The Gazette 1984

GAZETTE

APRIL. 1984

processor can be justified more easily than that of a computer for accounts. For some small offices it might well be wise to have a micro-computer capable of doing both moderately well at a reasonable cost. Indeed, either of the front-running systems is well capable of carrying out word-processing as well as accounting and time recording with the software currently available. 2. All committee members were badgered by salesmen. All salesmen will tell you that their machine can do everything which you care to ask. In fact this is probably true in theory, but what is important is a track record. No firm should allow itself to be used as the guinea pig for a new system. 3. Computerised accounts are not a panacea for all ills. During its research the Committee heard of a number of sad cases where computers were sold to offices on the basis that unwieldly or dis-organised accounts could be rectified. Generally the computers only made them worse. The Committee also heard of extremely well-organised offices with accounts in order, which, due to an incompatability between the existing office system and the computer system installed, led to chaos and a vast expense in both loss of records and fee earners' time. 4. The introduction of time recording is or should be carried out at a separate time to the introduction of computerised accounts. Time recording generally causes a problem with personnel and the discipline of maintaining hand written time sheets rather than a problem with the computer which is normally well capable of handling it. 5. The market is in a constant state of flux and nobody should reckon on being able to sell a secondhand computer at the end of its life in its first location. 6. One of the members of the Committee from a smaller office, having been very keen on installing a computer at the beginning of the exercise, decided at the end that the time was not right. This followed on his having played a very detailed and active part in the business of the Committee and surely goes to reinforce the points above. It emphasises the need to get to grips with the technology before being in a position to assess one's own needs. 7. It is very important for one senior principal in a firm purchasing a computer for accounts to take charge of the operation. It must be somebody who is sufficiently interested and committed to the whole idea to enforce the necessary discipline on his colleagues and staff. Similarly, this person should learn to operate the machine so as not to be solely dependant on one staff member. 8. The quality of software is much more variable than that of hardware and accordingly a much greater emphasis must be placed on the assessment of the software and on obtaining a realistic and enforceable commitment, not only to service and maintain software, but also to update it to take account of statutory and other changes. Obviously a software package which can run on different sizes of computer within a range will be particularly useful, as it allows a system to be expanded easily and more cheaply than would otherwise be the case.

Thus we believe that the best approach is to deal with software houses first and be guided by them in selecting appropriate hardware to run their system. 9. The availability of nationwide rapid service for both hardware and software is vital. 10. When approaching any software house, it is important to have accurate figures regarding the volume of information which the machine will be required to process. Some suppliers seem not to place sufficient emphasis on these figures, which may explain why a number of suppliers regularly sell machines which are too small for the job. In the worst circumstance not only will a replacement or additional machine have to be purchased but (if the software supplied is not compatible throughout a range of equipment) new software may have to be obtained and office forms and procedures altered (yet again!) to fit in with it. 11. It is important to negotiate for an adequate training scheme for operators and accounts personnel and to ensure that additional training may be arranged should this prove necessary. 12. Finally and most importantly, service and reliability is far more important than any other single factor. Whilst extremely reliable, all the reputable systems are also extremely complicated. There is a very limited number of people who are capable of fixing them if something goes wrong. The consequences of having a major breakdown for any period can be appalling. Reference should be made to the Gazette, November, 1982, p.205 'Small law Firms Dos and Don'ts for Acquiring a Computer' by Thomas S. Clay, Altman & Weil Inc. Management Consultants. All the members of the Committee are happy to discuss their findings in general terms with any member of the profession and to share their experience, where this can be useful. Naturally, however, they (and the Law Society would presumably encourage this) prefer to deal with those who have read the report and contributed to the expenses of the exercise! •

Incorporated Law Society of Ireland

LUNCH FACILITIES BLACKHALL PLACE Members of the profession should nole that lunch facilities are available in the Members' Lounge in Blackhall Place from 1 p.m. to 2.30 p.m. each day, Monday to Friday. Reservations for lunch should be made at least 24 hours in advance. A variety of lunch meals are available ranging from Soup & Rolls through Cold Buffet to a hot three course lunch.

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