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Arraya Insights

July 21, 2016 by Arraya Insights

Employees are the best defense against costly ransomware attacks, according to one recent study. Of the organizations who participated, 89% listed employee awareness training asDSC_6178-2317 (2) an effective way to protect themselves against ransomware threats. That was more than enough to claim the top spot on the best defense list, even putting it ahead of backing up files (83%).

It makes sense. All it takes is one employee clicking on one shady email attachment and suddenly all your peers are reading about your company for all the wrong reasons. Logical as it may be to focus on employee training, there are a couple of issues with it.

One is timing. As IT’s workload grows, end user training is often one of the first things pushed to the back burner.

Beyond that, no matter how much training an employee goes through, there is still a chance he or she clicks on a dubious email attachment anyway. Maybe it came over before the employee’s morning coffee kicked in or maybe it came at the end of a long day. Either way, the result is the same.

Responding to a ransomware attack

Some have already dubbed 2016 “the year of ransomware.” It’s hard to argue considering the volume of headlines these types of attacks seems to generate. That label is unlikely to change, at least according to the same study mentioned above. Roughly 93% of respondents said ransomware incidents will increase during the remaining months of 2016.

Besides regular training and backups, what else can mitigate the risks posed by ransomware and other types of malware? One element missing from some ransomware response plans is a way to quickly detect and isolate ransomware once it enters the network. This is where network segmentation with a hand from Cisco TrustSec technology can help.

TrustSec is software-defined technology embedded in devices such as network switches, routers, etc. These devices are logically sorted into groups based on their role, their position, and so forth. They allow cybersecurity teams to add and alter network segmentation patterns based on grouping, eliminating the need to overhaul the network itself.

This solution perfectly complements several other Cisco security tools – including a pair that we’ve covered in this space before: Cisco ISE and Cisco FireSIGHT. Think of an organization’s TrustSec-powered devices as individual points on a page. ISE is the grid connecting those points. ISE lets you configure those points, build policies, and push configurations out to them. Watching over all of this – and really the entirety of a security architecture – is FireSIGHT. It gives security teams a centralized location from which to monitor and respond to policies and events.

Another piece of this puzzle is Cisco’s Advanced Malware Protection (AMP). Cisco’s global threat intelligence team monitors the latest developments in malware, pushing that information out to AMP, which can help adjust an organization’s defenses accordingly. AMP will also monitor the behavior of files that make it into the corporate network in search of anything suspicious.

All of that being said, here’s how a ransomware response would look with these solutions leading the charge:

  • An end user opens a message and clicks on the malicious link contained within.
  • AMP analyzes the file, and – if it’s a known threat – sends up a red flag. If it’s not a known threat, AMP continues to monitor the file until signs of trouble emerge.
  • Once a red flag goes up, this information is delivered to ISE.
  • ISE pushes out a quarantine policy to the affected area based on group designation, alerting the TrustSec-enabled devices to the problem.
  • These devices are cut-off from accessing the rest of the corporate network, isolating the malware/ransomware and minimizing the damage it can inflict.
  • The full scope of the incident can be analyzed using FireSIGHT during clean-up – a process that will be much less time-consuming than it would normally be in this situation.

A more-complete vision for malware defense

Healthcare, education, even government. It doesn’t matter what vertical you call home, ransomware and malware must be a top concern this year and in the years to come. Certainly training employees on where not to click and practicing proper back-up procedures have roles to play in preventing/minimizing risk.

Businesses must also be prepared to quickly and efficiently manage an infection should one happen. TrustSec technology, paired with ISE and FireSIGHT provides the foundation businesses need to deliver on that objective.

Want to learn more about TrustSec or any of the security solutions mentioned above? Have a question about network security in general? Reach out to our team of security experts by clicking HERE. They can also be reached via social media – Twitter, LinkedIn, and Facebook.

