Category:
Hybrid Cloud Solution Enhances Efficiency
Seamless IT integration and cloud migration boost operations for a leading media group.
Transforming infrastructure for a travel publisher.
A top publication in the UK travel industry, this organisation is renowned for its print and online presence. Part of a major media group, it commands over 80% market share in its sector. With a 24-hour operation, the company relies on robust IT systems to manage constant news updates and editorial demands.
Challenge
After acquiring another company, the organisation was left with two distinct IT systems, each operating its own network and Small Business Server. This separation meant that users had to manage two separate accounts to access resources across both servers, which led to significant complexity in user management and increased administrative overhead. Synchronising and managing these disparate systems was cumbersome, requiring additional effort to ensure seamless access and coordination between the two networks. This complexity not only strained IT resources but also created inefficiencies in day-to-day operations and heightened the risk of errors or disruptions.
Merging Separate IT Networks
After acquiring a sister publication, the company faced the challenge of integrating two distinct IT networks. This required unifying separate domains and systems to streamline operations and reduce management complexity.
Improving IT Infrastructure
The company’s existing IT setup was inadequate for handling large volumes of data and lacked flexibility. A more robust, flexible solution with integrated backup and disaster recovery was needed.
Solution
With intensive data needs, robust on-premise performance was required for managing large files. To address this, a SAN was installed with two physical servers at their offices, providing redundancy and supporting multiple virtual machines, including domain controllers and application servers. The network infrastructure was upgraded by replacing an old category 5 cable with a fibre optic link to boost bandwidth.
Cloud Migration to Office 365
Office 365 was introduced to manage email storage and delivery, providing scalable, secure access for a mobile workforce.
Enhanced Backup and Recovery
Ignite Cloud Backup & Recovery was deployed to take frequent snapshots of servers and replicate them to a secure data centre, ensuring reliable data protection.
Results
Streamlined Operations
Data sharing and network management have become seamless across the organisation, enhancing collaboration and efficiency.
Robust Backup and Recovery
The new backup solution offers 100% peace of mind with frequent server snapshots and tested disaster recovery procedures.
Improved Remote Access
Secure VPN and Remote Desktop Services provide reliable access for remote workers, ensuring they stay connected and productive.
100% Peace of Mind
The new ICBR system takes full server snapshots every 15 minutes whilst a separate backup runs to Azure for storage on a 3-month retention.
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Arrange a call back Book a free consultationStreamlining IT for Performing Arts Organisation
Efficient and reliable IT support for smooth operations.
A much-needed strategy for dependable IT.
A prestigious performing arts organisation, established in 1932, has earned a global reputation for excellence. It has a long-standing residency at a major cultural centre in London and performs worldwide, collaborating on blockbuster film soundtracks. Dependable IT is essential for their operations, ensuring access to vital information and seamless coordination across multiple locations.
Challenges
For a major orchestra, IT is crucial for operations, relying on a mix of off-the-shelf and bespoke software. However, the orchestra faced significant issues with previous IT support providers, experiencing poor customer service and low-quality engineers despite substantial payments. The support companies often insisted on sending engineers for simple tasks that could be handled remotely, leading to unnecessary costs and delays. Additionally, the orchestra, which had previously used Macs, was frustrated by the lack of specialist knowledge from these support providers.
Operational Downtime
Frequent IT downtime left the organisation unable to function effectively, impacting access to essential software and information.
Inefficient Cost Management
High costs were incurred due to unnecessary on-site visits and the inability of previous providers to resolve issues remotely.
Solution
To enhance the orchestra's IT systems, a series of key upgrades were implemented. A new SQL Server was installed and all workstations replaced, significantly improving hardware and software performance to better manage the growing database system. A spam filtering system was introduced to more efficiently handle unsolicited emails, reducing the time users spent sorting junk. A secure remote access unit was set up, allowing staff to safely access systems from any location and ensuring continuity of operations. Additionally, a new email server was installed, along with a tape loader unit and image recovery software, providing full server imaging for robust disaster recovery.
SQL Server Installation
Utilize improved hardware and software performance by installing an SQL server and replacing all workstations, facilitating better management of the growing database.
Spam Filtering System
A new spam filtering system reduced the time staff spent sorting through unsolicited emails, improving overall productivity.
Enhanced Email Server and Disaster Recovery
Utilize installed a new email server with a tape loader unit and image recovery software, providing full server imaging for robust disaster recovery.
Upgraded Network Cabling
Installation of Cat5e cabling upgraded the network to Gigabit speed, allowing faster access to servers and services.
