RAS Associates, Inc. Systems Development Proposal. Scott Klarman. March 15, 2009

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1 Systems Development Proposal Scott Klarman March 15, 2009

2 Systems Development Proposal Page 2 Planning Objective: RAS Associates will be working to acquire a second location in Detroit to add to their Chicago infrastructure and have the following requirements: Chicago Detroit Staff 50 on site users 25 remote users 23 on site users 2 custodian workers Networking 4 Departmental LANs 1 LAN Phone Leased PBX Leased PBX Internet Access/Usage Sharethenet.com ISP Sharethenet.com ISP Software Word, Excel, Powerpoint, Access, Great Plains Accounting Software Word, Excel, Powerpoint, Access Current Settings and Requirements Network: RAS Associates in Chicago has 50 on site users and 25 remote users who access the network to complete their jobs each day. A second location in Detroit will include 23 additional on site users for that location. Each location must be internetworked along with the local area networks within the Chicago office. The Detroit location needs to be interconnected with its existing technology infrastructure. Internet: All employees in both locations are to have Internet access through a dedicated line to a single ISP. E mail: All employees should have e mail through the exchange server including remote users. Telephone Service: Single system telephone service for both buildings and must allow employees to be able to utilize extension to extension dialing with voic for each user.

3 Systems Development Proposal Page 3 Chicago Home Office Detroit Office M Diagram 1.0 Wide Area Connectivity Map M = Remote/Mobile Users Analysis RAS Associates business needs and goals are to connect both their Chicago home office location with the newly acquired Detroit office location and share the connections and technology infrastructure. Because they have remote users in the Chicago home office, they need to have remote connectivity in order to function properly. In addition, the Detroit office location already has an existing technology infrastructure intact and they would like to use as much of the structure as possible. Their ideal goal would be to identify a best practices solution towards integrating the data communications, computer networks, and telephone systems of all three locations. It is imperative that they have seamless connectivity and data flow. Chicago Home Office Location The Chicago home office location currently has four interconnected departmental LAN s that connect their Business and Finance Office, Staff Consultants, Administration, and Human Resources departments together to their network and each LAN runs the Windows 2000 Advanced Server operating system with several NT 4.0 servers. The e mail service that is used is Microsoft Exchange Server which uses Outlook as the client software for the Chicago location. This location also utilizes a

4 Systems Development Proposal Page 4 leased PBX phone service which includes voic , call waiting and call forwarding. Internet access at this location is through a DSL line with connectivity to the ISP, Sharethenet.com. The software that is used at this location includes Microsoft Office Professional s Suite of Word, Excel, PowerPoint, and Access. Further, they run their financial system on Great Plains Accounting Software. Software Requirements: Microsoft Office Professional Suite: Word, Excel, PowerPoint, Access general use. Microsoft Outlook: E mail and connectivity to Exchange Server. Great Plains Accounting Software: Personnel information, payroll, inventory, accounts payable/receivable, reporting, and tax documentation. Detroit Office Location The Detroit office location currently has one LAN running under Windows 2000 Server and utilizes a POP3 service for connectivity to the Exchange Server in the Chicago home office location. This location utilizes a leased PBX phone service with voic , call waiting, and call forwarding but currently is not connected to the Chicago home office location. Internet access at this location is through the network via connectivity with their ISP, Sharethenet.com. The software that is used at this location includes the Microsoft Office Professional Suite of Word, Excel, PowerPoint, and Access. Software Requirements: Microsoft Office Professional Suite: Word, Excel, PowerPoint general use. Microsoft Access for weekly data upload to Chicago home location via FTP. Microsoft Outlook Web Access POP3 client to the Exchange e mail server.

