BTerrell Group Blog

Creating IT Process Standards

Posted by Info Info on Thu, May 29, 2014

by Chris Karnes

As new employees join the company and other employees leave, do you have processes in place for enabling access for onboarding employees and denying access for exiting employees? Are there multiple logins and systems (Office 365, domain login, phone systems, office printers, etc.) that your new employee needs in their daily functions? Most of us rely on the IT department to do this. But, what happens if you have a single IT employee, and that’s the employee that just left? Do you have the processes documented so that you can disable and/or remove the various user accounts for the former employee and create the new accounts for any incoming employee? Improving and creating processes are critical for completing things efficiently, as well as tightening the security surrounding your business files.

Onboarding a New Employee

describe the imageDocument your processes, and review them periodically so they are updated as your technology changes. Your documentation can be as simple as a Word document with the first page listing what every new user would need. The following pages detail how to setup each account using screenshots and a brief explanation of the requirements. If your business has domain access for networked servers, Office 365 with email, Intacct, Sage CRM, a VoIP phone system, and a Multifunction Office printer with the ability to email scanned items, each system needs to be set up for everything to work correctly. The scanner won’t email if you don’t set up the Office 365 account since the user won’t have a valid email address, and the employee can’t log into their computer if you haven’t set up their domain access.

With so many logins and setup for one new user, you need a standard for creating usernames. Three of the most commonly used standards are first initial last name, first name last initial, and firstname.lastname. Use the same user name standard across as many accounts as possible to avoid having an employee email address of john.smith@xyz.com while his domain login is jsmith@xyz.com. That gets confusing, time consuming, leads to failed logins (and accidently lock someone out of their account), and leads to mistakes, such as John giving a prospective client the wrong email address. Software such as Intacct and Sage CRM may be administered by multiple or different people who specialize in that specific software. They must be aware of the company username standards. My personal favorite is firstname.lastname. You occasionally may have two people with similar first and last names, but most of the time there will be a slight difference in spelling between them, for example John Smith and Jon Smith. If two people have the exact same spelling, include a middle initial for the newest employee (jon.z.smith).

Deleting Access for Exiting Employees

You also want to create and document a standard for how to deny access for employees leaving the company. Do you want to disable, delete, archive, forward, or monitor the email account? If that employee had several projects in progress and the departure was sudden, you may not want to delete or disable the account, as any client attempting to email your company have their email denied. You want to reset the password and either forward the emails to another employee or manager to review, or add that mailbox to an employee’s mailbox until you communicate the new contact to clients. Same goes with the phone extension. You need to document how to forward the extension to another employee’s extension, while taking the physical phone offline. This will help ensure that you do not accidently drop the ball while transitioning as you always have someone monitoring any incoming contacts from clients. Then document how to delete or disable the employees’ domain account and remove them from the multifunction office printer.

 

If you don’t know what the processes are, or if they are documented, get with your IT department and ensure these are set up so that those with administrative access can properly handle adding new users and removing former employees. If they are not, make sure to create these processes and document them. 

Tags: Information Manager, security, IT process

What's New With Orchid Systems?

Posted by Meredith Gooch on Fri, Mar 05, 2010

As a strong supporter of Orchid Systems products for Sage Accpac ERP, we are pleased to announce the newest 5.6 version features of Orchid's Process Scheduler, Info-Explorer, RMA, Inter-Entity Transactions, Information Manager, and Bin Tracking, which have already been released.

Process Scheduler - Version 5.6:

  • New action of "Clear Data Integrity Logs" that enables the clearing down of old integrity logs. All logs will be cleared which are older than "x" days - which is entered on the action.
  • New F9 zoom screen to facilitate quicker setup time
  • New schedules report to enable Schedules to be printed
  • Clear button on the Audit logs screen will only clear the filtered tasks

 Info-Explorer - Version 5.6:

  • Ability to export to HTML - and from there to email or print.

