Category Archives: Technology

Museum station

Canada’s government announces Start-Up Visa Program

Canada’s federal government recently announced a Start-Up Visa Program aimed at attracting inter­na­tional entre­pre­neurs to the country.

Overall it is sending the right message to global entre­pre­neurs, that Canada welcomes them and their ideas in the hopes of creating jobs in here in an area of growth.

I hope it won’t create an uneven playing field against homegrown entre­pre­neurs, but my contacts in the industry think it’ll be a net positive. Deal flow will increase in Canada, which will benefit existing start-ups and innovators. The rising tide of more money sloshing around this part of the economy will lift all the boats, as it were.

Existing companies stand to benefit from at least one of the explicit goals of the Program, which is to bring in motivated individuals from around the world, deepening the talent pool for all companies.

What do you think?

Dropbox increases maximum free storage via referrals

Dropbox announced yesterday they are increasing the amount of free storage one can earn by referring people to the service!

I wrote a blog post about the service almost three years ago, claiming they made USB drives obsolete. Dropbox offers 2GB of free cloud storage that integrates seemlessly into Windows, Mac and Linux, and more storage (50GB or 100GB) for a monthly or annual fee. They also intro­duced a service for teams, which I could see being very useful for small businesses with remote workers in particular.

The old blog post was very successful for me, as seven people signed up for Dropbox using my referral link, netting me an extra 500MB each time!

If you haven’t yet tried it, give it a shot. The way it integrates with the operating system makes it so easy to use, and the web interface is great for those times when you don’t have admin­is­trator access to your computer but still need to get those files!

Integrate social media efforts across marketing and customer service

Most organi­za­tions likely place social media respon­si­bil­ities primarily (or solely) with marketing, but a recent interview with Cisco’s Marketing Director on WebWork­er­Daily, now part of GigaOM provides some insightful tips and makes the case for spreading it throughout the company, especially to customer service:

The heads of both your marketing and customer service depart­ments should meet regularly. Marketing plans should be shared with — and can even be enhanced by — customer service. Each side should know how to use social media to not only fulfill their own goals but to help one another to get closer to reaching overall company goals.

Ensuring the alignment with the overall strategic plan is the key point, and in many cases KPIs for both groups will be similar. Hopefully customer service is already involved in other marketing efforts, but it’s especially important in the inter­active space of social media. Customer service is better positioned to turn feedback into improve­ments to opera­tions where identified.

Measure results together. As expec­ta­tions are high for tangible returns on social media marketing invest­ments, bring customer service in to help measure, analyze and tell the story of how social media is effective for the company.

Mine social media for more than sentiment. Instead of just looking for the positive, negative and neutral of what customers are saying about a company’s product or service, look for clues to how the public perceives the company as a whole.

Demon­strating a return on social media invest­ments is a challenge for many companies, but collab­o­ration across functions will help. As well, the social media team should build relation­ships with others subject matter experts within the company, so that customer feedback can be informed or addressed by the people best able to do so accurately. Tech companies, such as Google with their official blog, tend to do really well with this.

Building social media compe­tence across the organi­zation should also have the side effect of nurturing respon­sible personal use, which is still a risk, although one which I believe often unnec­es­sarily overshadows the potential for beneficial use of social media to a company.

How are social media respon­si­bil­ities organized in your company?

Opening up Outlook’s data format

In Q4 last year, Microsoft announced through its Inter­op­er­ability @ Microsoft blog that it was planning to open up its propri­etary PST email format used by Outlook.

The data in .pst files has been acces­sible through the Messaging API (MAPI) and Outlook Object Model (two things of which my under­standing is minimal at best), but only if the user has Outlook installed:

In order to facil­itate inter­op­er­ability and enable customers and vendors to access the data in .pst files on a variety of platforms, we will be releasing documen­tation for the .pst file format. This will allow devel­opers to read, create, and inter­op­erate with the data in .pst files in server and client scenarios using the programming language and platform of their choice. The technical documen­tation will detail how the data is stored, along with guidance for accessing that data from other software appli­ca­tions. It also will highlight the structure of the .pst file, provide details like how to navigate the folder hierarchy, and explain how to access the individual data objects and properties.

The documen­tation will be released under Microsoft’s Open Speci­fi­cation Promise, which means that it is protected against patent claims. Other Microsoft Office formats, such as the XML-based .docx and .xlsx, and the older binary formats .doc and .xls, are covered under this promise.

