Information Technology Review

Information Technology Information Technology ReviewReview

Michael DeCamillisMichael DeCamillis

Dolvin ConsultingDolvin Consulting

Dolvin Consulting

TopicsTopics

IntroductionIntroductionYour businessYour businessProcesses and ProceduresProcesses and Procedures Information TechnologyInformation TechnologyComputer Systems and NetworksComputer Systems and NetworksDocumentsDocumentsNow whatNow whatConclusionConclusion

Dolvin Consulting

IntroductionIntroduction KNOWLEDGE is POWER!KNOWLEDGE is POWER! The famous phrase “scientia The famous phrase “scientia

potential est” is a Latin maxim potential est” is a Latin maxim “for also knowledge itself is “for also knowledge itself is power” stated originally by Sir power” stated originally by Sir Francis Bacon in Meditationes Francis Bacon in Meditationes Sacrae (1597).Sacrae (1597).

The phrase implies that with The phrase implies that with knowledge or education, one’s knowledge or education, one’s potential or abilities in life will potential or abilities in life will probably increase.probably increase.

Dolvin Consulting

IntroductionIntroduction

Enterprise or Big businesses like Small Enterprise or Big businesses like Small businesses have many of the same businesses have many of the same challenges. challenges.

Small businesses, however, usually lack the Small businesses, however, usually lack the resources available to bigger businesses. resources available to bigger businesses. Resources are People, Plant, Infrastructure, Resources are People, Plant, Infrastructure,

Processes, and Budget.Processes, and Budget. Knowledge of knowing what they do know and Knowledge of knowing what they do know and

do not.do not. Where to find the resources that they are Where to find the resources that they are

lacking.lacking.Dolvin Consulting


As a small business owner you As a small business owner you have to balance several roles. A have to balance several roles. A few being:few being: The Entrepreneur, the person with The Entrepreneur, the person with

the vision who sets direction. the vision who sets direction. The Manager, the person who The Manager, the person who

manages the business, its manages the business, its operations, and its people.operations, and its people.

The Technician, the person who The Technician, the person who actually does the work.actually does the work.

And above all you still need to find And above all you still need to find the time and resources to sell your the time and resources to sell your product or service.product or service.

Dolvin Consulting


Every business wants to be Every business wants to be successful. To be successful, a successful. To be successful, a business will need an organizational business will need an organizational chart. chart. As a small business owner you may find As a small business owner you may find

yourself filling all or at least most of yourself filling all or at least most of these roles yourself.these roles yourself.

Dolvin Consulting

IntroductionIntroductionResources now exist to enable Resources now exist to enable

businesses of all sizes, even businesses of all sizes, even smaller ones, to act, function, and smaller ones, to act, function, and operate as a Big Business. operate as a Big Business. Resources to advertise, market, sell, Resources to advertise, market, sell,

and distribute your product or service.and distribute your product or service.Resource to enable you to work from Resource to enable you to work from

anywhere at any time. anywhere at any time. For example: Cell phones, Black Berries, For example: Cell phones, Black Berries,

Pocket PC’s, Laptop’s with wireless Pocket PC’s, Laptop’s with wireless connections.connections.

Dolvin Consulting

Your BusinessYour Business

All businesses will typically need efforts in the All businesses will typically need efforts in the following areas and as a smaller business you may following areas and as a smaller business you may find yourself responsible for all of them.find yourself responsible for all of them. Finance (Accounts Receivable, Accounts Payable, and Finance (Accounts Receivable, Accounts Payable, and

General Ledger).General Ledger). Marketing, Sales, Contact Relationship Management (CRM).Marketing, Sales, Contact Relationship Management (CRM). Data/Document creation, storage, and delivery.Data/Document creation, storage, and delivery. Communications (Paper, Phone, Fax, Email).Communications (Paper, Phone, Fax, Email). Payroll, Human Resources.Payroll, Human Resources. Product/Service delivery. Product/Service delivery. Purchasing, Supply chain management (SCM)Purchasing, Supply chain management (SCM) Manufacturing, Warehousing, Inventory control, Manufacturing, Warehousing, Inventory control,

Distribution.Distribution. Others…Others…

Dolvin Consulting


Bigger businesses will typically have Bigger businesses will typically have the personnel and resources to the personnel and resources to support dedicated departments for support dedicated departments for these areas.these areas.