Results
Dedicated Account Management:
Regular quarterly meetings with a dedicated account manager help the organisation plan its IT agenda confidently, ensuring tailored and efficient support.
Faster Response Times:
Utilize's quick response to issues minimises downtime, with knowledgeable and friendly support staff available through a web portal for logging and tracking calls.
Improved Security and Disaster Recovery:
Centralised monitoring of anti-virus and spam filtering services, combined with a comprehensive disaster recovery plan, has significantly enhanced IT security.
Optimised IT Budget Management:
Honest and practical advice from Utilize allows the organisation to make informed decisions, ensuring cost-effective IT investments without unnecessary expenditure.
“Since we made the switch to Utilize, we’ve witnessed a level of service that had been sorely missing from our experiences with previous providers. Our account manager is always open and honest with us – he gives us good advice on the products and services we ought to start thinking about and gives us options rather than just the most expensive. It’s not all about the hard sell.”
— Company Finance and IT Manager
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Arrange a call back Book a free consultationEnhanced IT Support for Property Management
Improving productivity and flexibility in IT management.
Fully-managed IT support with ASCEND.
A property management company, operating with 80 employees, has been partnering with Utilize for IT and telephony services since 2014. This company is renowned for providing building management, landscaping, and maintenance services, as well as offering activities and concierge services to enhance the experience of its guests.
Challenges
Before adopting Utilize's ASCEND package, the organisation faced challenges with its IT budgeting process, which required planning 15 months in advance and presenting forecasted figures ahead of the financial year. This approach limited the ability to swiftly address urgent technical issues. For example, when network switches across multiple sites needed replacement, the upgrade had to be completed in three phases due to budget constraints. Unexpected technology costs also often necessitated reallocating funds from other business areas to accommodate the required investments.
Phased Infrastructure Upgrades
Critical upgrades, such as replacing network switches across 12 buildings, had to be done in phases due to budget constraints, delaying essential improvements.
Reallocation of Funds
Unexpected technology costs required reallocating funds from other business areas, complicating financial planning and project execution.
Solution
Utilize’s ASCEND package offers a groundbreaking Service Level Agreement (SLA) that combines IT support with additional consultancy and project labour on a cost-per-user, per-month basis. This approach allows clients to plan and budget IT expenditure according to their customised IT roadmap, avoiding unexpected costs even for complex projects. The organisation that upgraded to ASCEND quickly benefited from over 20 consultancy days within the first year. These days were utilised for various projects, including implementing Multi-Factor Authentication, conducting a comprehensive audit of company assets, upgrading the Wi-Fi system, and encrypting all laptops and PC devices.
Comprehensive Consultancy Days
In the first year, the company utilised over 20 consultancy days for projects like Multi-Factor Authentication (MFA) implementation, a full audit of company assets, Wi-Fi system upgrades, and laptop and PC encryption.
Ongoing IT Strategy and Support
Utilize works with the company to map out and deliver a bespoke digital transformation roadmap, ensuring alignment with business goals and priorities.
Results
Flexible IT Project Planning
The ASCEND package enables the company to plan IT projects with pre-budgeted funds, ensuring a seamless and continuous technology roadmap.
Enhanced Productivity and Efficiency
The new SLA has already positively impacted business productivity, efficiency, and profitability, with ongoing plans to replace servers, migrate to SharePoint, achieve Cyber Essentials certification, and adopt Microsoft Intune for cloud-based endpoint management.
Streamlined Technology Upgrades
The company now benefits from smoother, more coordinated technology upgrades, avoiding the piecemeal and disjointed approach previously necessitated by budget constraints.
Increased Business Agility
With predictable IT costs and the ability to quickly respond to technical issues, the company has improved its overall business agility, allowing for faster implementation of critical projects.
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Arrange a call back Book a free consultationTransition to Cloud Boosts Property Firm’s Efficiency
Seamless migration to Azure enhances flexibility and security.
Making the pivotal move to the cloud.
A prominent property consultancy based in London, providing comprehensive services in agency, auction, asset management, valuation, and advisory. Established in 1931, the company operates from two offices with a workforce of 120 employees. Facing outdated technology and high maintenance costs, the firm sought a cloud-based solution to improve operational efficiency and employee experience.
Challenge
When the IT systems management was taken over, it was found that the company’s on-premise servers were outdated and taking up valuable office space. The ageing hardware incurred high maintenance costs and limited flexibility, hindering growth. To improve staff experience and address these challenges, the company decided to adopt cloud technology. After evaluating the advantages of Microsoft Azure, such as enhanced flexibility, resilience, and security, a decision was made to migrate all data from Exchange to the cloud.
