business procedures

Many small businesses use a variety of applications from QuickBooks to Salesforce to handle the needs of company operations. Though larger businesses can use the same mishmash of applications, most have moved to a single Enterprise Resource Planning (ERP) application that meets the same needs but in a single application. With such an excellent resource available, most companies are now focused on moving their ERP apps to the Cloud.

Keeping Up with the Times

As technology has grown and we have become more mobile as a society, the ERP software is moving to the Cloud for improved access and speed. Hosting the ERP in the Cloud makes the app more user-friendly for a dispersed work environment. In other words, by hosting its ERP application on the Cloud, a company can share the benefits of the application with a distributed workforce. Individuals and departments in different locations such as remote employees, branch offices, and salespeople in the field can access the ERP quickly and effortlessly.

While ERP applications are big software that can be cumbersome and are often cost-prohibitive for small businesses, larger businesses have realized the many benefits a single application has to offer. For starters, an ERP can fully integrate all aspects of sales, production, human resources, accounting, and more under one application. Rather than deal with eight to 10 applications to handle business like most small companies, large companies can work with a single ERP application.

Additionally, ERPs build workflows that eliminate jobs as the various modules can “talk” to one another to complete multiple phases of a project that once took many people. For example, the manufacturing module of an ERP can communicate with the accounting module to signal that a product has been finished so the client can be automatically invoiced. With processes locked into place, it requires fewer people to handle operations meaning companies can save money on manpower.

Benefits of Moving ERPs to the Cloud

Savvy small businesses transitioned their apps to the Cloud long ago in the form of Software as a Service (SaaS). This allowed small businesses to work more nimbly while adapting faster to changing technology and our modern mobile society. The ERPs of the past often slowed larger companies down when it came time for such technology and working world adaptations due to their sheer size, much like turning the Titanic versus a tugboat.

The good news is that as larger ERPs have improved over the years, there’s been a push to move them to the Cloud. No longer do companies have to bog down their networks and limit employee access by hosting their ERPs locally. Today, moving business ERP apps to the Cloud offers many benefits including:

Faster Access to Business Systems
Ease of Management of the ERP
Simple Access for a Remote and Distributed Workforce
Allows for Unhindered, Seamless Growth

Transitioning to the Cloud

At ORAM, our advisors caution companies to avoid biting off more than they can chew when transitioning their ERP application to the Cloud. We highly suggest moving one department at a time after serious transitional planning. The order of operations and departments that are moved to the Cloud will depend on the unique needs of each company.

The biggest mistake businesses make as they transition their ERP apps to the Cloud is the lack of accounting for on-premises and legacy systems. Most companies have older systems in place they still utilize that need to be able to connect with the ERP once it is moved to the Cloud. For example, if a company has a large envelope printer from 1984 it still uses, that legacy system needs to be able to communicate with ERP to continue business operations without interruption.

The way to best approach moving ERP applications to the Cloud is with much discussion, forethought, and planning. You’ll need to look at your overall business workflow and operations. Employees on the front lines in each department can offer insights into processes, procedures, regular deadlines, and operations that may impact your transition plan.

In addition, consultants like those at ORAM can offer assistance with proper planning. Should your business require assistance in transitioning its ERP application to the Cloud without negatively impacting your business, the experts at ORAM Corporate Advisors can help through our consulting services. Call us today at (617) 933-5060 or visit us online.

Information technology, or IT as it is known in most modern business settings, can be a challenge for small to medium business owners. Whether your business may have its own IT expert in-house or be too small to employ its own, your organization uses IT every day. Government regulations change regularly and growth means IT needs to adapt, too. Additionally, the world of technology is always experiencing new development.

That’s where technology assessments come in. Every business should undertake an annual technology assessment to ensure its IT needs are being met. Here’s a look at what technology assessments are, the purpose behind them, and what types of things they evaluate.

Technology Assessments
Every organization uses technology. Whether your business is using the internet for ecommerce, your non-profit is building a new business website, or your company is sending and receiving emails, you and your employees utilize IT. As your business grows, the complexity of your IT does as well. This can be a challenge for small to medium businesses, however, as they often don’t have the budget to hire a full-time employee to handle such matters. Even if you do have IT staff on hand, they may be so busy that a third-party such as ORAM may be the key to getting your annual IT assessment done quickly and efficiently.

