Mobile office solutions

By Walter M. Primoff

In Brief

Hi-Tech Tools for the Road

CPAs that spend a lot of time on the road know that every moment spent in transit is lost productivity--time that could be spent getting work done. Mobile tools have become both affordable and powerful as computing technology has advanced in leaps and bounds. If you're willing to carry the weight (and pay the price tag), a mobile office can be just as powerful as a traditional one. Or, if you're willing to compromise a bit in functionality, you can achieve unparalleled totability.

Portable computers are constantly shrinking in size and growing in power, with new units and capabilities announced every year. The author has sampled what the leading vendors have to offer and provides this update on what can be found in the marketplace. Laptop computers, mini-laptops, hand-held computers, and even palm-sized units are covered, as is the state of the art in wireless connectivity. Though there is a lot out there to keep the CPA busy working from door-to-door, the future holds even more possibilities.

Nineteen hundred ninety-nine has been a banner year for ultra-mobile computing. This is the realm of three-pound laptops and palm-size information appliances. In the past, CPAs searching for ultra-light solutions were forced to make serious compromises in processing speed, hard-disk size, screen clarity, and durability. The latest ultra-light products substantially narrow the gap, and CPAs willing to tote four pounds of hardware face almost no compromises at all. In 1999, ultra-mobility has come of age, offering many powerful and affordable solutions, as listed in the Exhibit.

This author tried out these products in stores, trade shows, or on the road. More so than desktop computers, mobile products have distinct "personalities." While written reviews can provide valuable insight into specifications, battery life, warrantees, software bundles, and features, "try before you buy" is the strong recommendation here. One user may love a particular feature that another may detest. For example, most laptops replace the mouse with either a pointing stick in the middle of the keyboard or a touchpad device. If you have a strong preference, the alternative device may be so annoying that a unit's otherwise attractive features seem irrelevant. Many communities have stores specializing in mobile computing, with a large selection of models. If you go the mail-order route, make sure you deal with a compny that permits returns without exorbitant restocking fees.

Laptops

It is hard for many who do not travel to believe that a pound can make much of a difference; but if you fly frequently, it does, especially if that weight is in a carrying case, with a spare battery or AC adapter that adds to the burden. Over the past year, there have been significant improvements in mini-notebooks that weigh three pounds, or slightly less, and in four-pound notebooks that make few compromises with their heaviest cousins.

Three-Pound Mini-Notebooks. Today's three-pounders are full-fledged laptops that run Windows 98 and full-scale versions of software, and are a pleasure to travel with. They come with hard disks exceeding 6GB, connect to the Internet with fast modems, have at least one available PC card slot, and are generally priced between $1,900 and $2,200. Models include the IBM Thinkpad 240, Sharp Actius A250, Sony Vaio 505TR, and the Toshiba Portégé 3020. Each of these mini-laptops has unique features that could make a difference for individual buyers. For example, the Thinkpad is the only unit with internal parallel and serial ports for connecting printers and other peripherals. The others come with an external port expansion strip. The Actius has the largest screen (11.3"), while the Vaio has an IEEE-1394 (FireWire) connection for fast transfers of digital photos and video.

The units are compact and sturdy enough to be slipped into carry-on luggage. There is often no need for a separate carrying case. In addition, everyone who regularly uses a standard-size laptop on a plane has had the experience of the screen being crunched when the passenger in front reclines. These compact mini-notebooks are not similarly affected.

There are some compromises. Typically, these units come with 300 MHz Intel Pentium MMX CPUs or, in IBM's case, the faster Celeron. While more than adequate for most business applications, they are slower than the Pentium IIs available in heavier laptops. Although the units have clear screens, they only measure between 10 and just over 11 inches. They also have slightly smaller than standard keyboards, external floppy disk drives, and optional external CD-ROM drives. However, when weight is an issue, these compromises are barely noticed.

Four-Pound Notebooks. The four-pound class offers a variety of units in many configurations with prices between $2,000 and $3,500, depending on the processor speed, hard disk size, and memory. The notebooks in this class come with Intel Mobile Pentium II processors running at 300­400 MHz, 12" to 13.3" active matrix screens, 4 to 6.4GB hard disks, and excellent sound and video systems all in a package slightly over 1" thick. Unlike most of the mini-notebooks, all of the ports are internal. However, the one weight-saving compromise in the four-pound class is that the included floppy-disk and optional CD-ROM and DVD drives are external units. Models in this class include the Hewlett Packard (HP) Omnibook 900, the IBM Thinkpad 570, and the Toshiba Portégé 7020.