July 20, 2016 by Arraya Insights

I was lucky enough to attend Microsoft’s Worldwide Partner Conference for the first time last week in Toronto. I went into the week with all of my sessions and meetings planned out – ready to see, do and absorb as much as possible during the four-day span. I was expecting days filled with product and positioning discussions, the unveiling of new features and solutions, and – being on the marketing side of the house – tips and tricks to make Arraya stand out and take our Microsoft Practice to the next level. Most of those tried and true aspects of a partner conference were there, along with energetic keynote presentations, gratitude for the partner community, and even Gwen Stefani. But, in addition to my pics of Gwen and a free t-shirt, I walked away with a little something extra.

Woven throughout the entire conference were stories of how Microsoft and its partner community have made a real impact on people and entire communities – changing lives and working towards making the world a better place. Microsoft’s mission was front and center in every session I attended: To empower every person and every organization on the planet to achieve more.

The conference opened with the moving story of Ariela Suster, Founder and Creative Director of Sequence, a company which employs at-risk youth who create handcrafted products as a positive alternative to a perpetual cycle of violence in El Salvador. The company’s latest collection features a bracelet designed on a Microsoft Surface, which includes a chip that, when tapped against the back of your smartphone, will play a video showing how the bracelet was made. Suster also described the company’s utilization of Skype for Business as a means to communicate with employees who cannot travel to Sequence headquarters due to gang violence.

During the North American regional breakout session, Judson Althoff, Microsoft’s Executive Vice President, Worldwide Commercial Business, featured a series of customer and partner demos, many of which illustrated how the power of partnership and Microsoft technologies were being put to use for the greater good. The concluding segment featured Lianna McDonald, Executive Director of the Canadian Centre for Child Protection. McDonald told poignant stories of the organization’s mission to help Canada’s missing children and described how children’s lives are being saved by the digital connections supported through Azure. At the end, she took a seemingly unplanned and emotional moment to express sincere gratitude to Microsoft for their work and impact on the organization – leaving Althoff, and most of the audience, moved to tears.

On day 3 of the conference, we were introduced to the world of Saqib Shaikh, an engineer at Microsoft, who has developed technology to help compensate for the sight he lost at a very young age. He is helping to build Seeing AI, a research project that helps people who are visually impaired or blind to better understand who and what is around them. The project is built using intelligence APIs from Microsoft Cognitive Services. Seeing AI is essentially a virtual assistant that aids the visually impaired by narrating the world around them.

These are only a snapshot of the myriad of examples of innovation and positivity that were scattered throughout the conference. During a time when it seems we are bombarded every day with tragedy and negativity, it was both uplifting and motivating to hear stories of hope and progress.

At Arraya, we believe making a difference through giving back is extremely important and we have experienced the power of partnership in helping the community firsthand. Arraya has a close relationship with a non-profit school in Pennsylvania benefiting children and young adults who have been diagnosed with autism. The school’s primary purpose is to help its students develop the knowledge, life skills and support structures they need to be successful. By working closely with Microsoft, Arraya secured Microsoft E3 licenses for the school to facilitate its journey to Office 365, in order to modernize its communication methods and foster a greater sense of shared community. Arraya’s engineers will help deploy Office 365, adjust the solution to meet the school’s needs, perform any necessary migrations, and provide long-term technical support. Arraya has a long history of supporting this school’s mission and saw Office 365 E3 licenses as a game-changing solution that could make a difference in the lives of the school’s students, families, and team. This technology will be instrumental in allowing the school to more fully realize its goal of putting students on the road to life-long success.

Being a newbie to Microsoft’s WPC, I don’t have years of experience at the event for comparison. From what I gather, the humanization of the conference this year was a departure from the norm, but it is one I welcome. It is easy to get swept up in the hustle of day-to-day work or bogged down by the negativity and all-too-often tragedies of the world we now live in. I am grateful for the reminder that the technology we work with every day and the partnerships we foster can truly have a positive impact. I’m already looking forward to WPC 2017!

July 14, 2016 by Arraya Insights

What’s the best way to minimize the financial impact of a data breach? The easy answer? Don’t have one. While describing that ideal end state may be easy, anyone in IT security knows actually Businessman walking on invisible rope on gray backgroundachieving it is not. For today’s cyber crooks, data breaches are a business and, according to one recent survey, business is booming.

