SEPTEMBER 2017 ■ www.CPAPracticeAdvisor.com 5
FROM THE TRENCHES
■ External mice Portable
■ Desktop
■ HIPPA screen filters built in hardware
■ Security management features
■ Monitors
• Use larger models (27-34") that have been manu-
factured in 2017 or later to get newer quantum
dot or nanoparticle technology – this results in
higher resolution
• Consider two monitors that are larger instead of
three or four monitors
■ Cabling/Wireless
• The current international standard is CAT8
• Minimum cable specification is CAT6A
• You may want to consider recabling if your system
is more than 12 years old, and you are using CAT5,
CAT5e or CAT6. This will likely cost $250 per cable
drop.
• Use 802.11ac Mesh wireless – set up at least a
private wireless and public wireless if you are
making wireless available in your office
■ Possible computer selections include:
• HP Spectre x360 - http://store.hp.com/us/en/
mdp/laptops/spectre-x360-211501--1
• HP ProBook 650 G3 - http://store.hp.com/us/
en/pdp/hp-probook-650-g3-notebook-pc-
--customizable-x6u18av-mb
• Dell Latitude 7480 - http://www.dell.
com/en-us/work/shop/productdetails/
latitude-14-7480-laptop
• Dell Latitude E7470 - http://www.dell.
com/en-us/work/shop/productdetails/
latitude-e7470-ultrabook/cto04le747014us
• Microsoft Surface Pro - https://www.microsoft.
com/en-us/store/d/surface/8NKT9WTTRBJK/
L6FV?icid=Cat_Surface-NavLink1-SurfacePro-
Pro-052317-en-us
OTHER CONSIDERATIONS?
Besides the fundamental hardware listed above, there
are a few other technologies that have come of age
and you should consider implementing now if you
have not done so already. These technologies include:
disk encryption, multi-factor authentication (MFA),
Mobile Device Management (MDM), and may generate
additional monthly charges. If you are a Windows
user, Windows 10 and Office 365 has made it easier
to implement these technologies. As we head into the
next year, Microsoft 365 will combine Windows, Office
and MDM into a single offering at a single price. To
comply with PCI regulations, MFA will be required on
all accounts that have PCI admin access. Because of
this, we're recommending deploying MFA to all users.
The building blocks above are a good starting
place, but note that we have not identified any of the
software solutions needed to run a business or use
in your home, with the exception of Office 365. We
can select productivity software in the form of Office
365, Zoho Office, or GSuite, all of which include email
service. We can select SaaS based accounting software
such as Sage One, Sage Live, Intuit QuickBooks Online,
Zoho Books, Microsoft Dynamics 365, or Acumatica. We
can add document management, specialty applications
such as time and expense reporting or bill payment
and many more. It doesn't matter what we choose,
processing power will be needed on the servers and
some processing power will be needed locally. If we
ignore the local device, whether it is a phone, tablet
or computer, we are likely to cut user productivity.
HOW MUCH?
Now that we understand the current building blocks
needed, how much is this going to cost us? Most soft-
ware vendors are converting to subscription models,
which means that they are trying to get us to pay a
monthly fee. For example, the new Microsoft Office
365 which is a complete, intelligent solution, includ-
ing Office 365, Windows 10, and Enterprise Mobility
+ Security, is $20/user/month. Tools that either do
or will require a subscription include Windows ($10/
month), anti-virus ($5-10/month), spam control ($5-
10/month), Office ($12-35/month), Adobe DC ($15-25/
month), Accounting Software ($9-$250/month) and
more. If you add these up, you can easily see $56-$340/
month or more per user. A reasonable budget amount
may be $3,000-5,000 per user per year for hardware,
software and training.
Using technology effectively is not cheap, but using
technology ineffectively is even more expensive. Do
you ask yourself the question if there is an easier, faster
way to accomplish a task? If you have not invested
in the hardware, software and training on the items
listed above, you may have part of your answer why
things are taking so long to get done effectively. We
encourage you to invest in technology and yourself
to drive up productivity. ■
http://easy.surepayroll.com/PracticeAdvisor/9617
Using technology effectively is
not cheap, but using
technology ineffectively is
even more expensive.