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BUSINESS PROCESS AUTOMATION IMPLEMENTATION & CONFIGURATION GUIDE
Information on
BUSINESS PROCESS AUTOMATION (BPA)
FOR
RECKONAPS CLIENTS
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Disclaimer
Every effort has been made to ensure the accuracy and completeness of this manual. However, neither Reckon Limited, its subsidiaries, employees and agents, cannot be held liable for any errors or omissions. This document should not be relied on as a detailed specification of the system. In addition, Reckon Limited reserves the right to issue revisions, enhancements and improvements to Reckon APS software at any time without notice. Every effort will be made to ensure that the manual is updated concurrently and that the user is not inconvenienced as a result of any change.
Author
Created and Published by Reckon Limited Level 12, 65 Berry Street North Sydney NSW 2060 ACN 003 348 730 All Rights Reserved Copyright © 2016 Reckon Limited
Copyright
No part of these materials may be reproduced or transmitted in any form or by any means, including photocopying, without written permission of Reckon Limited.
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Contents
Introduction ............................................................................................................................... 5
Pre-Requisites ............................................................................................................................ 5
What is Advance BPA? ................................................................................................................ 7
BPA System Configuration .......................................................................................................... 8
Core Tasks Introduction ............................................................................................................ 10
PM_01. Timesheet Standard Hours ........................................................................................... 12
PM_02. Incomplete Timesheets ................................................................................................ 13
PM_03. Fees to Process ............................................................................................................ 15
PM_04. Debtor Receipts ........................................................................................................... 16
PM_05. Changed Client Details ................................................................................................. 17
PM_06. Staff Weekly Budgets ................................................................................................... 19
PM_07. Outstanding Invoices .................................................................................................... 20
PM_08. Relationships Not Set ................................................................................................... 21
WF_01. Matters Approaching Due Date ..................................................................................... 22
WF_02. Matters at Fee Budget Threshold % .............................................................................. 23
WF_03. Milestones Approaching Due Date ................................................................................ 24
PIQ_01. Partner and Manager Ranked Analysis.......................................................................... 25
PIQ_02. Partner and Manager KPI’s ........................................................................................... 26
PIQ_03. Workflow Summary Current Milestone Responsible ...................................................... 27
TaxAU_01. Tax Maintenance..................................................................................................... 28
TaxAU_02. Sent for Signing ....................................................................................................... 29
TaxAU_03. Return Due Date Approaching ................................................................................. 30
TaxAU_04. Held for Lodgement Today ....................................................................................... 31
TaxNZ_01. Tax Returns at Locked for too long ........................................................................... 32
TaxNZ_02. Returns at IRD confirmed for too long ...................................................................... 33
TaxNZ_03. Unpaid Provisional or Terminal Tax .......................................................................... 34
WM_01. Project at Status ......................................................................................................... 35
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WM_02. Projects at Status2 from Status1 .................................................................................. 36
VC_01. In-Tray & WIP ............................................................................................................... 37
Inclusions ................................................................................................................................. 38
Exclusions ................................................................................................................................ 38
Authorisation ........................................................................................................................... 38
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Introduction
This guide is to:
• Provide a framework for discussion at the Pre-Implementation Meeting
• Provide you with concepts, background information and available configuration options for the implementation of Advance BPA based on the standard tasks
• Raise awareness about any decisions you may need to make and advise you of any practice-specific information you will need to provide our Consultants with during the implementation
• Provide a place for APS Consultants to capture this information
Understanding and completing as much of the information as possible prior to the Implementation Meeting will help to achieve a painless, expedient and most of all ‘successful’ implementation.
Pre-Requisites
Reckon APS Software
Advance BPA is dependent on Practice Management as a data source. The current minimum version is:
▪ Advance Practice Management Version 9.1.3
Note that the installation of Advance PM assumes that the requirements are met to host the SQL Server
application environment.
For the latest requirements and platform compatibility, please refer to the Advance Suite Platform
Matrix, found under the User Area of our website.
There are BPA standard tasks available that have been designed to work in conjunction with other Advance Integrated Modules and can only be enabled should these modules be in use in your practice. These include Advance Tax, NZ Tax, Workpaper Management, Practice IQ and Virtual Cabinet. While most of the data still resides in the Practice Management database, these modules must be of a minimum specific version.