5 Systems Development Proposal Page 5 Recommendations/Proposal Background information on the different types of connections in the design of the network and system in terms of hardware include the router, switches, workstations, servers, and firewall. Switches provide the ability to decrease the traffic that is on a network and increase the bandwidth or throughput without even the need for additional cables. The switch uses cut through architecture which allows it to perform more efficiently than a bridge which makes a switch a more enticing option when working with local area networks. Cut through architecture basically allows a frame of data to enter and exit the switch quickly which speeds up the network increasing performance. Another useful device typically used to connect a local area network to a wide area network simply providing a connection to the internet is a router. Its main function is to convert local area network data into wide area network data so that it can be used to transmit data packets. It also provides a level of security by allowing certain data to pass through it while disallowing other packets. Further, switches can be used in combinations with routers to further isolate traffic segments in a local area network. This helps in isolating traffic which can create an association similar to the function of a bridge between on local area network and a group of other workstations using a switch. A workstation that is used to manage the resources on a network is called a network server. A network server stores software resources such as the network operating system, computer applications, programs, data sets, and databases, and either allows or denies workstations connected to the network access to these resources. Network servers can be of any size but must contain redundancy in terms of multiple disk drives and power supplies so that it can protect the server from any problems that may occur by always having a backup available to switch to in the event of such a problem. The computers that connect to the server are called its clients or client workstations. They utilize the resources that the

6 Systems Development Proposal Page 6 server makes available to them in order to perform functions and access those resources as long as permissions are granted by the server administrator. There are many different types of servers, one type might house the network operating system, while another may handle just e mail and store all e mail activity locally. Network servers are an important part of a larger network usually operated by companies and educational institutes to provide consistent and secure access to its users. A firewall is a device that is used for security and can be built into a router. It works by selectively filtering or blocking traffic between networks and commonly used to improve data security. The firewall will be connected to the router before it connects to the first switch so that it can block any unwanted or unauthorized access to the network. It is clear that within both locations, the connections and infrastructures exist. Therefore, connecting the office locations is of primary importance with respect to their networks, Internet service providers, E mail exchange servers and POP3 services, their PBX phone systems as well as File Transfer Protocol (FTP). The Chicago home office location, wireless location and Detroit office location networks are connected through the WAN. It is my recommendation to keep the networks connected through the WAN but enhance network security. In addition, I would suggest implementing an IP based PBX system through 3CX Phone System Support which allows for VoIP capabilities and interconnects the locations together with the ability to support extension to extension dialing as well as support for call forwarding, call waiting and voic . I am also planning an implementation based on the business needs to upgrade the Great Plains Accounting Software and recommending purchasing additional licenses for the Detroit office for complete connectivity instead of using FTP for weekly data uploads. It is necessary to ensure security

7 Systems Development Proposal Page 7 among the networks through Windows 2000 Advanced Server. The following recommendations will apply: Login Network Passwords Firewall VPN The concept of security is paramount with any network design and connectivity. The main security policy for this network system requires authenticated login and network passwords to be used and requires all users to agree and sign a document that ensures they understand the security policies. Those users who connect to the Chicago home office location remotely must be using a company based laptop with VPN access. The VPN access will be directly related to their network login as if they were in the office using the server authentication system.

8 Systems Development Proposal Page 8 Design and Implementation Network Design Chicago: Implementation Information: The system connects all four departmental LANs together and allows for connection to the Internet via router and firewall for security. The Internet connection also allows for remote connection for the 25 remote users via VPN services as well as connectivity across the WAN to the Detroit office location. Network security is provided in the system recommendations under analysis as well as under the Network Security section below.

9 Systems Development Proposal Page 9 Detroit: Implementation Information: The system connects the LAN together and allows for connection to the Internet via router and firewall for security. The Internet connection also allows for remote connectivity across the WAN to the Chicago home office location.

