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An Intranet that really works

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Acclipse Growing your practice productivity & profitability www.acclipse.co.nz ... Pick up and Put Down syndrome - 'Jobs end being done 1.2, 1.3, 1.5 times' ... – PowerPoint PPT presentation

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Title: An Intranet that really works


1
An Intranet that really works
  • Introducing Acclipse Desktop

2
Todays Presentation
  • Introducing
  • Acclipse
  • Business Fitness NZ
  • Acclipse Desktop
  • Overview
  • Intranet with Business Fitness NZ content
  • Pricing
  • Acclipse Desktop Intranet
  • Business Fitness NZ content
  • Questions

3
Introducing Acclipse
  • Created from key staff who built CA-Systems -
    developers of MYOB Accountants Office
  • 500 firms are using our applications supported
    by over 40 staff in NZ and Australia
  • Working with best of class suppliers- APS,
    BankLink, Business Fitness NZ Red Sky

At Acclipse we integrate and automate our
applications with Microsoft and practice
management software to empower the 21st century
accounting firm.
4
Introducing Business Fitness NZ
  • Created by-
  • Viv Brownrigg
  • 17 years in public Practice
  • In NZ, 200 firms in Business Fitness Network
  • Several years experience systemising accounting
    practices
  • Coach and mentor to accounting practices
  • Team of editors and content creation people

5
So lets look at ..
  • Acclipse Desktop Intranet
  • Why have an Intranet?
  • Industry syndromes wheres the time being
    lost?
  • Intellectual Asset management
  • Must haves for an Intranet
  • Business Fitness NZ content
  • The software and content .. front and back end
    process

6
Why have an Intranet?
  • Ranked in order are the key challenges recorded
    in an industry survey conducted by Business
    Fitness NZ in 2005.
  • Recruiting and retaining staff
  • Productivity
  • Growth, profit and cash flow
  • Workflow management
  • Efficient processes
  • Succession planning
  • Systems and procedures
  • Keeping up to date
  • Delegation
  • New services
  • (The Good, the Bad the Ugly, a survey of 86
    firms by Business Fitness NZ, 2005)

An effective Intranet will help overcome these
challenges and provide a real lift in
productivity and profitability
7
The Good, the Bad the Ugly - 2005
8
The Good, the Bad the Ugly - 2004 2005
Compared
Effective Intranets work!
9
Industry Syndromes - where's the time being lost?
  • Pick up and Put Down syndrome - Jobs end being
    done 1.2, 1.3, 1.5 times
  • Looking for it syndrome - Recently a time
    management guru reported that the average
    professional time worker spends six weeks a year
    looking for stuff
  • I cant delegate it syndrome - Trusting someone
    to delegate the work becomes a real problem in
    the end delegation tends to flow upwards
  • Not now syndrome - Id really like to introduce
    this new service BUT not now as the practice
    just needs to sort out its compliance work first

10
Intellectual Asset Management (IAM)
  • Understand the value of Intellectual Asset Loss
  • A valuable team member leaves the firm. Generally
    the knowledge that they have goes with them.
  • Understand the value of Intellectual Asset
    Leakage
  • Most current practice manuals are on C Drives or
    in paper files. What happens if a team member
    cant locate the file/checklist that they want?
  • They bug the person sitting next to them
  • They reinvent the document
  • They do nothing ??!!
  • So lets make sure we capture all your firms know
    how and get the intellectual property on to your
    desktop

11
Must haves for a Practice Intranet
  • A platform that interfaces with Outlook, IE and
    PM software
  • The Intranet becomes your induction programme
  • Instant retrieval of templates
  • Advanced searchability
  • High-quality trusted content
  • Ability to customiseeasily
  • A content management process
  • Regular content updates
  • Integration with your Practice Management System
  • An integration programme
  • The Intranet becomes the way we do it here

12
Business Fitness NZ content
  • More than 1,500 templates
  • Sourced from many highly performing NZ firms
  • Used and road tested by 200 NZ firms
  • Updated regularly (monthly)
  • Third party contributors
  • Owens Tax Advisors
  • BankLink Ltd
  • ESS 252 Business advisory tools

13
Content includes
  • Engagement processes
  • Accounts preparation systems
  • Client Questionnaires
  • Electronic work papers
  • ACC administration
  • BankLink processes
  • GST/FBT systems
  • Tax planning processes
  • Specialist tax systems and checklists
  • Company administration
  • Trust administration
  • FAQs
  • Fixed price agreements
  • Client coaching programmes (252 modules!)
  • Business appraisal and valuation systems
  • HR systems such as induction and appraisal
  • Practice KPI systems
  • Practice strategic planning processes
  • Firm Newsletters for clients
  • More than 1,500 templates!

