winstanley kerridge: our xero story - xerocon 2014
DESCRIPTION
Winstanley Kerridge: Our Xero Story, presented by Neil Sinclair (Director) at Xerocon Auckland 2014. Xero is beautiful online accounting software that connects small businesses and their accountants together in the cloud.TRANSCRIPT
Winstanley Kerridge:Our Xero Story
Neil Sinclair (Director)
• Who is Winstanley Kerridge?• How we selected Xero• Why we implemented Xero• How we implemented – What NOT to do!!• The Ugly Year – Xero Year One• What does year 2 look like?• What does our future look like?
Presentation Overview
What we are not
Who we are
Our online presence
Our online presence
Our online presence
Our online presence
Vision
Our strategy
To be the most successful professional firm of Chartered Accountants and advisors providing Marlborough with outstanding service levels of business and financial support and advice.
MissionWe are Chartered Accountants dedicated to providing the highest quality services to meet the business and financial needs of our clients.
WK summarised
WK systems 2011 style!
• Xmas 2010 $250k investment in new IT platform• Network software changed to Windows Server 2008 R2• AO started crashing every day• Support response from MYOB did not meet our expectation• 1st Xerocon in Taupo Feb 2011• Had to move debtors off AO in March 2011 – moved our internal
accounts to Xero• Instability and significant productivity loss Jan – Jun 2011 period• Desire to test the Market – had been with MYOB for over 15 years• Decided to use Request For Proposal (“RFP”) process
What forced the change
RFP process explained
Identify vendors & link to strategy
Determine functional
specificationsPrepare RFP Issue RFP
to vendors
Score functional specifications
& price
Reference checking
Complete scoring matrix
Run vendors presentations
STEP ONE : Work out what you want
STEP TWO : Evaluate Responses
RFP process explained
Additional reference checking
Vendor negotiations
Contract confirmation Implement
STEP THREE : Confirmation
• CRM• Client Database• Client GL & FA• GL Reporting
Commercial• GL Reporting Agri• Work Paper Mgmt• Tax Return
Preparation• Tax Mgmt
• Efiling• WTTC Calculation• IRD Integration• Tax Intermediary
Integration• Budgeting/
Forecasting• Trust Mgmt• Companies Mgmt
• Payroll Bureau / Internal Pay
• Workflow Planning/Scheduling
• Document Mgmt• Timesheet Mgmt• Invoicing• Debtors• Creditors• Mgmt Reporting
RFP process explained
What does a functional specification look like?
RFP process explained
We identified 1968 “unique or critical” features in our Func Specs!
What does a RFP look like?
RFP process explained
Three key objectives we identified • Make us more efficient• Allow us to provide better services to our clients• Provide the directors with better quality internal information!Four vendors identified • MYOB (AE)• APS• Acclipse (now CCH)• Xero Modern Practice
!
Software evaluation process
Three key objectives we identified • Make us more efficient• Allow us to provide better services to our clients• Provide the directors with better quality internal information!Four vendors identified • MYOB (AE)• APS• Acclipse (now CCH)• Xero Modern Practice
!
Software evaluation process
Three key objectives we identified • Make us more efficient• Allow us to provide better services to our clients• Provide the directors with better quality internal information!Four vendors identified • MYOB (AE)• APS• Acclipse (now CCH)• Xero Modern Practice
!
Software evaluation process
• Some of our current processes are stale• Some of our current processes are inefficient• Inefficient processes often the result of software not being
used fully or not supporting that function• We “over engineer” many compliance jobs• A lack of integration means we end up processing the same
data more than once (eg tax pymts in tax WP and ICA WP)• Therefore we spend a lot of time on the aspect of our work
that client does not necessarily value• We needed to work smarter
What we think we found
So we asked our clients
Client feedback
A new strategy
YIYOC PIPOMs
A new strategyCompliance
Factory
YIYOC
Event
Gap analysisConsulting
Execute C+
PIPOM
Compliance Factory
YIYOC
Event
Gap analysisConsulting
Execute C+
PIPOM
Event
Gap analysisValue Added Service
Mgmt Reporting
A new strategy
Compliance Factory
YIYOC
Event
Gap analysisConsulting
Execute C+
PIPOM
Event
Gap analysisValue Added Service
Mgmt Reporting
Technology enabler
A new strategy
• Potential for efficiency• Achieve PIPOM strategy• Provide us with better quality management information
Why Xero?Three key reasons
Why Xero?
Implementation• Assemble project team• Determine needs & write RFP!• Evaluation completed• Board sign off and staff advised!• Training – Xero, WFM, Workpapers• Plan / Implement / Conversion!• Went live!• Xero Ledgers, WFM and WPs
Oct 11!!Jan 12!!March 12!!April 12
Our lessons• A full project and change management plan• Don’t use a Director as Project Manager – hire a specialist• Understand the full cultural impact of the change• Don’t focus on IT• Train the project team first• Get staff buy in before you kick off the process• Ensure training is of the highest quality• Clean your data
A tip or two
Our challenges• Partial take up still• Tension between the teams• Efficiencies not being realised• Senior staff struggling with change in emphasis• Clients still not getting the full benefits
Year one will hurt
But there is hope
Intangible benefits• Full Xero clients – much higher service levels• Tax planning becomes simple!• PIPOM clients engaged more easily• YIYOC clients perception• Client wins • Bank referrals• Up and coming staff motivation/commitment/retention• Employment attractiveness – 180+ applicants!
Compromises• Reporting Quality• Rural had to stay on AO, consistency of appearance
Hindsight• Probably waited a year – to get off the Bleeding Edge!• Better project management• Cultural change effort significantly higher• But would we have gone with Xero…
Hindsight• Probably waited a year – to get off the Bleeding Edge!• Better project management• Cultural change effort significantly higher• But would we have gone with Xero…
S**T YES
The future• Xero is a given (while they are market leaders)• Transition - more move Full-Xero Clients• Xero farming Q2/Q3 FY14• Cloud DM Q2 FY14• Xero Add Ons will become key to higher levels of service• Business services will need to become broader – either
through lateral hires or relationships• Collaboration via Networks
Questions & thanks