Download to read offline
Developing a Solid Technology Infrastructure
This document discusses developing a solid technology infrastructure for an organization. It covers selecting hardware like computers, printers, phones and ensuring proper networking. It emphasizes buying durable, mid-priced computers on a regular replacement cycle. It also discusses selecting appropriate software for productivity, email, collaboration and keeping applications up to date. Finally, it addresses the importance of human support for the infrastructure whether through hiring staff, consultants or outsourcing. Maintaining a simple, cost-effective infrastructure that meets the organization's needs is recommended.
More Related Content
![Virtual Incubator3 [Compatibility Mode]](https://cdn.slidesharecdn.com/ss_thumbnails/virtualincubator3compatibilitymode-090513185141-phpapp02-thumbnail.jpg?width=640&height=640&fit=bounds)
Similar to Developing a Solid Technology Infrastructure
More from Legal Services National Technology Assistance Project (LSNTAP)
Developing a Solid Technology Infrastructure
- 1. Developing a SolidTechnology Infrastructure You should hear voices. If you can’t hear anything, check that your computer volume is turned up and un-muted, and the “Use Mic” radio button is selected. Or you can use a phone to listen to the same audio by calling XXXXXXXXXXXX.
- 2. Logistics: Audio ViaPhone Speakers not working? Prefer the phone? Dial in: 773-945-1010 257-723-187 (If you can’t see this panel, click the “Show Control Panel” Choose “Use Telephone” button)
- 3. Logistics: Ask Questions Askquestions! Otherwise I’m speaking to a black hole! Click to open the chat window Raise your hand and I’ll unmute you Not hearing anything? Call 773-945-1010, access 257-723-187
- 4. Having Trouble? You shouldhear voices. If you can’t hear anything, check that your computer volume is turned up and un-muted, and the “Use Mic” radio button is selected. Or you can use a phone to listen to the same audio by calling XXXXXXXXXXXX.
- 5. Developing a SolidTechnology Infrastructure
- 6. Introductions Laura Quinn Ken Montenegro Idealware Asian Pacific American Legal Center
- 7. What We’ll CoverToday – Hardware Infrastructure – Data Backup – Software Infrastructure – Support: The Human Side!
- 8.
- 9. Computers, Phones andNetworking, Oh My!
- 10.
- 11. Staff Shouldn’t BeSharing Computers Buying fewer computers might save a tiny bit of money, but it will waste a huge amount of time.
- 12. You Should BuyStaff New Computers New computers aren’t so expensive. And have warranties. Old computers = old problems. And lots of setup time. Refurbished could make sense for client facing computers
- 13. Laptop or DesktopComputers? Laptop: vs. • Mobility • Modularity Desktop: • Value • Durability • Security The Bottom Line: Desktop unless mobility is paramount
- 14. Don’t Buy MoreThan You Need Aim for mid-priced computers Prioritize memory over hard drive space Resist upgraded sound and video Computers aren’t a long term investment
- 15. Mac or PC? Mac • Beloved by designers Mac vs. • Some cheaper software for design and video editing PC • Much cheaper • Easier to find support • Easier to network and run in a business environment The Bottom Line: PCs unless you are doing design-heavy work
- 16. How Long Doesa Computer Last? 2 to 3 years 2 to 4 years
- 17. What Kind ofReplacement Cycle? In bulk Ad-hoc • Simplifies planning and • Smaller outlays of budgeting. cash • Foster consistent • Allows for purchasing infrastructure. flexibility. Can make sense for larger Often convenient for smaller org orgs
- 18.
- 19. How Many PrintersShould You Have? Rule of thumb: But yes, it depends: 1 Per 20 • How fast are the printers • How much do you print? People • How spread out is your office? • Is there a need to keep a privacy firewall between staff members?
- 20. Your Printers ShouldBe Networked They should be connected to the network rather than a computer. That way, they can be controlled by a server and shared by many. And one network printer costs less than many individual printers.
- 21. Inkjet or LaserPrinters? Inkjet • Cheaper to buy printer • More expensive to operate vs. • Slower than lasers • Lower printer quality Laser • More expensive to buy • Cheaper to operate • Faster than ink jets • Better print quality The Bottom Line: Choose a laser printer over ink jet.
- 22. Other Printer Considerations •Q: Color or Black & White? A: B&W unless you frequently Black & run out to make color White copies • Q: Wired or Wireless? A: Wired. Wireless is unlikely to be worth the extra expense Look into duplexing and make sure you factor in toner prices
- 23. Do You NeedOther Devices? Scanner Fax Machine Copy Machine A single scanner (if Can you use online How frequently do any) is likely to be replacements, like you need copies you enough eFax? can’t make on the printer?
- 24.
