Detailed Instructions for scheduling a job

Please take the following steps prior to scheduling a job –

Who & What –

Read these points so that you understand the terms used in the job flow process.

Skype – www.skype.com - Free internet chat software used by the team accountants. Voice quality is as good as standard telephone.

Administrator – Office person responsible for filing, scanning etc

Project Manager – Accountant tasked with overseeing the job/project to completion.

Gemini – Web-based project management tool

Purchase a few pairs of PC Headsets -  picture of product http://www.ple.com.au/snapshot.php?inventory_id=6171 available from www.ple.com.au

Load Skype onto the administrator's machine & also onto the manager/project co-ordinator's machine

Discuss the job flow process with the administrator as follows -

• Administrator is responsible for sourcing & scanning prior year w papers & making them available to the ftp job in location.
• Administrator is responsible for accessing portal & generating .html basic shots of integrated acc, tax acc, etc and then placing in ftp
• Project manager should review the source job files & ensure that the administrator scans & places the appropriate source files(including Handisoft ledger & tax source files) to the job in folder via ftp
• Project manager emails me client code & client name i.e Jones Family Trust - JON500(this might incorporate all the entities under Jones group including beneficiary company & personal tax returns. (Website is being built where you will post the code and name to get the project scheduled, but is not quite ready)
• Project manager will receive an auto generated email from the Gemini project Management system indicating that the project is now scheduled.
• Project manager can now either skype & talk the outsource worker through the job (meet online in the terminal service environment if necessary) i.e any peculiarities or login to the Gemini scheduler & post a comment.
• Project manager waits for queries & assists with resolution.
• It is useful if the administrator is also set as a point of contact so that if some source documents are missing, the administrator can be contacted directly by the outsource worker.
• When the project manager is satisfied that the job has been taken as far as possible, a simple checklist should be constructed to ensure that the files (completed tax & ledger & w papers) are correctly reintegrated into the local system. Both project manager & administrator should sign this off.

Once you are ready with a job, email me client code & name(as per instructions above), I will send an email with e-learning examples of ftp, terminal services & Gemini(Online project management software), together with all login details i.e usernames & passwords. I will then schedule the job & have an Accountant from our team Skype you to introduce themself.