Systems Upgrade for an Accounting Firm - Essay Example

 Systems Upgrade for an Accounting Firm Introduction Currently, business organizations are increasingly integrating the use of computers in conducting commercial undertakings. Today, increasing demand for computers results from advancement in technology coupled with wide availability of convenient application software. In the past, employees used to handle professional tasks like accounting using traditional tools, especially ledger books for entries. However, computer systems available today allow accounting clerks to enter monetary values from transactions in software interfaces and balance their documents electronically. Systems used in conducting business tasks like accounting are continually advancing with time. According to June and Parsons (2012), advancement in such systems comes with increasing software power, enhanced convenience and reduction in cost of performing tasks. Systems upgrade is necessary in order to optimize computer functions within an organization. As a thesis statement, failure to upgrade both hardware and software components of computers within a company leads to system obsolesce, inefficient execution of tasks, and loss of opportunity cost associated with new systems used by competitors. A. Hardware Requirements of Computers With respect to the accounting firm in subject, it is undeniable that the smaller firm use old computer systems in conducting their accounting practices. Use of circa 2005 models and Windows XP indicates that the small firm misses out on opportunity cost and convenience associated with new systems in the market. At this juncture, the essay will evaluate on the hardware needs of the small firm in terms of recommended computer models. In their earlier research, Kenneth, James and Mansfield (2012) found out that Mac computers feature as the leading products in terms of superiority, quality and reliability In order to upgrade the accounting firm, every employee will have to work with a Mac desktop computer. Since Mac computers possess different hardware specifications, it will be appropriate to select a model that not only possess the requisite features but also budget friendly. In this context, I would recommend model A1347 Apple Mac Mini Desktop for every employee within the marketing department. On the other hand, auditors, ticket agents and accountants would work well with model A3870. Currently, the A1347 model retails at $390 while the A3870 goes for $25 and all prices are inclusive of shipping charges. Choice of each model depends on functionality requirements and professional purpose of the departmental computers. Conventionally, functional requirements for the marketing department differ considerably from those of the auditing or accounting departments. Kenneth et al. (2012) mentioned that Apple Mac Mini Desktop model A3870 possesses the following hardware features; hard drive capacity of 500GB, processor type is 4th generation with dual Intel Core i5, processor speed at 2.5 GHz and 4GB RAM On the other hand, the A1347 model has a quad Intel Core i7, hard drive capacity of 500GB, RAM of 4GB and with a processor speed of up to 3.9GHz. B. Hardware Properties of Selected Models Technically, a processing speed of 3.9GHz for the marketing department computers will allow employees to function at high speed without compromising on the computer’s efficiency. Quad Intel Core i7 comes with advanced graphic performance; hence delivers videos and images with discretely high resolution. On the other hand, processor speed of 2.5GHz for accounting and auditing computers allows faster performance and enhanced responsiveness in dealing with auditing applications. Dual Intel Core i5 does not offer discretely high resolution graphics but enables employees to run applications in each core simultaneously, thus increasing processing output. RAM and drive capacity of 4GB and 500GB respectively ensures that both departments enjoy smooth and undisrupted execution of numerous programs simultaneously. C. Software Requirements of Computers a) Marketing Software In order to reap from the synergistic association of OS X and multi-core Intel processors of Mac computers, the company will have to adopt the use of appropriate software for marketing, accounting, auditing and other departments. One of the latest marketing software includes Joyfax Broadcast and CRM-Express. Joyfax allows users to create personalized emails for individual customers while simultaneously sending those mails to thousands of recipients. According to Singh (2013), CRM-Express optimizes the customer relations management function by enabling marketers to manage sales and orders while responding to customers’ customized inquiries through the software’s messaging capability. b) Accounting and Graphical Design Software For accounting purposes, the company is currently using QuickBooks accounting software. This software is not technically obsolete and still offers efficient services to the organization. However, this accounting application suites old Operating Systems like Windows Vista. In order to optimize the OS X, accountants will use Express-Accounts software. Singh (2013) agreed that this software is specifically for Mac OS X, and can trace transaction entries like sales, receipts and invoices while reporting any changes in the company’s financial statements. For graphic design purposes, employees within the marketing department will have to use Mac OS X software like Comipro Plus and Goldberg. These design applications enables advertisers to create customized images and edit photos. c) Antivirus and Browser Currently, use of Symantec Antivirus for corporate security is appropriate but not