As Microsoft specialists we are experts in Small Business implementations.  Below is a case study of an client solution implementation using Microsoft Small Business Server 2003, including full implementation costs.

Overview

Acme Inc are a real-estate company who over the past 3 years experienced rapid staff (and business) growth.  They currently have a staff of 6 permanent employees within their office, and a further 4 sales staff working from laptops who are occasionally in the office.

Acme Inc use Windows XP on all their computers, but have no dedicated server.  All the computers, when connected in the office, access a various assortment of shared folders set up on various computers, with the majority of shared documents on the reception computer.  Staff use email heavily, using a mix of Outlook and Outlook Express on the various computers.  Email and other Outlook features such as Tasks, Calendar and Contact Lists are stored locally on each computer and not accessible by anyone else.  All email, external and internal, is sent out via their ISP.  Sales Reps have no way to access any of the shared documents when they are out of the office.

Staff use 3 different printers connected to various computers, and 1 paper based fax machine.  They frequently print out documents simply to fax them then discard them.  They scan a large number of received paper faxes to have an electronic copy.

Acme Inc have a fairly random backup system, occasionally copying some of the more important documents to a DVD from the reception computer.  There is no formal backup plan, nor is anyone's email or documents on their individual PC's backed up.

Problems

Acme Inc first approached us when the hard drives on two of their desktop PC's failed.  With no backups of email or documents on those PC's, disruption was severe.  During consulting, a number of other problems also came to light, as follows:

- intermittent network/shared folder connection problems 
- slow internet when emailing large documents, as they regularly do
- internet download/upload quota being exceeded, mainly due to large files emailed
- no central contacts database, with each individuals contacts stored in their own Outlook on their PC
- no way to view peoples calendars
- travelling sales reps unable to access any company information when away from the office
- wasted paper printing documents just to fax, and receiving paper faxes that are then scanned to file and thrown out
- No formal backup system or disaster recovery plan
- No central file storage, with shared folders created ad-hoc on various PC's
- no easy way to disseminate information to all staff members
- some shared folders need to be secured so the occasional temp staff they have in cannot access them
- various anti-virus programs in varying subscription states across 10 computers

Goals

During consulting Acme Inc determined the following goals for IT in their business:

- A smooth running network with clear locations for shared data
- Critical data (primarily email and working documents) for each user backed up
- A central contacts database accessible by all Outlook users
- Ability to view and add to the calendars of staff, particularly the sales reps
- one-stop-shop security software for all computers so individual PC's don't need to be tracked when their virus subscription expires
- reduce the wasted paper in the office and streamline sending/receiving of faxes
- ability to secure certain folders/files to restrict access to temporary staff
- an easy way to get information out to all staff, such as a kind of noticeboard or similar
- remote access to the office network for sales staff and those working from home

Solution

M3 Technology determined that Acme Inc would best be served by a cost effective single server solution, namely MS Small Business Server 2003.  Within the one package it can achieve all of their goals, and when combined with a business grade fast Ethernet switch provides a stable network platform for all the server's services.  We addressed each of Acme Inc's goals with features of SBS2003, as follows:

A smooth running network with clear locations for shared data

Built on Windows Server 2003 technology, the most reliable network operating system Microsoft has ever produced, SBS 2003 is a dependable operating system.  Individual user data is stored on the server in one location, and custom shared folders were created for simple access by all staff without having to navigate the network to various computers.

Critical data (primarily email and working documents) for each user backed up

A by product of storing all user and company data on the server is that it is automatically backed up by the server.  We also created multiple levels of backup redundancy for Acme Inc.  Firstly, the server has mirrored hard drive storage ensuring if one drive fails, the other can carry on running the server.  Secondly, the server runs a daily backup job which backs up all Acme Inc data and all email for all staff (email is stored on the server - see the email section below).  Thirdly, this backup is also automatically copied to an external hard drive each night.  Acme Inc used two inexpensive external hard drives and each day took one off-site, ensuring that even in a serious disaster scenario such as the destruction or theft of the server, their data could be recovered.

A central contacts database accessible by all Outlook users

SBS2003 uses MS Exchange Server 2003 to manage email, Outlook calendar, tasks, notes etc for all users.  It also provides a Global Contact list to which are added all users individual contacts, ensuring that all staff can access all the company#'s contacts in the one location.  In addition to centralised contacts, users can share their calendars, tasks, notes etc and allow others to read or edit them.   Acme Inc managers are able to add appointments to their sales reps calendars, which are updated when they connect to the office network locally, from home or on the road (see remote access section below). Having all this data stored on the server enables anyone to access company data as required (as well as being stored on the server, individuals Outlook data can be stored on their PC as a local backup, thus increasing data backup redundancy).  The other advantage of Exchange Server is that all mail sent to internal recipients never leaves the office network thus increasing security, reducing load on the internet connection, and reducing internet quota usage.

Reduce the wasted paper in the office and streamline sending/receiving of faxes

As their business mostly deals with documents, Acme Inc keep digital copies of all their important documents, contracts etc.  Much paper and time is wasted printing out documents to fax, and scanning incoming faxes.  SBS2003 comes with Microsoft Fax Server software, enabling the server to receive all incoming faxes as digital files (e.g. PDF files) and then emailing the faxes to recipients.  Acme Inc Staff can also fax directly from their desktop, sending faxes direct from Microsoft Word or any program they can print from.  This ensures that the only paper used on faxes is when a paper copy is required.

Ability to secure certain folders/files to restrict access to temporary staff

Acme Inc occasionally employ temporary staff to handle basic overflow work or when a staff member is ill for an extended period.  They need these temp staff to be able to access certain areas on their network, but protect the more sensitive customer data.  SBS2003 employs full directory and group security, allowing Acme Inc to secure individual folders based on username, but also create a security group, called Temporary Staff, which provides access to only the permitted areas.  When a new temp comes in it is as simple as adding the temp to this security group and access is restricted as required.

One-stop-shop security software

Acme Inc have 10 computers, with varying states of security software.  Some just have free anti-virus programs, others have paid for products with have expired.  We installed Trendmicro Client/Server/Messaging security, an all-in-one package that manages all client computers security from the server.  They then only need to track one subscription, and are protected from viruses, spam and fire walled on all computers.  All Exchange email is scanned and spam removed.

An easy way to get information out to all staff, such as a kind of noticeboard or similar

Acme Inc have frequent companywide announcements, real estate updates, legal rulings etc that all staff are required to receive.  SBS2003 enables them to roll out this information quickly and efficiently by two methods.  The first is a default companywide mailing list which Exchange Server creates automatically for the organisation.  By mailing the one address, all staff receive an email with the relevant information.  In addition to email, SBS2003 comes with a pre-configured, ready to run Internal Website.  This website has a very simply to manage interface where staff with the correct access are able to easily add new announcements, notices, pictures etc without knowing anything about web building.  Customising the website with your company logo and look and feel is also easy, with no web coding experience required.

Remote access to the office network for sales staff and those working from home

This feature was high on the list for Acme Inc.  As well as wanting mobile sales reps to access company data, contacts, files etc when they are in the field via a dialup or wireless broadband connection, many of the senior staff want to be able to access this information at home as required.  Fortunately, with SBS2003 this is very easy to setup taking only minutes.  With the addition of a VPN client on each remote computer or sales rep laptops, at the click of a button they are able to connect directly into the office network and pickup email, view shared calendars, access documents etc.  This increases staff product ivy and their reps response times, enabling them to stay in the field longer and visit the office less.