Mon Am 1130 Document Management And Workflow Systems

Document Management and Workflow SystemsWorkflow Systems

Alan MarshManager – Tax Data Systems

Agenda & Objectives E l ti f D t M t Evolution of Document Management Starting Where You Are Gathering Flowers that are in Reach Widely Used Systems Specific Use Systems Going for the Gold Going for the Gold Getting Buy In

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Evolution of Document Management

P Paper Removable Media Network Storage Document Management Systems Versioning Security Collaboration Workflow

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Starting Where You Are

A l C t P Analyze your Current Processes Develop List of Critical Flaws

D t i d P i iti N d Determine and Prioritize your Needs Increase Efficiency (Time)

d ( ) Reduce Costs (Money) Relieve External Pressure A dit (I t l E t l IRS t ) Auditors (Internal, External, IRS, etc.) SOX

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Gathering Flowers that are in Reach

Di Wh t S t Y H Discover What Systems You Have Communicate with IT T lk t th D t t Talk to other Departments

Evaluate Your Resources Leverage Enterprise Wide Initiatives Taking Baby Steps Keep your Goals in Sight Avoiding Pitfalls

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Widely Used Systems

Documentum Documentum Filenet Sharepoint Sharepoint Other Web Portals Internal Internal External

Sharing without Automatic Versioningg g FTP/SFTP (File Transfer Protocol) DAV (Distributed Authoring and Versioning

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Specific Use Systems Auditor Tools Auditor Tools CCH TeamMate

Audit Management g eAuditRoom

Task and Resource Tracking @T k C l t Ti T ki MS P j t @Task, Complete Time Tracking, MS Project

Tax Calendar eTaxCalendar

Workpaper Management CCH Corpsystem Workpaper Manager

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Going for the Gold Systems Designed Specifically for Tax Systems Designed Specifically for Tax Use Best Practices Experienced Implementation Teams Pre-built dashboards, modules, reports Example: Red Moon eTaxPortal

The Gold Standard The Gold Standard Automatic Integration with Compliance and

Provision Products Examples Examples Thomson Reuters ONESOURCE CORPTax WorkSpace

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eTaxPortal - Tax Portal for Today's

Tax DepartmentTax Department

• Embedded Tax Document Repository– Tax data categorization and taxonomy implementation– Search across projects, documents, tasks, attachments,

messages– Application, Project, Document Access control and Field

Level SecurityLevel Security– Access Logs for SOX Compliance

• Embedded Tax Project Management– Assignment of tasks to tax professionals – Visibility on progress on tasks and capacity of tax– Visibility on progress on tasks and capacity of tax

department • Personalized (Dashboards) for customization • Tax Calendar for tracking filing deadlines & milestones• Robust Audit Room – Document storage and IDR/RAR obust ud t oo ocu e t sto age a d /

processing• Centralized communication & messaging• Publish Tax department specific content • Links to internal, external web pages, analytics tools

d th t t l

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and other tax tools

Getting Buy In Quantify Your Benefits Quantify Your Benefits Add Value Reduce CostsReduce Costs Provide Better Transparency Relieve External Pressure

SOX can be your Friend Utilize your Vendor’s Resources

C S di Case Studies References Marketing to the CFO

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Marketing to the CFO

ACT Forums“When we decided to move away from a shared network drive two years y y

ago (decision based on versioning, security, organization and improved search capabilities) we really only considered Livelink and Sharepoint. If we were going to do it now we would DEFINITELY consider the Thomson and CorpTax tools. Not that we're unhappy with Livelink, but having something so broad-based and not integrated with , g g gour tax systems has gaps. A plus for a Livelink or Documentum, or even Sharepoint, solution is what, if any, plans your company as a whole may have regarding the moving away from shared network drives. In our case, it turns out that our legal department initiated a huge project to send all corporate email through a Livelink instance for g p j p gRecord Retention and Record Holds compliance.” …

“Workflow tools are available in Livelink, but getting support from our IT resources to prototype and build various workflows has been a challenge Perhaps they'll just let me do it in time and I'm working on challenge. Perhaps they ll just let me do it in time, and I m working on that! However, choosing the Thomson or CorpTax workflow solution provides out-of-box solutions”

Brad Blohm, Limited Brands Inc.

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,http://www.taxact.org/forums/permalink.asp?id=97690

Learn More Vendor Expo Today @ 3:30 Vendor Expo Today @ 3:30 Contacts

CCH Workpaper Manager Robert Lapotaire Robert Lapotaire@wolterskluwer com Robert Lapotaire - [email protected]

CCH TeamMate Amy Kean - [email protected]

CORPTAX Workspace CORPTAX Workspace Brian Billett - [email protected] John Kinsey - [email protected]

Red Moon Solutions Red Moon Solutions Kelly Lear - [email protected]

Thomson Reuters ONESOURCE Brad Jowers - [email protected]

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Brad Jowers [email protected]

Questions?Alan MarshAlan MarshManager – Data Systems

Office: 713.753.4902Mobile: 713.302.1189

l [email protected]@kbr.com

http://www.linkedin.com/in/alancmarsh

http://twitter.com/alan_marsh

http://www.facebook.com/people/Alan-Marsh/1255474284

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http://www.facebook.com/people/Alan Marsh/1255474284

Mon Am 1130 Document Management And Workflow Systems

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