Duncan & Toplis - Lincolnshire

 

The key driving force for change was the need for a centralised database and common software throughout all offices. With a proliferation of software packages and no common thread running through the offices it was decided that a new system should be installed that would introduce uniformity and ensure that all data was stored in just one place at each office, and all used the same software to enable greater mobility of staff.

 

David Kime, IT manager for the Boston office was one of the people tasked with producing a short-list of possible systems. IRIS was included as 'it stood out from the others', David went on "We viewed IRIS using a 90/10 rule i.e. it could do 90% of what we wanted very well and we could live with the 10% it did reasonably well."

 

The IRIS system, with its centralised database, appeared easy to use and more importantly, David was impressed with the ease at which data was shared between the various modules and quality of the information the system could provide.

 

The price quoted for all of the offices to convert to IRIS was also an important consideration. One of the other short-listed supplier's costs were much higher and on a like for like basis, the cost to convert one office was the same as installing IRIS in all eight offices.

 

In the eight years the practice has been using the software, David estimates that the real gains come from the links between Accounts Production, Personal Tax and Business Tax. He said "Because the programs are linked through the database, there is no re-keying of data. When we first moved across to IRIS the difference was amazing and we have gained so much but now because we are so used to this we often tend to forget the time savings."

 

Since April 2001, all staff are responsible for posting their own time on online time sheets. The practice opted to record time in units of six minutes which means that clients get billed for the true cost of work done. This has also highlighted in more detail the non-chargeable areas making it easier to target and address them.

 

The reporting facility within the program enables practices to produce detailed reports which effectively make it easier to analyse where time is being spent, work in progress, the fees ledger balance, aged debtors, client billing and staff performance.

 

A fairly recent introduction to the IRIS suite is the Practice Management system which is used throughout the eight offices predominantly to monitor and control work-flow.

 

Duncan & Toplis was involved in the development of the IRIS Practice Management program and many features of their own spreadsheet system have been incorporated into the software. The most extensively used element is the accounts production tracking. David explained "It is so easily and readily available to all those involved in the process that the firm can be confident that the information is up to date and current at any time.

 

The implementation of this system was aided at the Boston office by the partners issuing a deadline whereby all old tracking methods were removed, forcing PM to be used, and to great success. David says, "without partner support, the systems could not have been implemented so successfully at this office."

 

"The system is open to everyone and the benefits of total accessibility are illustrated by the example of an incident where a client rang in to find out why his accounts were not yet complete. The person who took the call was able to check the work in progress screen and advise the client that he had not yet supplied some necessary information. A potential problem was diffused by the staff member's instant access to the notes on that particular job."

 

In David's view 'IRIS holds all the offices together'. His personal favourite of all the programs is the IRIS Fixed Asset Register. He said "It is absolutely fantastic and unique in the fact that it offers a cheap and simple way of monitoring an Asset Register. The links within IRIS means that the information on Capital Allowances goes straight through to Business Tax, saving us so much time. There is no need to calculate capital allowance additions or disposals as it is already done when the accounts are prepared – it really is the most under-recognised package in the IRIS portfolio."

 

The most recent introduction is IRIS Company Secretarial which handles time consuming company documentation. Duncan & Toplis experienced a situation recently where the client wanted to make alterations to directors of the company. Within 10 minutes, the necessary forms had been completed and the client was able to sign them and complete the matter there and then.

 

The efficiency gains derived from using the integrated IRIS suite of software have played an important part in the firm's continued expansion. David concluded "IRIS allows us to give something back to the client. In the time saved by using efficient software, we are able to offer our clients pro-active advice."