Business Intelligence (BI) has traditionally been the domain of big companies. It was costly to implement, required highly skilled employees who were in short demand to conduct it, and the software was incredibly complex. That’s all changed in the past few years due to the advancement of cloud technology. Many vendors now offer Software as a Solution (SaaS) apps that small businesses can use to conduct BI in their organization.

Here is an overview of four Business Intelligence SaaS apps that you could use in your business:

KPI KPI (Key Performance Indicator) is a company that offers a cloud based dashboard that integrates with your CRM or ERP software. It provides a way for businesses to visualize, analyze and report real-time data from your business’s key metrics. All the results can be viewed on your computer or on your mobile device.

GoodData GoodData is an on demand BI provider that offers users a base service that they can add apps to as and when needed. The whole service and dashboards are stored and run in the cloud, and are considerably cheaper than traditional BI services.

Bimotics Bimotics offers an on demand BI service for businesses in almost every major sector. They offer one suite that has data connectors, an established BI engine and analytical tools that should meet most small businesses’ needs. The suite can also be accessed by almost any mobile device.

Tibco Silver Spotfire Silver Spotfire is a cloud based SaaS aimed at individuals and small businesses. It lets users create interactive dashboards and visual analytics without the need of costly infrastructure. This app also integrates with major social media services, allowing users to put live dashboards on their blogs.

These are just four useful apps that you can use in your business. If you’re interested in how you can integrate BI solutions into your business, please contact us.

Security of data and networks, an issue that companies are taking seriously. They’re going to great lengths to protect themselves from external threats and are, for the most part, safe from them. And yet, there are still stories about how businesses are being infected by malware. If they’re safe to the external environment, where’s the threat coming from?

In recent years the majority of security threats and compromises have come from within the company. A common threat to companies is the logic bomb - malware that targets IT systems and deletes data. As a logic bomb is introduced from within the network, the blame often lies with a disgruntled employee with full access to internal systems.

Insider threats Giving employees full access to the network when they don’t need it is a common mistake often made by companies. There’s little need for an employee who does graphic design to have access to weekly sales records. This practice could set your company up for a considerable security problem in the future.

Dawn Cappelli, an insider-threat expert at the Carnegie Mellon Software Engineering Institute stressed, "These types of insider attacks happen to businesses of all sizes, from small companies to very large corporations." This is an important issue businesses should be aware of if they want to remain secure.

Take Precautions Security threats can be a particularly harsh nightmare for small businesses, as many don’t have an IT department or staff with the technical expertise needed to maintain a secure network. If you’re one of these organizations, it’s a good idea to hire an outside consultant to help you with your network security. With consultants, it’s important that you maintain close contact with them to ensure any issues that crop up are dealt with expeditiously.

If you don’t work with an external company there are a few things you should do when you have an employee leave the company. First, their accounts should be deleted immediately and their access privileges should also be revoked. Second, if you have accounts with shared passwords, you should change them to ensure an ex-employee can’t gain access to the system.

If you’d like to learn more about internal security, and measures you can take to ensure you are safe, we are ready to help you. Please contact us.

Business Continuity Plans (BCP), plans on how to provide a stable service, or recover after adverse actions, have become top of mind with many managers. Businesses have adopted such plans, or are in the process of implementing one, but owners may have missed some crucial elements that could result in an ineffective plan.

Here are six key non-IT functions and processes that need to be in place to ensure your company is ready to effectively execute your BCP.

Easy to use plans Many continuity plans have been developed mainly for the IT department, as such, they can be a little complicated to understand and follow if employees don’t have a technical background. You should aim to have a plan that’s easy to follow and can be understood by all employees.

Communicate plans Remember that your plan encompasses all facets of your organization. It’s crucial that every employee knows their role and the relevant actions to take when the plan is executed. To do this, you need to ensure that all employees have access to a copy of the plan and any changes or updates are clearly communicated.

Test plans Beyond communication, it’s important to conduct regular tests, with every quarter being sufficient. The tests should be as real as possible and span all departments within the organization. This will ensure that employees are aware of how they, and the systems, will react under duress. It’ll be beneficial to your business if the first time the employees execute the plan isn’t during an emergency.

Short term and long term plans Your BCP should consist of both long term and short term elements that can be easily adapted to meet changing business environments and the emergence of new threats. You should aim for an even mix of short and long term solutions that cover as wide a variety of situations as possible.

Ensure buy-in from all levels If you’re in the process of instituting a BCP you should ensure that the whole organization is onboard with the plan. If an employee is unsure about the validity of a part of the plan, take the time to find out why and ask for suggestions. An uninformed or uncooperative employee could be the difference between survival and failure in a disaster situation.