RMA - Version 5.6:

  • Compatibility with the new IC Version 5.6 Serial and Lot Tracking

Inter-Entity Transactions - Version 5.6:

  • Sage Accpac ERP Version 5.6 compatibility

Information Manager - Version 5.6:

  • Sage Accpac ERP Version 5.6 compatibility

Bin Tracking - Version 5.6:

  • Compatibility with the new IC v5.6 Serial and Lot Tracking
  • Sage Accpac ERP Version 5.6 compatibility
- Brian Terrell, CPA and Managing Partner

Tags: Sage Accpac ERP, Bin Tracking, Orchid Systems, Info-Explorer, Information Manager, Inter Entity Transactions, v5.6, version 5.6, Info, process scheduler, RMA, integrity, schedule, audit logs, serial and lot tracking

Webcast: What's New in Orchid Systems Version 5.6

Posted by Meredith Gooch on Mon, Jan 18, 2010

Want to see what new features Orchid Systems' modules have in version 5.6? Join this Webcast to see what's new in:

  • Bin Tracking
  • Info-Explorer
  • EFT Processing
  • Process Scheduler
  • Information Manager
  • Inter Entity Transactions
  • Return Material Authorizations
Reserve your seat now as space is limited at this Webcast: https://www2.gotomeeting.com/register/120669659

Title: "What is New in Orchid's V5.6 Modules?"
Date: Wednesday, January 20, 2010
Time: 4:00 PM - 5:30 PM CST

After registering, you will receive a confirmation email containing information about joining the Webcast.

- Brian Terrell, CPA and Managing Partner

Tags: Bin Tracking, Orchid Systems, Info-Explorer, webcast, Webinar, Information Manager, EFT Processing, process scheduler, Inter Entity Transactions, v5.6, version 5.6, Return Material Authorizations

Live Webcast: Orchid Systems' EFT Processing and Process Scheduler

Posted by Meredith Gooch on Tue, Jul 21, 2009

EFT Processing allows you to process both AR Receipts and AP Payments via Electronic Funds Transfer with your bank, thereby reducing your payment processing costs, eliminating errors, and saving you time.
**New ACH standards for cross border payments required by September 18, 2009 are supported.

Process Scheduler allows you to automate repetitive Accpac tasks such as data integrity, data dumps, day end processing, batch posting, schedules, Crystal and financial reports (in conjunction with Information Manager), loading databases, and much more!

Join us for a live Webcast on July 22, 2009 from 4:00 p.m. to 5:00 p.m. CST.

Space is limited, so reserve your seat now at:
https://www2.gotomeeting.com/register/119017186.

After registering, you will recieve a confirmation email containing information about joining the Webcast.

- Meredith Gooch, Marketing Manager

Tags: Sage Accpac ERP, automate Accpac tasks, data integrity, Orchid Systems, webcast, Webinar, automation, Information Manager, EFT Processing, process scheduler, data dump, batch, day end processing, databases, batch posting

Live Webcast: Orchid Systems' Information Manager Including the New Info-Explorer

Posted by Meredith Gooch on Thu, Jul 09, 2009

Information Manager consists of:
- Info-Explorer: a cost effective and powerful reporting and analysis tool, packed with features including drill down to the source Sage Accpac ERP screens.

- Notes: pop-up notes triggered by Sage Accpac data (Zippy Notes replacement).

- Supplementary Data: gives users the ability to create tables in their Accpac database linked to Accpac views to store additional information in Accpac (for example, Sales targets).

- Report Runner: gives users the ability to create menus and parameters for Crystal and Financial Reports.

- Data Views: gives users the ability to create database views to simplify Crystal Reports on Sage Accpac optional fields.

Join us for a live Webcast on July 15, at 4:00 p.m. - 5:00 p.m. CST. Space is limited, so reserve your seat now at https://www2.gotomeeting.com/register/261804371

After registering, you will receive a confirmation email containing information about joining the Webcast.

- Meredith Gooch, Marketing Manager

Tags: Sage Accpac ERP, Orchid Systems, Info-Explorer, webcast, Webinar, report runner, data views, Information Manager