What about Randy? Technology Tools for Your Practice CPA Firm Technology Website What about NMGI? SaaS Cloud Computing model

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1 What about Randy? Technology Tools for Your Practice Presented by Randy Johnston K2 Enterprises Inducted Accounting Hall of Fame, Feb Accounting Today 100 Most Influential in Accounting for seven years 30+ years of technology experience Author of articles on Technology including a monthly column in CPAPractice Advisor Top rated speaker for over 25 years Published author of five books From Hutchinson, KS randy@k2e.com or randyj@nmgi.com x 112 What about NMGI? CRN top 100 technology company MSPMentor top 100 company Announced June 7, 2010 the general availability of national CPA support services NetCare and NetHosting Managed and Cloud services NetRescue and NetStore Backup Appliances and web-based backup npen Secure , HR Business and personal goal achievement and management track training, BC/DR Full documentation and backup services CPA Firm Technology Website Reviews, product listings, recommendations, articles, warnings, etc. What Should You Ask? Security and Privacy Serious Risks For Accountants SaaS Cloud Computing model Significant financial loss Loss of credibility and future business Loss of right to practice Fines Your Firm ASP (e.g. AccountantsWorld) Web-Applications, Storage, Secure Access, Backup (SaaS) Client Location Imprisonment (not likely unless there was gross negligence or intent) Remote Staff Staff at Client Site Source: AccountantsWorld Vacation Client in multiple locations

2 Major Tax Compliance Suites CCH (ProSystem fx, ATX/TaxWise) Thomson Reuters (UltraTax CS, GoSystem) Intuit (Lacerte, ProSeries) Drake (Drake Tax) RedGear (1040Works, TaxWorks) Base Practitioner Application for 1040s Supports RALs Single Preparer Live Interview Model Single PC No DMS, Portal Support Tax Software Market Single User, No Practitioner Small Firm Medium Sized Multi-Office or Office May want DMS Association of Firm Large Single Working out of Needs ease of input Independents Consolidations Office home Staff are Shared Staff and Import/Export Records Possibly part time bookkeepers or Services Departments Management Limited Number of other paraprofessionals Multiple Need To Manage Role-Based Security Multi-Office Access Returns, all 1040 s Overall Includes Unenrolled Preferences Management Preparers, low end Reporting EA s, Retail Tax Granular Security (templates, Integration with AD, No User Security Basic User Security role-based) Hosted/SaaS Available 1040Works TaxWorks Drake Tax Limited Electronic Guidance Electronic w/ Integration to IRS Instruct. Available Online Research Import from QuickBooks, Quicken, Peachtree, Spreadsheet ProSeries, Scan, Organize Available from Third Parties ATX, TaxWise Limited Portal Integration Electronic File Cabinet Complex , 1120S, 1065 Electronic w/ Integration, AutoUpdate for new guidance, changes in assessments Elect w/ Integration, supports firm-specific procedures/preferences Import Manager with Customizable Import Customizable Templates, Manager Limited Support for Supports All Engagement Engagement Software Software Scan & Organize, Import Scan & Organize from Vendor Schedule D Scan, Organize, Populate or 3 rd Parties Interfaces w/ Outsourcers Interfaces w/ Outsourcers Portal Integration Complex or Customizable Simple Check -n, Check-Out Portal Support Portal Integration Versioning Open Database Workflow with Departments Basic Workflow Workflow with Departments UltraTax CS & Offices Complex 1040, 1120, 1120S, 1065 plus 5500, 706, 709 Lacerte ProSystem fx Tax Multi-Office, Enterprise Solution Customizable Workflow The most complex returns Portal Integration Complex security requirements Integrated with AD Runs Local or SaaS Seamlessly GoSystem RS Elect w/ Integration, supports department-specific procedures & preferences Built-In Outsourcing Support, 7216 Masking Features Multiple Integrated Portals with Strong Automation and API Customizable Workflow, Tight DMS Integration All Complex Returns and All Complex Returns and All Complex Returns Industries Industries Deep Industry Support Multi-Tier Consolidation Single Tier Consolidations Multi-User in One Return CCH Pfx Tax Application (Next Gen) ProSystem fx Tax High end, full featured Now handles multi-tiered consolidations Two versions of Next Gen: Foundation (traditional, locally installed) Next Generation (available only as SaaS) Next Gen platform for local (Foundation) install will not launch until after next tax season (2Q/2011) Small Firm Services Lower end, acquisitions ATX TaxWise Thomson Reuters GoSystem Tax High End Tax Application, supports multi-tiered consolidations, departments, multiple offices, etc. Web-based. Most use SaaS version, although local installation is available. Target is top 30 firms, plus users who need high end features. Strong integration with GoFileRoom & FirmFlow. UltraTax CS CS Suite Tax Application Effort in recent years to bring up level of application to be more competitive with feature set of ProSystem fx. Strong integration with other CS Suite apps as well as GoFileRoom. Different sales channels, sales force, although both sales groups sell both product lines. Client Bookkeeping Solution Thomson Reuters Application Integrations Engagement CS RIA/PP C Microsoft QuickBook s Practice CS Virtual Office CS GoSystem Tax RS & Ultra Tax CS SurePrep GoFileRoom & FirmFlow NetClient CS (Client Portals)

