Arby Fields: Computing, Networking, and Information Technology

Arby Fields: Computing, Networking, And Information Technology Hardware and Software Recommendations

Fields Comprehensive Youth Services Inc. (FCYS) is a small nonprofit company based in southern California that serves adolescent male who are dependent and delinquent minors. FCYS has thirty employees. This study addresses the computing needs of the organization including hardware and software requirements as well as requirements for information technology security in the organization.

The purpose of this study is to identify computing hardware and software requirements for Fields Comprehensive Youth Services, Inc. In addition to the requirements of the organization for information technology security to protect the system chosen for implementation. This organization is presently utilizing four desktop computers purchased in 2005. The organization needs to purchase a solution that will accommodate future needs of cloud computing and to enable internal file sharing among multiple client sites. Another problem the organization faces is the manner in which documents are saved and stored. As well, the organization has a need for a higher-level of protection of its information technology. Finally, there is the need for maintaining the internal system and the liaison with service providers, security, updates, and future planning apart from the maintenance of the system.

I. Computing and Software Requirements

Microsoft Office 2003 remains a viable solution for Fields Comprehensive Youth Services Inc. (FCYS). However, with the increasing reporting and file sharing requirements of state and local agencies and the ability to share files between multiple client sites, FCYS may need to consider a change from its existing system to accommodate future needs such as upgrading Office 365. Office 365 is a subscription-based service relying heavily on cloud computing. This would allow FCYS to share files internally and externally with their supporting agencies. It is recommended that the company upgrade its systems to Office 365 because of the improved cloud capabilities, and minimize the use of obsolete systems. FCYS currently utilizes Microsoft Office 2003 with a Windows XP operating system. The current system configuration does not have sufficient memory, processor speed or storage capacity to accommodate Office 365. FCYS would have to upgrade its operating system to Windows 7 and would need to acquire the Dell OptiPlex 3010 desktops that I previously recommended for the hardware upgrade. According to Microsoft experts with the installation of Windows 7, the system requirements for using Office 365 are not different from those required to run our current versions of Office 2003 ("Software Requirements for Office 365," 2013). Furthermore, "Office 365 will now support POP and IMAP connections to Outlook 2003," which refers to emailing. This means that FCYS would not have trouble with their internal or external communications. Microsoft Office 365 is slated to replace previous versions rapidly, as the company is "imploring customers to switch" to more advanced operating systems and Office suites (Bright, 2013). Moreover, Microsoft is phasing out support for Office 2003 with upgrades to Office 365 (Osgaard, 2011). This means that the transition should be accomplished as soon as possible as to avoid any problems related to warrantees and technical support. It is recommended that FCYS make the transition to Microsoft Office 365. Their existing systems can handle the upgrade, which is not necessarily more system intensive. With Office 365, they can utilize more of the collaboration tools because Microsoft Office 365 is a subscription-based service rather than a one-time purchase. Moreover, the new Office suite operates on a cloud-based system with features than enable greater integration with mobile devices. The cloud-based system will greatly benefit FCYS by streamlining workflow, permitting employees to work from home, and making it much easier to collaborate and communicate with clients as well as each other. The latest version of Microsoft Office works differently than previous versions because it is subscription-based. Because of this feature, the latest version of Office ensures that FCYS will remain up-to-date at all times. If they upgrade now, FCYS can ensure a smooth transition to the future of communications, productivity, and collaboration software. Because FCYS has the capability to upgrade, and because they are a future-oriented company, the shift to Office 365 is recommended.

II. New System for Storing Data

A single "My Documents" folder is usually sufficient for individuals or very small companies. When file management concerns grow, however, it becomes necessary to reconsider the methods and means by which files are stored and shared across a network. Sharing files raises questions about security and access. A "My Documents" folder, however, is outmoded for this organization primarily because it does not allow for scalability. The organization in question has grown considerably. Employees need regular, secure, and reliable access to files, and cannot afford to lose any data. This proposal for change makes some suggestions as to how the organization can improve its file management system. File management is a central concern for organizations like this one. Employees need to have a simple but robust solution, which will facilitate workflow in a way that retains core security parameters that safeguard the data. There are several possible solutions, because there are a lot of software applications that can address the needs of the organization. Many are easy and inexpensive to integrate with the current systems used in the organization. A simple solution is the best one to implement immediately because there will be a small learning curve for employees, reducing the transition time between using the My Documents system to using the new system. There will also be minimal to no data loss. Microsoft offers some suggestions for companies running Windows software on their enterprise systems. These suggestions are basic and not much different from what the organization is currently doing ("File organization tips: 9 ideas for managing files and folders," n.d.). However, there are some suggestions such as subfolder naming and shortcutting that might be handy to learn. The best solution to the company's long-range needs for file management and sharing, however, are in the Cloud. There are a lot of cloud-based solution to enterprise-level file management and sharing. One of the most reputable, common, and popular is Dropbox (https://www.dropbox.com/). Dropbox takes care of several problems with one easy-to-use solution. It allows for file sharing that is secure, given that permissions for each folder can be customized. Moreover, the service is inexpensive and seamlessly integrates with existing systems. It is also a cross-platform solution, with mobile computing capabilities as well. Dropbox is the best solution for the business's current needs to immediately upgrade its file management practices. It is necessary to future-proof the company, and Dropbox provides a surprisingly simple means of doing that. By storing the actual data on Dropbox's servers, the company needs only to keep a regularly updated backup for emergencies. The daily access of files for work will be through Dropbox, and all files are instantly available to all employees no matter where they are or whether they are traveling. Also, there is no fear of misplacing files. Dropbox is a preliminary solution to the challenge of file management for a large organization. A cloud-based technology, Dropbox has an enterprise pricing package that is attractive and eliminates the need to train employees due to ease of use and implementation.