optimal. Harnessing benefits of new antivirus software in the market will not only boost corporate protection but also enhance convenience of running system scans. In this context, SophosLabs Antivirus will be appropriate for the company’s security purposes. According to (Regan and William (2013), SophosLabs offers Mac protection from Trojans and viruses. In addition, it offers online protection by scanning websites for malicious content. With respect to browsers, it is recommendable to install Apple Safari in all the Mac computers. When combined with OS X, Apple Safari has advanced privacy settings and loads web content swiftly. D. Operating System Recommendations Based on the fact that all the recommended products are Mac, then it will be appropriate to use OS X as the operating system for all computers. Unlike other operating systems like Windows 8 or Linux, OS X takes advantage of all the hardware properties of Mac computers. Since employees from the small firm have limited computer skills, OS X will be convenient because it is easy to use. Even an inexperienced user can control a computer with OS X by following simple intuitive gestures offered by the multi-touch icons. Regan and William (2013) agreed that the multi-touch feature of OS X will enable marketers and auditors to perform their tasks in an intuitive and fun-filled manner. With respect to network connections, OS X optimizes the multi-core Intel processors in Mac computers. Therefore, OS X will offer unparalleled performance and efficiency for employees within the accounting firm. E. Network Hardware Apple Hardware Test will play a significant role in scanning technical hitches in the company’s computers. This network hardware diagnoses the computer’s hardware components including memory composure, wireless connection chips, external USB devices and software including the Operating System. Upon detection of a problem, Apple Hardware Test displays the problem in form a coded error. According to Singh (2013), users can then decrypt the coded message using Mac OS X information utility. This network hardware helps in early detection of both hardware and software failure. F. Backup System The current full system backup protocol adopted by the accounting firm in subject takes place monthly, with daily incremental backups. In order to eliminate the need for daily incremental backups, the company should use Time Machine backup systems for OS X. According to Regan and William (2013), this backup system automatically and intelligently deletes old backups; hence providing room for new ones. In addition, Time Machine backup software selects and deletes unnecessary items from document folders. Apart from Time Machine, iCloud is another backup application, specifically used for videos, photos and other graphical images. The marketing department will benefit by adopting this backup system in their computers. G. Additional Services for Employees It is undeniable that changes within a workplace cause unpredictable reaction among employees. In order to mitigate effects of changing hardware and software components of the company’s computers, management will have to provide supporting documents, especially users’ guides for inexperienced workers. June and Parsons (2012) mentioned that apart from the provision of users’ guides, employees will have to acknowledge the value of ethics in technology. Workers within every department will undergo a small training on system integrity. Those allowed to access system files will be discouraged from divulging passwords. In addition, employees will have to appreciate the fact that computer systems within the firm’s workplace are not for personal use. Therefore, management will provide explicit rules and guidelines on appropriate use of networks and systems within the company’s premises. H. Security Securing a company’s computer systems and computer components takes two forms; physical security and system security. Physical security entails protecting computer systems from harmful external factors like electromagnetic radiations, theft and damage by harsh environmental conditions. In this context, the firm’s computer rooms should be locked at all times, and only authorized persons allowed use of access protocols. Computer systems should be shielded from unnecessary radiation using concrete walls. In terms of system security, unauthorized employees should be discouraged from accessing system files by using passwords. Authorized persons with access protocols should keep passwords and other access aspects secret. Conclusion At this juncture, it is undeniable that system upgrade at a corporate level requires thorough consideration of factors like employees’ skills, hardware requirements, software requirements and security needs. In most cases, efficiency and superiority of computers is balanced with budgetary concerns. This means that computer models bought should be superior enough to perform professional functions efficiently, but affordable enough to harmonize their cost with expected benefits. In addition, purchase of superior hardware systems needs adoption of correspondingly advanced software products. This explains why Mac desktop computers should be installed with OS X operating system. . Reference List June, J. & Parsons, D. (2012). Computer Concepts: Illustrated Introductory. New York: Cengage Learning. Kenneth, F. James, J. & Mansfield, A. (2012). Computer Networking: Hardware, software and security. New York: Cengage Learning. Regan, S. & William, T. (2013). Apple Training Series: Mac OS X System Administration. Indianapolis: Indiana University Press. Singh, A. (2013). Mac OS X Internals: A Systems Approach. Harrisburg: Addison-Wesley Professionals. Read More