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FirmFlow Training

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					FirmFlow
             User Training




                           Firm Name
Instructor: Calvin Leong
August 24, 2012
Thomson Reuters Tax & Accounting

 FirmFlow Training    Administrator   GoFileRoom   1
                   What is FirmFlow?
    –     A full featured web-based workflow manager system


    – Electronic “Project Folder & Routing Sheet”
 Docs          Notes          Notes
 _____            _____          _____
 _____            _____          _____
 _____            _____          _____




Project          Prepare       Review           Assembly      Signature
setup                                                          Delivery
                                                           (Project complete)


                            FirmFlow Training                        2
         Understanding FirmFlow
– A full featured web-based workflow manager system


– Electronic “Project Folder & Routing Sheet”
         Review Notes           Permanent Notes
           Forms / Deliverables               Due Dates
–   “Information Central” to collect important
           Assembly Notes             Routing Notes       project
    information Notes
          Clear Review                 Delivery Notes



– Electronic “In-Basket” organizes assignments


                            FirmFlow Training                       3
        Understanding FirmFlow
– Track / manage progress from start to finish onscreen or by
  reports

– Reporting module provides real time data by:
   • PIC (person in charge)
   • Partner / Principle
   • Engagement / Project
   • Year
   • Period End
   • Due Date / Internal due date
   • Audit type/ Industry, etc.
            OR any combination of these and more!

                                 FirmFlow Training              4
Agenda / Objective (Table of Contents)


FirmFlow User

• Accessing FirmFlow

• Overview
     – “My Work” page and the FirmFlow Folder

• Review your firm’s setup and work flow process
     – Create / route FirmFlow folders
     – Add notes
     – FirmFlow reporting


              This 4-hour* course provides the knowledge and skills required to
                    Setup, route, and report on engagements in FirmFlow

                       *CPE credits based on 50-minute hour
                                       FirmFlow Training                          5
Accessing FirmFlow - Fileroom

                                                    Alpern Rosenthal




                                          Clients




                                         .
                                      Partners



                                         .
                                        HR



                                      Lib .
                                          Files




                  FirmFlow Training                                    6
Accessing FirmFlow - Fileroom
                                                     Alpern Rosenthal




                                           Clients




                                          .
                                       Partners



                                          .
                                         HR



                                       Lib .
                                           Files




                   FirmFlow Training                                    7
Accessing FirmFlow - Fileroom

                                                    Alpern Rosenthal




                                    Clients




                                   .
                                Partners



                                   .
                                  HR



                                Lib .
                                    Files




                                       TaxFlow Training                8
  Accessing FirmFlow - Quick Launch in Outlook




                                   FirmFlow –My Work




• Start | Programs | GoFileRoom | Enable FirmFlow Outlook Integration




                                       TaxFlow Training                 9
Accessing FirmFlow– Email Notification




       The person who just completed the task before you…




                       FirmFlow Training                    10
Overview – My Work page




                            Work Assigned
                              Search for
                              Filter your
                          Work Assigned to a
                             Setup a new
                            Run FirmFlow
                           Workflow record
                           assignments you
                               FirmFlow
                                 of which
                          Group to you by
                               Reports
                           FirmFlow Folder
                              specifically
                                Status
                                a member
                            areFolders


                              TaxFlow Training   12
Overview – FirmFlow Folder


3 Sections:
    – Folder Header




    FirmFlow Folder




                             FirmFlow Training   13
Overview – FirmFlow Folder


3 Sections:
    – Folder Header
     – Workflow(s)




 Tax Return           Federal and State




                                                              14
                                          FirmFlow Training
Overview – FirmFlow Folder


3 Sections:
    – Folder Header
      – Workflow(s)
      – “Information Central”


DELIVERABLES




                                FirmFlow Training   15
Overview – FirmFlow


3 Things to Remember:

•   Get the work…..(assignment on “My Work” page)

•   Do your work……(and add notes / information as necessary)