In their recent report entitled the “2016 Cost of Data Breach Study: Global Analysis,” The Ponemon Institute and IBM investigated the financial implications of IT breaches. Chief among their findings was that the impact of data breaches continues to grow year over year. This most recent study found the average total cost of a data breach in the US is $7.01 million. That’s a 7.35% increase over the levels recorded last year and 20% over those seen in 2014.

Breaches haven’t only gotten more expensive, they’ve also gotten bigger. The average size of a data breach in terms of the number of files affected went up 3.2%.

Limit the consequences of a cybersecurity breach

Obviously keeping cyber crooks at arm’s length is the best way to keep breach-related costs down. However, there are other steps businesses can take. Here are three other ways organizations can limit the financial fallout from IT security incidents:

  1. Deploy an Incident Response Team – When a breach is uncovered, a business needs a team that can jump in and take ownership of the situation through to its conclusion. As per the above survey, the presence of an incident response team can have a very positive influence on the cost per capita (or cost per file affected) of a data breach. The average per capita cost is $158. With an incident response team, that average per capita cost drops to $142. This type of team has a greater impact on reducing costs than extensive use of encryption and even increased employee training. Tip: If your security team lacks the resources or the skill sets needed for this role, a Managed Services for Network Security provider like Arraya Solutions can help. These services connect customers with experts to more effectively manage security solutions, allowing onsite IT to better respond to threats.
  2. Catch and Contain Quickly – Unsurprisingly, sniffing out and bottling up breaches faster results in a smaller financial impact. Still, it’s helpful to have stats to clearly demonstrate the extent to which speed matters. According to the Ponemon/IBM study, the mean time to identify (MTTI) data breaches is 201 days. Breaches with an MTTI of greater than or equal to 100 days have an average total cost of $4.38 million while breaches with an MTTI of under a hundred days cost $3.23 million. As for mean time to contain (MTTC) breaches, the average is 70 days. Breaches with an MTTC greater than or equal to 30 days cost $4.35 million, while those with an MTTC of under 30 days cost $3.18 million. Tip: A best of breed Managed Services provider will keep eyes on your system 24/7/365. That way, whether an incident occurs during normal business hours or the dead of night, it won’t go unnoticed.
  3. Focus on Customer Retention – The bad PR and loss of trust stemming from a data breach can send customers into the hands of your competition. The Ponemon/IBM research shows US-based businesses are especially susceptible to customer turnover – and they’re the hardest hit financially by it. The US placed fourth on the list of the highest rates of abnormal customer churn over a three-year period. Also, the US led the way when it came to the financial impact caused by lost customers, losing $3.97 million worth of business post-data breach. The next closest area, the Arabian cluster, lost just $1.96 million. Tip: Customer retention efforts during and after an event like a breach are critical and it means a lot if IT is involved in those efforts. By taking the lead on nuts and bolts management efforts, a Managed Services team frees onsite IT to work with troubled customers as well as to devise big picture strategies to prevent future complications.

Bolster your network security capabilities

What to find how more about how Arraya’s award-winning Managed Services team can help your business achieve its security goals? Also, our team’s expertise extends beyond security, covering areas such as cloud, infrastructure, UC, Office 365, and more. Click HERE to start a conversation that can change the way you think about IT.

Arraya is also reachable through social media: Twitter, Linkedin, and Facebook.

July 7, 2016 by Arraya Insights

I’m sure most people in IT thought the days of floppy disks as headline-worthy technology were long gone. I know I did. However, we were all proven wrong recently when the 8-inch floppy disk Now Or Later Signpost Shows Delay Deadlines And Urgencymade a shocking return to the public eye. The storage devices featured prominently in a headline-grabbing report by the Government Accountability Office (GAO) highlighting the U.S. government’s continued use of seriously outdated technology in critical roles.

Perhaps the most eye opening is the Department of Defense. The DoD relies on computers that utilize 8-inch floppy disks to run its Strategic Automated Command and Control System. This system helps coordinate America’s nuclear forces, including bombers and intercontinental ballistic missiles.

