You are better off decommissioning and destroying your records than having it and not being able to find it. Thats the bottom line of compliance regulatory requirements. While some companies have found themselves in the uncomfortable position overable data, others have to deal with staff spending half the workday looking for information. Research has shown that employees spend at least 40% of the work day looking for information relating directly or indirectly to their jobs. From Google, to the windows search (under Program Files), some have even downloading the Google desktop search facility.

While this may be a stop gap approach, having a compliant, fully configured document management and work flow solution is key to ensuring the security, auditability, availability, and manageability of records. Including documents and email.

Notwithstanding, most companies are very hesitant to shell out $200,000 for a new enterprise class system. Those who do spend $200,000 or more usually put the vendors through a frustratingly long sales cycle, validation process, procurement process and final approval process before the project is even undertaken. Once the project commences, turnover, staff departure, layoffs, project implementation snags usually further convolute the process.

In comes Saas (software as a Service)! For a fraction of the cost, any company can implement an enterprise class version of an ECM / Workflow / Document management system at a fraction of the cost. This is the same software, but now over a secure internet connection, and usually browser based. That is the difference between financing a $200,000 system upfront, and paying $2,000 monthly for the very same product, same SLA (service level agreement), better support infrastructure, automatic upgrades and additional value added services.

This is where companies can really negotiate their SLA (service Level Agreement). Most companies tend to forget that thick enterprise class systems installed on site come with a “checklist” of SLA options, but in the Saas world, you can really negotiate the language of the SLA.

A web based system will ensure auditability and tight user access controls over a reliable connection. This is because the Vendors, fully understanding the implications of loosing clients data will utilize the best, most secure and advanced data centers, coupled with Department of Defense grade security and backups.

This automatically eliminates the pressure on the client to maintain, staff, upgrade, train, retrain and manage an in – house system. Which usually runs at an additional 85% of the system cost itself, plus overhead.

Alani Kuye is Managing President of Phantom Data Systems Inc.

A Connecticut based Online Document Imaging, Management, Data Recovery, Data Storage and E Mail Security Solutions Provider. He has consulted and designed enterprise data storage, recovery, records management and security solutions for large corporations, government agencies and small businesses alike. Featured in CRN, Infoweek, and various publications alike.

He resides in Connecticut and can be reached at 1-203-809-2465 or alani@phantomdatasystems.com Online document imaging – Phantom Data systems Inc. Norwalk, CT.

Author: Alani Kuye
Article Source: EzineArticles.com

A global market economy – what is means for U.S. manufacturers and IT providers

Global competition is making it more difficult for American manufacturing companies to make a profit. Manufacturers need to become more agile to compete globally with economies where the cost of labor is an almost insignificant part of the cost of goods and they have access to the same high tech manufacturing equipment. It is time for forward thinking, competitively focused comanies to move to the next generation of IT tools, and strengthen their manufacturing and management information systems. Technology providers need to provide manufacturers with cost effective, highly mobile, highly adaptable, thin-client competitive capabilities. These capabilities will come in the form of software which is web-based (or web-native), object-oriented, model-driven, thin-client, configurable and offered as a service (SaaS).

Old ERP technology – the first generation

The truth is that first generation ERP applications lack the flexibility to add or change functionality and they just aren’t capable of full web funtionality. Because of their age and code foundations, most existing ERP vendors just can’t provide the full range of functionality made possible by the internet-native technologies. The ability of the native browser-based applications to interact with any device that can run a browser i.e. PDAs, cell phones and various data capture devices makes them intrinsically more valuable than the old ERP systems. These old legacy systems are difficult to expand and modify to make use of these wireless devices, or to change and add any new functionality to the system. It is also costly and laborious. Some vendors try to present the old systems in a browser and call the applications “web-enabled”, using a technique known as “screen-scraping”. But don’t be fooled. Web-enabled does not mean web-browser native. These applications lack all of the abilities and advantages of a truly browser-native application. These first generation ERP vendors are racing to convert their aging, first generation offerings to the new, object-oriented, browser- based model of software. This is a difficult task, since the internal source code for these older packages is fundamentally unsuited for the web and cannot make use of the native functionality of the web browser. The total cost of owernship (TCO) for first generation systems is high, due to the legacy code burden, thick-client server setup and heavy support infrastructure. Much more IT workforce is needed to support a first generation ERP application.

A new vision for information technology – next generation software

The ultimate goal for any manufacturing organization is graphic, actionable, timely information when ever and where ever it’s needed to support performance. Next generation software makes that goal attainable. Every manufacturer wants supply side and finished goods inventory reductions, energy use reductions, operational efficiency improvements and increased overall efficiency. Browser-based software applications which are easily configured are allowing manufacturers to become lean. A lean organization is one which can quickly and effectively adapt and make changes which lead to better productivity. The success of any software implementation needs to be measured by the achievement of benefits such as a reduction in manufacturing operational costs, a reduction of administrative costs, improved complete and on-time shipments, improved customer satisfaction and improved manufacturing schedule compliance. Next generation software, which is fundamentally different in design, function and form from legacy applications, is the beginning of the software revolution. Although the first generation systems have had their place and time, business practices of the new millennia, wireless technology, and the need for flexible systems is more than these aging systems were designed to deliver. The time has come to move on to a new generation of browser-based, object-oriented, model-driven toolsets which have the flexibility and functionality needed to carry us to the next level. The ultimate goal, real-time availability of information, is now attainable.

How does next generation software technology make an organization better able to adapt?

