Ring! Ring!
Me: I.T. Department, this is Daniel.
Caller: We are having problems with our server. When can you get here?
Me: Well … That depends upon where you are.
Caller: Oh. Yeah. Sure, that makes sense. This is Will Coyote with Acme Rockets, on the northwest side of town.
Me: OK, Will. I know where that is. I can be there in … about an hour. Does that work for you?
Will: That’s GREAT! See you in about an hour.
Upon arrival …
Will: Dan? Thanks for getting here so promptly! Let me show you what we have.
Me: Lead the way.
Will: OK, here it is! This is our server. It’s a little old, but has been faithfully working great for us for years.
Me: You have definitely gotten your value out of this setup! Windows NT 4.0 was end of life by Microsoft like 15 years ago! Honestly, I’m surprised to see this is still running.
Will: Yeah, we’ve been real lucky. But here is my problem: We are changing to a new tool to run the whole business. And we need to get new versions of Office working with our e-mail. So, I need you to fix this server, so it will work with the new version of Outlook.
Me: Uhm, Will? How do you want it? Straight up or sugar coated?
Will: What do you mean?
Me: The new version of Office is Office 365. Currently, Office 365 is made up of components of Office 2016 and soon to be upgraded to Office 2019. The software you have running on this server just are not current enough to support the security and feature sets of the new versions of Office. Honestly, I am surprised you have this hardware running, still. Especially with such mature and no longer supported software. This new line of business software you are migrating to? Is it cloud based or will it be running on a server here?
Will: Oh, it will be running here. But you don’t think it will run on this server?
Me: No, Will. I do not believe it will. Do you have any documentation about that software? Specifically, a sales sheet that describes the requirements to run the program?
We walk to his office where he hands me a folder with a dozen or so pieces of marketing material and several printed e-mail messages.
Me: OK, Will, look at this sheet, here. This block states you need a server running SQL 2008 on a Server 2008R2 platform, as a minimum. 8GB of memory and a recommended 300GB of storage.
Will: OK. What does that mean?
Me: Well, in short, it means you need a new server. And here, it states you need at least Windows 7 on the workstations.
Will: Why? Windows XP works great for us! Why do I need to change it all?
Me: Because, Will, technology changes, very frequently. Usually in response to demands for more speed, new features, or new threats.
Will: But I’ve already bought the new package! Their sales guy told me it would work on our existing hardware! And you are telling me I’ve wasted all that money?
Me: No, Will. I’m not saying it was a waste. But I AM saying that it is well past time for a serious upgrade to your environment.
Will: OK. I guess you are right about that. What is that going to cost?
Me: How many workstations do you have?
Will: Uhm … 6, I think. And can you get us set up with wireless, too?
Me: Sure. Let me think on this a moment. 6 modern workstations, with monitors and all will be …. OK, a ball park figure, for minimal systems for the server and the workstations, just windows, no other software, I approximate between $10,000.00 and $12,000.00. Realistically, for systems that will give a better and longer return, I would set a budget closer to $25,000.
Will: Well, it has been a really good year. And I do need to get current with technology, but that is a lot of money.
Me: Try this, Will, before you make a decision. Call your tax person. Explain the situation to them. There may be some tax reasons to do this quickly, rather than later.
Will: Now you sound just like the guy who sold me the new software.
Me: I understand, Will. But one thing to keep in mind is that you have gotten a huge return on your investment on these computers. I don’t think I can get replacement parts for most of them. I KNOW that I can not get replacement parts for the old Compaq server you have. Kind of like trying to find tires for an original Model-T car.
Will: Yeah, I see that. But everything is SO expensive, these days! If you were given a blank check, how long would it take to get everything set up and running on new systems?
Me: With what I know, right now, of your environment? And excluding the specialty software? Approval on the quote, help you purchase the hardware, direct … I could have you on a wireless network and all the systems upgraded by the First of January. But that is assuming you are closed between Christmas New Years and everything is delivered on time.
Will: Get me a quote for everything the way you would do it, if it was your business. Maybe not the very best but good, solid replacements. Get it to me as quick as you can and I will get you a check just as quickly.
Me: Yes, Sir!
4 hours later Will calls me after I dropped off a quote for him.
Will: Dan, you have got to be kidding me on this quote! $22,000?
Me: Will, you told me to design it based upon what I would use if I were building it for myself, running your business.
Will: Yeah, that is what I said to do, but OK. Like this line for monitors! 20 inch monitors? Those are HUGE!
Me: Will, the technology has changed, sir. These are the thin LCD style monitors and at roughly $80 each, they are the best balance between price and size. Can order 15” monitors to provide similar screen size on your current desks, but they will be closer to $110 each. They just are not as popular as the 20 plus inch screens, making them more difficult to find.
Will: OK. That makes sense. And I guess at $80 each, that is a fair price. Is everything on the quote like that? Did you splurge on anything?
Me: No, Will. No splurges. But I did add in a $500 buffer in there. It is a line item. That is to cover incidentals that I might need that I did not think of at the time, as I was putting this together so quickly.
Will: OK. And will this get me another 15 years before I have to upgrade, again?
Me: No, sir. I do not think so. Technology is moving just too quickly, these days. I try to get hardware with the idea of it being viable for 5 years. But these things are not built like that old server of yours, anymore.
Will: 5 years? That’s all?
Me: yes, sir.
Will: Nope. I’m not going to do it. It’s just not worth the price. I will cancel the new software and just keep going along with what we are using.