3 GoSystem Tax Enterprise-grade product Supports the most complex entities Supports multiple users in a return at the same time and multiple security settings Supports multiple offices, departments Delivered as web-based SaaS application 9 of the Top 10 Accounting Firms use GoSystem Tax ~70,000 total users May be too complex for low end returns Thomson Reuters UltraTax CS Medium to high end, full featured Supports all federal and state forms Multi-tiered consolidated returns require GoSystem, but UltraTax handles most other tax needs. Strong integration with CS Applications Two versions: Locally installed Delivered over Citrix using Virtual Office CS UltraTax CS Lacerte Tax (Intuit) Flagship Intuit tax application, supports complex returns and all states for 1040, 1120, 1120S, 1065, and , 709, 5500, and 1041 available for Federal and selected states Pay per return and unlimited versions available Write Up software available (formerly known as EasyAcct) Strong QuickBooks integration Scan and Organize (OEM Copanion,) portal solutions available ProSeries Tax (Intuit) Professional and Basic versions, Website describes basic version as the perfect upgrade from TurboTax Entry level product focused on value pricing and ease of use. Designed for retail tax and less complex corporate returns, supports RAL/bank products. Focused on 1040 productivity and the most common forms, Pay as you Go and packages available Scan and organize available True SaaS tax prep app available through Intuit ProLine Tax Online Edition (new for 2010 tax season) Preparer certifications and Accountant Work Exchange for people looking for help on projects Drake Key player in EA and value segment Application suite is value priced (from $1,300) and includes: 1040/1120/1065 RIA Research Tax Planner Document Management Time & Billing/Practice Management

4 Drake Drake Tax Designed for speed and quick data entry. Data entry is designed to not require you to use the mouse. Goal of support is to have an agent answer the phone and resolve issues without ever using an automated attendant. Every person in the building (including senior executives), field support calls to make this happen. Good fit for tax-driven firm who wants everything for one low price. Good fit for startups, retail 1040 s Features competitive with ATX, TaxWise, 1040Works, and TaxWorks, and Drake is priced below their competitors. TaxWorks TaxWorks = RedGear = HR Block = McGladrey TaxWorks Features TaxWorks offers a full compliance suite, including 1040, 1120S, 1120, 1065, 1041 Federal and State forms and schedules. The product supports Federal Forms 706, 709, 990, and 5500 and select states. A Fixed Asset Manager is included which handles all fixed asset needs including complex dispositions. TaxWorks is currently in use by approximately 12,000 independent offices, 30,000 professional tax preparers which includes CPAs, EAs, and Attorneys, and 4,200 H&R Block offices. TaxWorks publisher, RedGear Technologies, is owned by H&R Block. Asset Manager Hover & Flip Estimated Fields Form Filler Excel Import / Export Detail Statements Keyboard Short Cuts Client Data Conversions QuickBooks Import Real Time Calculation Flexibility in Form Selection Kiddie Tax Import K1 Import Partnership Special Allocations Tick Mark on Output Forms Audit Trail How Important is Resolution? There are many scanner options on the market today that allow choices of 300 dots per inch (DPI) to a 4600 DPI or higher. Experience tells us that you most likely will not need more than 300 dpi for scanning basic text document or photo prints or 600 dpi for line art documents, assuming that printing is at the original size. Recommended Resolution General Document Management: 300 dpi, black & white Scan to PDF or TIFF based on application recommendations Set compression to CCITT Group 4 Fax Configure & Use Kofax VRS Pro properly (CRITICAL) Scan & Organize Package Recommendations SurePrep: 300 DPI, Black & White. Detailed configuration steps, including Kofax VRS configuration available in initial certification process, contact account manager for configuration instructions. Copanion GruntWorx : 600 DPI, Black & White. Scanner settings and scanning tips Thomson Reuters: 300 DPI, Black & White for scan/organize, 100 DPI B&W for document management. More CCH: 300 DPI, Black & White. Copyright 2009 K2 Enterprises Copyright 2009 K2 Enterprises

