Answer

Technology Needs Report

Introduction

As part of expansion plan, James Otis Tax Associates, which is a tax preparation company wants to introduce a new office. This technology needs report outlines the hardware, software and security needs for a computer system supporting three users. The three employees are; Certified Public Accountant (CPA), tax specialist, and a data-entry specialist.

1. Certified Public Accountant (CPA)

The Certified Public Accountant is a senior position in the office. The computer system for CPA should enable the user to handle sensitive data as well as prepare tax returns for both individual and corporate clients. In addition, the system should enable the user to fill and file personal tax returns based on the data received from the data-entry employee (Turner, Weickgenannt & Copeland, 2020). To perform these duties, the CPA will require a system with the following components.

• A laptop instead of a PC computer. A laptop is portable, personal and affordable. This is unlike a PC which can easily be accessed by other users of the office. In addition, it can allow the CPA to work remotely even while at home. The laptop should have a more than 13’ screen to ensure visibility of spreadsheets and support presentations. In addition, it is important that the laptop has an 8^th generation core i3 or higher processor for faster processing of data. It should have an additional SSD drive of 1TB to hold more data and a battery life of 5 hours to support presentations. Preferably, a MacBook would be presentable and convenient because of the high security features and reputation of Apple the brand.
• Assuming that it is a MacBook, the laptop will operate on the latest version of MacOS version 10.15. 5. The updated version promises higher performance, and optimized security features. MacOS is specifically build for organizations and individuals that require an extra layer of security to safeguard their sensitive data. The OS further enhances efficiency of handling tasks especially the spreadsheets. Additionally, the OS is user friendly and provides support for taxation packages, such as QuickBooks and Lacerte tax, which are useful accounting software programs to ease filing of tax returns. Notably, QuickBooks are best used by small businesses, solopreneurs, and individuals since they track daily transactions, expenses, and manage sales, while Lacerte Tax is most useful to tax professionals such as CPA as it can process complex commands.
• The laptop has to be installed with a Microsoft Excel software. This is a widely used software by accounts and tax specialists.
• The CPA will have a cloud storage account for backing up data.
• In regard to peripherals, the CPA should have access to a printer/ scanner, and fax. These devices are handy for daily office use since accountants will need to print documents in hard copies for their customers, scan copies of hard copies, and send faxes.
• Regarding security, it is important that the laptop is secure and properly safeguarded against external attacks and tampering by unauthorized persons. Given the sensitivity of the roles and responsibilities of a CPA, security is of utmost importance. It is therefore recommended that the computer system has firewalls, anti-virus, wireless security, and that messages shared across the networks is encrypted. Encryption makes it hard for hackers to access confidential data and information.
• Lastly, the CPA will have a PIN on the laptop to restrict unauthorized access.

1. Tax Specialist

A task specialist plays the dual role of entering and verifying data and tax returns. The position requires a person who is competent in interpersonal skills, customer interactions, and gathering of data to help clients maximize tax refunds while minimizing taxes owed (Turner et al, 2020). To enhance portability, ensure uniformity, and optimize efficiency, the tax specialist will be given a laptop. However, unlike CPA, the tax specialist will have a windows laptop preferably Dell because of the reliability of the brand. The 8^th generation laptop will have the Windows 10 Enterprise (E3) operating system. This OS has added security features and a proven record of reliability.

• The specialist will have access to a common printer, scanner, and fax machine. The laptop will be connected to these devices through a network connection using LAN.
• The tax specialist will have a personal cloud account to back up data. The specialist will further have access to Ms. Excel, Lacerte Tax, and QuickBooks. These software programs will ensure the data shared with the CPA is uniform and usable. Lacerte Tax will specifically be helpful in computing amortization, and depression of assets for accounting and taxation purposes.
• The tax specialist will require a Gmail account to facilitate communication through email.
• The data and emails will be shared through encrypted IT systems with antiviruses, wireless security and firewalls. In addition, the specialist will have a personal PIN to enable access to cloud storage and the laptop.
• Data-Entry Specialist

The position of a data entry specialist is less demanding. The key roles include helping customers file personal tax returns (Turner et al, 2020). The data handled at this stage is not as sensitive. Moreover, these specialists have limited access to tax returns once they are submitted to the tax specialist for review. Because of the nature of this work, the employees at this level can be provided with a desktop PC computer with normal windows 10 operating system. The OS is easy to use and has less functions. This will facilitate human-computer interactions. The operating system and the other components such as a detached mouse, widescreen TFT, and inbuilt Windows defender collectively enhance the HCI.

• The most preferred software will include Ms. Office where the Excel spreadsheets will be used for data entry. In addition, A Structured Query Language (SQL) database will be installed to facilitate tasks such as updating, storing and retrieving data from databases.
• The data entry specialist will need to have an e-mail account, preferably Gmail to enable communication with other employees and clients.
• The documents handled at this level have to be secure. As a result, there is a need for encryption of data, firewalls, password, encryption, and CCTV monitoring of the office premise and especially the desktop.
• Likewise, the employees will have access to shared printer, scanner and fax.
• Given the nature of these operations, the most preferred network diagram for the office is represented as shown in figure 1 below.