Case Studies
Financial
- Building a Start-up Investment Firm’s Technology Infrastructure from the Ground Up
- New England Insurer Gets Modernized IT Infrastructure and Systems
- How we helped a New Haven-based credit union manage their NCUA (National Credit Union Administration) compliance and their IT needs after losing their one tech person
- New England Insurer Gets Modernized IT Infrastructure and Systems
Client
A start-up investment company backed by vast resources delivering boutique-style, one-to-one level attention to detail in creating personalized solutions focused on the best outcomes to meet the goals of their clients and families.
Coming from an extensive background in financial advising, their Managing Director was looking to bring their core values—delivering value, service excellence, and stability—to the forefront of the organization.
Challenge
The business was being started from the ground up, including the network and related technology.
The Managing Director chose Cooperative Systems to design and build her IT infrastructure and security. We were able to quickly assess her needs and design the network, work with vendors to build the network and IT infrastructure, install the cabling, and get her new office up and running.
Solution
Because the business was starting small with plans to grow, our processes and hardware and software choices had to be scalable with the firm’s expansion to ensure future success.
Coopsys also advised and supplied the programs and services needed for security in a highly regulated industry.
Once the network infrastructure was in place, Coopsys designed an ongoing support package to provide day-to-day IT support and end-to-end security that would promote both high levels of productivity and business continuity. Cooperative Systems’ 24-7 proactive remote management and monitoring, ensured that PCs and servers were patched and monitored for performance, issues, and security. When help was needed, our 24/7 help desk was just a phone call or email away. A team, including a dedicated engineer and account manager, was assigned to the firm for ongoing planning, budgeting, and troubleshooting.
The Managing Director was able to open her new company as scheduled, with Cooperative Systems by her side to put the right technology in place—now and going forward—and help navigate the often complicated technology and security regulations within the financial industry to ensure they remain compliant with all current standards.
With the firm’s technology and security handled, she has the confidence to continue to focus on growing her business.
Client
A nonprofit recovery center focused on holistic, research-driven behavioral health treatment and offers a variety of addiction and mental health services. The Hartford, CT-based organization has 300 employees and serves nearly 6,000 adult and teen patients daily.
The organization was looking for an outsourced managed IT services partner to transition from an in-house IT department.
Challenge
In addition to moving to an outsourced provider, the organization was growing at a rapid pace and needed to better standardize, streamline, and secure their technology so they could easily scale as needed.
They connected with Cooperative Systems to transform their IT infrastructure and systems. When it came time to build a new facility, CoopSys worked together with their team throughout the process. Since technology is central to the success of their service delivery model, this new facility provided the perfect opportunity to create a “model” facility that all facility buildouts going forward would emulate.
Solution
Prior to the construction of the new facility project, Coopsys focused its efforts on tech improvements across all their existing facilities. This included standardizing their equipment, streamlining their data and workflows, and implementing a robust cybersecurity program. During this time, we transitioned them to O365 Office Suite, installed a VoIP phone solution, and upgraded their hardware and infrastructure to best support their ongoing growth. This process enabled us to bring all their systems up to modern standards, which laid the right foundation for the new center’s technology “model.”
For the new center, we participated in all stages of the new construction, from the early planning sessions to the grand opening and beyond. In addition to working on technology for the facility, we simultaneously continued to manage and support IT across their other 10 facilities.
The new facility also required multiple technology vendors to implement the plan, which included setting up connectivity, installing cabling, and more. Having that many IT-related vendors around can lead to unintentional errors. To prevent this, we coordinated and managed the additional tech vendors and their deliverables. We also worked with them on placement, access, and troubleshooting any issues that arose.
Lastly, the new center needed an audio/video (AV) setup for videoconferencing purposes and to meet patient education needs. We assisted them by finding and vetting the right AV vendor, who delivered a quality setup.
The recovery center experienced multiple benefits as a result of their technology decisions. First, the center operated more efficiently, with the ability to serve more patients. In fact, on its first day of operation, all patients were served. They were able to transition their team and work to the new center with minimal work disruptions while providing a seamless user experience. For example, a worker can move between different facilities and be instantly and securely connected to any systems on their network. In addition, the new facility can serve as the technology “model” for future new centers.
Client
An established New England Insurance company. For more than a century and a half, the company has offered coverage for individuals, families, and businesses. They serve many Connecticut communities, including Willimantic, Mansfield, Storrs, Columbia, Colchester, Andover, Bolton, Tolland, Norwich, East Lyme, Groton, Waterford, Mystic, and New London.
