install WordPress, and make sure IIS is working.

● Know when food is going to be served and plan out tasks and breaks accordingly.

● Have regularly planned status updates, this will vary by team, but if you sense a lull, have a team huddle.

● Start deploying code as soon as possible.● Test and deliver as you go, work with your team on how that will work.● Try to have all the code done before the end of Saturday.● Use Sunday for fighting bugs, moving content, tweaking the UI, training the

charity, and getting the summary deck ready. Plan to nap on Sunday.



! But above all STAY ON SCHEDULE.Manage the following during the actual weekend:

● Tasks- White Board, post-its, AgileZen; pre-defined for the most part based on prep

● Risk & Issues- having the person with charity present, talk directly or have a way to contact with them to get things worked out or need a work around.

● Risk management- use something you are familiar with and comfortable with. Track on whiteboards, or post-its

● Timeframe- Stick to a defined scope and understood what can’t be accomplished. Think Minimal viable product, then enhance.

● Testing- Developers and Charity rep should test as work is complete● Communications- deliver clear expectations ● Escalations- Reach out to GiveCamp Organizers & Tech Jedis as needed.

Don’t waste a lot of time spinning your wheels.● Coordination- huddle and use whiteboard● Delivery- Don’t wait to Sunday afternoon to do one big bang push. You don’t

want to find out Sunday afternoon that you are missing something and cannot deploy. Publish often.

● Quarterback the delivery but it should be true team effort with everyone engaged and communicating

Common challenges and how to prepare for them

● Bandwidth- Wi-Fi gets overloaded and can't handle workload from the teams. First day- everyone syncing and loading. At the end- also everyone is trying to copy web pages. Plan ahead.

● Keep it simple – Remember that the charity is going to need to own this project starting Monday and you have a very limited time and resources to get the project done. Do you best to keep the developers focused on the “minimal viable product” before starting any “cool ideas” or nice to haves.

Lesson learned from past GiveCamps

● Make sure Website available and domain temp-name set up. Complete DNS transfer after the charity has approved the new website.

● Make sure all access is in, have admin and DB access. DB should be enabled and running.



● Group requirements by the section (page) of the website that they belong on, this will make it easier to divide the work between the team members. Notify event staff if you feel your team is understaffed

● Upfront training is available on the technology being used. We have Pluralsight resources the teams can use to get upfront training on Wordpress, Joomla, Drupal or whichever CMS is being used.



The DetailsEnsure completion of each of the tasks below, you may delegate these tasks to members of your team, however please stay on top of them to ensure they have been completed.

1. Requirements – Each charity has provided GiveCamp with a word document containing preliminary requirements.

o Task: Prior to the event speak to the charity and confirm all the details of what needs to

be completed during the GiveCamp weekend. Gather everything you need from them (images, text, etc.). We only have 2 days to complete this work. Be sure to be upfront with the charity with how much work can be done in this amount of time. Prioritize requirements with charity so that the “must have” tasks get done first.

o Don’t forget to collect information about any existing systems. ▪ Do they currently have a hosting account? Where? What are the

credentials?▪ Where do they host there email? If we move them to Everleap

will this break?▪ Where is there domain name registered? What are the

credentials (they will need to provide one if they require a website)

▪ Use standard requirements list from GiveCamp. Discuss colors, logos, web-sites comparable, sponsorship and pictures to be on websites. Mostly waterfall due to time, pages should be divided amongst the team. Graphic designer will work with team as a whole.

▪ New website need lots of text. Charities need to supply that. ▪ Drawings are helpful. UX community folks helped some teams

in advance to build out a proto type. Create wireframes in advance. Other things like this in advance.

▪ You HAVE TO HAVE user names, passwords, DNS settings, mail server settings, word press logins etc. Must test these in advance before the weekend.

o Ultimately the charity will be responsible for any information they put on the web, but be careful what information we agree to collect on the web. Since we cannot audit or guarantee the security of the applications that we are working on it is a good idea to avoid collecting things like physical address, credit card numbers, etc.



o When collecting items such as images from the charity, please confirm with them that they have the rights to use them on the website. Please also ensure that the team doesn’t use anything that is not licensed appropriately (software, pictures, etc.).

