There are many tools businesses use during their day-to-day operations, but only a few are used by businesses across all industries. One that will be familiar to all is the office suite; comprised of a word processor, spreadsheet, presentation software and an email client. The most popular being Microsoft Office, which Microsoft has recently moved to the cloud.

Microsoft’s cloud based office suite for businesses is called Microsoft Office 365. Office 365 includes Word, Excel, PowerPoint, Outlook and OneNote - and Microsoft Server products e.g., Lync 2010 and SharePoint Server. All programs are accessed via a Web browser, offering users the ability to access the programs from the office, home or anywhere in between.

On March 14, 2012 Microsoft held a press conference announcing that the price of Office 365 subscriptions will be reduced by up to 20%. This decrease will apply to all new and renewing direct customers.

The price cut is a great advantage to many potential customers as it makes Office 365 more competitive with other cloud based office solutions such as Google Apps. This is also beneficial as many businesses already use the desktop versions of Microsoft Office. If they switch to Office 365, employees will be comfortable with the cloud version, as the software is exactly the same as the desktop version.

It’s the perfect time to look into Office 365 and see what it can bring to your organization. If you’d like to learn more about Microsoft Office 365 or other products from Microsoft, we are your go-to experts and will be more than happy to help.

Google Docs, one of the more popular office suites, offers the usual work-based programs, including their version of MS Excel: Google Spreadsheet. Most would agree that a spreadsheet program is something that all managers couldn't live without, yet few have truly mastered such programs due to the relative complexity of some functions. We’re here to help make Spreadsheet a bit easier with some interesting tips.

Spreadsheet is simple and straightforward, but sometimes it appears to be a little too plain. There are however a large amount of incredibly useful features hidden away. Here are a few:

=GoogleFinance: This function provides you with practical options including the ability to convert currency and track stocks. The standard formula is=GoogleFinance(“Symbol”, “Attribute”) Where Symbol is the stock symbol and Attribute is what you would like to follow e.g., price.

You can also use this function for currency rates and conversions. If you want to know what the current exchange rate is between the Canadian Dollar and the US Dollar put: =GoogleFinance(“CADUSD”) to get the current exchange rate. Like stocks, this will be updated whenever the exchange rate changes. For a full list of =GoogleFinance functions check out this page.

Translate a cell: From time to time you may get a spreadsheet that contains more than one language. Usually you would have to send it back to the author for translation, which could take more time than anticipated. Did you know that you can get Google to translate a cell from one language to another? In an empty cell enter: =GoogleTranslate(CELL, “Source Language”, “ Target Language”) Where: CELL is the cell you want to translate; Source Language is the language the cell is currently in; Target language is the language you’d like to translate into. For the languages you have to use the two letter ISO 639-2 language codes.

Split a Cell: If you want to create a table that has the days of the week in columns you can easily do so. In the first cell enter: =Split(“Monday Tuesday Wednesday Thursday Friday Saturday Sunday”, “ “) Spreadsheet will automatically put the days into separate columns. To spread data out in a row enter: =transpose(Split(“Monday Tuesday Wednesday Thursday Friday Saturday Sunday”, “ “)). Be sure to have spaces between the data you want in different cells, and a space between the quotation marks at the end of the function.

Concatenate: This function acts as the opposite of =Split. If you have data in a number of cells you want to bring together e.g., data in cells A2, A5, A6, B7, enter =concatenate(A2, A5, A6, B7) The data will be put into one cell.

There are many more handy functions out there that will make your life easier and take some of the work out of spreadsheet creation. If you have any questions regarding Spreadsheet, Google Docs or other Google Apps please let us know, we are happy to help.

It used to be that when companies conducted interviews it was the only chance for both the candidate and the company to get to know each other. With the prevalence of social media, companies have now been given a way to find out more than they ever need to know about their potential employees. Some have taken this research to the extreme leaving job hunters unhappy.

News agencies have been carrying stories about companies that have been asking job applicants for their Facebook logins and passwords before or during an interview. This is a slightly unsettling trend when observed from the job interviewee viewpoint.

