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CIO 101 for Entrepreneurs (2016)

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Presentation from training from Capitol Post (Sept 15, 2016) about IT strategies and systems for growing organizations

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CIO 101 for Entrepreneurs (2016)

  1. 1. 1 IT Infrastructure Strategy for a Small Businesses: CIO 101 for Entrepreneurs Sept 8, 2016
  2. 2. Today’s Agenda Module 2: IT Business Systems Discuss best practices regarding strategic planning for your technology infrastructure Homework: Use the provided Technology Strategy Template to create your Technology Strategy Module 1: Technology Strategy Questions to ask before selecting a System About Mike Introduction Review IT Business Systems, by category and maturity level What we won’t cover today? (Due to time constraints) Answer specific questions about your company (Remember, you can schedule one-on-one meetings with me) Detailed discussions about specific products, vendors, or organizations
  3. 3. Graduated from Johns Hopkins with a Masters in Information Systems JHU CTO Adventures • Promoted to CTO • PMP certification • PMI-ACP Agile certification • Finalist for the 2012 NVTC GovCon CTO Innovator Award • Obtained CMMI ML3 for Halfaker (Business Process Architecture) • Agile Scrum transformation of Internal IT, Quality Mngmt., and Solutioning teams • Created Contracts Compliance function UVA Graduated from UVA with Bachelors in Computer Engineering; Joined Lockheed Martin (Security Engineering) 2003 2008 2008 2010 to 2016 About Mike Halfaker Joined Halfaker and Associates at Director of Operations (Ops, IT, BD) Disclaimer: Opinions expressed are solely my own and do not necessarily reflect the views or opinions of Capitol Post or Halfaker and Associates.
  4. 4. Veterans, thank you for your Service!
  5. 5. Module 1: Technology Strategy and Governance “A satisfied customer is the best business strategy of all.” - Michael LeBoeuf
  6. 6. Components of Technology Strategy and Governance Goals and Governance Plans Templates and Forms Processes, Policies, and Guidelines Enterprise Architecture Databases and Trackers
  7. 7. Strategy Section 1: Strategic Goals • Identify your 1-3 business goals and 1-3 technology objectives – Think about goals that define what you your company to be in the future (vision), what your company is and what it isn’t (mission), or define your culture (values) – Ensure that your technology objectives directly support your business goals Goals and Governance
  8. 8. Strategy Section 2: Enterprise Architecture • Draw or list the technology business systems you have today Example EA List • Email (Google Apps) • Website (GoDaddy) • Dropbox • 3 Dell laptops • 2 Android smartphones Enterprise Architecture
  9. 9. Aligns with Biz Model? Aligns with your Systems? Does this system align with how you do business or want to do business? Does this system integrate with your other systems? Lock In? Will you be stuck with this vendor after this decision? Can you export your information? Investment Return? Is this system worth your time and money? How about the time it will take your employees or customers to adapt to it? Consider True Cost of Ownership (TCO), not just initial price Get Traction? Will your employees and/or customers actually use this system? No Big Risks? Secure? Support? Is your company’s information secure? Will you be in the newspaper for getting hacked, based on this decision? Who will support you if this breaks? Will this System ALIGN with my Company? The systems and processes and you choose today will impact your company for years to come – so choose wisely!