Adding functionality to software systems is a historical problem for first generation ERP vendors. This is because of the legacy code it is built upon. A next generation ERP provider does not have that problem, due to the use of an object-oriented software architecture. Making changes to or even adding functionality to an existing software system already in use is more easily and quickly done. Tuppas has also developed a set of rapid application development tools to which make modifications even faster. An application which might take a man year to develop using traditional methods such as asp.net, would take a matter of weeks with our development tools. Due to the relative ease with which they can be configured and changed, object-oriented software tools have brought drastic price reductions to normally high priced integrated management support software. Now not only can the largest organizations afford these software applications, small and medium sized businesses can too. The ease with which these applications can be reconfigured allows a vendor to collaborate with clients to quickly build customized software. This is extremely beneficial to corporations with a number of diverse plants. Tuppas can even help the customer learn to use their development tools so that they can modify the software themselves at their discretion. New business practices can be readily incorporated into an existing system. Our toolset gives us the kind of flexibility which allows us to create highly configured solutions for the corporate level and the plant level. Having the ability to modify the software that helps run the company as their needs change is a huge advantage in a highly competitive market. The system becomes more that just a software purchase. It is an adaptable tool to help them grow and innovate now and in the future.

Wireless adaptability accelerates decision making with real-time or just-in-time information

The faster that mission critical information can be recognized and made available, the faster the reaction time can be. The wireless capabilities of next generation software are providing unprecedented opportunities to accelerate the decision making process due to the decrease in time to acquire critical information. Wireless technology can be used to connect corporate entities, mobilize a sales force, track warehouse inventory, trace products and jobs, empower field personnel and more. The applications are really limitless. Having the ability to collect and organize timely information in a global environment, whether it be a field service technician, a sales person or a CXO, extends the power of any organization.

SaaS-Software-as-a-Service

The idea of software delivered over the web and hosted by a vendor has been around for a while, but it is just now beginning to come into it’s own as a viable option for software buyers. The benefits are numerous. Making monthly or quarterly payments for a system allows many more buyers into the market for high end software applications than traditional licensing purchases. Other benefits include lwer cost of entry, quicker start up, faster return on investment, decreased internal support costs, reduced risk (initial investment is small), and better service and support since customers must be happy to be retained. Typically, the vendor or a third party host provide the maintenance, upgrades and security for the system relieving the customer of these burdens too. The absence of on-site servers, software, security and IT professionals means significantly lower total cost of ownership (TCO) for buyers.

The advantages of the thin-client system

A thin client strategy allows for the use of inexpensive work stations along with various other devices, such as palm computers, cell phones and more. It means anywhere, anytime access to information within the system from any browser capable device. It has made complete connectivity very cost effective. Thin-client software is browser-based software which resides on a dedicated server. The server may belong to the client, the vendor or a host. Users have full access the system via “thin client terminals”, which really only require access through a browser to the dedicated server. This differs from traditional software installations, which require that a copy of the application be installed locally on each computer where it is to be used. This makes software upgrades infinitely easier, since only the program on the dedicated server needs to be upgraded, and not numerous client computers. This also saves time and disruption of work flow. Another advantage is the reduction in hardware needed at individual work stations to operate the software.

Model-driven design makes integration and upgrades easier

In conclusion

When you combine all of the features of the next generation software applications, what you end up with is a new class of software. Together, model driven development tools, object-oriented design, browser-based development, rapid development tools and wireless possibilities have created a revolution in software design and development. These applications mean greater flexibility at a significantly lower cost than first generation systems offered. U.S. manufacturers need to become more able to quickly react, move and respond to changing markets, regulations, finances and the competition in order to survive. This adaptability will soon become a necessary trait for any manufacturer who wants to survive in our new global marketplace.

Model-driven software applications allow users to focus on functionality and core business processes without having to worry about technology platforms, technology upgrades and integration issues. Model-driven applications separate the business, or application logic from the underlying platform. It means that the software is created with two layers, so that one can change and upgrade the user side independently of the technical under-layer, and vice-versa. Software based on model-driven development eases platform integration issues and is a wise IT investment in the uncertain world of changing platform technology. It means reduced cost of ownership, reduced development time for new applications, rapid inclusion of emerging technology into systems and an increased return on technology investments. Model-driven design provides the framework which frees users to evolve their software and practices independently of the underlying technology or platform. It enables better, faster and less expensive system integration.

Dawn Tupciauskas, Tuppas Inc.
Tuppas offers manufacturing and ERP modules which were developed as browser-based, thin client applications. Their easily configurable modules gives manufacturers the ability to make changes to or even add functionality to the software. Tuppas software is web-based, object-oriented, model-driven, thin-client, configurable and available as a service (SaaS). Applications offered include: Production Scheduling, Advanced Planning and Scheduling, Production Reporting, Inventory Management, Warehouse Management, SPC, SQC, SCM, CRM, Accounting, Procurement, Job Tracking, Capacity Planning, Quality Assurance, Materials Requirements Planning, Process Control, Training Solutions, CMMS (Preventive Maintenance), Business Intelligence and Performance Dashboards.

Author: Dawn Tupciauskas
Article Source: EzineArticles.com

Last night, a factory manager in Singapore stared at his Dell Latitude waiting for his master inventory to be updated by his supplier in Korea. Meantime in Seoul, emails are frantically exchanged among inventory clerks at three factories to produce a final document.