2. Content Management System (CMS) – Most charities requirements are for a basic brochure type website (home, about us, contact us, etc.). Additionally one of our main goals of GiveCamp is to leave the charity with something they can maintain without the help of a developer. To that end in many cases we want to implement a CMS for them. There are many CMS’s available, however we strongly recommend using WordPress, unless the charity has a specific reason not to. We recommend this because WordPress has thousands of modules, templates, etc. available that will greatly speed your development time. Additionally it provides an easy to use web interface so that the charity can maintain the site on an ongoing basis.

o Before 9/18 speak to the charity and see if they have any technical need to pick one CMS over another. Also speak to the team to see if you have any experts about any given CMS. Select a CMS and email your choice to [email protected]

o After a CMS is selected – email the entire team letting them know what CMS was selected and recommend they get familiar with it prior to the event. The easiest way to get a CMS up and running on a developer’s machine is via the Web Platform Installer (http://www.microsoft.com/web/downloads/platform.aspx). Most of the popular CMS’s are available via WebPi, here is a list (http://www.microsoft.com/web/gallery/categories.aspx?category=ContentMgmt).

3. Hosting – Everleap has donated a hosting plan for each of the charities forever. If your charity needs hosting and wants to take advantage of this offer you must email [email protected] and provide the following information:

o Name of Charityo Physical address of Charityo Email address contact for Charityo Phone number for Charity Representativeo Do you want your site preconfigured with WordPress? – Yes or No

Once we’ve setup your Everleap account and WordPress (if requested), we’ll provide the relevant account information back to you.

o When you build the site please put the following HTML at the bottom somewhere.



<a href=”http://www.DallasGiveCamp.org”>Site Built at Dallas GiveCamp</a> | <a href=”http://www.everleap.com/”>Hosting Donated by Everleap</a>

4. Source Control – We need to provide the charity a backup of all the work that we do during the event (Website & Database). You can choose any of the following techniques. After the event the charity will retain ownership of all GiveCamp work product done on its behalf and assume responsibility for it going forward. Be careful not to upload anything sensitive to a cloud repository if it is not password protected.

o USB Stick – You can copy everything to a USB Stick and give it to the charity Sunday evening

o Bit Bucket (https://bitbucket.org)▪ Why to Choose

● Limited to 5 users▪ To Subscribe

● Go to https://bitbucket.org● Create a new account for the charity and follow the wizard

o GitHub (https://github.com/nonprofit)▪ Why to choose

● No user limit● Requires setup PRIOR to the event● Charity must be a 501c3● Easy to use with GUI Tool http://windows.github.com

▪ To subscribe● Follow instructions at https://github.com/nonprofit

o Microsoft Team Foundation Service (http://tfs.visualstudio.com)▪ Why to choose

● Limited to 5 users● Best for use with visual studio projects● Includes project management capabilities

▪ To subscribe● Create a Microsoft account for the charity● Log into that account in your browser● Navigate to http://tfs.visualstudio.com● Click the signup button in the upper right and follow the wizard

5. GiveCamp team and overall communication tool: SLACK

What is Slack▪ Slack , the team messaging app that used channels. It’s chat

room for your company, organization or group. Your team’s Slack is divided up into smaller ‘channels’ for group discussion, made up of teams, and interests.



Get the AppDownload Slack apps for iOS, Android, Windows, and Mac

https://slack.com/downloads.

How to Join▪ Click Join team in the email invitation from GiveCamp 2016 to

join GiveCamp 2016 Slack team.▪ Onboarding onto Slack:

https://get.slack.help/hc/en-us/articles/217626328-Onboarding-checklist-for-new-users

▪ Slack Guidehttps://get.slack.help/hc/en-us/categories/202622877-Slack-Guides

Instructions▪ First time login When you sign in to Slack for the first time, basically every type of notification imaginable is enabled.

The service offers a number of different ways to manage notifications. Each channel has individual notification preferences, so you can get notifications for every message, just your name being mentioned or nothing at all.

To get to the settings, open the channel you want to change and click the name of it at the top of the screen, then “channel notification preferences.”

From here you can set up both mobile and desktop notifications so the alerts only go where you want them.

▪ Search Everything that’s posted, by integrations or humans is indexed by Slack for quick retrieval later.

As you start typing in the search box, Slack suggests things you might like to search for, like a specific person or messages from people in a channel.

You can use a number of special words as ‘operators’ to narrow down your search. For example, searching for “after: yesterday” will find all messages sent today.