5 Capture Preparation Software Original Document Image What is Capture Preparation Software? The software that talks to the interface software (TWAIN or ISIS) Basically responsible for cleaning up images as well as compression and so forth. Leading vendor is Kofax, Copyright 2009 K2 Enterprises Copyright 2009 K2 Enterprises Scanned without Preparation Scanned with Preparation Kofax VRS is under $300 depending on features, included with many scanners, $1995 for Pro Copyright 2009 K2 Enterprises Copyright 2009 K2 Enterprises ProSystem fx Document (SaaS) EFFICIENT NAVIGATION Intuitive / Customizable User Interface: Completely redesigned user experience which utilizes Microsoft standards for consistent functionality. Enhanced Search, Filtering, & Grouping Capabilities: New Outlooklike search functionality. File Groups allow diverse forms of information to be flexibly grouped and made quickly accessible. Centralized Management: A suite-wide Administration Manager significantly reduces system administrative overhead and helps assure the consistent application of user privileges. Drag-and-drop capability allows files to be quickly added by dropping onto Document. Improved accessibility provides the ability to leverage resources across multiple offices. Status indicators allow users to quickly determine document availability Navigation panel allows the user to easily move between Clients, Staff, and Non-Clients

6 FileCabinet CS FileCabinet CS Thomson Reuters CS-Suite document management system Tight integration with CS Suite applications, and supports storage of data files in native format Available as a hosted application through Virtual Office CS, or as a locally installed program GoFileRoom GoFileRoom Web-based DMS Designed to be easy to use and scalable. Notable price reductions in Used by firms as small as one, and as large as % of Top 100 firms that use a 3rd Party DMS (including one Big 4 Firm) use GFR. Integrated with client portals and most applications. Doc-It Doc-It is a full-featured document management system (DMS) which also includes a records management system (RMS) to help firms deal with completed files during their archived life (e.g. after they are finalized but before the supporting records are destroyed). The Doc-It Inbox is where Items go when first printed to PDF with the Doc-It DM. Doc-It includes a PDF Editor which can be used to create, edit, and annotate files without the added expense of Adobe Acrobat licenses.

7 Doc-It Archive Explorer Intuit (Lacerte / ProSeries) Lacerte DMS is sold as an add-on to Lacerte or ProSeries Basic electronic file cabinet Strong integration with Intuit s ProLine tax applications May not be as adaptable as some DMS applications to applications other than tax document storage Drake Document Manager Drake Document Manager Drake Document Manager is a multi-user electronic file cabinet (EFC) which is designed to allow users to organize and index documents based on a three-level hierarchy: Cabinets Drawers Folders (can have multiple levels of folders) Drake DM is included with purchase of a Drake Software package XCM Update Control Sheet XCM* workflow CPA firm and industry workflow List of features Security

