The What, Why and How to Help Your Agency Upgrade

its Operating System

Making the XP Switch:

Introduction .........................................................................................3

What Does It All Mean? .......................................................................4

Why It Matters to Your Agency ............................................................6

How to Make the Switch .....................................................................8

Which System to Choose ..................................................................10

Making the Switch .............................................................................12

CONTENTS

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Windows, one of the most popular operating systems, has announced it will be phasing out support on its XP system, with no support offered after April 8th, 2014. If you’re not using XP, this news may not mean much to you and your agency—but if you’re still using XP as your main operating system or still have some old computers running XP then it’s time to sit up and listen. This end in support means an end to using XP, and the beginning of your operating system upgrade.

Switching to a new operating system is normal: new systems are introduced frequently as technology improves. You aren’t the first agency to make this switch and you won’t be the last. Although it may take a little work on the front end, switching over from XP now will all pay off by making your agency run smoother.

This eGuide—which hits the “whats,” “whys” and “hows” of an operating system upgrade—is designed to help you through the transition.

Introduction

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No

No

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So Windows is ending its XP support, but how does this change affect your agency? Specifically, the end of XP support means:

new security updates

“hotfixes” for user–specific issues

technical support for Windows XP

technical support of all Office 2003 products

According to Windows, its support policy grants 10 years of support to its products, and XP’s 10 years are up.

Windows won’t be confiscating your XP system, but sooner or later you will encounter an issue with your operating system, and you won’t be able to find support to fix it. This means a huge headache for you and your agency as you scramble to find someone, anyone, who still works with XP. Chances are you won’t find anyone, and you’ll be forced to move to another operating system anyway.

What Does it All Mean?

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Windows suggests leaving 18 to 32 months for businesses to switch to a new operating system, so if your agency hasn’t switched

yet you’re already behind.

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Why It Matters to Your AgencyYour first instinct may be to dismiss the importance of upgrading your operating system. Everything is running smoothly, so why rock the boat, right? Well, the boat will rock sooner or later, and without upgrading your agency will be left without a life vest. Here’s why it’s important for you to upgrade from XP now:

Avoid going brain–dead: Your operating system is essentially the brain of your computer —it manages your computer’s memory, processes and all of its updates and hardware. Without a Windows–supported operating systems, you’ll be putting your agency’s computers, and their sensitive content, at risk should your system malfunction or fail.

Stay away from security risks: Without frequent updates, your computers will run slower and be more susceptible to security threats and hacks, exposing confidential client info. As time passes without Windows updates, your system will be easier to access and the likelihood of a data–theft disaster will increase by the day.

Stop falling behind: An out–of–date system cannot accept new or updated accounting, database management or marketing software, putting your agency even further behind the technological curve. Even worse, your old operating system will likely be behind your client’s systems, making it difficult to read documents containing pertinent info. This can cause frustration with clients, leaving a bad taste in their mouth regarding your agency’s service.

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To avoid these issues, your agency should move to upgrade your operating system now. By starting now, your employees will have time to adapt to the new system and you’ll begin to experience the benefits of an upgrade such as:

Increased memory space

Enhanced system security

Higher program capability

Faster processing time

Better all–around functionality

These benefits far out–weigh the cost and time necessary to upgrade. And, if you plan out your switch correctly, you will find it’s not as daunting as you think.

Let’s take a look at how you can make your agency’s transition easier.

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Hopefully by now we’ve convinced you to make the switch to a new operating system. Now it’s time to get down to it—what do you need to do to prepare?

Research your optionsYour agency is unique and you know its needs better than anyone. As you look at the system options, take in to account your agency’s size and current software needs. Look

at pricing, knowing you may need to buy new hardware to keep up with your upgrade. Think about your staff: do you have a techie bunch that is excited about getting the latest technology or one that is more nervous about upgrading? Knowing your staff’s level of comfort with technology can help you decide whether to upgrade to the most recent system, or to take a smaller step in your upgrade.

Ensure system compatibilityIt is imperative to ensure all your current software and hardware are compatible with your new system of choice. Call your providers to make sure you have the right versions to

work with your new system. The same is true with your agency’s hardware (computers, printers, etc.). The best way to be sure all hardware and software is compatible is to check with Microsoft. Microsoft support is available to answer questions and provide any support you need.