Yesterday afternoon a CFO submitted financials for the Quarterly Board report. This morning his admin found out the most current HR data was on HRversion5.xls, not on HRversion4.xls that he used.
The National Sales Manager finally received monthly forecast spreadsheets from six Regional Managers, who each collected spreadsheets from their respective sales teams. Even though it took two hours to painstakingly combine all the data, cut & paste errors produced an overage of more than $1 million in forecast revenue.

Business Transformation 101

How can events like these keep recurring? Don’t companies spend billions of dollars each year in IT infrastructure to coordinate such things? Don’t core business systems include applications to control manufacturing, inventories, sales activity, and finance?

Of course they do. And the open secret is this: they don’t work. They can’t.

The makers of ERP, Supply Chain Management, CRM systems and the like have focused on management of the internal functions of the enterprise. In many cases, they’re just not applicable to the way business is done today. Tom Friedman helped describe a new borderless globe in The World is Flat. There is now little dispute that the primary locale of business conduct is outside the four walls of the mother corporation and disconnected from the infrastructure meant to manage it.

Employees in home offices, vendors based overseas, and field sales teams scattered over five continents must function and interact while disconnected from their respective corporate IT assets. By necessity, they improvise. They use the tools they know and the tools they have in common.
What began as stop-gap workarounds have now become de facto standards for intra-company and intercontinental business. Outlook and Excel have become the functional core applications for 21st century collaboration and productivity.

So what’s the problem?

Excel was designed as a personal productivity tool, but is now relied on as an enterprise-class application performing as the lynchpin to the “flat world”. Every week, millions of Excel spreadsheets circle the globe launched from Starbucks, airline lounges, and office cubicles. For internal applications and data, Corporate IT enforces security, version control, user rights, backup and permissions. But Excel is out there. It’s on nearly every computer worldwide and can be created, edited – and thanks to email -exchanged wherever, and whenever, there’s a WiFi connection.

Email can be a double-edged sword. Over the past 15 years, it has become an indispensable, universal communications tool. It’s the number one method for file transfers – whether a daily cartoon, pdf, YouTube movie, or Excel file. It’s convenient, universal, and instantaneous. And although it’s a key component of the Excel workaround, while helping solve one problem, it creates a host of others.

Control: Once you click send, the file is no longer under your control. What could be (and probably is) sensitive corporate data is in the hands of people you can only hope are trustworthy.
Time Email is sequential. If you need input from multiple people, you are dependent on them opening, contributing, and resending the document in a timely manner. Which person in the chain has it now? How are they progressing? When will I get the file back?

Responsibility: So who changed what, why, and when? Are you working with the latest version or is someone else out there making further edits? And with the looming presence of Sarbanes Oxley, tracking the formation of the work product is now a corporate imperative.

Safety: There are good reasons a company spends millions of dollars on security for its servers and its data. In the wrong hands, company secrets can be divulged or employee information can be compromised.

Email and Office applications have come a long way in the last 20 years. But business imperative notwithstanding and despite the dependence on these technologies, by themselves in their current state, they represent a band-aid, not a breakthrough.

Community

The concept of “community” is not new. The idea of two or more people bound by a common interest can be traced to man’s earliest endeavors. More recently, and thanks to the growth of the Web, thousands of “communities” have sprung up to serve people with specific hobbies, interests, or political leanings.

The advent of Web 2.0 technology has led to hosted communities where members can interact with people of mutual interests. Sites like My Space and Facebook were among the first to exploit the Internet community concept. For the most part, these sites are geared toward consumers and individuals who interact in their personal time. But what about business? Is the concept of community relevant to them? Absolutely – in spades!

The supplier in Singapore that ships product to the factory manager in Omaha is, along with the COO at New York headquarters, members of a community. Their common bond is the mission of producing a product on time and on budget. Their communication link includes telephone, fax, and email. These kinds of ad hoc relationships may not feature the formal label, but they are communities none the less. By necessity and custom, communities are a fact of business life. As they continue to proliferate, the challenge of exerting control and maximizing productivity becomes a primary pursuit.

Managing Communities

Managing the concept of community is emerging as the Holy Grail for taking command of the new business paradigm. The billions of dollars invested in traditional IT infrastructure – the sophisticated application suites, bullet-proof security, and armies of IT professionals – are impotent in extending benefit and control to the dispersed workforce and communities.

The prescription for a breakthrough in online business community management must focus on several key issues.

Security: Once you email a file / document, you no longer control its distribution. It is permanently in the possession of the receiver who can do with it what they will; today, tomorrow, or next year. Your company’s intellectual property is now one click away from being in the public domain.

Collaboration: Often, many people are needed to contribute to a given project. This is especially true for spreadsheets. Waiting for a response from a sequentially forwarded email to 12 people is not collaboration; it’s more of a chain letter.

Conformance: Collaboration, communication, and productivity are unlikely results if a community works from different tools or applications. Microsoft Office products are on more than 400 million computers around the globe. Excel is the gold standard of spreadsheets and is used by 9 of every 10 businesspeople in the world.

Innovation: Today’s communities have different needs than their cubicle-based predecessors. Ideally, the community structure would not only accommodate, it would provide productivity features not currently available either in native Excel or in corporate applications.

Defensive Proactivity: On the surface, an oxymoron; but regulations and accountability are realities to be faced head-on. Where is the documentation of who changed which cells, and when? A solid, auditable paper trail is an absolute necessity.

SaaS Why do people need Software As a Service? Because they want instant real-time applications. The SaaS concept is the keystone to delivering online communities. Security and always-available information are managed for community members with centralized control.