System Requirements
The following are the supported operating systems for the Advance BPA Server and Client software. The
Client software is the management console and can be installed at the same location as the server.
Advance BPA Server
▪ Windows 2003 SP2
▪ Windows 2003 (x64) SP2
▪ Windows 2003 SR2 SP2
▪ Windows 2003 SR2 (x64) SP2
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▪ Windows 2008 SP2
▪ Windows 2008 (x64) SP2
▪ Windows 2008 R2 SP1
▪ Windows 2012
Advance BPA Client
▪ Windows XP SP3
▪ Windows Vista SP2
▪ Windows 7 SP1
▪ Windows 7 (x64) SP1
▪ Windows 8
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What is Advance BPA?
Advance BPA is task-orientated software system that uses application data to drive business processes. Each task that is implemented is triggered by event based customer-specific parameters and serves to
automate or prompt for an action.
Business Alerts
Email alerts can used to send notifications of critical events before they happen and provide the information required to act accordingly. These alerts can take the form of exception reports that indicate a breach of business rules, or schedule KPI reporting, to provide a quick summary of how your work is tracking.
Workflow
Accounting and taxation services are becoming increasingly driven through structured business processes. These Workflow processes enable a practice to manage the time, cost, and quality controls for their clients. Advance BPA can be used to automatically trigger key events, identify bottlenecks before they happen, and aid process users in meeting Workflow KPI's. All of which result in a higher level of service being delivered to the customer.
Integration
Each business is supported by a number of different systems, databases and applications. Many of these systems have common threads, such information about Clients and Staff members. It's become increasingly important to synchronize this data, as close to real-time as possible. Advance BPA is equipped with range of widely-used data "connectors". These connectors are a common language between systems, used to update data between the different business applications as required.
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BPA System Configuration
The following information will be required for the installation of Advance BPA. This includes general system information such as where BPA will be installed, and what configuration details are required to run on your environment.
Minimum Specification Requirements
Please confirm your infrastructure meets the minimum hardware and software requirements:
Yes - I have read and understood the minimum software and hardware requirements and there are no additional hardware or software installations/upgrades are required.
No – I have read and understood the minimum software and hardware requirements, and the following hardware or software installations/upgrades will be required:
Please detail what is required to meet minimum specifications and what the estimated timeline is for this to occur
Infrastructure Details
Please complete as much of the following details as possible:
BPA Server (Usually installed on the same server as the APS Database, but can be hosted on a separate box)
Server Name:
Operating System
BPA Service Account (Required to run BPA Server)
Login (DOMAIN\Username):
Password:
Login is a Domain Administrator?
Login is a SQL sysadmin?
Login is a dbo for the DSQL?
BPA Client (Management Console - at locations in addition to the BPA Server)
Server / Workstation Names
Users to require access (Domain\Username)
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SQL Server (hosting aps_dsql)
Server Name:
SQL Server Instance?
SQL Authentication (Windows / SQL):
SQL Login:
SQL Password:
Exchange Server
Server Name:
SMTP Port:
Authentication Required?
Open Relay enabled? / Connector has been created for the BPA Server?
Remote Access
VPN Address:
VPN Login:
VPN Password:
RDP Address:
RDP Login (DOMAIN\username):
RDP Password:
Global Configuration Settings
These are non-specific configuration settings.
BPA Email
From Name (default: Advance BPA):
From Address:
Site Administrator Email Address:
Test Email Address:
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Core Tasks Introduction
The Core tasks available constitute a starting point for BPA functionality. The tasks should cover a good cross section of the key modules within the APS Software Suite to help with information management, data integrity and help streamline processes within the firm. Each task comes with its own set of email outputs and configuration options.
