Powered by the Aidmatrix Network®Jody DickhautPresident – Iowa Disaster Human Resource CouncilChairman - Volunteer & Donations Management SubcommitteeIowa State Director – Adventist Community Services Disaster Response

National Donations Management Network

Agenda

• Background on the National Donations Management Network

• State Application– Focus on In-Kind donations– Multi-Agency Warehouse– IA VDMT Liaisons

• Q & A

Automated Data ManagementNational Donations Management System (NDMN)

At a State’s request, FEMA assists to support the success of the State and the VDMT in a better execution of the State’s volunteer and donations management plan.

The NRF States, “At the request of the State or tribal government, a national donations and volunteer management Web-based application that enables the general public to register their offers of donated goods and services, thus providing the State/tribal Volunteer/Donations Management Team a real-time view of offers and the ability to match offers to needs. “

Automated Data ManagementNational Donations Management System (NDMN)

In 2007, FEMA gave a grant to the AIDMATRIX Foundation to develop a web-based donations management tool. This tool, the National Donations Management Network (NDMN), is provided free to the states and their non-profit partners.

The administration of the State “portal” is the responsibility of the State Volunteers and Donations Management Team (VDMT) composed of State Emergency Management personnel and State VOAD members.

U.S. States Actively Using the National Donations Management Network As of Feb 2011

FEMA Territories I-X

= Signed MOU

= MOU in Process

More than 87% of the U.S. Population Is Covered

State Portal

Products Services/

Volunteer TimeFinancial Support

Donors make Offers / Agencies make Requests

The program serves as the formal USA National Donations Management Network link among the private, public and voluntary sectors

Recipient Organizations Can Request Specific Needs

Transportation

Disaster Donations: National Donations Management Network

Public: Donors Aidmatrix Network: DMT Matching

NGO Member Organizations

Iowa

Portal

Step 1: Offer Product Step 2:Assign to Agency Step3:Accept/Decline/Receive

Push Model Workflow: In-Kind Product Donations Offered to Non-profit Community

Admin Log In Non-Profit Log In

Makes An Offer

Reviews the Offer. Takes

Action. Matches to needs.

Decides: Do We want it? Calls the Donor To Arrange Ship.

Public: Donors Aidmatrix Network: DMT Matching

NGO Member Organizations

Iowa

Portal

Opt-inOpt-in

Step 1: Enter NeedStep 2: Publish/Subscribe NeedsStep 3:Donate Direct to Need

Pull Model Workflow: Nonprofits Share Needs with State: Products and Transportation

Admin Log In Non-Profit Log In

Makes an Offer Directly to the Need – Auto

Matching

Donations Team Reviews

Needs and Takes Action

VOAD MemberGathers and

Identifies needs for products and transportation

Auto Allocated Offer to VOAD

Aidmatrix Network 101 –Recipient

Enter a Product Need

Let donors know exactly what your organization needs, by entering a Product Need.

  

 

Hint: Donors are more likely to give if they know how the goods will be used. Make sure and enter as much

information about your need as possible.

Aidmatrix Network 101 –Donor

Look for a Product Need / Make a Donation Offer

Let recipient know exactly what your organization can offer,

by entering a Product Donation.

  

 

Aidmatrix Network 101 –Recipient

Enter a Transportation Need

Aidmatrix has partnerships with transportation providers across

the country. Request transportation by clicking on the truck icon on the donation’s line

item.   

  

Hint: The more complete your transportation request is, the more likely that a transportation provider will respond. Give as

much detail as possible.

Donating “What’s” Needed, “When” It’s Needed!Donating “What’s” Needed, “When” It’s Needed!

What do you thinks was among the 1st Donations to arrive in Joplin with in the

first 36 Hours?

Winter Coats(no joke)

Warehouse Management Multi- Agency

• Tool designed maintain inventory– Disaster relief

• Simple

– Track inbound and outbound• Reports• Donors• Recipients

– Share real time inventory levels partners

What Is a Multi-Agency Warehouse?

