INTRODUCTION

Given the rapid acceleration of personal computer capacity and processing power, many people believe that if a computer is more than two years old it is virtually obsolete.  This is a common misconception.  The vast majority of us can undertake most, if not all, of our regular computer-based activities on a five year old PC.
In order to provide greater access to digital technology, our computer refurbishing program is motivated to efficiently seek, repair, load legal and appropriate software, clean and distribute donated computer equipment within our community.  By providing computers to families and individuals that would otherwise not have access to empowering digital technologies, computer refurbishing programs are a highly effective means of narrowing the digital divide.  By leveraging partnerships with professional technical training programs, schools and other organizations, computer refurbishing programs can be self-sustaining.
Benefiting the environment and improving educational resources, computer refurbishing programs go far beyond the distribution of computers.  Because our program relies on the time and expertise of a volunteer workforce, it provides an opportunity for community members to gain valuable new skills, while reinvesting in their community.
Learning to use this equipment then becomes an issue.  By offering several types of classes we could ease client stress and teach them to use the computer and the software provided with it.
The program does not stop there.  The volunteer personnel to run the program will also be trainees. (They can possibly come through an intern pool.) Education and on-the –job training not only is good experience, looks good on a resume, but it will also put a foot in the door towards a rewarding job.  Most employers want people who have training and experience.  Getting a job is the ultimate goal for someone who finds themselves in the unemployment line.

PARAMETERS OF THE REFURBISHING PROGRAM

Our Mission

The computer refurbishing program’s mission is simply to serve our community through technology.  Within this mission, our main goal is to provide refurbished computers and training to low income families.  This prospect to serve our community also provides some added opportunities to help others.  Working with the YWCA, Net Literacy, Ivy Tech, Marion Housing Authority (MHA), Marion Community Schools (MCS) and other community partners; we have the opportunity to provide the resources to gain on-the-job-training that will help those in the community learn skills to gain employment.  A Training Center to hold classes in basic computer skills for seniors and people with disabilities has been furnished by Marion Housing Authority (MHA) in Norman Manor.  Action employs a Coach Coordinator and two Peer Coaches part time to do the instructing.  Other training sites are planned for Martin Boots Apartments, Riverside Apartments, Hilltop Towers, and at Coulton Court in the community building, which is being renovated.

Our Size

We are partnering with the YWCA, MCS, Ivy Tech, MHA, Net Literacy, Bright House Networks, and a cooperative of several other agencies and organizations working together. 

Our Client Base

Although supplying computers to low income families is our main objective, some computers may be distributed to other non-profits or made available for a donation. (Donations will be used for the basic operating expenses of the program.) 150 computers have been given to MCS for students to refurbish.  120 have been given to programs, non-profits and other agencies.  So far, 40 refurbished computers have been given to low income families directly through Cultivating Grant County, and at present, there are 75 more applications awaiting refurbished computers.

Our Expertise

We have a technical expert who is capable of offering wide-ranging support.  Dick Miller holds a degree in Computer Technology and an A+ Certification.   He was vital in getting Cultivating Grant County started while he was the IT person for YWCA. Now, he performs various IT duties for MHA, and he continues to direct the program, making assessments about donated equipment, putting together the technical network, overseeing distribution and developing relationships with clients, partners and volunteers (such as recyclers and technical job training programs.)

Our Resources

MHA has generously donated space for the program. It has provided the network routers, assorted lengths of network cables, electric service, heat source, water, phone, and a high speed internet connection, and computers in good working order with high capacity hard drives. Ivy Tech, MCS and other agencies provide us with interns that do the refurbishing, computer repair and record keeping.

Our Product

Our refurbished computers are first and foremost an educational or business tool.  Our product specifications will contain ample hardware and software to be an effective tool in a student’s education.  This same set up will also serve the needs of the average computer user.  All computers that are refurbished will be checked out thoroughly before being placed.

Our Eligibility Pool

To qualify for a computer, the recipient must be able to show proof of “low income” using Indiana state poverty guidelines, and individuals and families must be residents of Grant County.  Seniors and disabled individuals are also eligible.  Applications are available at Norman Manor, Riverside, Hilltop Towers, Martin Boots, Marion Housing Authority, YWCA and the public library.

Guidelines for Accepting Donated Equipment

We have established some minimum requirements for donated computers, and carefully decide what we are willing to accept so as not to clutter our workspace with unusable equipment.   E-waste disposal fees can add up, so it is best to avoid having unwanted equipment.  We need to make sure that all parts we accept from donors are compatible with the architecture of our system. We will focus on testing all equipment and peripherals that go to clients to ensure they are in working order when they go out the door.  Here is a checklist for assessing donated equipment to help make decisions about what to solicit and accept:

CPU’s

We will be working with Windows 2000 and XP, so we need to limit our processor size and memory. The following is the minimum requirements we would like to maintain:

• Windows 2000  (Minimum Requirements)
• PIII or P4
• 900-1100Mhz (Nothing below 900 MHz is to be used)
• 128 Mb RAM
• Windows XP (Minimum Requirements)
• P4
• 1.2Gb or higher
• 256Mb RAM

• We would also like to maintain a minimal hard drive of 20GB.