10 Systems Development Proposal Page 10 IP/PBX Phone System Diagram Implementation Information: The system is a complete upgrade from the standard PBX Phone System to an IP based PBX phone service using 3CX Phone Systems Windows Software. The connection allows for extension to extension dialing as well as voic , call waiting, call forwarding and a host of other options including retrieving voic by e mail. Within the currently leased PBX phone system, I will integrate and implement an IP based PBX software solution that runs on Windows Server to provide additional features and complete system connectivity. It will be upgraded with the new system which provides an IP Phone System that completely replaces your proprietary PBX, supports standard SIP soft/hard phones, VOIP services and traditional PSTN phone lines. 3CX Phone System is far less expensive than a traditional PBX and can reduce call costs substantially by using a VOIP service provider. Its web based

11 Systems Development Proposal Page 11 administration makes phone system management easy. 3CX Phone System eliminates the phone wiring network and allows users to hot desk simply by taking their phone. (3CX Phone System) According to the documentation, the following features are available: Complete phone system - Provides call switching, routing & queuing Purchase cost dramatically lower than a traditional hardware PBX Scaleable - Unlimited extensions and phone lines. No proprietary expansion modules needed! Web based configuration & status indication - Easy phone system management! Unified messaging - Receive voice mail via Auto attendant (e.g. 1 for sales, 2 for support, etc.) Reduce long distance and inter office call costs No more expensive proprietary system phones - Use standard SIP phones Eliminate the phone wiring and make moving offices easier Out of the box configuration for many VOIP providers Source: 3CX Phone System Network Security The following rules will apply to this network setup: Security Policy and Passwords The security policy will be documented and communicated to all users before they are granted access to any of the systems on the network. There will be a required password length of 8 characters which will

12 Systems Development Proposal Page 12 include a number, symbol, and at least one case sensitive letter and will be required to be changed every ninety days. Firewalls/Routers/VPN The firewall and routers access in both office locations must be configured correctly and accurately so as not to allow unauthorized access to the system. The VPN software and settings will not be able to be accessed on laptops of the remote users except by the system administrator and cannot be installed on third party or personal computers. This way, all activity can be monitored and supported fully. Virus Protection: LANDesk Management The virus protection software that will be deployed on all client and server workstations will be LANDesk Management software which provides efficiently distributing virus definitions and patches for all computers on the network with reduced bandwidth demands. It also provides remote login for assisting users with problems that may occur. Further, it includes patented, ultra efficient, faulttolerant software distribution technologies. (LanDesk) Local Domain and Account Groups A series of local and domain accounts will need to be created for each user which will allow the users to access the Internet, File Sharing and other devices on the network. Several user groups will be set up so that the proper groups of users from each of the departments belong to certain groups thus ensuring that every user has equal access and changes can be made quickly. A domain local group is one that allows its members access to resources within a single domain. Domain local groups are used to control access to certain files, directories or other resources.

13 Systems Development Proposal Page 13 Dynamics GP formerly Great Plains Accounting Software In order to stay innovative and current, it is important to upgrade the current version of the Great Plains Accounting software with the new version, Dynamics GP. This version of the software allows the network administrator to use Group Policy which is an administrative tool within Active Directory, and it is used for managing user settings and computer settings across a network. With Group Policy, you can specify policy settings for software installation. It will be complete installed over the network at the Chicago location with client software on all client workstations so that they can access the software dynamically rather than using file transfer protocol to upload weekly data to the server. Maintenance Ongoing maintenance is definitely vital to the successful implementation and seamless operation of this network. Options including Wireless and Wi Fi connections should also be considered for upgrades and future implementations as the company expands. As we are upgrading some of the software as well as the phone system, it will be important to eventually upgrade the Windows Server Licenses to the most current versions. A technical help desk will be set up and all reported problems by users will be handled by the IT person located at the individual locations. Documentations and a knowledge base are a must for providing future assistance and avoiding performance issues with future releases and updates.

14 Systems Development Proposal Page 14 References 3CX. (2009). IP phone systems: 3CX Phone Systems for Windows. Retrieved Mar. 8, 2009, from system/ LANDesk. (2009). LANDesk Management Suite. Retrieved Mar. 10, 2009, from

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