The implementation process for Ascend AP software typically involves several key steps, each designed to ensure that the software integrates smoothly into an organization's existing financial management systems, particularly with platforms like Workday. The duration of the implementation process can vary depending on the specific needs and existing infrastructure of the organization.
Key Steps in the Implementation Process
1. Initial Setup and Configuration: This step involves installing the software and configuring it to suit the specific needs of the organization. This includes setting up user roles, and permissions, and ensuring that the software's features align with the organization's accounts payable processes.
2. Integration with Existing Systems: Ascend AP is noted for its compatibility with Workday, which is a common ERP system used by many organizations. The integration involves linking Ascend AP with Workday to allow for seamless data exchange and process management.
3. Data Migration: For organizations transitioning from another system, data migration is a critical step. This involves transferring existing financial data into the Ascend AP system while ensuring data integrity and accuracy.
4. User Training and Onboarding: To maximize the benefits of Ascend AP, comprehensive training for end-users is essential. This training covers how to use the software effectively, focusing on its features like invoice recognition, data entry, and workflow management.
5. Testing and Troubleshooting: Before going fully live, the software undergoes rigorous testing to identify and resolve any issues. This testing phase helps ensure that the software operates smoothly and meets all the organization's needs without disrupting existing processes.
6. Go-Live and Post-Implementation Support: Once testing is complete, the software goes live. Post-implementation support is crucial to address any issues that arise after the software is operational. Continuous support and updates are provided to ensure the software remains compatible with evolving technology and business needs.
Duration of the Implementation Process
The total time required to implement Ascend AP can vary. Factors that influence the duration include the complexity of the existing systems, the volume of data to be migrated, the extent of customization required, and the readiness of the organization's staff. Typically, a standard implementation might take several weeks to a few months. However, more complex implementations involving extensive customization or large-scale data migration could extend the timeline further.
1. Integration with Workday: Ascend AP is designed to integrate seamlessly with Workday, which is a major ERP system. This integration is a key feature for organizations that have specific workflows and data management needs related to Workday.
2. Customizable Features for Invoice Processing: The software allows for the customization of invoice processing features. For instance, it can handle both PO and non-PO invoices effectively, which is crucial for businesses with diverse procurement processes.
3. Automated Workflows and Policies: Ascend AP supports the automation of enterprise-wide policies and procedures. This includes the ability to customize workflows, such as automating approvals based on invoice amounts and incorporating company-specific AP policies directly into the system.
4. Adaptability to Business Growth and Changes: The software is designed to facilitate changes and growth with less effort. This adaptability is crucial for businesses that anticipate changes in scale or operations, allowing them to adjust their AP processes without significant overhauls.
5. Customization in Handling Invoice Data: The software provides options for custom handling of invoice data, such as the ability to add vendor names to invoice files even if the vendor is not in the processing system. This feature is particularly useful for companies that deal with a wide range of vendors.
6. User Interface Customization: Ascend AP offers a user-friendly graphical interface that can be customized to meet the specific usability needs of an organization. This includes the ability to modify dashboards and control panels to enhance user interaction and efficiency.
These customization features ensure that Ascend AP can be tailored to meet the specific operational needs of different businesses, enhancing its utility and effectiveness in managing accounts payable processes.
The Ascend AP software does not have a setup fee, which makes the initial implementation potentially more cost-effective for businesses. However, there are other costs associated with the software that organizations should consider:
1. Annual Subscription Fee: The paid version of Ascend AP starts at $25,000.00 per year. This fee typically covers the core functionalities and may include basic support and updates.
2. Premium Consulting/Integration Services: For organizations requiring additional support during the setup or integration phase, Ascend AP offers premium consulting and integration services. These services are likely to incur additional costs, although specific pricing details are not provided.
3. Maintenance and Support Charges: While specific maintenance fees are not detailed in the search results, it is common for software solutions like Ascend AP to offer various levels of customer support and maintenance services, which may include regular updates, technical support, and troubleshooting. These services can either be included in the annual subscription fee or offered at an additional cost.
