Few people would attempt to build a house without a blueprint, yet many businesses build their technology infrastructures without a real plan, tacking on new parts as the organization evolves. Not so Ocala National Bank. Chief Operating Officer Kyle Kay recognized the costs and inefficiencies associated with a piecemeal approach to technology, and set out to create a foundation for the bank’s future.

“We were contemplating the next stage of the bank’s growth, and I knew that for us to go to the next level we needed to get the proper infrastructure in place. A big part of that was IT,” Kay said. “We are building a third branch and have a fourth in the planning stages. We needed to expand our IT capabilities in order to grow the organization, not just in size but in locations.”

“As we continue to branch, Verteks can come in knowing what our goals are and set up the IT plan for each new location,” Kyle Kay, Ocala National Bank Chief Operating Officer

Converging Voice and Data
The first step was to replace the bank’s phone system with a voice over IP (VoIP) system. VoIP enables phone calls to be transmitted over the data network, making the phone system much more flexible and easier to expand.

“If I want to move my office to another location, all I have to do is unplug my phone and take it to the new location,” Kay said. “The phone is identified as mine in the network, so I don’t have to reprogram anything.”

Kay says the VoIP will also save the bank money over the long haul. New locations can be added to the voice and data network without reinventing the wheel.

“The cost savings is realized as the organization expands. It does not cost as much to expand now that the basic framework is in place,” he said. “There’s also cost savings in terms of time. We don’t have to go through the effort of figuring out how to bring a new branch online. The new location is accommodated on our central network so that all we have to do is make sure the new location is configured according to Verteks Consultings’ standards, then plug it in and fire it up.”

Now that the VoIP system is in place, Ocala National Bank is exploring ways to take advantage of its unique features. For example, the bank can set up phone numbers tied to a particular ad campaign, or separate numbers for various functional areas. It’s easy and inexpensive to add the new numbers to the system, and call volume data can be tracked and analyzed.

Technical Support
The second phase of the bank’s IT infrastructure overhaul involved a plan to monitor and maintain all its PCs. The bank needed additional technical staff to handle software updates and other maintenance. Verteks provides that service, along with technical support.

“If we have a problem we can call the Verteks help desk and they’ll try to determine if it’s something simple they can troubleshoot over the phone,” Kay said. “If not they’ll send a technician. If it’s not an emergency they’ll be here in 24 hours but if it’s an emergency they’ll be here in an hour.”

Having that kind of support has increased the bank’s productivity. For example, it takes much less time to set up a system for a new hire.

“When we add an employee all I have to do is order a desk and PC. Verteks comes in and configures the PC to the particular department’s specifications, and sets up e-mail and everything for the individual,” Kay said.

Verteks Consulting serves as liaison between Ocala National Bank and other service providers. The firm also maintains strong partnerships with leading vendors such as 3Com, and has inside knowledge on the very latest technologies — often before they become publicly available.

“A lot of times they’ll say, ‘If you’ll wait for the next release of this software it’s going to solve several problems plus give you several more features,’ which is very nice to know,” Kay said.

Looking Ahead
In the near term, Kay would like Verteks to set up wireless LANs in each location so that executive officers can easily access the network from their laptops. He would also like to utilize videoconferencing to enhance communication between the locations. But most importantly he looks to Verteks to aid in the bank’s ongoing growth and expansion.

“As we continue to branch, Verteks can come in knowing what our goals are and set up the IT plan for each new location,” Kay said. “And as needs arise, we look to Verteks to recommend solutions. A lot of times I’ll ask Don, ‘Is it possible, what I’m thinking of?’ And he’ll say, ‘Sure, we’ve done that for three other organizations.’ That experience really helps.”

Organizations that have no IT strategy in place waste time and money tacking on pieces and parts. Ocala National Bank has both a plan and a technology partner with the knowledge and experience to help take the bank into the future.

“Our organization has 55 employees but we have an IT department comparable to an organization with 1,500 employees,” Kay said. “If your organization is growing and moving to the next stage of development, it’s very reassuring to have a company like Verteks Consulting working for you.”