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This month’s client selection case study comes from Polson Higgs in Dunedin New Zealand. We interviewed Simon Cameron, Associate - Business Services for the firm and he took us through the firm’s decision making process, his views on the software and the team that delivers it.
Name of Firm: Polson Higgs, New Zealand
Name: Simon Cameron
Title: Associate
Tel: +64 3 477 9923
Email Address: simon.cameron@ph.co.nz
Involvement in selection process:
My role was to lead a team that investigated the options for changing systems, which included writing the business case for change and then leading the implementation process. I felt it was important that I didn’t get too involved in the detail but rather project managed the selection and implementation process.
When did your firm implement its APS Advance Practice Management system
We implemented the new system in 1 February 2006.
How many users do you have?
We have approximately 120 full time staff.
Which APS products have you taken out licences to use? (PM, Tax etc….)
We are currently using Practice Management, Practice IQ, Advance Tax and XPA.
Who was your previous supplier and how long were you using that supplier’s software for?
We were using Solution 6 (GL) and MYOB practice management. I would say we were with them for about 10 years.
From start to finish, how long did the meeting, testing and decision-making process take that saw you move over to APS?
All up it was about six months to a year.
Was your decision to move over to APS made on gut-feel, or was it more scientific than that? Please explain how you went about making your decision…. (e.g. team approach: IT manager, IT Partner, Work Group etc…)
We reviewed APS, MYOB (including Viztopia and Sol6 enhancements) and weighed up the merits of both. Our main criteria if a change was to be made was “one database” for our 2 offices. A team of people reviewed the software, a business case with recommendations was completed and the Partners voted to approve the business case.
Conversion of practice data from your old system to your new one was of course going to be one of the major issues in your implementation – can you tell me how the APS team performed in this regard?
The conversion of the 4 databases of practice management information (2 MYOB databases and 2 ACT databases) went reasonably well. All financial data was transferred accurately. Anything that was not able to be electronically converted was identified early and other plans were made. The General Ledger conversion was a very long process (as we knew it would be). We felt that we could have been given more guidance in the initial set up of our general ledger. However, all the APS consultants were very helpful, friendly, and positive. Overall we were very happy with the conversion process.
A new system means that ‘change’ is forced upon team members – how did your team react to the new system and how quickly did they pick up the new system?
Our team reacted very well to the new general ledger and responded to the new system very quickly. It took a while for people to get used to the billing process but we are continually making improvements and people are now comfortable with where we are. The PIQ reports that have been developed have meant we have access to a lot of information each Monday morning as timesheets are posted (including management of teams, workflow, financial actual v budget, etc).
How does the Advance suite compare to you previous product in terms of functionality?
Overall we have got the “one database” solution that we were after. We want to continue to build on that with possibly introducing the APS CRM module. The general ledger is far better than what we were getting from Sol6 (although we hadn’t upgraded to their report writer etc so we could have got some improvement there with some investment as well). The financial information through the practice management module is now all in one database which is an improvement. We are still finding the tax management information a bit “clunky” but are confident this will improve with more training/development.
What would you like to see APS add to its product set in its next releases of Advance that will assist your business? What does it need to do to stay ahead of its competitors?
The CRM module is our next key area that we want to significantly improve. Being able to manage your contacts, client targets, marketing initiatives etc from the central client/contact database makes good sense to us. Also Document/email management is an area we are looking at.
Do you have any final words that sum up how you feel about APS, its team and its software?
The APS team have been great to work with. We have achieved all our initial goals of what we wanted from a system change. We are keen to continue to work with APS to improve the areas that we identify as important to us and that APS may be able to offer a solution (e.g. CRM, document control). We have also had several meetings with APS on what is working well / what could work better. We are keen to continue having these meetings to drive further enhancements. |
