K2 Canada News

Cloud Computing - The Inside Story

What is cloud computing? The term means different things to different people and organizations, and there is no one-size-fits-all definition of cloud computing. For example, Microsoft defines cloud computing as a variety of services available over the Internet that deliver computing functionality on the service provider's infrastructure.

Cloud computing environments possess a number of common characteristics.Cloud computing is typically delivered over the Internet, but it also can be delivered over local networks.

1. Cloud computing services are generally accessed through a Web browser, but that is not a strict requirement.
2. Cloud computing services are scalable, both upward and downward. This means that additional users can be enabled quickly, and if the work force shrinks, users can be removed quickly also.
3. Cloud-based applications are typically hosted on a remote server, and data is likely hosted there as well; however, in some cases – often for privacy and security issues – data remains internal to the organization.

The four characteristics cited above generally describe most cloud-based environments.

Many professionals take the view that cloud computing is a relatively new phenomenon, originating over the past five years or so. In fact, the notion of cloud computing has existed since the 1960s.

Cloud computing remained largely a theory until the late 1990s when Salesforce.com introduced applications delivered through a Web site. Today, Salesforce.com is one of the leading Customer Relationship Management (CRM) applications in the world.

In the late 1990s and carrying over to the early part of the next decade, companies such as NetLedger (now NetSuite), and Intuit began offering Web-based accounting software tools, some of which were developed specifically for deploying through the cloud, and some of which were merely hosted versions of traditional, desktop-based applications.

Further, as high-speed Internet connections became widely available, many individuals and organizations began exploring the use of tools to access their computers from remote locations; early players in this market included PCAnywhere and Citrix.

Amazon was one of the first large organizations to jump heavily into cloud computing. Amazon Web Services (AWS) is a Web-based infrastructure platform that allows organizations to “rent” services on an as-needed basis. Through this platform, companies can access Amazon’s e-commerce services; serve video, music, and other bandwidth-hungry services to customers; and provide computing capabilities to remote workers.

Google has also helped to bring to the forefront the concept of cloud computing, particularly with end users. In 2006, Google made available Google Docs, a Web-based service that provides subscribers with on-line spreadsheet, word processing, and presentation tools, similar in nature to the Excel, Word, and PowerPoint components of Microsoft Office. In fact, Google Docs can even open files created in Microsoft Office; further, it can save files back to Microsoft Office formats. Other companies such as Zoho provide a suite of Web-based services similar in nature to those provided by Google Docs. In April 2011, Microsoft announced that its Office 365 service has entered the public beta phase.

On the accounting front, niche players such as Bill.com, Wave Accounting and FreshBooks are offering specialized services to target audiences. Moreover, virtually all traditional desktop accounting solutions can now be accessed through hosted environments.

Accounting firms now have cloud based tax preparation tools available. Many document management and workflow tools are available in the cloud, along with engagement management products and time and billing applications.

Another growth area has been that of hosting, not only applications as mentioned previously, but also desktops and servers. In a hosted desktop/server environment, users make connections – typically over the Internet – to their desktops platforms. One obvious advantage of this technology is that users can access their desktops and data from virtually any device that provides a Web connection. Additional benefits include potential cost savings, reduced administrative issues, and enhanced security over data.

The growth in cloud computing has exploded in recent years to touch potentially all aspects of our computing experience. Applications, data, desktops, servers, infrastructures, and development platforms are all now available in the cloud from multiple providers.

Before moving forward, let us briefly the key cloud-centric terms; without an adequate understanding of each of these terms, it will be almost impossible to understand the potential benefits and risks associated with cloud computing.

Software as A Service (SaaS) is what many non-technical computer users think of when they think of cloud computing. SaaS is a Web-based application delivered over a network through a Web browser. In today’s environment, SaaS can include such applications as Intaact, Google Docs, Microsoft Office 365, and some components of the ProSystem fx suite from CCH.

SaaS applications are typically priced on a monthly subscription fee and users only pay for what they consume. Another potential advantage of SaaS is that the applications are hosted remotely. Little, if any, investment in additional hardware is necessary in order to run SaaS. Thus, even older hardware can typically access SaaS, resulting in reduced capital outlays for technology.

For many organizations, perhaps the biggest advantage of running SaaS is that all maintenance, backups, and other administrative functions are outsourced. As a part of the service contract, the service provider typically assumes these responsibilities.

