IT Recommendation for JUNK VAN

To:       Marcus Kingo

From:  Jennifer Mackson

Date:  June 27, 2016

RE:      IT Recommendation JUNK VAN

JUNK VAN needs an information technology solution that will help resolve several issues - incomplete and incorrect data entry by data clerks, the relaying of incomplete and incorrect information to drivers and will allow Mr. Kingo to run his business instead of correcting mistakes or cleaning up the database.   In addition, JUNK VAN needs a reliable system for payroll and billing.  Mr. Kingo has requested that the IT solution have the following elements:  a central database that is accessible remotely, sends emails automatically, easy to implement and operate, flexibility to handle IT changes in the market or business, vendor support and that the option be budget friendly. 

Consultants from JFP Group provided and outlined five options to choose from – Microsoft Access Database, Custom Application, Google Docs, Platform as a Service and Enterprise Resource Planning System.  Of the five options, JFP Group highly recommended Google Docs and Platform as a Service as IT solutions for JUNK VAN.

Google Docs meets some of the criteria – it is remotely accessible, easy to use and provides flexibility in the event of expansion or IT changes.  In addition, implementation takes approximately two weeks and the cost is low.  There are two packages to choose from – Google Apps for Work at $5 per user/month and Google Apps with unlimited storage and Vault at $10 per user/month.   Google Apps with unlimited storage and Vault is the most comprehensive package and offers:  business email addresses, unlimited storage, online text documents, security and admin controls and email archive just to name a few.  The cost for this package is $100/month ($10 x 10 employees).   While this is a budget-friendly option, there are a few drawbacks.  Google Docs does not send emails to customers automatically, which means there is vulnerable to human error since emails will be sent from the data clerk and operators.  This, as stated above, is one of the issues that you are hoping to resolve with one of the IT options.  Another drawback is the type of vendor support.  Vendor support is available but is not live – you will not speak with a person but rather have to rely on forums and solutions online.

The other option is Platform as a Service (PaaS).  Like Google Docs, PaaS is remotely accessible, customizable, easy to use and can be implemented in a short period of time.  However, it is important to note that PaaS is expensive.  The cost of PaaS is dependent upon the features chosen, which allows you to build a system that will be the most beneficial to the company, but the more options and features that are added the more expensive it becomes.  Implementation takes a short amount of time but like customization is dependent on the features chosen and the extent of the customization.  It is difficult to provide an estimation for the cost of this solution because until you begin customizing, you will not have an idea of how much the system will cost.  This option does have its benefits.  One of the benefits of Paas is live vendor support and web-based virtual training.   Virtual training allows your staff to learn the system at his/her comfort level and support is available when needed.  Both the vendor support and training are included in the package you choose without an additional cost to you.  Another benefit is that PaaS has the ability to send emails automatically and that feature can be customized as well.  An additional benefit, and continuing with customization, this system will allow you to create a payroll and billing system for your company.   Since PaaS has the capability to send emails automatically, you will be able to eliminate the data clerk which will resolve the issues of incomplete and incorrect data entry by data clerks, the relaying of incomplete and incorrect information to drivers.

 

Google Docs and PaaS each have their benefits and drawbacks but PaaS is the best IT recommendation and solution for JUNK-VAN.  PaaS provides a solution to all of JUNK VAN’s IT needs:  it allows for remote access, ease of use and implementation, ability to send emails automatically, customization and flexibility to handle IT and/or business model changes and/or expansion.   It allows you to focus on running the business smoothly and eliminates a part of the business model that was causing inaccurate information to be entered and shared – the Data Clerk.  Paas is the least budget friendly of the two options but this solution provides more of what JUNK VAN needs and is looking for in terms of an IT solution.