- 25. You Need Phones Reliable phones are absolutely mission critical
- 26. VoIP vs PlainOld Telephone Service Plain Old Telephone Service (POTS) uses tradition telephone company lines for phone service. VoIP uses Internet technology for phone calls. Cable companies often provide VoIP phone service.
- 27. PBXs Private Branch Exchange: •Let you have more phones than phone lines • One organizational phone number • Centralized voicemail • Easy transfers within office If it ain’t broke, don’t fix it.
- 28. New Phone System:Don’t Go It Alone Hire a consultant to help with: • Selection and planning • Installation • Configuration and maintenance
- 29. Mobile Phones Only give out mobile phones if the need is clear. If you do… • Develop a usage policy. Communicate it clearly • Consider smartphones • Get insurance
- 30. Overall Hardware ReplacementCycles 2 to 3 years 4 to 5 years Less frequent More frequent 2 to 4 years Until you tire of it
- 31.
- 32. Networking Can SeemScary How Do I should need a we server? connect to the What about backups? Internet? What What about should we sharing do about files? security?
- 33. How Should WeConnect To The Internet? Internet Access • DSL (Digital Subscriber Line) • Cable modem • Higher-end (T1, fiber, frame relay…)
- 34. Do You Needa Server? • Servers can centralize file storage and printing. • Servers can control user access to files and printers. • Larger organizations need more sophisticated servers. Consider a server if you have two or more staff.
- 35. Do You Needa Firewall? Firewalls: • Hide machines on your network from the Internet • Keep malicious information from reaching your network. You need a firewall
- 36. Do You Needa Router? • Robustly connects multiple computers and printers • Let your network “talk” to the Internet. The router and the firewall are often the same device. You likely need a router. But you don’t need to spend a ton -- just look for something well reviewed
- 37. Do You Needa Switch? Each network device plugs in to a port on the switch. On smaller networks, the router, wireless router, firewall and switch may be the same device. You don’t need a switch unless you find yourself running out of ports.
- 38. How Can IGive People Remote Access? Cloud-Based Applications and File Storage GoToMyPC Remote Desktop Virtual Private Network (VPN)
- 39.
- 40. Thinking About Backup •What should I back up? • Which backup software should I use? • Where should I store backups? • How do I know my backups work?
- 41. Backup Methods A CD in your sock drawer is not a backup method Can back up to: Flash drives Cloud-based storage Hard drives Tape
- 42. Cloud File StorageCan Be A Great Option File storage, remote access and file backup in one solution. But get vendor assurances on security and access/ownership Caveat: You need a reliable Internet connection
- 43.
- 44. Productivity Software Your staffneed software Microsoft Office for word-processing and spreadsheets to do their work Open Office or Libre Office Check out TechSoup for huge discounts on Microsoft products
- 45. Email and Calendaring MicrosoftOutlook (and Exchange) Google Apps Google Apps can be a very interesting and viable option
- 46. Collaboration Do you needsoftware to help you manage projects or collaborate? Project management tools? Google Apps Collaborative documents or wikis?
- 47. What About “Cloud”Software? Rent access to a system rather than buying software. You access it via a web browser, and the vendor maintains it. It’s likely as secure as anything you have onsite.
- 48. Pay Attention toVersions If all are using the same software version, they’re much easier to support
- 49. Keep Up WithUpdates Make sure all staff are up-to-date with security updates Larger orgs should consider tools to “push” updates out to everyone
- 50. Make Sure YourSoftware is Legal Understand your software’s licensing Track software installation and license count. Licensing violations can be expensive
- 51.
- 52. You’ll Need Humansto Support All This! Someone needs to: • Help your staff with questions or problems • Troubleshoot technical issues • Make sure software updates are installed • Make strategic decisions about new investments • Purchase new hardware when needed
- 53. Reduce the SupportNeeded If you don’t have IT staff, plan your tech to reduce support • Keep infrastructure simple. • Use hosted (cloud) solutions where feasible
- 54. Should You DoIt Yourself? Outsource your help Outsource strategy desk but keep but have someone Hire staff to Outsource strategy in house in-house to help staff handle all IT the entire IT functions function Hire consultants A director is for specific, point responsible for projects decisions but all work is outsourced
- 55. When Should YouHire? Think about IT staff when: • Staff requires regular, on-site support • Complex IT or software infrastructure • Organization is growing • Vendor management is a key issue
- 56. When Should YouHire A Consultant? Consultants (or long-term volunteers) can be very useful to • Setup and implement new systems • Provide scheduled support and maintenance • Provide remote help- desk support • Help with short term projects Contractors can complement regular IT staff
- 57. When Should YouOutsource It All? You can hire firms that will take on the entire IT function. When does this make sense? • You have little tech experience in-house • Technology is not a strategic advantage • You need lots of specialists
- 58.