Cloud Computing – Beck & Company

Easy Cloud Computing for Nonprofits

Getting employees buy-in when making the change from an old accounting system to cloud-based fund accounting can be a daunting task. Your staff may resist the change altogether. Some may fear losing their value as the team “go-to person” for navigating through the old system and all its antiquated processes. However, when the staff sees how easy their job can be using software in the cloud, you may find it doesn’t take long to have a happier and more productive team.

It’s Easy to Find Data!

For example, “Randall” keeps his data on a USB drive and is rushing to his flight for an important event. He slips the USB drive into his pocket while digging out his ID, the USB drive tumbles to the airport floor. Randall isn’t aware that the USB drive containing his entire presentation—the one he worked on for hours last week—is gone. He can’t retrace his steps because he doesn’t know it’s missing. Only when he gets to his next meeting is when he realizes the USB drive is missing, at which point it’s too late. Anxiously, he makes calls to his office for help, but he is still dealing with problems he wouldn’t have had if he had hosted his data on the cloud.

With cloud computing, you’ll never worry about losing data again. Upload your data to the cloud in D.C., take the metro to Annapolis for an important meeting, and access it as easily as if you were in your office at home. All you need is an internet connection, your user name and password, and you can find, access, and retrieve data quickly.

USB drives can be lost. Computers break down. People forget to back up vital data. The cloud does it all for you, so you don’t have to worry.

It’s Easy to Collaborate!

Many nonprofit organizations are transitioning to flexible work arrangements or environments. It’s not uncommon today to find entire departments outsourced to third parties or to hire a temp, consultant, or freelancer who you’ll never meet in person but who provides outstanding work. These people may be scattered all over the country or the world, but technology connects them in ways never dreamed of. Skype, Trello, Slack, social media and cell phones make it easy to hire the best no matter where they live.

That leads to some challenges when it comes to sharing data on old systems. On-premises systems do not allow for internet access. You must be physically present to log into the system. New, cloud-based systems enable anyone, anywhere with access permission to log onto the system. Collaborate and share data easily no matter where you and your team work. Cloud systems make it seem as if you’re all in the room together working on the same document.

It’s Easy to Overcome Challenges!

“Randall” continues with his tough day. Not only did the USB drive fall out of his pocket, but his laptop is infected with a virus and the computer won’t allow him to access his files.

An infected laptop that won’t allow you to access your data is trouble enough, but compound that with software loaded onto the laptop that you’ve just lost access to and you’ve got heaps of trouble. With cloud systems, it doesn’t matter if you’re using the laptop you’ve always used or if you’re using a loaner while yours gets fixed. The software is located on the cloud, not on your laptop, desktop, or smartphone, so you can access it anywhere, anytime.

It’s peace of mind for your organization software and data.

Beck & Company believes in excellent service, technical expertise, and creative thinking.

Our services are highly personalized, cost effective, accurate, and dependable. Above all, we find the most practical solution to foster success and opportunity in your business and personal financial ventures. Serving small and mid-sized organizations and individuals, we provide audit, tax, accounting, and consulting service that address all aspects of your organization with one goal in mind—exceeding your expectations. Contact us today for more information or assistance.

Considering the Cloud?

Here’s What Nonprofit Accountants Need to Know about Cloud Computing

Many nonprofit accountants continue to be reluctant about switching their files and systems to the cloud. Cloud computing uses shared servers and hardware, rather than servers and hardware located in your physical office space, to store files and run programs. Cloud programs are accessed through secure web-based portals, making it appealing for companies with a mobile workforce or who work from client sites frequently.

Concerns about switching to the cloud range from security concerns to cost concerns. Advances and changes in computing often come with some anxiety. Accountants who, in times past, purchased new hardware and upgraded their programs annually, suddenly find themselves considering site licenses, monthly or annual fees, and new business considerations related to cloud computing. It’s definitely a shift in how organizations think about their technology needs and roll out tech changes.

Dispelling the myths surrounding cloud computing can help you feel more confident as you consider the options. Cloud computing is now ubiquitous in many industries, and nonprofit accountants are catching on to its many benefits.

Cloud Computing Concerns

First, let’s address typical concerns shared by nonprofit accountants regarding moving to the cloud.

