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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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