Choosing the right workflow automation system alliott group(2)
Today’s AgendaWorkflow: Why Now? Joseph P. Manzelli, Jr., CPA.CITP Coordinator of Outsourced Workflow www.xcmsolutions.com Twitter: @JoeManz
Speaker • 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 rapidJoseph P. Manzelli, Jr., growth CPA.CITP • Frequent speaker and consultant on paperless initiatives and virtualization for better use of cloud computing
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
What is workflow?Process standardization &automationKnowledge managementAccountabilityIndividual workmanagementResource managementTeam collaborationCompliance & QCEase-of-use/ScalabilityImplementation & trainingSystem, integrationCost
Process AutomationPre-defined statuses that can be turned onand offCustom statusesLinear and horizontal processesWorkflow mappingQuality control alertsManage re-occurring activitiesManage bulk processesAutomatic project creation/Roll forward
Knowledge ManagementRobust reporting – standard & customException and bottle neck reportsProject-related files and detailsEasily searchable and actionable dataQuestions, review points, instructionsAutomated archiving and purgingAnnual comparisons
AccountabilityStaff developmentStatus details on a particular projectView all WIP, or specific workloadFirm-defined user rights
Individual Work ManagementVirtual desktopAbility to organize, assign difficulty and prioritySupport scheduling/work assignmentAssign individual or group roles, skills andexpertiseTime summary support
Resource ManagementMove responsibility within teamCross-team collaborationSupport question/review cycleReal-time workload balancingIntegrated schedulingBudgeting support
Compliance and Quality ControlFull 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/ScalabilityIntuitive interfaceLogical designSmall learning curveAdaptable to current process and anticipatedfuture needsFlexible and scalable – roll out to additional users,processes, departments, officesBalance between built and build
System ConsiderationsVendor’s reputationEasy maintenanceRemote user support & mobile accessMulti-office supportFirm-wide systemDocument storage integrationPractice management integration
Implementation & TrainingComplexity of infrastructure deployment andadministrationCustomary implementation timeIT involvementTraining – basic and intermediaryOngoing training and best use opportunitiesFlexible training optionsDedicated support resourcesFeature upgrades/enhancementsVendor reputation
CostBase product pricingLength of contractAvailability and price of optional capabilitiesAdministrative costsTraining costsPotential impact on head count/overtimePotential impact on user productivity anddepartmental efficiency
Why Workflow NOW?• 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?
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
Questions? Joe.Manzelli@xcmsolutions.com Twitter: @JoeManz www.slideshare.net/joemanz13American Institute of CPAs
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