It’s become a common practice of employers to look at the social profiles of potential employees to get to know the job seeker on a more personal level. Users have responded by ensuring that their profiles are private, much to the chagrin of would-be snoopers. So what have companies done? Some have started asking potential employees for access to their social media usernames and passwords. This new practice has the masses wondering, “Is this legal and am I protected?”

Currently there are no laws (in the US) that state that it’s illegal for employers to ask employees, potential or otherwise, for their social network usernames and passwords. There are however lawmakers in California, Maryland and Illinois who have introduced legislation that will bar companies from asking for account information. But this is by no means law yet.

Facebook has weighed in on this as well, “This practice [asking for passwords] undermines the privacy expectations and the security of both the user and the user’s friends. It also potentially exposes the employer who seeks this access to unanticipated legal liability.”

What Facebook means by this is that if a company does check into a potential employee, sees they are part of a protected group e.g., LGBT, and does not hire a person on those grounds the company could face claims of discrimination. Beyond that, Facebook also pointed out that giving out or soliciting passwords to your or another user’s account is a breach of Facebook’s Statement of Rights and Responsibilities.

According to most articles, this is a fiasco. But if you look at it from an HR point of view, you want to know that the person sitting across from you really is who they say they are. You are protecting your interests as much as the interviewee is protecting their privacy. Short of asking people for their passwords there are five legal actions you can take to find out more about an interviewee.

• Basic Internet search: Your results may return hits for other people with the same name. To get around this, narrow the search by adding an email address, phone number or address.
• Facebook: It’s perfectly fine to use Facebook to search for a job seeker’s profile and do a little social snooping. Don’t forget, there are other social media sites out there, LinkedIn is a particularly good source for discovering a person’s work history. A big boon of Linkedin is that users tend to be free with their work related information on this site.
• Conduct background checks: It’s a good idea to conduct checks, especially if you work with money or other high value items. If you don’t have time to conduct checks, there are companies that will conduct checks for you. It’s important to be aware of the law regarding background checks in your region.
• Ask for, and check references: Companies just don’t do this anymore. It only takes a few minutes to call or email each reference provided. If you call the referrers and ask the right questions, you could learn a lot more about the applicant this way.
• Prepare ahead of time: We are all busy, but it’s important that you look over a resume before the interview. Pay close attention to employment history and take note of gaps in employment or short stints (less than one year) at companies.

You will be able to find just as much information about a person by using legal means to research as compared with asking for their social media accounts. If you would like to learn more about Facebook or other social media sites let us know.

Social Networking use is becoming the preferred way to infect mobile devices.

How would you feel if someone you don’t know gained access to all the information on your mobile device? Antivirus and cyber security firm AVG (Amsterdam, www.avg.com) released a report Friday April 27 highlighting the growing use of mobile devices to connect to social networks (Facebook, Twitter, etc) and how it is fast becoming the preferred method for cyber criminals to spread malware particularly with Android devices.

So cybercriminals have followed us all onto the mobile devices and have found them to be a “lucrative target for their malware”. In Facebook, all a cyber-criminal has to do is create a false profile and invite Facebook users. Twitter is also vulnerable through trending tags. While rarer, IPhones and IPads have had incidences of malware through an exploit of PDF files.

Unlike the viruses that we are used to on PC’s, these kinds of malware are usually very small scale in their scope and don’t get the press like the viruses that spread worldwide.

While no one can guarantee that you can be secure, there are steps you can take to greatly reduce your vulnerability, and the good news is it’s free or almost free.

AVG has a download called Mobilation on Google Play (app store) that secures your Android phone or tablet. One version is free and an upgrade to Pro is $9. Symantec also has a free download as well.

IPhone and IPad users can get the app VirusBarrier iOS ($3) from Intego . The VirusBarrier app needs to be run by the user due to the security of iOS.

So stop right now and get your mobile device secure, or at least as secure as you can be. You will be glad you did. Feel free to contact us if you would like to make sure your company’s IT is secure as well. We’re at 781-837-0069, and our website is www.systemsupport.com.

Thanks

Brian MacFee

Systems Support Corp

Systems Support is a business IT solutions, support, and consulting company. We are located in Marshfield, MA and serve the greater Boston, South Shore and Cape Cod areas of Massachusetts.

