Protect Your Confidential Data with Pivotal Business System

Data security and privacy have become paramount concerns for organisations worldwide in today’s digital age. With the Australian Government’s stringent privacy regulations and the severe penalties for non-compliance, it is more crucial than ever to take proactive measures to safeguard sensitive information. Pivotal Business Systems offers a cutting-edge Data Loss Prevention (DLP) solution explicitly tailored for printing security. Our innovative solution ensures real-time monitoring, effective management, and proactive prevention of data leaks, keeping your confidential information secure and your organisation compliant.

Introduction

The Australian Government has implemented robust privacy regulations to protect individuals’ sensitive data and hold organisations accountable for their security. Failure to comply with these regulations can result in severe financial penalties and reputational damage. Pivotal Business Systems understands the pressing need for proactive measures to safeguard your organisation’s privacy and security, especially in printing security. Our DLP solution is designed to address these challenges head-on, providing comprehensive protection against data breaches and ensuring compliance with the Australian Government’s privacy regulations.

The Need for Proactive Measures

Recent data breaches have underscored the urgent need for organisations to take proactive measures to secure their confidential data. The consequences of a data breach can be devastating, leading to financial losses, legal ramifications, and irreparable damage to your organisation’s reputation. The Australian Government’s privacy regulations demand that organisations implement robust security measures to protect individuals’ personal information, and failure to comply can result in severe penalties.

The Pivotal Business Systems Advantage

Pivotal Business Systems’ Data Loss Prevention solution offers a comprehensive approach to printing security, enabling you to effectively Monitor, Manage, and Prevent sensitive data leaks. Our cutting-edge technology and advanced security features ensure your confidential information remains secure throughout printing. Let’s take a closer look at how our solution can safeguard your organisation’s privacy and mitigate the risks of data breaches.

Real-Time Monitoring

Our DLP solution provides real-time monitoring of all printing activities, giving you complete visibility and control over the sensitive data being printed within your organisation. We can identify and flag any suspicious or unauthorised printing activities, enabling you to take immediate action to prevent data leaks. By proactively monitoring printing operations, you can detect and mitigate potential risks before they escalate into data breaches. This can be as simple as a sensitive word or number or strings of words/terms that an organisation has deemed restricted.

Effective Management

Pivotal Business Systems’ DLP solution streamlines data management and ensures that your confidential information is handled securely at every stage of the printing process. Our solution enables you to define and enforce printing policies, restricting access to sensitive data and preventing unauthorised printing. With centralised control and comprehensive reporting, you can easily track and audit printing activities, ensuring compliance with privacy regulations and internal security policies.

Proactive Prevention

Our DLP solution goes beyond monitoring and management by proactively preventing data leaks. We employ advanced security features like watermarking, encryption, and secure printing to safeguard your confidential information. Integrating these security measures into the printing workflow significantly reduces the risks of data breaches and unauthorised access. Our solution empowers you to take a proactive stance in protecting your organisation’s privacy and security.

Examples of Safeguarded Confidential Information

Pivotal Business Systems’ DLP solution is capable of safeguarding a wide range of confidential information, including but not limited to:

  1. Personal Identifiable Information (PII) – Names, addresses, social security numbers, and other sensitive personal data.
  2. Financial Information – Bank account details, credit card information, and financial statements.
  3. Intellectual Property – Proprietary research, product designs, and trade secrets.
  4. Legal Documents – Contracts, legal correspondence, and confidential agreements.
  5. Medical Records – Patient information, medical history, and healthcare data.

Take Immediate Action

The consequences of a data breach can be catastrophic for your organisation. Taking immediate action to protect your privacy, secure your confidential information, and avoid the severe penalties associated with non-compliance is crucial. Implement Pivotal Business Systems’ cutting-edge DLP solution to fortify your printing security and ensure compliance with the Australian Government’s privacy regulations.

The Cost of Non-Compliance

Non-compliance with the Australian Government’s privacy regulations can result in significant financial repercussions. Penalties for data breaches can reach up to A$50 million or 30% of domestic turnover, depending on the severity and impact of the breach. By implementing Pivotal Business Systems’ innovative solution, you protect your organisation from these potential fines, safeguard your reputation, and maintain the trust of your customers and stakeholders.