How to Make the Switch

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Back up your dataYour agency should back up all data, not only before changing operating systems, but also on a consistent basis. We recommend cloud storage for a consistent back–up

system as it provides larger storage capacity and will automatically back–up your files regularly.

The most important files to back up are those tied to your agency management system. Check with your agency management system provider to see if your system has back–up abilities. If not be sure you take care of these files. Even with professional help, glitches can happen, so it’s best to ensure all your data is backed up safely at an external location before moving it from one operating system to another.

Allow for a learning curveNo matter how technologically savvy your agency may be, there will be a learning curve as you switch to a new operating system. Keep in mind that transition is gradual: though

it may take a little longer to perform tasks, your agency will still be able to get work done just as well as before. To aid in your transition, identify a few point people to attend Microsoft training so they can be a resource to your staff. You can also find online tutorials and local training. The goal is to educate yourself and your staff so your transition can go a little smoother.

Once you’re well versed on how to prepare, it’s time to begin your research on which system to choose. This next section looks at your Windows–options for your system upgrade.

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Now that you know the why and how, the next question is, “Where do we go from here?” When it comes to operating systems, there are three that dominate the tech world. Windows, Apple and Linux each have their own versions of operating system, but Windows still holds the crown with over 50% of users, according to web analytics firm Net Applications. Although Windows dominates, Linux and Apple have their fans for their own reasons.

Which System to Choose

Windows

LinuxApple

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As you can see, you’re looking at an interface change and increased memory and speed with each Windows option. Remember to think about your agency’s needs, including your staff’s familiarity with Windows, before making your choice. Take in to account cost, compatibility and system longevity as well. In the end, you know what is best for your agency, and will be able to make a well–informed decision through weighing these factors.

The easiest transition from Windows XP is to move to a newer Windows version. Upgrading within Windows means you’ll get help from Windows professionals who will know XP and your new operating system well. Here’s a quick look at your Windows options:

Released January 2007 Released October 2009 Released October 2012

Closest version to XP Same “Aero” look and instruction in use as Vista

Has all new user interface with multiple tiles for application grouping

Has new look, dubbed “Aero”: a transparent, airy look

Allows you to switch back and forth between windows by covering

Also offers ability to view traditional user interface

Offers more instruction in use, such as text within search boxes letting you know where you are searching (i.e. “Search in My Pictures”)

Has “show desktop” feature to bring you back to your desktop at anytime

Touch activated, but can still be used with a mouse/keyboard

Increased memory and speed from XP Increased memory and security Can synch with mobile and tablets

Will be next to lose support (speculated will end in 2015)

More refined than Vista, but not as fast as Windows 8

Can have multiple windows open at once and view all at same time—called “snap”

Fastest Windows operating system

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Now is your time—you’ve done your research and prepared your agency, all that’s left is making your switch happen. We hope this guide will aid you and your agency during this transition.

As you prepare to upgrade your operating system, it is also important to evaluate your agency’s systems and structures to ensure they are also able to adapt to change. As new technology is introduced at a faster pace, it is important to have malleable systems that can easily adapt to technological upgrades. Because it is such a central part of your agency operations, this is particularly important for your agency management system.

Make the Switch

SIS understands. We take in to account user suggestions along with the changing face of technology to ensure our Partner XE system stays on top of the game and is always ready to take on the latest upgrades. To find out about how Partner XE keeps up with your agency’s needs, contact us at 800.747.9273 or sales@sisware.com.

About SISHeadquartered in Columbus, Ohio, Strategic Insurance Software (SIS) is the team behind

Partner XE– an innovative web–based insurance agency management system that helps

independent agencies streamline workflow and grow their business. Built on a foundation

of strong technology and exceptional service, we’re moving forward with a constant eye on

innovation that will make independent agents’ lives easier.

About Partner XESupporting downloads from nearly 300 carriers, real time interaction, integrated agency

accounting, and much more, Partner XE is a full–featured agency management system at

an affordable cost for the independent insurance agency. For more information, please visit

www.sisware.com

4181 Arlingate Plaza, Columbus, Ohio 43228 | 800.747.9273 | www.sisware.com