No More Time Sheets?

Well, probably not quite, but I ran accross a pretty interesting little program the other day that might bring us one step closer.  It is a program called Qlockwork by Workingprogram.

The basic premise of the program is this:

1. Upon installation, the program creates a new calendar in your outlook, and installs a program on your computer that logs your activity.

2. You create a list of projects and assign keywords and email addresses to each of those projects.  So, for instance, if you have a project called Smith Tax Planning, your keywords might be: smith, smith planning, jonsmith@gmail.com.

3. As you work, the program logs your activities on your computers, and creates entries in the new calendar folder in outlook, at a minimum of 5 minute increments.  The details of the activity include the program you were working in and the associated files you were working on, or the emails you were reading or composing.

4. If the details of the activity match any of the tags you associated with your projects, then that activity will be assigned to the project.

5. You can then export a report to excel, and sort and summarize the data as needed.

This is a very intriguing idea.  I would love to be able to just let this thing work in the background, and then refine the data at the end of the day or the end of the week, then print out the report, or email it to my assistant to prepare my time sheet.  In order for this to work well, I think you would need to be able to group multiple Qlockwork entries into one entry after they are created.  I also think that as much detailed tagging of projects as possible would be needed to get as much accuracy out of the program as possible.  To do that, I think you need to be able to import your projects and associated tags.

I have been using the program for only a day and half, but so far I really love the concept, but am not so sure the data that comes out of the program will be useful.

Filed under: Office Technology, Outlook, Software, Time & Billing , Office Technology, Outlook, Practice Management, Software, Time & Billing

Our Paperless Office Tools – Part 2: Document Management

For us, picking a document management system was a difficult decision.  For years, we have had a mapped network location, with folders for each client, but no standards file name or folder structure.  Finding documents was difficult, and we didnt feel we could rely on those folders.  So, we knew if we were gong to fully go paperless, we needed a better solution.

Based on my research, document management seems to fall into two categories:

1. Document management software or solutions that are basically an interface into Window’s operating system.  So, in this case, if you needed to, you could simply ditch your document management system and all of your files are still in that location, named as they were.
2. Document management software that I describe as itunes for documents.  You know, when you import a cd into itunes, it names all of the files itself, and saves them in whatever directory it uses (you can control some of this of course).  These kinds of systems then use a index file to locate and manage the documents.  Without the index file, finding documents is almost impossible.

For us, we did not feel comfortable going with the itunes method.  We did not want to be tied to a particular piece of software, and it seems that changing document management for a proprietary indexed solution would be a big problem if we ever wanted to do so in the future.

Our solution, at least for now, is a product called FileCenter by Lucion.  At first glance, the software seems to be a simple replacement for Windows Explorer.  Point it to an existing folder, such as our existing mapped network location, and it simply allows you to brows through the folders and files, and launch them, with a different interfact than Windows Explorer.  No big deal really.  But here are the other features that make this a powerful tool for document mangement in a small firm environment:

1. Folder Templates – As detailed in the picture above, FileCenter allows you to create folder templates.  So, if you need to create a new folder for a client’s 2007 tax return let’s say, you can click new folder, and the new folder will be created wherever you select, but the folder will contain whatever subfolders you want, such as a tax planning folder, extension folder, billing, correspondence, etc.  A very nice way to standardize the folder structure for all different types of engagements.  We all know where each other is saving different types of documents now.

2. File name templates.  In order to help us all easily find documents, we have devised our own list of standard file names, based on the type of document.  For instance, TL-Smith-2007.doc might be the transmittal letter for the smith 2007 tax return.  FileCenter allows you to save a list of these standard file names, and it will autmatically add items to the file name, such as a date, or folder name, or an increment.  So, you can create a file name template for this example as:

TL-<folder level1>-<folder level2>-”increment”

Under this template, if the name of the folder at folder level 1 is Smith, and the name of the folder at folder level 2 is the year – 2007, the TL-Smith-2007.doc is automatically created when saving to that location.  The “increment” option will automatically add an increment, such as 1, 2, 3 if a file with the same name already exists in the folder.  Again, an easy way to standardize how everything is being done accross the organization.  But how does the standard file name work if you are saving a file in Excel or Word you ask?  Read on.

3.      Save-As replacement.  In any program you run, FileCenter replaces the Save-As dialog with their own.  So now, whether you are saving in Excel, Word, or printing a pdf file, or saving a pdf you scanned in from your network, you can simply point to the folder you would like to save the file in from the FileCenter save-as dialog, select the automatic file name from the drop down, and you are done.

So, there is a our solution to document management.  A fairly simple method to standardize file names and locations accross our organization, without an expensive, complicated piece of software that ties us down for the long-term.  What’s your solution?  Please let us know by commenting to this post.