Need for Cloud Migration
Aimed to embrace cloud technology to offer staff better flexibility, resilience, and security by moving away from Exchange and consolidating data on Microsoft Azure.
Lack of IT Strategy
The company needed a clear IT strategy and guidance to develop a long-term technology plan, as their previous provider lacked direction.
Solution
We developed a migration plan for transitioning data to the cloud, recommending about 40 days of project consultancy and delivery. To minimise disruption, much of the work was scheduled over weekends. The solution focused on backup and business continuity, ensuring data safety and accessibility in the event of an on-site disaster. With all services moved online, the company eliminated the need for ongoing server hardware investments and maintenance.
Azure Virtual Desktop Implementation
Implemented Azure Virtual Desktop (AVD) to provide flexible working options, allowing staff to work efficiently from any location.
Hosted Exchange Replacement
Replaced the multi-site Exchange setup with a hosted solution, simplifying network management and improving reliability and speed.
Enhanced Security and Compliance
Completed Cyber Essentials certification and strengthened security protocols in the cloud environment.
Cloud Migration to Azure
Utilize managed the migration of all data to Microsoft Azure, including a detailed project plan to ensure minimal disruption by scheduling tasks over weekends.
Results
Increased Flexibility and Remote Access
Staff can now access data remotely from any device, enhancing work flexibility and efficiency.
Cost Reduction
Eliminated the need for ongoing server maintenance and hardware investments, reducing overall costs.
Improved Operational Efficiency
Streamlined network management and increased system reliability, contributing to a more agile business environment.
Effective IT Strategy and Planning
Developed a comprehensive technology roadmap and strategy that aligns IT with business goals and is reviewed regularly for continued adaptation.
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Arrange a call back Book a free consultationOptimising IT for Waste Management Group
Implementing a new strategic IT roadmap to support rapid growth.
An IT support team worth keeping.
A leading waste management group established in 1972, recognised for its comprehensive recycling and resource management services. The group employs over 200 staff across multiple divisions and relies heavily on IT for seamless communication and operations.
Challenge
A growing organisation with critical technology needs faced challenges in securing effective on-call IT support that could accommodate its 24/7 operations. This organisation required both immediate technical assistance and ongoing expert advice to align with its expanding business. After acquiring a second site, it became essential to ensure rapid, reliable communication between its locations. A sluggish network was causing delays in data transfer, leading to operational inefficiencies.
Inter-Site Connectivity Issues
With the acquisition of a second site, slow network speeds caused delays in processing orders, affecting operational efficiency.
Lack of Strategic IT Planning
Rapid growth necessitated an evolving IT infrastructure, but previous systems were fragmented and lacked a coherent development plan.
Solution
Utilize implemented a project to consolidate systems by installing a new network server, centralising data, and setting up a backup system for security. As the organisation’s needs grew, we developed a comprehensive 24/7 support package and created a strategic IT roadmap to guide future expansion. To meet increasing demands at a newly acquired site, Utilize upgraded the IT infrastructure with faster fibre optic MPLS links and failover solutions, greatly enhancing connectivity and real-time data transfer. Throughout this partnership, our team has provided ongoing advice and support, ensuring the IT systems evolve with the organisation’s growth and technological advancements.
24/7/365 Support Upgrade
The group’s SLA was upgraded to offer round-the-clock support, meeting their continuous operational needs.
Enhanced Inter-Site Connectivity
Utilize installed 10Mb fibre optic MPLS links between sites, greatly improving data transfer speeds and enabling efficient order processing.
Proactive IT Road Mapping
Utilize developed a strategic IT roadmap to guide the group's technology evolution, ensuring systems grow in line with business expansion.
Comprehensive IT Support
Starting in 2002, Utilize provided outsourced IT support, consolidating systems and implementing a new network server and backup system, leading to a successful long-term relationship.
Results
Flexible IT Support Contracts
Utilize tailored support contracts to the group’s evolving needs, ensuring reliable 24-hour service.
Strategic IT Planning
Regular feedback and IT road mapping allowed for effective budgeting and alignment of technology with business growth.
Fast, Secure Connectivity
Installation of high-speed fibre optic links enabled instant data access between sites, significantly improving operational efficiency.
Proactive Network Monitoring
Utilize’s monitoring system prevented critical failures, such as avoiding server damage from air conditioning failures.
Since 2002, we’ve continued to outsource all our IT support needs to Utilize because we trust the knowledge and expertise of its staff. We feel safe placing our network and on-going development in their hands.
— Company Business Director
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Arrange a call back Book a free consultationStreamlining Data Processing for Food Distributor
Custom solution enhances efficiency and accuracy for rebate contract management.
