An Intranet that really works

1. An Intranet that really works Introducing Acclipse Desktop

2. Today’s 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’ … where’s 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? • 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) • Ranked in order are the key challenges recorded in an industry survey conducted by Business Fitness NZ in 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 Intranet’s 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 can’t delegate it syndrome - “Trusting someone to delegate the work becomes a real problem … in the end delegation tends to flow upwards” • “Not now” syndrome - I’d 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 can’t 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 firm’s 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 customise…easily • 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. 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 FAQ’s 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! Content includes…

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 NZ’s best content provided by Business Fitness NZ Effective Intranets need “eyeballs” everyday

15. A staff In/Out Board that works • Keep track of who’s 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. 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 Organisation - team and roles

18. It’s 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. Create your own ‘personal’ intranet. It’s 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 Favourites - a personal intranet

23. 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 don’t get Google like relevancy Section search available Search - finding the right document in 2 seconds!

24. Email Notifier Preview first See list of recipients Select date Write email message What’s New Graphic to highlight What’s New section Finding out what’s new …

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. 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 Content administration – the backend

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

30. 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 Content administration – import content

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

32. 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 Administration - the backend - Updates

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

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

35. So how much is Acclipse Desktop – Intranet? Licence fees – up front fees Server/single Additional workstationworkstations 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. You’ve 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 firm’s specific requirements. Costs typically range between $450+GST and $1,500+GST, 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@businessfitness.co.nz