▪ Slack commands you need to know



Basics and Shortcuts: https://get.slack.help/hc/en-us/articles/217626358-Cheat-sheet-for-basics-and-shortcuts

@channelA channel in Slack is like a “room” for discussions, usually arranged around a topic of discussion or the relevant team. To send a notification to everyone in the channel, type @channel and then your message.This can be annoying if you’re in a large channel, particularly if there are people across a lot of time zones. People tend to use @channel a lot, but it’s useful for getting everyone’s attention.@usernameTo send a notification to a specific person inside a channel, type @username. For example, to alert me, you’d type @owen.@hereLike @channel but only notifies people that are online and active, so less annoying./meIf you want to talk in third person, this is for you. For example, if you’re going to lunch, you’d type “/me is going to lunch” and it would show as “Owen is going to lunch.”DMDirect/private message between you and one other person.Private GroupLike a channel, but by invitation only. Useful as a ‘disposable’ room for events, quick team discussions or gossip./shrugAdds a ¯\_(ツ)_/¯ to your message./openOpens a new channel./leaveDrop out of a channel./collapseHides all images and GIFs in a channel.

6. Documentationo You want to make sure that you provide a list to all the resources that you used in the

application, for example▪ Where is the site hosted, what are the credentials to log in▪ Where is the source code, what are the credentials to log in▪ How does an administrator login to the website



▪ List of what modules you installed.▪ Anything you would want to know if you were to have to maintain the website.

7. Presentationso On Sunday afternoon you will be giving a 5 minute presentation to the group. o You need to email the presentation as a MS PowerPoint file at 2 PM to

[email protected] Presentation should including the following

▪ Thank you to team and charity▪ Brief explanation of what the charity asked for▪ Before picture of what they had▪ After pictures showing what you did. ▪ 3 slides -

● Before – what they had before● After – what they had after● Value – what value did the charity get



Misc. Resources1. AgileZen

o Email [email protected] the name of your charity and we will create you an account. You will then need to invite the rest of your team.

2. Balsamiqo Email [email protected] the name of your charity and we will

send you an activation code to create the account. You will then need to invite the rest of your team.

3. Elegant Themeso Email [email protected] the name of your charity and what

theme you would like to use and we will send you a copy.4. Rocket Theme for Joomla

o Pick what your charity needs from the website http://www.rockettheme.com

o Email you selection to [email protected] and he will get you the theme

5. Pluralsight - They offer a free 10 day trial, this is good if members of your team need to brush up on some new technologies https://www.pluralsight.com/training/Subscribe/Step1?isTrial=True&failedCaptcha=False

6. StudioPress/CopyBlogger – is offering a StudioPress membership which includes a "premium" theme (http://my.studiopress.com/themes), tutorials, and access to customer support (http://my.studiopress.com) for each charity that would like to take advantage of it.

o You need to email Chris ([email protected]) the name of your charity before Oct 18th and he will setup the account for you.

7. CiviCRM – OpenSource CRM Plugin for many CMS’s, More info ato https://civicrm.org/what/whatiscivicrm o

http://wiki.civicrm.org/confluence/display/CRMDOC/Installation+and+Upgrades

8. Sites With Free Stock Photoso http://www.dallasgivecamp.org/stock-photo-resources/ o DISCLAIMER: All content and images used at the event must be

approved for use by the charity as the charity will ultimately be liable if copy written work is used inappropriately



Appendix AMisc. Resources

1. AgileZen (based on availability)o Email [email protected] the name of your charity and we

will create you an account. You will then need to invite the rest of your team.

2. Balsamiq (based on availability)o We recommend using the 30-day trail. We will not have any activation

codes this year.3. Elegant Themes

o Email [email protected] the name of your charity and what theme you would like to use and we will send you a copy. Note: We recommend the Divi Theme.

4. Rocket Theme for Joomla (based on availability)o Pick what your charity needs from the website

http://www.rockettheme.com o Email you selection to [email protected] and he will get you the

theme5. Pluralsight

o They offer a free 10 day trial, this is good if members of your team need to brush up on some new technologies (go to the home page and click on “free trial” - https://www.pluralsight.com

6. StudioPress/CopyBlogger – is offering a StudioPress membership which includes a "premium" theme (http://my.studiopress.com/themes), tutorials, and access to customer support (http://my.studiopress.com) for each charity that would like to take advantage of it.

o You need to email Chris ([email protected]) the name of your charity before Oct 18th and he will setup the account for you.