  10. 10. Strategy Section 3: Plans • Write in the upcoming calendar quarter boxes what your technology priorities will be for each one • Here’s an example: 4Q2015 1Q2016 2Q2016 3Q2016 • Move email to Google Apps • Select and buy a CRM system • Create and publish IT process for new hires • Redesign company website, using a professional designer Plans
  11. 11. Strategy Section 4: Processes • 1-800-GOT-JUNK scaled from 1 franchise in 2000 to 270 in 2007 • “In 1996, I read Michael Gerber's The E-Myth, and it taught me that people don't fail; systems do,” - [Founder Brian] Scudamore” • Scudamore wrote down 1- page processes (or checklists) for every important process • See http://www.inc.com/magazine/201403/leigh- buchanan/1-800-got-junk-business-model.html Processes, Policies, and Guidelines
  12. 12. Strategy Section 5: Templates, Forms, and Checklists • You may need to create templates and forms to formalize how things happen internally, or with customers • Examples are: – New Hire Checklist – Project Kickoff Template – New Customer Checklist – Deliverable Checklist – Purchase Request Form • ACTION: List any templates, forms, or checklists you know you need to create ASAP Templates and Forms
  13. 13. Strategy Section 6: Databases and Trackers • As your company grows, you can’t keep everything in your head or email – “Your head is for having ideas, not for holding them” – David Allen • You’ll want to track critical information somehow using spreadsheets, Google Sheets, databases, SharePoint lists, or something similar • Things you may want to track: – Projects (Who is assigned to which project?) – IT Equipment (Who has which laptop, and when does their warranty run out?) – IT Access (Who has what level of access to what Business Systems?) – Software Licenses (How many copies of Microsoft Office do we own? Who has Adobe Acrobat Professional?) Databases and Trackers
  14. 14. Module 1 Exercise Create your Technology Strategy, drafting your goals, objectives, EA, and priorities (Sections 1 – 4)
  15. 15. Module 2: Business Systems Tour “The salesman knows nothing of what he is selling save that he is charging a great deal too much for it.” - Oscar Wilde ML1 ML2 ML3
  16. 16. Business System Map Organization Maturity Business System Type ML1 ML2 ML3 Reporting  Business Dashboard HR and Recruiting  HRIS  ATS Finance and Accounting  Back Office Ops  Accounting  Invoicing Business Development, Sales, and Marketing  Company Website  Accept Online Payments  Appointment Mngmt.  Social Media  CRM and Pipeline  Sales Intelligence Communication, Content, and Collaboration  Email  Content and Doc. Mngmt.  Project / Task Management  Collaboration Platform Security  Anti-Virus (AV)  Firewall/Router  Computer Encryption  Employee Security Training Technology Infrastructure  Internet  Computers  Phones  Conferencing  Printers  External IT Support  Mobile Device Mngmt.  Backups  Network Monitoring  Identity Management ComplexityandStrategicValue
  17. 17. Maturity Level 1 “Technology is anything that wasn’t around when you were born.” - Alan Kay (Computer Scientist) ML1
  18. 18. Infrastructure: Internet Solutions Vendor(s) Est. Cost Notes Business Internet Service (Recommended)  Verizon Business Internet (e.g. Fiber, DSL)  Comcast  CenturyLink  MegaPath  $400/mo. For 3Mbps  $1,200/mo. For 10 Mbps  $2,300/mo. for 100 Mbps  Ideal if available  May take months to get internet in your office, depending on building management  Shared Network (e.g. Comcast Cable) is much cheaper than dedicated, but the quality is not consistent Internet Service Broker  Cogent Communications (http://www.cogentco.co m)  Can be helpful in identifying options, at no explicit cost to you  Don’t always offer unbiased advice 4G Cellular Hotspot  Clear by Sprint  Verizon Hotspot  $50/mo. with data cap (e.g. 1GB  Mobile and office-based options are available  Convenient, but can become very expensive based on usage- based pricing  Internet connectivity is an essential service, which becomes increasingly important as your grow as a company  Consider identifying a vendor that can increase speed as you grow  Consider how much you’ll rely on cloud services for other business systems – more cloud means more internet bandwidth needs ML1
  19. 19. Infrastructure: Computers Solutions Vendor(s) Est. Cost Notes Issue employees Windows-based laptops (Recommended)  Lenovo (e.g. T400 series) (Recommended)  Dell (e.g. E5470) (Recommended)  HP  $400 for used  $900 for new  Lenovo laptops are tough, but a little more expensive (made in China is concerning to some)  Dell offers solid value Issue employees Mac laptops (Recommended)  Apple MacBook laptops (Recommended)  $1,500 new  Fewer options regarding Device Management  More expensive per machine  May offer more convenience, more durable machines, and more security Leverage BYOD and subsidize employee laptops • N/A • None or Empl. Subsidy  May work well if employees are tech-savvy, but can make IT support difficult based on different computer types Use Virtual Desktop Infrastructure (VDI) and issue employees thin clients  Amazon WorkSpaces  MSP-based offerings, like iCore  AWS WS is $35/mo.  Varies widely  Can be powerful, but requires very fast bandwidth and advanced administrators  While tablets are hot, computers continue to be the foundation of employee technology  Wirecutter.com has great, current, detailed reviews of technology equipment, including laptops ML1
