This next case study involves a company of larger size (initially 30 people). The issues could be summarised as follows:
- The main server running out of capacity.
- The mail system running out of storage capacity, and unable to support remote use without some form of virual private network access.
- A branch office that needed to have access to central data.
- A CRM system that had run out of licences.
- Potential growth that could see the size of the company double in 2 years,and branch offices expand to 5 or 6.
Initial scoping of a server replacement, combined with a CRM upgrade saw a project well within the $80,000 range. There had to be another way. And with cloud based solutions there was. The path taken was as follows:
- The printers were removed off the server. Rather than purchase extra licences for each user to use this resource, network based printers were used.
- The data storage was moved off the server to a Network Attached Storage (NAS) device initially. This was far cheaper than trying to add extra space to the server.
- The accounting system moved to Xero (www.xero.co.nz). One small monthly payment, as many users as you want, including accountant access. Internet access only needed.
- Hosted exchange was bought onboard and all users transfered to it. This took a lot of workload off the server, and allowed expansion based on a per user per month fee. It also allowed each user to store 25 Gbytes of emails rather than the 1 Gbyte when held on the server. Hosted exchange also allowed access to email via any web browser as well as on smartphones.
- Dropbox was used to store changeable and critical data.
- A custom built Cloud based CRM system replaced the server based CRM system.
The net result:
- User numbers went to 60, and email is now a per user per month expense.
- The old server continues to hold legacy information, but will be switched off soon.
- Users are able to access email and data from anywhere.
- IT support costs halved
- $80,000 saved.
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