14
Acclipse Desktop - Intranet
  • Intranet Overview
  • Launch and view Acclipse Desktop from-
  • Microsoft Outlook
  • Lotus Notes
  • Internet Explorer
  • MYOB Accountants Office
  • News/Bulletin Board
  • Organisation - induction
  • Procedures
  • Policies
  • Favourites
  • Document Types - letters, checklists, guides,
    scripts etc
  • Knowledge Base
  • Web Links
  • Clients Contacts integrated to Practice
    Management software
  • In/Out Board
  • Search fast restrictive
  • Complete with NZs best content provided by
    Business Fitness NZ

Effective Intranets need eyeballs everyday
15
A staff In/Out Board that works
  • Keep track of whos in and out of the office
  • Setup predefined reasons
  • Displays reason
  • Fast data entry
  • Filter display by In, Out, Overdue All
  • Display staff phone numbers and email
  • Integrates with APS systems
  • Email staff by clicking on the URL

16
Practice News/Bulletin Board
  • All staff log on via this page or favourites. MS
    Outlook makes the difference for the interface as
    everyone opens this each day!
  • Imagine how your could use news like this-
  • Critical tax deadlines could be highlighted
  • Internal staff news .. Babies, birthdays etc
  • Training courses, Who is on leave, etc, etc
  • View by title, title and description, title
    description and keywords.

17
Organisation - team and roles
  • Customise the practice roles and positions
  • Create procedures for roles team members
  • Create a great induction process
  • Increase productivity by making training and
    learning the job much easier
  • Create a practice where you have people wanting
    to work for you
  • Empower the team and create accountability

18
Its all about procedures
  • Procedures are the missing link with all other
    practice manuals and Intranet systems
  • Procedures create the how to for the practice
  • Procedures is a section with all the power of
    the document management process
  • Search by title, description, key words and full
    text
  • View by title, title and description, title
    description and keywords

19
Policies - practice culture
  • Policies help define the practice culture
  • Policies is a section with all the power of the
    document management process
  • Search by title, description, key words and full
    text
  • View by title, title and description, title
    description and keywords

20
Web Links
  • Web links provides quick access across the
    practice for all the relevant web content and
    information required within the practice. No more
    trying to find what the site URL is!
  • Web links is a section with all the power of
    the document management process
  • Search by title, description, key words and full
    text
  • View by title, title and description, title
    description and keywords

21
Knowledge Base
  • Knowledge Base links provides quick access across
    the practice for all the relevant knowledge
    required within the practice.
  • Knowledge Base is a section with all the power
    of the document management process
  • Search by title, description, key words and full
    text
  • View by title, title and description, title
    description and keywords

22
Favourites - a personal intranet
  • Create your own personal intranet. Its only
    linked to the master documents so standards are
    maintained
  • Right click to easily add and remove favourites
  • Favourites is a section with all the power of
    the document management process
  • Search by title, description, key words and full
    text
  • View by title, title and description, title
    description and keywords

23
Search - finding the right document in 2 seconds!
  • Search for documents by-
  • Title
  • Description
  • Keywords
  • Full text
  • Advanced Search-
  • Search across and filter by section(s) document
    type
  • Very very fast!
  • Designed to be restrictive .. You dont get
    Google like relevancy
  • Section search available

24
Finding out whats new
  • Email Notifier
  • Preview first
  • See list of recipients
  • Select date
  • Write email message
  • Whats New
  • Graphic to highlight
  • Whats New section

25
Mail merge with PM systems auto filing
  • Links directly with MYOB AO, APS and Viztopia
  • Search for client
  • Filter by Partner and Manager
  • Set default folder directory structure to enable
    best practice management of client folders.
  • Mail merge easily with documents
  • Within Microsoft Word
  • Directly from Acclipse Desktop
  • Customise practice templates for firm font, logo
    and style

26
Mail merge with Practice Management database
  • Merge from MS Word with Practice Management name
    and address data
  • Invoke replace fields form to guide you through
    the documents for additional data
  • Save into APS - Notes Links, MYOB AO - Files
    tab and Server Client Directories

27
Acclipse Desktop Contacts
  • Acclipse Desktop installs a new Toolbar within
    Outlook that provides instant access to all firm
    Intranet functions. Included in this toolbar is a
    Contacts button that provides ALL the main
    information a partner or manager requires when
    looking up a client. Specific features include-
  • Direct access to all major practice management
    software client databases
  • Auto files documents into nominated folder
  • Links to notes for MYOB AO
  • Drag and drop files on this form
  • Click on IRD link to auto login to the IRD

28
Content administration the backend
  • Sections can be customised with practice defined
    categories
  • Content can be-
  • Customised to meet individual practice standards
  • Additional content can be easily integrated
  • Define document title, description and keywords
  • Administrator controls the content management
    process-
  • Document status control Published, Draft
    Deleted
  • Document type control
  • Protect from updates
  • Read only flags
  • Automate document expiry
  • Record History and Notes
  • Publisher module available for national firms,
    groups and franchises

29
Reporting the backend
  • Easily view what documents are being used.
  • By period
  • By number of documents
  • View usage by all team members. This encourages
    use!