Online Secure Storage: The only way to have one current version of the truth is to have one current document everyone accesses. And without the file residing on any one personal computer, the data will never be compromised or lost.

eXpresso

eXpresso is software infrastructure that adds a shareable dimension. It is a Web 2.0 hosted workspace for Microsoft Office applications. The first offering is for Excel spreadsheet management and collaboration in secure, structured business communities. eXpresso was developed on the principles and criteria mentioned earlier in this document.

eXpresso users include small workgroups, cross-enterprise project members, and dispersed sales teams. Corporate financial departments and compliance experts use eXpresso to control the gathering and reporting of accounting documents.

There is no attempt here to detail all eXpresso features or contrast it with alternatives. An interactive product tour is available at eXpressoCorp.com and interested parties can try eXpresso for free. Sample highlights:

­ Create or edit Excel spreadsheets online in real time
­ Store Excel spreadsheets in a secure, encrypted central repository
­ Collaborate & share spreadsheets with individuals & groups
­ Assign or revoke View, Edit, Download, or Copy privileges
­ Compare cell & formula differences between spreadsheets with one-click

Why Excel?

One of the conspicuous differences between eXpresso spreadsheet management and online alternatives is the eXpresso support for Microsoft Excel spreadsheets. Many of these other products promote an online alternative to Excel. Competing with Microsoft for a share of the office application market is certainly ambitious. But there’s little evidence people want a new spreadsheet; what they want is a shareable dimension to the one they already use.

Today’s mobile, dispersed workforce faces communication and productivity challenges (as described earlier) that have little to do with merits of specific spreadsheet applications. The real problem is a lack of structure to serve the millions of communities that already have a spreadsheet they like: Excel. Offering a generic spreadsheet with reduced functionality does nothing to improve collaboration or support business communities.

The commitment to support Excel users is grounded in three tenets at the forefront of eXpresso philosophy.

1. There’s nothing wrong with Excel. In fact, it is arguably one of the most reliable applications in the world. And, a spreadsheet application can’t be instant if it isn’t Excel – if you have to learn something new, it isn’t instant.

2. The second reason can be described with a number: 150 million. That’s the global estimate of Excel business users who are prime candidates to become immediate eXpresso users.

3. Beyond the raw numbers, Excel has been entrenched as the spreadsheet business standard for many years. People know it, like it, and use it.

Conclusion

The traditional structure of business is rapidly becoming obsolete – driven by fundamental shifts in the way people work, the way organizations interact, and the disappearance of conventional constraints of borders and time zones.

One of the ways to accommodate change is to formalize and apply structure to naturally occurring communities of like-minded businesspeople. The Web 2.0 concept is a vital foundation and enabler for using the Internet to deliver community management and specialized application services.
Offerings in the online services arena will continue to grow. In the spreadsheet market specifically, potential users will gravitate toward the service that delivers universally valuable features.

Outlook and Excel are registered trademarks of Microsoft Corporation.

For more information about eXpresso Spreadsheet Communities or eXpresso Corp, visit http://www.eXpressoCorp.com or email at info@eXpressoCorp.com

For more than 25 years, Scott Conway has run his own marketing communications firm that helps companies align products strategically with market forces and demands. In recent years he has focused on companies who use emerging technologies to cater to evolving market segments. sconway@conwayusa.com

Author: Scott Conway
Article Source: EzineArticles.com

Good Morning Silicon Valley reports that the recently leaked Press Release is actually confidential Microsoft memo.

“The next sea change” in computing — software as a service — has arrived, Gates writes, and Microsoft must embrace it or lose ground to the advertising-supported Internet businesses being developed by Google, Yahoo and Salesforce.com.

In the Web 1.0 Dotcom days, a concept had emerged called B-to-B-to-C, as a successor to B-to-B and B-to-C. As consumer marketeers were looking for more efficient ways to reach their consumer audiences, the idea of reaching them through their employers seemed cost-efficient and attractive.

Now, at the height of Web 2.0, Microsoft seems to be in the absolute best spot to capitalize on the B-to-B-to-C advertising opportunity.

Imagine, you are BMW, and you want to advertise to a very targeted audience of consumers with a certain household income level. Who else is in a better position to give you access to this super precisely segmented data about people’s income levels than major corporations?

Let’s say, GE cuts a deal with BMW, and lets them advertise to the 10,000 employees in the annual income range $100,000 – $500,000. What form would this advertising take?

It could be, that for this set of employees, as soon as they open up Microsoft Office or Outlook, BMWs AD is placed on their desktop. As a result, instead of GE paying Microsoft for the corporate license of MS Office, BMW ends up subsidizing the application.

As Microsoft thinks through their response to the Sea Change that Gates discusses above, it would be good to remember that Microsoft is still in a position of strength within the enterprise, large and small, and not try to follow Google blindly into the pure SaaS zone.

Microsoft should re-define the rules of this war, instead of chalking out a blow-by-blow response to Google.

Implementation:

I would keep Microsoft’s revenue line intact, but make changes in the software plans. In the new system, Microsoft still sells MS Office, etc. as is, or may be with some more integrated architectural view with a better SaaS feel.

However, as you know, Microsoft has discontinued its relationship with Overture as their AD Management system, which means they are developing their own. So, now, I would play to Microsoft’s strengths, and design this system so that a version of it can also be sold to / used by corporations to manage Ads on the desktops of their employees.

So, in this new order, Microsoft continues to get paid for the software they provide to enterprises, but they also sell additional software which adds an Advertising Revenue line to every corporate P&L.

