Even a small company needs quality IT solutions and management (how a business case is handled).

Keywords: Service Area; Server Solutions; Small Business; New Company Acquisition

About the Company – Customer

Our client is engaged in providing comprehensive economic activities, such as accounting management and processing.

Customer Requirements vs. Initial Situation Identified by IT Audit

The client needed to rely on IT, minimize its failures and outages, and most importantly, not have to deal with any IT-related worries.

Based on the conducted IT audit, we identified a number of deficiencies in the computer network, for example:

• Employees only had work files on their computers, without any backup.
• There was no central, backed-up storage.
• Similarly, emails were only accessible on local computers and were never backed up.
• There was no protection of the computer network against external attacks, no possibility of remote access from a home office, and no one took care of antivirus programs.

How the Business Case Unfolded

1. The customer approached us with a request for network management.
2. We conducted a free computer network analysis to be able to prepare an offer and solution according to the customer’s needs and utilized services.
3. Our project manager and architect prepared a solution proposal.
4. We then agreed on a meeting and presentation of the solution.
5. We presented the IT network architecture solution and also a proposal for computer network management.
6. The client chose the most suitable option from the solution options and accepted the offer for network management.
7. We reviewed and finalized the contractual details, which created a transparent framework for the implementation of IT solutions and future cooperation in network management.
8. Issuance and payment of advance invoices before the implementation of the IT solution.
9. We then proceeded with the installation of the agreed solution.

Implementation of IT Solution

1. Ordering the necessary hardware.
2. Agreeing on the implementation date of the IT solution.
3. Purchasing the remaining hardware and software needed to implement the IT solution.
4. Preparation in the company – server installation and carrying out all possible preparatory work based on project documentation.
5. Implementation: On Friday afternoon, we arrived at the client’s with everything already prepared, while the client calmly went to enjoy the weekend. In the meantime, we got to work:

• • We created a centralized data storage and implemented a file access permission structure.
  • We set up multi-level backup.
  • Migration of accounting software to the server.
  • The network was protected by a firewall with the possibility of secure remote access from home (VPN).
  • We migrated emails to Microsoft 365 to enable standardized team work, including on mobile devices.
  • Remote work from home on computers was made available to employees.
  • We created an internet server (FTP) for external clients to download accounting statements and other client data.
  • We installed network printing and scanning, with the option of scanning to central storage and to email.
  • And many other implementation activities.

An anecdote from one of our implementations:

We usually carry out solutions over the weekend. Sometimes they are more demanding, they stretch a bit and after a whole weekend of hard work, we finish on Monday at 7:50 am – we close our laptops, get ready to leave, just when the first employees arrive.

• Question: “Hey, good morning, did you just come to us too?”
• Answer: “No, we’re just leaving “

And what follows after the implementation…

1. On Monday morning, the implementation team is at the client’s to explain to the employees what all has changed, how the new processes are set up, how it will actually work – employees receive training and instruction on working with data.
2. The following week, minor details are fine-tuned, processes and settings are adjusted to be in accordance with the client’s requirements.
3. After implementation, we continue to manage the computer network continuously, so that the client has ensured IT operation for the future.

What the Customer Says – Satisfaction/Feedback

“I am happy to join the group of satisfied contractual partners for your services. I evaluate the cooperation for the fact that the short period was exceptionally responsible, reliable and professional. The approach of each team member towards the customer is responsible with the effort to solve any problem that we customers turn to your team with. I would welcome more such contractual partners in my professional practice. The demands placed on the services provided today are high and from the mutual cooperation so far, it is clear to us that you are interested in fulfilling these requirements. Our company approaches the fulfillment of its obligations in a similar way, which makes us even more pleased when we meet this approach from the other side. I wish the entire team only satisfied customers and satisfactory work results.”

Project in Numbers:

• Worked man-hours: 52 hours, of which 14 over the weekend.
• Number of technicians involved: 2 technicians
• Preparation time including ordering goods: 21 days
• Installation time at the client’s: 1 weekend day
• Adjustment time: 3 days
• Amount of backed-up data: 525 GB
• Amount of migrated emails: 19 GB for 5 users