Information Technology Review

1. Information Technology Review Michael DeCamillis Dolvin Consulting Dolvin Consulting

2. Topics • Introduction • Your business • Processes and Procedures • Information Technology • Computer Systems and Networks • Documents • Now what • Conclusion Dolvin Consulting

3. Introduction • KNOWLEDGE is POWER! • The famous phrase “scientia potential est” is a Latin maxim “for also knowledge itself is power” stated originally by Sir Francis Bacon in Meditationes Sacrae (1597). • The phrase implies that with knowledge or education, one’s potential or abilities in life will probably increase. Dolvin Consulting

4. Introduction • Enterprise or Big businesses like Small businesses have many of the same challenges. • Small businesses, however, usually lack the resources available to bigger businesses. • Resources are People, Plant, Infrastructure, Processes, and Budget. • Knowledge of knowing what they do know and do not. • Where to find the resources that they are lacking. Dolvin Consulting

5. Introduction • As a small business owner you have to balance several roles. A few being: • The Entrepreneur, the person with the vision who sets direction. • The Manager, the person who manages the business, its operations, and its people. • The Technician, the person who actually does the work. • And above all you still need to find the time and resources to sell your product or service. Dolvin Consulting

6. Introduction • Every business wants to be successful. To be successful, a business will need an organizational chart. • As a small business owner you may find yourself filling all or at least most of these roles yourself. Dolvin Consulting

7. Introduction • Resources now exist to enable businesses of all sizes, even smaller ones, to act, function, and operate as a Big Business. • Resources to advertise, market, sell, and distribute your product or service. • Resource to enable you to work from anywhere at any time. • For example: Cell phones, Black Berries, Pocket PC’s, Laptop’s with wireless connections. Dolvin Consulting

8. Your Business • All businesses will typically need efforts in the following areas and as a smaller business you may find yourself responsible for all of them. • Finance (Accounts Receivable, Accounts Payable, and General Ledger). • Marketing, Sales, Contact Relationship Management (CRM). • Data/Document creation, storage, and delivery. • Communications (Paper, Phone, Fax, Email). • Payroll, Human Resources. • Product/Service delivery. • Purchasing, Supply chain management (SCM) • Manufacturing, Warehousing, Inventory control, Distribution. • Others… Dolvin Consulting

9. Your Business • Bigger businesses will typically have the personnel and resources to support dedicated departments for these areas. • The separated departments are managed at many levels. • Information technology provides the links between these departments. Dolvin Consulting

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

11. Your Business • Bigger businesses, in order to improve operational efficiency, will wrap all of these aspects of their business with computerized applications that are known as ERP or Enterprise Resource Planning systems. • Remember that information is the key to success. • If your information is not shared and communicated properly with the people that need it, inefficiencies in operations will occur resulting in duplicated and wasted efforts and lost opportunities. Dolvin Consulting

12. Your Business • To be competitive you will need to determine which aspects of your business can and should utilize technology. • You might not be ready for a fully integrated system now, but as your business grows your knowledge of these concepts will provide the direction needed for success. Dolvin Consulting

13. Your Business • It has never been easier for a small business to start up, look like, act like and compete with a big business. • You can achieve the same results. Consider the value of being organized. Dolvin Consulting

14. Process & Procedures • Bigger businesses have well documented processes and procedures for all aspects of their business. Dolvin Consulting

15. Process & Procedures • Some processes, depending on the business, are government regulated. Dolvin Consulting

16. Process & Procedures • One of the key components of success is having well documented procedures. • Think of McDonalds. Every aspect of every job is completely detailed and documented. Often no prior knowledge is necessary to work there. • How to cook the food. • How long to cook the food. • How to package the food. • How to serve the food. • How to address the customers. • What has to be cleaned and how often. • EVERYTHING. • Nothing is left to chance. • This is their formula for success. Dolvin Consulting

17. Process & Procedures • Key factors • Defined roles and activities for your business. • Training. • What needs to be done and at what intervals. • Who will be responsible for the work in the different areas of your business? Areas that fall into your organizational chart. • Documented procedures. • Internal communications among coworkers. • External communications to your suppliers and customers. • What financial resources will you need? • Is it affordable? • Investment and ROI . • Return on Investment. Dolvin Consulting

18. Information Technology • So what is Information Technology (IT)? • Formally defined, IT is the study, design, development, implementation, and support or management of computer-based information systems. Particularly software applications and computer hardware. • IT deals with the use of electronic computers and computer software to convert, store, protect, process, transmit and retrieve information securely. • Recently, it has become popular to broaden the term to explicitly include the field of electronic communication. • IT professionals perform many tasks which may include data management, networking, engineering, computer hardware, database and software design as well as the management and administration of entire systems. Dolvin Consulting