Update and Review After every test, staff turnover and technological update, you should review the plans and make changes if necessary. Essentially, if anything in the company changes, review and update the plan. Remember: just because you have an effective plan this month, doesn’t mean it’ll be so in the future.

Continuity plans are only as strong as the weakest link. In an emergency, the last thing you want is an employee following the wrong process or be unsure of what they should be doing. If this happens, you could see an exponential growth in recovery time and costs. We’re ready to tell you more, so please contact us if you would like to talk continuity planning.

The smartphone has become one of our most beloved devices. Like a favorite pet, we take it everywhere with us, show it off every chance we get and even use it as a way to conform or stand out. No matter which brand you have, you probably have important information stored on your phone, and should be taking steps to ensure that it’s secure from prying eyes.

Whether you have an Android, iPhone or Windows Phone 7, here are two tips to keep your smartphone secure:

Lock your screen If you have data or information on your phone you would like to keep secure, the first thing you should do is lock your screen. Most smartphone users lock their phone with a 4 digit number combination, but it’s recommended you use a password for higher security.

• On Android. To establish a password on your device go to Settings and select Security. Press Screen lock. On Ice Cream Sandwich, you have six options for security, with the least secure at the top and most secure at the bottom. Many users select Pattern or Password. Enter the password twice and press Confirm.
• On iPhone. Select the Settings app followed by General. From there select Passcode Lock and turn it on. You’ll be asked to set your passcode and confirm it.
• On Windows Phone. To set a passcode go to the home screen of your device. Open Settings from your Application list and select Lock & Wallpaper. Press Password, enter your password and then press Done.

It’s recommended that you set a password that’s unique. Don’t use your birthday, address or phone number. At the same time, you have to make it easy to remember. If you’re having trouble coming up with a password, this video by Mozilla is a big help.

Enable remote wipe While passwords and other security codes will go a long way in preventing others from accessing your phone, it often isn’t enough. The next step in device security is to set up the ability to remotely wipe your device.

• On Android. At this time there is no native remote wipe option on your phone. You’ll have to download an app from the Play store. The apps work by using a push service - you “push” the commands to your phone from another source i.e., a website. When you install the app, you’ll have to register your phone and access it from a website.
• On iPhone. The iPhone has remote wipe capabilities which can be accessed through iCloud. On your device select Settings, iCloud and turn on Find my iPhone. If you lose your phone log into iCloud and select Find my iPhone. From there you’ll be able to remotely wipe your device.
• On Windows Phone. If you lose your phone you can remotely wipe it by going to the Windows Phone website, logging in and selecting My Phone. From there you’ll be able to wipe your phone.

Even if you don’t have confidential information on your phone, it’s a good idea to, at the very least, set a solid passcode on your phone. Adding the ability to remotely wipe your phone will ensure the information won’t be viewed by other people. If you’d like other ways to keep your mobile phone secure, please contact us.

If you’ve ever observed people playing any sort of game, you probably noticed how involved the players with the game are. Why do players get so into the game? Competition and the desire to achieve established goals. There’s a Web trend emerging of companies using these game elements to drive engagement and customer buy-in.

The term to describe this trend is gamification, but what is it, and how can businesses use it?

What is gamification Gamification is the application of game design techniques and mechanics to non-game applications. Foursquare and its badges is a good example of this - users check in at locations to earn points, unlock badges and compete with their friends. Do they win anything? Nothing physical, but there’s something satisfying with competing with other people to be the best.

While gamification got its start with technological related operations, it has since been integrated by businesses of all sizes. Business that have adopted elements of gamification have seen improved user engagement and ROI.

How can businesses leverage gamification? Gamification is interesting because it can be applied in a variety of different business situations. For example, here are three such uses:

• To increase employee engagement. It can be hard at times to keep your employees engaged while they’re doing mundane tasks. One of the most common uses of gamification is deploying badges to act as a motivator to encourage employees to put effort into their job. When an employee reaches a predetermined level they are recognized for their achievement. This will go a long way in improving engagement.
• To create brand advocates. You can use gamification to turn your customers and fans into brand advocates. Before they start singing your praises, they need to be given a reason to do so. The best way to do this is to create a points/reward system. For actions such as purchases or reviews, customers gain points that can be spent on other services. Think of it as akin to the points system used by credit card companies.
• To generate traffic. Many SMBs are dependent on their websites for revenue but struggle to get traffic to their site. Gamification techniques can be employed to encourage people to spend more time on, and return to, your website, almost like a modern loyalty program.

There are many uses for gamification and we’ll continue to see new and innovative ways to deploy it in organizations. If you’re interested in ways you can implement aspects of gamification in your business, or would like to learn more, we are here happy to sit down with you for a chat. Please contact us.