Modernising IT and working practices for food distributor.
A leading specialist in vegetarian and vegan food distribution, this company excels in providing nutrition advice and menu planning. With a focus on healthy and ethnic food options, they offer an extensive range of high-quality products. The company serves a substantial client base and operates with a turnover of £15 million.
Challenge
This company offered a rebate contract system for customers needed to streamline a complex and error-prone process involving SQL views, Excel spreadsheets, and manual data manipulation. The existing system, which calculated discounts based on sales categories and accrued them to supplier accounts, was time-consuming and inefficient. To address these issues, a solution needed to be implemented that automated and simplified the rebate processing, to significantly reduce manual effort and minimise errors.
Inefficient Data Handling
The manual process for handling and validating data was slow, with time processing stretching to half a day, and errors were common.
Cumbersome Rebate Management Process
The existing rebate system, involving SQL views and manual Excel manipulation, was time-consuming and error-prone, requiring significant resources to manage discounts and sales volume.
Solution
To address inefficiencies in rebate processing, a custom pivot form was developed to extract and format data from SQL Server based on user-defined filters. Users can easily adjust these filters and save different layouts for future use. The solution also includes an accruals report feature that posts verified data directly into the purchase ledger after a validation process. Transactions are then authorised in bulk using a new Purchase Transaction Authorisation form, cutting data processing time from half a day to under one hour and significantly reducing errors.
Automated Data Verification and Posting
The new system enables verification of data and automatic posting into the purchase ledger. The Purchase Transaction Authorisation form was introduced to process transactions in bulk, removing individual query flags.
Custom Pivot Form Development
Utilize's development team created a custom pivot form that extracts data from SQL Server and formats it using predefined layout filters. This tool allows users to modify and save different display layouts for future use.
Results
Reduced Processing Time
Data processing time was cut from half a day to under one hour, significantly improving efficiency.
Minimised Errors
The custom solution virtually eliminated errors associated with manual data handling.
Enhanced Bulk Processing
Transactions are now processed in bulk, saving additional time and simplifying authorisation.
Improved Flexibility
Users can easily adjust display filters and save custom layouts for future use, enhancing the flexibility and usability of the data presentation.
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Arrange a call back Book a free consultationAdvanced Accounting for Growing Food Brand
Upgraded cloud-based accounting for better efficiency.
A fresh take on IT for this fresh food firm.
A dynamic food manufacturer known for its coconut-based yoghurts, free from dairy, soya, and gluten. Headed by an experienced entrepreneur, the company has seen significant growth, necessitating a more advanced accounting solution.
Challenge
When migrating to a more advanced accounts solution, the company sought more than a standard off-the-shelf package and approached Utilize with specific business needs. They aimed to install Sage 200 software in the cloud to eliminate the need for in-house servers and benefit from increased flexibility and disaster recovery.
Integration with Third-Party Logistics
Required a custom solution to interface with the logistics partner’s system for accurate despatch and invoice information.
EDI and Promotional Pricing Requirements
Needed an Electronic Data Interchange (EDI) solution for efficient order and invoice processing with major supermarkets, and custom development to manage promotional pricing.
Solution
The company now operates Sage 200 Extra Financial & Commercial modules on a cloud platform, eliminating the need for local servers and reducing infrastructure costs. This setup allows the company to use only laptops, enhancing system flexibility and ensuring continuous cloud-based data backup.
Logistics Integration
Developed a custom interface between Sage 200 and the third-party logistics company to streamline despatch and invoice processes.
EDI Provider Integration
Identified and integrated an EDI solution provider to automate order and invoice exchanges with major supermarket clients.
Promotional Pricing Customisation
Customised Sage 200 to handle special promotional pricing, enabling accurate management and invoicing of promotions.
Cloud-Based Sage 200 Implementation
Utilize implemented Sage 200 Extra Financial & Commercial modules on a cloud platform, eliminating the need for local servers and ensuring constant data backup.
Results
Flexible, Cloud-Based Solution
Minimised infrastructure costs and maximised system access flexibility while ensuring continuous data backup.
Seamless Logistics Coordination
Enhanced efficiency with a custom interface, ensuring accurate and timely information exchange with the logistics partner.
Automated Trading with Supermarkets
Streamlined electronic trading through integrated EDI, improving transaction efficiency with major clients.
Effective Promotion Management
Improved promotional pricing accuracy with customised functionality, supporting business needs.
Ongoing Expert Support
Continued productivity gains with Utilize’s expert Sage support, ensuring the system evolves with the business.
“Utilize’s customisations to Sage 200 were delivered exactly as promised, and we have already recommended their services to others.”
— Finance Manager
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