8 Documents Linked RedGear TaxWorks has ArkWorks Multi-User Security File Encryption View Documents Document Maturity (version control) and Audit Trail Edit and Annotate Documents Print to Fax Export (Burn to CD or other removable media) Scan Import all file types 45 CPA Firm Portals and Security Portals provide a more secure way to: Transfer tax documents to the client Gather tax organizer information Provide payroll services to clients Store and exchange working documents with clients Accounting Portal Hosting Vendors Thomson Reuters NetClient CS CCH ProSystem fx Portal ShareFile - Sage AssuredSend/LeapFile Website Relief by AccountantsWorld Additional solutions are available from almost every tax and document management vendor. We DO NOT RECOMMEND that you do this internally. The time, compliance requirements and technical knowledge needed to do this right mean that most firms will outsource this function. Sharefile for Accountants Portal Main With over 450,000 users in 120 countries One of the leading file transfer services for small and medium businesses Version designed for CPA firms Site branded with firm s logo & layout Exchange confidential tax documents with your clients in a completely secure, professional, and easy manner Transmit large QuickBooks, PDF, Excel, or any other type of business files and make them available for password-protected download by your clients.

9 Website Relief AccountantsWorld CCH New Product ProSystem fx WorkStream Offered as SaaS only Integration is best with Next Gen applications Most Foundation clients using XCM for tax workflow AutoFlow technology in ProSystem fx Scan is a key workflow tool more on this later. Doc-It Workflow Manager Doc-It Workflow Manager Research Tools CCH (CCH/Miller/Kleinrock) Thomson Reuters (RIA Checkpoint/PPC) Intuit (ProLine Research is BNA OEM) Other/Independents BNA Tax Analysts IRS CCH - IntelliConnect IntelliConnect replaced Tax Research Network in 2009 New platform, new/casual users accepted changes OK. Some existing TRN users did not like the new UI. New platform offers Google-like search capability Tax (IntelliConnect) and A&A (Accounting Research Manager) currently on separate platforms, require separate logins SmartCharts allow comparison of data by jurisdiction or other attributes Integration with ProSystem fx Correspondence Manager Miller A&A guidance achieving critical mass as a PPC alternative Training offerings for staff which dovetail with applications and guidance Major improvements released 2H 2009, many planned for calendar 2010

10 Thomson Reuters RIA Checkpoint RIA CheckPoint Research Portal Same platform for Tax & A&A Content One of two (with CCH) leading full-featured online resource platforms Includes PPC audit content, RIA tax content, and numerous national and international sources for authoritative and interpretive guidance Includes RIA s US Tax Reporter, which is their baseline tax research service Intuit ProLine Tax Research Licensed BNA content, includes IRS code, instructions Annual, monthly, or daily subscriptions Daily subscriptions may be a good tool for those who need to do occasional research Research pane appears in Lacerte and ProSeries Thomson Reuters GoSystem TaxSort application is their tool for scanning, organizing, and populating tax data into GoSystem UltraTax UltraTax SourceDoc Auto Entry is the UltraTax tool for scanning, organizing and populating documents into tax software ProSystem CCH (fx) Scan with AutoFlow Technology 1. Leverages Technology to Enhance Efficiency Automatic identification of source documents allows a preparer to begin value-added work immediately instead of spending valuable time copying, sorting and organizing client 1040 source documents. Automated data entry for the most commonly used forms removes the need for time consuming manual data entry and allows the preparer to focus on issues requiring professional judgment. System-generated diagnostics which highlight areas requiring attention help assure the completeness and accuracy of available information. Expanded functionality for Adobe Acrobat dramatically reduces the technical expertise required and reduces the time necessary to perform common functions. 2. Promotes a Consistent 1040 Preparation Process All workpapers reside in a single, organized, consistent PDF file benefiting preparers, reviewers, and partners. CPA-specific tools such as tickmarks, hyperlinks and a 10-key calculator promote preparation and review standardization. ProSystem CCH Scan with AutoFlow Technology Preparing 1040 Source Documents For Scanning 3. Provides the Benefits of being Paperless Security is enhanced by utilizing digital vs. paper files as digital files can be encrypted, locked and protected from unauthorized access. Remote access to paperless documents allows the CPA to provide better client service. Multi-user access to paperless documents facilitates collaboration and reduces interruptions. On-demand access to digit files allows a partner to retrieve information quickly thus reducing callbacks and phone tag. Reduced overhead costs can be achieved by eliminating the time spent filing and looking for misfiled or missing paper files. Filing cabinets require expensive office space not required for digital files. W2 s 1099 s Organizer K1 Brokerag e K1 Cover Page Single Page Multi-Page

