4. PROPOSED SOLUTION
AAA recommends the following approach in order to improve the overall system and user experience for the xxx team. The project will be broken into the following seven phases:
4.1 Phase 1: Initial Optimization of Company PCs Infrastructure Assessment
(This phase is in Progress)
All the 8 computers will be thoroughly cleaned and securely protected. The computer cleanup will be scheduled with xxx employees to make sure that no disruption of work will affect the staff. AAA will optimize, clean, and make sure that all three machines are patched and working at peak performance. This will increase the company’s productivity and staff efficiency. So far 5 out of the 8 computers have been completed. Next computer in the list that need attention are Joanne, Tracy and Dan’s computer.
Kelly’s old computer has been replaced with a new one. And two additional computer have been push cased and setup for new user like Brianna and DM Temp in the accounting. I highly recommend to completely format Jim’s computer after the QuickBooks project is completed, that computer has serious issues and the cleanup improved the situation but was not enough to fix all the issues. When a new computer is purchased should be purchased considering the business needs.
4.2 Phase 2: Infrastructure Assessment
AAAA will perform an onsite assessment of the xxxxx’ IT infrastructure network identifying and documenting every piece of equipment needed to run the business including hardware and software.
4.3 Phase 3: Switch Upgrade
(This project will be handled by Jim xxxxx)
This Saturday August 20th 2016 Jim xxxx will purchase a new switch and install it. When the new switch will be installed and more ports will be available, Jim will run a new cable from the switch to Ana station in which a new computer has been set up. Jim also will make sure to separate the Ethernet cables needed for the phone system from the Ethernet cables needed to run the computers network. This cleanup/switch upgrade must be done before the COX technical team install the new Router. In this way we will avoid confusion for the COX team and will avoid them to inadvertently bringing down part of your network
4.4 Phase 4: Internet Upgrade
The Cox Technician is scheduled to come on site and upgrade your old equipment between 10:00am and 12:00am on Tuesday morning August 23rd. They will replace the old modem with a new Modem/Router/Firewall with Wi-Fi capability. Switching from the current situation in which you have two separate boxes one for a modem and one for a Router to only one box that combine Modem/Router/Firewall should fix the dropping wireless signal that you have been experiencing lately. It will also greatly increase the speed of your internet performances. You will be upgrading your internet from 16Mbps to 200Mbps. This will allow the 23 devices in your organization to be connected simultaneously without experiencing any surfing buffering anymore. The COX team estimate 1 hour downtime for this project.
4.4 Phase 4: QuickBooks Upgrade and Backup to the Cloud
AAA recommend to purchase a new dedicated computer that meets the QuickBooks requirements to run simultaneously 5 users. This PC will be setup as a QuickBooks server and it will only and exclusively used to run QuickBooks. An on line backup to the QuickBooks server will be setup to guarantee a reliable QuickBooks Company file backup. This will guarantee a more reliable backup solution for critical accounting data.
4.5 Phase 5: Migration of Company Files to the Cloud
All the company files currently stored in each separate computers will be combines in one central location for easy management. A Private folder structure will be created and assigned permissions, so that only the accounting team can access it. A Public folder structure will also be setup and assigned permissions to every member of the team. This new configuration will protect the data in case of hardware failure. Most importantly, it will allow each member of the team to save and retrieve documents from anywhere in the world as long as they have an internet connection on their devices.
4.6 Phase 6: License and Network Documentation Organization
AAA will convert, upgrade or consolidate home users account to busieness account for easly management. Aaa will also create a record of all username and password log in per each computer, as well quickbooks and for any other vendors necessary to manage xxxx network environment.
4.7 Phase 7: Proactive Maintenance
xxxxx will perform monthly proactive maintenance of the Office’s computers to keep all of the devices free of viruses, malware, up to date on all Windows and security patches, and running as smoothly and efficiently as possible. The maintenance will be performed remotely. The next section will describe the maintenance in more detail.