This is where an independent technology assessment comes in. Such assessments evaluate multiple aspects of your existing IT to determine if what you have is effective enough to cover your growing organizational needs and, if not, what changes need to be implemented. Just as you should see your doctor every year for a full physical, your company also requires an annual IT checkup.

The Purpose of IT Assessments
The costs of IT are rising every year, the complexity of IT planning is becoming increasingly difficult, and regulatory compliance is beginning to overwhelm organizational leaders. An annual technology assessment can tell you what your company currently has in terms of IT to overcome these obstacles versus what it really needs to achieve your technology and business goals.

An IT assessment should cover several aspects of your business technology including:

• Strategically evaluating whether your IT infrastructure is ready to grow with your business.
• Identifying areas of opportunity to improve your business processes and reduce your IT costs.
• Pinpointing any “red flag” areas that require deeper analysis and adjustments.
• Prioritizing your IT investments to reflect your business strategy.

What They Do
Information technology assessments examine your existing IT infrastructure and business goals such as growth. Through this audit of your business’s current systems and processes, it can be determined if they are effective at meeting your organizational goals.

For example, if you operate a law firm that wishes to grow by 10 percent each year for the next five years, your IT must be able to adapt to the changing needs of your law firm. In addition, you are bound by several governmental regulations such as the protection of your client’s personally identifiable information (PII). This means you must have achieved a certain level of security to meet those requirements with your IT.

An annual assessment can determine if the IT your business has in place is capable of handling these requirements and, if not, what adjustments need to occur. A strong technology assessment will answer the following questions:

• How is the health of technology in my organization?
• Is my business using technology to its fullest extent?
• Can my existing technology accommodate growth?
• Is my company exposed to risk that can be avoided with proper planning?

What They Cover
Just like a physical, an IT assessment comes with a checklist of things that are covered to ensure the best IT health and the lowest risk to your organization. Areas that should be covered in your IT assessment include the following:

• Physical assets: Servers, desktops, laptops, telephones, networks (internal and external), Peripherals (scanners, printers, copiers, etc.), and data management and tracking (such as storage and disposal)
• Applications: Desktop programs, email management, accounting and other business-critical applications, document management, security programs, and your organizational web site
• Policies, Procedures, and Processes: Business continuity plans, disaster recovery, change management, security management, on-boarding and off-boarding of employees, ongoing IT training, and help desk
• Partner & Vendor Management: Collaborations, sales, purchasing, software licensing, voice and data circuit providers, third-party service providers
• Industry or Business Specific Details: Government-issued regulations, industry requirements, and unique company needs

This list of items is reviewed by conducting interviews with key people in your business and through checks of your business infrastructure. During the interviews, you or your IT staff will be asked to answer specific questions about the technology in place that supports your organization. You will also be questioned about your business and its goals.

When ORAM conducts a full technology assessment, we have a list of 300 questions that thoroughly examine everything from your existing IT policies and procedures to your key IT assets and their settings. We also look at the infrastructure of your organization to determine what you have, how well it works, and what you need. All of this is wrapped up into a results report specific to your company.

Results-Oriented IT
All of the data gathered during the assessment is put into a final report that will allow business leadership to make informed decisions about the IT of your company. In addition to the current status of your IT health, recommendations will also be made to keep your business operating smoothly, protected against threats, and compliant with industry and/or government regulations. Business leadership should review the results to determine what steps to take in order to keep moving forward with safe, effective, and efficient IT that meets business goals within their budget.

The final report is also a terrific means for documenting your IT and planning business continuity in the event of a disaster such as a breach. While this is a wonderful report that can do much to support your business health and goals, it does need to be updated annually to address the changes in technology and your company.

Why Every Business Needs IT Assessments
Since every organization uses IT, every business needs an annual technology assessment. The final report is not only a document that keeps businesses on the cutting-edge of technology and security, but also provides assurance that government regulations are being achieved. Finally, it gives leaders a look at the IT health of their company and acts as a roadmap to guide them through the necessary changes to their existing technology that will allow them to achieve their desired outcomes in the future.

If you are interested in a short, free technology assessment by ORAM, a full technology assessment, or simply have questions regarding your organization’s IT, please contact ORAM at (617) 933-5060 or visit us online today.