11 AutoFlow Wizard Scan PDF File Double click on appropriate return to link & AutoFlow Wizard automatically obtains pro forma information from ProSystem Tax The imported fields are highlighted in the Scan PDF file Copyright 2011, K2E, 62LLC All Rights Reserved Single User, Single Office Excel A&A Software Market Multiple Partners Association of Independents Shared Staff and Services Need To Manage Multiple Preferences QuickBooks and Peachtree Mid-Sized Firm Consolidations Import/Export Departments Role-Based Security Small Multi-Office or Large Single Office Records Management Multi-Office Access Overall Management Reporting Engagement Software Pfx Engagement, Engagement CS, CaseWare Multi-Office, Enterprise Solution Workflow Portal Integration Complex security requirements Compliance Apps AverQ, TeamMate, Conexxus (for PCAOB/SEC or Internal) Trial Balance and Write Up Apps CS Accounting, Pfx Trial Balance, EasyAcct, Drake Write Up, Others Payroll mypay Solutions ( ThomsonReuters owns, have direct or indirect models Intuit Online Payroll (payroll.intuit.com) Sage Payroll ( AccountantsWorld.com Payroll Relief Major service bureaus (ADP, Paychex, etc.) See if your CPA society has a discount program In-house options from all publishers, see your publishers website. AccountantsWorld Accounting Relief Power Tools Client Collaboration Real-time access Alerts Ratios Dashboard Importing of bank and credit card statements Integration Drill down functionality Training tools AccountantsWorld Accounting Relief Power Tools: Dashboard

12 Partner Programs for CPAs Sage Accountants Network ( QuickBooks ProAdvisor Program (proadvisor.intuit.com) Free Accounts for Practitioners (Internal use only): SmartVault.com Bill.com More info in 12/08 CPA Technology Advisor Avalara Avalara is a full-service sales tax company that uses SaaS to automate statutory transactional tax compliance processes. The fast, easy, accurate and affordable way for you to calculate, collect, report and remit transactional taxes. Avalara Integrations Automated Solutions Compliance Solutions Rates Solutions Free Rate Calculator Demo Center Research & Guidance Research Services RIA CheckPoint (PPC/RIA/Thomson) Accounting Research Manager (CCH) Practice Aid templating and customization tools Primarily for audits, not all titles supported Full functionality only available with the related publisher s Engagement application ProSystem fx Knowledge Coach PPC Smart e-practice Aids What is Knowledge Coach? Application that automates an audit from end-to-end: from planning through completion Runs as an add-on to Engagement, CCH s world class workpaper manager solution Utilizes CCH s KBA (Knowledge Based Audit) content to guide the audit Recently passed AICPA Peer Review Delivery of compliant content in a software application Knowledge Coach Key Features Guided & Streamlined Audit Planning Dynamic tailoring questions Program step library Direct linking of risks & program steps Customization & templates Transparent Data Flow Between Workpapers Workpapers linked and updated automatically Changes on-the-fly Drill-downs to source information Answer effects Managed End-to-End Workflow Expert industry-specific guidance Contextual links to on-line research Detailed diagnostics Full integration with ProSystem fx Engagement Copyright 2011, K2E, 72LLC All Rights Reserved

13 Industry specific questions help tailor your program steps and workpapers to your client You can add and summarize risks from anywhere using the risk pane ProSystem fx Engagement Strengths Grant access to engagement binders by individuals or by binder teams or simply choose to assign all staff to all binders. Filter clients by group, using different methods. Automatically update users with changes to staff and security rights as they log in to the program. Instant access to client files from any location at any time. ProSystem fx Engagement Strengths Security of computer backup of all files. Risk mitigation you need for document storage and retention compliant to Sarbanes-Oxley and other regulatory compliance rules. Brief Product Description Engagement s secure environment gives you control over who has access to sensitive client information. Be confident that you re in compliance with security features that allow you to: Ensure file integrity by securely managing every document from inside the program. Avoid unintentional or unauthorized changes by setting access rights for all of your staff groups. Obtain secure online sign-offs by preparer and reviewer, and lock documents after final review. Manage binder and workpaper completion dates to ensure compliance with 45- or 60-day requirements. Engagement CS System's Three-Pane Layout Strengths Standardize and Streamline Entire Engagement Process Ensure Compliance Ensure Accuracy Benefit from a Completely Paperless Engagement Powerful Trial Balance Capabilities Integration with PPC Smart e-practice Aids