Security: Many fear that because public clouds, or the typical cloud solution embraced by the average organization, aren’t as secure as paper-based files or networks housed within their physical office. Consider your current security situation for your files. Are valuable files backed up on your server? If so, where are the backups housed? Do you lock your file cabinets, and are they located in rooms with locking doors? Many offices use convenient central files that, while they take up less space and make it easier for workers to access, are by no means as secure as the company assumes. Cloud security, on the other hand, is usually top-notch. Because the companies providing the cloud invest heavily in security, they can afford the best and are constantly updating and upgrading their technology. They may still be breached or hacked, but they are probably more secure than what you are currently using.
Costs: Cloud costs may be confusing at first, but they tend to be less than what you would spend on upgrading your hardware. Many cloud solutions provide a monthly fee with an annual subscription that offers significant savings. If you amortize the cost of hardware and software investments in the past, cloud computing tends to come out ahead in terms of cost savings.
Mobility: Many nonprofit accountants take work home, especially during busy times of year such as end of quarter and the spring run-up to tax season. Cloud computing is mobile, and can be accessed anywhere you have a web connection. This makes it easy to log on from home, complete your work, and access it again from the office the following day. If you travel frequently, or work onsite at a client’s location, you can also access all of your files no matter where you are.

Choosing a Cloud Vendor

As you can see, the cloud offers many advantages for nonprofit accountants. If you are considering a cloud vendor, review several to find the best match for your requirements.

Check references and delve into the vendor’s reputation.
Request data on downtimes. How does the vendor handle outages and problems?
Do they have someone available 24/7 to help you by phone, email or chat, or do they limit communications?
Who owns the data?
Do they own their own server or rent space from another company?
What support and backup do they offer? How frequently is data backed up, and what are their recovery plans if data is lost?
What security do they have in place?
What is the cost and contract terms?

Cloud computing offers exciting opportunities for flexibility, cost-savings and security. Moving to the cloud is usually a smart choice for nonprofit accountants.

Beck & Company

Established in 1987, Beck & Company is a group of Washington DC and Virginia Certified Nonprofit Accountants. Our services are personalized to your organization’s needs. We provide independent auditing, accounting, tax services, and consulting to help keep your organization’s finances running smoothly. Contact us today or call 703-834-0776 x 8001.

Nonprofits Can Reap the Benefits of Cloud Computing

Miriam Webster defines Cloud Computing as the practice of storing regularly used computer data on multiple servers that can be accessed through the Internet. Contrary to popular belief this isn’t a new concept at all. In fact, the idea to combine hardware and software as a service dates back to the early 1960s. And the reality of such a service exists today. Cloud accounting is another tool for nonprofits to take advantage of as they pursue the vision and mission of their organization. Cloud computing can help by streamlining processes and making information readily available to its users.

Businesses are looking to the cloud to drive business transformation across the enterprise. They are looking for new ways to engage their clients in a digital economy and new ways to engage their employees to increase productivity and employee satisfaction. Employees today expect a mobile enabled work environment to connect with their digital savvy customers. Take a look at some of the many benefits of cloud computing for nonprofits.

Utilizing cloud storage saves time and money enabling you to grow as fast as your business without leaving you with the expense of equipment and staff in a downturn season.
Centralized access to data and reports means more efficient processes, easier telecommuting and less time wasted waiting for information stored on an individual’s hard drive
Ever changing technology mandates a sizable budget towards upgrades and repairs which can be avoided with cloud computing services
No more concerns about storage space or capacity with almost unlimited amounts available on the cloud
Rest assured that your data is backed on the cloud. Additionally your service provider will be skilled enough to handle recovery of information
Handpick the services that you need and don’t worry about software integration as this generally occurs automatically on the cloud.
No waiting! Cloud computing offers quick deployment once you decide to move in this direction.

Another benefit to moving to cloud technology is the flexibility to take on new projects. The availability of on-demand cloud resources allows new configurations to be set up and running in a matter of hours. And because you are partnering with a service you will only pay for the time that is actually used towards expanding your business tools. We know the biggest drawback to taking ground in a new territory is time and money, or the lack thereof. However, on-demand cloud resources could be the key to unlocking doors for your nonprofit.

Benefits aside there are still rainy day risks involved with cloud driven solutions. Confidentiality and security are among the top two risks facing organizations today. Some of this concern may stem from not being able to physically see the machine housing your data. In order to mitigate the risks be sure to do your due diligence when selecting a service provider. Be sure of their use of security tools including virus and hacker protection. In addition, hesitation may come from fear of change to well-known processes. Remember vision leaks. Communicate the benefits of the transition to the team – specifically time saving benefits such as fewer hours spent commuting to the office to obtain files that will be made available at the touch of a button.

