The PD-Trak system can be migrated to an internally hosted
solution should this become a requirement.
Daily On Site Data File Backup -
All data files are backed up nightly to a secure cloud storage volume.
Daily backups are retained for one week.
Daily Off-Site Backup - A back up of
all data files is maintained with nightly updates using
MozyPro.
Weekly On Site Data File Backup -
All data files are backed up weekly to a secure cloud storage volume.
Weekly backups are retained for four weeks.
System On Site Backup - The entire
server is backed up once per week (operating system, data files and user
account data).
User Access
Only authorized users are allowed to gain access to
the hosted server. PD-Trak
maintains the user list and the required licensing that must also be
maintained to provide remote access.
The client provides a list of users who will require access to
their server, and PD-Trak will establish the accounts and setup security
to prevent access to system files or other sensitive data.
Each user will be contacted via email to provide the login
credentials and instructions needed to gain access to the system.
Once the user has access to the system, they will be able to
change the default password created by PD-Trak Solutions.
If the user loses or forgets their remote access
user password, a new password will be generated and sent by PD-Trak
Solutions. This process is
handled by sending an email to PD-Trak support
(support@pd-trak.com), and they will send the new password to the email
account that is on file for that user.
If the user needs to change the contact email, they
can contact PD-Trak support (support@pd-trak.com).
Maintenance
Routine server maintenance will be performed by
PD-Trak IT staff. This
includes updates of installed applications, installing needed patches,
and installing Windows updates. Normal
maintenance will typically not require interruption of service, but
there will be occasions where an operating system update could cause the
need for a system restart.
PD-Trak will provide advanced notice of any updates that cause a service
interruption.
Data Storage
Each client server is initially allocated 10GB of
storage space at no additional cost.
Additional storage can be purchased at $0.15 per GB per month.;
Data Required to Configure the Hosted PD-Trak System
A request for information will be sent to the
client prior to setting up the hosted system including number of users,
user names and e-mails, estimate of document storage needs, MS Office
and MS Project (if applicable) version.
Click here to download the hosted service pricing calculator.
The licensing fees for Microsoft products below are
one time fees, not annualized. All licenses are owned by the client and
can be transferred to the client upon request. Note that costs may be reduced by leasing licenses from
Microsoft.
This section describes the pricing structure for
the hosted service and Microsoft software license fees (not including
the PD-Trak application).
See following section for summary pricing examples for common deployment
scenarios.
Reducing License Costs by Using Shared User Accounts
Licenses are required for each user session.
We recommend that you allocate dedicated user accounts for power
users but costs can be reduced by allowing low level/occasional users to
share a user account e.g. PDTrakUser7 might be shared by 5 users.
With this approach, if a user is connected when a second user
logs on using the same user name, the first user will be disconnected.
The second user will know that someone else was running a session
since their session will pick up where the first user session left off
i.e. whatever documents were being viewed/modified by user one will now
be available and visible to user two.
Should this occur the second user should log off immediately
thereby allowing the first user to log back on and continue their
session – no data is lost in this scenario.
With regards to MS Office and MS Project, an Open
License is required for each user account that is set up.
If your company has already purchased licenses under the Open
License program for Office then this covers the use of Office on the
PD-Trak server. If not, then
Open Licenses must be purchased when the system is set up.
If you already have Open Licenses you will need to provide
PD-Trak Solutions with download information for the version of Office
and Project that you have purchased under your Open License agreement so
that this can be installed on your hosted server.
Set Up Fees
These are one time fees incurred when the system is
initially set up.
Create and Configure Hosted Server
$2,000.
This fee covers the creation of the virtual server, connection to
cloud storage, configuring data backup options, user account set up,
purchase and installation of licenses (see below for more details on
license requirements).
Microsoft Software Licensing
All users require a
license for Windows and terminal services.
With regards to licensing
for MS Office, licenses must be purchased for each user unless the
client has a Microsoft Open Licensing agreement in place.
This requirement also applies to those users that will run MS
Project.