The core tasks, available out of the box are listed in the table below, the detail on each task & the configuration options available are documented further down this document:
Practice Management PM_01. Timesheets Standard Hours
PM_02. Incomplete Timesheets
PM_03. Fees to Process
PM_04. Debtor Receipts
PM_05. Changed Client Details
PM_06. Staff Weekly Budgets
PM_07. Outstanding Invoices
PM_08. Relationships Not Set
Workflow WF_01. Matters Approaching Due Date
WF_02. Matters at Fee Budget Threshold n%
WF_03. Milestones Approaching Due Date
Practice IQ PIQ_01. Partner and Manager Ranked Analysis
PIQ_02. Partner and Manager KPIs
PIQ_03. Workflow Summary Current Milestone Resp, Manager & Matter Resp
Aus Tax Tax_01. Maintenance
Tax_02. Sent for Signing
Tax_03. Return Due Date Approaching
Tax_04. Held For Lodgement Today
NZ Tax Tax_01. Returns at Locked-Signed for too long
Tax_02. Returns At IRD Confirmed for too long
Tax_03. Unpaid Provisional or Terminal Tax
Workpaper Management WM_01. Project at Status
WM_02. Projects at Status2 from Status 1
Virtual Cabinet VC_01. In-tray and WIP
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Preparing for BPA
Prior to the installation of BPA – some Database housekeeping is required - as a minimum, the following should be done:
• Fee Earner records – review all Fee Earner records and ensure the Email address for each Fee Earner is populated with the correct email address
• Partner records – Via the Partner console, ensure all Partner records are linked to the correct Department (where Department is used) and Fee Earner (this would usually be themselves)
• Manager records – Via the Manager console, ensure all Manager records are linked to the correct Department (where Department is used) and Fee Earner (this would usually be themselves)
• Review the fields on your Client Details and Client Attributes area and document whether or not you have these fields or fields similar. These will be discussed in your pre-implementation meeting:
o Category – Drop down list – usually: Client / Contact / Prospect / Supplier etc
o Client Type – Drop down list – usually: Individual / Company / Partnership / Trust etc
o Date Record Added – non-editable date field, records when a new record is added to the database, can be added by your consultant if it doesn’t exist already
o Date become Client – date field used to determine when a record transitioned from a
prospect (if used) to a client – can be added by your consultant if it doesn’t exist already
o Termination Date – confirm what happens when a client leaves the practice, this date
should be completed to determine clients that leave the firm
o Partner / Manager – advise if these fields been renamed (eg Partner renamed to Director)
o Matter Responsible – do you maintain this field?
Standard configuration options
The following sections provide the detail on each task & the configurable options available as part of the standard BPA Implementation.
Significant customisation to these tasks will be dealt with separately and may incur additional costs.
Tasks outside of these standards will also be dealt with separately as a consulting exercise & only once the standard tasks are delivered & signed off. This is to ensure we deliver on the standards in a smooth and timely manner.
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PM_01. Timesheet Standard Hours
Purpose
Sends a list of staff members and their comparison between Standard Hours and Actual Hours for individual days in the last timesheet period.
Lists can be sent to the relevant Staff Manager, Staff Partner or other related party (Admin).
Features
Configuration
Enable this task?
Day of the week to run?
Time of day?
Day of month end, or day after month end?
Time of day?
Email Recipient?
Any additional configuration?
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PM_02. Incomplete Timesheets
Purpose
Send a reminder to Staff to complete and post their timesheets, followed by an optional summary report of staff that still have incomplete timesheets to Staff Manager, Partner, or other related party (Admin).
Features
▪ Reports on Timesheet Headers that have a status of ACTIVE or IDLE up to the current week, or timesheet period
▪ Standard Hours for time period must be greater than 0 and to exclude Periods where there are no Charge Days
▪ Is designed to run once a week, and the day or day after the month ends ▪ Staff Reminder and Staff Summary report can be enabled or disabled independently of
each other and run on a different schedule
Configuration
Enable Staff reminder?
Day of the week to run?
Time of day?
Day of month end, or day after?
Enable Summary report?
Day of the week to run?
Time of day?
Send summary report to? (eg. Staff Manager)
Any additional configuration?
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PM_03. Fees to Process
Purpose
Send an email to Staff when a fee is promoted or demoted to them and they must take some form of action.
Features
▪ Summary email sent to Staff for all Fees where they are the current user ▪ Breach conditions can be based the number of days since the Fee was created - ie after 2
days or, you can set the alert to run at scheduled intervals (like hourly), either showing a summary of all invoices or just new invoices.