The separated departments are The separated departments are managed at many levels.managed at many levels.

Information technology Information technology provides the links between provides the links between these departments.these departments.

Dolvin Consulting


If you think of these business areas If you think of these business areas as bricks in a wall, then Information as bricks in a wall, then Information Technology (IT) can be thought of the Technology (IT) can be thought of the mortar between the bricks.mortar between the bricks.

Dolvin Consulting


Remember that information Remember that information is the key to success. is the key to success.

If your information is not If your information is not shared and communicated shared and communicated properly with the people properly with the people that need it, inefficiencies in that need it, inefficiencies in operations will occur operations will occur resulting in duplicated and resulting in duplicated and wasted efforts and lost wasted efforts and lost opportunities.opportunities.Dolvin Consulting

Bigger businesses, in order to improve Bigger businesses, in order to improve operational efficiency, will wrap all of these operational efficiency, will wrap all of these aspects of their business with computerized aspects of their business with computerized applications that are known as applications that are known as ERPERP or Enterprise or Enterprise Resource Planning systems.Resource Planning systems.


To be competitive you will need to To be competitive you will need to determine which aspects of your business determine which aspects of your business can and should utilize technology. can and should utilize technology.

You might not be ready for a fully You might not be ready for a fully integrated system now, but as your integrated system now, but as your business grows your knowledge of these business grows your knowledge of these concepts will provide the direction needed concepts will provide the direction needed for success.for success.

Dolvin Consulting


It has never been easier for a small It has never been easier for a small business to start up, look like, act business to start up, look like, act like and compete with a big business.like and compete with a big business.

You can achieve the same You can achieve the same results. Consider the value results. Consider the value of being organized. of being organized.

Dolvin Consulting

Process & ProceduresProcess & Procedures

Bigger businesses have well Bigger businesses have well documented processes and documented processes and procedures for all aspects of their procedures for all aspects of their business.business.

Dolvin Consulting


Some processes, depending on the Some processes, depending on the business, are government regulated.business, are government regulated.

Dolvin Consulting


One of the key components of success is One of the key components of success is having well documented procedures.having well documented procedures. Think of McDonalds. Every aspect of every job Think of McDonalds. Every aspect of every job

is completely detailed and documented. Often is completely detailed and documented. Often no prior knowledge is necessary to work there.no prior knowledge is necessary to work there.

How to cook the food. How to cook the food. How long to cook the food.How long to cook the food.How to package the food.How to package the food.How to serve the food.How to serve the food.How to address the customers.How to address the customers.What has to be cleaned and how often.What has to be cleaned and how often.EVERYTHING. EVERYTHING. Nothing is left to chance. Nothing is left to chance. This is their formula for success.This is their formula for success.

Dolvin Consulting


Key factorsKey factors Defined roles and activities for your business.Defined roles and activities for your business. Training.Training. What needs to be done and at what intervals.What needs to be done and at what intervals. Who will be responsible for the work in the different areas Who will be responsible for the work in the different areas

of your business? Areas that fall into your organizational of your business? Areas that fall into your organizational chart.chart.

Documented procedures.Documented procedures. Internal communications among coworkers.Internal communications among coworkers. External communications to your suppliers and customers.External communications to your suppliers and customers. What financial resources will you need? What financial resources will you need? Is it affordable?Is it affordable? Investment and ROI .Investment and ROI .

Return on Investment.Return on Investment.

Dolvin Consulting

Information TechnologyInformation Technology

So what is Information Technology (IT)?So what is Information Technology (IT)? Formally defined, IT is the study, design, development, Formally defined, IT is the study, design, development,

implementation, and support or management of implementation, and support or management of computer-based information systems. Particularly computer-based information systems. Particularly software applications and computer hardware.software applications and computer hardware.

IT deals with the use of electronic computers and IT deals with the use of electronic computers and computer software to convert, store, protect, process, computer software to convert, store, protect, process, transmit and retrieve information securely.transmit and retrieve information securely.

Recently, it has become popular to broaden the term to Recently, it has become popular to broaden the term to explicitly include the field of electronic communication.explicitly include the field of electronic communication.