•   Route it..(click the Route button)




                                         FirmFlow Training     16
               Aging Report
  The purpose of the Aging (by workflow) report
  is to show the number of days a workflow has
  been outstanding and the number of days it
  has been in the current step. A firm can use
  this report to:
• Identify workflows that are taking a significant
  amount of time.
• Identify a user who may be behind in the work
  assigned.
       Due Date (by deliverable) or (by
                 workflow)
  The Due Date reports list all items due during
  a selected date range. The report can be
  displayed either in details of deliverables to be
  returned to the client or in a summary by
  workflow. Firms can use this report to:
• Identify outstanding projects and current step.
• Extend multiple deliverables at one time.
      Due Date with Responsibility (by
            deliverable) or (by
                workflow)
    The Due Date with Responsibilities report lists all items due during a
    selected date range as well as the individuals or groups assigned to
    a particular workflow task. The report can be displayed either in
    details of deliverables to be returned to the client or in a summary
    by workflow. Firms can use this report to:
•   Identify outstanding projects and the current step.
•   Identify the current outstanding work level of individuals or groups.
•   Determine if work needs to be routed to different individuals or
    groups than those currently assigned.
•   Identify all jobs to which a user has been assigned within certain
    due date period regardless of whether or not the project is
    completed.
 Routing Summary (by deliverable) or
           (by workflow)
  The Routing Summary report displays a
  summarized historical record of the path a
  workflow or deliverable has taken. Firms can
  use this report to:
• Receive a list of projects at a particular step.
• Investigate a prolonged outstanding
  engagement identified by the WIP aging
  report.
    Tracking Report (by deliverable) or
              (by workflow)
    The Tracking Report includes a detailed list of every
    step a workflow or deliverable has taken throughout its
    course within the firm. Due to the amount of
    information available through this standard report,
    firms will want to customize it. Firms can use this
    report to:
•   Determine which step within a workflow is consuming
    the most time.
•   Determine if a particular user is prolonging workflow.
•   Notice any workflows that have remained at a
    particular step over so many days.
•   Pull a list of workflows that are currently outstanding.
      User Audit (by workflow)
  The User Audit (by workflow) report displays
  workflows in which users or groups (specified
  at runtime) are assigned. A firm or user can
  use this report to:
• Identify the number of workflow assignments
  completed for a particular user.
• Identify which user is pulling the most work
  from unassigned / pooling groups.
      User Group Responsibility
  The User Group Responsibility report displays
  workflows in which users or groups (specified at
  runtime) are assigned. Additionally, it displays a
  detailed timeline of how long a workflow was
  assigned to a specific user or group. A firm or
  user can use this report to:
• Identify all work a user or group was assigned to
  for a specified date range.
• Identify work to which a user has been assigned
  or for which a user will be responsible in the
  future.
WIP Detail (by user) or (by workflow)
  The WIP Detail (by user) or (by workflow) report shows
  a quantitative breakdown of workflows and their
  current steps. When running the report by user, a
  count of how many workflows are assigned to a
  particular user and at which step these workflows are
  currently at can be identified. When running the report
  by workflow, you can identify how many workflows are
  at each particular step. Firms can use this report to:
• Identify the distribution of work among
  employees/groups.
• Identify the progress of workflows within the firm.
WIP Summary (by engagement) or (by
           workflow)
  The WIP Summary (by engagement) or (by workflow)
  report shows a quantitative breakdown of workflows at
  their current step. When running the report by
  engagement, you can identify how many engagements
  have a workflow assigned. When running the report by
  deliverables, you can identify the total number of
  deliverables (forms) associated with workflows
  assigned to engagements. The “by deliverables” option
  produces the highest count value because multiple
  deliverables can be associated with a workflow and
  multiple workflows can be assigned to an engagement.
• Firms can use this report to identify the quantitative
  value of work that is outstanding.

				
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posted:8/24/2012
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