▪ If your firm tends to raise the bulk of all Invoices at the end of the month, then consider this with your scheduling, you would not want emails being sent to relevant staff as soon as invoices were promoted to them (this would be disruptive)
Configuration
Enable Alert?
Number of days as a breach condition? eg invoices promoted 2 days ago?
If you want to show all invoices, regardless of when they were promoted, then your breach condition will be 0 days
Time of day? Eg hourly
Do you want to show all invoices or only new invoices?
Any additional configuration?
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PM_04. Debtor Receipts
Purpose
Reports on payments received for a specific time period.
Features
• Displays receipts per Debtor, per configurable time range
• Schedulable as daily, weekly or monthly
• Can be sent to the Debtor Partner or Manager or the Family Group Partner or Manger
• Can be grouped by Family Group or Client
Configuration
Enable?
Days of the week to run?
Time of day?
Time period to report on?
Email recipient?
Any additional configuration?
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PM_05. Changed Client Details
Purpose
Report on new clients and prospects that have been added to PM, clients or prospects that have left the practice, or be alerted to specific fields updated on a client record. Requires Advance Practice Management auditing to be configured for the fields to be tracked. And a Client Category field (or something similar) to identify client and prospect records
Features
• New, terminated or changed record reports can be individually enabled or disabled
• Specify different schedule, reporting period and email recipients per report
• Verify Partner, Manager, Debtor, and Family Group details of new Clients
• Be alerted to outstanding WIP and Debt balances of Terminated Clients
• Customise what changed client details to report on
• Changed details are shown in a single report
• Auditing must be enabled in PM to track changes
Configuration
New Clients
Enable?
Report on Clients only or Clients & Prospects
Advise how you identify these type of records
Period to report on?
Days to run?
Time to run?
Email recipient?
Any additional configuration? eg columns to show / sort order?
Terminated Clients
Enable?
Report on Clients or Clients & Prospects
Period to report on?
Days to run?
Time to run?
Email recipient?
Any additional configuration? eg columns to show / sort order?
Changed Client Details
Enable?
Report on Clients or Clients & Prospects
What details/attributes to track changes of?
eg Postal, Street, Business Address Primary Email & Invoice Email
Period to report on?
Days to run?
Time to run?
Email recipient?
Any additional configuration? eg columns to show / sort order?
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PM_06. Staff Weekly Budgets
Purpose
Sends an email to Staff Managers or Partners listing staff members that have not reached the target billable hours for the week just past. This alert is designed to run on a Monday to capture the entire previous week, regardless of whether there is more than one Timesheet Period involved.
This Alert relies on individual staff budgets setup in the PM Budget module.
Features
▪ Shows weekly budgeted hours, weekly actual hours, and the difference between these two values
▪ Covers all periods in a week, i.e. if there is a month-end within the week
▪ Sends the result to the staff manager or partner
Configuration
Enable?
Time to run on Monday?
Email recipient?
Any additional configuration?
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PM_07. Outstanding Invoices
Purpose
This task is intended to list clients that have invoices that are over a certain threshold of outstanding amount. This amount can be configured on deployment. It also lists clients which have reached certain threshold numbers of days outstanding. These thresholds are also configurable.
Features
There are 3 separate streams:
• List of clients invoices at (or just past) the number of days set.
• List of all invoices for clients with at least 1 invoice at (or just past) the number of days set.
• List of clients invoices at (or just past) the number of days set.
Configuration
Enable?
Days Threshold?
Time to run?
Email recipient?
Any additional configuration?
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PM_08. Relationships Not Set
Purpose
Intended to find companies without directors, partnerships without partners, and trusts without beneficiaries and send an email to the Client Partner, Client Manager or an administrator.
Features
• Will only report on Companies, Partnerships & Trusts – for ‘Client’ records. This requires a ‘Category’ field in PM, to determine ‘Client’ records.
Configuration
Enable?
Day of the week to run?
Time to run?
Email recipient?
Any additional configuration?
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WF_01. Matters Approaching Due Date
Purpose
Designed to deliver a list of Matters that are due to be completed within a set number of days, this is based on the last scheduled Milestone, missing an actual date. (as this would deem the job as in-complete)
The Days threshold can be determined by the practice, the emails can be sent to the person responsible for the last Milestone, the Matter Responsible, Matter Manager or Matter Partner and a summary can be sent to specific recipients.