  20. 20. Infrastructure: Phones Solutions Vendor(s) Est. Cost Notes Bring Your Own Device (BYOD)  Several, such as Dialpad or Grasshopper  Dialpad: $15/user/m mo.  Offers convenience and reduced management at potential cost of security – see MDM  You can subsidize monthly personal phone costs with a stipend  For leaders, you may want to issue a phone so you can own the telephone number (in case of employee transition) Company-issued Smartphones  Provider: Verizon, AT&T, Sprint, T- Mobile  Phone Type: iPhone vs. Android  $50 per month per line  Verizon is expensive, with excellent coverage  Issuing cell phones requires oversight regarding minutes, data, and repair support  Android’s device and OS fragmentation is a weaknesses for enterprise environments VoIP Landline Phones  Vonage  RingCentral  MegaPath  $30 per month per line  Commodity service – top-tier brands offer similar price and features  Telephones are still essential to business, and the trade-off between BYOD and company-supplied is a significant decision regarding management complexity, employee convenience, and security ML1
  21. 21. Security: Anti-Virus (AV) Solutions Vendor(s) Est. Cost Notes Security Essentials  Microsoft  Free  Great, free solution for Windows-based computers Intune Endpoint Protection  Microsoft  $6 per user per month  Included some Mobile Device Management (MDM) capabilities, which is discussed more in ML2 Avast Cloud-based Antivirus  Avast  Free  Other good option (See http://www.tomsitpro.com/articles/avast- for-business-free-smbs,1-2473.html for details) WebRoot or ESET  Varies  Varies  While Apple computers are less vulnerable to malware than Windows, you may still want to invest in it for users, especially ones that are not tech-savvy and may use their laptops outside of work (vulnerable to phishing and other malware) Malware Protection  Malwareb ytes  $30 per user per year  Useful to protect advanced attacks (think ML2)  See http://lifehacker.com/10-malware- removal-apps-tested-malwarebytes-comes- out-1614046598 for details  Secure computers is essential to protecting your employees, information, and infrastructure ML1
  22. 22. Communication, Content, and Collaboration: Email Solutions Vendor(s) Est. Cost Notes  Microsoft  $5-20 per user per month  Strong offering that includes several collaboration tools, including Exchange, SharePoint, Skype (formerly Lync), OneDrive, and Office Online  Recommended over other Exchange hosting providers  Google  $5-10 per user per month  Strong offering that includes several collaboration tools, including Gmail, Hangouts, Calendar, Drive, Docs, Sheets, Forms, Slides Consumer Email (e.g. Gmail, POP3, IMAP) (Not recomm.)  Google (gmail)  Hotmail  Yahoo mail  Comcast  Free or Cheap  Not recommended, due to lack of professional functionality and ability to completely map to company domain name  Business email choices are primarily driven by two offerings for small businesses – Office 365 for Microsoft-centric organizations and Google Apps for Google-centric organizations  Choice should be driven by customer experience and employee population ML1
  23. 23. Infrastructure: Tele/Web Conferencing Solutions Vendor(s) Est. Cost Notes Conferencing as part of your Collaboration / Email Package  Microsoft (Skype for Business)  Google (Hangouts)  N/A (Included in Pkg.) Web Conferencing  GoToMeeting  WebEx  Speek Pro  UberConference  $40 per month per account (GoTo / WebEx)  Often capped at 25 or 40 concurrent users Teleconferencing  Unlimited Conferencing  6.5 cents per minute per caller  Can include 800 number access, more professional greetings, and more features (e.g. Find out who is on the call; Record call) Free Teleconferencing  FreeConference.com  Free Free Web Conferencing  Join.me  Free  Up to 10 participants, Up to 5 video feeds  Being able to set up teleconferences (multiple callers on one call) and web conferencing (to screenshare and collaborate) is critical to many organizations ML1
  24. 24. Infrastructure: Printers Solutions Vendor(s) Est. Cost Notes Enterprise Tabletop Printer  HP (Recomm.)  Ricoh  Canon  Est. $1,200 (B&W)  Est. $1,500 (Color)  Enables network printing  Recommended for up to 10,000 pages per month  For B&W laser printer, approximately 1.5 cents per page  For Color laser, approximately 13 cents per page Managing Print Services  CentricBiz.com  Varies by package  You pay per-page-printed, instead of buying toner; and they provide printer maintenance and toner Consumer Inkjet Printers  Epson  HP  Canon  Approx. $100  Good choice if you print less than 250 pages per month  Check TheWireCutter.com for a current recommendation, based on your needs Enterprise Standalone Printer  HP  Ricoh  Canon  Est. $4,000  Enables network printing  Recommended for 10,000+ pages per month  Can track/manage printing by user/project  Buying cheap printers can end up being very expensive over the life of the printer, considering toner, repairs, and printer longevity  It is often true that expensive printers have cheap toner and cheap printers have expensive toner/ink  Double-sided printing can save you money in paper  For simple hardware recommendations, check out www.thewirecutter.com ML1