Filed under: Document Management, Paperless Office, Software , Document Management, Paperless Office, Software

Our Paperless Office Tools – Part 1: Electronic Tickmarks

The paperless office dream seems to be becoming a reality for many firms.  In my office, we have implemented many tools to try to go completely “on the fly” paperless.  In this series, I will share with you some of the tools we have implemented.  I welcome any comments or suggestions you may have about paperless tools you use.

In this post I will explore one of the basic tools we use – PPC’s Tickmarks.  This handy little program came with our copy of the electronic version of their disclosure checklist (a great tool in and of itself).  The PPC Tickmarks program installs automatically for use in Excel or Word.

It comes with a predefined set of tickmarks, each of which can be defined during each use.  In our firm, we have a defined a few of them to have universal meaning (TB, GL, PY, etc.), and the remaining ones can be defined by each user as they wish.  There is a button to insert a tickmark legend as well.  Pressing this button inserts a list of the desired tickmarks as well as their meaning.  View a larger image of the picture attached to see an example of the program in action.

We generally create workpapers in one of three programs – Excel, Word or Adobe (pdfs).  In my next installment, I will show you how we have taken these same tickmarks from the PPC Tickmark program, and put it to use in Adobe, so that we have a standard set of tickmarks in all of our documents.

Our desire is to make preparation of paperless workpapers as similar and easy as preparation of a paper set of workpapers, and having a standardized way of insterting tickmarks has been a good start.

Filed under: Paperless Office, Software, Tickmarks , Paperless Office, Software, Tickmarks

Sign Up for Free Conference Calling

You may have a conference calling feature on your current phone system, but often the sound quality seems to diminish with every person that joins in.  Further, it is just difficult to do and embarassing when things go wrong.  Why not at least sign up for a free conference calling service.

There are plenty out there, but based on recommendations for other contacts, we have signed up for an account at www.freeconferencecall.com.  When you sign up, you are given your own host conference call phone number and host access number and participant access number.  Pretty simple, just notify everyone involved of the meeting and provide them with the call in and access numbers.  Give this information to everyone in your firm and now it is quick and simple to be the host of conference calls.

In addition to the basic conference call as described above, there are many other great reatures that most conference call services.  Here are a few that www.freeconferencecall.com provides:

• Conference call recording
• Conference call playback through an access number provided, including fast forward, rewind and pause
• Mute
• Count – gives a current count of the number of participants
• Listen mode – host controlled muting of participants

My only gripe about the service is that your account is only valid for 120 days.  So, every three months you have to sign up for a new account and distribute the information to your staff.  But other than that, I think having a conference call access number is a convenient service that projects a professional/technical image to your clients and coleagues.

Filed under: Office Technology, Phone Systems , Conference Calling, Office Technology, Phone Systems

Everything You Need to Know Regarding Out of State Licensing

Over the past few years, there has been a lot uncertainty in the CPA profession regarding the privelege of doing business in other states.  “If I prepare a non-resident return for one of my clients in Illinois, am I going to be in trouble?”  These kinds of questions have haunted us since the California fired the first salvo, soliciting a response from many of the states requiring various different licensing levels for various different levels of service.

 Art Berkowitz has taken it upon himself to monitor the situation at his blog here.  Although there has not been much posted lately on the subject, the year-end should bring updates, so bookmarking this site may be a good idea.  His site includes a link to an excel spreadsheet he has created which lists all 50 states, and has links to their accountancy governing boards and what their current out of state licensing requirements are.

Filed under: Licensing, State Taxes , Licensing, State Taxes

Must Have Download for Multiple Monitors

With the advent of the paperless office, we are all moving to a multiple monitor environment.  Most seem to be using dual monitors these days, but quickly, I supsect we will all start using triple monitors, to allow the simultaneous display of workpapers, the current year tax return and the prior year tax return.  Moving and resizing windows can be a pain.

Enter, Winsplit Revolution.  Winsplit Revolution adds an icon to your system tray, and a small windows that can either remain on screen, or come up when invoked.  The window contains arrows representing the quadrants of a screen.  Press one of the arrows and the active window is automatically, resized and moved to that quadrant of the window. 

Winsplit Revolution also allows you to use the number pad for keyboard short-cuts for all of these functions and more.  For example, hitting ctl-alt-left arrow, will move the current window to your left monitor.  You can also use the program to memorize the location and size of any program you frequently use, and a short-cut key will instantly return that window to its memorized size and location.

This program is a free must have download for working efficiently with multiple monitors.

Filed under: Downloads, Multiple Monitors, Paperless Office , Downloads, Multiple Monitors, Paperless Office