Conclusion

In today’s data-driven world, securing sensitive information and ensuring compliance with privacy regulations are essential for every organisation. Pivotal Business Systems’ Data Loss Prevention solution, tailored specifically for printing security, offers a comprehensive approach to protecting confidential data. By leveraging real-time monitoring, effective management, and proactive prevention, our solution empowers you to safeguard your organisation’s privacy, mitigate the risks of data breaches, and avoid the severe penalties associated with non-compliance.

For more information on how Pivotal Business Systems can help you secure your confidential data, don’t hesitate to get in touch with our team.

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Unleashing Brilliance: A Closer Look at Ricoh’s New Pro C7500

In the ever-evolving landscape of printing technology, Ricoh has once again raised the bar with its latest innovation – the Ricoh Pro C7500. Packed with cutting-edge features and designed for precision, this printer is set to redefine the standards of professional colour printing. Let’s take a deep dive into the world of brilliance that the Ricoh Pro C7500 brings to the table.

Precision at its Core:

At the heart of the Ricoh Pro C7500 is an advanced printing engine that delivers unparalleled precision. With a maximum resolution of 2400 x 4,800 dpi, every print is a masterpiece, capturing the subtleties of colours and details with unmatched clarity. Whether it’s vibrant marketing materials or intricate graphics, the Pro C7500 ensures that your prints leave a lasting impression.

Speed Redefined:

Time is of the essence in the business world, and the Pro C7500 understands that. Boasting an impressive printing speed of 95 pages per minute, this printer doesn’t compromise on quality for efficiency. Say goodbye to long waiting times and hello to a streamlined printing process that keeps up with your fast-paced business needs.

Versatility in Every Print:

One of the standout features of the Ricoh Pro C7500 is its exceptional versatility. This printer can handle a wide range of media types and sizes, giving you the flexibility to bring your creative visions to life. From standard documents to glossy brochures and beyond, the Pro C7500 adapts to your diverse printing requirements with ease.

Intuitive User Experience:

Ricoh understands that user-friendly interfaces are crucial in a professional setting. The Pro C7500 comes equipped with an intuitive touch screen panel that simplifies the printing process. Accessing features, adjusting settings, and monitoring print jobs have never been more straightforward, allowing you to focus on what matters – your business.

Sustainability in Printing:

In an era where environmental consciousness is paramount, the Ricoh Pro C7500 stands out for its eco-friendly features. Energy-efficient technologies and recyclable materials contribute to reducing the environmental footprint of your printing operations. Make a positive impact on both your business and the planet with the Pro C7500.

Realizing Cost Efficiency:

The Ricoh Pro C7500 isn’t just an investment in quality; it’s a strategic move towards cost efficiency. With advanced colour management tools and optimized consumables, this printer maximizes your resources while delivering exceptional results. Experience a balance between high-performance printing and cost-effectiveness.

Conclusion:

In conclusion, the Ricoh Pro C7500 is a game-changer in the world of professional colour printing. Its precision, speed, versatility, user-friendly interface, sustainability features, and cost efficiency make it a valuable asset for businesses aiming for excellence. Upgrade your printing experience and elevate your brand with the brilliance of Ricoh’s Pro C7500. The future of printing is here – embrace it with confidence.

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Embracing the Hybrid Workspace: The Power of Microsoft Teams Rooms

video conference

In recent years, the concept of the traditional office space has been undergoing a transformation. With the advent of technology and changing work cultures, the way we work has evolved dramatically. One of the key developments in this paradigm shift is the emergence of the hybrid workspace, where remote work and in-person collaboration seamlessly blend together. In this blog, we will explore the rising trend of hybrid workspaces and the role of Microsoft Teams Rooms in revolutionising the way teams collaborate.

The Rise of the Hybrid Workspace:

The COVID-19 pandemic accelerated the adoption of remote work like never before. Companies worldwide were forced to adapt to the new normal, and employees found themselves working from home with the aid of video conferencing tools. While remote work offered flexibility and safety during the pandemic, it also highlighted the importance of face-to-face collaboration and the energy of in-person meetings.