As you adopt cloud technology it is important to look at how your business processes and technologies work together to ensure optimal results. Here at Beck & Company’s Certified Public Accountants and Business Advisors we want to help you succeed. Contact us today to see how a cloud computing solution can help advance the mission of your nonprofit organization.

Top 8 Reasons To Take Your Nonprofit Budget To The Cloud

Do you pull your hair out at board meetings trying to read the tiny print on an overpopulated excel spreadsheet? Do you dread the line item on the agenda dedicated to budget? You are not alone – many board members find this task frustrating as they try to make sense of poorly managed Quickbooks reports and line items that just don’t always make sense. It can be difficult to even discern if a budgeted line item is actually financially healthy for a nonprofit. These types of budgets fail to be useful as an ongoing solution.

While it may be frustrating it is required by the U.S. government to keep an approved annual budget on file. And, that budget must then be reviewed at monthly board meetings. Although it may feel like the rule exists to frustrate and confuse you it is not. Having a working, well developed and managed budget provides tons of important values to your nonprofit – particularly when the budget process is simple and user friendly.

If you’re like most nonprofits the members of your board are successful and busy people. They believe in your organization and want to contribute their unique skills to help you accomplish your mission. Imagine the possibilities if those same people could review the budget on an ongoing basis online? They could be empowered to…

Analyze predictions and compare them to actual costs.
Show up to meetings with ideas for improvement.
Spend time on the cause at hand rather than trying to decipher code.

Let’s face it – who wants to spend their precious time looking backwards when you can take steps forward? This is all possible with the right tools and using software designed to help you budget with ease is a great place to start.

Although there are many great online budgeting tools available one solution we have found extremely useful for nonprofits is Adaptive Insights. This cloud software makes it easy to move beyond the spreadsheet nightmare without the cost and complexity associated with traditional applications.

There are multiple benefits we have seen from customers using cloud budgeting software. Below are the top 8 that we wanted to highlight:

Dramatically reduce budgeting and forecasting cycle times-by up to 90%
Simplify and standardize data collection across the organization
Decrease errors and improve accuracy by eliminating broken links and formulas
Deliver more complete and frequent forecasts, including rolling forecasts
Enable timely and thorough what-if analysis
Establish one version of the truth
Make faster, more informed decisions
Enhance collaboration with, and ownership by, department managers

When a person decides to support your business with their hard earned money they most certainly want to know where that money is going. People don’t part with their cash carelessly. Your donors give because they believe in the cause. Being able to show them that their donations served a worthy purpose is essential. When you have a good budgeting tool that is easy to use and organize, finding this information is easy and makes board meetings so much more productive.

We know that implementing new budgeting software can be difficult. At Beck & Company, Certified Public Accountants and Business Advisors, we are an accounting and consulting firm delivering specialized expertise, creative thinking, and unsurpassed service to ensure that our clients’ financial endeavors flourish. We want to see you spend your time where your time is most valuable, working towards the vision and mission of your NPO. Let us help you manage your budgeting process so you don’t have to. If your organization is looking for ways to improve your accounting functions and reduce the time you spend managing your back-office, our nonprofit client accounting services may be the answer. Contact us today for a free consultation and see how we can help you reach your goals.

Cloud Computing: Improving Financial Reporting and Strengthening Security

As we’ve looked at solutions for increasing effectiveness in financial reporting over the past couple weeks, one solution we’ve explored is Cloud computing. We learned that it is an effective way to have financial reports be accessible anywhere at any time and is a trend that is set to become even more widely used in 2015. But, you may be left wondering if the Cloud truly is a solution that can help in strengthening security instead of compromising it. Financial records are so important that your data security should not be taken lightly. Beck and Company Certified Public Accountants and Business Advisors know that there is too much at stake to not be putting your organization’s safety as the number one priority. Without safeguarded data and accurate records, you could be in serious trouble. If your data is stored in the Cloud, will it truly be safe? Let’s take a closer look.

What are Cloud backup services?

These are becoming more and more popular throughout the world because they are both cost effective and flexible. Storing your information and data in the Cloud not only protects it from disasters of all kinds, but it also does not require additional resources such as hardware or software. Because content is transferred automatically, it ensures data is protected from threats that are either physical, digital, or environmental. Recovery time, in case of an emergency, will be reduced substantially because of this. This gives all constituents the peace of mind they need to know that information is safe and recovery will be quick and easy if something happens.

This backup protection is even more important because so much of the data you have is financial information. Your financial reporting and accounting records, when used through the Cloud, are protected as well. This information is just too precious to risk losing, but the Cloud allows for this protection.

