Workvivo
بواسطة Workvivo Limited.
The typical implementation process for Workiva:
Initial Assessment and Planning: Analyze business requirements and define the scope of implementation.
Data Migration: Transfer historical and current data, including ESG and financial data, into the Workiva platform.
System Integration: Map data sources and integrate with existing systems or ERP solutions.
Automation Setup: Identify and implement automation opportunities for workflows and reporting processes.
Customization: Configure the platform to meet specific organizational needs, including permissions, templates, and workflows.
Training: Train users on the platform's features and processes to ensure adoption.
Testing: Conduct a testing phase to validate data accuracy, functionality, and system performance.
Go-Live Preparation: Finalize configurations, address any issues, and prepare for full deployment.
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Deployment: Launch the platform for organization-wide use.
Workiva can be customized to fit specific business needs. Below are key data points highlighting its customization capabilities:
Custom Fields: Add user-defined metadata to documents, spreadsheets, and presentations for enhanced classification, filtering, and dashboarding.
Scripting Automation: Use Python scripting to create custom automations tailored to specific business rules and logic.
Integrated Automation Actions: Execute custom scripts directly within the workspace for non-technical users.
Dynamic Table Management: Customize table formatting, including conditional row hiding and custom value format styles.
Custom Landing Pages: Configure landing pages with tailored messages or instructions for users upon login.
Customizable Reports: Create reports tailored to organizational requirements using custom fields and queries.
Custom Dashboards: Build personalized dashboards with widgets like Wdata Query and Key Resources widgets.
Custom Styles: Configure document styles (e.g., fonts, colors) to align with branding guidelines.
Expanded Integrations: Connect Workiva with other business tools and systems for seamless workflows.
Workiva offers training and support for new users to ensure successful onboarding and platform utilization. Below are the key offerings:
Learning Hub: Access to self-paced e-learning courses, from beginner to advanced levels, covering various Workiva functionalities.
Webinars: Live sessions to learn about platform features and updates, with opportunities for Q&A.
Video Tutorials: Step-by-step guides on specific features, including essentials and advanced design reporting.
Practical Assignments: Hands-on exercises in a Workiva workspace to reinforce learning.
Certification Programs: Specialized courses with badges for advanced skill demonstration, such as the "Advanced Course in Design Reporting Specialization.
Custom Training: Tailored training for specific industries or use cases, such as Workiva 101 for CPAs.
Interactive Workshops: Live virtual sessions with real-time demonstrations and guided practice.
24/7 Customer Support: Available via phone or support portal for critical issues and general inquiries.
Customer Success Managers (CSMs): Dedicated professionals to assist with onboarding, training coordination, and ongoing support.
Help Articles and Community Forum: Self-service resources, including FAQs, platform tips, and peer discussions.
Onboarding Assistance: Support during initial setup, including account creation and configuration.
Workiva implements robust security measures to protect data, including the following:
Encryption in Transit and at Rest: All data is encrypted using AES-256-bit encryption both during transmission and storage.
TLS Protocols: TLS 1.2 and TLS 1.3 protocols are used for secure data transmission.
Bring Your Own Key (BYOK): Allows customers to manage their own encryption keys for added control.
Single Sign-On (SSO): Supports SAML for secure authentication.
Multi-Factor Authentication (MFA): Provides an additional layer of login security.
Role-Based Permissions: Advanced permissions to control user access to data.
SCIM Provisioning Compatibility: Streamlines identity and access management.
Virtual Private Cloud (VPC): Hosted on AWS with public and private subnets for controlled traffic flow.
Firewalls: Protect against unauthorized access and monitor traffic.
SOC 1 and SOC 2 Compliance: Regular audits ensure operational controls and safeguards.
ISO 27001 Certification: Demonstrates adherence to international information security standards.
FedRAMP Authorization: Approved at the Moderate Impact level for government data security.
Formal Incident Response Plans: Includes breach notification processes compliant with GDPR and other regulations.
Regular Penetration Testing: Identifies vulnerabilities in systems before exploitation.
GDPR Compliance: Ensures lawful, fair, transparent handling of personal data, including privacy impact assessments (PIAs).
HIPAA Compliance: Protects sensitive health-related information in the U.S.
