Overview of workflow, document management, collaboration tools for tax departments.

1. Document Management and
Workflow Systems
Alan Marsh
Manager – Tax Data Systems

2. Agenda & Objectives
 Evolution of D
E l ti f Document Management
tM t
 Starting Where You Are
 Gathering Flowers that are in Reach
 Widely Used Systems
 Specific Use Systems
 Going for the Gold
 Getting Buy In
2

3. Evolution of Document Management
 Paper
P
 Removable Media
 Network Storage
 Document Management Systems
 Versioning
 Security
 Collaboration
 Workflow
3

4. Starting Where You Are
A l
Analyze your Current Processes
C tP
 Develop List of Critical Flaws
D t
Determine and Prioritize your Needs
i d P i iti N d
 Increase Efficiency (Time)
 Reduce Costs (
d (Money))
 Relieve External Pressure
 A dit
Auditors (Internal, External, IRS etc.)
(I t l E t l IRS, t )
 SOX
4

5. Gathering Flowers that are in Reach
 Di
Discover What S t
Wh t Systems You Have
Y H
 Communicate with IT
 T lk to other Departments
Talk t th D t t
 Evaluate Your Resources
 Leverage Enterprise Wide Initiatives
 Taking Baby Steps
 Keep your Goals in Sight
 Avoiding Pitfalls
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6. Widely Used Systems
 Documentum
 Filenet
 Sharepoint
 Other Web Portals
 Internal
 External
 Sharing without Automatic Versioning
g g
 FTP/SFTP (File Transfer Protocol)
 DAV (Distributed Authoring and Versioning
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7. Specific Use Systems
 Auditor Tools
 CCH TeamMate
 Audit Management
g
 eAuditRoom
 Task and Resource Tracking
 @T k C
@Task, Complete Time T
l t Ti Tracking, MS Project
ki P j t
 Tax Calendar
 eTaxCalendar
 Workpaper Management
 CCH Corpsystem Workpaper Manager
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8. Going for the Gold
 Systems Designed Specifically for Tax
 Use Best Practices
 Experienced Implementation Teams
 Pre-built dashboards, modules, reports
 Example: Red Moon eTaxPortal
 The Gold Standard
 Automatic Integration with Compliance and
Provision Products
 Examples
 Thomson Reuters ONESOURCE
 CORPTax WorkSpace
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9. eTaxPortal - Tax Portal for
Today's
Tax 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 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
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
and other tax tools
d th t t l
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10. Copyright 2008 – Intelysys © 10

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63. Getting Buy In
 Quantify Your Benefits
 Add Value
 Reduce Costs
 Provide Better Transparency
 Relieve External Pressure
 SOX can be your Friend
 Utilize your Vendor’s Resources
 C
Case S di
Studies
 References
 Marketing to the CFO
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64. 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 g
our 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 g
Record 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.
challenge Perhaps they ll just let me do it in time, and I'm working on
they'll time Im
that! However, choosing the Thomson or CorpTax workflow solution
provides out-of-box solutions”
Brad Blohm, Limited Brands Inc.
,
http://www.taxact.org/forums/permalink.asp?id=97690
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65. Learn More
 Vendor Expo Today @ 3:30
 Contacts
 CCH Workpaper Manager
 Robert Lapotaire - Robert Lapotaire@wolterskluwer com
Robert.Lapotaire@wolterskluwer.com
 CCH TeamMate
 Amy Kean - Amy.Kean@wolterskluwer.com
 CORPTAX Workspace
 Brian Billett - bbillett@corptax.com
 John Kinsey - jkinsey@corptax.com
 Red Moon Solutions
 Kelly Lear - Kelley.Lear@redmoonsolutions.com
 Thomson Reuters ONESOURCE
 Brad Jowers - Brad.Jowers@thomsonreuters.com
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66. Questions?
Alan Marsh
Manager – Data Systems
Office: 713.753.4902
Mobile: 713.302.1189
alan.marsh@kbr.com
l h@kb
http://www.linkedin.com/in/alancmarsh
http://twitter.com/alan_marsh
http://www.facebook.com/people/Alan Marsh/1255474284
http://www.facebook.com/people/Alan-Marsh/1255474284
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