This seems like a big win for users of Microsoft Outlook. Along with CodePlex, which hosts open source projects, it seems like Microsoft is slowly opening things up and making life easier for their customers. It certainly has the potential to make it easier for customers to leave the Outlook platform. From GigaOM:

In the past, if someone was moving from Outlook/Exchange to Gmail or any other platform, there was a pretty tedious process of exporting pieces of data from Outlook into various formats before moving over to the new platform. Basically, once you didn’t have Outlook, that .pst was a useless brick of data. Now in that case you’ll be able to take that .pst file with you and if other apps/platforms build readers, they will be able access that data. So migration to other platforms is a valid use case where there’s some benefit.

Some more ideas as to the reasons why Microsoft is making this change were floated on ZDnet a day after the announcement:

[Rob Helm, an analyst with Direc­tions on Microsoft,] added that he believed Microsoft is trying to wean large customers from storing mail in .PST files or file systems “because doing that makes it hard for organi­za­tions to back up all their e-mail, enforce e-mail retention policies, and locate relevant e-mails during legal discovery.”

Not just retention, but perhaps helping organi­za­tions mine their email data for knowledge which can all too frequently be lost forever if an employee leaves the company? Here’s an idea: How about a tool that will gather infor­mation from emails dating back years and populate a wiki automat­i­cally for new employees?

[Rob Sanfilippo, another Direc­tions on Microsoft analyst] added that .PSTs “are used most frequently for archiving purposes and Exchange Server 2010 includes a new server-based Personal Archive feature that gives users a separate mailbox to use for archiving on the server instead of using a PST.” He said this gives weight to the afore­men­tioned idea that Microsoft is trying to help organi­za­tions get users off PSTs and onto server storage.”

Then, in February of this year, the promised documen­tation was released on the MSDN website. Finally, about a month ago, two open source tools that make use of the documen­tation were released on CodePlex:

  • The PST Data Structure View Tool is a graphical tool allowing the devel­opers to browse the internal data struc­tures of a PST file. The primary goal of this tool is to assist people who are learning .pst format and help them to better under­stand the documentation.
  • The PST File Format SDK is a cross platform C++ library for reading .pst files that can be incor­po­rated into solutions that run on top of the .pst file format. The capability to write data to .pst files is part of the roadmap will be added to the SDK.

The project has seen some exciting progress, which is good news for organi­za­tions that use Outlook. And as you might know, data visual­ization used to enhance under­standing is a favourite topic of mine!

What risk do these devel­op­ments address within Outlook’d organi­za­tions? Knowledge/information management is critical to so many companies. The use, retention and (hopefully) reuse of knowledge developed by employees and stored in email conver­sa­tions within Outlook will be enhanced through this openness.

Has your organi­zation taken these devel­op­ments into account in your audits of knowledge/information management and strategy?

Payroll system conversion horror story

Converting their payroll system has resulted in some serious errors to the tune of greater than $1.5 million for the Fort Worth (Texas) school district.

The school district overpaid employees and former employees at least $1.54 million, according to the [internal] audit. It also found that the district’s payroll system lacked proper controls, was cumbersome and incon­sistent, and included manual paper entries that led to human error.

Aside from the poor conversion, it doesn’t sound like the new system is all that great if it requires manual entries. I’m assuming the entries are needed because the payroll system doesn’t interface with their general ledger system. Additional review controls over the process between systems is required in that case.

Some trustees are seeking an independent audit of the problems to get more assurance that fraud wasn’t a factor and that all the issues have been resolved.

[Trustee Christene] Moss said she wasn’t comfortable with parts of the report in which the [internal] auditors could not determine why various issues happened.

Yeah, I’d be concerned about that too! As well, the auditors aren’t certain that all the overpay­ments have been identified and fixed. I think these are the main reasons why an independent audit is needed. The situation calls for a specific engagement looking at the system conversion process and subse­quent issues.

Board President Ray Dickerson reiterated that he didn’t think there was a need for a costly external audit. He said controls will be put in place.

[…]

Dickerson said the problems that were found are typical in such a transition.

No matter how well you plan and train, once you flip that switch, you’re going to find things you didn’t know,” he said.

Uh, not really dude! And certainly not $1.5 million worth of “things you didn’t know” (on a monthly average payroll of $41 million)!

As a not incon­se­quential footnote, the conversion to a new system was required because the old system’s vendor was no longer going to be supporting it. A quick search for “open source payroll software” turns up many options which will prevent vendor lock-in in the future.

Update: Another story, this one in the Fort Worth Weekly, has more details about the internal audit’s findings and the attempts by the district to have some former employees repay the erroneous amounts.