Process Review for Dewgood 🌟💻

Current Challenges

1. Ad Hoc Computer Purchases 🛒

   • Issue: Computers are bought on the day an employee is hired due to budget constraints, causing delays and inefficiencies in onboarding.

2. Single Server Dependency 💻

   • Issue: All IT services (file storage, email, and website) are hosted on a single server, increasing the risk of service disruption and data loss.

3. Manual Onboarding Process 📝

   • Issue: New employees require manual setup for login, software installation, and file server access, consuming IT resources and delaying productivity.

4. Inactive User Management 🔒

   • Issue: Departing employees' accounts are not disabled in Windows Active Directory, posing security risks and management challenges.

5. Ticketing System Issues 🆘

   • Issue: The open-source ticketing system is confusing and difficult to use, leading employees to seek direct IT support for routine tasks.

Proposed Improvements

1. Prepared Computer Stock 📦

   • Action: Establish a small inventory of pre-configured computers for general use in collaboration with HR.

   • Benefit: Ensures timely equipment provision and reduces setup time upon hiring.

2. Server Redundancy and Service Separation ☁️

   • Action: Invest in additional servers or cloud services to separate email hosting and file storage.

   • Benefit: Minimizes service disruption and improves system reliability by reducing dependency on a single server.

3. Automated Onboarding Process ⚙️

   • Action: Implement automated scripts or deployment tools for onboarding. Standardize software installations and automate file server mappings.

   • Benefit: Reduces manual intervention, ensures consistency, and speeds up the onboarding process.

4. Active Directory Management 🔐

   • Action: Develop a process to promptly disable user accounts in Active Directory when an employee departs.

   • Benefit: Enhances security by preventing unauthorized access and streamlines user management.

5. User-Friendly Ticketing System 🎟️

   • Action: Evaluate and implement a more intuitive ticketing system or enhance the current one. Provide training or documentation to improve employee proficiency.

   • Benefit: Reduces support requests, improves usability, and allows IT to focus on strategic initiatives rather than routine tasks.

Rationale

• Efficiency and Productivity 🚀: Stocking computers and automating onboarding processes reduce downtime and enable quicker employee productivity.

• Reliability and Resilience 🛡️: Server redundancy and service separation improve system reliability and protect against data loss.

• Security and Compliance 🔒: Effective Active Directory management enhances security and compliance, preventing unauthorized access.

• User Satisfaction 😊: A user-friendly ticketing system improves employee experience and reduces dependency on IT support.

By implementing these improvements, Dewgood can enhance operational efficiency, data security, and user satisfaction, effectively supporting their mission as a non-profit organization.