Organization:

Technology: WordPress

South Lake Montessori School needed an updated website that takes advantage of new technologies and is easily updateable in order to make announcements, event notifications and publish informational documents for parents.  We were able to create a WordPress child theme based on the Genesis framework.

The advantages of using the Genesis framework are:

• Advanced SEO options
• A custom child theme is used so that any updates to the Genesis framework can be easily added without changing the child theme files
• Advanced security options
• No HTML knowledge is required for the members of the South Lake Montessori School to update the website with new information

The school has many options for future development and some of the things we have planned are:

• A parents-only section
• A document repository
• An online calendar
• Classroom pages

Organization: Clermont Garden Club

Technology: WordPress, Google Apps

The free web hosting provider that the Clermont Garden Club used for their web site was eliminating all their free accounts and attempting to move them to a paid plan.  The problem with the paid plan is that it didn’t add much value to their hosting experience.  The interface was confusing, outdated and did not offer much in the way of customization.

The Garden Club needed a forum in which to post news and updates to its members, encourage new members to register and also to advertise their room rental space.  We built a WordPress site to meet their needs.

Since they are a non-profit member organization, the rental and membership chairmen change periodically.  Therefore we decided that it would be advantageous to create club email addresses that can be forwarded to their respective chairman and board members.

We created a free Google Apps account for the Club and activated the email and calendar features.  The Apps email feature allows us to create an email address for every chairperson and easily forward those emails to the proper people.  When each position comes up for re-election/appointment, it is an easy change to forward those accounts to the new office-holders.

The Google Apps Calendar also allows the Club to post events and meetings on an easy to read and update calendar.

Organization: Lake County Autism Association

Technology: WordPress, Facebook, Business Directory

A new non-profit group was started in Lake County to provide a forum and resources for parents of children with Autism and related disorders.  In order to share information with members and the community, they needed a website that was easy to update, capable of sending notices and announcements and provided a forum for members.

LCAA also wanted a Facebook and Twitter presence in order to get information out about the organization.  We created a Facebook Fan Page and a Twitter account that are both integrated into the site.

Posts recorded on the site are automatically linked to Twitter and Facebook.

Lake County Autism Association also wanted to publish a directory of professionals and organizations in the area that provide Autism-related services.  We implemented a local provider directory with contact details and also a custom for that allows providers that find the site to submit their information.

Organization: Not Just Dance

Technology: Customized WordPress Theme

Not Just Dance is a dance studio in Clermont, FL.  They were looking for an updated site that would allow them to make announcements to their students, post class schedules and special events and highlight some of their shows and recitals.

We decided to use WordPress for their new site since it had all of the features they were looking for and we were able to go live with their new site quickly.

The front page highlights the achievements of the dancers with links to the curriculum and event schedules.

A large part of their summer business is hosting dance camps.  We implemented a custom page that listed the summer camp schedule with links to a form to get more information.  The form allowed the parent or student to identify which camp they were interested in allowing the instructor to more easily obtain a quick estimate of the number of students.

We also performed some Search Engine Optimization (SEO) for the site and were able to greatly improve the traffic from search engines such as Google, Yahoo and Bing.  We were able to identify important keywords and rank highly on all search engines for those keywords.

Features:

• Email subscription form to allow parents and students to be notified of news and events
• News and Announcements section where instructors can notify visitors of dance studio happenings
• Custom forms for summer camp signups and orders for performance videos
• Photo Gallery
• Full calendar of classes and events
• Map to studio

Organization: Cub Scouts Pack 20

Technology: Customized WordPress theme

Pack 20 in Clermont was using a free service for their pack website from clubspaces.com, but it wasn’t meeting their needs.  It was hard to update, the look and feel of the site wasn’t consistent with their branding and the customization tools were limited and hard to use.

We decided to implement a WordPress site for the pack since it would allow the Cubmaster and Den Leaders to update the site easily.  Each news item or event announcement is a blog post that automatically appears on the front page.