Features
• This will only show jobs approaching a due date, it will exclude jobs already overdue or due on the day the alert runs
Configuration
Enable Milestone Responsible?
Enable Matter Manager?
Enable Matter Partner?
Enable Matter Responsible?
Threshold for the days until the Milestone Target date should be complete?
1 days threshold, will show jobs where the last milestone Target Date is due tomorrow
Day of the week to run?
Time to run?
Any additional configuration?
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WF_02. Matters at Fee Budget Threshold %
Purpose
Designed to deliver a list of Matters that are reaching or over their Fee Budget % Threshold.
The threshold can be determined by the practice, the emails can be sent to the person responsible for the current Milestone, the Matter Responsible, Matter Manager, Matter Partner and a summary can be sent to specific recipients.
Features
•
Configuration
Enable Milestone Responsible?
Enable Matter Manager?
Enable Matter Partner?
Enable Matter Responsible?
Fee budget threshold %?
Day of the week to run?
Time to run?
Any additional configuration?
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WF_03. Milestones Approaching Due Date
Purpose
Designed to deliver a list of matters, where the Target date for a scheduled milestone is approaching and not yet completed. The purpose is to notify relevant staff of the job before it becomes overdue.
The Days threshold can be determined by the practice, the emails can be sent to the person responsible for the current Milestone, the Matter Responsible, Matter Manager, Matter Partner and a summary can be sent to specific recipients.
Features
• This will only show jobs approaching a due date, it will exclude jobs already overdue or due on the day the alert runs
Configuration
Enable Milestone Responsible?
Enable Matter Manager?
Enable Matter Partner?
Enable Matter Responsible?
Threshold for the days until each Milestone Target date should be complete?
1 days threshold, will show milestones with a Target Date due tomorrow
Day of the week to run?
Time to run?
Any additional configuration?
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PIQ_01. Partner and Manager Ranked Analysis
Purpose
Designed to send an email to Partners and/or Managers with a copy of the PIQ Reporting Services Ranked Analysis Report.
Features
Each line is active and when clicked will open up and browser to display the appropriate PIQ summary report. Up to 48 different WIP/Debt measures can be selected – review the report directly in PIQ to determine what measures to show. #BPA 4.6 or above and PIQ 10 or above is required for this alert.
Configuration
Enable Partner?
Enable Manager?
Day of the week to run?
Time to run?
Any additional configuration?
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PIQ_02. Partner and Manager KPI’s
Purpose
Designed to send an email to Partners and/or Managers with a copy of the PIQ Reporting Services KPI Report
Features Choose from these available formats:
• Partners Key Measures
• Partners Key Measures including Workflow and AUS Tax
• Partners Key Measures including Workflow and NZ Tax
• Manager Key Measures
• Manager Key Measures including Workflow and AUS Tax
• Manager Key Measures including Workflow and NZ Tax
#BPA 4.6 or above and PIQ 10 or above is required for this alert.
Configuration
Enable Partner?
Enable Manager?
Which Report Format?
Day of the week to run?
Time to run?
Any additional configuration?
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PIQ_03. Workflow Summary Current Milestone Responsible
Purpose
Designed to send an email to staff with a copy of the Reporting Services Workflow Summary Report showing a list of milestones they are responsible for that are currently with them.
Features
#BPA 4.6 or above and PIQ 10 or above is required for this alert.
Configuration
Enable for Milestone Responsible?
Day of the week to run?
Time to run?
Any additional configuration?
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TaxAU_01. Tax Maintenance
Purpose
Designed to report on tax related data, highlighting the following gaps in tax related data:
o Duplicate TFN or ABN’s o Invalid TFN’s or ABN’s o Client in PM, not in ATO o Client in ATO, not in PM
Features
• Will only report on Companies, Partnerships & Trusts for ABN related data
• For records that are current ‘Clients’ (ie – will ignore ‘Contact’ records and ‘Clients’ that have left the practice and have termination date populated)
Configuration
Enable?
Day of the week to run?
Time to run?
Email recipient?
Any additional configuration?
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TaxAU_02. Sent for Signing
Purpose
Will report on Tax Returns that have a status of ‘Sent for Signing’ for X amount of days, clients can determine the variable – ie 14 days
Features
Configuration
Enable?