First – don’t panic, you have plenty of time to deal with it and the fix is very easy. The concern is for real, as this Fox news article shows

If you use the internet, you use DNS – Dynamic Name Service. It takes the internet address, in my case, www.systemsupport.com, and resolves it to a number, like 72.93.200.154, kind of like a telephone number for internet addresses. A while back some hackers figured out a way to steal info using malware related to DNS. The FBI fixed it years ago, but they kept the “cleaned” DNS servers going because so many people were using them. Well they have been running the servers for years and to save money are now going to take them down July 9. Everyone who has been using those servers (millions) now needs to move off them, or they will not be able see websites after
July 9.

The first thing is to figure out if you use them. Here is a very simple website that will tell you if you use them or not – www.dns-ok.us
Clicking on that site will give you a green background – you don’t use them, or a red background – you do use them and need to change. The site is not a malware site – you can google it if you feel unsure.

If you do need to change you can follow the information on the website, or contact your IT Support people to arrange a change for your DNS.
We can help you if you have any questions or concerns regarding this. You can contact me at my email address – bmacfee@systemsupport.com
Or call the numbers below.

Again, there is no need to panic and the fix is easy, but you do need to make sure you’re ok before July 9.

Thanks,

Brian MacFee
ofc 781.837.0069
Cell 617.678.0345
www.systemsupport.com

One of last year’s most popular devices is the tablet. Many smartphone and computer manufacturers have released tablets running the Android OS. The Android OS has many useful features including an openness not found on other devices. If you have an Android tablet, you have no doubt heard the term “root” and have probably been wondering if this affects your tablet.

Before you root your tablet it’s beneficial to know the pros and cons associated with it.

What is Rooting? When you buy an Android tablet, it will have limitations placed on the OS by the maker of the tablet to prevent inexperienced users from inadvertently ruining their device. What rooting does is give users access to the basic or “root” level of the tablet, in other words it removes all restrictions placed on the OS. If you’ve heard the term “jailbreaking” for Apple’s products, rooting is akin to that.

Benefits to Rooting There are a number of upsides to rooting your Android tablet. Some of the most positive features are:

• Access to More Applications. If you root your tablet, you’ll have access to a wide variety of apps not available to unrooted tablets. If you go to the Google Play store, and type in Root you’ll see a list of apps that are only available to rooted tablets. Some of the most useful include ones that allow you to do a full backup of your system or change your layout.
• Improved Performance. When you root your tablet, you’ll be able to control its performance. This includes being able to make it open and close apps faster or decrease processor speed which will increase battery life.
• Latest Version of OS. Companies that create tablets and devices that use the Android OS are notorious for taking a long time to update the OS. Case in point: Google released Android 4.0 in December 2011 and some devices still haven’t been upgraded. If you root your tablet, you’ll be able to update your device to the newest version of the Android OS by using a ROM - the most basic level of software that allows your Android device to operate. ROMs are akin to drivers used by computers.

Drawbacks to Rooting There are some drawbacks to rooting that you should be aware of. The first issue is that if you do root your tablet, the warranty will be voided. If the manufacturer finds that you’ve rooted your device, they could refuse to fix it, forcing you to go to less than reputable dealers.

The second problem is that if rooting is carried out incorrectly you run the risk of “bricking” or “bootlooping” your device. Bricking is when your tablet’s software glitches causing the tablet to stop working, making it about as useful as a brick. Bootlooping is similar to bricking, however your phone will boot up, turn off, boot up and turn off in an endless cycle.

The final downside to rooting is security. There has been an increasing number of malware apps designed specifically for Android devices. If you have a rooted tablet and download apps not from Google Play, there’s a higher chance that the app you download will be infected.

Should I Root? With both powerful benefits and potentially nasty problems, the question is, “Should you root your tablet?” The answer is a bit ambiguous in that it really depends on what type of user you are. Advanced users who want to micromanage their device will be able to do just that if they root, while users who are happy with their tablet will not see much of a difference.