III. System Protection

Recent changes in the organizational structure of the IT system has left open needs for adjusting practices in order to address new demands of protection. The organization has recently made the move from a standalone system to a network-based one, which facilitates greater cooperation and collaboration within the company and increasing overall productivity. A network-based system provides a more flexible structure to still function within a diverse and multifaceted environment. It does so by the fact that within its structure, "communication between components is restricted to message passing, or the equivalent of message passing is a more efficient mechanism can be selected at runtime based on the location of components" (Fielding, 2000). Network-based systems allow communication and dissemination of information to occur seamlessly without lag. This then further empowers individual employees of the organization with greater technological tools. The research suggests that "network-based systems are those capable of operation across a network, but not necessarily in a fashion that is transparent to the user," but rather as an automatic process that increases the ease and productivity of each user while working on the system (Fielding, 2000). As such, it comes with a wide variety of benefits to increase the productivity and efficiency of the organization. However, with the implementation of a network-based system also comes with a host of new threats and challenges, both internal and externally based. There are a number of external threats that now put the organization in danger based on its new IT structure. For one, introduction of viruses, spyware, and malware can now be much easily spread throughout the organization at a much faster speed (Cisco 2012). Network-based structures increase the autonomic nature of much of the security involved; when the security is not good enough to recognize hidden risks on its own, malware could get through its initial firewalls and then spread like wildfire throughout an entire organization. With communication between individual users being so streamlined, it creates a dangerous situation where one user can bring in a virus or malware from the outside and quickly delivery it to the other users in the network. Spyware is especially dangerous because it can often go unnoticed for long periods of time, putting the company's sensitive data in jeopardy (Enterprise Networking Planet Staff 2011). Unlike malware, which typically work to noticeably attack the operating system in order to purposely damage it, spyware stays hidden and mines for lucrative data to steal. If a network-based system does not have the most efficient and resourceful anti-virus and malware protection, it is at risk to invasion from these external threats. Moreover, a number of internal threats pose a danger to the new system as well. One of the biggest issues in terms of internal threats is the cost of user error. Humans make mistakes. If the network design is not clear and easy to use for users at various authority levels, human error can interrupt the flow of the network and create malfunctions. Networks without clear back up and security stipulations may often find the costs of user error unbelievably high. There are a number of potential software solutions that serve as primary recommendations to help mitigate the risk of the above mentioned threats which could possibly gravely endanger the organization's health and operations. In order to combat external threats from sneaking their way into the network-based system, the organization must choose its security software very carefully. It is recommended that security software have a highly proven and effective intrusion detection system, also known as IDS. This provides heightened security presence in regards to detecting viruses, spyware, and malware files and entities before they become too much of a problem for the network to deal with. An efficient IDS system works as a great prevention method, but there is other software which works regressively. There are a number of software programs that serves as technological prophylactics which "prevent infectious contact with another system" (Enterprise Networking Planet Staff 2011). In regards to the internal threats of user error, network-based systems can prepare by using accommodated series of hierarchies various user controls and authorities. The organization should specify every user in regards to specific authority categories, allowing them only access to what they need to effectively do their jobs. Moreover, self-defending systems can recognize user error or malfunctions in process and help guide users out of completing tasks that would result in major network malfunctions (Cisco 2012). Such built-in controls can help make users aware of issues before they get out of hand. There are various solutions than can be utilized to provide protection for our organization. VIPRE antivirus software provides excellent real-time antivirus which continuously scans and monitors your PC for virus activity. It rates high for manual virus scanning which scans detect and remove viruses that may have secretly infected our system was well as removes the viruses. It provides anti-spyware to alleviate spyware and adware from stealing data and identity while combating system degradation. It installs quickly and is easy to use. Bitdefender also rates high and provides similar functionality as VIPRE but is lacks in real-time virus scanning is easy even for a novice. Also, VIPRE has superb customer support. Bitdefender also defends against viruses, spyware, and ID theft attempts. However, it lacks in real-time virus scanning functionality. It also has known difficulties removing malware and another drawback is that requires 800MB of disk space. Norton has been around since 1982 and it excels at protecting against real-time threats. However, it has difficulties removing stubborn, buried viruses. The user interface has been found to be confusing (Enterprise Networking Planet Staff 2011). VIPRE would be the best solution for our organization. They are continuing to enhance their product and has provides the functionality needed to protect our organization's data. Not only is it a solid product but provides excellent technical support.

