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Synchronise IT!

Submitted by saloob on Thu, 02/11/2010 - 11:51

We have seen the buzzwords, from Virtualisation and Automation (Cloud) to SaaS, PaaS, IaaS, etc., and the motto was "Virtualize IT!". With systems convergence and maturity, we will see a strong movement to full IT synchronisation taking place.

In this article, we are going to make a few bold assumptions before we get to the core topic which is the synchronisation of your IT systems. Simply, they are;

  • You have fully virtualised your internal infrastructure
    • Local File Systems on Linux with Samba
    • Legacy Windows servers AND PCs consolidated onto Virtual Machines
    • Migrated Windows Desktops to Linux - where core Windows Apps are not required
    • Virtual Desktops accessed via Thin Clients (Linux & Windows)
      • Virtualisation based on Containers where possible for maximum efficiency and lowest TCO.
  • You have web-based CRM &/or ERP (ERP can be for SMB, but for some CRM may be easier to start with)
    • Legacy Databases exported/imported as SQL
    • Externally accessible via open APIs
    • Roles determined for Owner, Management, Staff, Partners and Customers.
  • You and your staff use COMPANY Smartphones for work
    • We recommend Android as first choice
    • Windows Smartphone as second choice
    • Blackberry as third choice
    • iPhone as last option
  • Your staff access email via IMAP using client software and advanced webmail
    • This reduces chance of "lost" emails or PC-dependancy and failures or issues caused by staff.
    • IMAP Virtual Servers can be backed-up incrementally, daily allowing for easier recovery at any time.
    • Internal file-sharing is ONLY done via links - never sending the same file to multiple internal staff = pointless
    • External file-sharing should mostly be only PDF and rarely raw documents (Word, Excel, Powerpoint, etc) to reduce unauthorised copyright usage and changes.
  • Your legacy phones systems and "static PBX" is replaced with VoIP PBX, and staff have;
    • A VoIP client on their Smartphones
    • A VoIP client on their PCs with a headset or conference audio device
    • An IP Hardphone on their Desk
    • Web-based VoIP integrated with CRM (like Flashphone with SugarCRM)
    • Web-based VoIP call-me buttons for Sales and Support
  • Travel and time wastage is reduced only to necessary face-to-face meetings and all other interactions internally and externally are done via email, VoIP or Video Conferences.

The above is what we would expect any company to have, be in the progress of having or aiming for in the very near future. The above will make the company-wide synchronisation a feasible reality.

So, what are the key areas that need to be synchronised?

  1. Management & Staff
  2. Internal knowledge and information
  3. Products and Services, Customers and Partners
  4. Accounting data

Let's look at each one separately;

1. Management & Staff - There should be ONE central database of the Management and Staff that outlines their roles, access and security levels. Access should incorporate internal AND external systems and services. Examples;

  • LDAP is a common system whereby "single sign-on" can be achieved across the board as many applications support this for user access, roles and security.
  • CRM and/or ERP could be used as it is and access managed via Web Services and/or LDAP.

Application Examples;

  • Openbravo ERP + LDAP + Web Services API
  • SugarCRM + LDAP + Web Services API
  • Drupal + LDAP + Web Services API
  • MagentoCommerce + LDAP + Web Services API
  • Samba File System + LDAP

2. Internal knowledge and information - relates to all staff activities and devices. It is a horrendous situation (lapse/mistake/carelessness of and by management) where staff have control over the company contacts and information either "in their head" or on their own personal phones, devices and PCs. The most obvious methods are;

  • Synchronise the Management and Staff Smartphones' Contacts and Calendar with the CRM and/or Groupware. Examples are;
    • Smartphone to Open-Xchange via Funambol
    • Smartphone to SugarCRM via Funambol
  • Synchronise the Management and Staff PCs and Client Software's Contacts and Calendar with the CRM and/or Groupware. Examples are;
    • Outlook to Open-Xchange via Funambol
    • Thunderbird & Sunbird to Open-Xchange via Funambol
    • Outlook to SugarCRM via Funambol
    • Thunderbird & Sunbird to SugarCRM via Funambol
  • Staff recording their daily activites in the central knowledge base - or ERP/CRM - depending on the available features
    • Calls can be made via VoIP clients and devices and logged in the central system
    • Video Conferences between staff and customers can be managed via the web and linked to CRM and contacts (such as spreed to SugarCRM)

3. Products and Services, Customers and Partners - There should be ONE central database containing the Products and Services, Customers and Partners to which any other internal or external systems and services should synchronise with. This data should NEVER be exportable except by the highest security levels. Examples are;

  • Using the ERP or CRM system as the central Database
  • Linking online stores' Customers, Products and Serivces via web services

Application Examples;

  • Openbravo ERP -> Web Services <- SugarCRM
  • Openbravo ERP -> Web Services <- MagentoCommerce
  • Openbravo ERP -> Web Services <- POS
  • Drupal CMS -> Web Services <- SugarCRM
  • Drupal CMS -> Web Services <- MagentoCommerce

4. Accounting Data - It is imperative to have a core system for all accounting data that external systems can connect to. This should be a web-based ERP system that has an excellent web services API to allow other applications/services to communicate with it. As with (2) and (3) above, this system will provide ALL the related data, such as;

  • Products; pricing & discounts, inventory, suppliers, components, warehouses
  • Customers; pricing & discounts, orders, payments, invoices, promotions
  • Live P&L and B/S Reports
  • Live POS integration from mutliple sources

In summary, it can be stated that the most efficient way to synchronise your business is to have in place ERP and CRM and providing simple access interfaces for customers and staff, where little or no core data is stored on a separate "silo". If devices and client software are to be used, choose ones that provide for maximum synchronisation to the core systems. Move away from the Desktop reliance as much as possible and towards an internal or external web-based environment for as many activities as possible.

Synchronise IT!