It Infrastructure: Investments & Upgrades

Sonitrol is a company that provides security installations, monitoring, and dispatch services. As such, we need to be confident in our ability to provide reliable data monitoring and response services. The core component of our success revolves around the customer's trust in our systems and services. Consumers that use the monitoring and alarm systems trust us to provide accurate and timely responses to any possible break-in or fire. So far, our security systems and databases have provided us with a reasonable response time and ability to monitor customers effectively.

Now, however, with the huge growth in the security sector their systems have begun to fall behind the technology curve. Our inability to target potential consumers coupled with our reliance on old, static databases hampers our ability to reach new customers. Sonitrol's dependence on outdated computer systems (both hardware and software) exposes a point of vulnerability in an otherwise secure operation. Our building itself is well protected but the systems that reside within are vulnerable to both data loss due to system crashes, malfunctions, or user error and penetration due to lax security in the networking environment. Also, Sonitrol is in need of an overhaul of current communications systems since the growth of our employees has caused us to overwhelm our current resources.

Meeting rooms have become too small to accompany the necessary people, the 24/7 work environment plays havoc with people's ability to attend scheduled meetings, and communication between departments is almost non-existent. Our current PC systems run obsolete operating systems which not only pose a security risk, but also disallow the use of current security and communications applications. Unstable and unsupported operating systems should be replaced or upgraded where possible, providing a more stable, user-friendly environment. Also, the upgrades will allow integration of several applications which, due to current outdated software, are neither integrated nor reliable. For instance, currently there is no other way for inter-departmental communication than by phone. This is of course uses time spent looking up numbers, missed calls, busy lines, and voice mails. All of which are slow and inefficient when compared to current communication technology. Many times memos are handwritten which results in misunderstandings due to handwriting, lost papers, missed messages, or even simple misfiling.

Taking advantage of current technology will allow us as a company to be more focused and much timelier.

In order to alleviate most, if not all, of the problems described, a project should be created to begin renovation of legacy systems, installation and maintenance of new ones, and the implementation of new communication mediums. The two greatest weaknesses we are experiencing as a growing company is our inefficient database design and our disparate communications infrastructure. The goal, then, will be twofold: create a reliable and efficient database and a central, ubiquitous network communication system. A secondary focus will be put on security applications and hardware in order to take advantage of the new upgrades and equipment.

A project manager should be hired, possibly from our IT department, in order to facilitate the transition from design phase to implementation. A project manager will keep the tasks on schedules and each team coordinated and focused. Without a PM to manage the project, up to 25 percent of our employees' time could be wasted. (pmtoday.com, 2001). He will have a significant understanding of the necessary hardware and software upgrades and installations, as well as the costs and time that will need to be allotted in order to see the project through to completion. A previous analysis and benchmark of current systems will provide the PM with sufficient data in order to make an accurate assessment of the necessary upgrades. The PM will study all the documents produced and explain in detail the necessary upgrades and perform a gap analysis which "describes the specific gap in functionality between the current system and the new or enhanced system". (CCS, Inc., 2001). The PM will then outline the necessary upgrades and replacements, budget considerations, due dates for completion of projects, separation of duties among the project team, and management and lead of the entire project.

The PM will need to consult with the experts in each specific field of inquiry in order to assess the time and costs necessary for completion of each project. Our database administrator can provide an outline of necessary upgrades as well as an understanding of the basics that will provide the PM with the knowledge necessary to determine the best route for upgrades or replacements. The goal will ultimately be to implement a database that is thorough, easily accessed, organized, connected to disparate fields of data from different departments, as well as reliable.

The PM will also analyze the current communication procedures and equipment not just for use within the company, but also with consumers, suppliers, and distributors. We need to design a more concise, reliable system with which to communicate in order to provide and receive timely information and requests.

Another aspect that must be documented will be the training of current and possible new users on the updated equipment/software. We will allocate enough time and money in order to fully train all personnel so that a thorough understanding of procedures and applications results in a smooth transition from the old systems to the new.

As a starting point, all systems need to be replaced with new hardware and new operating systems. PC systems in use now consist of 486 machines that are woefully underpowered for the recommended software upgrades. All PCs will be replaced with Dell 4600s. The Pentium 2.8 will provide enough processing power for any of the applications we need to install and 256MB of memory will be sufficient for our multi-tasking purposes. At an approximate cost of $800, the inclusion of a flat screen will also give our employees more room at their desks, resolving numerous complaints concerning lack of space. Each desktop will include firewalls and anti-virus programs. Zone Alarm Pro will serve the function of firewall on each user's system, and Norton Anti-Virus corporate version will also be installed to protect the network from malicious code. Users will also be taught proper safety precautions concerning downloading and/or opening unknown attachments.

Currently, the DOS based applications we are running are very unfriendly to new users, and no standards exist between applications, making the process of multi-tasking a needlessly frustrating experience. Some applications, for example, use F5 for saving, some