As the world slowly returned to some semblance of normalcy, many organizations embraced the hybrid workspace model, combining the benefits of remote work with the power of physical office spaces. The hybrid workspace allows teams to collaborate from diverse locations, accommodating individual preferences and providing a better work-life balance. However, this model also requires robust technological infrastructure to ensure seamless communication and collaboration among team members.

Microsoft Teams Rooms: Empowering Hybrid Collaboration:

Microsoft Teams Rooms is a breakthrough solution from Microsoft that facilitates efficient hybrid collaboration. Built on the foundation of Microsoft Teams, which has grown to be one of the most popular collaboration platforms globally, Microsoft Teams Rooms takes video conferencing and collaboration to a whole new level.

  1. Purpose-Built Hardware: Microsoft Teams Rooms integrates with purpose-built hardware, transforming ordinary meeting rooms into smart, technology-enabled spaces. High-definition cameras, high-quality audio systems, and interactive displays create an immersive meeting experience, bridging the gap between in-person and remote participants.
  2. Seamless Meeting Management: With Microsoft Teams Rooms, managing meetings becomes effortless. You can schedule, join, and control meetings directly from the room’s console, making it a hassle-free experience for everyone involved. The intuitive user interface ensures that team members can focus on the collaboration itself, not the technology.
  3. Inclusive Collaboration: One of the most significant advantages of Microsoft Teams Rooms is its inclusivity. Regardless of whether team members are present in the physical meeting room or attending virtually, the platform ensures that everyone’s voice is heard. Remote participants can actively participate, share content, and collaborate on the same virtual whiteboard as their in-person counterparts.
  4. Security and Compliance: Microsoft Teams Rooms adheres to the highest security and compliance standards. Data encryption, multi-factor authentication, and other robust security measures ensure that sensitive information remains protected during collaboration sessions.
  5. Integration with Microsoft 365: Microsoft Teams Rooms seamlessly integrates with Microsoft 365 applications, such as Word, Excel, and PowerPoint. This integration allows teams to access and collaborate on documents in real-time, further enhancing productivity and efficiency.

The Future of Collaboration:

The hybrid workspace model, supported by advanced solutions like Microsoft Teams Rooms, is poised to redefine the future of collaboration. As organisations embrace flexibility, remote work will likely become a permanent fixture for many. By offering employees the freedom to choose their work environment while maintaining a strong sense of belonging and effective collaboration, companies can attract and retain top talent from diverse locations.

Embracing the hybrid workspace model and adopting solutions like Microsoft Teams Rooms demonstrates a company’s commitment to innovation, adaptability, and employee satisfaction. As the workspace landscape continues to evolve, it is crucial for businesses to invest in cutting-edge technology that empowers their teams and fosters a culture of collaboration.

In conclusion, the hybrid workspace is here to stay, and Microsoft Teams Rooms serves as a powerful enabler for this new way of working. By combining the best of both remote and in-person collaboration, businesses can unlock the full potential of their teams and thrive in the ever-changing landscape of work.

Talk to us, we can make it happen for you.

Disclaimer: As technology constantly evolves, it is essential to keep track of the latest updates and improvements in Microsoft Teams Rooms to make the most of this innovative collaboration tool.

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Benefits of using the 3CX Phone System in your business

The best phone system for companies of all sizes is 3CX Phone Systems. A software-based phone system called 3CX Phone Systems offers cutting-edge communication services like voice and video calling, instant messaging, web conferencing, and more. With 3CX, your company can communicate with clients and staff more efficiently, increasing output and elevating client satisfaction.

Listed below are just a few advantages of 3CX Phone Systems:

  • Enhanced productivity: Your staff can stay in touch and provide prompt customer service thanks to features like call forwarding, voicemail, and call recording.
  • A complete communication solution is offered through 3CX’s seamless interaction with your current IT infrastructure, including your CRM and email systems.
  • Savings: Since 3CX is a software-based phone system, you can save money by paying less for hardware and maintenance while still getting lower call rates.
  • Flexibility: This system offers a high degree of flexibility in terms of communication, allowing users to access the system and make or receive calls from any device and location. This means that you can use 3CX to make and receive calls from your desktop computer, laptop, smartphone, or tablet, without having to switch between different systems or applications. The system is designed to work seamlessly across all devices and platforms, so you can access your business communication tools wherever you are and whenever you need them.

