Introduction

TenisiTech partnered with a California-based non-profit dedicated to supporting individuals with developmental disabilities. Serving thousands each year, the organization coordinates vital community-based services, working closely with families, agencies, and local leaders to promote independence, inclusion, and quality of life. Known for its transparency and commitment to the people it serves, the non-profit plays a pivotal role in its community and needed an IT strategy to match its mission.

The Challenge: Modernizing IT to Fulfill a Vital Mission

Limited IT Strategy and Oversight

At the heart of this organization’s operation is a deep-seated commitment to its mission. In pursuit of this goal, leadership recognized the need to modernize its IT infrastructure as a vital step forward. This realization stemmed from their ambition to enhance service delivery and stay true to their mission by leveraging technological advancements.

Embarking on this journey, the organization identified several key areas for improvement within its IT framework. This strategic evaluation was driven by a proactive desire to elevate operational efficiency, secure data management, and ensure the highest level of service to their community. Here are the pivotal areas identified for modernization:

• Enhancing IT Operations: Acknowledging that outdated technologies and practices were limiting its capacity to serve effectively, the organization aimed to transform its IT operations. Not only does old technology run slower, but it also takes longer to execute tasks and requires more frequent and time-consuming maintenance, patches, and updates. This was seen as a significant opportunity to embrace innovative solutions that could propel them toward their goals.
• Bolstering Security and Compliance: The organization clearly understood the importance of data security and privacy, especially in relation to industry regulations. Therefore, they sought to fortify their infrastructure against potential cyber threats. This proactive stance showcased their commitment to protecting sensitive information and maintaining trust with their service users.
• Streamlining Infrastructure for Reliability and Cost Efficiency: Recognizing the limitations and financial burdens posed by their existing server setup, leadership was motivated to transition to more reliable and cost-effective solutions. This move was aligned with their goal to allocate resources more effectively and enhance overall operational resilience.
• Adopting Scalable and Efficient Digital Solutions: At the forefront of their modernization initiative was the ambition to implement scalable and efficient digital solutions. This strategic direction was chosen to support the organization’s growth and adapt to evolving service delivery needs, ensuring that they could continue to fulfill their mission effectively.

As part of this transformation, the organization partnered with an overseeing agency to conduct a thorough assessment and identify key areas for technological enhancement.

This partnership laid the groundwork for an ambitious journey toward digital transformation. Leadership envisioned a future where operational efficiency, data security, and an enhanced ability to serve the community were vital.

The Solution:

Strategic IT Evolution and Empowerment

In its continuous commitment to excellence and serving its community, the organization sought to enhance its technological capabilities. This initiative, part of a broader vision to modernize and streamline operations, was undertaken in collaboration with TenisiTech, taking the role of a guiding partner in this strategic journey. Together, they crafted a comprehensive IT roadmap designed to bolster service delivery, security, and operational efficiency.

Strategic IT Roadmap and Office 365 Transition

At the heart of this initiative was the strategic transition to Office 365, facilitated by TenisiTech’s experts. This pivotal move was about embracing a suite of tools that enhance communication and allow seamless integration of third-party applications. The transition, meticulously planned and executed, included the setup of O365 email accounts, preservation of historical mailboxes, and the phased decommissioning of legacy Exchange servers, all tailored to align with the organization’s mission and operational needs.

Infrastructure Enhancement through Collaborative Projects

Through collaborations spearheaded by TenisiTech, a series of strategic infrastructure enhancements were made possible. These included a comprehensive office cabling project with Tel-Con Communications and a partnership with Comcast for superior internet services. Each initiative served as a building block in creating a robust IT network foundation, crucial for mission-driven activities.

Cybersecurity Strengthening with SentinelOne Deployment

A crucial component of the roadmap was bolstering cybersecurity defenses. The deployment of SentinelOne’s Next-Gen AV by TenisiTech underscored the organization’s dedication to safeguarding its digital ecosystem against threats, ensuring a secure and resilient IT infrastructure.