Variable Days to report on?
Day of the week to run?
Time to run?
Email recipient? Eg MatterManager / Return Responsible
Any additional configuration?
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TaxAU_03. Return Due Date Approaching
Purpose
Will report on Tax Returns where the Return Due Date is approaching, clients can determine the variable – ie Return Due Dates in 4 weeks
Features
Configuration
Enable?
Return Date Variable to report on?
Day of the week to run?
Time to run?
Email recipient?
Any additional configuration?
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TaxAU_04. Held for Lodgement Today
Purpose
Will report on Tax Returns that have been held for lodgement – clients determine the variable, ie Returns held for lodgement in the last week
Features
Configuration
Enable?
Variable to report on?
Day of the week to run?
Time to run?
Email recipient?
Any additional configuration?
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TaxNZ_01. Tax Returns at Locked for too long
Purpose
Will report on Tax Returns that have a status of ‘Signed’ or ‘Locked’ for X amount of days, clients can determine the variable – i.e. 10 days
Features
Configuration
Enable?
Variable Days to report on?
Day of the week to run?
Time to run?
Email recipient?
Any additional configuration?
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TaxNZ_02. Returns at IRD confirmed for too long
Purpose
Will report on Tax Returns that have a status of ‘IRD Confirmed’ for X amount of days, clients can determine the variable – i.e. 10 days
Features
Configuration
Enable?
Variable Days to report on?
Day of the week to run?
Time to run?
Email recipient?
Any additional configuration?
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TaxNZ_03. Unpaid Provisional or Terminal Tax
Purpose
Will report on Clients who have not paid their Tax Due amount by the Required Date based on below:
• 15 January (Provisional tax 2)
• 7 Feb (Terminal Tax – No EOT)
• 7 April (Terminal Tax – EOT)
• 7 May (Prov tax 3)
• 28 August (Prov tax 1)
• 28 of all other months not listed above to allow for Ratio Method, 6 Monthly GST and non-standard Balance dates
Features
Configuration
Enable?
Variable Days to report on?
Time to run?
Email recipient?
Any additional configuration?
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WM_01. Project at Status
Purpose
This will report on Workpaper Projects that have reached a particular status – such as ‘Ready for Review’ or ‘Manager Review’
Configuration
Enable?
Project Status to report on?
Days to run?
Time to run?
Email recipient?
Any additional configuration?
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WM_02. Projects at Status2 from Status1
Purpose
This will send an email to the Preparer or Reviewer of specific Workpaper Project Items – advising the Item has reached a certain status, examples of when this could be used:
o Send an email to the Reviewer of the Work Item or Project, when a work item status is ‘Ready for Review’
o Send an email to the Preparer of the Work Item or Project, when a work item status is ‘Re-Work required’
o Send an email to the specific recipient – when a work item status is changed from ‘Completed’ to any other status
You can either receive 1 email per client when a work item status is reached – or you can combine all of those instances into 1 email – in a table format.
Configuration
Enable?
Project Work item to report on?
1 email per client – or a combined email?
Days to run?
Time to run?
Email recipient?
Any additional configuration?
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VC_01. In-Tray & WIP
Purpose
A report showing a list of staff who have unopened documents in their VC In-Tray – that were sent from another staff member. This will assist with visibility around tasks and documents sent to someone else’s In-Tray
Configuration
Enable?
Days to run?
Time to run?
Email recipient?
Any additional configuration?
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Inclusions
• Only Items documented here and marked as ‘enabled’ will be installed under the subscription model.
Exclusions
• Significant changes to the Alerts once they are installed & delivered as per the signed specification may result in 1 or both of the following:
o A delay in the project completion date, o Additional costs if the changes are deemed out of scope
• Additional Alerts outside of this spec will be scoped and quoted accordingly once the standards are delivered and signed off
Authorisation
DESCRIPTION OF THE REQUESTED SERVICE(s):
Description of Service
Design, Install & Deliver the BPA Alerts as per this specification.
RECKON APS AUTHORISATION
Name(s)
Date
CLIENT AUTHORISATION
Client Name
Position
For/On Behalf Of
Signature
Date
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