If you do choose to root your tablet, search the Internet for guides on how to root your device and carefully follow the instructions. Should you like to learn more about rooting, or Android tablets please drop us a line, we’re more than happy to hear from you.

Stage 2 is coming, and the focus of the electronic medical record (EMR) community is shifting from the capture, to the exchange of health information. According to one industry insider, when it comes to true interoperability, here are 10 things your EMR may need:

1. Single sign-on (SSO). Applications tend to proliferate, and if you don't allow people to switch between these applications using a common login and password, users will get frustrated and give up.
2. Context transitions. As applications grow, and you need to integrate them into an EMR, SSO won’t be enough, because you’ll still lose the “active patient or task" being performed. You’ll also need to provide for the transition of context between applications.
3. Widget publishing. EHRs often have hundreds of functions, and if some are exportable or publishable as widgets, they become much easier to integrate into new user interfaces in the future.
4. Widget consumption. EMRs will become more like containers of cross-application functionality than innate functionality, so consuming widgets will be a basic requirement.
5. Mash-ups. EMRs should allow access to their content through the content management interoperability services (CMIS) standard, thereby allowing users to unlock content they have in various health records.
6. Customizable dashboards. EMRs should provide dashboards that can be tailored by organization, user role, or even user.
7. Interactive Voice Response (IVR). IVR, which allows an EMR to interact with users through phones and other voice systems, such as Skype, will improve collaboration with patients and other physicians who aren’t at a computer.
8. Voice recognition. This will help users conduct EMR tasks more efficiently.
9. Natural language understanding. Because most EMR data is entered by humans, an EMR must integrate with systems that can convert the spoken word or typed text to structured data.
10. Customizable data import and export. A good EMR must allow customizable importing and exporting of simple lists in common formats, such as Excel, CSV and XML.

Details about these tips, and an additional two not discussed above, can be found here.

The success of your IT depends on a strategic plan that defines your practice’s needs and looks to optimize your workflow. Ideally this plan will focus on both the patient and staff experience. Here are five considerations that can help get you started.

1. Improve the patient experience. Many healthcare practitioners consider the patient experience a major challenge, yet don’t give much thought to how IT can improve it. Consider what you can do electronically to support patients, whether they're in your facility or not. Electronic forms? Email and text message reminders and confirmations? Kiosks?
2. Consider best practices. Technology can help you get to know your patients better. The Web, for example, can be used as a first point of engagement. Ask a few questions of visitors, then tailor your responses to their needs. A patient interested in a first consultation would receive different information than one preparing for his or her first round of cancer treatment.
3. Don’t forget the staff! Your staff needs successful workflows to interact effectively with patients. Common errors are multiple devices and different logins. Keep in mind how clinicians work to develop efficiencies. Your staff needs to be able to provide clinical care without being tied to a PC.
4. Use social media. Social media often isn’t included in IT planning, as it’s usually more of a marketing consideration. Without thinking about how it will be used, it will become difficult for patients and staff to have a singular experience. Your IT department needs to work with other departments to develop a social media plan that will yield a consistent presentation to the end user.
5. Use integrative planning. Typically, IT does its strategic planning in isolation. Ideally though, IT would plan with other departments. This “integrative planning” allows for a consistent plan supported by all parts of the practice.

Technology has advanced at a rapid pace over the past 30 years, with many devices moving from physical systems to digital versions, including one of the most useful: the telephone. While the use of landlines is still prevalent among some businesses, many have started to turn to the digital version, Voice over Internet Protocol, or VoIP.

VoIP has become the main backbone of voice communication for a growing majority of companies, offering numerous benefits including potentially large cost savings, and decreased maintenance costs. When it was first introduced, the technology needed to run a VoIP system was expensive, limiting it to MNCs and other large organizations. However, over the past few years, the technology has come down in price and is now available for next to nothing, allowing SMEs to make the switch to VoIP. If your company is thinking of ringing the changes, there are some necessary requirements you should meet before you migrate.

Foundation A solid foundation for VoIP is key, as without a good foundation you’ll find that network speed and call quality are poor during heavy use. Most SMEs aim for a VoIP system that can handle around 10 employees on the phone at any given time. Before you start the integration, you should track your current call volume by keeping a note of the number of calls in and out, while paying close attention to call volume during peak hours and days.