IT professionals perform many tasks which may include IT professionals perform many tasks which may include data management, networking, engineering, computer data management, networking, engineering, computer hardware, database and software design as well as the hardware, database and software design as well as the management and administration of entire systems.management and administration of entire systems.

Dolvin Consulting


Some businesses, depending on their Some businesses, depending on their size, needs, and type of business will:size, needs, and type of business will: Handle their Information Technology Handle their Information Technology

themselves. themselves. Others will use a combination of doing it Others will use a combination of doing it

themselves and outsourcing. themselves and outsourcing. While others will outsource everything.While others will outsource everything.

Dolvin Consulting


The technology to support business The technology to support business operations may be centrally located operations may be centrally located or it may be distributed among many or it may be distributed among many locations locations

Dolvin Consulting

Computer SystemsComputer Systems

Computer systems typically include: Computer systems typically include: Hardware, Operating systems, and Hardware, Operating systems, and Software.Software.

Hardware is the physical boxes and Hardware is the physical boxes and devices used.devices used.

Operating systems are the interface Operating systems are the interface between the hardware, human interface, between the hardware, human interface, and applications. and applications.

Software are the programs that you use. Software are the programs that you use. For example Quick Books, Office For example Quick Books, Office applications, and games.applications, and games.

Dolvin Consulting

NetworksNetworks

Networks vary in complexity, but Networks vary in complexity, but have one ultimate goal. That is to have one ultimate goal. That is to connect the separate computerized connect the separate computerized systems.systems.

Some are private, while others Some are private, while others are public, such are public, such as the Internet. as the Internet.

Networks connect Networks connect separate computing separate computing systems.systems.

Dolvin Consulting

DocumentsDocuments

What are documents?What are documents? Estimates/Quotes, Order confirmations, Estimates/Quotes, Order confirmations,

Invoices and Statements.Invoices and Statements. Contracts and Letters, notes, memos.Contracts and Letters, notes, memos. Checks (paid or received).Checks (paid or received). Payroll reports.Payroll reports. Government (tax) forms.Government (tax) forms. Service contracts and agreements.Service contracts and agreements. Presentations.Presentations. Others Others

Dolvin Consulting

DocumentsDocuments

You are responsible for the security, You are responsible for the security, storage and retrieval of these storage and retrieval of these documents. documents. Not only for the operation of your Not only for the operation of your

business, but also for audits by business, but also for audits by governing authorities. governing authorities.

There are specific rules for the retention There are specific rules for the retention of many types of documents. of many types of documents.

Dolvin Consulting

DocumentsDocuments

Certain businesses will have extra Certain businesses will have extra requirements for their document storage. requirements for their document storage. For example the Finance and Banking industry For example the Finance and Banking industry

have many specific rules to follow to ensure have many specific rules to follow to ensure the privacy of the information they process. the privacy of the information they process.

Publicly held corporations have a set of rules Publicly held corporations have a set of rules know as SOX or Sarbanes Oxley that details know as SOX or Sarbanes Oxley that details what steps a business must follow to be what steps a business must follow to be compliant. compliant.

Non compliance can mean fines and Non compliance can mean fines and penalties.penalties.

Dolvin Consulting

DocumentsDocuments

You need to decide the following:You need to decide the following:How and where they will be stored and How and where they will be stored and

for how long?for how long?How will they be secured?How will they be secured?How will they be shared?How will they be shared?How will you deliver them?How will you deliver them?

Dolvin Consulting

Now WhatNow What

Hopefully you see the need for being Hopefully you see the need for being organized and want to learn more. organized and want to learn more.

The next step is to start asking some The next step is to start asking some questions:questions:

Dolvin Consulting

Now WhatNow What

Do you have a business plan?Do you have a business plan?What do I need now and in the What do I need now and in the

future? future? What are my long term goals?What are my long term goals? If you do not know where you If you do not know where you

are going, then how are you are going, then how are you going to get there? going to get there?

