Certinia

1. Discovery & Planning
   • Define business goals and success metrics
   • Assess current systems and data migration needs

   • Build a project roadmap with stakeholders

2. Solution Design
   • Configure modules (PSA, Financial Management, etc.) based on business workflows

   • Align Salesforce-native features with Certinia’s capabilities

3. Data Migration & Integration
   • Import historical financial and project data

   • Integrate with existing Salesforce CRM and other third-party tools

4. Configuration & Customization
   • Set up user roles, dashboards, and reporting

   • Customize workflows, billing rules, and resource management settings

5. Testing & Validation
   • Conduct unit testing, user acceptance testing (UAT), and performance checks

   • Validate financial reporting and project tracking accuracy

6. Training & Change Management
   • Train end-users and admins

   • Provide documentation and support resources

7. Go-Live & Post-Launch Support
   • Launch in phases or full deployment
   • Monitor performance and resolve issues

   • Engage with Certinia’s support and success teams

Estimated Timeline

• Mid-sized organizations: ~3 to 6 months

• Large enterprises: ~6 to 12 months, depending on complexity and integrations

• Accelerated deployments: Possible with pre-configured templates or expert-led services

Certinia is built natively on the Salesforce platform, which gives it robust flexibility for tailoring the software to your organization’s unique needs. Here are several ways it can be customized:

Configuration & Custom Settings

• Project Configuration Groups: Admins can control how projects behave using configuration groups and global settings.

• Custom Fields & Layouts: You can add custom fields to track specific metrics and adjust page layouts for different user roles.

• Workflow Automation: Automate approvals, notifications, and task assignments using Salesforce tools like Process Builder or Flow.

• Role-Based Dashboards: Create dashboards and reports tailored to finance teams, project managers, or executives.

• Budgeting Flexibility: Customize how budgets are calculated—whether from opportunity amounts, attached products, or expense defaults.

• Project Templates: Build reusable templates that include tasks, dependencies, and resource assignments.

• API & Integration: Certinia supports integration with external systems such as HR, payroll, procurement, and more.

Certinia’s pricing varies based on the modules you choose, the number of users, and the level of customization required. Here's a breakdown of typical cost components:

Licensing

• Per-user pricing: Licenses are typically sold per user, either bundled or à la carte.
• Scalable plans: You can expand or reduce your license count as your business evolves.

Setup Fees

• Implementation Services: These are usually billed separately and depend on the scope of work, including data migration and module configuration.
• Customization & Integration: Advanced customizations or third-party integrations may involve additional consulting fees.

Maintenance & Support

• Annual Maintenance: Often included in the subscription, but may vary depending on your service level agreement.
• Support Plans: Certinia offers tiered support options—basic, premium, or enterprise—with different response times and access to dedicated resources.
• Training & Enablement: Optional training packages for administrators and end-users may be available at an extra cost.

Certinia provides a robust suite of training options designed to accelerate onboarding and deepen product knowledge:

• Virtual Instructor-Led Training: Live, interactive sessions with expert facilitators.

• On-Demand Courses: Self-paced learning modules accessible anytime via their Learning Management System.

• Certinia Academy & Trailhead: Centralized platforms for tutorials, certifications, and guided learning paths.

• Private Courses: Tailored sessions for organizations, accommodating up to 15 participants.

• Subscription-Based Training: Continuous learning access for evolving teams and new hires.

• Customer Community: A vibrant hub with 8,000+ articles, peer discussions, and product documentation

Certinia takes data protection seriously, leveraging both its own protocols and Salesforce’s infrastructure:

• Salesforce-Native Architecture: All data resides on the Salesforce cloud, benefiting from its enterprise-grade security.

• Application-Level Controls:
  • Role-based access (company, object, record, field level)
  • Multi-level approval workflows
  • Segregation of duties

  • Comprehensive audit trails

• Development Safeguards:
  • Penetration testing (internal/external)
  • Manual and automated code reviews
  • Vulnerability scanning and remediation

  • Release compliance checks

• AppExchange Security Review: Certinia apps undergo Salesforce’s rigorous security assessments.

• Data Retention: Certinia doesn’t store customer data directly; retention policies are managed within each customer’s Salesforce instance

Certinia maintains a structured and transparent update process:

• Major Releases: Scheduled regularly, with customers able to select preferred rollout timelines.

• Service Packs: Incremental updates (feature under development) to enhance stability and performance.

• Preflight Checks: Automated readiness assessments before updates are applied.

• Release Hub: Central portal for viewing upcoming features, past releases, and managing update schedules.

• Automatic Enrollment: Once a schedule is selected, future updates follow the same cadence unless manually changed

Certinia’s approach ensures that customers retain full control over their data:

• Ownership: All data processed by Certinia applications is stored within the customer’s Salesforce environment. Certinia itself does not store or retain customer data.

• Portability: Because the platform is native to Salesforce, customers can easily export, migrate, or integrate their data with other systems. This makes transitions and external reporting straightforward.

• Regional Hosting: Data is hosted in Salesforce data centers based on the customer’s region (e.g., U.S., Europe, Japan). Customers can request a different hosting region during onboarding if needed.

Certinia is built to flex with your organization’s changing needs:

• Modular Licensing: You can add or remove product modules—like Professional Services Automation (PSA), ERP, or Billing Central—based on your current priorities.

• Flexible Support Models: Some partners offer on-demand access to Certinia experts, allowing you to scale support resources up or down without long-term commitments.

• Performance Tuning: Tools are available to adjust system configurations (batch sizes, job schedules, indexing) to maintain performance as your data grows.

• Custom Workflows: Automation, analytics, and reporting can be tailored to match your operational scale, helping you avoid unnecessary complexity or overhead.

Certinia offers flexible contract renewal and cancellation options, especially within its Billing Central module. Here are the key data points:

Renewal Terms

• Renewal Creation: You can renew active or expired contracts. Renewals are created in "Draft" status and can be edited before activation.

• Bulk Renewals: Multiple contracts can be renewed simultaneously using the “Create Renewals” feature.

• Pricing Options:
  • Use Existing Prices: Retains current pricing.
  • Adjust Prices by Percentage: Allows increase or decrease (minimum -100%).

  • Update from Price Book: Applies pricing from a selected price book.

• Duration Settings:
  • Use Existing Duration: Maintains original contract line item durations.

  • Extend to Full Length: Aligns line item dates with the parent renewal contract.

• Field Copying: Custom fields from the original contract can be copied to the renewal, unless excluded via settings.

• Date Calculation: Renewal dates can be based on days or months, affecting start/end alignment.

Cancellation & Expiry

• Automatic Expiry: If a contract’s end date has passed, applying a Change Request can automatically update its status to “Expired.”

• Override Option: To prevent automatic expiry, users can enable the “Change Requests Do Not Expire Contracts” setting.

• Change Requests: These can modify contract terms but may trigger expiry unless configured otherwise.

Certinia is built on the Salesforce platform and adheres to several key compliance and security standards:

• ASC 606 & IFRS 15: Supports automated revenue recognition and forecasting in line with global accounting standards.

• Data Security:
  • Implements encryption protocols.

  • Conducts regular security audits.

• Audit Trails: Built-in audit capabilities for financial reporting and billing.

• Tax Compliance:
  • Automates tax calculations.
  • Tracks regulatory updates.

  • Generates accurate tax reports and returns.

• License Auditing: Certinia reserves the right to audit license usage to ensure compliance with contractual terms.

• Permission-Based Access: License consumption is determined by permission sets, aligning with Salesforce’s framework.