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Case Studies

Don’t take our word for it.  The case studies below show the before and after results with our current clients.

HopeLab Foundation

HopeLab Foundation is a non-profit organization that focuses on the research and development of new social technologies to promote human resilience and improve both psychological and biological health and well-being.  HopeLab is part of the Omidyar Group.

The Problem

HopeLab’s IT Department consisted of one person, David K., IT Manager.  David was being bombarded with support requests daily and was unable to perform his managerial roles as well as management of his network.

  • No Ticketing System:  Support requests were all being send to David’s direct inbox.  There was no organized way to approach the request.  Not to mention, there were no reports or metrics that could be pulled.
  • Tedious Update Process:  Application patches such as Adobe, Chrome, Firefox, Office were only updated when a user mentioned there was a pop-up to do an update.
  • Reactive, not Proactive:  Because of the limited man power, problems would be addressed when the occur.  There was no way to proactively monitor the network to reveal any potential problems before the occur.

The Solution

David engaged JT Solutions as an extension of his IT department.  We put systems in place that worked and automated much of the manual processes.

  • New Ticketing System:  Freshdesk, a IT ticketing system was deployed.  David instructed staff to email Freshdesk whenever they encountered any problems.  Tickets would then be generated and notifications would be sent out out to the appropriate owner.  This helped offload much of daily inquires or problem requests to JT Solutions so David can focus more on developing his network.  Reports and Metrics can now be pulled as well to track any ongoing issues.
  • Remote Management and Monitoring:  A remote management and monitoring solution was put in place.  This helps with management of Windows and 3rd party software updates by automating the process.  Users no longer get pop-up notifications to update their software.  We also leverage this system by automating any other tasks that are repetitive, remotely manage the workstations, running scripts when needed and much much more.   We are also able to see trends within the network to help us pinpoint potential problems before they arise.
  • On Site Support:  Once a week, a staff member from JT Solutions heads onsite to help assist with any thing that needs physical interactions.  This has been extremely effective.  It put a face to the name so staff members know who they are working with.  It really feels like we are an extension of their IT department, instead of a outside contractor.
  • Consulting Services:  Being a one person IT Department, it is really hard to collaborate and brainstorm on ideas.  With JT Solutions, we are able to collaborate with David to help derive solutions together where neither one of us would have came up with on our own.
Santa Teresa Dental

Dr. Huang and Dr. Ann bring over 30 years of combined dental experience. They are extensively trained in numerous areas of the profession and are well prepared to address all of your dental needs and those of your family

The Problem

Dr. Huang was spending too much time trying to maintain their computers and network.  He would see patients throughout the day and fix any technical issues as they arise.  He couldn’t focus on being a Dentist while being interrupted with technology issues.

  • Decentralized Network:  Nothing on the network was centrally managed.  That means everything had to have been done manually on each machine.  Such tasks include adding printers, drive mappings to server, software updates, out of sync passwords and many more.  With 20+ computers, that can be a daunting task.
  • Software Updates:  Windows Updates, Adobe, Chrome, Firefox, Office were not up to date.  It was too much to do manually on a weekly basis
  • Not HIPAA Compliant:  Due to the nature of patient privacy and security, all patient information needs to be secured and compliant with HIPAA.  Dr. Lien was aware of it but didn’t know what to do to become compliant.
  • Server Backup:  The server was being backed up to portable USB drives that were taken offsite for storage.  This required a staff member to take time out of their busy schedule to backup and swap drives.  Additionally, the drives were not encrypted.

The Solution

Dr. Lien hired JT Solutions to come in and revamp the entire network.

  • Virtualization:  With VMware installed and the old server virtualized, we were able to leverage the full potential of the physical server.  Virtualization allowed us to backup all their data locally as well as to our secure datacenter.  We were able to validate and test all backups to ensure they will actually work.  Additional virtual machines were deployed for the bookkeeper to work in.  This saved the office money from buying additional hardware, which they had no room for.
  • Server Optimization:  The server is now setup to help automate a lot of the tedious processes with setting up computers.  All computers are identical and synchronized to the server throughout the office.  There is no need to manually install a printer or update software again.  On top of that, everything is now managed from one single location, instead of 20+ different computers.
  • HIPAA Compliance:  Dr. Lien wanted to be certain no data is left unsecured in case a breach occurs.  With that said we encrypted all hard drives that contained patient information and automatically purge cached patient data.  All backups are transmitted security offsite over a VPN connection.  There is no need to backup to portable USB drives that are unreliable.  Now Dr. Lien has peace of mind in case a breach of security occurs and can concentrate on developing her business as well as care for her patients.
  • Helpdesk Support:  The office now has someone to turn to when they have a problem or a technical question.  They no longer have to spend countless hours on a simple solution that can be resolved within 5 minutes.  Everyone is more productive and efficient now once technology is on their side.
Global Star Designs

Global Star Design

Global Star Design, Inc. specializes in creating unique home and garden decor for customers and retail channels. They feature both seasonal and everyday trend-forward items in their showroom. Specializing in ceramic and resin goods.  They also carry a wide range of eco-friendly materials such as recycled glass, paper, and wood products.

The Problem

Global Star Designs outsourced their IT management needs to an independent contractor who was in the IT industry.  The administrator had a full time job so managing Global Star Designs network was not a priority. Often, most of the support was provided after hours or on the weekend.  When staff needed assistance during the day, the help was not there…

  • Software Updates:  There was no automation or policies setup to run Windows and 3rd Part software updates.  Staff would constantly get notifications their software was out of date.
  • Server Backup:  The server was being backed up to portable a portable USB drive locally and also to a removable drive that would be taken offsite weekly.  There weren’t any notifications sent once a backup job was completed.  The backup jobs were never verified and tested either.  As far as the transportation of their offsite backup, well that didn’t happen on a regular basis.
  • Server Group Policies:  Many of the network shares, printers and other settings were not centrally managed.  That makes network management really hard when you have to touch 10+ machines every time there is a change to the network.  It just took unnecessary time to make these changes individually.
  • Remote Access:  Staff often needed to access files when at home or traveling.  Connecting to the existing VPN solution was terribly slow when accessing PowerPoints or Quickbooks.

The Solution

  • Remote Management and Monitoring:  A remote management and monitoring solution was put in place.  This helps with management of Windows and 3rd party software updates by automating the process.  Users no longer get pop-up notifications to update their software.  We also leverage this system by automating any other tasks that are repetitive, remotely manage the workstations, running scripts when needed and much much more.   We are also able to see trends within the network to help us pinpoint potential problems before they arise.
  • Revamp Backup:  A new backup system was put in for their newly upgraded infrastructure.  Backups are done nightly with the proper notifications being delivered.  Replicas of the servers were also stored offsite for disaster recovery purposes.  Additionally, those offsite backups can be tested quarterly for their validity.
  • Setup Group Policies:  Windows Server provides a tool called Group Policy.  You can set virtually anything you want there from drive mappings, printer installations, software updates, desktop restrictions and so on.  Now, when a new computer gets added to the domain, all these getting get automatically applied, without the need to reinstall everything again.  When changes are needed, it is simply done from the management console and within 90-120 minutes, all the machines get the updates.
  • Remote Desktop Gateway:  A new server was setup for remote access.  The traditional VPN technology is just too slow.  Now, users can securely login to a server located within the office network from where in the world.  Access to resources is quick, reliable and most importantly, it works.