4. Additional Features and Customizations: Depending on the specific needs of a business, additional features and customizations might be necessary, which could lead to further costs. These could include advanced analytics, increased automation capabilities, or integration with other software systems not covered under the basic plan.
Ascend AP software offers comprehensive training and support to new users, ensuring they can effectively utilize the software's features and capabilities.
1. Onboarding Support: As part of the onboarding process, the Ascend AP support team guides new users through the setup and implementation of the software. This includes helping users understand the software's functionality and how it can be integrated into their existing systems.
2. Customer Support: Ascend AP is known for its exceptional customer support. Users have reported that the support team is very responsive, quick, and friendly, which enhances the overall user experience with the software.
3. Training Resources: Ascend AP provides various training resources to help new users become proficient with the software. This includes access to a comprehensive knowledge base with answers to frequently asked questions, which can be a valuable resource for troubleshooting and learning more about the software's features.
4. Technical Support Training Courses: For more technical aspects, Ascend AP offers specific training courses. For example, they have updated technical support training courses for SMART Remote Management and new courses for SMART Board MX series interactive displays. These courses are designed to provide deeper insights into managing and troubleshooting the software.
5. Video Resources: Users can also learn about the software through videos available on the company's YouTube channel. These videos cover various topics, including installation and usage of the software, which can be particularly helpful for visual learners.
The security measures in place to protect data in Ascend AP and related software solutions include a variety of controls to safeguard the confidentiality, integrity, and availability of the service. Here are the key security measures based on the provided sources:
1. Encryption: Ascend AP uses advanced Optical Character Recognition (OCR) for data capture, and the information is likely encrypted to protect against unauthorized access. Additionally, SmartEncrypt by Rhipe adds an extra layer of security to existing offerings, ensuring that valuable data is secure.
2. Access Control: Ascend ECM™ allows for unlimited indexing, which gives more search options and enables users to organize and find information quickly. It also helps to eliminate unauthorized access or distribution of sensitive documents.
3. Secure Storage and Backups: SmartRent employs rigorous cloud-security measures, including secure storage, backups, and disaster recovery to protect personal information. Similarly, Smart-UPS™ from APC ensures that all UPS data shared with their cloud service is encrypted and maintains an audit trail of the data it receives and processes.
4. Authentication and User Management: SmartRent’s Community Manager solution offers Multi-Factor Authentication (MFA) by default, and Single Sign-On (SSO) is provided upon request. Ascend AP’s web access and mobile apps are designed with security in mind, although specific authentication measures are not detailed.
5. Compliance with Legal Standards: Ascend ECM™ ensures compliance with auditing requirements and legal standards while archiving documents. Smartsheet, while not directly related to Ascend AP, demonstrates industry practices by undergoing audits and certifications such as SOC2 Type II and ISO certifications, which are indicative of the types of compliance measures that may be in place for similar software solutions.
6. Data Privacy and Security Training: SmartRent ensures that employees receive regular security training, covering topics like information security and data privacy. APC also emphasizes that all personnel involved with the development of their service undergo continuous cybersecurity training.
7. Secure Development Lifecycle (SDL): APC adheres to the Secure Development Lifecycle, which includes threat modeling, attack surface review, and penetration testing to validate security protections.
8. Redundancy and Failover Systems: TouchPoint Software implements redundancy in their service, with automatic failover systems to ensure data availability.
These security measures collectively contribute to a robust defense-in-depth strategy, which is essential for protecting sensitive financial data within accounts payable automation software like Ascend AP.
Ascend AP software releases updates periodically to enhance functionality and address any issues. The management of these updates involves several key practices:
1. Regular Updates: The software is updated regularly to incorporate new features, improvements, and security patches. This ensures that the software remains effective and secure over time.
2. User Notification: Users are typically notified of available updates, allowing them to choose an appropriate time to implement the updates. This helps in planning and reduces disruption to daily operations.
3. Automated Update Features: For ease of use, Ascend AP includes features that can automate the update process. This automation helps ensure that all systems are consistently running the latest version without requiring manual intervention.