Bottom Line

Pivotal business systems is pleased to be a 3CX partner and can provide you with the greatest rates, assistance, and knowledge for your business requirements. In order to make sure your 3CX system functions properly and efficiently, we can also assist you with installation, configuration, and ongoing maintenance.

Don’t let poor communication in the workplace hinder you. To discover more about 3CX Phone Systems and how these types of multifunctional devices can revolutionise your company’s communications, get in touch with us right away.

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Why your Business needs a 3CX Phone System

Save your business up to 80% on phone bills!

3CX is a powerful and versatile phone system that offers businesses a comprehensive solution for managing their telecommunications needs.

It is an IP-based PBX system that allows businesses to make and receive calls through a wide range of devices, including desk phones, softphones, and mobile phones – all through one landline number.

One of the key advantages of 3CX is its flexibility. It can be installed on-premises, in the cloud, or as a hybrid solution. This means that businesses can choose the deployment method that best suits their needs and budget. Additionally, 3CX is highly scalable, so it can grow with your business as it expands.

Another great feature of 3CX is its unified communications capabilities. It integrates seamlessly with a range of popular business applications, such as Microsoft Outlook and Salesforce, to provide a complete communications solution.

This means that employees can make and receive calls, send and receive instant messages, and access voicemail and call history all from within their preferred application.

3CX also offers a range of advanced features that can help businesses streamline their communications and improve productivity. For example, it supports call queuing, call recording, and advanced call routing, allowing businesses to handle high call volumes more efficiently.

It also offers web conferencing and video calling capabilities, which are becoming increasingly important as more businesses shift to remote working.

Overall, 3CX is a powerful and flexible phone system that can help businesses of all sizes improve their communications and streamline their operations. With its unified communications capabilities, advanced features, and flexible deployment options, it is a great choice for businesses looking to upgrade their telecommunications infrastructure.

In conclusion, we can say that 3CX Phone System is a software-based IP PBX that replaces a traditional PBX and delivers unified communications solutions, including video conferencing, web conferencing, and softphone capabilities. It is thus, one of the best multifunctional devices can be easily managed through a web-based console and integrates with other business applications, such as CRM and ERP systems.

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7 Ways Managed IT Services Can Help Boost Employee Productivity

By Hugh Grant | TechBullion

When handling information technology internally, businesses often find that their employees’ productivity levels drop significantly. This is because most employees are not trained in IT, and thus aren’t equipped to handle complex

issues when they arise. A business needs to have a team of dedicated IT professionals to keep all of its systems running smoothly and efficiently.

What is managed IT services?

Managed IT services is an outsourcing solution for business information technology needs. A managed IT service provider (MSP) takes on a business’ IT responsibilities, from ensuring that systems are up and running to providing support when issues arise.

There are many ways in which managed IT services can help boost employee productivity in your business, including:

Increased Uptime

When you have an MSP taking care of your information technology, you can be sure that your systems will be up and running more often. MSPs have the expertise and resources to identify and fix issues quickly before they cause major disruptions.

Reduced Need for IT Support

Managed IT services also mean that you need less in-house IT support. MSPs proactively manage your systems to prevent issues from arising in the first place. And when problems do occur, they are usually able to resolve them quickly and efficiently.


Happier employees are more productive employees.


Improved Employee Satisfaction

Happier employees are more productive employees. When they don’t have to worry about technology issues, they’ll be more satisfied with their jobs. That means they’re more likely to perform at their best.

More Time for Strategic Tasks

When a company outsources its IT, employees’ time is freed up to focus on more strategic tasks. With an MSP handling things, employees no longer have to spend time managing updates and troubleshooting issues, for example.

Better Use of Technology

With managed IT services, a business can be sure that it is making the most of its technology. This is because MSPs will keep your systems up-to-date and ensure that they are being used optimally.