Dolvin Consulting

Now WhatNow What

Where do you look?Where do you look?Chamber of commerce, business Chamber of commerce, business

referrals, friends, yellow pages?referrals, friends, yellow pages?Think of the last time you needed a major Think of the last time you needed a major

repair to your home, appliance, or auto. repair to your home, appliance, or auto. How did you find the person you needed How did you find the person you needed for help?for help?

Look at what others are doing. You do not Look at what others are doing. You do not have to reinvent the wheel. have to reinvent the wheel.

Learn from others mistakes and successes.Learn from others mistakes and successes.Dolvin Consulting

Now WhatNow What

Will I do it myself or hire someone?Will I do it myself or hire someone?Even if you knew all about IT, you may Even if you knew all about IT, you may

not have the time to do it yourself. not have the time to do it yourself. Remember that you need to be the Remember that you need to be the

Entrepreneur, Manager, and Technician Entrepreneur, Manager, and Technician plus find time to market and sell your plus find time to market and sell your product and service.product and service.

Dolvin Consulting

Now WhatNow What

What aspects of your business should you start with?What aspects of your business should you start with? Public identity is a must. This usually starts with a Domain Public identity is a must. This usually starts with a Domain

name to match your company name, a Web page, Email. All name to match your company name, a Web page, Email. All pieces should be consistent and match your business. Logo pieces should be consistent and match your business. Logo size, shape, and color. Company slogan, etc.size, shape, and color. Company slogan, etc.

Private needs are the pieces of your business that can and Private needs are the pieces of your business that can and probably should be technology based. These are the quotes, probably should be technology based. These are the quotes, orders, invoices, or documents your business processes in its orders, invoices, or documents your business processes in its daily operations.daily operations.

Connectivity between private and public. The Internet is Connectivity between private and public. The Internet is often used as a bridge between the Public and Private Areas often used as a bridge between the Public and Private Areas as well as Phone, fax, and person to person communications. as well as Phone, fax, and person to person communications.

Transmission and access of documents. Transmission and access of documents. Working remotely.Working remotely.

Dolvin Consulting

Now WhatNow What

Should you hire a consultant?Should you hire a consultant? If you are not sure, the answer is probably yes.If you are not sure, the answer is probably yes. The consultant’s role can vary. In some cases The consultant’s role can vary. In some cases

they may work with you to find other experts or they may work with you to find other experts or they may perform the work directly.they may perform the work directly.

A good consultant should start by asking you a A good consultant should start by asking you a lot of questions to understand your challenges. lot of questions to understand your challenges. Although businesses operate similarly, each one Although businesses operate similarly, each one may have struggles at different parts of their may have struggles at different parts of their operations.operations.

You may or may not have to pay for this service. You may or may not have to pay for this service.

Dolvin Consulting

Now WhatNow What

Would you like to meet with your Would you like to meet with your doctor and have them doctor and have them immediately say that they know immediately say that they know what the problem is just by looking what the problem is just by looking at you and say here, take this pill at you and say here, take this pill and call me in 30 days if you still and call me in 30 days if you still have a problem.have a problem.

Or, would you prefer that they Or, would you prefer that they take the time to ask you some take the time to ask you some questions, maybe run some tests questions, maybe run some tests to determine exactly what the to determine exactly what the problem is and then follow a problem is and then follow a prescribed treatment plan.prescribed treatment plan.

Dolvin Consulting

Think of your conversation with a consultant Think of your conversation with a consultant like a doctor’s visit.like a doctor’s visit.

ConclusionConclusion

Knowledge is powerKnowledge is power. . Identifying and controlling Identifying and controlling

information through technology information through technology is the most efficient way. is the most efficient way.

Remember that technology in itself is Remember that technology in itself is not the answer. You still need to be not the answer. You still need to be the Entrepreneur and that the Entrepreneur and that Technology is just another tool.Technology is just another tool.

Dolvin Consulting

More InformationMore Information

Michael DeCamillisMichael DeCamillisDolvin ConsultingDolvin Consulting19 Lexington Ave, Suite H19 Lexington Ave, Suite HTrenton, NJ 08618Trenton, NJ 08618Phone: 609-771-8141Phone: 609-771-8141Email: Email: [email protected]@dolvin.comWeb: Web: www.dolvin.comwww.dolvin.com

Dolvin Consulting

mailto:[email protected]

http://www.dolvin.com/