  25. 25. BD/Sales/Marketing: Company Website Solutions Vendor(s) Est. Cost Notes Content as a Service  Squarespace (Recommended)  $8-36 per month  Convenient, fast, enables do-it- yourself approach  Can upgrade to sell items (e- commerce) through your site Managed CMS  Wordpress.com  Drupal Gardens  $8-80 per month  Enables more customization than offerings like Squarespace, while still leaving security patching and maintenance issues to the service provider “Blank Slate” Hosting  GoDaddy  Bluehost (Recommended)  Rochen  $5-25 per month  Enables custom, high-end, professional design  You can solicit web design support from design outsourcing firms such as 99designs to obtain professional, custom websites  The design and hosting of your organization’s website is a critical decision to how your organization will be seen by people outside the organization ML1
  26. 26. BD/Sales/Marketing: Accept Online Payments Solutions Est. Cost Notes Square  2.75%  Industry leader in modern mobile payment system PayPal  Starts at 2.7% Industry-specific Payment Systems  Varies  Several manufacturers offer industry-specific payment systems for verticals such as restaurants  The best approach to accepting online payments varies wide, based on what you’re selling  For selling products in-person, here are some options: ML1
  27. 27. Accept Online Payments (Continued) Solutions Est. Cost Notes Squarespace  $26 per month + credit card fees  Convenient, fast, enables do-it-yourself approach  Can upgrade to sell items (e-commerce) through your site Paypal  2.9% + 30 cents per transaction  Flexible, industry-leading platform Shopify  $29 per month + credit card fees  Industry-leading brand that provides an annual entrepreneurship competition Gumroad  5% + 25 cents per transaction  Popular for selling information products, such as e-books Amazon.com  Varies  Huge audience in exchange for higher fees  For selling products online, here are some industry leaders:  For selling services, including recurring subscription fees: ML1 Solutions Est. Cost Notes Chargify  $129/mo for up to 500 recurring customers  Proven platform, strong analytics capabilities Recurly  $100/mo + fees Stripe  2.9% + 30 cents per transaction  Built for developers to integrate into other websites (not self-standing platform)
  28. 28. • Another option, instead building your own back office (e.g. HR, Finance, Recruiting, Contracts) operational capabilities is to out-source it to one or more vendors or leverage a partner’s back office capability ML1 Option Vendor(s) / Options Outsource some or all of your Back Office functions to a commercial service  GetBackOps.com (Startup-focused Back Office support), uses tools like QuickBooks, Bill.com, Box, PayChex, and Expensify to automate back-office  TriNet (HR outsourcing)  iQBackOffice.com  BOOST (boostllc.net, focused on GovCon)  PEO (See upcoming HRIS slide) Share Back Office capabilities with a partner  Leverage the SBA Mentor-Protégé Program (MPP), where mentor can support back-office functions without GovCon affiliation (see https://www.sba.gov/content/mentor-protege-program) Multiple: Back Office Operations and Administration
  29. 29. Finance and Accounting: Accounting Solutions Vendor(s) Est. Cost Notes Small Business Software as a Service (SaaS)  QuickBooks Online (Recommended)  FreshBooks (Recommended)  $8-30 per month  SaaS model offers updated, web- based software  QuickBooks is along-time leader in this category  FreshBooks focused on convenient, intuitive user interface Small Business Computer Software  QuickBooks  Microsoft Office Accounting Express  $200  QuickBooks is classic choice within small business accounting Outsourced Accounting Service  Your Part-Time Controller  Boost, LLC  Large initial and recurring costs  Outsources accounting function Enterprise, Industry- agnostic  Microsoft Dynamics GP Enterprise, Industry- specific  Deltek GCS Premier  Powerful functionality for Government Contractors, especially once they start managing Cost Plus contracts  Accounting systems are not glamorous, but they are essential to effective business management  Selecting the right system, and configuring the system with key decisions like General Ledger structure are important decisions that may haunt you for years to come if done poorly ML1