We also installed widgets and plugins on the site in order to:

• manage email subscriptions so parents can be notified that there is a new post
• list upcoming events
• showcase photos from events and meetings
• display a full calendar
• implement a document repository where parents and leaders could find and download forms and documents

Working with the achievements chairman, we were also able to implement a system where members of one of the dens could see where they were on the trail to earning their achievement badges.

Features:

• Individual Den Pages
• Calendar Page
• Photo Gallery
• Document Repository
• Contact Form

Organization: CivilWarMilitaria.com

Technology: WordPress Site with PHPBay integration for Ebay auctions

CivilWarMilitaria.com is a “thin affiliate site” that takes a niche and produces posts with information about a particular product and links to another site where visitors can purchase those products.

This site was created for Civil War memorabilia collectors.  It searches and sorts for products on eBay and presents them in an easy-to-read manner.  Clicking the links on the site redirects the buyer to the live auction on eBay.

The site is automatically updated, so all auctions are always up-to-date.

1. It can be very complicated and time consuming to manage
2. It is a great example of the 80-20 rule (80% of the people use 20% of the features)
3. It requires that all parties have a properly licensed copy of the software installed on their computer
4. Sharing files real-time with remote users, contractors or clients that are not part of your network can be costly and often impossible
5. Cost
6. Cost
7. Cost!!!

I’ve worked with MS Project for years in enterprise situations where all the users are part of one network, they all had an internal IT department ensuring that their versions are compatible and the files were shareable over the network through Project Server.  And it works great.  As a small business owner, however, none of this may be feasible or practical in real-life situations.

Luckily there are several free and low cost alternatives for project management on the web.

Basecamp

Basecamp is a popular online project management tool.  It has a large user base and there are many add-ons, iPhone applications and integrations that work well with the system.  Part of a suite of products including Highrise customer relationship management, Backpack collaboration and Campfire messaging applications, it can be used on its own or integrated with their other products.

Basecamp has a simple, easy to read dashboard where you can track multiple projects, to-do lists milestones and more.  One thing that sets it apart is its time tracking feature.  You can track time for each to-do item and can easily report and export to another financial or billing system.

Basecamp offers four pricing models ranging from plans for small business to large enterprises.  They offer a free trial, so you can try it out for 30 days before deciding on keeping and paying for it.

All accounts offer unlimited users, so you can share projects with users in and out of your organization.  This can be very helpful if you have consultants doing work from their homes all around the world.  Collaborating with them couldn’t be easier.

Their plans (as of this writing) are as follows:

Click here for a free 30-day trial: Basecamp.

Pelotonics

Pelotonics is a relatively new player in the project management field, but it has a lot of potential.  First and foremost is the pricing.  They offer a free plan that includes 2 projects, 50MB of storage space and unlimited users.  They also have a personal plan that allows 5 projects, 1GB of storage and unlimited users for $9/month.  The advantage of the personal plan is that you can delete projects as they are completed allowing you to only keep five projects open at a time, but an unlimited number of total projects.

Pelotonics has a clean and intuitive interface.  Setting up projects and inviting users is easy and team members are notified of updates and upcoming milestones.  A recent project team I worked with used Pelotonics as the main form of communication.  We found it much easier to post questions and discussions in the message board or attached to task items than to email everyone in the team.  As the project was ongoing, it was a simple matter of checking on the status of a milestone and viewing all the emails and discussion related to the to-do list or milestone.  Posting a comment on the discussion board notifies all members of the project team through email.

The file sharing feature also proved to be useful and allowed us to share and modify documents without emailing changes back and forth.

Click here to get your free starter plan: Pelotonics.

What I Use

I tried both of these project management systems and while the features are pretty similar, I found it easier to navigate the Pelotonics site.  As of right now, Basecamp wins on integrations and the ability to access data with your iPhone.  However, after trying both, I kept coming back to Pelotonics because it just feels right and was easier to navigate.  Plus, their pricing plans are better geared towards smaller businesses and individuals.

How I Use It

I find that Pelotonics is a great way to manage projects for a couple of the non-profit organizations I am involved with.  The free plan allows you to manage two projects, and so far that has been sufficient for our needs.  I had no problem convincing other members of the organizations to use the system and update tasks and milestones regularly.