14 Paperless Engagement Workflow Engagement CS Advantage Points Sources Microsoft Office Scanned Documents QuickBooks Other Content Accounting Firm Engagement Trial Balance Information Workflow Management PPC e-tools SMART e-pas RIA Checkpoint Financial Analysis CS GoFileRoom GoSystem Tax Web Services Powerful review tools review window and tab view Multi-Staff collaboration & security Multi-User Trial Balance for collaboration & accuracy Virtual Office & portal technology Research Integration with PPC Checkpoint Tools & SMART Practice Aids Diagnostics - Unsigned Program Steps Engagement CS Integrated SMART Rollforward Thomson Reuters Thomson Reuters Confidential Engagement Data Center CS PPC Bunker Checkpoint Infrastructure Tools & SMART Practice Aids on Virtual Office CS Confirmation.com Electronic Confirmation Solution Launched Summer 2003 Created & patented electronic audit confirmations Integrated with: Thomson Reuters, CCH, CaseWare, & AverQ (soon) Mandated by: Bank of America, SunTrust, Citizens, HSBC & many others Reach 100% of responders: In-Network, Out-of-Network, Paper 15+ types of confirmations: Bank, AR, AP, Investment & more 84

15 Paper Confirmations CONFIRMATION.com Historical Confirmation Response Time Statistics Order Paper Forms Order/Stocking Clerk Mailroom 1 st Request 2 nd Request Fax Request Phone Call Order Envelopes Supply Room Accounting Firm Client US Post Office week turnaround steps 3. 40% lost/error rates 4. $120+ per confirmation 5. Responder not validated Accountant Fax Mailroom AP/Bank Clerk Operations Relationship Manager 88 Local Office/Branch Copyright Mailroom 2011, K2E, LLC All Rights Assistant Reserved Electronic Confirmations Mailed Paper TOTAL Confirmations Response Rate* % % % % % 71.55% Reconfirmation Rate* 5.7% 8.9% 8.3% 10.1% 9.7% 43.43% Ave. Turnaround (days) Min. Turnaround (minutes) ,200 min. Max. Turnaround (days) % Turned in 2 days 81.11% 88.93% 92.47% 93.53% 92.60% 0% % Turned in 3 days 90.94% 94.15% 96.90% 95.94% 95.66% 0% % Turned in 5 days 95.88% 98.09% 98.57% 98.74% 98.56% < 1% * For Mailed Paper Confirmations, the results are the combined results from research studies looking at response rates: Davis et al. 1967; Sauls 1970; Hubbard & Bullington 1972; Armitage 1990; Engle 1991; Engle & Hutton 2001; Allen & Elder 2001; Elder & Allen Free Guide to Electronic Source: Capital Confirmation Data Analysis Tools Practice CS Microsoft Office Excel & Access Office Add-ins BizNet ActiveData by InformationActive by Palisade Software Tools for the Data Specialist ACL CaseWare IDEA Data Tools for Internal Audit Groups ACL/IDEA Server Applications Custom Format Tool Create new formats and edit existing formats/reports Create/edit reports, letters, labels, invoices & statements Use any custom fields, create custom formulas, and more Staff Scheduling View staff schedule with all schedule items (benefits, Practice CS projects & tasks, Outlook items, etc.) Create work queues that allow work to be assigned to a pool Staff dashboard portlets allow staff to see all scheduled & assigned work

16 Drake Practice Management Drake Practice Management Included with Drake subscription Key Features Appointment scheduler Return tracking Client status manager Multi-office manager More TPS Time & Billing TPS Billing Designed specifically for public accountants More than Time & Billing the first real Practice Management tool designed for small-to-mid-sized accounting firms Capable of handling firms from 1-75 timekeepers never outgrow it.. Small to mid-sized MS Access Mid-sized and larger MS SQL Express TPS Provides for 4 types of billing Quick Bill (all outstanding WIP) Detail Bill (selected items of WIP) Progress Bill (or interim bill) Monthly/Quarterly Flat Billings Office Tools Professional Client information Notes Call logging To Dos Workflow Staff management & scheduling Time & Billing Other Practice / T&B Applications APS Advantage - Commercial Logic, Inc. PowerPM Commerical Logic, Inc. CaseWare Time BillQuik Thomson Elite Timeslips by Sage CCH Next Gen Practice Maconomy

