With IT now a standard component of chartered accountancy training, Ardagh Horan can call on some in-house computer nous. For more complex processes, however, like setting up servers, managing data storage and installing new software on the network, the firm uses Laztech, an IT consultancy business that specialises in providing managed technical services to Irish SMEs.
"If we have a problem with our IT, Laztech staff log in online and check the problem, or come on-site if need be. If we get a new update for any of the software packages that we use, we call Laztech and they come over and install it. They take care of all our IT needs, including servers and storage," says Hennessy.
Ardagh Horan's contract with Laztech has been in effect for about five years. Prior to that, the firm tried to handle all of its IT needs in-house. But with at least seven different software programs to install each year, servers to manage and stringent financial data storage regulations to comply with, Ardagh Horan's IT needs eventually outweighed its in-house capacity.
The company says using an external IT partner has saved both time and money. "Outsourcing absolutely saves us money compared to the cost of hiring full-time IT support staff. It also saves us money in that if I have to spend an hour or an hour and a half trying to sort out a problem, I am losing chargeable hours," says Hennessy.
"You could go a year without needing software support, if everything's going fine. But, in October for example, when we are really snowed under with tax return deadlines, if something goes wrong with your computer, there's a sense of comfort that Laztech are there," adds Hennessy.
Working with Drive
The computer applications that Ardagh Horan use are built around Drive - accounting software developed by Irish accountancy software specialists Relate Software. Drive combines customer relationship, document and communications management in an integrated system designed specifically for accountants. At its core is a centralised database containing information about clients, jobs, prospects and contacts that can be customised by end-users. "It's basically the backbone of our whole system," says Hennessy.
The Drive database also handles company emails, text messages and voice calls and offers tracking functions. Tracking functionality is especially important in a financial industry that operates under stringent guidelines when it comes to handling personal data and financial information.
"We have to be careful that we've documented all communications with clients or on behalf of clients. Drive keeps a record of all communications, which can really help in the event of a misunderstanding," explains Hennessy.
Drive is integrated with Relate Company Secretary (RCS), compliance software developed by Relate Software. Designed to reduce the burden of company secretarial compliance on accountants, RCS can create resolutions, minutes and forms automatically. The software interacts directly with the Companies Registration Office to help ensure all information is up to date.
Using products from the same vendor enables smooth data transfer throughout the business and eases integration issues, says Hennessy. With integration in mind, Ardagh Horan is looking at upgrading its tax accounting software later this year.
"The problem with the Revenue Commissioners' online system is that it asks you to re-input all your information - PPS number, contact details, and so on - each year when you submit your tax returns online," says Hennessy. Relate Software is developing a tax package that uses the Revenue's online system but maintains the information year-on-year, explains Hennessy.
The tax package is also integrated with Relate Software's other packages. "We're definitely looking at having all our clients in one database and all our programs being fed from that. In an ideal scenario, it's definitely the way to go," says Hennessy.
From tape to online
Just under two years ago, on Laztech's recommendation, Ardagh Horan moved from manual tape backup of company data to an online backup solution provided by disaster recovery specialists KeepItSafe.
"The procedure in our tape backup wasn't fantastic in that we had one person looking after the daily, weekly and monthly tapes. If that person was out sick, or just forgot to do it, we had no structure in place for somebody else to do it. The whole thing was wide open for all sorts of problems," says Hennessy.
The new data backup process takes place automatically online, freeing up Ardagh Horan staff to focus on other tasks and delivering an extra layer of security, as the backed-up data is encrypted.
The system was inexpensive to implement, says Hennessy, and provides assurance on the safety of essential data. "We have much more peace of mind about our data backups since we implemented the new system."
By outsourcing its IT infrastructure and purchasing integrated software packages, Ardagh Horan has succeeded in creating an IT infrastructure worthy of an enterprise, effectively punching above its weight as a busy SME.
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