Griffin & Smith
Strategic IT Review

How your IT environment supports Griffin & Smith's client work and day-to-day operations.

Business Priority	IT Dependency	Current Status	Notes
Accurate client billing	Sage Timeslips and uniFLOW print billing	Healthy	Time and billing run on Timeslips. Printed materials are billed through uniFLOW SmartClient, so it must stay online for billing to be accurate.
Protecting client confidentiality	Microsoft 365 identity, MFA, and endpoint protection	Attention	3 of 10 licensed accounts do not have MFA configured. SentinelOne protects all 15 managed devices.
Secure remote access	FortiGate firewall and FortiClient VPN	Attention	The firewall needs a major version upgrade, and the VPN should move from SSL to IPsec.
Business continuity	Datto BCDR and Datto SaaS Protection	Healthy	Servers are backed up locally and offsite, and Microsoft 365 data is backed up.
Dependable workstations	11 managed workstations	Attention	3 laptops are about 6 years old with expired warranties, and 2 of them run operating systems past support.

Key business applications in use at Griffin & Smith, from Vicinity's software inventory and your firm's application list.

Application	Purpose	Vendor / Platform	Notes
Sage Timeslips	Time tracking and client billing	Sage	Timeslips 2021 on GS-ANC-APP1 and the Timeslips client on 6 workstations
QuickBooks	Accounting and bookkeeping	Intuit	QuickBooks Pro 2024 on 1 workstation, with QuickBooks Server 2021 and 2013 on GS-ANC-APP1. The 2013 version should be reviewed for removal.
uniFLOW SmartClient	Billing clients for printed materials	NT-ware	Installed on 7 workstations. If it is offline, printed materials cannot be billed accurately.
RealLegal E-Transcript Bundle Viewer	Viewing electronic transcripts	Thomson Reuters	Version 6.8.0.29
IP Office Manager Lite	Phone system administration	Avaya	Version 10.1, used with the IP Office 500 V2
Microsoft 365 Apps	Email and Office productivity (Outlook, Word, Excel)	Microsoft	Business Premium licenses, installed on workstations
Microsoft Teams	Meetings and audio conferencing	Microsoft	Audio Conferencing with USA and Canada dial-out is assigned to 7 users
FortiClient VPN	Secure remote access	Fortinet	Installed on 4 workstations. VPN will move from SSL to IPsec.
Express Scribe	Transcription playback	NCH Software	Installed on 1 workstation

This review is based on Vicinity monitoring and discovery data as of October 19, 2026. Device ages and warranty dates come from our asset records.

All 11 workstations report to Vicinity monitoring. Ages are as of October 2026.

Device	Model	Purchased	Age	OS	Recommendation
024083402457	Surface Laptop 3 (13.5 in)	07/2020	6.2 yrs	Windows 11 Home 23H2, past OS support	Replace
DESKTOP-AC9OVL4	Surface Laptop 3 (15 in)	12/2020	5.9 yrs	Windows 10 Pro 22H2, past OS support	Replace
SUR023034202057	Surface Laptop 3 (13.5 in)	07/2020	6.2 yrs	Windows 11 Pro 25H2	Replace
DESKTOP-I8T8KEF	Dell OptiPlex SFF Plus 7010	12/2023	2.8 yrs	Windows 11 Business 25H2	Healthy, continue using
91THHNF	Dell OptiPlex SFF Plus 7010	02/2024	2.7 yrs	Windows 11 Pro 25H2	Healthy, continue using
DESKTOP-GE9BS5B	Dell Pro Micro QCM1250	10/2025	1.0 yr	Windows 11 Pro 25H2	Healthy, continue using
DESKTOP-4BIU1VU	Dell Pro Micro QCM1250	10/2025	1.0 yr	Windows 11 Pro 25H2	Healthy, continue using
DESKTOP-DZVV3D4	Dell Pro Micro QCM1250	10/2025	1.0 yr	Windows 11 Pro 25H2	Healthy, continue using
DESKTOP-0L6U7RM	Dell Pro Micro QCM1250	10/2025	1.0 yr	Windows 11 Pro 25H2	Healthy, continue using
DESKTOP-TKCTPCF	Dell Pro Micro QCM1250	10/2025	1.0 yr	Windows 11 Pro 25H2	Healthy, continue using
DESKTOP-2DSAQ03	Dell Pro Micro QCM1250	10/2025	1.0 yr	Windows 11 Pro 25H2	Healthy, continue using

The two OptiPlex 7010 units have warranties ending in 2027, which can be renewed.