As a follow up to our post defining the acronyms and terms commonly used in ERP and CRM software implementations, we’ll continue with some technical and cloud terms. When in doubt, ask your vendor to clarify the terms they are using. In their excitement to show you the latest advancements, vendors sometimes forget that not everyone lives and breathes technology.

Technical Terms You Should Understand

SQL. Structured Query Language, commonly pronounced “sequel”, is a relational database system whose primary function is to store and retrieve data as requested by other software applications.

Workflow. A sequence of connected procedural steps that are automated through the ERP or CRM system. For example, a workflow for purchase requests could automatically route POs over a defined value to a supervisor for approval before processing.

Customization. Programming that adds functionality to an ERP or CRM system to meet unique needs of an organization. ERP systems are written to offer functionality that most companies need and don’t include industry-specific functionality. Customizations can automate processes that companies need to fulfill an industry or process specific requirement.

Integration. The connection between two systems that allows for the flow of data from one system to another, or reciprocally between the systems. For example, a company’s storefront website is usually integrated to the ERP so that inventory availability is updated on the website, and transactions completed on the website flow back to the ERP.

Cloud Terms Explained

Cloud Computing. In terms of ERP and CRM, cloud computing means that users access the software through the Internet or via a remote connection.

Hosting. The ERP or CRM software application is housed and managed by a cloud services provider. Application support includes installation, upgrades and user configurations. Application licenses can be owned or rented (subscription).

SaaS, Software as a Service. The software publisher delivers the application via the Internet to users on a subscription basis.

Hybrid. Hosting services built to suit unique business needs. For example, a company owns their servers but houses them in a secure hosting facility, and receives operating system and application support from the hosting provider.

Private Cloud. Infrastructure supporting the cloud delivery of applications that is dedicated completely to one customer.

Public Cloud. Infrastructure supporting the cloud delivery of applications, that is shared or “multi-tenant”, serving a variety of businesses, individuals or groups.

With an understanding of the basics, you’ll be able to ask your solution provider better questions. We are ready to tell you more. Let’s talk about what ERP or CRM could mean for your business.

In late Q2 or Q3 of this year, Apple is scheduled to release a new version of OS X, Mountain Lion. While it’s still a few months from reaching retail and online stores, there’s a developer’s preview available. The preview has introduced a number of potentially great features that will be in the retail version and are beneficial for businesses using OS X.

Here are four features of Mountain Lion that small business employees will find useful:

Enhanced communication and social media If you use OS X to access and monitor your social media accounts you’ll be interested to know that you’ll have the ability to post directly to Twitter from various apps. If you use iChat, it will be renamed: Messages. With it, you’ll be able to send messages, pictures and videos to other iChat/Messages users, regardless of the device. This could be a beneficial external and internal collaboration tool due to the growing amount of Apple users.

AirPlay mirroring If you or someone in your company gives a lot of presentations, Macs running Mountain Lion will have the ability to wirelessly broadcast whatever is being shown on the screen. To share your screen with an HDTV or Projector, you’ll need to have an Apple TV box. It works by streaming content to the TV box which is connected via an HDMI cord to the TV or projector.

Gatekeeper Security is top-of-mind for companies these days, and Gatekeeper is an extra level that businesses can implement. Its purpose is to restrict the apps that can be downloaded and installed on your computer. While many businesses should have measures like this in place, this app can act as another layer to ensure an even more secure organization.

iCloud Possibly the biggest trend in small business computing is the integration of cloud storage. Apple’s cloud storage service, iCloud, will play a prominent role in Mountain Lion, especially for businesses. With this feature, employees will be able to access data stored in the cloud using Apple’s different devices. Any changes made to documents stored in the cloud will be automatically updated in realtime, without the user having to save and update.

Mountain Lion is shaping up to be one of the best versions of OS X to date. There are numerous features that users will find appealing, and many businesses are eager for the retail release. A word of warning though, while a version of Mountain Lion is available to download, it’s an unfinished product and as such, we recommend that you hold off from installing it onto your business’s computers. If you’d like to prepare your systems for the OS, please contact us.

Windows phones may not have the biggest market share, but there are a number of advantageous features that make it a viable solution for small businesses. If your company uses Microsoft Office 365, and you or your employees have a smartphone running the Windows Phone OS, you can easily integrate Office 365 with your phone.

If you would like to connect Office 365 with your Windows phone, follow these steps:

Please be aware that these instructions are for Windows Phone version 7.5. If you are running an earlier version, it is recommended that you upgrade to version 7.5 first.

