Workflow Automation Software

From the Aug. 2009 Issue

Just in case you’re running out of things to do or think about this summer, relative to your IT, we thought it would be helpful to introduce you to yet another initiative that needs to be on your strategic IT radar: workflow software. Just like document management, scanning and client portals, workflow software covers a lot of territory, so getting your arms around what it encompasses is an important first step. The objective of this article is to help you make that step.

Those of us who have been working in the profession since prior to the new millennium can certainly relate to the traditional workflow model that went something like the following scenario: The engagements I need to work on next are on the left side of my desk, perhaps on the floor. Those that I am ready to route to the next person in line are on the right side of the desk waiting for me to walk them down the hall to the appropriate person. Then, of course, the engagements that are waiting for more client information are sitting behind me on the credenza. Each of them has a routing sheet wrapped around the folder with a rubber band.

Does this sound familiar? Perhaps your office still relies predominately on this model. For most of us, however, as we have transitioned to digital workflows using document management systems, we have lost our cherished paper file folders that served as our primary workflow management tool. So the need for some sort of application to manage the flow of engagements in a paperless world becomes evident very quickly. The problem is it takes time to develop a mature software application to meet and exceed the needs of our traditional paper-based processes. So let’s take a peek into the nature of workflow software and how it is likely to evolve for the accounting and tax profession.

WORKFLOW DEFINED
In order to gain a better understanding of what workflow software really is, I think it is helpful to take a step back and review the key ingredients of a typical client engagement process. Then, we will talk about how workflow software can help automate the process.