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Estimated reading time: 5 minutes, 12 seconds

Workflow Applications Grow into Process Management Systems

In the second year of using the workflow system from XCM Solutions, the Red Bank, N.J.-based accounting firm WithumSmith+Brown has taken a system that was used in firm-wide test during the last tax season and has implemented it throughout the firm, wherever there are documents and processes to track. "Every job a staff person puts in is the system," notes partner Jim Bourke. "We mandated that all jobs, financial statements, tax returns, whatever the work product is going through XCM so we can track workflow."

While tracking tax returns through the firm remains an important use, XCM also can provide the status of financial statements and audit documents, anything that's on paper and associated with an engagement. And that expands on Bourke's comment during last year's test that there is no such thing as a snow day any more, as long as employees can access documents from their home computers.

The system, which integrates with CCH ProSystem fx Document, also provides Bourke with control over processes that wasn't possible before. If a staff person has been working on a corporate tax return, "I can see that the return is ready for me to review. In the past, I wouldn’t have known it was to be reviewed until it was in my office.” XCM has several editions with pricing starting with XCMEssentials at $95 per month for a one- to five-person firm with one practice area.

But workflow has gotten to be much more than simply tracking documents as they make their way through a firm. It's becoming more about using these tools to help establish procedures that will make the workflow itself more effective.

"We see firms working on the nuts and bolts of process, down to the procedures level," says Steve Barrett, director of information technology at New York's of director of information technology at Held, Kranzler, McCosker & Pulice and a partner at HKMP Technologies. HKMP has worked more in workflow for larger organizations with Metastorm. But lately it has concentrated on its own audit worfklow application, Amelio, which takes its name from the word , “ameliorate.” "We’ve been continuing to work with metastorm to do business process management. The nice thing is linking the two together."

Barrett said previously tools for audit processes were limited largely to check lists and forms. Now, with Amelio, someone involved in an audit can say, "I’m done with cash, move along to the next task and know exactly where they are," says Barrett. Meanwhile, partners can ascertain details via a dashboard. Barrett notes, "A partner can say, ' I am 50 percent through my budget on cash and I have completed 50 percent of audit procedures.' We want to capture the detail and report on it and give them high-level information.

CCH's Brian Steiner agrees that workflow software has moved out of its role as primarily a tool for tracking tax documents and is evolving into one that can help redesign processes. "A lot of firms had the first step in standardizing processes and procedures with paperless products. Work flow provides the opportunity to standardize it, all the way until it goes out," says Steiner, director of project management. In the last few months, the Riverwoods, Ill.-based vendor entered the workflow market with Workstream, a product that has debuted in SaaS form and which will be available in on-premise form during the fourth quarter. The two products will have the same feature set.

Like XCM, Workstream goes beyond just tracking tax documents. “It’s not tied down to just managing audit or managing tax It can manage any type of project that happens within the firm," says Steiner. Workstream comes with templates that can be used "to mimic workflow" for 1040s, business returns or different types of audits. The application can provide multiple views, set up notifications to have a person alerted when a project's status has changed or if it's going over budget.

Workstream can function as a stand-alone application or tie into the next generation suite of products emerging from CCH, which are essentially Workstream enabled  The application comes in two editions, the Basic, which performs tracking, priced at $175 per user, and Premier which Steiner says has "all of the additional pieces" starting at $225 per user.

CCH's large rival, Thomson Reuters, is also heavily into the workflow game, although with somewhat different technology. GoFileRoom, the Web-based document management application in its Enterprise Suite, has Firmflow, a module that does provide centralized tracking for business processing.

With the CS Professional Suite, the workflow duties are split between the Project Management module of Practice CS, which is described as providing a central hub and Engagement CS, which specializes in the workpaper side. "We have different applications that can perform different parts of workflow process," says Scott Fleszar, senior director, strategic marketing, for Thomson Reuters. He notes that the status tracking in UltraTax CS can also be lumped into the workflow tool category.

Rather than simply track documents, Project Management ties the jobs to the invoicing system. "It tracks due dates, staff availability, billable; what staff is working on which part of the project," says Fleszar.

Practice CS starts at $1,800 for a five-user license with Project Management priced at an additional $750.

The company offers an additional wrinkle to workflow with the outsourced Source Document Processing, through which firms that use FileCabinet CS can scan source documents and export them to Thomson Reuters. The company also extracts data from these scan documents for populating fields in UltraTax CS..

Bob Scott
Bob Scott has provided information to the tax and accounting community since 1991, first as technology editor of Accounting Today, and from 1997 through 2009 as editor of its sister publication, Accounting Technology. He is known throughout the industry for his depth of knowledge and for his high journalistic standards.  Scott has made frequent appearances as a speaker, moderator and panelist and events serving tax and accounting professionals. He  has a strong background in computer journalism as an editor with two former trade publications, Computer+Software News and MIS Week and spent several years with weekly and daily newspapers in Morris County New Jersey prior to that.  A graduate of Indiana University with a degree in journalism, Bob is a native of Madison, Ind
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