Phone System Modernization and Enhanced Reporting Tools

Guided by TenisiTech, the organization modernized its phone systems by transitioning to RingCentral and adopting PowerBI for advanced data reporting. These changes significantly improved internal communication and provided deeper insights into operational metrics, driving informed decision-making.

eFax Solution for Streamlined Communication

By implementing an eFax solution, TenisiTech modernized document sharing and significantly boosted operational workflow. This innovative step forward replaced outdated fax machines, marking a leap toward digital efficiency.

File Migration and Mobile Device Management for Future Readiness

Together, TenisiTech and the organization conducted a thorough analysis of existing workflows to guide the file migration process, ensuring a smooth transition to more efficient data management systems. Additionally, a Mobile Device Management (MDM) initiative was rolled out to streamline device deployment, further enhancing the onboarding experience.

Empowering Employees through Technology Training

As a demonstration of its dedication to staff development, the organization launched Microsoft technology training sessions facilitated by TenisiTech. These sessions equipped employees with the skills to leverage new tools effectively, fostering an environment of collaboration and enhanced productivity.

Through these multifaceted initiatives, TenisiTech and the organization addressed the core challenges identified in the initial assessment. Each step of the solution was carefully designed to overcome existing hurdles and lay a foundation for a scalable, secure, and efficient IT infrastructure capable of supporting the mission well into the future.

Security Enhancement:

As a demonstration of its dedication to staff development, the organization launched Microsoft technology training sessions facilitated by TenisiTech. These sessions equipped employees with the skills to leverage new tools effectively, fostering an environment of collaboration and enhanced productivity.

Through these multifaceted initiatives, TenisiTech and the organization addressed the core challenges identified in the initial assessment. Each step of the solution was carefully designed to overcome existing hurdles and lay a foundation for a scalable, secure, and efficient IT infrastructure capable of supporting the mission well into the future.

The Effects:

Transformative IT Enhancements and Impact

The partnership between the organization and TenisiTech has led to significant, measurable improvements across various operational and technological domains. Utilizing innovative IT solutions and strategic initiatives, this collaboration has enhanced service delivery capabilities and achieved notable cost savings and operational efficiencies.

Enhanced IT Support and Efficiency

From March 1, 2023, to March 1, 2024, TenisiTech resolved 3,058 support tickets across the organization. The following year, that number decreased to 2,900—reflecting a 5% downward trend in ticket volume. This reduction suggests increased system stability, improved staff proficiency, and a more efficient IT environment.

Operational Efficiency

Migrating to Office 365 streamlined communication processes across the board, eliminating previous inefficiencies and fostering a more productive work environment. Specific advancements in IT infrastructure and strategic partnerships, such as those with Comcast, enhanced internet service reliability, supporting a seamless operational environment. Additional improvements are underway to further strengthen communication systems and scalability over time.

Cost Management and Savings

A substantial operational cost reduction was achieved by renegotiating network services, resulting in a 57% monthly savings while increasing available bandwidth. Further cost savings were realized through a shift to Microsoft 365 E5 licensing, where costs were reduced by 74% thanks to TenisiTech’s negotiated non-profit rate. Additionally, by consolidating services under the E5 license, the organization was able to eliminate the need for third-party tools, producing additional cost savings of over 70%.

Combined, these adjustments resulted in over $200,000 in annualized savings, significantly improving financial flexibility. In fact, these savings helped offset the cost of TenisiTech’s services entirely, allowing modernization without adding financial burden. That alignment between cost efficiency and value delivery is a point of pride for the entire team.

Security Enhancement

The adoption of advanced security features available in Microsoft E5 licensing has significantly improved the organization’s cybersecurity posture. The deployment of SentinelOne’s Next-Gen AV, alongside the strategic migration to secure, cloud-based platforms like SharePoint and OneDrive, fortified the cybersecurity posture considerably. This proactive stance on security has enhanced compliance with stringent HIPAA regulations and established a resilient defense against potential cyber threats. These initiatives helped boost the secure score far above that of similar organizations.