I submit, that Microsoft sits in a uniquely attractive position in the food chain to broker this flow of funds via advertising dollars trickling online, by empowering enterprises to monetize their employees.

And take a cut.

Silicon Valley Entrepreneur and Strategy Consultant Sramana Mitra writes about Entrepreneurship, Business Strategy, Emerging Technology, Market Moves, and sundry other topics in her Blog “Sramana Mitra on Strategy”. Read more of her writings at http://www.sramanamitra.com

Author: Sramana Mitra
Article Source: EzineArticles.com

As technology continues to evolve and individuals become more technologically sophisticated, companies must keep up with technology’s rapid pace by sourcing cutting edge tools to manage both customers and internal processes. Managing quality and processes manually is a daunting task without the proper tools and may lead to a myriad of problems, including delays in project timelines, poor customer satisfaction, a lack of team motivation, and poor resource allocation. To address these and other issues, the use of an electronic quality management system (QMS) is highly recommended to save time and costs associated with process documentation, non-conformance management, and risk reduction. This article sheds light on the top five myths relating to quality management software, especially useful if you use a paper-based system and are not exactly sure of how electronic QMS will help you.

Myth 1: Electronic Quality Systems are only for big companies

This prevalent myth asserts that an electronic QMS is designed and meant only for large organizations with multiple sites. The fact is, that in such a competitive environment, it is mandatory for every organization to track and control documents, manage non-conformances, and adhere to regulatory requirements – whatever the company size, amount of locations, or number of employees. All companies must demonstrate the highest standards and quality to auditors if they are to be certified to a standard that meets industry regulations, as well as customer demands. Achieving these goals can be easy with an electronic QMS that ensures continuous improvement, critical information security, issue visibility, quick problem resolution, and fast regulatory approvals

in order to effectively and efficiently market new products.

Myth 2: Deploying an Electronic Quality System can cost companies huge sums of money

The demand for quality management software has increased the competition amongst vendors. Companies can select an electronic QMS at an affordable price. Many vendors now offer less-expensive, cost effective quality management software through services such as on demand / SaaS, where the software is hosted on the

vendor’s server. Additionally, this reduces the cost of ownership by over 60% and makes the implementation possible in days, rather than weeks, all for a small monthly fee.

Myth 3: Only Technical Personnel can use Quality Management Software

It is a common misconception that anything relating to software is in the realm of an organization’s technical team. It gives rise to this myth that only IT departments / technical personnel of companies can handle and use electronic quality systems. The fact is, there are quality management programs which are designed for everyday users who are familiar with internet usage – programs designed to be user-friendly and intuitive. In essence, anyone who can surf the internet can easily use a well-designed electronic QMS system. Further, quality management software is far easier to use than a paper-based system, as the QMS software will typically include help manuals and technical support. Moreover, deploying software through an on demand service doesn’t even require an IT department, as the vendor has a support team that installs and implements the software.

Myth 4: Poor to no return on investment on Quality Management Software

When considering the use of a QMS, senior management will usually question the QMS’s potential return on investment. Various studies show that using software for quality management can save administrative time, reduce printing costs, improve production cycles, speed up change control processes, and improve speed of response – all of which adds up to a considerable return on investment. One of the biggest costs relates to risk; a good QMS will substantially reduce the risk of incorrect documentation like specifications or inspections being used and can thus provide a difficult to quantify, yet significant savings. Depending on the scope of implementation, a QMS can offer return on investment in as little as 12 months.

Myth 5: Risk of losing data with an Electronic Quality Management System

One of the more persistent myths associated with QMS systems involves the perception that the electronic storage of data is somehow riskier than retaining paper versions of the data. In fact, electronic documents are far safer than any other methods of documentation. Ask yourself a question: Do you back up the files in your cabinet every day? Probably not, but with an electronic QMS, you can create a backup of all your data every night, therefore ensuring that your data is always safe and secure. Do you have a copy of your paper system off site? With an electronic QMS, this is normal – or at least it should be.

When you are looking for ways to save administrative costs, increase employee productivity, improve business performance, and speed up the customer response process, an electronic QMS is a must-have. Deploying a QMS through on-demand / SaaS solution is a hassle-free and cost-effective route for small and medium sized enterprises.

Kanupriya is a copywriter for Proquis. Proquis offers web-based compliance management and process mapping & analysis software. Proquis software provides enterprise-wide automation of processes, complete audit trail and an efficient document change management with the affordable Proquis On Demand software solution. Visit http://www.proquis.com to request a live demonstration of Proquis software.

Author: Kanupriya Bhatli
Article Source: EzineArticles.com

When people think of a spa visit, the first thing that typically comes to mind is a relaxing day spent in a sauna, getting a massage or manicure, or just unwinding near a pool or Jacuzzi. For spa operators and staff that rely on traditional methods of booking and recording spa appointments-such as by telephone and a paper appointment book-their days may not be as relaxing as their clients, especially if their appointment-scheduling procedures are tedious and inefficient.

That’s why a growing number of spa operators from coast to coast are turning to online reservation software to help them automate and improve their appointment-scheduling processes.

WHAT IS ONLINE SPA SCHEDULING SOFTWARE?

Online spa scheduling software programs are what are commonly known as Software as a Service (SaaS) applications, whereby users access online services through a Web site or online portal. In layman’s terms, these programs function just like online banking or checking e-mail. All that’s required from the user is an Internet connection.