Also, as a business owner and taxpayer, it’s not comforting to find out about the Department of the Treasury’s reliance on technology that predates me. Apparently, the complete data sources for individual taxpayers and business income taxpayers both are written in roughly 56 year-old assembly language code.

One other thing you may have thought you’d never hear again? Those who are running Windows XP are almost ahead of the game. Sure, support for XP ended on April 8, 2014, making continuing to run it very dangerous. However, some agencies are still running Windows 3.1 which launched in 1992 and which Microsoft stopped supporting in 2001. Compared to that, XP almost seems cutting-edge.

These are some of the more egregious examples identified in the GAO’s report. While some agencies have set firm dates for sun-setting these tools, others are fine with the status quo.

3 reasons not to stand pat

The ancient tools weren’t the only things that caught my eye while reading these stories. The rationale given for their longevity also stood out. Why? I’ve heard similar reasons for not upgrading from potential customers. Far be it for me to tell the government how to operate, but in my experience, these reasons rarely hold up to scrutiny:

  • Reason #1: “I don’t have the budget to upgrade.” Some businesses – or the government – may balk at the sight of a price tag for a new solution. However, that line of thinking rarely considers the big picture. As they wear down, legacy solutions become more expensive to maintain. In a few years, a business may spend far more keeping that aging system on its feet than they would replacing it. This could also come down to poor strategy as agencies spend three quarters of their IT budgets on maintaining outdated solutions, compared to a quarter on buying replacements.
  • Reason #2: “The technology I have still works.” The old “if it ain’t broke, don’t fix it mindset” can be tough to overcome, but eventually, things will break. When they do, will someone be there to fix them? The skill sets needed to tend to legacy solutions, especially the extreme cases listed above, are fading from today’s workforce. In some cases, the government has had to hire people out of retirement in order to keep solutions running. This certainly adds to the complexity of managing IT solutions.
  • Reason #3: “It’s old, but it’s still secure.” A breach-free track record doesn’t necessarily mean a secure system. It may mean the bad guys haven’t noticed the weak points yet. Cyber criminals are always on the hunt for easy targets. That’s exactly what organizations still running out-of-support operating systems such as Windows 3.1 or XP are making themselves. Keeping operating systems up to date and patched is a foundational piece of a strong security strategy. When those patches and updates stop coming, the risk skyrockets.

Modern solutions for the modern era

At Arraya, our goal is to keep our customers at the forefront of their fields. We believe the best way to maintain a competitive edge is to continue to evolve IT environments. While competition isn’t a concern for the federal government, there are other, more universal reasons to modernize, e.g., security. We’ve seen the struggles and complications encountered by those who’ve held true to the above reasons for too long and allowed their IT investments to stagnate.

The world is a very different place now than it was when assembly language code debuted 56 years ago. It’s also a very different than when Windows XP hit the shelves. Whether it’s over the course of decades or a few years, just as the world we live in changes, so too must the technology we use to support it.

July 6, 2016 by Arraya Insights

A new security patch from Microsoft could carry frustrating side effects for IT teams who apply it. The patch, identified as MS16-072, secures machines against “man-in-the-middle” attacks. In thePadlock Icon Computer Key Showing Safety Security Or Protected process of doing that, however, it may cause issues with an organization’s Group Policy settings and how they’re applied.

With the MS16-072 update, Microsoft purposefully changed the way Group Policies are handled to address “man-in-the-middle” attack vulnerabilities. If left unchecked, cyber criminals could exploit those vulnerabilities to execute unauthorized privilege escalations.

Pre-update, as long as a user account had access to a security policy, that policy would be applied. This took place regardless of whether the computer an individual logged in on had access to that policy. Due to the upgrade, it’s now necessary for both a user account and a computer account to have access to a policy. If they both don’t have access, the policy won’t be applied.

Organizations who haven’t made any changes to the default settings of their Active Directory Group Policy Objects permissions and whose Kerberos authentication is working will be unaffected by this change. On the flip side, organizations who’ve engaged in security filtering in their AD space will have a little bit of work to do to ensure their permissions continue to operate as intended.