  30. 30. Finance and Accounting: Invoicing Solutions Vendor(s) Est. Cost Notes Freshbooks  FreshBooks  $8-30 per month  FreshBooks focused on convenient, intuitive user interface  Over five million people use FreshBooks Wave Invoicing  Wave  Free  Tracks recurring payments  Can track when invoices are viewed  The price of free is its most appealing feature Harvest  Harvest  Free to $99 per mo.  Can create and track retainers  Integrates with Trello, PayPal, Stripe, Zendesk and Salesforce  Creating, sending, and tracking invoices can become unwieldy quickly  For more details, check out http://www.entrepreneur.com/article/246197 ML1
  31. 31. HR and Recruiting: HRIS Solutions Vendor(s) Est. Cost Notes HRIS/Paycheck Service Firm (Established)  ADP (Industry Leader)  Paychex  Ceridian  Varies greatly depending on options and size  Firm helps you manage payroll and other HR tasks, but does not assume HR responsibility like a PEO does Professional Employer Organization (PEO)  AlphaStaff (large, established PEO)  TriNet  Justworks (Startup- focused PEO)  Justworks is $75 per month per employee  Firm that you can outsource employee management tasks (e.g. benefits, payroll, workers’ comp, recruiting)  Provides compliance reporting support (e.g. EEO Reports)  700 PEOs in the US, covering about 3 million workers  Liability is on PEO HRIS/Paycheck Service Firm (Startup)  BambooHR  Wave Payroll  Zenefits (Avoid)  Wave is $4 per employee per month + $15/mo.  Zenefits has an aggressive approach to payroll integration (think Uber) that creates significant integration risks (see https://news.ycombinator.com/i tem?id=9679312)  Your Human Resources Information System (HRIS), including managing employee information, benefits information, and payroll is essential to effectively growing your organization ML1
  32. 32. Maturity Level 2 “All of the biggest technological inventions created by man – the airplane, the automobile, the computer – says little about his intelligence, but speaks volumes about his laziness.” - Mark Kennedy (Author) ML2
  33. 33. ML2 Infrastructure: MSPs Solutions Vendor(s) Est. Cost Notes Full-service MSP (Recommended)  mindSHIFT  iCore Networks  Network Depot  See next slide  If you are growing quickly and/or don’t want to invest in IT support staff, this can be a cost- effective option for under 75 employees Technology Resellers  CDW  Most services are free  May provide free solution support, based on company size, though biased toward in- house solutions None (No Outsourced IT Support) (Recommended)  N/A  See next slide  If you have technical personnel in house, this can be an effective way to reduce cost and maintain control  Managed Service Providers (MSPs) enable you to outsource your Technology operations, at a cost  The advantage is convenience, the disadvantage is control and cost – you may be migrated to a suite of solutions that don’t align with your goals  For more information, please see http://tinyurl.com/czbjbdq (“What are MSPs?”)
  34. 34. ML2 External Support Decision Analysis Course of Action Est. Annual Cost Notes 1: Hire full-time Junior Technology Associate to keep things running, add a new system here or there $75K  Assume salary of $50K for college graduate with IT degree  Assume 1.5 no-fee, indirect wrap rate 2: Hire a full-time engineer with 5 years of experience and turn him into your head of internal IT $120K  Assume salary of $80K for 5 years of experience  Assume 1.5 no-fee, indirect wrap rate 3: Contract with a MSP to get IT support $59K  Assume $500/month management fee  Assume $75/month desktop support per- person fee for 20 employees  Assume you pay $100 per hour for a IT Help Desk Assoc. on-site, one day per week  Assume $2,000/year in strategic consulting/support (new projects / analysis)  Assume you pay for consulting support to setup 10 laptops per year at $300 each  Assume 10% G&A load on expenses  Comparing costs for technology talent and support is challenging  This list doesn’t include expenses for buying equipment (e.g. laptops for employees) or recurring technology expenses (e.g. email service)  You can have an employee do part-time support, or combine some MSP support with some internal support
  35. 35. ML2 Infrastructure: Mobile Device Management (MDM) Solutions Vendor(s) Est. Cost Notes AirWatch  VMWare  $4-11 per device per year  AirWatch supports Windows, Android, iOS, Mac OS X, and BlackBerry  Gartner-rated Leader Good Technology  Good  Unknown  Gartner-rated Leader Maas360  IBM  $0 – 15 per user per month  Gartner-rated Leader Intune  Microsoft  $6 per user per month  Integrates well with Office 365  Gartner-rated Leader  Smartphones and laptops can be managed using Mobile Device Management (MDM) software to enforce security policies and protect sensitive company data  MDM can separate work and personal data on smartphones  Gartner now refers to MDM as Enterprise Mobility Management (EMM)  For discussions on startups and other options, see https://www.quora.com/Mobile-Device-Management
  36. 36. ML2 Mobile Device Management (MDM) Magic Quadrant  Here’s the 2016 Gartner Magic Quadrant for Enterprise Mobility Management, which is what Gartner is currently calling MDM (Google Image Search “2016 EMM Magic Quadrant”)