Pricing can vary among scheduling providers, but many programs are cost-effective and fit into any spa operating budget. Some providers, like Appointment-Plus, offer free trials of their product, which is a great way for a spa operator and staff members to get a feel for the software and determine if it will meet their specific scheduling requirements.

Once the spa operator creates an account, the spa operator typically has the ability to customize the scheduler to best fit his or her appointment needs. This includes settings-such as days and hours of operation, services offered, and adding staff members that customers can choose from for specific services-and tailoring the look and feel of scheduler, such as incorporating your spa colors and adding a logo or other images.

Spas that use online reservation systems often experience both time and monetary savings. Since it can automate the entire scheduling process, it relieves staff of the burdensome task of managing appointments and client information. This frees them up for other responsibilities. It also reduces the number of errors and scheduling mistakes encountered at many spas that can affect an operation’s bottom line.

Although functionality can vary among spa scheduling software providers, standard features found in many applications include:

Online customer self-scheduling. Customers with Internet access can view available days and times and book their appointments online and at their own convenience. This allows individuals to schedule appointments even during non-business hours and closed days.

Automated e-mail and text message reminders. Schedulers will automatically send these to scheduled customers prior to their appointments. Not only do customers appreciate receiving these, the reminders can also reduce the number of “no-shows” who don’t make their appointments. In fact, survey results have shown they can decrease the number of no-shows by over 50 percent.

Online payment options. Many individuals prefer to pay for services when making a reservation or booking an appointment. Some applications provide spa operators with payment options they can incorporate into their schedulers.

Record-keeping and report-generating capabilities. Spas, like most businesses, must accurately track their appointments, customer information and transactions. Spa scheduling software generally stores these details securely in a centralized location, making it easy to gather. Additionally, some applications offer pre-set reports,

E-marketing opportunities. Many spas e-mail their customers to inform them of discounts, specials, events and other pertinent information. Online scheduling systems can make this important task easy, as spa operators can quickly access and pull a list of client e-mails. Additionally, they can incorporate a link or button in their newsletter that directs them right to their online scheduler.

Easy accessibility. Because they’re Web-based, online scheduling programs are accessible from any Internet connection. Staff members stationed at different locations, desks and offices throughout the spa facility can easily view and manage appointments. And customers can book and manage their appointments from their laptops and mobile devices.

WHAT TO LOOK FOR IN ONLINE SPA SCHEDULING SOFTWARE

Spa operators will find numerous software providers when searching for scheduling applications. Although they may seem similar, they can be quite different, especially when it comes to functionality. It is, therefore, important to properly research scheduling software programs and their specific features before choosing.
Areas of consideration include:

Web-based software. If a spa operator determines that Web-based scheduling software is their best bet, make sure that the software is indeed Web-based. These Internet applications typically do not require any installation or downloads. They also do not require expensive hardware to properly utilize.

Security. Security is important, considering the flow of customer information into the online scheduler. Most SaaS businesses incorporate the latest security measures to ensure their customer’s data is safe, as well as schedule regular back-ups. Inquiring on safety precautions can give spa operators the peace of mind that their customers’ information will be safe.

Reliability. Since appointment-scheduling is such an important component of a spa’s operating procedure, it’s imperative that spa operators choose a program that will be dependable for its daily transactions. As mentioned above, some providers offer a free trial of the product. Take advantage of this to learn whether the scheduling software being considered is reliable and can handle the spa’s scheduling needs.

Payment options. No business like long-term contracts. Spa operations are no exception. Luckily, some online providers offer their customers flexible payment options, such as month-to-month.

Incorporating an online scheduling application into a spa’s operations can have a positive impact on the way both staff and clients book appointments. It’s cost effective, generally easy to customize and use, and simplifies appointment-setting procedures. And it can help take your spa processes to the next level!

Eric Richard is the public relations specialist for Appointment-Plus, an online scheduling system that has booked over 45 million appointments and reservations since its launch in 2001. Over 3,500 businesses throughout the United States, Canada and 10 other countries rely on the software for such tasks as scheduling customer reservation and appointment times, booking rooms, facilities and equipment, accepting online payments, sending reminders, and e-marketing. Its developer is StormSource Software, a Scottsdale, Ariz.-based technology firm specializing in the development of online appointment software for a wide variety of applications and industries.

Author: Eric Richard
Article Source: EzineArticles.com

Like most small businesses, salons are always looking for ways to improve their operations, simplify their procedures and improve their customers’ satisfaction. And like many businesses these days, salon operators are looking for ways to cut costs and improve their bottom-line. Ask any small business owner and he or she can probably recite a list of actions taken to accomplish this.

Although the choices are endless, one important area often overlooked is appointment scheduling. It’s a vital part of most salon operations, and one that businesses can easily automate with online scheduling software.

THE CHALLENGES OF ACCURATE APPOINTMENT-SETTING

Salons rely on accurate appointment scheduling to ensure smooth operations for their stylists and customers. Think of the mayhem that could ensue if this didn’t happen: Incorrect appointment times, double-bookings for the same stylist, clients not showing up for their scheduled appointments. Most salon operators are keenly aware of this and take appointment scheduling seriously. However, the manner in which they book appointments and manage client information may not be the most efficient.

The traditional manner of scheduling appointments-and one that some salon operators still rely upon-involves taking appointments by phone and writing them into a paper appointment book. Some may substitute the appointment book for an electronic calendar such as Google Calendar or Outlook Calendar. In either case, the process involves a receptionist or stylist answering the phone, checking an appointment book or calendar for availability, and then manually entering the information.

