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Small Business Obligations to Run Functional Cloud Technology

In: Computers and Technology

Submitted By collarvi
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The obligations of a small business to run a fully integrated and functional business that integrates cloud technology to be successful: Submitted by:
Clayton J. Ollarvia
February 14, 2013
MIS 535

This proposal is meant to discuss the possible contract between Snehta and Clayton J. Ollarvia in pursuit of a partnership for Consulting services (consulting, project management, media and implementation) (The “Agreement”). This statement of Work shall be subject to the terms and conditions of the Agreement. Any terms not defined herein must be addressed within a 78-hour window or be voided.

Company Description Snehta is a local search company empowering local businesses to connect with relevant, local consumers. Snehta provides its local businesses with technology and services to help manage their customer acquisition and retention in an increasingly competitive marketplace. Through the use of advanced technology and superior customer service, Snehta is changing the way local businesses reach, communicate with and retain their customers. They aspire to be the best in the world at accomplishing these things for several billion local consumers and sixty million local businesses around the globe.

Vision

With Clayton Ollarvia, it is his commitment to his clients to take away the stress involved with implementation and the process of IS Management providing a culture of comfort, ease and creativity. He can help your dreams become reality and help create an experience unlike anything you have ever experienced. This is what he ensures with all the changes and suggestions that he shall be making in the aforementioned document.

Overview of Services

Snehta has identified the need for additional resources in the areas of website development and Groupware implementation. Snehta’s primary concerns are the re-launch of the Snehta website, building of client email database and creating a functional means to share information among its small group of employees. Additionally, Snehta is seeking assistance in enhancing its image among stakeholders, and media outlets.

The growth in blogger based business sites and the simplification of the utility known as Google chrome and Google+ groups presents an opportunity for Snehta to build both a fully functional website but also connect all their employees in a safe and controlled environment monitored by the executive staff.

Deliverables Deliverables will be submitted to the executive board of Snehta or their designee prior to worldwide release. Clayton J. Ollarvia will develop and prepare the following deliverables: 1. Re-design of website- organize with the Webmaster to completely optimize the Snehta website. The optimization would include adding a PayPal account for clients to pay online, uploading a email database which will allow clients to request further information, a short client bio that will allow clients to fill out what their needs are and a video section for any adds and personal video information for all future clients 2. Email database- Shall create several marketing attempts to enlarge email database in several ways: a. Require all current clients to submit emails prior to work b. Create sign-in sheet for all new clients on website c. Create a lead-gen offer (specifically a whitepaper) and require visitors to provide their email in order to download 3. Shareware implementation- Shall cleanse the old information database, reformatting all employees to one single style of email addresses d. Require all current employees to convert to google email e. Digitize all documents to be accessible via the Cloud f. Convert company emails to gmail accounts In the event any other deliverables or documents are created by Clayton J. Ollarvia in response to a request by Snehta or their designee, the parties will create Deliverable Expectations Document that will detail, at a minimum, a description of the requested deliverable, time and cost estimate to complete the deliverable, an outline of what should be included in the deliverable, and specific/objective criteria for acceptance of the deliverable.

Discussion In looking over the deliverables that have been written for Snehta, we will now examine the benefits and the ways this process will improve the efforts and efficiency of the organization and will take the organization into the new era of technology and simplifying the process of capturing data.

