Partner training

Introduction

This plan has been designed to cover the partner review process in Silverfin. Those partners that prefer a hands on approach with the accounts preparation for their clients can either complete:

1. the full Silverfin training programme located here and the second half of the Reviewing a Silverfin file training programme here (starting at the Silverfin Review Process section); or
2. the Reviewing a Silverfin file training programme for managers here.

Partners should then complete the last section of this training starting at Completion Workflow. Note that where we refer to partners in this guide, we also are referring to other individuals who can sign off on accounts.

The first half of this training is therefore targeted at those partners that will simply undertake a partner's review of a file in Silverfin so need basic training on the functionality of the platform, followed then by a specific suggested partner review process.

However, all partners should be aware that the adoption of Silverfin will require a significant change in the process of preparing a set of accounts and the supporting working papers. There is therefore likely to be resistance to this change process by some who have become very familiar with the current process (despite its flaws) and the adoption of another new software platform. There will also be technical issues with the platform as it gets tested by 350+ staff over circa 6,000 clients, despite the extensive testing done to date.

We do take comfort from JC's experience that their staff have adapted to the new process after five to ten assignments and that significant process efficiencies have been realised, albeit mainly in year two.

It will be critical to the success of the roll out for partners to lead from the front and be supportive of the platform. This means ensuring all relevant clients are processed through the platform and that includes the partner review process. The only exceptions to this should be for clients that cannot be processed in Silverfin (yet) - see Roll out and development focus for more info on client types.

Note that there is the facility within Silverfin for the partner review pack to be exported/printed for those partners that prefer reading longer document in hard copy, but the actual review process will still require actions within Silverfin for the partner.

The rationale sheet for Silverfin adoption is here.

As we have developed Silverfin, we have found it to be very flexible with many useful and different ways of undertaking common tasks. Whilst we have tailored it significantly for FC, we would welcome all further suggestions as to how we can refine the firm’s approach and use of Silverfin as we go forward – this will obviously be more relevant in our first year as we roll out Silverfin and we continue to learn how it functions. 

Preparation

Before we start therefore, please can you:

1. Make sure you have received emails providing access to Silverfin and links to introduction videos.
2. Can actually have access to Silverfin and see a screen similar to the below - obviously if you are reading this within the FC Help pages in Silverfin, you have already achieved this!

If you are struggling to access Silverfin please follow this link https://francisclark.getsilverfin.com/ (or the link in the left hand screen of Frank). If you are within Citrix, this should automatically log you in. If you are asked to login then you should use your usual FC login details. You should save the Silverfin FC webpage as a Bookmark or Favourite on your toolbar to facilitate the logging in process. Please note you should use the Microsoft Chrome browsers to use Silverfin, as Internet Explorer does not support all of its functionality. If you are still encountering issues, please email Adrian Logan.

General familiarity with Silverfin

1) Watch the general FC introduction video here (8 mins)

This is your main support facility and we have extensive FC tailored guides to nearly everything relevant within Silverfin and this is then supplemented by the Silverfin help desk, accessed through the same symbol.

We do know it will take some time to get used to Silverfin and we are likely to have some issues with both the platform and technology as we roll it out. Please do make allowances for this - it will be worth it with the time savings and better access to client information we will see after the initial set up. 

Navigation

1. that the FC screen is slightly different from the Silverfin standard with the Silverfin logo button replaced by a PKF FC button (top left) that will bring you back to the FC home page.  
2. the ability to jump straight to clients or reconciliations though the use of Ctrl J - this will bring up a search box that then lists out all clients or reconciliation in the current client that contain the searched term (note if the browser window goes to a download page when you press Ctrl-J, this means you were not actually in the Silverfin site when you pressed the keys - you need to click on the Silverfin site in the browser window first and then press Ctrl-J); and
3. the use of new Tabs/Windows on the same client to show, for instance, journals, review points and trial balance at the same time. This can be done through right clicking on a link and selecting Open in a New Tab/Window. Silverfin operates though a browser and works best with having multiple windows open. You should remember to press on Refresh if you work in one window and return to another, but having multiple Tabs open will allow you to work much more efficiently - during our testing, our testers requested the ability to be able to view a TB (with adjustments) at all times and this is now possible. However, be careful of using Silverfin in half of the screen - it works better formatting wise if you use a full screen.
4. You can print out any screen by Right Click and select print (the formatting for printing generally is however variable).
5. You can click on any text or number that is underlined and in blue to go to an analysis of that topic, as you have done in this guide. 

To allow you to see a live (albeit test) client you should have access to two specific client files:

1. there should be a specific client set up for you in Silverfin called "Z Your Name FC Silverfin Training Co" - This has been left at the start of the assignment to give you free reign to experiment as you see fit. If you cannot find your client, please contact support (remember to use Ctrl-J to search for this client). 
2. A completed file can be found under "FC Test Company Limited- complete"  and gives you an idea of how a completed file looks. You should not alter items here but simply use it to see how.

Finally, there are a set of introduction videos recorded by Silverfin:

1. Home Screen Navigation
2. Working papers {known as 2:Preparation workflow for FC} and
3. Introduction to accounts prep {known as 3: FRS102/Partnership/sole traders, etc Accounts workflow}

that are not required viewing for all partners, but may be useful and we would suggest that if you get lost or struggle in the below training that you take time to watch these.

Overview

As you can see from any client home screen, there are four parts (or workflows) to most Silverfin files - Planning, Preparation, Accounts and Completion. The first and last stages are key to a partner's involvement in a file, but it is first key to understand the communication process within any file. Therefore please now view the video here (12 mins) which gives an overview of how to raise and clear review points (including points for partners) within a file. As files are started within Silverfin you will start to receive notifications within Silverfin (and in a daily email) as to when a client file is ready for review and this video lets you understand the overall process involved. 