Not only is this method inefficient and time-consuming, it can also require stylists to take time away from their clients to answer the phone and take appointments, especially at salons that do not employ a receptionist. It also does not give clients an option of booking their appointments online and at their convenience, especially during non-business hours when the salon is closed.

Additionally, this scheduling process can also make it difficult to easily and accurately conduct other related tasks, such as record-keeping, creating reports and communicating with clients.

A growing number of salon operators recognize the challenges this manner of booking appointments and managing client information can create, which is why many are turning to online scheduling

THE BASICS OF ONLINE APPOINTMENT-SCHEDULING SOFTWARE

Most online reservation systems are Software as a Service (SaaS) applications, whereby salon operators access the software through a Web site or other online portal. The concept is similar to online banking or e-mail: A user navigates to a Web page, logs in, and then manages his or her account. Once a salon operator or staffer establishes an account, he or she can then customize the online scheduler to best meet the needs of the salon.

Although features differ from provider to provider, most offer such standard functionality as:

• Online Self-Scheduling. Considered the most beneficial feature by many users, this functionality allows salon clients to securely access an online scheduler, view available dates, times and services, and then book their appointment. Because it’s Web-based, clientele can access it at any time of day and not just during salon business hours.

• Automated E-mail and Text Message Reminders. A major disruption for many salon operators and stylists are “no-shows” who fail to appear for their appointments. These not only affect the appointment schedule, but can also cut into a salon’s bottom line, as “no-shows” take up spots that other clients could schedule appointments for. Surveys results show that proper use of reminders can reduce the “no-show” rate by over 50 percent. Clients will also appreciate receiving them prior to their scheduled appointment.

• Online Payment Options. If permitted by the salon, some online scheduling software providers give users the option of allowing clients to pay for services online at the time they book their appointments.

• E-marketing. As the system collects and manages all entered client information, online schedulers offer a perfect tool for a salon’s e-marketing campaign. Users can effortlessly pull e-mail and contact information for communicating updates, discounts, specials and other relevant information to clients.

• Record-Keeping and Reports.Accurate record-keeping is important to business operations, but collecting, managing and analyzing client data can be a tedious process, especially when pulling information from different files, folders and other sources. Most scheduling software programs offer report-generating capabilities, allowing salons to get an accurate analysis of their appointments and clients.

WEB-BASED VERSUS TRADITIONAL SOFTWARE

As mentioned above, salon operators can choose from a variety of online scheduling programs. Although each salon operates differently and has its specific needs, Web-based software is usually an operator’s best bet for automating their appointment processes. Here are the reasons why:

• Accessibility. Probably the most important difference between the two, online appointment-scheduling software offers salon operators and stylists the ability to access their accounts and schedules from any Internet location. More traditional software installed on an individual typically restricts user access to that computer. Although it may provide access from outside the home, office or other place where it’s located, it usually requires additional steps to accomplish this.

• The Self-Scheduling Feature. A popular feature among users that’s essential for automating the scheduling process, self-scheduling is a natural fit for a SaaS application. More traditional software programs may offer this functionality, but it would most likely be an expensive alternative to Web-based technology, given the extensive programming and set-up procedures necessary to permit this service on existing computer networks and systems. Online reservation systems also make it easier to automate e-mail and text message reminders.

• Cost. As with any new purchase, cost will be an issue at most salons. Prices can vary, from free to thousands of dollars. Web-based software is usually the more affordable choice and offers the best functionality. Some service providers offer month-to-month payments options as well as longer contracts.

The economic conditions of the past few years have shown that businesses must be willing to do more with less to stay afloat. Technological advancements such as online appointment-scheduling software make this transition easy for owners, operators and staff. Not only does it provide tremendous benefit to the overall business activities of salon operators, it also provides a much-appreciated benefit to customers. Give online scheduling software a try and watch as it “untangles” your appointment-setting processes.

Eric Richard is the public relations specialist for Appointment-Plus, an online scheduling system that has booked over 45 million appointments and reservations since its launch in 2001. Over 3,500 businesses throughout the United States, Canada and 10 other countries rely on the software for such tasks as scheduling customer reservation and appointment times, booking rooms, facilities and equipment, accepting online payments, sending reminders, and e-marketing. Its developer is StormSource Software, a Scottsdale, Ariz.-based technology firm specializing in the development of online appointment software for a wide variety of applications and industries.

Author: Eric Richard
Article Source: EzineArticles.com

A lot of companies nowadays offer high tech service software solutions to cater to field service industries for web based applications like Field Service Management Software or SaaS (Software as a service). The idea of service software came into existence after a need to optimize processes and information was felt by many companies who were sending their technicians or staff into the fields.

The SaaS or service software usually deploys software over the internet for customer’s use. The exclusive feature of this application is that instead of installing the software on a website or database, the customers can access the application from anywhere while using internet. The objective of deploying service software is to let users access their data with a pass code while reducing their investments on server hardware and also for reducing hiring costs. The benefits of these services are:

Saving money as customers can save by not buying servers or additional software to support use as everything is functional with the help of internet

These services are easy to use

Flexibility and customizable options to suit particular needs

Smart work scheduling for focusing budgets on competitive advantage instead of infrastructure etc.

With the help of these programs it has become easy to streamline operations by providing CRM, job management, scheduling, equipment tracking, employee and vendor management, reporting, accounting and inventory management etc. All these operations can now be processed and accessed from any computer, laptop or PDA with the use of an internet connection. The concept of service software is best suited for cutting costs on scheduling and operating by a cost effective method for medium to large sized businesses. In addition these services are also customizable at fraction of costs to suit various business needs according to individual portfolios.

