Valley Integration to Active Living Society (V.I.T.A.L.S.) Valley Integration to Active Living Society. (Vital Society)

Transcription

1 Valley Integration to Active Living Society (Vital Society) Information Management & Technology Plan 2013 Page1

2 Contents Contents... 2 Current Technological Level... 3 Computers... 3 Fax/Printer/Copier... 3 Servers... 3 Office Telephone System... 3 Internet Access and Cell Phones... 4 Com Vida... 4 Software... 4 Assistive Technology... 4 Security of IT... 5 Short Term Goals... 6 Long Term Goals... 8 Conclusion & Recommendations... 9 Appendix A Technology List updated October Stamps House: Comox House: Abbott House: Miller House: Westholme House: Office: Page2

3 Current Technological Level The Society currently houses a variety of equipment in both homes and the administrative office. In Appendix A is detailed information on each item and where it is located. Computers The Society has 4 desktop computers and 9 laptops. See Appendix A for detailed information on each computer. Of these devices, 5 were purchased in the last nine months. The remaining computers were purchased in 2010 or prior. These older computers are failing and require immediate replacement. The inventory on computers is kept with the Technology Report and is reviewed annually. Fax/Printer/Copier The Society has one All-In-One Fax/Printer/Copier and one Printer/Copier located in the administrative office. The five homes each have an All-In-One Fax/Printer/Copier. The office All-In-One was purchased in 2010 and was identified as a better unit for home use. Due to the addition of Home Sharing, this unit has been overused beyond its capabilities. It requires repair and we have been advised that it would be cheaper to replace the unit than repair it. We require an immediate replacement that will function at the level we require (Business capabilities). Servers The Society has two servers located in the main office. One server was replaced in 2010 and has Microsoft Windows Server The other server was strictly used for Time Tracker and has been decommissioned. Office Telephone System The Society uses Nortel refurbished telephone system in the main office. This system contains one telephone at the reception desk and six telephones in each office. The main phone at reception accesses the voic which is provided through Shaw. Page3

4 Internet Access and The Society is on high speed ADSL provided by Shaw. This system is provided at all sites. The modem at the office was replaced by Shaw in July of 2012 as the old one failed. Each site received new modems from Shaw in 2012, except Comox which received one in June 2013 upon opening. Each computer on the network has access to the Internet. The network is protected by a Firewall, however it is failing and requires immediate replacement. is hosted through Coast Internet. The domain is registered through and recently renewed for 5 years (expiry January 2019). Cell Phones The Society has 4 cell phones (HR, Home Sharing, and On-Call Duncan, On-Call Comox). Each vehicle is required to have a cell phone or access to one. Staff has been using their own cell phones and are expected to provide proof of use for reimbursement. This is becoming problematic and we will be purchasing pay as you go phones (need 10 cell phones). Com Vida The Society moved from Paymate Payroll to Com Vida as of January 1, This software provides access to Human Resources, Scheduling and Payroll. Com Vida released Version 4.2 which will enable all staff to access the program on different computers/cell phones/tablets. We will receive the update on November 6, This will enable staff to view their schedules, submit requests for leave, and update personal information. Supervisors/HR will be able to approve requests, send documents (performance evaluation), and schedule staff in real time. Software The following programs are used by the Society: Microsoft Excel, Word, Outlook, Office 2007, Safari, Simply Accounting, and Com Vida. Assistive Technology An individual served by the Society has his own I-PAD and a Vanguard which is used as part of his plan on a daily basis. Page4

5 Security of IT The server is backed up daily and taken off-site by the E.D. (or designate) on a portable hard drive. Com Vida is hosted by Com Vida, until November 6, 2013 which will then be hosted by Adaptive Technologies. Each worksite has a USB stick to back up their information daily. Page5