Web Applications (Web apps) are applications in which some or all parts of the software are downloaded each time the app is run. Web apps are usually browser-based with the program instructions contained within the Web page. Examples of Web apps include Google Apps, Microsoft Office Live, and WebEx Web Office.

An Application Service Provider (ASP) is an organization that manages and distributes software-based services from a centralized data center. ASPs typically license software from other organizations and then deploy that software over a network to a large number of users. ASPs were the early forerunner to SaaS. Perhaps a bit ahead of their time, ASPs have largely given way to SaaS today.

Hosting refers to running apps and storing data on third-party hardware and accessing these assets over a network, typically the Internet. In this model, the hosted applications are typically not optimized for this environment; as such, they usually run in a multi-instance environment, instead of in a multi-tenant environment. For example, organizations such as Right Networks, InsynQ, Real Time Data Services, and Awensa all host the desktop edition of QuickBooks and make it available on a monthly subscription basis.

A large growth area for hosting has been in the segment of hosting desktops and servers. In these models, client desktops – including traditional tools such as Microsoft Windows and Microsoft Office – reside on remote servers; end users access their own personalized desktop over a network. Though this network is often the Internet, it could be a private network. To the end user, the process is seamless; she is running a computer that looks exactly as it would if it resided on her local device.

Certainly the most visible trend in cloud computing is that of increased spending. Organizations are investing in cloud computing at a rate that far outpaces that of other categories of spending on information technology. For example, in 2010, the Gartner Group estimated that spending on cloud computing in 2009 was $56.3 billion, up from $46.4 billion in 2008. Perhaps more significantly, according to Gartner, cloud spending is expected to increase to over $150 billion in 2013.

Cloud computing is important to your organization because of the potential benefits and risks associated with the transition to cloud computing. Cloud computing represents a potential seismic shift in how most organizations will operate, every bit as profound as the transition from mainframes and dumb terminals to the personal computer environment in which most of us operate today.

Cloud computing is different. In some cases, we may feel as if we have lost control of our applications, infrastructure, and data and are depending on outside parties to keep critical business processes running. In others, we may be happy to hand over our headaches to someone else. Nevertheless, there are more profound reasons why this change is important.

First, there are enormous potential benefits that can accrue in the cloud. These benefits include:

• Reduced capital outlays and operating expenses,
• Improved performance and reliability,
• Scalability,
• Improved customer/client relations,
• Remote access to applications and data,
• Strengthened security, and
• Environmental responsibility.

For organizations seeking to realize any of the benefits outlined above, cloud computing may become a strategic asset in attaining them, not just a technology utility.

Second, there are significant risks and uncertainties associated with cloud computing and these include:

• Security
• Privacy
• Compliance
• Integration with other applications and databases
• Transitioning back to on-site solutions
• Reliability

Not only must we manage the assets in order to obtain the benefits of cloud computing, but we must also manage the risks in order to avoid failure. Because there is much uncharted territory with respect to cloud computing and because most individuals are averse to change, many are nervous about transitioning to the cloud, fearing they will select the wrong provider or that sensitive data will become compromised along the way. As professionals, as managers, and as technology consumers, we are going to have to learn how to manage through these issues so that we are in the best position possible to realize the benefits associated with cloud computing.

Alan Salmon is a leading authority on accounting technology.  He is the CEO of K2 Enterprises Canada, a North American consulting firm providing technology training to accountants. In addition to his work with consultants, accountants, and software companies in both Canada and the US, he is the chairperson of the Accounting Technology seminar series.  He can be reached by e-mail at alan@k2e.ca  or by visiting www.k2e.ca

 

Capturing a Screen Shot in Excel 2010

Microsoft has added a new screen capture function directly into the Word 2010 ribbon. This tool lets you capture an entire window or just a portion of the screen.

To capture an entire window, you do the following:

• Select the Insert tab of the ribbon.
• Click on the Screenshot tool, in the Illustrations group. Word displays small thumbnail images of all your open windows.
• Select the window you want inserted.

Word will now display the captured screen in your document. If you don't want the whole window, you can select a portion of the screen by doing the following:

• Select the Insert tab of the ribbon.
• Select the Screenshot tool, in the Illustrations group. 
• Select Screen Clipping.

The Word window is now minimized and a "gauze effect" appears over the screen and the mouse pointer changes to a crosshairs. You now click on the upper-left corner of the screen portion you want to capture and then drag the mouse to the lower-right corner. As soon as you release the mouse button, the captured image appears in your document.