30
Content administration import content
  • Easily add more bulk content.
  • Point to the content directory
  • Move or copy documents
  • Create category, author, status etc
  • Full text indexing is created when the content is
    imported

31
Team administration - the backend
  • Create team members
  • Link to login name
  • Reporting to
  • Roles .. Can fulfill multiple roles
  • Add procedures to team members
  • Add procedures to roles

32
Administration - the backend - Updates
  • Menu Check for updates (also notified by
    Business Fitness NZ
  • Document Action
  • Document Status
  • Publish
  • Send to Draft
  • Delete
  • Do not Update
  • Protected document
  • Versions
  • Description
  • Open new version to view before deciding
  • Business Fitness NZ provide monthly updates

33
Administration - the backend - Applications
  • Control applications across the firm
  • Setup applications for each user
  • Group applications
  • Create the one desktop to manage the whole
    practice

34
Newsletters for clients
  • Business Forward provided with content updates
    each month
  • Professional relevant content for clients
  • Insert your practice logo and branding

35
So how much is Acclipse Desktop Intranet?
  • Licence fees up front fees
  • Server/single Additional
    workstation workstations
  • Acclipse Desktop - Intranet 1,295
    125.00
  • Business Fitness NZ Content 695
    185.00
  • 1,990 310.00
  • So a five person practice would only be 3,230
  • And a ten person practice would only be 4,780
  • Excludes GST. Delivered with MSDE which
    provides free access up to 50 users (assuming 1
    in 5 concurrent use) otherwise SQL required. Note
    APS users should already have SQL.
  • Content fee capped at 40 workstations or
    7,910.

36
So how much is Acclipse Desktop Intranet?
  • Enhancement and Support fees per month
  • Individual Modules 1-4 5-9 10-14
    15-19 20-29 30-59 60-100
  • Acclipse Desktop - Intranet
    45 75 95 115 140
    185 235
  • Business Fitness NZ Content 195 245 295
    345 395 495 495
  • Minimum 12 month service contract with Business
    Fitness NZ required
  • Training additional costs of between 700 and
    1,500
  • Installation of software by Acclipse 1 to 4
    hours required. Provides software installation,
    integration with practice management software and
    template setup to match practice management
    software.
  • Content and software training provided by
    Business Fitness NZ
  • Excludes GST expenses.

37
Acclipse Desktop - ROI
  • 10 staff with a 15 min productivity increase
    creates a huge ROI
  • Get cynical and say there is only a 6 min (I
    unit) increase and still be surprised a the
    productivity increase
  • What about the revenue opportunities from-
  • Sale of documents
  • New clients
  • Additional client work generated
  • And .. And .. And

38
Youve just laid the foundation for .
  • Having implemented the Intranet version of
    Acclipse Desktop you can then add Email Manager
    (can you find all emails by client that have come
    into the practice and been sent from the
    practice?) and finally complete document
    management (real less paper office) with Document
    and Task Manager.
  • We recommend to take this in stages and to
    implement email manager module either with or
    after installation on Acclipse Desktop Intranet
  • Acclipse Desktop Modules
  • Intranet
  • Email Manager
  • All email stored by client, personal, internal or
    Other/Spam
  • Email shared with Intranet Knowledge Base
  • Email filed in Practice Management systems (MYOB
    AO, Viztopia APS)
  • Email quality improved as linked to Intranet
    documents
  • Document Task Manager

39
So how do I get going?
  • Order now and book in time for initial training
    that will be provided by Business Fitness NZ.
  • The investment required varies from firm to firm
    and is largely dependent on the number of team
    members as well as your preferred implementation
    style. You will be provided with a quote for user
    and integration training once we have discussed
    with you, your firms specific requirements.
    Costs typically range between 450GST and
    1,500GST, plus any applicable travel expenses.
  • A typical training and integration programme
    involves a two hour training session with your
    entire team (including Partners), to show them
    the benefits of systemisation as well as how to
    use the Intranet and access the content.
  • We then usually spend two hours with your Content
    Integration Team (the small team of people who
    will ensure that your Intranet is successfully
    integrated into your Practice). At this session
    we plan together your best way forward, so that
  • You successfully merge your existing procedures
    and templates into the Intranet.
  • You achieve maximum utilisation of the Intranet
    across your entire team.
  • Your Intranet Administrator (the person
    designated in your team to manage the Intranet)
    is confident with the Content Management process.

40
Any Questions and lets get started!
So please say yes and lets get productive and
profitable .
41
Contact Details
Business Fitness NZ 123, Jellicoe Street PO Box
427, Te Puke Ph 0800 10 58 60 Fax 0800 10 58
70 Email support_at_businessfitness.co.nz
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