By using Microsoft Dynamics AX, we’ve tightened our revenue-to-cash cycle while providing more detailed, timely, and actionable operating information to our leadership team.Andy McIntyre, CFO, Computer Aid Inc.
Business NeedsGlobal IT services provider Computer Aid Inc. has maintained an entrepreneurial culture that is typical of much smaller companies. Its management approach rewards individual ownership and success, which helped the firm achieve US$300 million in revenue in 2011, $50 million of which was new business. From its headquarters in Allentown, Pennsylvania, and offices across the United States, and in Europe, Australia, and the Philippines, Computer Aid competes with other global professional IT services providers in providing technology support and managed staffing services.
Maintaining that culture of personal investment became painful and difficult, however, as people interacted with outdated software. To manage its business, Computer Aid had integrated its highly customized general ledger software with Intuit QuickBooks, which the firm’s overseas offices used, multiple time entry programs, and other client service and administrative applications. Company leaders realized that this system would undermine responsiveness to clients and hinder the company’s prospects for further expansion.
Andy McIntyre, CFO at Computer Aid, remarks, “It’s in our DNA to build rather than buy, but over time, this resulted in 15 individual systems that were aggregated through internally developed tools and held together with Microsoft Excel spreadsheets.” Computer Aid faced several challenges:
- Difficulty gaining business insights: With monthly, static reports, people found it difficult to gain the timely operational insight they needed to drive success. Working with multiple systems, McIntyre says, “We’d inevitably run into disparities in data. Among a group of 25 people, we were maintaining more than 250 spreadsheets outside the core accounting system to manage the business.”
- Customized billing: To customize invoice information according to customer needs, the firm had to produce free text invoices, a process that delayed invoicing.
- Change in accounting method: Computer Aid wanted to change from a modified cash basis to an accrual basis for internal reporting purposes. This would have been very difficult with the existing system.
- High support costs:“We ended up with a solution that required the equivalent of six full-time people to manage and support,” says McIntyre.
SolutionTo improve access to profitability and performance management information in a flexible, modern technology platform, Computer Aid deployed Microsoft Dynamics AX and went live with it in March 2011. Approximately 40 people in corporate accounting use the core system, about 200 access rich, interactive reports through PowerPivot for Microsoft Excel, and 1,300 employees enter time and report expenses via portal-based applications in Microsoft Dynamics AX by using an Internet browser.
Computer Aid uses project accounting capabilities to track all labor against customer billable projects or a selling, general, and administrative expense. The firm relies on professional services automation functionality for costing, billing, and project accounting.
The enterprise resource planning (ERP) software supports the finance department with accrual-based accounting and gives people the tools and reports they need, with the flexibility to conduct business the way they are accustomed to working. “What attracted us to Microsoft Dynamics AX were the price point and the fact that we could tailor it to our needs,” explains Derek Sager, Director of Finance at Computer Aid. “I came from organizations that used SAP and Oracle. These alternatives are costly; would have given us, essentially, a ‘process-in-a-box’, and lacked the option to tailor them affordably, if at all, to match our way of doing business.”
Computer Aid considered several qualified implementation partners but selected SAGlobal for its expertise in professional services. “The people from SAGlobal asked the right questions, demonstrated that they understood our unique needs, and took the time to demonstrate how we could meet our needs by using Microsoft Dynamics AX,” says McIntyre.