 

 

Naples, FL - February 20, 2011

Where has the winter gone? One month until spring. Spent the last nine days at our winter home in Naples, FL. The weather has been amazing. Blue skies and 70 degrees for the entire week. Not a holiday though, as I'm working on my new eBook project. I've finished my first book on Pivot Tables and want to have 9 more done by the launch in May.

This week it's back to reality. Fly home to Brampton tomorrow and teach in Toronto and Kitchener on Tuesday and Wednesday. Then it's west for ten days to teach in Winnipeg, Regina, Calgary and Edmonton. I'm ready for some work.

Naples, FL - January 4, 2011

2010 has come and gone and we're now into 2011. I stopped teaching on December 16th, after doing 126 flight and 130 events. The rest of December was devoted to family and friends. We did the usual big Christmas event for Nancy's family with 19 sitting down for dinner on December 27th. We changed Christmas for my family this year. Instead of a large Christmas of 19, we visited each of my daughters in their homes. This worked well, as it gave us more individual time with my daughters and grandchildren.

On January 2nd, we flew south to our winter home in Naples, FL. Nancy will be here for three months. I will be back and forth as I have a moderately heavy teaching load this winter. It's great to be in the sun and not have to shovel snow.

Brampton, ON December 23, 2010

It's a wrap. After two weeks in the west and a final week in Ontario, I finished my 2010 seminar presentations last Thursday in Toronto. What a great year it has been. I did 130 teaching days and 126 flights. Still in good health and still enjoying the teaching, so I am eagerly awaiting 2011 and my first teaching day on January 10th.

Until then it's time to relax and focus on family and friends. We're visiting my children for Christmas at their homes this year. Nancy will still have her big family day on December 27th. In between we've got a full calendar of times with friends. On January 2nd we head south to our winter home in Naples, FL. Nancy will be there for three months and I'll be dropping in for four day weekends every two to three weeks.

On behalf of Nancy and myself we want to wish all of you Seasons Greetings and all the best for 2011.

The Fastest Way to Copy a Worksheet

What is the fastest way to copy an Excel formula down a column of data? While many methods are available to do the job, perhaps the fastest is to utilize this little-known, but highly effective shortcut.

When you have an Excel formula entered in a cell and the adjacent column contains data, simply double-click on the Fill Handle in the cell containing the formula. The Fill Handle is the square box in the lower, right-hand corner of the selected cell, as shown in Figure 1.

Double-clicking on the Fill Handle causes Excel to copy a formula down a range of data, as long as there is data in the adjacent column. Once Excel encounters a blank in the adjacent column, the copy process ceases.

While many methods are available to copy formulas in Excel, the next time you enter a formula in a cell and you have entries in the adjacent column, simply double-click on the Fill Handle in the cell in which the formula resides. You will be amazed at the results!

 

Sage Simply Accounting Intelligence

Sage Simply Accounting Intelligence is a powerful, and flexible, automated reporting system for small businesses. It helps business owners gain greater insights into their business by getting a complete look at the data in one single dashboard view. It is an impressive step forward for Sage Simply Accounting users who are finding their current reporting needs unmet.

Sage Simply Accounting Intelligence integrates with your Sage Simply Accounting solution to deliver automated financial and business management reports using your own data, in a familiar Microsoft® Excel® format. This functionality eliminates the need for manual report preparation and repetitive data extracts - the source data is securely extracted from Sage Simply Accounting into a pre-formatted Excel report automatically and on demand. Users can then view, manipulate, analyze and distribute their information in the familiar Excel environment.

The integration between Sage Simply Accounting and Sage Simply Accounting Intelligence is seamless since it connects automatically to the data source, interpreting the data and providing valuable insights to business decision makers. The software also provides connectors and report templates allowing you the ability to customize even further.

This intuitive reporting solution has been developed for anyone to use and can help your business in a myriad of ways: 

Get Up and Running Quickly

If you know Microsoft® Excel®, you know Sage Simply Accounting Intelligence. The solution was developed for the familiar Microsoft Excel interface and is fully integrated within your Sage Simply Accounting software.

Make Better and Smarter Business Decisions, Faster 

The Sage Simply Accounting Intelligence dashboard captures information from multiple sources within Sage Simply Accounting and provides a real-time overview of all business activities - at a single glance. 

