Process? What Process? Generally start formal work late Oct, early Nov. –Planning throughout the year: –Id like to see, need, may be interested in –Discussion w/ dept heads –Firm Strategic plan? –Show all numbers in estimates –Tracking tools –Outlook task –Excel Sheet with past, present, future year –Compare prior yrs expenditures to expected futures –Look at capital expenses/ depreciable items –Keep tabs on systems
Research Projecting costs –Past purchase history –ILTA, direct contact with vendors, Tech Mags (Infoworld, Redmond, Network Computing) have good resources and review. –Recognize that many products are NOT legal industry specific How do you track what you've spent? –Spreadsheet –Outlook receipts in order subfolder –Standardize on a few vendors –Ledger report from Accounting What does mgmt want?
Gotta, Wanna, Maybe Gotta = Has to happen –Software Contracts, Storage Space Wanna = Should happen –Upgrade printers; PCs Maybe = Can happen –Plasma in Conference room Prioritization: –Discuss with Dept heads and with Accounting/Firm Mgmt –Explain needs. Viewed as resource based on tech surveys, articles –Road map for monthly projects –When will costs hit ledgers
Approval Memo to Firm Admin and Managing Partner Meetings with Accounting, Firm Administrator and Managing Partner Describe big ticket items, –Get management to trust IT to deal with making best recommendations –No need to explain each and every thing BUT nice to have a good estimate. –Slush fund for unexpected –If other dept projects, I have costs but other dept needs to justify. IT helps.
What about? What if something was missed? –Hope for the best and get the updated info to those who need to get it… ASAP –Discuss with affected parties. Explaining variances? What do you do if asked to cut 10%? 25%? –Usually directive of this sort comes from Management Committee –Do math and then go through projects to prioritize what can be cut, reduced etc. –Meet with Firm Admin/Accounting to get some better guidance Demo spreadsheet