Reduced IT Costs

Managed IT services can help to reduce a company’s overall IT costs, as it will no longer need to invest in costly hardware and software upgrades. And because MSPs usually charge a flat monthly fee, it’s easier to predict and manage your IT budget.

Increased Competitiveness

Using an MSP to outsource IT functions has the added benefit of leveling the playing field. Smaller businesses have access to the same high-quality IT services and support as larger entities, without having to invest in an in-house IT team.

Managed IT services can help boost employee productivity in a number of ways. If you are looking for a way to improve your business’ performance, then outsourcing your IT to an MSP may be the solution you’ve been looking for.

This article was written by Hugh Grant from TechBullion and was legally licensed through the Industry Dive Content Marketplace. Please direct all licensing questions to legal@industrydive.com.

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Business as Unusual in the MOST Unusual of Times

Disruption” is not always about a new competitor entering the market, or a different business model eroding the legacy revenue base of established business. It can mean world stopping events.

COVID19 has created the most unusual and difficult business environment we have seen in our lifetimes. With government directives to minimise contact through social distancing and work from home, the day-to-day of managing your dispersed workforce and continuing to interact with customers has become the new challenge.

How do you achieve the primary goals of Serving Your Customers and Being Profitable?

The businesses that will survive or potentially succeed in these times are those that can pivot their systems and process to the new norm; whilst keeping remote staff productive, connected and engaged with their organisation and customers; whilst also ensuring business information security and data loss prevention.

At Pivotal Business Systems we understand the requirements of business continuity and change management. When it comes to a changing environment our understanding of products and process design capabilities ensures your business remains productive and secure through this changing landscape. We can help you empower your workforce and provide the tools specifically designed for collaboration to meet every employees’ unique and specific needs (workstyles).

Have you considered these important business issues for work-from-home staff:

  • Are the resources they are using as good as they had at the office for:
    • PC processing speed and reliability?
    • Does it link them back into the corporate environment securely and with no productivity loss?
    • Corporate security against data loss prevention and cyber-attack?
    • Is printing, scanning copying and/or faxing as productive as they had in the office?
    • Supported through help desk and if required on-site?
    • Are those costs able to be controlled and managed to provide a strong ROI?
  • Does your current information systems provide:
    • Access to files anywhere?
    • Share and collaborate on information locally and remotely?
    • Enable the allocation of tasks and visibility to progress?
    • Digital forms for clients?
  • If the new norm for communication is not face-to-face but personal phone and/or web conferencing:
    • Does the current office phone system auto route to their personal phones at home for a seamless customer experience?
    • Is the audio and video of a standard that presents your company well?
    • Is it secure, especially for video conferencing?
    • Do your staff see video conferencing as a big thing only for big meetings or as a way to collaborate and stay connected to fellow workers and customers as easily as walking to a colleague’s desk or visiting a client for a quick interaction?
    • Is it compatible with your clients preferred conferencing system i.e Skype, Skype for Business, Zoom, Cisco, Polycom, Microsoft Teams, WebRTC, etc, etc, etc, etc
    • Can it be accessed through a simple web browser for an easy to join meeting?
    • Does you video conferencing system have local PoP (Point of Presence) and support and is it compliant with Australian Data Loss Prevention legislation?

Features and benefits for the customer

  • Full support package for remote customer
  • No touch delivery and setup?
  • Pay as you go plan

 

So where to from here. With COVID19 there are a lot of questions still to be answered or to get an answer for. For all the answers for the issues we have raised above call Pivotal Business Systems.

 

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Digital Transformation – It’s An Education in Change Management

Education has moved a long way from desks in rows and chalk on the blackboard. Digital technology and its ability to provide access to information has transformed the way students encounter the learning experience. Couple this with a digitally connected society being their norm then their expectations for their education is to not be constrained by limits.  This has required educators to expand their key tasks to include:

  • developing activity based and immersive learning strategies that are technology centric
  • providing student technology resources or managing BYOD
  • providing enabled environments in connected classrooms or via distance education
  • maintaining an open yet secure digital communication network between student, teachers and parents
  • protecting student information by managing the governance and compliance requirements around data security
  • simplifying the integration of paper and digital documentation into a central digital library
  • develop technology driven workflows to improve employee productivity and mobility

Underlining this is the ever present requirement to deliver within budget on finite capital expenditure.

