Recommendation - Visio

To:         CEO

From:    Jennifer Mackson

Date:     July 25, 2016

RE:        Visio

Akerman LLP is considering purchasing and installing Microsoft Visio.  Visio provides diagramming and graphics to create flowcharts.

A few attorneys may utilize Visio but it will primarily be utilized by the administrative staff – administrative assistants, paralegals, other support staff – and consultants.   Administrative Assistants and Paralegals create flowcharts to use as exhibits at trials and as illustrations for firm memos.  Consultants can use Visio to organize and illustrate timelines and processes.

Microsoft offers two options:  Visio Professional for $589.99 and Visio Standard for $299.99.  Visio Professional “allows individuals and teams to easily create and share data-linked diagrams that simplify complex information” and Visio Standard “lets you simplify complex information through simple, easy-to-understand diagrams.”  If the firm decides to purchase Visio, the Standard provides enough features to satisfy the firm’s needs. 

Visio is not currently installed on the firm PCs.  The staff would need a brief introduction and minimal training.  The cost of installation and training is outlined below.

The cost of Visio software for approximately 170 PCs is $50,998 (150 administrative staff + 20 Consultants x $299.99).  However, installation is easy because each office’s IT personnel can download the software to each PC during the workday.  Since installation can be done during normal business hours, the firm will not incur the additional cost of having to pay overtime to IT personnel. 

Visio will not require extensive training; an hour of training will be sufficient.  If anyone needs additional help following training, the IT Help Desk is available. 

Training for the administrative staff will cost:  $5,250 (150 employees x $35 x 1 hour x 1 day).  

Training for consultants at an average non-billable hourly rate of $200/hour for 1 day = $4,000 (20 Consultants x $200 x 1 hour).

A member of the firm’s Training & Development team would need to travel to the firm’s 21 offices to train the consultants and.  Travel costs would average:  $11,020 ($40 x 8 hours (time in each office) x 6 hours (travel) + $700 (airfare) + $400 (hotel) x 21 offices)

Total cost for software, installation and training will be $71,268.

Currently, consultants and staff use the few graphic options that Microsoft Word has to offer – Clip Art, Shapes and SmartArt – to create flowcharts.  Depending on what an individual is trying to illustrate or convey, this can be frustrating and take up time.  Visio makes those tasks easier and it will be a one-time purchase that can be upgraded as needed with the Microsoft Office Suite that the firm currently has.  Purchasing Visio is costly as explained above but will be useful for the long-term to consultants and staff.  For these reasons, I recommend that the firm invest in Visio.