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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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How IT helped us grow How IT helped us grow our practiceour practice
Presented by:
Gordon Wilson ACADirector 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
Early Development of the Firm
1991 – First staff members
Desk computers for every staff member
1993 - Car phone (mobiles were not available)
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 2007Enables:
• 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 ACADirector of Corporate Financeand Information Technology
Hilary Haydon & Company,
Chartered Accountants.
Email: [email protected]
14th January 2009