Complicating this situation is the fact that the negative impact of the patch may not be immediately evident. Since the change likely will only affect a small number of Group Policies, it could take users or IT considerable time to notice the issue. An alternative scenario could be if none of an organization’s current policies are filtered – leaving the entire slate unaffected. Then, months later, IT releases a new policy and applies a security-filter. All of a sudden, problems begin to surface.

Patch your systems with confidence

Obviously, the benefits of applying the patch outweigh the negatives, so ignoring it simply isn’t an option. What needs to happen for organizations to apply the MS16-072 update with confidence? First, organizations must determine which of their Group Policies may be affected and then they must adjust their settings accordingly. Microsoft laid out how to do this in a recent blog post, which can be found here.

Arraya’s Microsoft team is also ready to assist. Our team has the skills and experience needed to uncover any complications and make the necessary corrections. With our team’s support, IT pros can rest assured their network is secured and the policies they’re laying out are being applied completely.

If you’d like to start a dialogue with our Microsoft team, they can be reached at mssales@arrayasolutions.com or at http://www.arrayasolutions.com/contact-us/.

Also, you can stay connected with Arraya through social media by following us on: Twitter, LinkedIn, and Facebook.

June 29, 2016 by Arraya Insights

Back in the early 2000s, I had just been promoted to my first Enterprise level job. The position was managing email for a national energy company, part of which included energy trading. Businessvector-watch_M1x34tBu_L was booming and the traders pushed the technology envelope at the company. We were one of the first companies to adopt RIM’s Blackberry pagers (yes, I said pagers).

I’ve been dealing with Blackberries off and on since that point, across various positions, until we unwound them (as phones) at an international semiconductor in the early 2010s. Despite their popularity and the argument that they ushered in the age of the smartphone, the Blackberry model ultimately was too cumbersome. Now its days may be numbered.

If you have end users who still love their aging BlackBerry devices, be warned, come August 26, BlackBerry’s Business Cloud Services offering will go offline for good. When Cloud Services goes, it will take with it many of those aforementioned devices’ ability to provide business value. Once Business Cloud Services goes end of support, legacy BlackBerry devices will cease being able to sync with Office 365. Legacy, in this case, is defined as any BlackBerry device that doesn’t support the Exchange ActiveSync protocol. Without this support, devices will be unable to connect to Office 365, severely limiting users’ mobility.

The August 26th deadline is simply the final mile marker on Business Cloud Services’ long journey towards termination. The previous major milestone on this trip came in May 2016 when the offering’s “end of sale” date hit. At that point, BlackBerry stopped accepting new tenant subscriptions to the service. However, businesses with already-existing BlackBerry Business Cloud Services subscriptions have been able to continue adding new users to their standing tenants. This practice will reach its own end following the late August cutoff.

The overwhelming majority of smartphones on the market will be unaffected by this shift. All current (and even most not-so-current) versions of iOS, Android, and BlackBerry operating systems support the Exchange ActiveSync protocol and Office 365 connectivity. As a result, users have plenty of options available to them in terms of upgrades. The key will be for IT to identify which users, if any, need to upgrade and then ensure they do so prior to August 26th. Otherwise, the folks on the Help Desk could find themselves dealing with the fallout once the deadline has passed.

Help prevent Office 365 compatibility headaches

Need help addressing your business’ mobility concerns? Have additional questions surrounding Office 365 compatibility? The Arraya Solutions team is your one stop solution for each of those issues and much more. Our team has compiled the knowledge and experience needed to help organizations of all shapes, sizes and verticals achieve their IT goals.                

Want to start a conversation today about how we can help? Reach out to us at: www.arrayasolutions.com/contact-us/. Our team can also be contacted through social media: Twitter, LinkedIn, and Facebook.

June 28, 2016 by Arraya Insights

When a new project waits on the horizon, a “Let’s get moving” mindset can take over. Some participants may be eager to start reaping the benefits it promises, others may be eager to get it finishedHappy business partners planning or discussing work at meeting outside and off their plates. Whatever the motivation, moving too quickly from the decision to pursue a project to starting it can spell trouble.