  37. 37. ML2 Infrastructure: Backups Solutions Vendor(s) Est. Cost Notes Cloud Backup Service  Backblaze (Recommended for laptops and desktops)  $50 per computer per year  See Backblaze’s comparison of services https://www.backblaze.c om/best-online-backup- service.html  Carbonite  $60 per computer per year  Mozy  Depends on data usage  Crashplan  Depends on data Employer- managed Cloud Backup Software  CloudBerry, using AWS (Recommended for servers)  Varies based on storage usage  Microsoft Backup Utility (connected to a local Network-Attached Storage (e.g. Synology) or server)  Free (Synology hardware varies)  Backing up your information is critical – hard drives fail, laptops and computers are stolen, and people make mistakes  Investing in backup solutions is like investing in insurance: You hope you don’t need it often, but you will need it
  38. 38. ML2 Security: Firewall/Router Solutions Vendor(s) Est. Cost Notes Cisco Meraki Firewall Router  Cisco  $600+  MX65 supports 50 devices ($600)  MX84 supports 200 devices ($2,000) Juniper Firewall and Router  Juniper SSG series is recommended (http://www.juniper.n et/us/en/products- services/security/ssg- series/)  $1,000+  It’s important to invest in a network router and not just a cheap router/wireless access point when growing an organization beyond a few employees Cisco Firewall and Router  Cisco  Varies widely WatchGuard Firewall and Router  WatchGuard (Not recommended)  $500+  As your organization grows, it’s important to protect your network for your network infrastructure (office locations)  Your network should have a firewall protecting it, in addition to using computer-based firewalls (e.g. Microsoft Windows Firewall)  It’s imperative that a firewall is in between your internet connection and your network router or wireless access point
  39. 39. ML2 Security: Computer Encryption Solutions Vendor(s) Est. Cost Notes Operating System Encryption  Microsoft Windows BitLocker (Available in some versions of Windows 7, 8, and 10)  Apple Mac FileVault – available as of OS X 10.3 (Rel. Oct 2003)  $99 to upgrade to MS Professio nal  Free on Mac  Can encrypt removable hard drives and thumb drives Symantec Endpoint Protection  $25/user/ year Open Source  VeraCrypt  Free  A critical measure of security is to ensure that data stored on physical devices is encrypted (often referred to as “Whole Disk Encryption”  Think about encryption for all your devices, including:  Laptops  Smartphones  Tablets  External (USB) hard drives  USB “thumb drives”  Your computer password is easy to get around, and is not a solid defense
  40. 40. ML2 Comm., Content, and Collab.: Document Management Solutions Vendor(s) Est. Cost Notes Microsoft-centric Document Management  SharePoint Online (Part of Office 365) (Recommended)  Part of O365 Google-centric Document Management  Google Docs (Part of Google Apps) (Recommended)  Part of GA File Server or Network Attached Storage (NAS) device  Microsoft Windows Small Business Server  Synology NAS  Varies based on data  Requires local management/administration  Requires VPN configuration if you want to access it outside your local network Cloud Service  Box.com (Enterprise- focused)  Dropbox (Consumer and small business- focused)  Bitrix  Varies based on data and users  Various levels of configuration management and functionality  Dropbox announced integration with Microsoft Office  Sharing and publishing documents is a key capability as your grow  Convenience and configuration management (version control) are key characteristics to consider  Structure and governance is very important – maintaining sites, folders, and permissions get much harder as you grow
  41. 41. ML2 Communication, Content, and Collaboration: Project / Task Management Solutions Vendor(s) Est. Cost Notes Basecamp  Basecamp (formerly 37signals)  $20 per mo. (Up to 10 projects)  Great for simple project / task management  Also check out Asana Trello  Trello  Free (Advanced available @ $3.75 / user / mo.)  Spun out of Fog Creek Software  Great, card-based, Agile-inspired task management system JIRA Agile  Atlassian  $10 per month for 10 users  Based on Agile software management concepts  Able to scale to larger projects effectively  Similar to VersionOne, Rally, and Pivotal Tracker Slack  Slack  $0 – 12 per user per month  Collaboration platform for team collaboration Traditional Project Management Systems  Microsoft Project Online  Varies (can be rented through O365)  See also MS Team Foundation Server  Managing tasks across projects and departments, outside of email and meetings, is a critical part of an organization growing in size and complexity
  42. 42. ML2 BD/Sales/Marketing: Social Media Solutions Vendor(s) Est. Cost Notes Hootsuite  Hootsuite  Free  Enables posting content to multiple platforms, shows search filters, etc.  Can schedule posts for future times Buffer  Buffer  Free  Can schedule posts for future times  Investing in social medias that are relevant to your customers  Consistent usernames across social media platforms is a best practice  Books like Groundswell and Platform provides a solid strategic framework to consider social media marketing  Consider a hub-and-spoke model where you publish content to your company’s website and market it through email blasts and social media posts
