PROKON

Construction Company Cuts IT Costs, Boosts Productivity with Integrated Solution

PROKON, an engineering consulting company based in Ankara, Turkey, wanted to upgrade its aging IT infrastructure, which did not provide the level of messaging, communication, and collaboration services employees needed. PROKON chose an integrated Microsoft® communication and collaboration solution based on the Microsoft server product portfolio and a standardized desktop environment using Microsoft Office Professional Edition 2003. By leasing the products under a Microsoft Open Value Volume Licensing agreement, PROKON saved 15 percent in acquiring its new solution. PROKON also saved 20 percent in IT salary expenses by using Microsoft tools to automate routine IT administration tasks. Engineers, architects, and managers are working more efficiently now that they are using Microsoft messaging and collaboration software to provide project management and customer service. 

 

Situation

Headquartered in Ankara, Turkey, PROKON is an independent consulting company that provides integrated planning and feasibility studies, engineering and architectural services, and construction management and supervision services throughout Turkey. Since its inception in 1974, PROKON has grown to deliver a broad range of consulting and project management services for industrial, government, and private sector construction projects.

PROKON’s reputation for customer service is key to its success in Turkey. Following the establishment of its ISO 9000 quality management system in 1998, PROKON also became OHSAS 18000 certified to meet international occupational health and safety standards. The company is also ISO 14000 certified to ensure its operational processes meet acceptable environmental standards. The provision of quality services with respect to these standards illustrates the company’s success in focusing on improving operational efficiency.

For PROKON, improving operational efficiencies within the company’s information technology systems is also a priority. “We treat technology as a tool we use to improve our job quality to build customer satisfaction,” says D. Semih Tuncer, Information Technology Manager at PROKON. “As a result we look upon any investments in technology not as a cost, but as a business investment.”

Outdated IT Environment

When PROKON decided to upgrade and standardize its IT infrastructure, it had specific business reasons. The company wanted to reduce operational and IT costs, improve messaging and collaborative services for its employees, and stay current with the latest technologies used by its various business partners. “Our services require well-qualified personnel and leading-edge technology,” says Tuncer. “Our project managers, who travel frequently, used Microsoft® Outlook® Express, but they didn’t always have access to their e-mail messages and lost contact with colleagues and customers. We had no collaboration solution for our engineers, architects, draftsmen, and technicians to share important project and client information.”

Interoperable Microsoft products leased through an Open Value licensing agreement gave us an easily managed IT infrastructure and standardized software that costs less and increases productivity. D. Semih Tuncer, Information Technology Manager, PROKON

PROKON’s IT department was overburdened with managing the outdated Windows NT® Server 4.0 operating system and trying to keep track of network resources using Windows® for Workgroups 3.11. Similarly, Microsoft Exchange Server 5.5, which the company used as its messaging solution, required more IT administration resources than PROKON felt were justifiable, given the level of functionality the solution provided.

“The biggest problem was trying to ensure network and system security and to control the desktop without any central management tools,” recalls Tuncer. “The IT department was asking for more automated tools to reduce its workload, and management was asking for a reduction in IT staff overall. We needed to upgrade our infrastructure to do more with less.”

Cumbersome Licensing Programs

Over the years, PROKON had acquired several different licensing agreements as it purchased different operating systems and software applications. “We had problems keeping track of different software versions, especially for desktop operating systems and productivity tools,” says Tuncer. “That made it difficult to ensure up-to-date security for all our desktops. It was also an added administrative burden to track the different licensing programs and to budget for software acquisitions.” 

PROKON IT managers and executives briefly considered migrating to a Linux-based enterprise solution. “We felt there wasn’t enough support available and the large training commitment for our staffers, who were used to the Windows operating system and Microsoft Office desktop tools, meant a lot of time and money in work disruptions. This was not a feasible option,” says Tuncer. “We also foresaw interoperability problems with many of our partners, who did not have Linux solutions.”

Solution

PROKON turned to its long-time technology partner, Microsoft Gold Certified Partner Omni Teknoloji (Omni Tek) to help implement a solution based on the Microsoft server product portfolio and a standardized desktop environment. “We have strict criteria for making technology investment decisions: the solution must improve the lives of our labor force without requiring too much training and disruption, and provide a commercial return,” says Tuncer. “That’s why we felt the integrated Microsoft infrastructure best answered our needs.”