19. Information Technology • Some businesses, depending on their size, needs, and type of business will: • Handle their Information Technology themselves. • Others will use a combination of doing it themselves and outsourcing. • While others will outsource everything. Dolvin Consulting

20. Information Technology • The technology to support business operations may be centrally located or it may be distributed among many locations Dolvin Consulting

21. Computer Systems • Computer systems typically include: Hardware, Operating systems, and Software. • Hardware is the physical boxes and devices used. • Operating systems are the interface between the hardware, human interface, and applications. • Software are the programs that you use. For example Quick Books, Office applications, and games. Dolvin Consulting

22. Networks • Networks vary in complexity, but have one ultimate goal. That is to connect the separate computerized systems. • Some are private, while others are public, such as the Internet. • Networks connect separate computing systems. Dolvin Consulting

23. Documents • What are documents? • Estimates/Quotes, Order confirmations, Invoices and Statements. • Contracts and Letters, notes, memos. • Checks (paid or received). • Payroll reports. • Government (tax) forms. • Service contracts and agreements. • Presentations. • Others Dolvin Consulting

24. Documents • You are responsible for the security, storage and retrieval of these documents. • Not only for the operation of your business, but also for audits by governing authorities. • There are specific rules for the retention of many types of documents. Dolvin Consulting

25. Documents • Certain businesses will have extra requirements for their document storage. • For example the Finance and Banking industry have many specific rules to follow to ensure the privacy of the information they process. • Publicly held corporations have a set of rules know as SOX or Sarbanes Oxley that details what steps a business must follow to be compliant. • Non compliance can mean fines and penalties. Dolvin Consulting

26. Documents • You need to decide the following: • How and where they will be stored and for how long? • How will they be secured? • How will they be shared? • How will you deliver them? Dolvin Consulting

27. Now What • Hopefully you see the need for being organized and want to learn more. • The next step is to start asking some questions: Dolvin Consulting

28. Now What • Do you have a business plan? • What do I need now and in the future? • What are my long term goals? • If you do not know where you are going, then how are you going to get there? Dolvin Consulting

29. Now What • Where do you look? • Chamber of commerce, business referrals, friends, yellow pages? • Think of the last time you needed a major repair to your home, appliance, or auto. How did you find the person you needed for help? • Look at what others are doing. You do not have to reinvent the wheel. • Learn from others mistakes and successes. Dolvin Consulting

30. Now What • Will I do it myself or hire someone? • Even if you knew all about IT, you may not have the time to do it yourself. • Remember that you need to be the Entrepreneur, Manager, and Technician plus find time to market and sell your product and service. Dolvin Consulting

31. Now What • What aspects of your business should you start with? • Public identity is a must. This usually starts with a Domain name to match your company name, a Web page, Email. All pieces should be consistent and match your business. Logo size, shape, and color. Company slogan, etc. • Private needs are the pieces of your business that can and probably should be technology based. These are the quotes, orders, invoices, or documents your business processes in its daily operations. • Connectivity between private and public. The Internet is often used as a bridge between the Public and Private Areas as well as Phone, fax, and person to person communications. • Transmission and access of documents. • Working remotely. Dolvin Consulting

32. Now What • Should you hire a consultant? • If you are not sure, the answer is probably yes. • The consultant’s role can vary. In some cases they may work with you to find other experts or they may perform the work directly. • A good consultant should start by asking you a lot of questions to understand your challenges. Although businesses operate similarly, each one may have struggles at different parts of their operations. • You may or may not have to pay for this service. Dolvin Consulting

33. Now What • Think of your conversation with a consultant like a doctor’s visit. • Would you like to meet with your doctor and have them immediately say that they know what the problem is just by looking at you and say here, take this pill and call me in 30 days if you still have a problem. • Or, would you prefer that they take the time to ask you some questions, maybe run some tests to determine exactly what the problem is and then follow a prescribed treatment plan. Dolvin Consulting

34. Conclusion • Knowledge is power. • Identifying and controlling information through technology is the most efficient way. • Remember that technology in itself is not the answer. You still need to be the Entrepreneur and that Technology is just another tool. Dolvin Consulting

35. More Information • Michael DeCamillis • Dolvin Consulting • 19 Lexington Ave, Suite H • Trenton, NJ 08618 • Phone: 609-771-8141 • Email: Inquiry@dolvin.com • Web: www.dolvin.com Dolvin Consulting