IV. Networking

The complexity of the system at the ACE Service Providers has necessitated not only the use of networking and servers but also the use of cloud, and external computing. This company has a decentralized structure with its benefits and shortcomings. The company also provides cloud computing and RISK server services for their clients. It supports the cloud with a variety of programs created in house. The customers are hospitals and emergency services, network companies, webinar hosts and users. The employees are located in vast geographical areas and work off-site. There are also on-site employees that work in the corporate office who manage the day-to-day operations. However, there is the need for maintaining the internal system and the liaison with service providers, security, updates, and future planning apart from the maintenance of the system. The corporate office controls the finance, personnel, corporate planning at the company. Flexibility and the ability to innovate and change, coupled with the ability to motivate staff in providing better service seems to have been the reason for the success. The organizational flexibility coupled with the high end use of technology keeps the company informed of the changes in the market and keeps the market informed of the changes in the product and the management being flexible the strategy paid off in the short run. It was mandatory to have a system for supervising and evaluating progress that includes assigning values to components of projects independent of their local assumptions in isolation. The cost, benefit and the usefulness to the end user was also discussed and made clear during system development and these factors now are stable. No further maintenance of the software would be necessary during the first phase of the life cycle. (Business Process Excellence, 2008) The maintenance issues would evolve with the changes in the organizational structure including the size, number of hierarchical levels, it was suggested that the organizations that have some specific properties attract and select employees with specific attributes. These are also associated with employee reactions. The demands of the job and its modification may have very slight problems in these cases because the employees are already within the mental and requisite situation to the job qualities. (Oldham; Hackman, 1981)

Therefore, along with the maintenance of the system, user training and upgrades are also necessary. ACE Service Providers has clients that subscribe to its cloud system and it also has employees spread over vast geographical areas as well as centralized staff. It has a divisional structure as the functional system for the company and the demands for accountability have not changed the behavior of the employees because they already have values and ethics created and shared by the company must be shared by all the employees and management of the company. System integrity is a maintenance issue that has to be addressed. Because the system is exposed to external systems like the cloud, internet and many other external transactions, the security of the system is of paramount importance. Continuous maintenance would include antivirus and malware system maintenance, hardware maintenance and the upgrading of server software as scheduled. Maintaining the network becomes more complex because it is anticipated that additional bandwidth would be consumed. The enhancement of the protocols requires changes of the existing protocols which mean a costly enhancement of hardware, software and training. The routed protocol is used to capture data, encapsulate the data and send it as a packet over the network. The function of finding the shortest route, route calculation and the actual delivery is done by the routed protocol. Thus in a network both these protocols must function simultaneously. (Sportack, 1999) Redundancy problems in networking occur due to the rapid changes in technology. While most computing actions began with the LAN, and later the internet-based systems have created hybrid network configuration that brings the problems of scalability. One type of hybrid network is the integration of mobile wireless networks and the internet. Further progress has been made with the merging of cellular and wireless networks as a type of hybrid network where cellular features are mixed with adhoc connectivity to create a composite network that carries both the features. (Belding-Royer; Al Agha; Pujolle, 2005) The major security factor is the issue of integrity. The primary concern is protecting the interest defined either in terms of integrity, privacy or the safety of transactions. All three are relevant and are probably basic requirements. The fact that persistent intruders could access systems at any time and play havoc prompted the trial of many security systems within the IT system of the organizations. These subsystems were based on the type of the transactions and access allowed in the host. However, the need to classify, define the type of systems and assign the appropriate levels of security for each must be considered. There are two types of systems, the open systems that allow information accessibility to others and secure systems restrict information flow. The security for each system can be defined as mechanisms that protect the system while privacy can be the data or information access restrictions and integrity is the protection afforded to the data without being corrupt. However, for each of the network protocols there is a need to evolve individual security protocols. These must be maintained with the users being aware of password protection which must be made part of the maintenance. These are the issues foreseen for the immediate future. The greatest maintenance issue would be upgrading the hardware and training of the users not only for optimum use of the system but also to prevent corruption by either careless use or by inviting security breaches and misuse. This would involve training the staff and management to optimize their functions. Once this is achieved, the routine maintenance function can be easily performed by the system administrator.

V. Operating System