Hilary Haydon, How IT helped me grow my Practice. ICAI IT Seminar
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Hilary Haydon, How IT helped me grow my Practice. ICAI IT Seminar

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At each event, speakers from successful practices will give a case study on how they used IT to assist in the expansion of their practices and how they see IT assisting with the challenges of ...

At each event, speakers from successful practices will give a case study on how they used IT to assist in the expansion of their practices and how they see IT assisting with the challenges of succession planning.

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Hilary Haydon, How IT helped me grow my Practice. ICAI IT Seminar Hilary Haydon, How IT helped me grow my Practice. ICAI IT Seminar Presentation Transcript

  • How IT helped us grow our practice Presented by: Gordon Wilson ACA Director of Corporate Finance and Information Technology Hilary Haydon & Company Chartered Accountants Dublin Cork Balbriggan
  • Practice Overview
    • Established in 1990
    • Offices in Dublin, Cork and Balbriggan
    • Specialist sectors include - retail pharmacy, nursing homes, hotels and leisure, franchising, legal services, property development, IT industry, renewable energy, farm accounts.
    • 4 partners, 75 staff
  • The Beginning
    • Founded in 1990 by Hilary Haydon – sole practitioner
    • Day 1 – Strong emphasis on technology due to Hilary’s background as Financial Director of a scientific and medical instrumentation company.
    • IT Infrastructure:
    • Sharp “transportable” computer
    • Cost – IR£3,500
    • Sharp phone / fax machine
    • Cost – IR£2,700
    View slide
  • Early Development of the Firm
    • 1991 – First staff members
          • Desk computers for every staff member
    • 1993 - Car phone (mobiles were not available)
    View slide
  • Where we are today
    • 3 offices, 4 partners and 75 staff
    • Hardware:
    • Desktop computer for all staff members
    • Laptops for partners / directors / key staff
    • Mobile phones for partners / directors / key staff
    • Integrated print / photocopy / fax / scanner machines
    • Software:
    • File server – Windows Server 2008 with Hyper V
    • Email – Microsoft Exchange Server / Outlook
    • Practice Management – Relate Software - Drive
    • Document Management – Laserfiche and eCopy
    • Total Current Investment - €250,000
  • IT – Benefits
    • File Server : Windows Server 2008 with Hyper V
    • Enables:
      • remote access to files via Virtual Private Network (VPN)
      • creation of new ‘virtual’ servers on the same physical machine as required
    • Email : Microsoft Exchange Server 2007
    • Enables:
      • full secure access over the internet
      • synchronisation with mobile phones / email devices / laptops
  • IT – Benefits
    • Practice Management : Relate Software – ‘Drive’
    • Enables:
    • Better time recording leading to higher recovery rates
    • Timesheet monitoring facility – improved time recording
    • Integration of time recording with Outlook / Word / Excel
    • Improved management information and client reporting
    • Centralised client and contact database
    • Organised client communications
  • IT – Benefits
    • Relate Software – ‘Drive’
    • Other benefits:
    • Data mining for marketing / client invitations / newsletter
    • Use of standard templates for letters, forms etc.
    • Integrated invoicing and practice accounting
    • WIP management
    • Optional multi-office integration
  • IT – Benefits
    • Document Management : Laserfiche and eCopy
    • Enables:
    • electronic distribution of incoming post
    • archiving of old audit and client files which can then be destroyed – reduced file storage costs / demands
    • easy document and information retrieval through search facility
    • paperless office - goal
  • IT – New Developments
    • Payroll : Micropay ‘PeopleLink’
    • Clients are able to upload timesheets via secure area of our website
    • Information is then imported directly into Micropay system
    • Client has access to holiday and attendance records online thereby reducing the number of queries to payroll staff
  • IT – New Developments
    • Bookkeeping : Outsourcing of processing to India
    • We host secure separate server for outsourced client information
    • We scan client source documents to this server
    • India access our secure server at night
    • Reports are ready for our staff to access by morning
    • Time difference – India is 5 hours ahead of us
  • Modern Technology – Other Benefits
    • Mobile connectivity – real-time access to email, voicemail, internet
    • Ability to connect offices easily and cost effectively – video conferencing, VOIP telephone systems etc.
    • Ability to work from alternate locations
      • Client premises
      • Home
      • Abroad
      • Hotels / cafes
      • Airports / trains
    • Facilitates greater mobility & travel for business purposes (and indeed pleasure!) Hilary was on holiday in Australia recently. He was 11 hours ahead of office and tormented us with email contact.
    • Training – remote training courses over video link / internet
  • The Future
    • Truly Paperless Offices
    • Computer auditing
    • Total mobility through WiFi, VOIP, internet – remote working
    • Voice command over IT systems
    • Social networking websites for business referrals, company notice boards, discussion forums etc. - LinkedIn
    • Virtual business meetings via “Second Life” – IBM, Michelin and Cisco are using it now
  • The Future
    • The key to development of business –
    • Communication
    • Technology facilitates Communication
  • Thank You Gordon Wilson ACA Director of Corporate Finance and Information Technology Hilary Haydon & Company, Chartered Accountants. Email: gwilson@haydon.ie 14 th January 2009