At Pivotal Group, we work with principals and school IT managers to identify their technology needs both from a teacher, student, administration and management perspective. This includes asset deployment, workflow and document management solutions and providing ongoing support all under one simple monthly managed services cost. This frees up capital, allowing for investment in higher return on equity resources.

A recent example is a Port region school that had seen immense change in their requirements:

  • document printing requirements had changed to where there were declining volumes resulting in an excess of equipment incurring unnecessary ongoing costs
  • for the printing still being done there was no cost recovery, especially from mobile and iOS devices
  • there was a desire to commence providing students with IT resources encompassing:
    • developing an iOS (Apple) device strategy through consultation with Apple certified consultants
    • a ratio of 2:1 students per devise in phase one (over 500 devices)
    • move to a ratio of 1:1 in phase 2 as rapidly as funding became available
    • due to the speed of technology changes alleviate the concern of owning potentially redundant technology via a hand back solution within a specified time period
  • due to the expansion of IT technology within the school how could they minimise additional IT head count whilst also freeing up key IT staff to work on future IT planning
  • capital was restricted due to the schools rapid expansion which limited the opportunity to execute the IT strategy within appropriate time frames

Through a consultative process the Pivotal Group were able to assist the school in achieving all of these objectives:

  • The print fleet was refreshed with a 20% reduction in devices
  • After consultation with our Apple Certified Consultant
    • the school deployed over 500 iPads to students at the commencement of the 2018 school year
    • the iPads provided access to the schools learning systems, integrated print with full functionality for teachers and students and full cost recovery
    • the iPads are managed under with a 3 year hand back agreement to keep student up to date with the latest technology, whatever that may look like in the future
  • Pivotal Group has been engaged as the school’s IT Solutions consultant to assist in the design and implementation of key projects. This involves evaluation of a requested project’s scope of works, determining the best available solution to achieve defined objectives and, if required, deploy the solutions with or without managed support. Future projects include:
    • an integrated wireless system including policy compliance controls to cover devices whether they are on or off campus as well as system implementation
    • proactive server upgrades as they approach their optimal performance capacity
  • the total solution covering print devices, iPad acquisition and deployment as well as the consulting services were provided as a singular Managed Services Agreement. This has prevented capital expenditure from being withdrawn from other more critical projects that provided a better ROI but also prevented delaying the essential IT Plan. It has also reduced multiple suppliers down a singular manageable contract and invoice

So whether you need to simply refresh obsolete Print or IT hardware, require some technology guidance or remove significant IT related costs (or need anything in between) Pivotal Group can help you leverage the Digital Disruption wave and allow you to focus on more important things such as improving student outcomes.

The Pivotal Group

The Pivotal Group has over 40 years experience in servicing the technology needs of businesses in the Newcastle, Central Coast, Hunter, New England and Port Macquarie regions of NSW.  Our expertise covers Managed Print Services, Business Process Design, IT Technology supply and support, Collaborative Conferencing and Digital POS Systems.

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Digital Transformation – Engineered for Success

Engineering and manufacturing are industries that have been on one of the longest journeys with digital transformation and it shows no sign of reaching an end point. The journey commenced in the 1960’s with the advent of CAD software and the IBM Drafting System. Initially it was the privilege of large corporations in the automotive, aerospace and electronics industries due to the cost of the computers capable of performing the calculations. The rapid increase in computing capabilities along with the decrease in its costs (Moore’s Law) has enabled CAD and other systems to become the norm for the masses and transform the speed and expectation for design and manufacturing:

  • CAD has moved from simple 2D to 3D, 3D Solid Modelling and to 4D BIM
  • The technical requirements have moved from being exclusive to specific platforms and suppliers to being available on multiple non-exclusive platforms like Windows, Linux, UNIX and Mac OS X
  • Whilst computing platforms and hardware are no longer exclusive there is a substantial requirement for computing power to perform graphically and computationally intensive tasks. High speed CPUs, graphics cards and large RAM are minimum requirements
  • It is also moving from a substantial singular purchase to being Software as a Service (SaaS) as well as moving from residing on local technology to Cloud based
  • Due to the transferability of information an increased requirement to protect information and specifically intellectual property

Whilst these developments provide substantial opportunity they have also increased in their complexity as they are now required to feed data into new systems and processes such as:

  • 3D print devices to provide rapid prototyping and manufacturing
  • Moving from just a bill of materials to process integrating into just in time automated manufacturing systems
  • Collabotative design as projects increase in size and customers look to source not only locally but for the latest innovations in the individual elements of their projects requirements, wherever they may be in the world
  • Multifaceted project management requiring the linking of all engineering, manufacturing and project management systems to ensure optimal documentation/version controlling in real time to minimize production wastage

Add to all this the inevitable cash flow issues around progressive project payment based on key timelines and milestones and your technology planning and implementation can’t be left to chance with only a break/fix outcome, it needs to be engineered for success.

At Pivotal Group, we work with engineering and manufacturing companies to ensure their technology infrastructure matches not only their day-to-day requirements but is also supported by a future technology roadmap for proactive change.

A recent example is a Hunter region engineering firm that were already a customer of Pivotal for managed print services but not yet IT Services. They raised a number of issues that were concerning for them about their IT Services supplier:

  • Services were being provided only with a break/fix mentality. A resulting problem is that there was knee jerk quoting to resolve technology problems which was not achieving optimal cost control
  • All IT issues had to be routed through a single internal staff member to the supplier. With 25 staff this created inappropriate delays and work load
  • Key technology had no plan for proactive upgrading
  • Due to the nature of some projects there were requirements to move key technologies to the Cloud
  • A lack of account management with only reactive contact resulting in a belief they were not getting what they were paying for

 

As a result of this Pivotal Group undertook discussions with key stakeholders. Our aim was:

  • to understand the direction their industry is heading and the key objectives within their business plan
  • to understand the key processes within the business and what best practice would look like. This may bear little relationship to how things are currently being done. The objective was to identify the gap between current and the required future state
  • to understand the implication of capital expenditure within the core business objectives

We then gained approval to conduct our Network Discovery Audit to determine the current state of the IT infrastructure and its ability to support both the current and future state. The audit determined that:

  • key IT infrastructure items were at their performance limit increasing the potential for system failure
  • there were scheduled back-ups that were not successfully completed to an appropriate standard increasing the risk and cost of having to reconstruct lost work resulting from a system failure
  • a number of redundant servers were identified that had not been decommissioned to save on support and licensing costs
  • due to poor password policies the business was vulnerable to data breaches
  • core computers and infrastructure were dated and thus providing a lower performance level than required to meet core business objectives around on time project delivery
  • the business had limited mobility caused by aging technology that would not cope with providing current services and workflows via the Cloud
  • there was no future plan in place to update aging technology
  • it was confirmed that the current provider’s costs was not in balance to the services being provided

After discussions of the findings of the Network Discovery Audit Pivotal Group was appointed as their Technology Partner. A collaborative IT Strategy Plan was completed covering short and long term requirements:

  • Short Term
    • Redundant servers were decommissioned
    • New servers were deployed to replace any aging servers to ensure system performance to agree standards
    • Internet capability was upgraded to meet the agreed service delivery levels
    • Help Desk support was revised to allow direct contact by users to alleviate bottlenecks and reduce resolution time
    • The Managed Print Services contract was reconfigured to include the Managed IT Services agreement resulting into a single plan and invoice
    • These initiative resulted in a 50% reduction vs total previous monthly costs with no capital outlay for all hardware provided
  • Long Term
    • Phase 1 – upgrade of staff resources and key infrastructure
    • Phase 2 – development of key business process improvements utilizing technology to improve the business’s mobility, efficiency and security
    • Implementing a regular technology meeting to review current system performance and proactive identification of issues, action plans and review strategic plan implementation

 

So whether you need to simply refresh obsolete Print or IT hardware, require some technology guidance or remove significant IT related costs (or need anything in between) Pivotal Group can help you leverage the Digital Disruption wave and allow you to focus on more important things such as growing your business.