The small business owner can instantly find out which products or services are top-sellers, who their best customers are, and how much they are worth to the business. To get more details, it is possible to drill down from the dashboard with just one click. By delivering critical information in summary and in detail, the business dashboard gives entrepreneurs the information they need to make smarter business decisions. 

The dashboard is ready to use right use right away – no setup is required and it can be modified to accommodate all your business needs. 

Access Intuitive and Intelligent Reporting

Although simple to use, Sage Simply Accounting Intelligence software boasts powerful reporting and analysis capabilities. Sage Simply Accounting Intelligence allows the user to report on any field in Sage Simply Accounting. It is also possible to report on multiple Sage Simply Accounting companies and even pull information from other business systems. 


Sage Simply Accounting Intelligence acts as a single repository that unifies the finance, inventory, customer, sales, and service data within your business. It empowers small businesses to get accurate information from all business systems at one time – providing confident decision-making power. 

Sage Simply Accounting Intelligence also provides role-based security to keep business information safe. Employees can be given access to specific information in order to get their job done without exposing sensitive business data.

Boost Productivity and Save Time and Money 

Sage Simply Accounting gets your reporting off to a running start with access to eleven dashboard and report templates. These ready-to-use reports let users get started immediately and are easily customizable to meet specific needs. 

Report customization is straightforward because all Sage Simply Accounting Intelligence reports are produced in Microsoft® Excel®. So if you know how to use Microsoft Excel, then you can easily manipulate and customize reports in Sage Simply Accounting Intelligence. 

Also, the ease-of-use is taken one step further. Sage Simply Accounting Intelligence is integrated within the Sage Simply Accounting software. Any report built with Sage Simply Accounting Intelligence is automatically refreshed with the Sage Simply Accounting data—saving time and money. 

Quick and easy access to current information is critical in managing a business and making key decisions. Sage Simply Accounting Intelligence provides the easy-to-use technology needed to improve efficiency, reduce cost, and identify opportunities within the business. The small business will not only be able to make decisions more quickly, but also with more confidence.

Sage Simply Accounting Intelligence is available for Sage Simply Accounting Premium and Enterprise customers in two editions: Standard and Advanced. Any purchase of Sage Simply Accounting Intelligence includes support for all Sage Simply Accounting products.

Brampton, ON November 7, 2010

Last week was my 3rd straight week in the west. I flew from Vancouver to Victoria last Sunday to teach two days there for the Institute of Chartered Accountants of British Columbia. Then it was a short hop back to Vancouver to teach three of my Excel seminars the rest of the week. Good week with great attendance. Flew home Saturday night and got to sleep in my own bed for the first time in 20 days.

This week is a little easier. I teach Monday, Tuesday and Friday in the Toronto area. Wednesday and Thursday I've got meetings and clean up work to do. My desk is piled high with outstanding admin stuff. It will nice to be home for the week.

Brampton, ON October 17, 2010

Easy week last week as I only taught on Tuesday. Then I had the rest of the week in the office finalizing our seminars this fall. Saturday it was back on the road doing our Accounting Technology seminar in Toronto East.

I pay for it this week though. Monday and Tuesday we do our Accounting Technology seminars in London and Toronto West. Tuesday night I fly to Vancouver and on Wednesday I do my Power Excel seminar at the 2010 Simply Conference. Wednesday night it's the Red Eye back to Toronto. Teach one of my Excel seminars on Thursday in Toronto and then Nancy and I drive to Sarnia. Friday, I do two seminars at the CGA SWAP conference. This is an annual event for me and it's great fun. As soon as the Friday seminar is over we drive to the London airport where Nancy puts me on a plane to fly back to Vancouver. Do a presentation at the Simply Conference on Saturday and then fly Winnipeg to do our western week of the Accounting Technology seminar series.

Moncton, NB September 19, 2010

Last week I was on the road again after a great summer. Started in Calgary on Tuesday with my Excel Budgeting seminar and then moved on to Edmonton to repeat it. Friday I did a teachnology keynote presentation at the Government Financial Officers Association annual convention in Winnipeg. Always fun to show people the latest toys. While I was in Edmonton I picked up an iPad and I really like it. Great for mail, the web and music.

This week I launch my annual Power Excel for Simply Accounting Users seminars. It's a seminar that covers the existing reporting in Simply Accounting and the new Simply Accounting Intelligence report writer. Plus, the attendees get a lot of Excel tips. Doing that in 13 cities in the next month. I start tomorrow in Moncton and then move on to Halifax, Ottawa, London and Kitchener.