As evidence of that, a version of “poor estimates” has been among the top causes of project failures for the past decade-plus on various studies conducted by PriceWaterhouseCooper. Other issues, such as insufficient resources and scope changes, have also frequently held top spots. The roots of each of these issues are traceable back to the first stage of a project, called the Initiation phase.

One way to ensure projects are positioned out of the gate to stay on time, on budget, and on target, is with the guidance of a dedicated Project Manager (PM).

How PMs get projects off the ground

During Initiation, the PM is tasked with harnessing that “Let’s get moving” mindset and channeling it into “Let’s get moving wisely.” How do they do that? Let’s look at three of the steps taken by PMs during the Initiation phase, using real-life examples provided by Arraya’s own Project Management Office (PMO) team to better illustrate their role and the value they provide.

1. Establish Stakeholders and Motivations. Each side of a project must know who’s on the other side – and what they hope to get out of it. This can be particularly challenging in the case of larger scale projects that touch multiple areas, like M&A engagements. Missing this step can lead to unaccomplished goals, misguided expectations, poor communication, and more.

One of Arraya’s Project Managers shared a story he witnessed which illustrates the importance of clarifying a project’s stakeholders and their motivations. The projected timeframe for a project was between 45-60 days; however, a customer wanted it done in 30. The reason? One stakeholder had a timeline for when he wanted to see the project concluded and misled other stakeholders in his organization about what to expect. Those other stakeholders would have been otherwise fine with the project’s typical 45-60 day timeframe. The team met the shortened deadline, but it required additional resources and overtime. In this example, unclear motivations resulted in increased cost as well as greater stress levels for everyone involved.

2.  Establish Lines of Communication. This goes beyond collecting contact info from all project team members. PMs must also use that to build a communication plan for who to contact, when, and for what reasons. It comes down to the PM to ensure no one feels stranded or overwhelmed during a project.

Another of Arraya’s Project Managers detailed a situation she encountered where this came into play. A customer had a pair of Microsoft projects in the works when, during a status call, an Arraya team member noticed a compatibility issue. The PM communicated the conflict back to the customer’s team and helped adjust the timelines of both projects accordingly. This shows how the conversations PMs facilitate can help catch and address issues that may go unnoticed.

3. Establish Project Scope. It’s up to PMs to eliminate gray areas in terms of expectations before a project begins. If a bit of gray should rear its head once the project has begun, the PM’s role is to find common ground on the fly. To do this, PMs must work closely with Solution Architects, Delivery Leads, Engineers, and all stakeholders.

That same PM mentioned a project she worked on where ambiguous wording in an SOW led to confusion surrounding the true scope of an already-underway project. A situation like this could lead to major delays as both sides fight for their point of view. However, the PM stepped in and helped keep things on track. She did this by serving as the go-between, listening to the case made by each side for what was and wasn’t scope and finding a middle ground everyone could agree on.

How Arraya’s PMO can help 

Want to learn more about Arraya’s PMO and how it can steer all of your organization’s projects in the right direction? Click HERE for more info. To start a conversation, visit us at: http://www.arrayasolutions.com/contact-us/.

Arraya can also be reached on social media: Twitter, LinkedIn, and Facebook.

June 23, 2016 by Arraya Insights

Few things make us happier than when all of our devices play nicely together, creating the seamless work environment we all crave. The opposite of that is also true. Just imagine realizing a critical document is inaccessible and the frustration that goes with that revelation.

The Problem

Say you need to access a file, but it hasn’t been synced to OneDrive or any other platform, and the computer it lives on is out of reach. Does it sound like you’re out of luck? Not quite. I have a workaround that can help.

The Solution

As a longtime OneDrive user, I noticed something was missing when I made the transition to OneDrive for Business (ODfB). This missing feature is called “Fetch Files” and I believe if you haven’t used it before, you’re missing out.

The Fetch feature allows you to access files and folders on OneDrive and anywhere else on a computer – provided it has the OneDrive client installed and Fetch is enabled. In addition, the targeted computer must be powered on and have an active internet connection.

Why would Microsoft remove Fetch from the ODfB? Good question! While I don’t have an answer to that, I do have a solution for those who have grown accustomed to using this feature. The work around is to download and install the new ODfB Next Generation client.

