The Challenge
Running Caselle on-premises meant the county's finance data lived on a physical server on-site, which came with several limitations:
- Server reliability issues. The county experienced periodic server disruptions that required IT to intervene and reset the server, sometimes during high-priority periods like payroll week. In one instance, resolution was delayed because the county's IT contact was traveling, leaving the office without support at exactly the wrong time.
- No remote access. Caselle was only accessible from desktops inside the building. Staff could not retrieve information during commission meetings or while working offsite, which limited flexibility, including for staff requesting remote work arrangements.
- Ongoing IT overhead. The office spent 2 to 3 hours per week managing server-related issues and updates, alongside standing concerns about disaster recovery given Utah's wildfire season.
The Solution
Following an incident involving delayed IT support, the county began evaluating alternatives to its on-premise setup. Caselle presented Cloud Hosting as an option, and the county's Clerk Auditor's office, IT department, and Caselle's team collaborated to evaluate the solution. Once the projected time and cost savings were presented to the Board of Commissioners, approval followed.
The migration included:
- Migration to Caselle Cloud Hosting, removing the need for on-site server management.
- Direct implementation support from the Caselle team throughout setup.
- Two-factor authentication, added for enhanced login security.
The Results
Caselle now monitors the systems that keep county operations running. In the hosted environment, Caselle's team proactively monitors the services behind Connect Online, so issues that once required local IT intervention are caught and handled before they disrupt staff, including during payroll weeks.
The office has real-time access during meetings. Staff can now open Caselle mid-commission-meeting to answer a question about a budget line or a vendor on the spot, instead of promising a follow-up later.
Day-to-day work didn't change, and that's the point. The cloud version runs exactly like the old one minus the server failures: no slowdown, no new workflow to learn beyond logging in.
The underlying worry is gone too. Wildfire season used to come with a quiet concern about backups and data loss. Now it doesn't.