The file sharing and task reminders proved to be a real asset to our organization and we will be using Pelotonics for our future projects.

Have you used either of these online project management solutions?  Or, have you used another one not mentioned here?  I would love to hear how your small business or non-profit tracks projects.  Leave a message in the comments and tell me about your experiences.

Some of the early players in the software as a service architecture include Oracle and Salesforce.  Others have taken notice and we now see offerings from SAP, Microsoft and others.

Below are 10 reasons why SaaS is great for small businesses.

Low Upfront Costs

To get started with these applications, a business does not have to invest in additional hardware or up-front licensing costs. Traditional software applications require that you purchase a group of licenses and hardware to install them on. Also, the hardware would require it’s own set of licensing (operating system, database and remote access applications) to get up and running.

With SaaS applications, many times there are no up-front costs to get started. Generally, all you have to do is sign a user agreement and pay a monthly subscription fee.

Also, if the app doesn’t work out, you do not have to write off the large investment in licensing and hardware. You should simply have to cancel your agreement lowering the risk of implementation.

Things to look for

1. Make sure you’re not tied into long-term contracts. Many providers offer month-to-month contracts, but will offer discounts for paying for several months up front.
2. User accounts can be phased in as implementation proceeds. Order the bare minimum at first and make sure you can add users as you need them.
3. Most services should work with a browser only, but they may require  browser plugins or Activex controls. Make sure they do not conflict with any other applications that you are running.

No Hardware to Maintain

In a SaaS environment, all of the hardware and related maintenance is handled by the hosting provider. Therefore, you get to save on energy costs, rack space and labor to maintain the system.

As servers become more powerful, we continue to see under-utilized servers in the enterprise. Many systems administrators rightfully are hesitant to install many applications on one piece of hardware because of compatibility issues, so we see a one server per app environment. SaaS providers will have a server farm that is specifically dedicated to running their app, placing the burden on their IT department, not yours.

Things to look for:

1. If applicable, inquire as to the current specs of the hardware your application is being installed on. It should be a technologically current system.
2. Ask for a detailed description of the service provider’s data center. Arrange for a tour if possible.
3. Verify that the data center is monitored 24×7.

Security

Many of the initial concerns with SaaS had to do with security. Business owners were hesitant about storing sensitive company data on another company’s system. The passage of the Sarbanes-Oxley Act of 2002 has put to rest many of those fears.

If an application provider wants to have publicly-traded companies as customers, then they have to comply with many of the provisions of the Sarbanes-Oxley Act. Particularly those that have to do with securing data and version control.

Security has now become an advantage of SaaS instead of a disadvantage. Documenting and implementing security policies and procedures can require a staff dedicated solely to those functions. Small businesses can leverage the IT specialists of the application provider.

Things to look for:

1. Ask for the provider’s "Statement on Auditing Standards (SAS) No. 70" report even if you are not a public company and are not required to comply. The SAS 70 report will ensure that the provider’s controls are in place and monitored.
2. Review the policies for accessing your data. Are your users logging in with SSL protocol? Are they required to use strong passwords and change them on a regular basis?
3. Ask for an overview of the physical security of their data center. Most data thefts are not done by breaking through firewalls and brute-force attacking passwords, but by gaining physical access to a server and inserting a thumb drive.

No Patches to Install

Let your application provider worry about installing patches in the middle of the night on a weekend. Your IT staff will thank you for it!

Most providers will give users access to a beta instance several weeks in advance before rolling out a new patch. If you have customized the app in any way, you will want to make sure to test them on the beta instance.

Things to look for:

1. Ask for their policies on testing and what access you will have during the testing phase. Will your data be copied to the test instance?
2. Search their support forums or help site to see how long after a bug is reported that a patch is applied to fix.
3. Determine the process for requesting additional features and what kind of review takes place.

Uptime and Redundancy

Maintaining a near 100% uptime can be quite difficult for a small business. Most small businesses can’t afford to have a backup server ready to go at a moments notice in the event of a failure. Networking equipment can also fail, so redundant systems need to be in place to ensure that you can access the data at any time.