  43. 43. ML2 BD/Sales/Marketing: CRM and Pipeline Solutions Vendor(s) Est. Cost Notes Pipedrive  Pipedrive  $12 per user per month  Pipedrive includes pipeline modeling Insightly  Insightly  Free for 2 users  Strong option with free 2 user level Highrise  Basecamp  $24 / mo. for up to 6 users  Highrise is lean and simple Excel-based Pipeline Tracker  N/A  None  Can be tailored to project pipeline at no recurring cost, but can quickly become unwieldy Enterprise CRM with Pipeline Tracking  Salesforce  Microsoft Dynamics CRM  SugarCRM  $25 - $250 /usr. / mo. Salesforce  Salesforce and Dynamics lead the enterprise CRM space  Salesforce is free for non-profits  SugarCRM is open source  Customer Relationship Management (CRM) tracks your business contacts, including sales leads and partners, including contact information and contact history  Enterprise CRM systems also track sales opportunities and sales pipeline  Great discussion on Quora at https://www.quora.com/What-is-the- best-CRM-software-for-startups
  44. 44. ML2 BD/Sales/Marketing: Sales Intelligence Solutions Vendor(s) Est. Cost GovWinIQ (Government Contracting Industry)  Deltek  Expensive Bloomberg Government (GovCon)  Bloomberg  Expensive Other GovCon Solutions  EZGovOpps  Govini  AlphaBrook.com  GovTribe.com (startup)  Varies Sales Intelligence Communities  Example: G2Xchange.com (Federal Government Contracting Health IT community)  $250 per user per year Buying Email Lists and Leads  DiscoverOrg.com – provides IT organization charts and contact data  Radius.com – reach small business leaders  Varies Free Sales Intelligence  Search alerts from free websites (e.g. FedBizOpps.gov, Federal Agency Acquisition Forecasts)  Collect website visitors’ email addresses, in exchange for downloading a whitepaper or other document  None  Sales Intelligence tools and subscriptions can be powerful ways to buy leads, especially for industries that traditionally required a large sales force  Talk to people in your industry and check out relevant discussions online -- sales intelligence tools vary widely by industry
  45. 45. Maturity Level 3 “Any sufficiently advanced technology is equivalent to magic.” - Arthur C. Clarke ML3
  46. 46. ML3 Infrastructure: Network Monitoring Solutions Vendor(s) Est. Cost Notes Firewall-based IDS/IDP (Recommended)  Cisco Meraki is easy to use; but isn’t the cheapest and requires annual subscription  Cisco Sourcefire is industry leading (not cheap)  Cisco Meraki MX84 is 200 device firewall/router/IDS for $2,000  Varies widely  Firewall/Router-based Intrusion Detection and Intrusion Prevention Systems are great ways to leverage existing hardware IDS/IDP Monitoring Appliance  Soltra Edge  Barracuda  FireEye  Vectra Networks  Varies widely Open Source IDS/IDP Monitoring  Snort  Security Onion  “Free”  Requires hardware, configuration expertise, and administration Web Proxy  Zscaler (Cloud Service)  McAfee Web Gateway (Device)  Blue Coat ProxySG (Device)  $5-15/user/month for Zscaler  Approx. $6K for McAfee WG  Analyzes and protects web traffic, in real-time Security Information and Event Management (SIEM) Tool  HP ArcSight  Splunk  McAfee NitroSIEM  Expensive  Aggregate and analyze security information from servers, firewalls, routers, etc.  Actively monitoring your network for cyber security anomalies is a key investment in protecting your company’s information, including customer and partner information
  47. 47. ML3 Infrastructure: Identity Mngmt. Solutions Vendor(s) Est. Cost Notes Active Directory- centric  Microsoft Active Directory (Recommended)  “Free” with Windows Server  Can be federated (sync-ed) with Office 365 Google Apps-centric  Google Apps (Recommended)  Ping Identity  Centrify  “Free” with Google Apps  Google Apps is becoming an identity standard Distributed Single Sign On  Okta (Recommended)  OneLogin  ClearLogin  $2-8 per user per month (Okta)  Several companies offer distributed, consolidated single sign-on (SSO) solutions Enterprise Password Management  LastPass  Distributed SSO solutions (see above)  $12-24 per user per year  Instead of centralizing identity itself, you can deploy an enterprise password management system  You can also consider local computer-based KeePass  As your organization obtains more and more business systems, it will be important to manage identity through a central Identity and Access Management (IdAM) system or enterprise password management system
