An Intranet that really works

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An Intranet that really works

• Introducing Acclipse Desktop

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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

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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.
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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

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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

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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
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The Good, the Bad the Ugly - 2005
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The Good, the Bad the Ugly - 2004 2005
Compared
Effective Intranets work!
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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

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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

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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

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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

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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!

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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
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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

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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.

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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!

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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

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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

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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

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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

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Newsletters for clients

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

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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.

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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.

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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

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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

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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.

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