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 succession planning.

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

  1. 1. 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
  2. 2. Practice Overview <ul><li>Established in 1990 </li></ul><ul><li>Offices in Dublin, Cork and Balbriggan </li></ul><ul><li>Specialist sectors include - retail pharmacy, nursing homes, hotels and leisure, franchising, legal services, property development, IT industry, renewable energy, farm accounts. </li></ul><ul><li>4 partners, 75 staff </li></ul>
  3. 3. The Beginning <ul><li>Founded in 1990 by Hilary Haydon – sole practitioner </li></ul><ul><li>Day 1 – Strong emphasis on technology due to Hilary’s background as Financial Director of a scientific and medical instrumentation company. </li></ul><ul><li>IT Infrastructure: </li></ul><ul><li>Sharp “transportable” computer </li></ul><ul><li>Cost – IR£3,500 </li></ul><ul><li>Sharp phone / fax machine </li></ul><ul><li>Cost – IR£2,700 </li></ul>
  4. 4. Early Development of the Firm <ul><li>1991 – First staff members </li></ul><ul><ul><ul><ul><li>Desk computers for every staff member </li></ul></ul></ul></ul><ul><li>1993 - Car phone (mobiles were not available) </li></ul>
  5. 5. Where we are today <ul><li>3 offices, 4 partners and 75 staff </li></ul><ul><li>Hardware: </li></ul><ul><li>Desktop computer for all staff members </li></ul><ul><li>Laptops for partners / directors / key staff </li></ul><ul><li>Mobile phones for partners / directors / key staff </li></ul><ul><li>Integrated print / photocopy / fax / scanner machines </li></ul><ul><li>Software: </li></ul><ul><li>File server – Windows Server 2008 with Hyper V </li></ul><ul><li>Email – Microsoft Exchange Server / Outlook </li></ul><ul><li>Practice Management – Relate Software - Drive </li></ul><ul><li>Document Management – Laserfiche and eCopy </li></ul><ul><li>Total Current Investment - €250,000 </li></ul>
  6. 6. IT – Benefits <ul><li>File Server : Windows Server 2008 with Hyper V </li></ul><ul><li>Enables: </li></ul><ul><ul><li>remote access to files via Virtual Private Network (VPN) </li></ul></ul><ul><ul><li>creation of new ‘virtual’ servers on the same physical machine as required </li></ul></ul><ul><li>Email : Microsoft Exchange Server 2007 </li></ul><ul><li>Enables: </li></ul><ul><ul><li>full secure access over the internet </li></ul></ul><ul><ul><li>synchronisation with mobile phones / email devices / laptops </li></ul></ul>
  7. 7. IT – Benefits <ul><li>Practice Management : Relate Software – ‘Drive’ </li></ul><ul><li>Enables: </li></ul><ul><li>Better time recording leading to higher recovery rates </li></ul><ul><li>Timesheet monitoring facility – improved time recording </li></ul><ul><li>Integration of time recording with Outlook / Word / Excel </li></ul><ul><li>Improved management information and client reporting </li></ul><ul><li>Centralised client and contact database </li></ul><ul><li>Organised client communications </li></ul>
  8. 8. IT – Benefits <ul><li>Relate Software – ‘Drive’ </li></ul><ul><li>Other benefits: </li></ul><ul><li>Data mining for marketing / client invitations / newsletter </li></ul><ul><li>Use of standard templates for letters, forms etc. </li></ul><ul><li>Integrated invoicing and practice accounting </li></ul><ul><li>WIP management </li></ul><ul><li>Optional multi-office integration </li></ul>
  9. 9. IT – Benefits <ul><li>Document Management : Laserfiche and eCopy </li></ul><ul><li>Enables: </li></ul><ul><li>electronic distribution of incoming post </li></ul><ul><li>archiving of old audit and client files which can then be destroyed – reduced file storage costs / demands </li></ul><ul><li>easy document and information retrieval through search facility </li></ul><ul><li>paperless office - goal </li></ul>
  10. 10. IT – New Developments <ul><li>Payroll : Micropay ‘PeopleLink’ </li></ul><ul><li>Clients are able to upload timesheets via secure area of our website </li></ul><ul><li>Information is then imported directly into Micropay system </li></ul><ul><li>Client has access to holiday and attendance records online thereby reducing the number of queries to payroll staff </li></ul>
  11. 11. IT – New Developments <ul><li>Bookkeeping : Outsourcing of processing to India </li></ul><ul><li>We host secure separate server for outsourced client information </li></ul><ul><li>We scan client source documents to this server </li></ul><ul><li>India access our secure server at night </li></ul><ul><li>Reports are ready for our staff to access by morning </li></ul><ul><li>Time difference – India is 5 hours ahead of us </li></ul>
  12. 12. Modern Technology – Other Benefits <ul><li>Mobile connectivity – real-time access to email, voicemail, internet </li></ul><ul><li>Ability to connect offices easily and cost effectively – video conferencing, VOIP telephone systems etc. </li></ul><ul><li>Ability to work from alternate locations </li></ul><ul><ul><li>Client premises </li></ul></ul><ul><ul><li>Home </li></ul></ul><ul><ul><li>Abroad </li></ul></ul><ul><ul><li>Hotels / cafes </li></ul></ul><ul><ul><li>Airports / trains </li></ul></ul><ul><li>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. </li></ul><ul><li>Training – remote training courses over video link / internet </li></ul>
  13. 13. The Future <ul><li>Truly Paperless Offices </li></ul><ul><li>Computer auditing </li></ul><ul><li>Total mobility through WiFi, VOIP, internet – remote working </li></ul><ul><li>Voice command over IT systems </li></ul><ul><li>Social networking websites for business referrals, company notice boards, discussion forums etc. - LinkedIn </li></ul><ul><li>Virtual business meetings via “Second Life” – IBM, Michelin and Cisco are using it now </li></ul>
  14. 14. The Future <ul><li>The key to development of business – </li></ul><ul><li>Communication </li></ul><ul><li>Technology facilitates Communication </li></ul>
  15. 15. 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