1. On your Windows Phone press Settings followed by Email and Accounts.
2. Tap Add an Account and select Outlook. This is a catchall for any email service that uses Microsoft Exchange, Office 365 included.
3. Enter your Office 365 email address and password, and your Windows Phone will automatically configure your account.
4. After the configuration is complete, a window will pop up informing you that your Office 365 email and SharePoint Online Team site have been set up on your phone. You’ll also be able to download Microsoft Lync 2010 from the Marketplace if you need it.

When you return to the home screen, you’ll notice that an Office 365 email tile has been placed at the bottom of the screen. It’s a good idea to go into the Email settings on your phone (follow step 1 above) and adjust the settings to your needs. For example, your email account will automatically be named Outlook. To re-name it tap on Outlook and select Account Name.

From the Settings page you’ll also be able to select which Office 365 services you want your phone to sync with e.g., contacts. By default your contacts will show up in your People hub. If you don’t want your contacts to sync, you can deselect it from this page.

If you use Office 365 and a Windows Phone you’ll find that the integration is near seamless. If you would like to learn more about Windows Phone or any other Windows product, we’re here to help.

Social media is one of the most important communication tools of the modern era. Companies use it to connect with customers and like minded individuals, all in the name of building trust in their brand and products. While almost every company has a social media presence, they have been slow to trust employees to use personal social media at work. On average, 31% of companies block employees from accessing their accounts.

There are four distinct advantages to allowing social media:

• Increased productivity. There have been a number of studies that have found that judicious use of social media in the workplace will actually increase productivity. A study conducted by the University of Melbourne found that employees with access to social media are 9% more productive than those without.
• Increased buy-in. Employees like to feel trusted and empowered. If they don’t you can expect to experience higher turnover and lower morale. A good way to gain trust is to allow employees to use social media in the workplace. If an employee feels like they are trusted, they’ll be more likely to stay with the company.
• Recruiting. Small businesses have started to use social media for recruitment, but limit efforts to one account. If you have 10 employees in your organization, each with a social media account with 100 friends, you have the potential to reach 1,000 people. This is achievable if employees are allowed to access social media at work and are encouraged to share posts.
• Identification of business opportunities. Through the use of social media, employees in charge of sales and business development can source new clients and build fruitful relationships.

There are many advantages to allowing access to social networks at the office. If you‘re hesitant to completely open the social media floodgates, try doing so in short periods, like the final three hours of the working day.

No matter what you decide, allowing access to social media is a good practice for your business. If you would like to learn more about social media and how you can leverage it in your business, we are happy to talk with you.

Every industry has their jargon. Acronyms can be confusing, and common terms can take on entirely different meanings when you venture outside your field. When it comes to evaluating ERP or CRM software, you’ll be well equipped with the following primer.

Start with the basics

ERP. Enterprise Resource Planning is a software system that manages the transactions and flow of data between all the business functions in an organization, including: financial management, human resources, manufacturing, supply chain management and project accounting.

CRM. Customer Relationship Management is a software system that manages the flow of data for a business’s sales, marketing and customer service functions.

XRM. A term used to describe the functionality of CRM to manage more than customer activity. XRM can be used to manage the flow of data for any definable entity. For example, XRM could be used to track and schedule the use of company equipment.

LOB. Line of Business applications are software systems that deliver functionality for a specific industry business requirement. LOB applications are often integrated with the ERP system, for example: an engineering firm uses a computer aided drawing application to calculate material requirements, which are then integrated into ERP for costing.

BI. Business Intelligence is the reporting of data from the ERP, CRM and LOB applications in a form that is useful to business decisions makers. BI applications can include dashboards and reports as well as charting and analysis tools.

Add-on Products. Most ERP applications manage the high level functionality that most organizations need, and depend on an ecosystem of development partners (see ISVs below) to create applications that manage special requirements. For example, an ISV might develop a warehouse management system specifically built for the beverage industry.

Service Providers

VAR. Value Added Resellers are professional service companies that specialize in the installation, configuration and training services supporting the implementation of ERP, LOB and CRM systems.

ISV. Independent Software Vendors are application development companies that create software to address specific industry or niche market requirements.

SI. System Integrators are professional services companies that help businesses integrate all of the systems in their organizations for a more holistic approach. SIs often have the capability to create custom applications that will integrate into enterprise ERP systems.

Partner. Includes VARs, ISVs, SIs and other service organizations that support a software vendor’s products. For example, Microsoft partners are members of the Microsoft Partner Network (MPN). The MPN program provides training and certification to their network of 640,000 partners.

MSP. Managed Service Providers are professional service companies that provide outsourced management of technical services for organizations. For example, an MSP may remotely manage a company’s in-house computer servers.

Next week, we’ll define common technical terms, including the latest “cloud” jargon.  If you would like a deeper understanding of any of these terms, give us a call. Let’s talk about what ERP or CRM could mean for your business.