The software can also be branded to the precise specifications and is hosted and maintained in a very secure environment. Bella Solutions is a recognized provider of web based applications like Field Service Management Software or SaaS. The company promises to infuse cutting edge technology with creative visions to deliver expert high tech web based solutions for managing any kind of field based business operations. To know more, please browse through www.bellasolutions.com.

Bella provides easy-to-use web based Field Service Software uniquely designed to streamline Scheduling, Dispatch, Customer Management, Work Orders, Employees, Subcontractors, Inventory, Estimates, Invoicing, and Accounting entirely online.

Author: Maria Casinova
Article Source: EzineArticles.com

While policy makers and economists struggle to put together a long term plans to fire fight the crises, business needs immediate, effective solutions to the operational problems that they face, daily, some of which are:

Cash crunch
Expensive, and mostly unavailable human resources
Aging population of senior cadre of technology experts, due to retire
Difficulty in scaling up, scaling down due to immigration laws, union policies, business cultural attitudes
Among other pain points

In today’s networked world, companies that are not operating from the Internet, or from desktops are at a clear disadvantage.

The offshore software development company is in the forefront of the new wave of solutions that address these issues, which are most acutely felt in the West. Professional research groups, such as Gartner, point to offshore software development in India as a hub of growth for offshore software companies, and product development companies. Other centers include Ireland, Canada and Israel, and to an extent, South Africa and Brazil.

The need for an offshore software development company is felt primarily by Independent Software Vendors (ISVs), Software As A Service (SAAS) enterprises, Software Enabled Companies, and non IT companies. ISVs are either entrepreneurs or established companies, whose business is to spot a market opportunity for software, and develop and market the software. SAAS enterprises are companies such as salesforce.com, whose software provides muscle to sales teams around the world. Software enabled companies are those whose business is enabled by, especially web based software, such as travel and hospitality portals. And, there are non IT companies whose offerings include some form of customized software as a value added service for their customers.

Present estimates place the market opportunity for offshore software development companies at US$350 billion, and growing.

The services that are provided by a typical product development company in India include, but are not limited to:

New Product Development
Product Enhancement, Patches
Product Migration, Extensibility
Sustenance
Product integration
Testing and QA of products
Maintenance of existing products

This article is contributed by BrickRed Technologies, headquartered at a state-of-art offshore development center in a Tier I offshoring city, Noida, Delhi. Every day, some of the world’s most hardworking organizations rely on our software and engineering skills to serve their customers safely, securely and reliably. With offices in the US, UK and Dubai, BrickRed provides services for end-to-end development of commercial grade software products and applications to start ups, emerging and established technology companies and IT enabled organizations. Our work has been endorsed by leading industry experts: The Black Book of Outsourcing, Red Herring Asia, Deloitte Fast 500, and Microsoft, among them.

Adam George is a well known writer. He has written many articles on various topics including outsourcing, Presently writing on Software services, Offshore Software Development Company, Product Development Company and other Software testing services.

Author: Adam George
Article Source: EzineArticles.com

Industries are finding ways to get firmly established, and cloud computing is getting attention with its promised potentials of cost efficient principles, as it allows organizations to have the capacity to ramp up or down as the demand arises. Service providers themselves are causing some form of confusion among potential users as “software as a service” (SAAS) is mixed up with cloud computing, although these are two very distinct platforms. Cloud computing may be defined in broad terms, and it can be differentiate with SAAS in very distinct features and architecture.

There are a number of solutions available today and the options are often changing, as the industry itself is very dynamic and in a state of flux as progress is made and new opportunities arise. A number of options are available, depending on the position of the purchaser and cloud computing information is available for those who seek access to platform as a service, software as a service or infrastructure as a service to help them. A number of major “players” exist in the marketplace, the cloud servers, applications, and storage services. As cloud computing becomes more mature, a number of different integrators will emerge and management entities, such as enStratus, occupy the position of advisor, overseer and manager.

For potential users looking for cloud computing information on software as a service, it is important to distinguish this option as it allows the ability to access complicated software without any upfront licensing, investment or server capacity. There is a proliferation of different applications and these are being targeted to users large and small, especially by the major players such as Google.

Platform as a service allows a more robust user to run an application on a provider’s infrastructure. This is a great place for development.

Infrastructure as a service is an all-encompassing option, where a user basically outsources and uses the provider’s servers, hardware, networking, support and storage capabilities.

The major organizations providing cloud computing information and facilities to users include Amazon Web Service, Rackspace, Terremark, Microsoft and a host of others, some smaller and more niche oriented. The leading cloud provider that is suitable for almost any kind of organization is probably Amazon. Rackspace offers on demand scalable website, storage hosting and application options. Windows Azure functions as an operating system in the cloud, where hosting, management and development of the Azure platform is coordinated.

There are many cloud computing information that is available for potential users, from the major organizations offering the service and it would come as confusing to some who are relatively new to this concept. This is where the selection of an impartial management entity should be considered, so that the organization’s best interests can be served and the entire system can be “watched over” by a third-party entity at the same time.

enStratus is a cloud infrastructure management solution for deploying and managing enterprise-class applications in the cloud. enStratus has a multi-cloud architecture that focuses on security and high availability for mission-critical web applications. Learn more at http://www.enstratus.com

Author: George Hadjiyanis
Article Source: EzineArticles.com