Before we dive in, there are a few disclaimers. First, the “Next Gen” client is not available from the Office 365 portal. It is a separate download because it is still a work in progress. Also, it doesn’t support Office 365 groups or SharePoint site libraries yet. If you have libraries, they will be unaffected and will continue to sync with old sync clients.

Once the new client is installed, it can either replace your native ODfB or work alongside it if you prefer.

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One of the key features of the “Next Gen” client is the ability to use multiple accounts. That ability alone makes it worth exploring.

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As for the matter at hand: Once the new client is installed and linked to your business account, you will notice the Fetch feature is grayed out. Later, it will not even be displayed.

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What a sad state of affairs, isn’t it? Such a great feature gone without any notification. Herein lies the beauty of my workaround. We will bring the feature back, albeit not with the business account. The ODfB Next Gen client is able to manage both business and personal accounts so you will need to add a personal account. Once it’s added and syncing, it will allow you to turn on Fetch Files.

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Just like that we are good to go! If you need to access a file that doesn’t exist in ODfB no problem, you can access it from the personal account. You can also download, view, and upload it to OneDrive too.

I know what you are thinking. What about security?

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There is a security check required prior to allowing access to the computer and/or workstation. A security code is generated and emailed to the user by way of the same two factor authentication used by Azure Premium for those already familiar. This code must be entered in order to gain access.

The Result

Considering the ample workloads and devices many of us are juggling these days, it is entirely possible for something like syncing a file to OneDrive to slip a person’s mind. This helpful workaround provides secure, ready access to your files – even if you haven’t yet synced them to OneDrive.

Have a Microsoft collaboration question? Reach out to our team at mssales@arrayasolutions.com.

Our Microsoft team, as well as the rest of our practice areas, can be contacted through social media: Twitter, LinkedIn, and Facebook.

June 22, 2016 by Arraya Insights

To leverage a Project Manager or not leverage a Project Manager. It doesn’t have quite the same ring as “to be or not to be,” but it’s a decision businesses struggle with often. Some elect to go portrait of two businessmen and two businesswomenwithout, assigning the task to a project’s lead engineer or tacking those duties onto another employee’s workload. These businesses may view a dedicated PM as a luxury rather than a necessity – a misconception that could spell disaster.

At Arraya, we’ve taken part in countless IT engagements. We’ve witnessed the rewards that can come from utilizing a Project Management team like the one we’ve built – and the risks that can arise from failing to do so. Engineers focus on the inner-workings of a project. Average employees may lack the skills and experience needed to shepherd a project to completion. This can lead to a project going beyond – sometimes far beyond – its initial scope, timeframe, and budget.

Consider a statistic featured in a Harvard Business Review article entitled “Why Your IT Project May Be Riskier Than You Think.” The article states that when IT projects overshoot their budget, on average they do so by 27%. However, one-in-six projects that go over-budget go significantly over, to the tune of 200%. These projects can also eclipse their allocated timeframe by nearly 70%. Any time a project exceeds budget or scheduling limits, it can cause problems. Overshooting them by that degree? That can be catastrophic.

5 places PMs deliver value

A dedicated Project Manager can spot and address the scope creep that leads to meltdown scenarios like the one described above. However, that’s only part of their value. The full picture of their worth isn’t always that obvious – hence why some businesses feel comfortable proceeding without their support. Our goal is to correct that misunderstanding by showcasing the sometimes-unseen value of Project Managers over the course of a series of blog posts.

Each post will spotlight one of the five phases of project management, incorporating a blend of statistics and personal anecdotes from our team to show the difference made by having a PM in the driver’s seat. Blog posts will cover:

  • Initiation – In order to set a project up for success, time must be spent laying the groundwork by establishing lines of communication, project scope, plans and more.
  • Plan & Design – Projects will stumble or fall short of their goals unless the right resources are available at the right times – and everyone, on all sides of the project, knows what’s expected of them.
  • Implementation – Projects can’t only be observed up close. They need someone with a big picture view who is dedicated to keeping all stakeholders and participants updated as the work progresses.
  • Monitor & Control – Sometimes challenges don’t present themselves until work has already begun, triggering missed deadlines, increased costs, and upset stakeholders – if project teams fail to adjust accordingly.
  • Closure – Upon completion, it’s necessary to review a project to determine if it met the stated objectives and what – if anything – can make the process run more smoothly the next time.

