Choosing the right workflow automation system alliott group(2)
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Transcript of Choosing the right workflow automation system alliott group(2)
Today’s Agenda
Workflow: Why Now?
Joseph P. Manzelli, Jr., CPA.CITPCoordinator of Outsourced Workflow
www.xcmsolutions.com Twitter: @JoeManz
Speaker
Joseph P. Manzelli, Jr., CPA.CITP
• New Coordinator of Outsourced Workflow, XCM Solutions, LLC
• Former Director of Operations at New York City-based Fuoco Group
• Led Fuoco Technology consulting group and firm’s strategic IT initiatives
• Led firm’s move to completely digital operation and helped to achieve rapid growth
• Frequent speaker and consultant on paperless initiatives and virtualization for better use of cloud computing
• Significant Productivity Improvements• Greater Employee Satisfaction• Enhanced Client Service• Improved Compliance
Why Workflow?
My Firm’s Journey• Full-Service Accounting & Consulting Firm• Five Offices: 2 in New York, 3 in Florida• Rapid Growth from 6 to 75 people in seven years• Focused growth strategy:
– Recruit quality staff; professional development– Engage in selective M&As– Take progressive approach to technology adoption– Continuous share/learn practice betterment cycle
Productivity
What is workflow?Process standardization & automationKnowledge managementAccountabilityIndividual work managementResource managementTeam collaborationCompliance & QCEase-of-use/ScalabilityImplementation & trainingSystem, integrationCost
Process Automation
Pre-defined statuses that can be turned on and offCustom statusesLinear and horizontal processesWorkflow mappingQuality control alertsManage re-occurring activitiesManage bulk processesAutomatic project creation/Roll forward
Knowledge Management
Robust reporting – standard & customException and bottle neck reportsProject-related files and detailsEasily searchable and actionable dataQuestions, review points, instructionsAutomated archiving and purgingAnnual comparisons
Accountability
Staff developmentStatus details on a particular projectView all WIP, or specific workloadFirm-defined user rights
Individual Work Management
Virtual desktopAbility to organize, assign difficulty and prioritySupport scheduling/work assignmentAssign individual or group roles, skills and expertiseTime summary support
Resource Management
Move responsibility within teamCross-team collaborationSupport question/review cycleReal-time workload balancingIntegrated schedulingBudgeting support
Compliance and Quality Control
Full tracking capabilitiesFull due date management capabilitiesCustomizable sign-offsQuality control checks and exception alertsExtension trackingE-File process managementCustomizable checklistsSupport for data retention policies
Ease-of-Use/Scalability
Intuitive interfaceLogical designSmall learning curveAdaptable to current process and anticipated future needsFlexible and scalable – roll out to additional users, processes, departments, officesBalance between built and build
System Considerations
Vendor’s reputationEasy maintenanceRemote user support & mobile accessMulti-office supportFirm-wide systemDocument storage integrationPractice management integration
Implementation & Training
Complexity of infrastructure deployment and administrationCustomary implementation timeIT involvementTraining – basic and intermediaryOngoing training and best use opportunitiesFlexible training optionsDedicated support resourcesFeature upgrades/enhancementsVendor reputation
Cost
Base product pricingLength of contractAvailability and price of optional capabilitiesAdministrative costsTraining costsPotential impact on head count/overtimePotential impact on user productivity and departmental efficiency
• Significant Productivity Improvements• Greater Employee Satisfaction (ability to
empower employees)• Enhanced Client Service• Improved Compliance• You do not want to be left behind• What’s out there for you?
Why Workflow NOW?
Resources
• AICPA, State Societies• Networks & Associations• Consultants, White Papers• Seminars, Webinars• Web Sites: TotallyPaperless.com,
CPAFirmTech.com• Media – Best Practices, Product
Reviews• Vendor Trainings, User Groups
www.cpa2biz.com/workflow