Top 2018 Considerations for IT Budget & Planning. Joe McIntyre & Brad Sprague

Transcription

1 Top 2018 Considerations for IT Budget & Planning Presented By: Systems Engineering s Joe McIntyre & Brad Sprague

2 About Us 30+ years combined IT experience Work actively with current and potential clients IT thought leaders Joe McIntyre Brad Sprague

3 Agenda About Systems Engineering SE Budgeting Roadmap The Fundamentals 2018 New Considerations Budget Creation Scheduling and Execution

4 About Systems Engineering Founded in 1988 Headquartered in Portland, ME with a new office location in Manchester, NH 100% Employee Owned since Employees Specialize in IT Projects and Managed Services Cross-Industry Expertise: Education, Healthcare, Legal, Accounting, Municipal, Manufacturing, Retail

5 Identify Prioritize Budget Schedule Execute

6 Identify: Budgeting Fundamentals Getting Started Identify Lifecycle Management Manufacturer Renewals Insourcing vs. Outsourcing Strategic Plan Alignment Innovation

7 Identify: Lifecycle Management Useful life of hardware Servers & storage: 4-5 years Desktop computers: 4-5 years Mobile computers: 3-4 years Extended warranties Hardware limitations Firewall throughput Disk I/O Availability of updates and upgrades Compatibility with other systems

8 Identify: Manufacturer Renewals Provide hardware and software support for a given platform Provide version updates Provide version upgrades Provides subscriptions to on-going services, signature updates (A/V, IPS, URL Filtering, Anti-Spam, DNS, Secure Certificates, IaaS, etc.) Yearly agreements Renew at different times of the year Reinstatement fees SMBs: must involve a reseller Tips and Tricks: Multi-year agreements to save money Contract Management software Leverage your MSP for tracking renewals

9 Identify: Insourcing vs. Outsourcing Subject Matter Experts are a vital component of any IT practice. Be courageous. Be willing to explore. Be willing to think outside the box. Push yourself outside of your comfort zone. Know your limits. Be humble. Recognize the capacity and capability of your IT organization. Be wise about the risks. Applications vs. Infrastructure

10 Identify: Strategic Plan Know your business s strategic initiatives for 2018 and beyond. Are technology investments required to support these initiatives?

11 Identify: Innovation Information Technology Management should be much more than just keeping the blinking lights green and the disks spinning. What technology investments can your business make that would enhance your competitive position in your marketplace? Enhancing customer experience. Improving workflow and creating operational efficiencies. Attracting greater talent. Improving internal and external communications. Enhancing collaboration for achieving more deliverables in less time.

12 Identify: 2018 New Topics - New and Revisited Culture of Security Cloud Migration Collaboration Identity Management

13 Identify: Culture of Security Protecting your business from cyber threats must include: Informing your users of the risks. Acceptable Use Policy End-user Security Awareness Training Plans for protecting your IT assets. Information Security Policy Business Continuity Plan Table Top Exercises

14 Identify: Cloud Migration Get Ahead of IT

15 Identify: Microsoft End of Support January 2020 October 2020

16 Identify: Microsoft Office 365 StaffHub To-Do Bookings Teams Office Groups

17 Get Ahead of IT Identify: Content Collaboration

18 Identify: Cloud Storage Get Ahead of IT

19 Identify: Identity-Driven Security Access anywhere, at any time, from any device Equal functionality in the office, at home, and mobile

20 Identify: Identity-Driven Security Confirming who you are Conditional Access Multifactor Authentication Single Sign-on Information Rights Management Azure Information Protection Policy adherence

21 Identify Prioritize Budget Schedule Execute

22 Prioritize Available funding? Who s at the table? How do decisions get made? What are the fundamentals? Value/ROI Compliance

23 Identify Prioritize Budget Schedule Execute

24 Budget Line Item Hardware refreshes Software version upgrades Manufacturer Maintenance - Antivirus - Anti-Spam - Citrix - Cisco SMARTnet Carrier Costs - Dial tone - Internet - Wide Area Network Estimated Cost $x,xxx $x,xxx $x,xxx $x,xxx $x,xxx $x,xxx

25 Budget (cont.) Line Item SaaS Subscriptions - Office Vertical applications - Adobe - AutoCAD IaaS & PaaS Services - Data Center - Microsoft Azure - Amazon Web Services - Hosted phones Staffing - Applications - Infrastructure - End user support Estimated Cost $xxx,xxx $x,xxx $x,xxx $x,xxx

26 Budget (cont.) Line Item Staff Augmentation - Network Administration - Help Desk - Software Development - Deployments Managed Services - Performance & Uptime Monitoring - Security Information & Event Monitoring - Managed Patching - Incident response - Cloud backups Security Training Technology Training Estimated Cost $x,xxx $x,xxx

27 Budget (cont.) Line Item Estimated Cost Projects - Exchange Online - ERP System Replacement - Barcode Scanning System - Call Center Deployment - Inter-branch Video - Disaster Recovery Site - Cloud file storage migration - SharePoint deployment $xxx,xxx $xxx,xxx Unbudgeted Expenses 15%

28 Identify Prioritize Budget Schedule Execute

29 Schedule and Execute: What to do next (or first) Understand your organization s budget cycle Work with your SE Account Manager Understand the strategic direction and initiatives of your business Review and update your five year plan Consider what End-of-Life items put hard dates into your plan Plan backwards from those hard dates Submit Get approval Plan and schedule your projects!

30 Schedule and Execute: CapEx vs. OpEx CapEx funds used to purchase goods/services to expand the business s abilities. Recorded as an asset and expensed over time using a depreciation schedule for tax benefits. Hardware, software, and professional services IRS Section 179 deduction OpEx funds used for ongoing costs of running the business. Fully tax deductible for yearly expenses Property taxes, rent, insurances, utilities, etc. Leasing Leasing is method of converting CapEx to and OpEx. Protect your cash Predictable expense Elastic costs Potentially greater tax benefit

31 Questions? Systems Engineering Contact Information Phone Web - syseng.com - events@syseng.com