1) A facility that accepts truckloads of donated goods 2) Managed by a Non-Profit Organization under agreements with federal, state and/or local governments3)Not intended to directly serve survivors4)Distributes to all vetted organizations5) Volunteers

1) Receive and sort donations2) Enter donation information into a

computerized database3) Prepare goods for shipment to

distribution sites

CollectionCenter

CollectionCenter Collection

Center

Mobile Distribution

DistributionCenter

DistributionCenter

DistributionCenter

DistributionCenter

Individuals

IndividualsIndividuals

Corporations

Companies

Survivors

Survivors

Survivors

Survivors

Survivors

Multi-Agency Warehouse

A Consistent Problem IdentifiedA Consistent Problem Identified

Disaster Time LineDisaster Time Line

Event

DonationsStart to Arrive

StateMAW

Opened

Second Disaster Happens (Spontaneous Donations)

Which Would You Prefer?Which Would You Prefer?

Here’s Why “Cash is Best”Here’s Why “Cash is Best”

• Deployed from 1000 up to 1800 Volunteers Daily. •Worked 10 Hour Days

•Let’s Do The Math:•1000 Vol. x 10 Hrs/Day x 10 Days =

• 100,000 Man Hours

100,000 Man Hours x $15.00 = 1,500,000.00

Large % of these used clothes were shipped out of Joplin

100,000 Man Hours x $15.00 = 1,500,000.00100,000 Man Hours x $15.00 = 1,500,000.00

$ 1,500,000.00 Donation – Some Questions?$ 1,500,000.00 Donation – Some Questions?

• How Volunteer Man Hours Does It Require to Process?

• How Much Warehouse Space Does It Require to Sort/Store?

• How Much Buying Power Does 1.5 M Have In The Hands of a VOAD Partner?

Possibly up to 7 X’s or $10,500,000.00

Leverage

A Solution that is being worked on:Iowa VDMT Liaison for Vol/Don Management

COMMUNITY COLLECTION CENTER

Guidelines & Procedures

COMMUNITY COLLECTION CENTER

Guidelines & Procedures

A Solution that is being worked on:Iowa VDMT Liaison for Vol/Don Management

MagnitudeMagnitude

Capacity to CoordinationCapacity to Coordination

CommunicationCommunication

CooperationCooperation

CollaborationCollaboration

LowLow

HighHigh

HighHigh

A Consistent Problem IdentifiedA Consistent Problem Identified

Disaster Time LineDisaster Time Line

Event

DonationsStart to Arrive

StateMAW

Opened

Second Disaster Happens (Spontaneous Donations)

Teach/TrainACS Sorting

Process

Warehouse Management Multi- Agency

• Tool designed maintain inventory– Disaster relief

• Simple

– Track inbound and outbound• Reports• Donors• Recipients

– Share real time inventory levels partners

Semi Trailer of “Black Plastic Bags”Semi Trailer of “Black Plastic Bags”

Streamlined Sorting Process – Joplin Mo MAWStreamlined Sorting Process – Joplin Mo MAW

Educate the Public How to Have A Successful Educate the Public How to Have A Successful Collection Drive – Clearly marked, boxed by “like Collection Drive – Clearly marked, boxed by “like

kinds” – Palletized & Shrink-wrapped for shipping to kinds” – Palletized & Shrink-wrapped for shipping to Disaster Site : Hurricane IKEDisaster Site : Hurricane IKE

Semi of Palletized Items

Arrival at Multi-Agency Warehouse

Semi Trailer of “Black Plastic Semi Trailer of “Black Plastic Bags”Bags”

Arrival at Multi-Agency Warehouse

Thank You !• Jody Dickhaut pstrjody@msn.com 515-943-8698

President – Iowa Disaster Human Resource Council

Chairman – Volunteer & Donations Management Subcommittee

IA State Director – Adventist Community Services Disaster Response

• Blake DeRouchey blake.derouchey@Iowa.gov 515-323-4232Volunteer & Donations Coordinator – Iowa HSEMD

Questions and Answers