January 2000

TechCenter

Society Implements Technology Changes

By Kevin Lewis

These are exciting times in the NYSSCPA information services department. We are completing multiple projects on which we have been working since May--including rebuilding the network infrastructure, deploying new standardized desktop computers, upgrading all our servers, and, most importantly, replacing our membership and accounting software--indisputably our most mission critical applications. The Society undertook all these endeavors to better serve members, fix potential Y2K problems, and bring the Society up-to-date technologically.

In order to prepare for the changes in software and hardware, we began our upgrades by increasing the capacity at which our internal network transmits data. It would have been futile to spend money on upgrading our servers and software if the data could not be sent quickly across our local area network (LAN). We replaced all of the HUBS and implemented a more reliable and logical routing of data across the network. We also made sure when we purchased new computers that they were equipped to handle the higher transfer speed.

We have provided new computers to all employees. Before the rollout of the new machines, Society staff used a wide range of computers--multiple makes, models, and speeds. Now, staff members use a Dell OptiPlex G1 computer that runs on a 433MHz Celeron chip, which dramatically reduced the cost without compromising capability.

We wrote a computer usage policy that specifies which applications are allowed in the NYSSCPA office. If a staff member wants a nonsanctioned application loaded, he or she must follow certain outlined procedures. These new policies have dramatically reduced the down time of staff when there is a system failure.

A good percentage of our servers needed hardware and software upgrades: Most of the applications in the office either were outdated or had no patches loaded. The combination of inadequate hardware and software led to an environment in which the network could not be counted on to maintain any sort of uptime. Members may remember the days of frequent crashes on our website--thanks to the upgrades this is now no longer a problem.

We have replaced the AIMS system (membership database program) with a new Windows-based system because AIMS was grossly outdated and too costly to maintain. Custom Data Systems developed the new system, which 38 other state CPA societies now use (including Texas and Florida, with whom the Society originally developed the AIMS system). FoxPro wrote the program, with a database engine powered by SQL 7.0. The new program is much more user friendly and allows the Society's different departments to research data and serve the membership more effectively.

We have also converted from our old accounting system to Great Plains Dynamics, which will allow the financials to be more easily tracked and more detailed reports to be produced. The entire accounting department has received formal training on the new system and can utilize all of its high-end functions.

The information services department has worked very hard to implement these and many other changes during the last six months--affecting every staff member and the way he or she performs day-to-day tasks. The membership can look forward to real-time data on our website regarding class availability and CPE credits earned, as well as a mechanism to automatically update their personal information.

As we wind down with the conversions, my hope is that members will notice a difference in service when they request information from the Society. For more information, please contact NYSSCPA Chief Technology Officer Kevin Lewis at (212) 719-8340, (800) 633-6320, or klewis@nysscpa.org. *