  48. 48. ML3 Security: Employee Security Training Solutions Vendor(s) Est. Cost Notes Computer Security Employee Training  N/A  Free  Train all your employees in Computer Security Fundamentals, at least once a year – you can Google for best practices (e.g. Don’t download things or click on links from places you don’t recognize, Update software when computer prompts you) Phishing Training and Testing  Many, such as PhishMe  Expensive (Think order of $10K+/year)  Services like PhishMe provide phishing training and also send phishing emails to your employees to test their ability to recognize them Phishing IQ Test  SonicWALL  Free  See http://www.sonicwall.com/furl/phishing/ to test your own ability to recognize phishing emails  In addition to providing your employees with secure hardware and maintaining the software, it’s important that you train your employees in computer security  A big trend in business cyber vulnerabilities is Phishing, which is when a malicious email that looks legitimate tricks an employee to click on a link or open an attachment, which then launches malicious code on their computer  Spear Phishing – Phishing targeted at individual, specific people
  49. 49. ML3 HR and Recruiting: Applicant Tracking System (ATS) Solutions Vendor(s) Est. Cost Notes JobVite.com  JobVite  $500 per month (<100 employees)  Solid choice for small businesses Lever.co  Lever  Depends (e.g. $800 per month)  Well worth considering Jazz (formerly Resumator)  Jazz  $150 - $700 per month  Slick interface, but lacks important reporting capabilities Silkroad ATS  Silkroad  Approx. $5,000/year  Comprehensive ATS, aimed at mid-size businesses SmartRecruiter.com  Smart Recruiter  Starts at $3500 per year ADP Recruiting  ADP  Packaged with ADP  Not recommended, based on poor user interface Oracle Taleo  Oracle  Expensive  Not recommended, based on price  An ATS is a valuable investment when you have more than one recruiter to coordinate, or when you are willing to invest in automating more of your sourcing and recruiting workflow
  50. 50. ML3 Reporting: Business Dashboard Solutions Vendor(s) Est. Cost Notes QlikView  Qlik  Varies widely  Data Discovery platform Tableau  Tableau  Data Discovery platform Spotfire  Tibco  Data Discovery platform Impromptu  IBM Cognos  Traditional reporting tools to automate report generationCrystal Reports  Crystal Reports  Creating a consolidated, enterprise dashboard of your enterprise business data is a valuable, though costly, proposition that can enable better business decisions  This is not a recommended priority for small companies with other priorities to focus on  This initiative must be pursued with a clear strategic framework, to avoid wasted effort
  51. 51. Reporting: Business Dashboard Magic Quadrant Here’s the 2016 Gartner Magic Quadrant for Business Intelligence and Analytics Platforms ML3
  52. 52. Module 2 Homework • Finish refining your Technology Strategy (using the provided template, or another approach)
  53. 53. Wrap-up “You're still here? It's over. Go home. Go.” - Ferris Bueller
  54. 54. Top IT 101 Tips 1. Decide a strategy and make a plan, before you buy technology – every decision affects your future IT infrastructure, and you can save many headaches by thinking through a plan before buying new technology 2. Look for answers and explanations on CIO, technology, social websites, like Quora, YouTube, Lifehacker, Spiceworks, and CIO.com 3. Don’t always pick the cheapest option – consider if this solution will be able to grow with your company 4. Read books and blogs to learn best practices (but don’t let that get in the way of running your business) 5. If it makes sense, consider paying for outsourced IT support (Managed Service Provider) so you can focus on your company 6. Connect with people who have IT experience at bigger organizations (e.g. Meetups, Professional Organizations, former colleagues)
  55. 55. Resources to Analyze Business Systems Yourself • Gartner Magic Quadrants (Google “[Business System Type] Magic Quadrant” – you can also try adding “filetype:pdf” to the end of the search string (top-right is “best”) • Check websites like Quora, Lifehacker, and CIO.com for advice • Asking colleagues and peers about their experience
  56. 56. Assessing your EA and Infrastructure • If you want at a later time, you can rate your company’s infrastructure and business systems by assigning red, yellow, or green to each of these aspects of your organization • Approach inspired by a mindSHIFT (Managed Service Provider) analysis process Availability Redundancy in servers, network, and power infrastructure Scalability Consistency (Limited Shadow IT) Identity Management Ability to grow Business Continuity Business Processes Backups Disaster Recovery Internet Redundancy Information Security Network Computer Server Mobile Devices Policies, Procedures, Plans Cloud Services (SaaS) Identity and Access processes and tracking Secure Vendors Scalable Costs Enterprise Architecture
  57. 57. Process is Key to Manageable Growth IT Business Systems IT Business Systems Chaos GrowthStrategy and Process Strategy and Process With With- out
  58. 58. Questions? • If you have any questions, please feel free to contact me: – mike@mikehking.com – Twitter @mikehking – Blog: www.mikehking.com (Slides will be posted here) • Thanks to Capitol Post for hosting!

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