The current website for Snehta is not functional for several reasons that prevent it from being more accessible to its target market. Currently, Snehta is running a site that is flash heavy. As we already know, Flash is a multimedia format that combines text, graphics, sound and images to create animation, video and interaction. Besides being used for entire websites and pages, flash is most often used in advertisements, videos, games and broadcasts.
The major issue with our site as it stands is this, a flash heavy site is first and foremost a dying technology. “Criticism of Adobe Flash have included questions of its usability, the problems Flash-laden pages cause for those with disabilities, security issues, limited platform compatibility, performance and compatibility issues on certain platforms, the inability for search engines to index data contained in Flash binary data, its use as a means to restrict access to content and the implementation of DRM.” (http://en.wikipedia.org/wiki/Adobe_Flash)
With the implementation of HTML 5, many developers have switched from utilizing Flash. HTML 5 allows for Snehta to still be able to use an interactive site but wont have to worry about users being burdened with a slow responding computer system and risking a high bounce rate (bounce rate represents the percentage of visitors who enter the site and "bounce" (leave the site) rather than continue viewing other pages within the same site). Some 34% of the 100 most popular websites used HTML5 in the quarter ended in September, according to binvisions.com, a blog that tracks Web technologies. One of the other biggest issues hampering a successful site is the fact that adobe has already released information that they will no longer be producing Flash for mobile sites. This is a critical issue in that, mobile application views have all but tripled over the last few years. If our site is not optimized for mobile usage than we will ultimately loose current clients and loose potential customers exponentially bankrupting the company within the year.
The solution to our issue is developing a site that is not reliant on Flash for multimedia but is also easily changeable and mobile friendly. The newest and easiest way to build websites as of late has been to create a site that is “hosted” on WordPress.
WordPress websites offer much more than the few five or ten benefits you usually hear about and although it is known as being a “blogger” site its uses are exponentially beneficial for the future of Snehta. A blogging software-based website is the new evolution of how Web sites are constructed. I will outline several KEY factors of influence that benefit the change over from traditional to a WordPress site. A. Save Money – No longer do you need to send the most basic text changes to the design team or even have them add new pages for you. Make the edits yourself whenever you want and save the money you would have paid for more important things by adding new pages on your own. B. Mobile Readiness - No need to produce a second Web site just for mobile users. WordPress automatically recognizes if a person is viewing the site through a Web browser or mobile device and configures the content to be viewed appropriately on either domain C. Brand Awareness – Since the common approach with a blog site is to build out the site into an industry-specific authority resource with hundreds or even thousands of pages of content, the number of opportunities for the general public to see the Snehta identity is multiplied exponentially over and above the traditional 10 to 30 page Web site D. Search Engine Optimization– As a result of the executive committees inspiration to post content more often, the frequency of contribution will attract Google and other search engines like magnets. The bots will search your entire site every day looking for new content and new pages and changes they can index. New pages get indexed in hours or even MINUTES when you commit to adding new content over time.

The next issue that must be tackled is the idea of creating and implementing a groupware environment that is both safe yet very easy to maintain and update. The Google network has already provided this solution for this to us. “Google has a plan with Google+ to adopt users just like it does with all of its products, but with Google+ the plan is bigger than any other service it’s ever launched. Every Google service, like Mail, Reader and YouTube is integrated with Google+. For businesses, especially businesses selling goods online, the smartest and easiest step you can take is to implement the magic “+1” button everywhere on your site and every product listed on your site”. (http://www.forbes.com/sites/ciocentral/2012/03/02/three-reasons-you-should-use-google-in-your-business/)
The first and most essential thing would be that Snehta create a Google account. Once this account has been created all employees must obtain a Google account tied to the newly created Snehta account. Google Drive would be personal backup of files and folders that follows Snehta employees wherever they go. It allows Snehta to keep all the documents online and share any documents management wishes. With Google Drive, they can access files, folders, and Google Docs from a web browser or any device where they have installed within Google Drive.
Google Drive will bring Snehta employees to complete shareware in a very short amount of time. The direct benefit of the drive to Snehta is (http://techland.time.com/2012/04/25/5-reasons-to-give-google-drive-a-shot/):

A. The drive allows companies to backup everything and share anything: You can use Google Drive to store all file types, including documents, presentations, music, photos, and videos. You can open many file types right in your browser, including PDFs, Microsoft Office files, high-definition video, and many image file types, even if you don’t have the corresponding program installed on your computer. Google Drive automatically keeps everything up to date, so you can make edits and access the latest version from anywhere, regardless of where you are. With Google Drive you can share your files with anyone and you can even look and edit the same document in real time. B. The Drive is a powerful search tool: Google Drive helps you get to your files faster. Search for content by keyword and filter by file type, owner and more. Google Drive can even recognize objects in your images and text in scanned documents. C. Access Anywhere – Online or Offline
Your Google Drive is in the cloud, but you can also install the desktop and mobile application to access your files from your computer, smartphone, tablet, or other Android or iOS mobile device, in addition to the online interface at drive.google.com. Google Drive’s built-in sync capability ensures that your files including MS office documents, folders (My Documents), and Google Docs are the same on all your devices. Access Google Drive even when you’re not connected to the Internet.
Internet outages and long plane rides shouldn’t prevent you from working in Google Drive. Set up offline access so that the next time you’re offline you’ll still be able to view Google documents and spreadsheets, shuffle folders around, and edit non-Google Docs files stored in your Google Drive folder. D. Full Revision History: Google Drive tracks every change that you make, so when you hit the save button, a new revision is saved. You can look back as far as 30 days automatically or choose a revision to save forever. E. View Anything: With Google Drive you can open over 30 file types in your browser – including HD video, Adobe Illustrator and Photoshop – even if you don’t have the program installed on your computer.

Costs

The total cost for this phase of work will be minimal to Snehta. It is expected that the number of hours that will be required will not exceed 21 hours per week. I believe that if we went through all these steps than Snehta will be able to accomplish all its goals for the company. I look forward to being able to work to establish all these protocols as established in this document.…...

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