The Thinkpad has a unique $129 base unit with stereo speakers and bays for two additional peripherals (such as disk drives or extra batteries). The notebook fits easily into the base unit; however, travelling with the 2.9 pound module is more problematic.

At the low end, the four-pound notebooks give excellent mobile performance. At the high end, you get performance approaching the heaviest, full-featured laptops and machines that can serve as desktop replacements.

Palm-Size Computers

If you are still keeping your calendar and contact files on paper, you owe it to yourself to look at the latest generation of reasonably priced palm-size computers, which use an easy-to-learn and accurate form of handwriting recognition to enter information.

These units, which easily fit into a shirt pocket or purse, maintain calendars, contact lists, to-do lists, calculators, and other personal information. The entries in a palm-size computer can be password protected. The unit readily synchs with a desktop or laptop computer, insuring that if it is lost or damaged, a full copy of your information can readily be transferred intact to a new unit. Anyone who has ever lost a handwritten appointment calendar will recognize the benefits of this approach.

When deciding upon a palm-size computer, it is necessary to make a choice analogous to choosing an Apple computer or Windows PC, as there are two primary operating systems: the Palm OS (operating system) from 3Com's Palm Computing Division and Windows CE from Microsoft.

In this market, the overwhelming leader at this time is the Palm OS. In addition to the standard applications, there are thousands of small, third-party programs written both by hobbyists and commercial developers--everything from golf score calculators to time and billing programs. The Palm OS generates characters on a monochrome screen.

Windows CE, which resembles Windows 95/98, is designed to have more functionality and versatility. It is intended to be deployed on other platforms, such as embedded devices and game consoles. For example, the CE operating system runs lite versions of Microsoft Office programs. However, this versatility is also one of CE's weak spots. Does viewing an Excel spreadsheet or Word document make sense on a 2 wQ " by 3 wQ " screen?

The Palm OS, on the other hand, has been designed to do one thing--which it does very well­create and maintain limited types of useful information and keep them close at hand. This means a compact device whose batteries last for weeks.

While this author was initially dazzled by the newest full-color CE palm-size machines, the dazzle eventually wore off. The devices' drawbacks include dismal battery life (numbered in days) and a tiny screen that cannot do justice to a Windows-like interface. However, Windows CE does allow for some capabilities that Palm OS units cannot match, such as the ability to view full-color (albeit small) photographs on the screen. Casio has even developed a miniature digital camera model that attaches to its high-end Windows CE palm-size unit.

Palm Computing makes several models with different amounts of memory, backlighting, and other features. In addition, a new company called Handspring (founded by the creators of the Palm) is offering a new and less expensive line of well reviewed models using the Palm OS. The Visor Deluxe model also has a unique expansion slot, which opens the door for a wide variety of plug-and-play hardware devices, such as modems, pagers, travel guides, extra memory, and back-up units.

A number of companies make palm-size CE units, including Casio, Compaq, Hewlett Packard, and Philips. The palm-size devices generally cost from $200 to $500, depending upon features. They can be a worthwhile investment, replacing paper calendars and manual rolodexes.

Mini-Notebook Size Windows CE Computers

If you want to properly take Windows CE through its paces, try it on a 2 wQ pound mini-notebook with a 9­10" screen and nearly full-size keyboard. This is the largest of a class of computers generally known as the "hand-held PC." These units are extremely portable and can handle a variety of mobile functions well.

Windows CE computers cannot replace your full-fledged notebooks if you need to run standard Windows 95/98 software. However, if your primary uses of a laptop on the road are sending and receiving e-mail; reading e-mail attachments; light Internet browsing; and writing notes, letters, and other relatively simple text documents; these instant-on CE units may be a perfect solution. Computers in this category include the Compaq Aero 8000, Hewlett Packard Jornada 820, IBM Workpad z50, and NEC MobilePro 800. All have a street price of around $1,000.

Mobile Data Protection

Mobile professionals often lack adequate facilities for backing up data. Now, Connected Corporation is providing a much needed solution. Individual notebook users can download data from their hard disk to Connected's secure computers for as little as $20 per month. Connected's software allows users to back up and restore files as often as desired. Users can even restore a system to a date in the past when it worked properly or replace the original data, applications, and look-and-feel of a lost or stolen notebook.