Challenge
Overall, the insurer came to Cooperative Systems seeking a strategic plan to guide their IT modernization process and spend. That included upgrading, standardizing, and modernizing their IT infrastructure and systems with the goal of increasing operational efficiencies, customer satisfaction, and profitability. In addition, they wanted a solution that would complement their on-premise servers and network with a hybrid cloud platform to allow for remote work and improved ability to recover from an adverse event.
We began our partnership with a thorough assessment of their IT infrastructure and systems. We took notes on their technology challenges and learned more about their larger industry technology goals. After we completed the assessment, we identified their IT gaps and greatest risks, which helped us create a technology roadmap and assign priorities.
Solution
Initial implementation was focused on consolidating and optimizing their IT infrastructure to follow our rigorous standards, which also helped them meet regulatory compliance requirements mandated by the insurance industry.
Lastly, we implemented a hybrid cloud solution so they would be able to continue their operations during an adverse event or when team members needed to work remotely. We walked them through the entire transition to ensure a smooth process and successful result.
The firm’s IT environment was more effective and secure. They increased operational efficiencies enabled them to eliminate paper waste by moving them to digital files. These enhancements reduced labor-intensive tasks so they could respond more quickly to clients, which led to an increase in customer satisfaction. The cloud enabled them to continue business operations during an adverse event. All of these IT improvements helped them increase their profitability.
Client
A Connecticut-based manufacturer of specialized equipment for orbital pipe, tube, tube-sheet and pipeline welding systems, using GTAW, FCAW, and GMAW welding processes. The company supplies equipment to major contractors worldwide and serves multiple markets including the aerospace industry, fossil fuel power generation industry, cross-country oil pipelines, and many more.
Challenge
The organization came to Cooperative Systems needing to address several IT-related issues such as the replacement of aging equipment and software, installing cabling for an office expansion, and upgrading their ERP as their current version was no longer being supported.
Solution
To meet those needs, Coopsys designed and implemented a complete network overhaul while keeping outages to a minimum during the initial IT upgrades. This included upgrading all their PCs to the newest version of Windows, moving their server and network infrastructure, and installing new switches and cabling for increased cybersecurity.
In addition, we modernized their office operations by moving their office applications and email to the cloud. This included shifting them from an onsite Microsoft Exchange server to Microsoft Office 365 suite, a hosted, online version of the same software.
Finally, we upgraded their ERP solution system to a more stable, supported version.
Overhauling the manufacturer’s network and software enabled them to increase their technology capacity while creating a more stable, secure, and efficient environment. Moving their office operations to the cloud further enhanced their cybersecurity and better supported their business continuity planning.
Client
A New Haven, CT community-based healthcare organization with five offices and 100 employees.
Challenge
The organization approached Cooperative Systems seeking technology upgrades designed to increase their productivity and security posture while still complying with rigorous Health Insurance Portability and Accountability Act (HIPAA) regulations. Realizing their goals required a team of managed IT services experts.
To best understand the current state of the healthcare organization’s IT infrastructure and operational processes, Cooperative Systems performed a comprehensive technology assessment, during which we gathered data and conducted interviews with the executive team.
Once our information collection process was complete, we analyzed our findings and produced a report, which revealed that the nonprofit’s largest and most pressing issue was the need to fortify their cybersecurity protections to ensure HIPAA compliance. After discussing the report and prioritizing the client’s needs, we created a plan to identify and implement the proper solutions.
Solution
The first step was to migrate them from their provider’s hosted email platform to their own Microsoft 365 Microsoft Nonprofit Tenant for email, file storage, and collaboration. Then, we implemented Proofpoint email security, giving them AV/Spam protection, email encryption, and archiving to comply with HIPAA for Personal Identifiable Information (PII) protection requirements.
Then, we migrated their data to SharePoint and Teams to remove their reliance on traditional, on-premises file servers. This gave them greater flexibility to work remotely and still be HIPAA compliant.
Once we’d migrated them and their data to the Microsoft ecosystem, we focused on “hardening” (e.g., securing) their IT environment. This included implementing Duo multi-factor authentication to protect Microsoft 365 logins. In addition, we configured their Skykick Backups to capture and store copies of their entire Microsoft 365 organization up to six times a day with unlimited retention. Skykick was an important supplemental component since Microsoft, unfortunately, doesn’t directly offer adequate backup functionality.
Finally, due to the increase in phishing and social engineering scams, we provided robust cybersecurity awareness training using KnowBe4’s cybersecurity educational resources for the organization’s entire staff. Part of the training included simulated phishing emails designed to reinforce a “think before you click” mindset. Employees are still the first line of defense against threat actors.
The organization’s increased cybersecurity posture helped them to become fully HIPAA compliant. In addition, their staff was able to work remotely anytime, anywhere. Their ability to communicate and collaborate both internally and externally improved dramatically. Their staff is more cybersecurity aware and educated on the latest threats and email phishing tactics used by cyber criminals.
