With so many options, where do you start? Begin by
making a list of the features and functions you need
for your business. For example, if you are an architecture
firm, you will most likely need some type of Computer
Aided Design (CAD) program. Determine your budget ahead
of time. Have a comprehensive list of needs and wants
combined with a budget; this will allow you to focus
on what is best for your business.
Prioritize your list. Similar to buying a car or a
house, break your list down into categories of “Must Have,” “Want to Have,” and “Would
be Nice to Have”.
When purchasing computer systems begin your search
withh software. Your software is what drives your business
systems and every software package has requirements
for the hardware platform it runs on. For example, the CAD program for architects
is likely to require an increased amount of memory.
Prior to choosing software, define all of your input
sources (every form and data element that is necessary
for your business); all of your processing
and
calculation requirements; and all of your potential outputs (reports, proposals,
drawings, etc.).
The idea of sifting through mountains of brochures
and websites can be overwhelming, so you may want to
start with the trade association for your
industry and
talk with other business owners to narrow your search. Before making
a final selection
check references, verify warranty & technical support services, and if possible,
arrange for site visits to see the software in action with happy customers.
A note about licensing: when you purchase software
you receive a copy of the software (often times it is
installed by the PC manufacturer or
you
receive it over the Internet via a downloadable file) and you also
receive a license
to
use the software.
A software license will specify terms and conditions
for use including copyright laws, whether or not the
user may install the software on more than one computer
and whether or not the user can create backup copies
of the software. Additionally, software that you do not
pay for (freeware or shareware) may have a license agreement
with terms and conditions for use. Before you install
any application, always read the license.
|
If you do not agree with the terms, do not install the software.
Violations of software license agreements can be catastrophic
to a small business with fines of up to $100,000 per
violation. Be sure you have properly paid for
and licensed all applications being used by your business. It is prudent
to conduct an annual audit to be sure your company remains
compliant.
REPLACING OR UPGRADING? Know Your Current Technology
Setup
Many of you may already have computer information systems
that you are planning to replace or upgrade. Begin
by taking an inventory of your existing systems.
Use the checklist below to help gather the necessary information.
1. Number of computers:
______________________________
2. Type of operating systems:
______________________________
3. Name of Internet service provider:
______________________________
a. The speed of your Internet connection:
______________________________
4. Desktop applications in use:
______________________________
______________________________
5. Back-office software (i.e. financial management and accounting
applications):
______________________________
______________________________
6. Business process you want to improve or any problems you
are having:
______________________________
______________________________
7. Peripherals such as printers, copiers, and fax machine
(list make, model, and year of purchase):
______________________________
______________________________
|
8. Type of network
and the number of users on the network:
______________________________
9. Type of server hardware and operating system:
______________________________
10. Type of remote
access capability:
______________________________
Other items to consider:
Does the system you are considering include the following?
• The most current operating system
• Preinstalled applications
• Email software with a filter to reduce spam and junk email
• Features to block Internet pop-up messages
• An Internet firewall
• Privacy protection, protection from spyware
• Security features that protect your information from access by external
threats
• The ability to receive automatic software updates via the Internet
• Virus protection
• Remote access capabilities, so that you can access your files from outside
of your office
• Software to help monitor unsafe downloads
What is included in the maintenance agreement (i.e. response
time, fees, and technical support phone number)?
Reference: This list was modified from a checklist available
on www.Microsoft.com
© 2005, Carlene Cassidy
Carlene Cassidy, Professor
School of Business, Computing & Technical Studies; Director, Entrepreneurial
Studies Institute, Anne Arundel Community College, cmcassidy@aacc.edu
410-777-2161
|