• We will not attempt to recoup individual applications from donated machines. The hard drives we process will be wiped clean (using a Department of Defense approved program) and loaded with a new operating system and software applications. (MAR requirement)

Monitors

We will accept: 15-19 inch monitors in good working order, which are the best monitors for general use. Larger monitors are easier to see, but they also take up more room. It will be the recipient’s choice as to the size they want. If flat panel monitors become available, they will be accepted also. We will try to avoid monitors with cracked or yellow cases. Monitors are classified as e-waste because they contain toxic, non-recyclable substances such as lead. Just like television sets, it is illegal to throw computer monitors in the trash. Monitors have some recyclable parts, but as a general rule, we will try not to accept donations of anything we don’t think we can use because waste disposal charges can be detrimental to the program. We don’t want to accept monitors without systems to go with them. We will accumulate plenty of monitors from systems that have to be scrapped.

Keyboards

We will accept keyboard donations on the premise that if a keyboard looks clean and all the keys are in place, it is probably in good working order. There again, we will acquire a few from scrapped machines.

Mice

We want PS/2, USB or even wireless mice that are compatible with Windows. If a mouse looks clean, both buttons click and it rolls smoothly, it is probably in good working order.

Ethernet cards

Ethernet cards do not take up much storage space: we need to consider storing various brands for later use. If a computer is unusable, we will salvage its Ethernet card before scrapping the machine.

Power cords

We will only use three pronged cords. We will also package two power cords with every computer distributed.

Modems

Modems will not automatically be installed on machines. Upon request, we can install a modem at no charge (if available.) A new modem can be obtained for around $15.

Printers

We will not accept printers. Most people have a tendency to replace the printer rather than the ink. The cost of new cartridges in many cases cost nearly as much as a new printer. There are places that ink cartridges can be refilled at a substantial savings, but the cost to buy or replace an ink cartridge would be prohibitive to the program.

Creating an Inventory of Donated Equipment

We expect a turnaround time of two to three months from the moment a piece of equipment reaches our premises to the moment it is picked up by a client. The most efficient way to manage inventory is to put it through a testing process as soon as possible after it reaches the premises. We can reasonably expect 85% of donated equipment to be useable. A supply of parts will be obtained by using scrapped machines. We have to keep track of all paperwork dealing with donated equipment. Microsoft requires us to keep records of their software distributions and report them.

Software Licensing

Operating Systems

The Microsoft Windows operating system is ideal for community refurbished computer programs. It is the de facto global standard, and there are a great number and variety of free software applications available.
We have applied and become a Microsoft Authorized Refurbished (MAR.) Following approval, Microsoft donates its software for free, so the only cost to our program is the Tech Soup $6 per license handling fee.

Software Applications

We take advantage of the wide variety of reliable freeware available on the Internet, and avoid downloading applications that are in test mode or that have a timer.

The basic components of our package will include a firewall, spyware and antivirus applications. We install Open Office by default. Microsoft Office 2003 is also available through the MAR program for $6 per license handling fee. Other items include zip, PDF, tying and graphics programs.

Managing Disposal of Electronic Waste

Any refurbishing program generates a certain amount of electronic waste. Rather than letting piles of it clutter up the premises, we need to forge partnerships with recyclers and waste disposal entities that can help us deal with it in an efficient, cost-effective and environmentally sound way. Funds generated by donations can be used for waste disposal.

Identifying Resources for Donations

Our current source of computers, are thanks to Net Literacy, MCS and individual donations. We need to get other donations from within our network of contacts and build from there. We use free advertising to promote the program and look for donations.

Strategic Partners

From equipment donors and grant-givers to lab-hosting organizations and software providers, the success of Cultivating Grant County’s Refurbishing Program depends on the effective partnerships that we forge and sustain.
Our personal network and word-of-mouth recommendations are the most effective ways of reaching out to potential collaborators.
Forging links with the media, writing letters to specific organizations and software providers and putting up posters and flyers, as well as utilizing free media are other useful ways of finding partners.
Because we operate under a current 501c(3) non-profit our partners will be able to claim tax benefits by supporting the work of our organization.

Legal Issues

When a client collects a computer, attends a training session or volunteers with our project, we prepare a release form for them to sign, asking them to take responsibility for themselves and the computer equipment they take away with them. Minors must have their parents sign the release form on their behalf.