Workflow and Document Management: Practical Tools and Techniques

Transcription

1 SESSION J4 21ST ANNUAL MNCPA MANAGEMENT & BUSINESS ADVISERS CONFERENCE June 22-23, 2015 Minneapolis Convention Center ONLINE RESOURCES Session Handouts Most session handouts are available on the MNCPA website. To access: Go to Log in with your MNCPA username and password Note: Your conference registration fee must be paid in full to access session handouts online. CPE Transcript (Certificate of Attendance) Your official transcript will be available on the MNCPA website. To access: Go to Log in with your MNCPA username and password Note: MBAC15 transcripts will be available Friday, June 26. MATERIALS DISCLAIMER These materials are provided for the exclusive, personal use of the customer. Any other reproduction, retransmission, republication or other use is expressly prohibited without prior written consent from the Minnesota Society of Certified Public Accountants (MNCPA) and/or the content author. The MNCPA makes no warranty, guarantee or representation as to the accuracy or completeness of these materials. The contents of these materials are subject to change without notice. The content authors and/or instructors are not engaged in rendering legal, accounting or professional service. If legal advice or other expert assistance is required, the services of a competent professional person should be sought. Workflow and Document Management: Practical Tools and Techniques John H. Higgins, CPA, CITP CPA Crossings, LLC Rochester, MI John H. Higgins, CPA, CITP, co-founder of CPA Crossings, LLC, specializes in helping accounting, tax and financial professionals leverage technology. He serves as a strategic technology advisor to CPAs in the planning and deployment of effective technology solutions and workflow automation. In 2015, Higgins established CPA Crossings' Cloud Accounting Learning Center to help CPAs deliver client accounting services through the use of cloud-based accounting systems. He also recently co-authored "Ten Steps to a Digital Practice in the Cloud."

2 MNCPA CPE MORE CPE FROM JOHN HIGGINS June 29 June 30 July 2 July 8 July 13 July 21 July 27 July 30 Aug. 3 Aug. 4 Aug. 6 Excel: Charts and Formatting for a Non-Financial Audience (Webinar) (WX3354) 4-6 p.m. Online via your computer Ethics: Information Privacy Regulation Overview (Webinar) (WX3420) 4-6 p.m. Online via your computer How to Be Productive With Windows 8 (Webinar) (WX3431) Noon - 2 p.m. Online via your computer Excel: Everything You Wanted to Know About Using Excel PivotTables (Webinar) (WX3351) 8 a.m. - noon Online via your computer Cloud Accounting Review Series: Xero (Webinar) (WX3308) 1-3 p.m. Online via your computer Cloud Systems: How Do I Know My Data Is Safe and Secure? (Webinar) (WX3329) 11 a.m. - 1 p.m. Online via your computer Excel: Preparing Your Source Data for Analysis (Webinar) (WX3360) 10 a.m. - noon Online via your computer Word: Advanced Tips, Tricks and Techniques (Webinar) (WX3478) 9-11 a.m. Online via your computer 2015 Technology Update (Webinar) (WX3475) 2-4 p.m. Online via your computer Microsoft Office 365: What You Should Know (Webinar) (WX3437) 8-10 a.m. Online via your computer MS PowerPoint: Creating Professional Presentations to Engage (Webinar) (WX3442) 8-10 a.m. Online via your computer Visit for detailed information and registration.

3 Workflow and Document Management: Practical Tools and Techniques Developed By CPA Crossings, LLC Rochester, Michigan

4 John H. Higgins, CPA.CITP Co-founder of CPA Crossings, LLC Strategic technology advisor to CPAs w/ 25+ years of experience Recognized by Cygnus Media as a Top 25 Thought Leader for the accounting profession for the past five years Nationally recognized author and presenter on CPA technology Former Top 10 Technology Partner AICPA Hall of Fame Award MACPA Innovative User of Technology Award Past Chair of the Michigan Association of CPAs

5 Learning Objectives Upon completion of this session you will understand the why and how of: Deploying a document management system Integrating workflow software into your processes Using SharePoint in your business processes 3

6 Presentation Outline Why is this Important? Document Management Systems The Role of Workflow Software The SharePoint Option Wrap-up and Q & A 4

7 WHY IS THIS IMPORTANT? 50,000 Foot View 5

8 Accounting & Tax Workflow Paradigm Planning Value Analysis Reporting Data Gathering 6

9 Accounting Technology Trends 7

10 Workflow Automation Scanning Automated Workflows Workflow Document Management 8

11 DOCUMENT MANAGEMENT SYSTEMS 9

12 Things to Know About DMS The complete role of a DMS The relationship of the DMS to other applications Designing your workflows to integrate the DMS 10

13 Document Management System (DMS) Purpose: Facilitate the processing and storage of electronic documents and files Replace Windows Explorer for file management 11

14 Anatomy of a DMS Capture Process DMS Store Disseminate 12

15 Metadata Indexing Secondary metadata index field Multiple index values, but only one original document Search by a variety of data values, either independently or in combination Source:Acct1st 13

16 DMS Selection Scorecard Usability Organization Scanning Annotation Integration Workflow Portal Retention Security Support 14

17 DMS Solutions CNG Safe (Cabinet NG) Doc.IT (Doc.IT) FileCabinet CS (Thomson-Reuters) GoFileRoom (Thomson-Reuters) ichannel (Conarc) ProFx Document (CCH) 15

18 THE ROLE OF WORKFLOW SOFTWARE 16

19 Things to Know About Workflow Software Process mapping Scheduling & task assignment Dynamic rules Document binder Electronic forms, checklists, routing sheets alerts Management reports 17

20 XCM Solutions 18

21 FirmFlow Thomson-Reuters 19

22 ProFx Workstream - CCH 20

23 SP Binder - SurePrep 21

24 SHAREPOINT 22

25 Things to Know About SharePoint Microsoft application On-premise or cloud option Requires configuration Strong integration with MS Office 23

26 SharePoint Sites Catalog 24

27 SharePoint Site Configuration 25

28 SharePoint Site Styles 26

29 SharePoint Site Apps 27

30 SharePoint Site Apps 28

31 Developing Your Plan Get educated on workflow models Develop workflow automation strategy Research & evaluate tools Develop implementation plan Measure progress and results 29

32 Learning Objectives Summary You should now have an understanding of the why and how of: Deploying a document management system Integrating workflow software into your processes Using SharePoint in your business processes 30

33 Questions? 31

34 CPA Crossings, LLC John Higgins Our Mission: Increase the value of CPAs by leveraging technology Service Offerings: Microsoft Office Training Adobe Acrobat Specialists Digital CPA Practice Model Strategic Technology Advisors Cloud/Mobile Computing Specialists Bryan Smith For more information: Call (877)

35 21ST ANNUAL MNCPA MANAGEMENT & BUSINESS ADVISERS CONFERENCE June 22-23, 2015 Minneapolis Convention Center, Minneapolis, MN Please rate the following using the scale below: 5=Excellent, 4=Very Good, 3=Average, 2=Fair, 1=Poor J4. Workflow and Document Management: Practical Tools and Techniques Excellent Poor Relevancy of Topic Stated Objectives Met Overall Satisfaction John H. Higgins, CPA, CITP Knowledge of Subject Presentation Skills Quality of Materials Engagement of Participants Do you have any additional feedback regarding the instructor and/or materials? If so, please share it with us. What would you like to learn at the 2016 conference? Who would you like to hear speak at the 2016 conference? Thank you for your feedback and suggestions. We appreciate your input. Minnesota Society of Certified Public Accountants