17 Questions What Should You Ask Technology Items to Consider Technologies To Watch Top Technologies A Baker s Dozen Hardware Next Generation Firewall Sandbox in Sandy Bridge Smart Devices Wireless/MIFI Software Windows 8 IE 10 ios 5 & Mac OS X Lion Office 2013/365 Technology Strategies Managed Services Private/Public/Hybrid Cloud, SaaS Horizontal, Vertical, Custom 1. Control and Use of Mobile Devices 2. Information Security 3. Data Retention Policies and Structure 4. Remote Access 5. Staff and Management Training 6. Process Documentation and improvements 7. Saving and Making Money w/technology 8. Technology Cost Controls 9. Budget Processes 10. Project Management & deployment 11. Spreadsheet Management 12. Overall Data Proliferation and Control 13. Privacy Policies and Compliance AICPA survey 2/15/2011 Baker s Dozen Hardware Next Generation Firewalls (NGFW) 1. Reliable, Redundant internet access 2. Firewall/Router that will secure the network 3. Good cabling 4. High Speed Switches, Power Over Ethernet 5. Secured and unsecured wireless 6. Virtualization 7. Backup Appliances 8. Printing MFP, copiers, standalone 9. Scanning 10. Docking stations 11. Desktops and Laptops 12. Monitors 13. Smart Devices 1. Application Awareness and Full Stack Visibility 2. Integrated Rather Than Co-Located IPS 3. Extra-Firewall Intelligence 4. Standard First-Generation Firewall Capabilities 5. Support bump in the wire Deployments

18 So many on Port 80 High Performance Multi-Core Re-Assembly Free DPI CONFIDENTIAL All Rights Reserved Next Generation Firewall Identify By Application - Not by Port & Protocol By User/Group -Not by IP By Content Inspection -Not by Filename Application Chaos Cloud-Based Extra-Firewall Intelligence Users/Groups Ingress Categorize By Application By Application Category By Destination By Content By User/Group Policy Massively Scalable Next-Generation Security Platform Malware Blocked Critical Apps Acceptable Apps Control Prioritize Apps by Policy Manage Apps by Policy Block Apps by Policy Detect and Block Malware Detect & Prevent Intrusion Attempts Unacceptable Apps Visualize & Manage Policy Prioritized Bandwidth Managed Bandwidth Blocked Egress Visualize Baker s Dozen Software 1. Anti-Virus 2. Encryption software for computers and 3. Licensing strategy 4. Apps 5. Business Intelligence, including CPA firms 6. Reporting ClusterSeven, Biznet Software 7. SaaS AccountantsWorld, Xero, SAP ByD, Intacct, NetSuite 8. Point Solutions Concur Expense reporting, Confirmation AP, Avalara 9. CRM Results CRM, Sage CRM, Dynamics CRM 10. HTML 5 and new generation browsers/ websites /tappable 11. Hosting CPAASP InsynQ, Awensa, Cloud Sand Boxing Adobe X, as an example 13. IPTV/video/voice over IP/unified communications Baker s Dozen Accounting Software Baker s Dozen CPA Firm Software 1. Avalara 2. Concur Expense Reporting 3. CYMA 4. Freshbooks 5. Intacct 6. Intuit QuickBooks, particularly on Awensa 7. Microsoft Dynamics AX Open Systems 9. Results CRM 10. Sage Peachtree, BillingBoss, Accpac, MAS, MIP, ERP X3, SSAN 11. SAP Business By Design (ByD) 12. Softrak 13. Wasp Barcode 1. CCH 2. Thomson Reuters 3. Intuit 4. AccountantsWorld 8. Small Firm Billing/Practice Management ATX, OfficeTools Professional, TPS Workpaper CCH Scan, Copanion, SurePrep 5. CPA2Biz Confirmation, 10. Data backup/transfer XCM workflow and Gillware, ShareFile Xpitax, Bill.com, 11. Hosting - InsynQ, Awensa or PayChex, others Cloud9 hosting 6. Programs Avalara, 12. Document Management Doc- Concur, Intacct, Intuit It, efilecabinet, SmartVault ProAdvisor, Sage SSAN 13. Portal CCH, Thomson, 7. Xero ShareFile Baker s Dozen Business Analytics Risk factors: 1. Alchemex 2. BizNet Software 3. ClusterSeven Spreadsheet controls, too 4. BizTools Professional Analytics 5. Business Objects 6. Cognos 7. F9 8. MicroStrategy 9. Monarch Pro 10. PROPHIX 11. SAS 12. TARGIT 13. WebFocus Social Networking Analytics acquisitions SAS, Vmware, YouTube, IBM Brainyard 1) Employees that don t understand the risks of the internet. 2) Family members that use company computers while waiting or just because the business has great internet. 3) Computers in the company that are outdated old OS, no dual monitors, slow 4) Software that does not run on new OS 5) Clients that purchase PC s that will not properly work with the overall system