You should also investigate the speed and stability of your current Internet connection. While a fast DSL or cable connection is good for browsing, it may not be robust enough to handle VoIP communications, which need a connection that is both quick and stable. Look at your downstream (traffic into your network) and upstream (traffic out of your network) connection speed during a time when the network is experiencing heavy data use. Anything over 1.5 Mbps in both directions should be enough to handle the majority of VoIP systems. Most Internet service providers offer a connection speed well above that, but it’s important to check it out first.

Framing When you have a solid foundation that will support your needs, the next step is building the frame for VoIP. You should determine exactly what’s required from your new system. Some good questions to ask include: Am I going to need to make international calls? How many VoIP connections am I going to need? Am I going to want to make video calls? What’s my budget?

Once you’ve determined your needs you can move on to picking equipment. If you’re a business that typically sticks to local, and some long distance calls, you shouldn’t require much in the way of equipment. The vast majority of companies use a device called a media gateway that allows normal phones to interface with an Internet connection - essentially turning a regular phone into a VoIP phone. If you’re a business that would like to take advantage of the more advanced features of VoIP, like portability, you’ll need more state-of-the-art equipment.

The final issue you need to address is security. On its own, VoIP is not the most secure of connections, as it’s open to all the same types of security breaches that computers and networks can fall prey to. To combat this, many good VoIP service providers will have security measures in place to protect VoIP calls on their network. On your end, it also helps to keep your Internet security up-to-date and conduct regular system scans.

Once you’ve addressed the internal requirements it’s time to start looking for a VoIP service provider. Take your time, shop around, ask competitors and other businesses what service they use. One question to ask a prospective provider is if they will be able to migrate your current number onto their system? While most can switch over your existing numbers, it can take a while, depending on your location and local legislation. So be sure to check if the provider can migrate your numbers and how long it will take.

From there, you should be ready to switch over to VoIP. If you’re still unsure of the process, there are consultants available who can help with the preparation, selection and integration. Good luck, and if you need more information about VoIP, we are here to help you.

Business continuity planning – an important consideration companies have been looking into, and adopting in increasing numbers. It’s vital that businesses can operate in any condition and that they won’t be affected by disasters. One of the steps in implementing a successful protection strategy involves working out whether to use software or templates.

The decision between templates and software can be a tough one to make, as whichever one you choose, you’ll be using and relying on for a long time. To help you we’ve covered some pros and cons on both choices:

Using Software
If you choose to go with a software program, you will be walked through the whole process allowing you to develop a useable plan. Another benefit of using software is that you’ll be able to develop reports if needs be.

The drawbacks of using software include cost, inflexibility and learning time. For the most part, business continuity planning software is not cheap, and at times can be inflexible due to limits within the program. If you have a niche need, the software may not cover it. In addition, as with mastering any program, the learning curve can be quite steep.

In general, using software would be advantageous for companies that have a bigger budget for the development of a continuity plan. Software is also a good bet if you don’t have staff who are experts in continuity planning, or if you operate in an industry where a continuity plan is necessary, e.g., companies working with healthcare insurance, or manufacturing companies that have introduced ISO 9000.

Using Templates
If you feel that your company is not ready for software you can use templates to help you develop your plan. These solutions are mostly written plans that you adapt to meet your business needs. They’re useful if you’re just starting to do continuity planning, as they provide a normally solid foundation, and are generally a lot cheaper than software.

A limitation to using templates is that they can be a little too basic at times, and may not meet your needs. Granted, most plans will follow a basic structure and your developer will need to adapt some steps for your relevant region and industry.

As each industry is different, it’s hard to make a recommendation on what type of planning style companies should take. We recommend you take your time, do your due diligence and weigh out what’s best for your business. No matter which method you choose to go ahead with, ensure that it’s easy to implement, and that you’ll be able to teach your staff how to run the plan.

If you feel really lost or are not sure what to do, talking to professional consultants could go a long way in helping you develop a plan. If you’d like to learn more about business continuity planning please contact us – we are happy to help.