6 Short Term Goals Goal/Target Reason Cost Person Responsible Provide access Included in to schedule on a Com Vida Com Vida view only basis, Licence Provide on-line access to paystubs through Com Vida Renew Antivirus on all computers Renew Com Vida License Review use of Adaptive Technologies to host our Com Vida data Investigate a web-based back up for all site workstations the cloud Provide staff with real-time work schedule reduce e- mails and phone calls asking about schedule To reduce contacting office for access if staff not working Ensure up to date and adequate security on all computers multiple software programs need consistency This is our HR, Scheduling and Payroll system To determine if it is better to host or have on our server (if capable) To ensure security in case of loss of information Included in Com Vida Licence Free to $55.00 per computer Com Vida Administration Status Com Vida 4.2 will be uploaded on November 6, 2013 train staff in January 2014 Com Vida 4.2 will be uploaded on November 6, 2013 train staff in January 2014 To be completed by December 2013 $1200 Finance Quarterly $125/month is the cost now for hosting Unknown as we are looking into whether it is cost effective and feasible Finance, IT Finance January 2014 By May 2014 Page6

7 Replace office printer/fax/copier Continue to replace failing computer systems Purchase cell phones The current unit requires repair and is unable to keep up to the level of service we require We use the computers regularly and there has been unnecessary delays in completing work All vehicles require cell phones. Staff use their phones if an emergency Replace Firewall The firewall is failing. We have been aware since January This is a security issue. Secure a contracted IT person Our previous contractor no longer responds to calls. We are $500 for same model, or lease a business model 66 months = $83/month 60 months = $88/month 48 months = $105/month 36 months = $135/month (toner, service, repairs add.0099 per copy) $600 - $1200/per unit at this time we are looking at 4 units that are critical to replace $30/month for 10 vehicles Finance, Board Finance, Board Finance, Administration $100 to $500, Finance, Administration $75 to $100/hour Board, Finance, Administration Immediately To discuss at Nov. 6/13 board meeting Mid-November 2013 Immediately Immediately Page7

8 Provide remote access for all computers and reinstate daily server back-up not skilled in IT. We need a contractor to manage the system on a as and when need basis We need to have dual back up for our systems. Staff need to be able to access server from sites. $75 to $100/hour for initial review and set up Board, Finance, IT person Immediately Long Term Goals Goal/Target Reason Cost Person Responsible Investigate If cost efficient, Unknown cloud services will be Finance in case server managed by fails or not an IT enough department storage (Shaw or Review & Update Phone System Review individual served files be placed on server or in a program such as Sharevision Telus) The system does not have individual numbers or voic . Stakeholders could contact us directly More accountability for staff and accessibility Unknown Admin time or cost of program Finance Administration Status Look into by next report November 2014 Look into by next report November 2014 Did not achieve in 2012 initial goal. New goal: March 2015 Page8

9 Conclusion & Recommendations Valley Integration to Active Living Society The Society reviews the short term and long term plans in order to maintain and increase our technological level. These plans are only recommendations and should be reviewed annually to ensure the costs and goals reflect the current direction of technology. By budgeting funds to meet the costs reflected in this report, the Society will be able to upgrade and maintain all hardware and software without enduring a significant financial burden. As we are too small to have an independent IT person, we will be required to contract with a small business, or a larger entity such as Shaw or Telus. As with any technology, advances occur daily. This is reflected in the cost to purchase items. Each time this report is reviewed, updated costs should be included as items purchased today will more than likely be half the price than now. As well as reviewing costs, new advances should be analyzed to determine if it would meet the needs of the Society and its sites. Page9

