Tag Archives: Accounting Software

Moving your IT to the Cloud? Here are some things to consider.

Moving your IT to the Cloud? It seems like everyone is doing it. According to a 2011 survey by IPED at least 50% of small businesses will adopt cloud computing within their business by the end of 2012. With all of the hype about cloud computing, here are some things to consider before you make the move.

Let’s start off with what is Cloud Computing? The easiest way to explain the “Cloud” is think of it as using computer assets (software, servers, etc.) that are located somewhere off-site from your company’s location. Cloud computing is typically purchased on a subscription basis (i.e. a monthly service fee) avoiding some of the up front costs. Also, the Cloud may be a shared resource (i.e. Public Cloud) or dedicated resource (i.e. Private Cloud).

The first thing your need to decide is: what do you want to gain by moving to the Cloud? Are you trying to avoiding making capital expenditures? Do you want to pay-as-you go for your IT infrastructure as an operating expense instead of a capital expense? Are you concerned about being able to recover from a backup in the event a disaster, such as, a fire, earthquake or hurricane that could destroys all your computers and data on site? If any of this appeals to you, then Cloud Computing might either augment or replace critical IT assets within your company today. However, these benefits do not come without risk.

If you decide to replace your line of business application (e.g. Accounting Software) with a Cloud alternative commonly known as Software as a Service (SaaS) you won’t have to pay for the software and operating systems licenses upfront. You won’t pay for the hardware or installation either. Keep in mind, while you are paying for this as an operating expense you typically won’t own the IT asset either. This means you will continue to pay for a subscription to use the service. Additionally, be sure you can configure the application to meet your business needs. Many SaaS applications are configurable but not customizable. Also, SaaS applications may be more challenging to integrate with your other line of business applications (e.g. customer management system). Also, make sure you can easily migrate your data to the new SaaS application.

If you worry that your backup may not allow you to recover in an emergency, you may consider looking at a Cloud based Business Continuity and Disaster Recovery solution. The Cloud allows you to take advantage of the same IT infrastructure as a large enterprise has, at a cost that is affordable to your business. You need to consider the risks of privacy when you share computing resources with other businesses. A “Public Cloud” solution may be affordable, however, your industry regulations may not allow that. You may require a “Private Cloud” solution, which has added security and added costs.

Whichever solution you choose, make sure you understand the Service Level Agreement (SLA) from your Cloud provider. You need to understand what happens if you have downtime or suffer a data loss. Be clear about who is responsible and what options you have.

Cloud Computing, done right, can provide savings and business benefits for the small business owner. If you are uncertain about how to take advantage of the Cloud, contact your trusted IT Service Provider for advice.

Happy Leap Day!

Every four years we all get something we all need in our busy lives, more time.  How we use that extra day may determine whether we become more productive or efficient.  Maybe that gift of an extra day will make us more relaxed.  This year February 29th falls on a workday, so here are a few ideas to consider.

Decide to upgrade your network.  PCs, servers routers and other IT assets typically have a useful life of three to five years.  As technology advances at a rapid pace, your hardware and software assets become obsolete.  Your systems may become slow, sluggish and unreliable.  Obsolete hardware and software can contribute to loss of employee productivity or worse.  You may be a victim of malicious software attacks or malware because your old network is out of O/S patch compliance.  Like changing the battery in your smoke detector, consider upgrading that network at least every four years.

Evaluate your line of business applications.  Has your business grown or changed? Does that accounting system continue to meet your needs?  Many businesses will outgrow their line of business applications within 5 years.  Use Leap Day to consider if your account software meets your current set of business rules.  If your policies and procedures have changed since the time you first implemented your account software, perhaps the system is holding you back.  Now is a good time to make sure your technology is in line with your business strategy.

Update your technology roadmap. Now that you have an extra 24 hours, consider your future business and growth strategies.  Think through how those strategies may need to be supported by your information technology infrastructure.  Is your business moving online to an eCommerce business model?  Are you planning to expand locations and need a wide area network (WAN)?  Are industry regulations creating requirements for you to store more documents and data?  Will your current data storage keep up with those demands?

It only happens once every four years, so make the most of February 29th.  Happy Leap Day!