According to Omni Tek Sales Consultant Imren Cavdar, PROKON’s fast-growing, decentralized IT infrastructure had created a challenge for the small IT department of six people to manage. “For midsized, growing companies, Microsoft provides a reliable, scalable platform that costs less to manage—an ideal solution for PROKON.”

Omni Tek and PROKON worked together to quickly migrate to the new infrastructure. PROKON deployed the Windows Server® 2003 Standard Edition operating system, Microsoft Exchange Server 2003, and Microsoft Internet Security and Acceleration (ISA) Server 2004. The company also deployed Microsoft Systems Management Server (SMS) 2003 to automate change and configuration management for its new Microsoft environment.

On the desktop, all employees are using Microsoft Office Professional Edition 2003, and everyone has Internet access using the Microsoft Internet Explorer® 6.0 Internet browser, which is integrated into the Windows XP Professional operating system that is now installed on all desktops. When traveling, PROKON managers now have improved access to their e-mail messages, schedules, and other information stored on PROKON’s Exchange Server computer through the Microsoft Office Outlook 2003 messaging and collaboration client or Outlook Web Access (OWA), which requires only a Web browser and an Internet connection.

In addition, PROKON deployed Windows SharePoint® Services, a built-in component of Windows Server 2003. Windows SharePoint Services provides a framework for the company’s intranet sites that allow engineers, architects, and designers to collaborate on client projects. To further enhance project management, the company also deployed Microsoft Office Project Professional 2003.

For midsized, growing companies, Microsoft provides a reliable, scalable platform that costs less to manage—an ideal solution for PROKON. Imren Cavdar, Sales Consultant, Omni Tek

“It was gratifying to see that our engineering software applications were compatible with the new operating system, reducing deployment disruptions,” says Tuncer. “We implemented our products in a short time by taking advantage of Omni Tek’s experience and knowledge of Microsoft technologies. Omni’s customer-oriented working methods and professional staff made the whole migration a lot easier than anticipated.”

With the upgrade to a more centralized infrastructure and a standardized desktop operating system, Omni Tek also suggested consolidating all of PROKON’s license agreements under a single Microsoft Open Value Volume Licensing agreement. Under the terms of this agreement, PROKON can simplify the management of its software licensing and standardize its software costs in identical yearly payments. The agreement covers both PROKON and its sister companies EKON, PROYA, SADAS and Joint Ventures. It includes Client Access Licenses (CALs) that cover each user and both company’s 300 personal computers; server licenses for Exchange Server 2003, Windows Server 2003, and ISA Server 2004; and licensing for Microsoft Office Professional Edition 2003. 

The Open Value agreement also includes Software Assurance, which offers several benefits, including new version rights that provide immediate access to new versions of licensed software released during the agreement. Software Assurance also provides home use programs, e-learning programs, and extra technical support. “For example, our IT personnel utilized Virtual Labs to gain experience and knowledge about setting up and configuring some of the Microsoft products necessary for our business,” explains Tuncer.

Benefits

PROKON has already experienced significant benefits from its integrated Microsoft solution. Employees are using Microsoft products and technologies to reduce operating costs, increase productivity across the enterprise, improve security of the network, and provide better customer service. “Interoperable Microsoft products leased through an Open Value Volume Licensing agreement gave us an easily managed IT infrastructure and standardized software that costs less and increases productivity,” says Tuncer.

Reduced Operating Costs

PROKON estimates it saved more than U.S.$10,000, or 15 percent, on software acquisition costs by leasing its Microsoft products under the terms of its Open Value Volume Licensing agreement. “The idea of leasing the software was really attractive to us,” says Tuncer. “There were also tax advantages to the leasing model, when compared with purchasing and then amortizing the costs of IT investments. And thanks to Software Assurance, we save money by effectively removing the purchase process for upgrading to new versions of our existing software. We have already upgraded to Windows Server 2003 R2, ISA Server 2006, and Microsoft Office Project Professional 2007.”

PROKON also gained the flexibility of adding software or deleting licenses anytime during the year, but only accounting for the changes with a single invoice at the end of the year. This makes it easier for PROKON management to forecast and manage its software expenses. “Employee count at PROKON and its sister company depends on the workflow, which may result in significant variation in number of employees from year to year,” explains Tuncer. “Under these circumstances, the best licensing option was an Open Value Volume Licensing agreement because we can run new software on desktops as they are acquired through the year, and then 'true up' the costs at a predetermined price on a yearly anniversary date. We managed to cut IT costs considerably and we don’t have to manage many different licensing agreements. 