IBM uses Connected software for its own "PC Data Vaulting" service, which is being offered with several Thinkpad models. It can provide invaluable peace of mind to mobile CPAs.

Wireless Computing Initiatives

Internet Connectivity. Nineteen hundred ninety-nine will be remembered as the year that wireless Internet began to reach the mainstream. Until recently, the combined complexity and cost of wireless services and the related modems made wireless Internet impractical for many business users. While still not inexpensive, several developments in this area are bringing down the cost and increasing the accessibility of wireless Internet.

Perhaps the most publicized development in the area is the introduction of Palm Computing's Palm VII. In addition to having all of the usual Palm capabilities, this model comes with an internal wireless modem that works with the new Palm.net service from the BellSouth wireless network. The Palm's miniature screen size and nongraphical interface requires a new method of accessing the web. The Palm unit employs a technique called "web-clipping." Palm arranged with over twenty major initial vendors to have their websites generate information in the clipping format. These include ESPN, ABC News, E-Trade, MapQuest, Ticketmaster, and the Weather Channel. The Palm VII unit contains the formatting software necessary for each of these sites, so that only raw data needs to be transmitted over the modem connection. When going to ESPN, for example, the Palm shows a preloaded menu for the NBA, NFL, and other sports leagues. After choosing the desired league, current scores are transmitted to the unit.

This author found the MapQuest application very useful in handling a common problem when travelling: getting directions. If you know the address where you are and where you are going, MapQuest will generate detailed door-to-door directions.

The cost of the Palm.net service can be reasonable if used prudently. Two monthly plans are available: a $9.99 plan that includes approximately 80 inquiries per month, and a $24.99 plan that includes approximately 240 monthly inquiries; additional inquiries cost approximately 20¢ each. However, someone continuously making stock trades could face hefty usage fees. The Palm VII unit costs between $500­600 and, of course, runs all standard Palm OS applications.

The costs of general wireless CDPD (cellular digital packet data) Internet networks are declining as well. CDPD is a common industry standard for wireless Internet connectivity. One drawback of CDPD is its maximum 19.2 Kbps transmission speed, with somewhat slower speeds achieved in actual use. However, for many users this is fine for sending and retrieving e-mail while commuting.

CDPD is available from a variety of sources. These include AT&T Wireless, Bell Atlantic Mobile, and GoAmerica Communications. GoAmerica packages a $60 unlimited service that is available in most U.S. urban areas. Novatel Wireless has just introduced a $250 single slot wireless PC Card modem for CDPD networks that has been receiving accolades.

The next step to increase the speed of Internet access is to add new capabilities to the existing cellular phone network over the next few years, building on the services already available. This should enable connection speeds of 64Kbps and higher. The long-term goal is the development of the 3G (third-generation) project; it promises transmissions speeds as high as 384Kbps that will permit the offering of a host of new information and entertainment services, such as full motion wireless video.

The Bluetooth Wireless Connectivity Initiative. Bluetooth is the codename for a global specification that will enable notebook computers, mobile phones, and other devices to connect to each other and computer networks through short-range wireless transmissions. It will eliminate the need for most parallel, serial, and other cables currently needed to connect to printers and other devices. The technology is expected to be everywhere, from offices to airports, enabling seamless connectivity to the Internet anywhere in the world.

The initiative is supported by more than 600 companies, including most of the key players in the computer and communications industries. Bluetooth products have been demonstrated at major trade shows and are expected to be introduced next year.

Many Choices

From three-pound notebooks to a wireless Internet, mobile CPAs have an increasing number of flexible choices for staying productive and keeping in touch with family and friends while on the go. Yet the possibilities for the future are even greater. The implementation of the 3G and Bluetooth initiatives will affect the way we work, play, and communicate. We will always be able to access the resources of the Internet and our personal and professional data, as well as get in touch with people almost anywhere in the world. It will increase the pace of change for our clients, companies, and ourselves and change the way we live. *

The CPA Journal is broadly recognized as an outstanding, technical-refereed publication aimed at public practitioners, management, educators, and other accounting professionals. It is edited by CPAs for CPAs. Our goal is to provide CPAs and other accounting professionals with the information and news to enable them to be successful accountants, managers, and executives in today's practice environments.