19 Risk factors (Cont d): Managed Services Options 6) Single point of failure situations 1) One data line 2) PC configured for a critical function no other PC available or ready to be used in case of failure 3) If scanning is critical you need two 7) Good policies and procedures related to computer use and internet use 8) Computer disposal process so disk drives don t pass on information 1. Turn key contract 2. Critical component monitoring 1. Servers 2. Firewalls 3. Backups 4. Internet 3. Block of hours 4. Printer/copier Most Common Issues 1. Cabling, Cabling, Cabling 2. Lack of RAM Servers and workstations 3. Personal grade switches and firewalls no Dlink, Belkin, NetGear, etc. 4. Image sizes too large, not using Kofax VRS 5. Internet redundancy 6. Single Point of Failure Internet Access Redundant (Two or more lines) DSL/MPLS/Fiber Optic/Cable Modem Full fail over MIFI or Cellular/CradlePoint as backup? Identify Critical IT Components Servers Virtualize Backups Off-site & tested Firewalls & Switches Commercial Grade/spares Workstation spare Scanners/Printers at least two UPS 30 minutes, maybe a generator BC/DR a plan Understand options available Virtualization on servers and with backup appliances has radically improved availability and reliability Consider retiring old servers/switches/firewalls into a spare or an off-site location Running in the cloud may work for you look at hosted facility costs

20 Virtual Server Cookbook TRADITIONAL ENVIRONMENT REQUIRED MANY SERVERS Today 1-3 for most business of less than 100 employees SERVER1 FILE & PRINT BILLING EHR SERVER2 TS1/CITRIX1 EXCHANGE ACTIVE DIR PAPERLESS SERVER3 TS2/CITRIX2 QUICKBOOKS PAYABLES SQL Backup every Backup Appliance TS1/CITRIX1 EXCHANGE F/P, AD, SQL 15 minutes CRITICAL APPS NetRescue Appliance $2200 to start + annual offsite Backup One or More Servers Off-site every night Off-site Tier 1 Data Center for backup and Virtualization Backup One or More Laptops/ Desktops Servers Virtualized with VMware Windows Server 2008 Enterprise Edition 48-72GB of RAM Brands & Products HP IBM Dell Workstations Windows 7 Enterprise Edition using BitLocker for encryption Two or more 22 + monitors Docking station if laptops 4-8GB of RAM Use Windows Deployment Services for standard images Consider desktop virtualization with VMware View Brands & Products HP Lenovo Dell Anti-Virus Consider a version in your firewall Mixing brands for Server and workstation still offers better protection, but may cause more issues Best Options: Sunbelt Vipre Microsoft Forefront McAfee Notably missing Symantec Protect employees by providing guidance for their own IT protection Social Network Policy Password Policy Document Retention Policy Acceptable Use Policy Disk and USB thumb drive encryption Two factor authentication

21 Key Takeaways Components needed for successful IT New Firewalls, Wireless and Cabling Windows 2008 R2 features and IP6 Backup Appliances New Scanners Browsers and other software changes Tablet and SmartPhone computing Core questions to ask