Application providers are in the business of providing data and making sure that it is available at all times. They have dedicated teams making sure that everything is running smoothly. Therefore, most small business will be unable to rival their track record for continuous availability when going it alone.

Things to look for:

1. Ask for a report on their uptime for the last year. If they are proud of their record, this information may already be in their promotional materials.
2. Inquire of their failover processes for networking and servers. The system should immediately switch over to a redundant piece of equipment. If it is not immediate, find out how long the system will be down.
3. Ask for a guarantee. Reputable providers will guarantee a high percentage up-time every month. If they fall below that percentage, make sure you get a refund or a discount for the next month’s service.

Available Anywhere

By definition, SaaS applications can be access from any web browser. Therefore, you should see the same data on your computer at home as you see on your desktop at work. Traditional client/server apps require expensive remote access software that is notoriously slow. SaaS applications are optimized for web delivery, so you shouldn’t see any degradation in performance when working at you home PC as long as you have a broadband connection.

Things to look for:

1. Check for special installs needed on local machines or browser requirements.
2. Ask about mobile access to the application. Can their app be accessed via BlackBerry or iPhone?
3. Is a VPN or other remote access technology required to access their application?

Backup and Recovery

Maintaining reliable backups and ensuring timely recovery is the bane of many IT departments. Therefore, don’t get yourself or your IT staff bogged down in the day-to-day maintenance of these critical backups.

The provider should have a detailed plan in place for the backup of your data and will have a process for your users to request the restoration of the data.

Things to look for:

1. Ask for the frequency of the full and incremental backups. Incrementals should take place at least once a day and full backups once a week.
2. Ask how long the backup tapes are kept. Your business may have certain regulatory requirements for how long you must keep backups, so make sure their processes comply.
3. Ask if you can request backup copies of your data and how often they will provide it to you and in what format.

Help Desk/Application Support

Users should be able to access online help and FAQs from within the application. Live chat and toll-free support should also be available as needed.

Things to look for:

1. Ask for the location and hours of their call center. Make sure that product experts are available during your business hours.
2. Many apps will allow users to grant temporary access to client data to help-desk personnel. Determine the policy for granting that access and how long until it is revoked.
3. Determine if the provider utilizes software to view users’ desktops to assist in troubleshooting. If so, make sure all users have access to the software.

Per-User Pricing

This is what really makes SaaS attractive to small businesses. Most providers will have minimum user requirements, but the minimums can be as small as five concurrent users. This also ensures that you only pay for what you are using.

For many traditional client/server applications, it is not uncommon to purchase more licenses than you need to allow for future growth. For example, a 75-person company will most likely purchase a 100-user license for software. Quite often, these licenses are never used and are wasteful.

Things to look for:

1. Determine what the minimum user base is.
2. Ask for the process for adding new users and how long of a turnaround is generally expected.
3. Lock in volume pricing in the initial quote and keep track of when you pass that minimum requirement.

No Client-Side Installs or Updates

In many SaaS implementations, no IT staff will have to touch a PC to install hardware. Users will simply have to click a link to the application start page and maybe download an ActiveX control or other browser plugin. Updates are the same as no IT staff will need to be involved in updating client computers. All of the updates take place on the server and are pushed to PCs if they are needed.

Things to look for:

1. Check for browser compatibility issues.
2. The provider’s web address may have to be added to user’s trusted sites in their browser.
3. Test the application on a PC that has all of your other applications installed on it to verify compatibility.

I believe that enterprise-class systems are now affordable to small businesses because of the availability of hosted solutions and open-source systems.  Bringing these systems to Central Florida companies will be our primary purpose.

Our specialties include:

• Web Hosting
• Web Development
• Hosted Exchange
• Mobile Devices including Blackberry, iPhone and Palm
• Data Security
• Data Backup

The Tervo Systems web site will be a source of information for helping you implement cost-effective solutions for your business.  I will post software reviews, tips and tricks, small business technolgy news and will attempt to explain complex concepts using easy to understand terms.

I recognize that you’re in business to work on your business, not work on the technology behind your business.  I am looking forward to a long and prosperous relationship with the business community in Central Florida.