We have been able to save $22,000 annually in the IT department by relocating 2 full-time employees to other areas of the business. Today, two people are managing the entire network more efficiently than ever. D. Semih Tuncer, Information Technology Manager, PROKON

“Systems Management Server 2003 provided significant benefits to our IT department in software installations and patch management,” Tuncer continues. Using SMS 2003 to quickly and cost effectively perform application deployment, asset management, and patch management services, PROKON’s IT staffers cut by 20 percent the time it takes to do these tasks. They have also reduced by 45 percent the number of times they have to travel to different locations and manually perform software updates. Using Windows Server Update Services (WSUS) also reduced the time it takes to perform product updates for its Windows Server 2003 servers by 15 percent.

“We also took advantage of the Group Policy Management Console that comes with Windows Server 2003 to improve our control over defining user settings for the desktop,” explains Tuncer. “Before this solution, we used an outdated Windows for Workgroups network structure, but now with the Active Directory® service that also comes with Windows Server 2003, it’s easy to increase the security of our network. We are using tools like the Credential Manager and Software Restriction Policies that let us define user rights to different resources on the network.” 

According to Tuncer, one of the major reasons for this upgrade was to reduce IT costs. “We have been able to save approximately $22,000 annually in the IT department by relocating 2 full-time employees to other areas of the business. Today, two people are managing the entire network more efficiently than ever.”

Enhanced Productivity and Security

Employees throughout PROKON are working more efficiently using integrated Microsoft tools and technologies to collaborate and communicate. With Exchange Server 2003 providing a scalable and reliable messaging server that integrates with Active Directory, PROKON IT staffers can provide more reliable e-mail services for all traveling managers. Using Office Outlook 2003 and OWA, these executives have safeguarded access to corporate e-mail messages, schedules, and other information that is stored on Exchange Server 2003.

“With the help of Exchange Server 2003, communication became reliable and easier,” says Tuncer. “Our productivity is up because we can quickly and confidentially send our engineering output to colleagues and customers. Using Software Assurance, we plan on upgrading to Microsoft Exchange Server 2007 to take advantage of that product’s enhanced security and filtering capabilities so staffers won’t have to deal with as much unsolicited e-mail messages.”

PROKON doesn’t have to worry about corporate information being exchanged over the Web because ISA Server 2004 acts as a gateway with enhanced security features for Exchange Server 2003. “We also use Active Directory to increase the security of our network through the Credential Manager and Software Restriction Policies that let us define user rights to different resources on the network,” adds Tuncer.

Better Customer Service

And because PROKON’s Software Assurance benefits enabled the company to upgrade to Microsoft Office Professional Edition 2003, the company can ensure that its employees are now all using the same desktop productivity programs and tools. One benefit of the upgrade is staffers are now creating superior corporate communications more efficiently. “With everyone using the same version of Microsoft Office, we can represent the work we do with better, more visually attractive presentations for our customers,” explains Tuncer. “In the third quarter of 2007, we are planning to use Software Assurance to upgrade to Windows Vista® and the 2007 Microsoft Office release to further improve employees’ productivity.”

Customer service has also improved. Now that PROKON engineers and other information workers are using the same tool to share information via the corporate intranet they can work more efficiently on construction projects. Windows SharePoint Services has been particularly useful for helping PROKON maintain the high level of accountability required for its ISO certification. “We use Windows SharePoint Services to share important information about our ISO 9000, 14000, and the 18000 system, called the Administrative System,” says Tuncer. “Overall, the benefits we are getting from our Open Value licensing agreement, and the performance of the Microsoft products we have acquired through that agreement, have made a big difference to our productivity.”

Microsoft Volume Licensing
Microsoft® Volume Licensing offers customized programs that are designed to meet the needs of your business. Tailored for companies of different sizes and purchasing preferences, these Volume Licensing programs provide simple, flexible, and affordable solutions that can help you manage your licenses with ease. Whether you have five or thousands of desktop PCs, Microsoft Volume Licensing has the right program for you.   

To acquire the latest Microsoft technology at a significant cost savings through Microsoft Volume Licensing, contact your Microsoft Partner or local reseller.

To learn more about Microsoft Volume Licensing, visit:
www.microsoft.com/licensing

 

For More Information

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For more information about Omni Technoloji products and services, call +90 312 446-4651 or visit the Web site at:
www.omnitr.com.tr/sayfa_en.htm

For more information about PROKON products and services, call 312 287-2643
or visit the Web site at:
www.prokon.com.tr