10 Appendix A Page10

11 Technology List updated October 2013 Stamps House: 2 telephones Uniden DCX150 1 copier/fax Brother MFC240C serial u6156h6f lap top computer Acer 5253s2489 serial lxrd (advised not to allow it to power out as it may not restart) 1 LG monitor 1 LG tower computer no identifying # s on outside = ancient= won t print 1 Motorola modem SB Motorola surfboard SBV Canon camera SX100IS Comox House: Printer/Scanner/Fax Samsung Model# SCX-3405FW/XAA Serial # Z6U5B8KD2401A7K 5 months old Cell phone I Phone 4 Model# MD 128C/A Serial # DNQKJGZZDPON 5 months old Laptop Name: Acer Model : Aspire 5253 Windows 7 Home Premium Product I.D OEM Abbott House: Printer( fax, copy etc): HP SN- CN2AU2945m Fpu# C In good shape,newer, easy to use Computer: LG SN- V6O14734 Model # Old, original name on Computer is "Mackenna". very slow Chrome, IE MS office word 2007 MS office excel 2007 Adobe Reader Computer old and possibly not long for this world. Page11

12 Monitor: Acer LCD SN Model # X223W Good shape, not sure how old. Phone: Telus LG flip phone and charger, about 5-6 years old Found a Motorola slip phone as well, don t know where it came from. Miller House: Computer: MacBook Pro - OS X Version (12E55) - Processor GHz Intel Core i5 - Serial Number: C1MJFHGWDTY3 Printer: HP Officejet 4500 Wireless Serial Number: CN130J60C3 FPU No: CN Good Condition Wireless Router: D-Link Model-DIR-615 WPS Pin: Westholme House: Printer: MFC Brother Serial # U62701E2N Model # 7480DDN. purchased July 2013? Computer LG Reg # OEM Microsoft Windows XP Version 2002 Service Pk 3 Software: Wndows Office 97 3GB of RAM Adobe Reader Chrome, Firefox, IE Stellar Phoenix deleted recovery (no anti virus software) (no access to server) Condition: Poor. Crashes (blue screen) difficult to restore, this happens daily Cell phone: None Can't connect to server. Page12

13 Office: Item Brand Serial Number Office Phone Nortel Networks NNTM60GB8GRN Refurbished Office Phone Nortel Networks NNTMHPG1V8ZJ Refurbished Fax machine Brother U6ZZ7ZDOJ /04 Office Phone Nortel Networks NNTMENT4ACAW Refurbished Office Phone Nortel Networks NNTM60GB4FA0 Refurbished Office Phone Nortel Networks NNTMHPG1V82J Refurbished Lap Top HP Pavilion 5CD317463F - Product Number 2013 DZW35UA#ABL Tower / Time Tracker LG Super Multi V ? Tower / New Main Server LG Super Multi Touch 2010/10 Systems Screens Time Tracker Acer ETLATOCOZ /01/21 Screens New Server Phillips BZ /03 Black Keyboard Microsoft Black Mouse Vibe M 408 Red Mouse Wireless Optical Lap Top HP Pavilion Touch 5CD3180NYN 2013/06/01 Screen Office Phone Nortel Networks NNTMENT4PA6P 2003/10/30 Lap Top Acer LXRD B /01 Key Board Dell CN0LJ YN Lap Top Acer LXTQ90Z A8CAZ Office Phone Nortel Networks NNTM60GA0KYR 2001/10/06 Computer and mouse Apple - MAC DZ5K60VHDNCR 2013/03 Iphone 5 Apple F2LJGZS7DTTQ 2013/02 Laptop Dell FN5R4N1 2011? - dying Iphone 5 Apple IMEI /02 Iphone 4S Apple IC579C-E2430A 2013/02 Lap Top Apple - MAC 1MJ4L5ZDTY3 2013/03 Flat Screen TV Dynex 2507LC37K /04/01 Speakers Vibe Model G-018 Black Unknown Speakers Altect Lansing FMW White Unknown Speakers PT Acoustich Black Unknown Speakers Labtec M/N S-0189A Black Unknown CISCO Mac 7CBZ1BZ1A52A Model DPC 3825, 2012/07 serial Motorola Modem Unknown D-Link Modem QBJD1C Model DIR 615I1 Unknown Netgear Pro Safe Hi speed VPN MODEL FVL328, Unknown dying Firewall FL383475A My Passport External HD WX81A October 26, 2013 Date Page13