Arraya Project Management: Value beyond IT

Are you interested in a more in-depth conversation around Project Management? Reach out to our team simply by clicking here. They can take you through the impact Arraya’s Project Management team can have on all of your business’ projects – not just those related to IT.

Also, follow us on social media – Twitter, LinkedIn, and Facebook – to stay on top of our latest company news, special events, and industry insights.

June 21, 2016 by Arraya Insights

Standing at the forefront of Microsoft’s push to make collaboration easier and more powerful are OneDrive for Business and SharePoint Online. These Office 365 features can work in tandem to create an intuitive, seamless file-sharing experience for end users. In order to demonstrate the benefits of this relationship, we called upon the expertise of our Microsoft Collaboration team.

The Problem 

Employees are spending more time working from places other than the office. That means fewer opportunities for teams to hole up in a conference room and work through a project.

In lieu of face-to-face collaboration, employees rely more heavily on other means, such as sending attachments back and forth. This method presents several possible snags, including, opening the door for access issues as well as storage crunches as employees collect multiple unnecessary copies of documents. In addition, should someone accidentally work off an outdated version of a document, it’s a recipe for confusion and delays.

SharePoint Online and OneDrive for Business give employees a centralized location from which they can access and edit documents. These tools allow everyone to edit and share a singular file, preventing the creation of redundant copies, version mishaps, and more.

The Walkthrough 

Sharing through OneDrive

billds pic 1

This process starts when a user, we’ll call her Jill, saves a file to her OneDrive. If that file requires input from another subject matter expert, without ever leaving Word, Jill can:

  • Go to the top right corner of the document
  • Click the share button
  • Enter the other expert’s (or experts’) contact info into the “Invite People” pop up
  • Add a message referencing what the file still needs

Once Jill submits this form, an email will go to anyone she has invited to edit the document. That message contains a link to Jill’s file, which they can access directly, without having to download anything. As they edit the file, Jill can follow along with their progress. If she wants to give them additional instructions, she can do so by clicking on the Skype for Business logo at the top of the page to open up a dialog box. Again, all of this takes place within Word, simplifying communication and file sharing.

Sharing through SharePoint

billds pic 2

 

SharePoint gives employees a platform they can use to make their files available to a much larger audience. Say Jill wants to share a completed document with her company’s sales team for use in customer presentations. To do this, she can access the file in OneDrive from her browser, select copy, and then the destination, which, in this case, would be the sales team’s SharePoint site. OneDrive for Business will execute this process, allowing everyone with access to the sales team’s SharePoint to access and distribute the most up-to-date version of Jill’s file.

Sharing through Outlook

billds pic 3

Another option Jill has for sharing her file is as a modern attachment. Instead of sending a copy via email, Jill can send a link right to her file using Outlook 2016. To do this, Jill needs to:

  • Make sure a copy of the file she wants is saved to SharePoint
  • Go to Outlook
  • Open up a new email
  • Click on the attachment option
  • Select the SharePoint file she wants to send
  • Complete her message and click send

This process doesn’t attach a copy of the file; it attaches a link directly to the file. As a result, the recipient can view the file and make any edits he or she needs to, right from SharePoint. Jill could also utilize Office 365’s modern attachment capabilities to send files from her OneDrive for Business. Either option means employees won’t compile mountains of document versions as they go back and forth, solving storage and version issues.

The Findings

Office 365 represents a new era for collaboration. By leveraging features such as OneDrive for Business and SharePoint Online, businesses give their end users the tools they need to work together in a more efficient, intelligent manner. These solutions work together with the full host of other Office 365 features to enable employees to do their jobs from any device and any location just as they would if they were at their desk in the office.

Have a Microsoft Collaboration question of your own? Reach out to our team at mssales@arrayasolutions.com. 

Get a hold of us on social media: Twitter, LinkedIn, and Facebook. 

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