Please now also view this video on document storage so you can understand how to access documents held within Silverfin.

Finally, and optional, if you want more information on the completion of individual reconciliations, etc you can review the "Reconciliations and checklists" video here (9 mins) and a guide to the main nominal ledger reconciliations is here.

Hopefully the above will have given you the ability to navigate Silverfin and learn some of the basic operations. We now expand on Planning and Completion below but we would reiterate the use of the PKF FC Help pages within Silverfin as covered above and should be the first and primary source for help (note that this training guide is contained within this help section). 

Silverfin partner interaction process

We have created standard processes that are both efficient but also allow for managers and partners to perform more or less work as they feel appropriate for that client and accounting period. This mirrors our overall aim to achieve a streamlined overall process for accounts production, automating where possible, but also taking into account the differing circumstances for our varied client base (which may of course vary year by year). Please ensure you have reviewed the the Silverfin policy and procedures document before you work through the below.

For partners specifically, their involvement has been set at a minimum base that can be tailored as appropriate and revolves around two elements:

1 Planning workflow

As part of planning the assignment in Silverfin, the preparer and manager are encouraged to talk to each other and yourself to ensure that the work approach for that client is tailored appropriately. This encourages the use of the materiality concept for all clients (suggesting a standard of £500), only undertaking work that is specifically agreed by the client as being within the fee quote (hopefully minimising e.g. reconciling bank accounts that are meant to be reconciled by client) and standardisation of outputs where possible.  This is covered in detail in the planning help section here. This should allow the preparer to then complete the Planning workflow which is then reviewed by the manager, again as appropriate for that assignment, before detailed work commences

We are aware that planning is not always done for long term clients where work is undertaken by similar staff. Given the change in our overall processes, we should be encouraging an appropriate upfront planning exercise for all clients.

2 Completion workflow

We start with the FC Policy:

Completion - All workflows must progress to 100% to finish a file. This means all relevant (starred) reconciliations must be complete (green circle or yellow square), all checklists complete and all review points cleared. Workflows 1, 2 are straight forward to complete - 3 (accounts) and 4 (completion) have certain questions that can only be cleared once the accounts have been signed/approved by the client, but then must be fully finished before the file is then locked

For simple clients, 4: Completion may be the only section with which the partner interacts in reviewing documents and signing the files as complete. The key relevant element of this screen is accessible at the top of the screen using the drop down box marked as 4 (there are three sub elements here so could be named as either Preparer, Manager Review or Partner Review - use the drop down arrow to access the Partner Review). 

The questions within this checklist are set out below and are straightforward and minimised so as to be able to set a base review process:

1. I have reviewed the accounts and working papers (reconciliations) as I deem appropriate.
2. All outstanding points have been cleared and I have dealt with all matters brought to my attention.
3. Points forward are acceptable to carry forward.
4. I approve the issue of accounts and tax returns (Corporation / Business / Partnership / Self Assessment as applicable) for signature.

You should have been set up as the User assigned to this Checklist and your name should appear at the top of the check boxes - if not you can use "Assign user" button but remind the preparer/ manager they should be doing this beforehand.

The rest of the Completion workflow contains:

1) Permanent information: this gives access to all the background info on a client that can be referred to for reference by a partner

• Final accounts for client signature
• Final journals
• Profit Reconciliation 
• Partnership tax return (if sent with accounts)
• Draft covering letter
• Draft fee
• Other documents
• Points For Client 

4) Completion Questionnaire: completed by preparer and manager

5) Completion Budget: if needed

6) Points Forward:

7) Points for client: formatted so as to be able to provide to client directly as part of an overall pack.

Suggested partner review process

The below is a suggested standard partner review process that you can tailor as you see appropriate for your clients. However, please note that the 4c Partner Review checklist within the Completion Workflow must be completed by partners within Silverfin for all clients. 

You will be notified either within Silverfin or by email as to when a client is ready for review. You should agree with your managers as to whether you wish a pack for partner to be prepared in pdf format for you to facilitate your review. This will give you a hard copy of the key information to work through before the below steps or you can access this info during the below process. 

1. Open client home screen
2. Pin communications panel open on right
3. For reviewing all communications do from client homepage – click on All communication and show completed to-dos, this then shows all points raised both cleared and those outstanding
4. Go to 4: Completion workflow from homepage
5. Open Key documents – Completion
6. Review Final Documents (Post Manager Review) 12 to 24 (if not provided via partner pack). 
7. Partner can review as much as little of the file as they feel is necessary:
   1. Via analytical review (link in Key Documents Completion or direct in 2: Preparation workflow)
   2. Individual reconciliations (equivalent to lead and supporting schedules in Excel file) in 2: Preparation workflow
   3. Points for client (again link in Key Documents Completion or direct in 2: Preparation workflow)
8. Partner can raise to-dos/ notes (queries) and pass back to manager/preparer or 
9. Indicate file is ready for completion  - the only part that has to be signed off by a partner is in completion 4c (see menu below completion heading, change right tab to 4c. Partner review). 

Support and questions

As for all users the primary sources of help should be in the FC Help articles - see here for other sources of help. 

Round up

You have now completed the partner training exercise. Please remember that this is a new system and it will take some time to get used to. Also note we can adapt it extensively if needed, so please now take a few minutes to reflect on this training and let us know:

1. if anything in this course didn't make sense; or
2. where you think we could improve Silverfin.

Note

Once you have completed this training course, we will arrange for your test client to be deleted after a short while (we are charged by Silverfin for each client active) - remember you can always access this page, the training videos and the complete training client if you wish a refresher on any aspect of the above.