7. CiviCRM – OpenSource CRM Plugin for many CMS’s, More info ato https://civicrm.org/what/whatiscivicrm o

http://wiki.civicrm.org/confluence/display/CRMDOC/Installation+and+Upgrades

8. Sites With Free Stock Photoso DISCLAIMER: All content and images used at the event must be

approved for use by the charity as the charity will ultimately be liable if copy written work is used inappropriately



ABSFreePic

Albumarium

Barn Images

Best of Stock Photo

Bookgraphy

Boss Fight!

CA-Stock

Camarama.de

CC0 Photo

Creative Vix

Crow the Stone

Cupcake

Death to Stock Photo

DesignersPics

Epicantus

Epicva

Fancy Crave

FindA.Photo

FotoDispalle

Free-Images.cc

Free Nature Stock

FreeImages

FreeRange

Full Of Free

GetRefe

Good Free Photos

Good Stock Photos

Gratisography

IM Creator

InstaStock

ImageFinder

ISO Republic

Jay Mantri

JDDesigns

Jeshoots

Kaboom Pics

MMT

MorgueFile

Negative Space

New Old Stock

Made In Moments

Magdeleine

MegaPixelStock

MMT STock

Pattern Pics

PhotoCollections

Photos By People

Photype

Picjumbo

Picography

Pixabay

Public Domain Archive

Large Photos

LibreShot

Life of Pix

The Light Painters Loft

LittleVisuals

Lock & Stock Photos

RawPixel

Snapwire Snaps

Splitshire

Startup Stock Photos

Stocka

Stockafe

Stockolia

StockPhotos

StockSnap.io

Stokpic

SuperFamous

Tookapic Stock

Travel Coffee Book

Unsplash

VisualHunt

WikiMedia

Yay Images



Appendix B: Long Form ApplicationONLINE WORK PLANWork through these questions with your charity to help you begin defining the scope of your project. SITE DESIGN1. Overall Tone: What’s your desired overall tone for the site? Authoritative? Fun?

Quirky? Edgy? Youthful? Whatever tone you choose should connect to the audiences you’ve identified in the previous section.

2. Look and Feel: Colors, design themes, graphics?3. Organization Specs (if applicable for brand continuity): Logos, specific

fonts, colors?4. Web Sites You Love: From a visual design perspective, list a few web sites

that work for you. Be specific about what you like – Colors? Shapes? Spaciousness? Images?

5. Overall Design: Web Sites You Hate Again, from a design perspective, what sites really do not work for you, and why.

TECHNICAL SPECIFICATIONS OF AUDIENCEWhen you’re building a web site, the technical capacity of your audience will largely influence your development tools and the final site structure. If you’re audience consists of advanced users with the latest technology, that’s one thing. However, if your audience consists primarily of folks who rarely use the Internet and certainly don’t have fast connections, that’s also important to know up front.1. Connection Speed: Broadband or dial-up? Specify type of mobile devices.2. Plug-Ins: Are your users tech savvy enough to have the Flash or Real Player

plug-ins (for multimedia)?3. Technical Expertise: How savvy is your audience? Are they familiar with

Internet conventions? How much hand holding will be needed?4. Disabilities: Important and usually not addressed. Blind? Color blind? Physical

disabilities? All are important considerations. If you’re building a site that may be used with voice activated software, for example, you will need to accommodate this.



MAINTENANCEConsider the maintenance requirements for your web site at the BEGINNING of the development process. This will save you much heartache in the long run. Identify your resources and build what you can afford to maintain. You may also consider investing in infrastructure that allows for easy maintenance by non-technical administrators.1. Who?: Who will be maintaining your site? Someone in house? A contractor? If

you know that someone who barely understands HTML will most likely be the designated maintenance person for your site, the site structure and design should allow for easy maintenance.

2. What?: Graphics? Plain text? Streaming media?3. How Much?: Are you uploading 100 pages of new content a day, or 2 pages a

week? You will need to develop the appropriate structures to accommodate your maintenance needs.