Activity Logging: Tracks user actions, including login attempts and changes to data.
Threat Intelligence Systems: Monitors potential cybersecurity risks in real-time.
Workiva policy on data ownership and portability includes the following key points:
Customer Ownership: Customers retain full ownership of all their data, including any intellectual property rights associated with it. Workiva does not claim ownership of customer data.
Limited License to Workiva: Customers grant Workiva a limited license to use their data solely for performing services, such as improving the platform, addressing technical issues, or providing support.
Generated Reports and Documents: Any reports or documents generated through the use of Workiva's software are owned by the customer. If these include Workiva's pre-existing intellectual property, customers are granted a perpetual, royalty-free license to use it within those reports.
Portability Rights: Customers can export their data from the platform in a portable format, ensuring they can move or reuse their data elsewhere as needed.
Workiva provides flexible terms for scaling its platform up or down to meet changing organizational needs. Below are the key points:
Cloud-Native Architecture: The platform is designed to scale seamlessly, supporting millions of users and extensive data integrations without performance degradation.
Modular Solutions: Organizations can add or remove modules (e.g., financial reporting, ESG, audit) as their needs evolve.
User Management: Easily adjust the number of users or roles within the platform to match team size changes.
Flexible Licensing: Subscription-based pricing allows organizations to scale usage based on current requirements, avoiding overcommitment.
Integration Expansion: Add new data connectors or integrate additional systems as operational complexity grows.
Continuous Platform Updates: Frequent updates ensure the platform remains capable of handling growing demands and regulatory changes.
Partner Ecosystem: Access to a wide network of partners for tailored solutions and scaling support.
Workiva terms and conditions for contract renewal and cancellation include the following key points:
Automatic Renewal: Subscriptions automatically renew for one-year terms unless either party provides written notice of non-renewal at least 60 days before the end of the current term.
Custom Pricing Adjustments: Pricing for renewal terms may be updated and reflected on the renewal invoices.
Renewal Planning: Customers are encouraged to plan renewals 120 days in advance to optimize costs and ensure continuity of service.
Flexible Contract Lengths: Customers may renew for shorter contract durations, reduced scope, or adjusted pricing based on their needs.
Cancellation Notice: Either party can terminate the agreement with 30 days' prior written notice, without cause, or immediately in cases of material breach if not resolved within 30 days of notice.
Refund Policy: If Workiva terminates due to a material breach by the customer, unpaid subscription fees for the remaining term must still be paid. Conversely, if the customer terminates due to Workiva's breach, unused prepaid fees may be refunded.
Data Retrieval Post-Termination: Upon termination, customers have 30 days to retrieve their data electronically before it is deleted, unless otherwise required by law or agreed upon.
Workiva software meets a wide range of compliance standards to support organizations in adhering to various regulatory and industry requirements. Below are the key compliance standards Workiva aligns with:
SOX (Sarbanes-Oxley Act): Facilitates compliance with internal controls, risk assessments, testing, and reporting for SOX requirements.
SEC Reporting: Supports compliance with U.S. Securities and Exchange Commission (SEC) regulations for financial disclosures.
IFRS and GAAP: Enables reporting aligned with International Financial Reporting Standards (IFRS) and Generally Accepted Accounting Principles (GAAP).
IIA Global Internal Audit Standards: First SaaS platform to incorporate the latest Global Internal Audit Standards, effective January 2025, for enhanced audit quality and risk management.
COSO Framework: Supports compliance with the Committee of Sponsoring Organizations of the Treadway Commission (COSO) framework for internal controls.
GDPR (General Data Protection Regulation): Ensures compliance with European Union data privacy regulations.
HIPAA (Health Insurance Portability and Accountability Act): Supports compliance for protecting sensitive healthcare information in the U.S.
SOC 1 and SOC 2 Type II: Demonstrates adherence to rigorous security, availability, confidentiality, and privacy controls.
ISO 27001: Certified for international standards on information security management systems.
FedRAMP Moderate Authorization: Approved for use by U.S. federal agencies requiring stringent data security measures.
CDP (Carbon Disclosure Project): Includes integration for environmental disclosures such as carbon footprint reporting.