4. Support and Assistance: During the update process, Ascend AP provides support and assistance to address any issues that may arise, ensuring a smooth transition to the updated software.
These practices demonstrate a structured approach to managing software updates, which is crucial for maintaining the reliability and security of the Ascend AP system.
1. Data Ownership: Typically, enterprise software solutions, including those like Ascend AP, allow the client to retain ownership of their data. This is evident in practices from similar sectors where clients maintain legal rights and control over their data, as seen in Smart City data management practices where the client (city) retains ownership of the data.
2. Data Portability: While specific policies on data portability for Ascend AP are not directly mentioned, the general trend in data management, as guided by regulations like the GDPR, emphasizes the importance of data portability. This includes the ability of data subjects to receive their data in a format that allows for easy transfer to another system. Ascend AP, being a modern enterprise solution, likely adheres to similar standards to ensure compliance and facilitate user control over their data.
The concept of scaling in software development is well-established and typically refers to the ability of a system to handle increased or decreased demand by adjusting resources accordingly.
Scaling up, also known as vertical scaling, involves adding more power to an existing machine, such as increasing CPU, memory, or storage, to handle greater loads. Scaling down is the reverse process, where resources are reduced as demand decreases.
Scaling out, or horizontal scaling, involves adding more machines or nodes to a system to distribute the workload and improve performance and reliability. This is often done in cloud computing environments where additional virtual machines or containers can be deployed to handle increased traffic or data processing needs.
In the context of Ascend AP, the software is noted for its ease of use and integration with Workday, which suggests that it is designed to be scalable and adaptable to changing organizational needs. However, the specific terms under which Ascend AP can be scaled up or down would typically be outlined in a service level agreement (SLA) or discussed during the sales and implementation process with the vendor. These terms would detail how the software can be expanded or contracted in terms of user access, data processing capabilities, and integration points, as well as any associated costs or technical requirements for scaling.
1. Renewal Process: Software contracts, including those for AP solutions like Ascend AP, often include auto-renewal clauses. These clauses automatically renew the contract at the end of the current term unless the customer opts out within a specified period. For example, some software agreements require notification of non-renewal 90 days before the contract expires.
2. Cancellation Terms: Cancellation policies for software services typically allow the customer to terminate the agreement under certain conditions. For instance, a customer might be able to cancel the service for convenience with a 30-day notice after a minimum commitment period. Additionally, there might be provisions for termination without penalty if the service fails to meet certain performance standards.
3. Early Termination Fees: Some software agreements include early termination fees, which require the customer to pay a percentage of the remaining contract value if they terminate the service before the end of the term. This is often structured to discourage premature cancellation and to recover the cost incurred by the provider in offering the service.
4. Modification of Terms: Providers typically reserve the right to modify the terms of service, including renewal and cancellation policies, at their discretion. Customers are usually notified of these changes and may have the option to terminate the contract if they do not agree with the new terms.
5. Non-Renewal Consequences: If a contract is not renewed, the customer may lose access to the software and any stored data. In some cases, the software may revert to a limited functionality mode until the renewal is processed or the contract is reinstated.
These points provide a general framework of what the renewal and cancellation terms might look like for Ascend AP software, based on industry standards and practices observed in similar software agreements.
Ascend AP software meets various compliance standards that are essential for managing accounts payable processes securely and efficiently.
1. General Compliance and Auditing Requirements: Ascend AP ensures compliance with general auditing requirements and legal standards, which is crucial for maintaining accurate records and adhering to financial regulations.
2. Document Management Compliance: The software also complies with standards related to document management, including secure archiving and retrieval of documents. This compliance is critical for organizations that need to maintain rigorous documentation for auditing and legal purposes.
3. E-Document Compliance: Specifically, for electronic documents, Ascend AP adheres to evolving e-document compliance standards, which are particularly relevant in regions like France and Spain. This ensures that the software can handle international compliance requirements effectively.
These compliance capabilities are integral to the software’s design, helping organizations streamline their accounts payable processes while ensuring adherence to necessary regulatory and legal standards.