Client
The nonprofit Mark Twain House & Museum is the national historic landmark home of America’s most beloved author, Samuel Clemens. Based in Hartford, CT with 20 employees, the museum provides tours of the restored home and offers activities and educational programs that expound on Clemens’ background and legacy.
Challenge
Due to budgetary constraints, the museum had fallen behind in IT security posture, causing major productivity delays and security risks. Employees were working on computers, laptops, and servers that were over 10 years old. Equipment that’s past its end-of-life cycle is more prone to malfunctions and security compromises. Cooperative Systems worked with the Mark Twain House & Museum to provide budget-friendly solutions to help their organization run at its fullest potential.
Solution
Because the museum was working with end-of-life equipment, Coopsys’ first priority was to replace their old hardware with new, standardized laptops and PCs for easier use and management. To address cybersecurity concerns related to their existing servers, Coopsys migrated them to a cloud solution to boost security and increase internal productivity through the use of Microsoft Office. Coopsys also implemented multi-factor authentication to improve the security of their email and other sensitive files.
By moving tech expenses to OPEX rather than CAPEX, Coopsys was able to work with the museum’s tight budget to provide an affordable solution that can be easily maintained and updated through a cloud solution. With their new equipment, staff were able to boost their productivity with faster equipment and streamline their processes by storing their files in the cloud.
The Mark Twain House & Museum was able to better serve their patrons simply by working on computers that were faster. Staff can now be more productive, work remotely, collaborate digitally-all while staying secure through tight cybersecurity policies.
Client
This New Haven credit union has been serving the financial needs of teachers and other public servants of the education system for over 83 years. Along with offering banking services and loans, they also advise their clients on managing their finances and smart ways to budget.
They previously had one person who oversaw all aspects of their infrastructure, cybersecurity, and overall technology. After their tech person left, the credit union found themselves in a tricky situation; no one knew where to begin maintaining their tech and compliance.
After reaching out to neighboring credit unions for advice, they found us.
Solution
Going in, we knew the single most important thing to do was prevent ransomware and other attacks. We immediately implemented a multilayered approach to their cybersecurity. Though the credit union had some security components in place such as firewall, AV, DNS filtering and blocking, they did not have enough layers to protect them from complex cyber threats.
They lacked cybersecurity tactics and strategies that could detect zero-day threats as well as unusual activities on user accounts. They were also unable to quickly capture and analyze event activities on their system. This type of information is valuable as it points out any system vulnerabilities. These security gaps left them highly vulnerable to attacks and breaches.
To reduce their security risk, we implemented Endpoint Detection and Response (EDR) and Security information and event management (SIEM) onto their systems. EDR is an instant detection tool and is the last defense in the endpoint to stop attacks when there isn’t a definition for it. SIEM (SIM) is a logs aggregator and analyzer. It reviews all recorded activities for any suspicious activity and makes them readable.
Because of the added protection of having EDR and SIEM in their cybersecurity the credit union’s infrastructure was able to successfully meet NCUA compliance. Due to the nature of their business and industry regulations, staying compliant is one of their top priorities.
With the use of a multi-layered security solution, the credit union’s team is empowered to work securely inside and outside of their offices while still meeting compliancy requirements.
Client
A global aerospace manufacturing company specializing in complex aerospace engine components for demanding applications. They help clients solve engineering and production challenges.
Challenge
Due to the nature of their industry regulations and customer needs, the manufacturer needed to improve their cybersecurity program to protect their proprietary data and network against the evolving threat landscape. They came to Cooperative Systems seeking to establish a scalable, effective, and far-reaching security solution.
Solution
First, Coopsys performed a comprehensive cybersecurity assessment and analysis to identify their risks and any gaps in security coverage. Using information from the assessment and analysis process, we then created a cybersecurity roadmap to set priorities, implement solutions, and monitor our progress ongoing.
Because cybersecurity programs are multifaceted, we implemented a variety of security strategies, tools, processes, and policies to help them better track, control, and restrict both internal and external access to their data, line-of-business applications, and network.
Lastly, we evaluated and upgraded aging hardware, outdated software, and poorly configured networks since any failures could lead to significant security risks.
The manufacturer’s enhanced, scalable cybersecurity program prevents the loss of their product intellectual property both inside and outside the organization. This advanced approach gives them more control over who has access to proprietary data and from where it can be accessed. They’re also better prepared to meet stringent industry regulatory requirements.
Client
A 6,500-square-foot Ambulatory Surgery Center (ASC) in Newington, New Hampshire, with two operating rooms and equipped with cutting-edge technology, providing professional, efficient care to the community at large. ASCs, also known as outpatient surgery centers, are health care facilities where surgical procedures are performed that do not require an overnight hospital stay, which can result in cost savings to the party responsible for patient’s health care payments.
