Member Article

Colin Emmett, director of IT Solutions PM+M Technologies, cuts through the jargon of The Cloud.

Everyone has heard of the Cloud but I always ask: Do you understand what it is and how it can benefit your business and life? So, let’s start by answering that fundamental question!

The term ‘Cloud’ can have different meanings to different people but, basically, it refers to data or services accessed via the Internet. If you use a computer, smartphone or tablet you will already be using the Cloud in some shape or form i.e. Facebook, Twitter, online banking, HMRC Gateway, YouTube, etc.

The term ‘Desktop’ refers to software which is installed directly on the computer you are using and the data is either stored on that computer or on a server within your organisation’s private network. Whilst ‘Hybrid’ - a term which is now starting to be used more & more - refers to a mixture of both Cloud and desktop solutions.

You may have software installed on your computer, however, the data the software is accessing is synchronised to a Cloud service to allow access from any location. Get it?! So, now that’s covered we need to get our heads around how the Cloud compares to the desktop for a line of business application. I’ve kept it simple and listed them below:

Growing library of solutions

Cloud - There is a growing choice of solutions for most business requirements including Accounting, Payroll, CRM, Project Management, Inventory Control, etc.

Desktop - The functionality of desktop applications has been developed over many years and the feature sets are established processes which have been amended through user feedback. Desktop solutions can provide most of the functionality that a business needs in one go.

Integration of solutions

Cloud – Cloud solutions are generally limited in the breadth of features within one solution; for example, Accounting and Invoicing solutions rarely have features such as Inventory Control or CRM or it is limited in its functionality.

Businesses will find that the most popular solutions have ‘add-ons’ that have been developed to deliver missing or extended functionality: i.e. an Inventory and Order Processing solution can be integrated into an Account solution to feed in Sales Invoice data. This can be seen as a weakness within a Cloud solution as businesses are relying on multiple solution providers and developers. For example, if an Accounting solution delivers an upgrade which breaks the integration links to the Inventory and Order processing solution, the business will be unable to move its invoice data into its customer accounts until the integration links are updated. That scenario is a potential major headache!

Desktop - Integration also takes place with desktop solutions but is usually with more bespoke or industry specific software rather than extending and adding core functionality. Desktop solutions are also extended through integration to streamline business processes and to speed up data processing.

How are Cloud solutions purchased?

Cloud solutions are usually purchased on a monthly subscription fee with no lengthy contracts and most provide some form of free trial period. This gives businesses the opportunity to ‘try before they buy’. The software is never owned by the business and if you stop paying your subscription fee then your access to the solution - and your data - will be disabled.

Desktop solutions are typically purchased through an initial licence fee and then either an upgrade fee at some point or an annual licence fee which provides the latest version. A number of solutions are also now being sold through a monthly subscription licence.

Software updates

Cloud - There is no software which is installed with a Cloud solution. Businesses access the service through a web browser (or mobile app). The solution is continually developed to add/ improve functionality or to fix bugs. Updates are installed and businesses will simply see the changes next time they access the service. Providers aim to give users advance notice as to what is changing and when.

Desktop - Desktop software is installed on the computer. This installation needs to be maintained by support resources; either employed by the business or contracted in. Upgrades to the software can be reviewed before implementation to ensure they do not have any adverse impact on business processes.

Data backup

Cloud - Data within a Cloud system is protected by the solution provider. Therefore, there is no need for a business to worry about running backups in case of server failure, fire, theft, etc. As the data is copied by the solution provider it is not possible to restore data back to a point in time. Desktop - Businesses need to have processes in place to make sure that their data is backed up and held off site for recovery purposes. Hybrid desktop solutions are now providing a solution to this as the desktop data is replicated to Cloud storage. Access anywhere, anytime

Cloud - As Cloud solutions are delivered via the Internet, you can access the service and your data from any location using almost any device. However, if there’s no Internet then you have a problem!

Desktop - As the data is typically held on computers within a corporate network, access via the public network is limited or not available. There are solutions available to provide access to desktop applications such as Remote Desktop. Hybrid solutions are also enabling businesses to access their data from synchronised Cloud storage.

Bespoke reporting Cloud - As the data for a Cloud solution is stored in protected data stores it can be difficult to extract and produce custom reports outside the standard reports provided by the solution. Access to data is becoming easier with the development of reporting and data extraction tools. Desktop - As the data for a desktop solution is stored on a corporate network, custom reporting is much simpler through the use of either a report designer within the desktop software or established reporting and data analysis tools such as Crystal Reports or Microsoft Excel.

Conclusion

Using the Cloud is not black and white so it’s impossible to say that it is the right solution for every business or organisation. However, there are some key considerations that should help to inform anyone thinking about it:

• Does a Cloud solution provide the functionality and features needed by the business now and in the future?

• Is the location of the business in such a place to have sufficient and reliable Internet connections?

• Does the business need to access their business data for reporting and analysis and does a Cloud solution have simple tools to access the raw information?

• The business behind the Cloud solution should also be reviewed to ensure that it is strong and is committed to ongoing development

• Where is the data stored? And is it secure? Businesses which process data are required to reasonably protect it from theft. Therefore, consideration should be paid to the security that’s implemented and requirements from the Data Protection Registrar

The Cloud may not be the right choice for all businesses and it may be that a Hybrid solution provides a better solution. Our advice is to look at the facts, do your research and seek independent advice. www.pmm.co.uk

This was posted in Bdaily's Members' News section by PM+M .