The Pivotal Group

The Pivotal Group has over 40 years experience in servicing the technology needs of businesses in the Newcastle, Central Coast, Hunter, New England and Port Macquarie regions of NSW.  Our expertise covers Managed Print Services, Business Process Design, IT Technology supply and support, Collaborative Conferencing and Digital POS Systems.

 

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Simplifying Accounting’s Digital Transformation

Digital disruption is occurring and no more than in Accounting. Firstly, there is the competitive expansion of self-accounting software such as MYOB, Intuit QuickBooks, Xero, Reckon One and Saasu. Secondly, many of these products are moving into the Cloud and providing Software as a Service. Thirdly, clients requiring your services expect that you can integrate with these software systems that now live in the Cloud. All this at a time when the government has legislated the requirement to provide even greater protection of security for the client data you hold. With this advancing IT technology it can become far too easy for key staff to be tied to infrastructure, managing and resolving IT issues instead of working billable hours with clients.

So where does this leave your accounting firm; with the need to offer customers a level of knowledge, service and visibility that goes beyond “as a Service”. Accounting firms can no longer be weighed down by aging technology and processes. They need to provide their services in a more mobile way, when and wherever the customer requires, whilst coupled with the highest levels of security.

 

A Defined Process for Progress

At the Pivotal Group, we help our customers to improve workflow, document management and the IT infrastructure to support it.

Our first aim is to understand the key objective within your business and the direction your industry is heading.

Secondly we work to understand the key processes within your business and what best practice would look like. This may bear little relationship to how you are currently doing things. The objective is to identify the gap between current and the required future state to achieve your business objectives.

Thirdly our Technology Audit determines the current state of the IT infrastructure and its ability to support both the current and future state.

We recently worked with a Hunter region accounting firm who was needing to change their approach in order to stay competitive but to also become a leader in their field. Whilst they had a clear vision of what technology could do to develop the business they needed an IT provider who would share that vision and meet a series of key requirements which were:

  • to have 100% mobility with all job tasks being achievable both on and off site
  • to have the highest level of security and reporting from end to end and tools to assist in detecting if a notifiable data breach occurs
  • to provide all this through MYOB AccountRight software and any applicable MYOB apps
  • to have 100% backup of data to ensure no lost hours in reconstructing lost data (non-billable hours) if an issue did occurred
  • to maximise staff billable hours by reducing IT issues and providing easily accessible IT Help desk support
  • to find a proactive supplier that not only operates the IT system efficiently and reliably but who is also providing input on future IT technology trends and the opportunities they may provide
  • to control costs as they were currently weighed down by aging technology that could require a large capital outlay to achieve the objectives

 

A Pivotal Group Network Discovery Audit resulted in a Technology Report and Plan that set a course of action, through Partnership. The audit developed a report of the firm’s current state and recommendations to move towards the desired future state. The key findings were that:

  • key system servers were at capacity and of an age that resulted in poor network performance and a probability of system failure
  • the current operating systems would not cope with the 100% Cloud based requirement

As a result of these key issues a new IT Technology Plan was developed with key actions to:

  • move to Microsoft 365 to provide better interaction between staff when on-site with clients
  • migrate all current accounting systems to Cloud versions
  • implement Sophos as a Service for End Point security protection of data
  • upgrade current dated IT infrastructure to cope with increased performance requirements and eliminate system failure points
  • implement through ‘Technology as a Service’ using Pivotal Group’s Managed Service Plan. This would protect capital for the firm’s planned expansion and provide a more managed monthly cash flow with the flexibility to expand the system in the future

 

The Pivotal Group

The Pivotal Group has over 40 years experience in servicing the technology needs of businesses in the Newcastle, Central Coast, Hunter, New England and Port Macquarie regions of NSW.  Our expertise covers Managed Print Services, Business Process Design, IT Technology supply and support, Collaborative Conferencing and Digital POS Systems.

 

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