Challenge
They were building a new center in the New England region and needed to make sure their technology was efficient and secure from the get go. They hired HDA Enterprises for their new construction and HDA invited us to partner with them again for this build out. (We’ve partnered with HDA on a number of new healthcare center construction projects in the past.)
Solution
We were involved from the beginning of the buildout so that we could review the blueprints and understand where everything was laid out, so that we could advise on the network design (i.e., where to put the network drops, computers, internet, phone lines, cabling, etc.). Then, we ordered the necessary equipment and installed the infrastructure.
Next it was time to get all the IT infrastructure and systems up and running. This included multiple rounds of testing and customizations to ensure that the technology worked optimally for the intended cases and end users.
Throughout the buildout process, we developed a disaster recovery plan and incorporated the necessary redundancies so the center could respond and recover quickly during an adverse event. This included a 4G failover in case of internet failure and a direct fiber connection between their location and a SOC 2 data center, which guarantees 99.99% uptime. (SOC 2, or Service Organization Control Type 2, is a cybersecurity compliance framework developed by the American Institute of Certified Public Accountants [AICPA].)
Lastly, we increased their business resiliency and continuity by storing their data and servers in a SOC 2 datacenter.
The surgery center now has an efficient and secure IT infrastructure and systems to support day-to-day timely and important patient care. In addition, they have a disaster recovery plan and multiple fail safes in place to protect their operations and patient care in case of an adverse event. Lastly, they have ongoing IT Services support to help maintain stable and secure operations.
Client
A Bristol, Connecticut manufacturer has been designing and implementing material handling systems, conveyor systems, and automated warehouses for over 30 years. They collaborate closely with distribution and manufacturing clients to integrate solutions that utilize external material handling technologies while maximizing the profitability of their operations.
Challenge
The company’s internal IT staff person left for another opportunity, which forced them to look for an immediate replacement. They needed someone who had a wide breadth of experience and could hit the ground running. They turned to us for help.
Due to their accelerated timeline during the height of the pandemic, we worked with the manufacturer to determine which areas of support and IT infrastructure needed immediate attention and which parts could be implemented later. Then, we addressed their top priorities first, which included setting up remote access for all employees, setting up backups and upgrading old hardware and other IT components.
Solution
Our first step was to set up remote management for all of their servers and workstations as well as a secure VPN. We also worked to strengthen their network infrastructure to improve the performance of their VPN. In addition, by migrating them to the cloud, we were able to provide them with a reliable and robust backup solution.
Lastly, since some of their IT equipment was reaching its end-of-life, we upgraded them to newer and more secure PCs, laptops, and servers.
By putting a remote work access system in place, the manufacturer could offer a work from home or hybrid work option to keep their staff safe during COVID-19. In addition, a strong backup solution will help keep them operational during any adverse events. Also, regularly replacing end-of-life IT equipment will help reduce their cybersecurity risks and prevent costly downtimes.
Client
An established New England Insurance company. For more than a century and a half, the company has offered coverage for individuals, families, and businesses. They serve many Connecticut communities, including Willimantic, Mansfield, Storrs, Columbia, Colchester, Andover, Bolton, Tolland, Norwich, East Lyme, Groton, Waterford, Mystic, and New London.
Challenge
Overall, the insurer came to Cooperative Systems seeking a strategic plan to guide their IT modernization process and spend. That included upgrading, standardizing, and modernizing their IT infrastructure and systems with the goal of increasing operational efficiencies, customer satisfaction, and profitability. In addition, they wanted a solution that would complement their on-premise servers and network with a hybrid cloud platform to allow for remote work and improved ability to recover from an adverse event.
We began our partnership with a thorough assessment of their IT infrastructure and systems. We took notes on their technology challenges and learned more about their larger industry technology goals. After we completed the assessment, we identified their IT gaps and greatest risks, which helped us create a technology roadmap and assign priorities.
Solution
Initial implementation was focused on consolidating and optimizing their IT infrastructure to follow our rigorous standards, which also helped them meet regulatory compliance requirements mandated by the insurance industry.
Lastly, we implemented a hybrid cloud solution so they would be able to continue their operations during an adverse event or when team members needed to work remotely. We walked them through the entire transition to ensure a smooth process and successful result.
The firm’s IT environment was more effective and secure. They increased operational efficiencies enabled them to eliminate paper waste by moving them to digital files. These enhancements reduced labor-intensive tasks so they could respond more quickly to clients, which led to an increase in customer satisfaction. The cloud enabled them to continue business operations during an adverse event. All of these IT improvements helped them increase their profitability.