Windows user license cost:
$25 / user (5 minimum)
Terminal services user
license cost: $71 / user (5
minimum)
Microsoft Office user
license cost: $325 / user (5
minimum)
Microsoft Project user
license cost: $425 / user (5 minimum)
Annual Fees (Recurring)
Hosting Fees
|
Users
|
Price (US$)
|
|
1 - 20
|
2,600
|
|
21 - 50
|
5,000
|
|
51 - 100
|
10,000
|
The number of users is
agreed upon at the start of each annual period.
If additional users need to be added during the annual period
that increases planned users to the next tier, the pro-rated incremental
hosting fees will be billed.
If GoGrid increases prices during the annual period, these costs
increases will also be passed through to the client.
File Downloads and Data Storage
The hosting service incurs
costs for file downloads at a rate of $0.50 per GB.
There is no charge for file
uploads.
File storage is charged at
a rate of $0.15 per GB per month.
The client is billed an
estimated amount to cover the cost of file downloads and storage, based
on estimates. If the actual
charges incurred exceed this amount, the client will be billed the
difference when the annual PD-Trak license is renewed (or maintenance
fees renewed for the perpetual license).
If a credit remains, this will be transferred to the next year.
Note: PD-Trak Solutions retains
the right to bill the client at any time if fees incurred exceed amounts
held in credit. If GoGrid
increases prices during the annual period, these costs increases will
also be passed through to the client.
Offsite Backup
PD-Trak uses Mozy Pro for
offsite backup at a cost of $0.50/GB/mo.
This site maintains an exact duplicate of the PD-Trak file set
with backups performed nightly.
Technical Support
Technical support for the
hosting service includes setting up new user accounts and resolving user
issues. (Technical support for the PD-Trak software is covered
separately under the PD-Trak software license fee).
Technical support for the
hosting service is provided in 30 minute increments with a 30 minute
minimum at an hourly rate of $150.
The client is required to purchase a minimum of 4 hours initial
support. Additional 4 hour
blocks will be billed in advance as needed to maintain a positive
technical support balance. (We recommend that new users be added in
batches to minimize technical support costs).
Pricing Examples
Scenario 1
Users: 1-20
Client already has Open License Agreements for
Windows, Terminal Services, MS Office and MS Project.
20GB primary storage, 50GB backup storage
10GB/mo downloads
One Time Set Up Fees
Hosted server set up:
$2,000
Annual Fees
Hosting costs:
$2,600/yr
File downloads:
$60 + $240 (offsite backup)
Data storage: $126
Offsite backup: $120
(estimated)
Technical support (4 hours
per year): $600/yr
Totals
Total year 1 hosting fees: $5,796
Recurring hosting costs (subsequent years): $3,796
Scenario 2
Users: 1-20
20 license sets required for Windows, Terminal
Services and Office
5 user licenses require MS Project licenses
20GB primary storage, 50GB backup storage
10GB/mo downloads
One Time Set Up Fees
Hosted server set up:
$2,000
Microsoft licensing fees:
$4,045
License admin fee: $500
Annual Fees
Hosting costs:
$2,600/yr
File downloads:
$60 + $240 (offsite backup)
Data storage: $126
Offsite backup: $120
(estimated)
Technical support (4 hours
per year): $600/yr
Totals
Total year 1 hosting fees: $16,341
Recurring hosting costs (subsequent years): $3,796
Scenario 3
Users: 21-50
Client already has Open License Agreements for
Windows, Terminal Services, MS Office and MS Project.
200GB primary storage, 500GB backup storage
100GB/mo downloads
One Time Set Up Fees
Hosted server set up:
$2,000
Annual Fees
Hosting costs:
$5,000/yr
File downloads:
$600 + $2400 (offsite backup)
Data storage: $1260
Offsite backup: $1200
(estimated)
Technical support (16
hours per year): $2,400/yr
Totals
Total year 1 hosting fees: $14,910
Recurring
hosting costs
(subsequent years): $12,910 