For the sake of clarification, there are other backup services available besides on the Cloud, but they are not as comprehensive. Local backups are one example. This means storing data on a hard drive, CD, or flash drive. Unfortunately, lost or broken data storage tools present a problem, and the backup needs to be done at least weekly and done manually to be sure nothing is lost. Offsite data storage is another example. They may offer more protection from physical dangers (natural disasters, theft, etc.), but they require more planning and resources. They require numerous and portable media, a secure location offsite to store the media, and a plan to be sure data is being regularly backed up and transported to the location.

Beck and Company CPAs offer technology consulting services and would be happy to help you understand the Cloud more. We can help you with your technology needs so you can ensure you have easy access to all of the financial reporting capabilities your business needs while strengthening security of the information instead of compromising it. Find out more about our technology consulting services here.

Is the Cloud Safe?

While the first impression of the Cloud may be a good one, businesses still question whether the Cloud really is a safe solution in which to store their business-critical data and accounting information. Like many new technologies, the Cloud has come under serious scrutiny. How, then, can a data backup solution that is maintained online be safe?

First of all, the Cloud has strong data encryption to prevent hackers (and even your backup service provider) from unlocking your data and violating your client confidentiality. The encryption technology is so advanced, in fact, that it offers complete confidentiality of all of your data stored in the Cloud. Make sure that your data is encrypted prior to (and during) transmission and that it remains encrypted while it is stored in the Cloud for safekeeping.

Your online data archive will also be fully protected with a digital encryption key. In order to keep your data locked up tight, make sure your provider allows you (or a designated person in your office) to be the only one with access to the encryption key.

Contact us here at Beck and Company CPAs to find out more about the best ways you can accurately record financial information whether through a Cloud computing solution or by partnering with one of our accountants to help you get your business finances in order.

Financial Reporting Made Easy and Accurate with the Cloud- 2015 Trends

Last week, we took a look at a cure for financial reporting management mistakes. This week, we’ll take a look at another way to help your financial reporting to be more efficient and on track with the times. This is through Cloud computing.

Our fast-paced world means it is likely you don’t spend every minute in your office and are more reliant than ever on mobile technology. No matter where you are, you likely have times when you have a need to instantly access company information about finances and financial reports. Technological advancements have meant that it is now possible to send emails, check account balances, and view reports anywhere, any time, and on virtually any device. With a mobile framework quickly becoming the norm, there is also an increasing need to have instant access to accounting information and other vital statistics at any time. All of this is achieved through The Cloud. Cloud computing allows businesses to have this flexibility of instant access of data from any device for any constituent that is needed today.

Do ever fear that information stored on the Cloud is less accurate than that of the data stored on-premise? Well, you have no need to fear. The same data that is used for financial reporting at the office is simply saved to the Cloud so the information you access on the go is just as accurate. Essentially, it is the exact same data in a mobile format.

With the trend being that more and more organizations will transition to the Cloud in 2015 and that the Cloud offers many capabilities beyond what an on-premise solution can, the time is now to consider it. Beck and Company’s Certified Public Accountants and Business Advisors offer your business a variety of technology consulting services if you would like more personalized information about the Cloud and its application to meeting your company’s needs. Find out more about our technology consulting services here.

What, exactly, are the trends in Cloud computing as we finish out 2014 and look toward 2015? These will help you see that Cloud computing is likely to not be just a technology trend of the time but one that transforms the business world. In fact, it has the staying power and potential to forever change the way we do things. Through automation of manual processes, streamlining of tasks, and instant access to your company’s information and data, the Cloud has made nearly anything possible.

What does Cloud Computing’s Future Look Like for 2015?

1. More companies will transition to the Cloud in 2015 than ever before

For some companies, this will mean simply deciding if they will transition to the Cloud while others will move their Cloud solution to the hybrid Cloud that offers the security of a private Cloud with the scalability of the public Cloud.

2. Disaster recovery services will transition fully to the Cloud

No longer will companies use Cloud services as a simple backup. With continued reliability of the Cloud being proven, many organizations will chose to move everything to the Cloud in terms of disaster recovery service.

3. Those currently using the public Cloud will transition over to the private Cloud

Security concerns and control issues are contributing to this transition already.

4. Apps that are powered by the web are likely to become top tools for companies

The unmatched efficiency and scalability of mobile apps means they will become even more prominent.

Contact us here at Beck and Company CPAs so we can help you start off on the right foot in 2015 by transitioning your financial reporting to a Cloud-based operation through our technology consulting services. Stay tuned next week as we look at if the Cloud is truly a safe and secure solution for storing your important financial information and reports.