4. How Often?: Are you updating content once a week or 3 times a day?Database/BI Project Application:1. Please Provide an Example in a Spreadsheet (Excel, Google Sheets Etc.) of what

a report or report tables may look like.2. Data Input

a. Will you need to input the information directly into the database?b. Will your client input the information through a Website?c. Will you need to store documents in your database (Pictures, Files)

3. Database Schema Designa. Do you have lists of customers / donors / donations / inventory etc.?b. Do you have email address lists?c. Do you need to maintain a history of transactions?d. Can you provide a Workflow document?

i. What are the steps required for the information to be stored, what information is gathered at each step?

4. Database Security / Disqualificationa. Do you need to store Credit Card information?b. Do you need to store any PII type information? (Personal Identity

Information, Social Security / Driver License)c. Do you need to store medical information?

5. Existing Database Questionsa. What Database Technology does your charity use?

i. Examples: Sql Server / MySql / Oracleii. How will the volunteer access the Database?

1. Provide Steps.2. Are your reports exported from an on Screen Grid to Excel

or .CSV (Comma Separated Values?)6. Do you access your Database through a Web-site or web page?7. Application Platform Technology?

a. Joomlab. .Net Nuke



c. Etc.8. Application Hosting Provider?9. How do you get to your current Database / Screens / Reports / Exports?

a. (Example: Click on my Webpage -> Click Reports -> Choose Dates -> Click get Reports

10.What Tools / Applications do you use to get to your database? a. (Sql Developer, Excel, Access, Google)

11.How many tables are in your database? 12.What kinds of reports are you currently getting out of your database?13.Is your Database hosted Externally?/Internally? 14.Do you know what technology your Database is written in?



Appendix CCOMMON FAQ

I want to volunteer, but this will be my first time. What kind of support will there be?Throughout the whole experience you will have support from the event staff and your team. A coordinator will be assigned to your team to make introductions to teammates and the charity. We will provide information prior to the weekend: charity details, scope involved, how to set-up, PM and Developer handbooks. The weekend of, you will be supported by not only the event staff but by PM and Tech Jedi’s. Our Tech Jedi’s' are experienced technologists with GiveCamp experience that will be on hand to help project teams during the event. They will be the escalation point for technical questions or issues.

How much time will be involved?Prior to the weekend we do ask the volunteers attend the kickoff and related boot camps (approx. 2 hours commitment per event). We will have a charity introduction meeting and your team will have several meetings prior to the weekend event to plan for the project. Project managers do have about three weeks of planning with a few hours dedicated each of the weeks to coordinate and document tasks.

How large are the teams?This is dependent upon the size of scope and the complexity or the project. Teams have been anywhere from 4-9 people. The team generally consists of a project manager, BA, UX, tech lead, developers.

What if work is incomplete?Charities will have the opportunity to reapply for GiveCamp the following year to continue any remaining development or net new development they may have on their development roadmap.

How are volunteers picked for charities?During the PM/Dev bootcamp, project managers are able to submit which project are their top three. For developers and UX, we assess skill level, prior GiveCamp experience and technology knowledge as related to the scope of the project when assigning teams. Ultimately, we staff to support the charity project and not all volunteer preferences can be met.



What type of training will be available?Handbooks will be available for PMs and developers to guide them through the GiveCamp experience. As for in-person trainings, there will only be a PM/Dev bootcamp. Staff will be onsite to support any needs that come up that weekend.While we do not provide technical training on WordPress or other technologies, we should be selecting technologies that are well documented and where there are many available training resources, like Pluralsight.

How involved will we be with the charity?Each Charity will have an assigned GiveCamp staff member that will coordinate an initial meeting between the charity and team members. There will be some pre-work prior to the weekend to make sure teams are prepared to deliver. After the initial meeting, the project manager and tech lead will set up a couple sessions to determine the requirements, scope and walk through the agreed delivery with the charity. During the weekend itself, the director or a lead from the charity will be present the entire weekend for questions and confirmation as teams iteratively test their development.After the GiveCamp weekend there is no expectation that you will continue to support the charity. However, we have had many GiveCamp volunteers build great long term relationships and continue to volunteer with the charities after the event.

Three days seems short to complete a project. How do you determine what the work will be?During intake the projects go through two reviews for a feasibility assessment to determine the likelihood of finishing the project over the 3 day weekend. Tech lead volunteers discuss as a team what is achievable and that is brought back to the charities for clarification and agreement. Once project are assigned and the teams can get involved, the project managers will set up one or two requirements discussions with the charities where the teams can get a better understanding for what can be delivered

2017 Web viewSomeone you know may come to depend upon their services in the near future. ......

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