TenisiTech also implemented advanced Endpoint Detection and Response (EDR) and Identity Threat Detection and Response (ITDR) tools, which have helped identify and remediate potential identity-based threats within minutes.

Collaboration, Productivity, and Accessibility

The migration to Office 365 has significantly enhanced communication and collaboration among employees, as evidenced by a remarkable 150% increase in the Communication score. This substantial improvement reflects the transformative impact of moving to a more integrated and efficient digital collaboration platform. The deployment of Microsoft Teams for internal meetings, supplemented by targeted training sessions on Microsoft products, has notably enhanced collaboration. This initiative and the file migration project have improved data accessibility and workflow efficiency, fostering a collaborative and optimal work environment.

TenisiTech also introduced a print management solution that allows staff to securely release print jobs from any device using a unique PIN. This has eliminated common printer connection issues and reduced the need for IT support related to printing.

Adoption Scores

The Microsoft Adoption Score, an indicator of digital transformation success, provides insights into the utilization of Microsoft 365 and the overall technology experience. This score helps benchmark the organization’s progress against similar entities, reflecting the effectiveness of technology adoption and user engagement. In this case, these scores exceeded industry standards, showcasing superior performance in technology adoption and user engagement when compared to peers.

Data Management and Reporting Evolution

Using PowerBI for advanced reporting has endowed the organization with invaluable data-driven insights, facilitating more informed decision-making and optimized resource allocation. This shift toward a data-centric operational model has enhanced service delivery precision.

Cybersecurity Training and Awareness:

Recognizing that employees are often the first line of defense in any cybersecurity strategy, the organization implemented annual security awareness training, monthly phishing simulations, and follow-up remedial training. These efforts ensure that staff can confidently identify and respond to suspicious activity, further strengthening the overall security posture.

The initiatives undertaken by TenisiTech and the organization have not only addressed immediate IT challenges but also laid the foundation for continued growth and improvement. These results highlight the partnership’s success in driving operational excellence and enhancing service delivery to better meet the needs of the community it serves.

About TenisiTech 

TenisiTech specializes in delivering cutting-edge technology solutions tailored to each client’s unique needs. Founded by a team of seasoned IT professionals, TenisiTech has rapidly evolved into a trusted partner for organizations across various sectors, including healthcare, education, and government services. Their mission is to empower clients with innovative technology solutions that drive efficiency, enhance security, and foster growth.

TenisiTech prides itself on its comprehensive suite of services, which encompasses everything from infrastructure modernization and cybersecurity to cloud services and managed IT support. Their approach is rooted in a deep understanding of the challenges and opportunities specific to the digital landscape. By leveraging the latest technologies and best practices, they ensure their clients can navigate the complexities of today’s IT environment confidently.

Their team of experts brings diverse skills and experiences together, united by a shared commitment to excellence and customer satisfaction. Technology can be a powerful force for good, and their work is driven by the desire to positively impact the organizations they serve and their communities. Their collaborative engagement model reflects this client-centric philosophy, understanding their vision, objectives, and challenges. Together, they develop customized strategies addressing current IT needs while laying the groundwork for future innovation and success.

TenisiTech’s commitment to quality and integrity has earned them a reputation as a reliable and forward-thinking partner. They are dedicated to staying ahead of the curve, continually updating knowledge and services to reflect the latest technological advancements. Their mission is solving today’s problems and anticipating tomorrow’s challenges, ensuring their clients remain at the cutting edge of their industries.

Beyond technical expertise, TenisiTech is deeply committed to ethical practices and social responsibility. They believe in giving back to the community and actively participate in initiatives promoting education, inclusivity, and sustainability. The commitment to these values is integral to their identity and informs every aspect of their operations.

TenisiTech exemplifies innovation, excellence, and trust in an ever-evolving digital world. They are a partner in their clients’ successes, dedicated to unlocking the full potential of technology to create a brighter, more efficient, and more inclusive future.