Server	Role	Operating System	Notes	Status
GS-ANC-VM1	Hyper-V host	Windows Server 2022 Standard	Dell PowerEdge R350 that runs the 3 virtual servers below	Healthy
GS-ANC-AD2	Domain controller	Windows Server 2022 Standard	On-premises Active Directory (GS.local). Replaced the retired AD1.	Healthy
GS-ANC-FILE1	File server	Windows Server 2019 Standard	Hosts the mapped network drives. Extended support runs through January 2029.	Healthy
GS-ANC-APP1	Application server	Windows Server 2022 Standard	Hyper-V virtual server that runs QuickBooks Server and Sage Timeslips	Healthy

Device	Details	Notes
Firewall	Fortinet FortiGate 60F	Needs an upgrade to the next major version. VPN should move from SSL to IPsec.
Switch	Fortinet FortiSwitch 148F-FPOE	Monitored by Vicinity
Wireless	2 Fortinet FortiAP FP231F access points	Two networks: GS - Corp and GS - Guest
Directory	On-premises Active Directory (GS.local) in hybrid with Microsoft 365	Domain controller: GS-ANC-AD2
Phone system	Avaya IP Office 500 V2	Managed with IP Office Manager Lite 10.1
Network printers	Canon imageFORCE C5150 and Canon MF1333C	Network printers detected on the network by Auvik
Remote access	FortiClient VPN	Installed on 4 workstations

10 Microsoft 365 Business Premium licenses are assigned. Accounts are grouped here by type.

Accounts	License	MFA
Licensed users (6 accounts)	Microsoft 365 Business Premium	Configured
Licensed users (2 accounts)	Microsoft 365 Business Premium	Not configured
Shared scanner account (1 account)	Microsoft 365 Business Premium	Not configured
Vicinity support account (1 account)	Microsoft 365 Business Premium	Configured

Area	Status	Details
Patch Management	Healthy	Vicinity RMM manages patching on all 15 devices, and 12 of 15 are at 100% patch compliance.
Endpoint Protection	Active	SentinelOne is installed on all 15 managed devices.
Backup / BCDR	Healthy	The Datto BCDR appliance protects the 3 virtual servers with recent local backups and offsite sync. Microsoft 365 is backed up with Datto SaaS Protection.
Identity / MFA	At Risk	3 of 10 licensed accounts do not have MFA configured. Conditional Access requires MFA for admins, Azure management, and VPN.
Network	Review	Firewall, switch, and access points are in place and monitored. The firewall needs a major version upgrade, and VPN should move from SSL to IPsec.
Device Lifecycle	Review	3 of 11 workstations are about 6 years old with expired warranties. 2 of them run operating systems past support.
Server Platform	Healthy	3 servers run Windows Server 2022 and the file server runs Windows Server 2019, which is in extended support.

Control	Solution	Status
Endpoint Detection & Response	SentinelOne on all 15 managed devices	Active
Email Security	Microsoft 365 built-in protection	Active
Multi-Factor Authentication	Microsoft Entra, configured on 7 of 10 licensed accounts	Incomplete
Conditional Access	7 policies, 4 enforced and 3 in report-only mode	Review
Server Backup / BCDR	Datto BCDR appliance with offsite replication	Active
Microsoft 365 Backup	Datto SaaS Protection, all accounts	Active
Firewall / Network Security	Fortinet FortiGate 60F	Review
Patch Management	Vicinity RMM on all 15 managed devices	Active
Microsoft Secure Score	Microsoft 365 Defender	76.3 / 100

• Microsoft Secure Score is 76.3% (207.53 of 272 points) and has held steady since July. 22 recommended actions are open, 2 have regressed, and the Data category scores 0%.
• 3 of 10 licensed accounts do not have MFA configured: 2 user accounts and the shared scanner account. Conditional Access requires MFA for admins, Azure management, and VPN.
• 4 of 7 Conditional Access policies are enforced. The all-users MFA policy and the block legacy authentication policy are in report-only mode.
• 2 laptops run operating systems past support (Windows 10 22H2 and Windows 11 Home 23H2).

• MFA / Identity: Configure MFA on the 3 licensed accounts without it, then move the all-users MFA and block legacy authentication policies from report-only to enforced.
• Firewall and VPN: Upgrade the FortiGate to the next major version and replace SSL VPN with IPsec. This work is covered by the new agreement.
• Unsupported Operating Systems: Replace the 2 laptops running Windows versions past support.

Recommended initiatives for Griffin & Smith as part of the renewal to a new Vicinity agreement.

Initiative	Priority	Timeline	Rationale
Sign the new Vicinity managed services agreement	High	By Nov 30, 2026	The current agreement expires November 30, 2026. The new agreement continues your managed services, backup, and security coverage and includes the firewall upgrade below.
Upgrade the FortiGate firewall and move VPN from SSL to IPsec	High	After renewal	The firewall needs the next major version, and IPsec should replace SSL VPN. Covered by the new agreement and scheduled with a planned downtime window.
Complete Microsoft 365 identity hardening	High	Nov 2026	3 licensed accounts do not have MFA configured. Move the all-users MFA and block legacy authentication policies from report-only to enforced.
Replace the 3 aging Surface laptops	Medium	Winter 2026 to 2027	The laptops are 5.9 to 6.2 years old and their warranties expired in 2021. Two run operating systems past support. The two OptiPlex 7010 units have warranties ending in 2027 that can be renewed.