Implementing Asset Infinity software involves several key steps designed to ensure a smooth transition and effective use of the system. The process is streamlined and user-friendly compared to other enterprise resource planning (ERP) systems, which often have lengthy onboarding cycles. Here’s a detailed look at the typical implementation process:
Initial Consultation and Requirements Gathering:
The process begins with an initial consultation to understand the specific needs and requirements of the client. This includes identifying the types of assets to be managed, the scope of asset tracking, and any specific functionalities required.
System Configuration:
Asset Infinity is highly configurable, allowing clients to customize the system to their specific needs. Users can configure various aspects themselves, such as data fields, roles, and permissions, without needing extensive technical assistance.
Data Migration:
Data migration is a crucial step where existing asset data is imported into Asset Infinity. The system supports easy mapping of data from formats like Excel, significantly reducing the time required for data migration from months to just a few days, even for large datasets.
Training and Onboarding:
Training is provided to ensure that users are comfortable with the system. This can be done through demos, online knowledge centers, and direct support from Asset Infinity’s team. The system is designed to be user-friendly, which helps in reducing the training period.
Testing and Validation:
Before going live, the system is tested to ensure that all configurations are correct and that the system functions as expected. This step involves verifying data accuracy, testing workflows, and ensuring that all users can access and use the system effectively.
Go-Live and Support:
Once testing is complete, the system goes live. Post-implementation support is provided to address any issues that may arise and to help users with any additional configurations or adjustments needed.
Duration of Implementation
The duration of the implementation process for Asset Infinity is relatively short compared to other ERP systems. Here’s a breakdown of the timeline:
Initial Setup and Configuration: This can be completed in a few hours to a couple of days, depending on the complexity of the configurations required.
Data Migration: The time required for data migration can vary, but with Asset Infinity’s efficient data mapping tools, it typically takes just a few days, even for large datasets.
Training and Onboarding: Training can be completed quickly due to the system’s user-friendly design. Users can often get started within a few hours using the provided demos and online resources.
Asset Infinity is designed to be highly customizable, allowing businesses to tailor the software to their specific needs and workflows.
Asset Infinity provides robust automation options that can be customized to fit unique business needs. This enhances efficiency and accuracy in asset management by automating repetitive tasks and workflows.
Users can configure various data fields within the system to match their specific asset tracking requirements. This allows businesses to capture and manage the exact information they need for their assets.
The software offers the ability to create custom reports and dashboards. Users can set up reports to monitor key performance indicators (KPIs) and other metrics that are important to their operations. This customization helps in generating insights that are specific to the business's needs.
Asset Infinity allows customization of workflows to align with existing business processes. This includes setting up approval workflows for asset purchases, maintenance schedules, and incident management processes.
The software is developed to integrate easily with other business applications. This ensures that data collected from various systems can be used to increase overall efficiency and streamline operations.
Users can set up custom notifications and alerts for various asset management activities. This includes alerts for maintenance schedules, inventory levels, and incident resolutions, ensuring that the right people are informed at the right time.
Asset Infinity allows businesses to define user roles and permissions based on their organizational structure. This ensures that users have access to the features and data they need while maintaining security and control over sensitive information.
The software supports the customization of maintenance schedules, including preventive maintenance. Users can define maintenance intervals and tasks based on the specific requirements of their assets, helping to optimize asset performance and reduce downtime.
Asset Infinity provides comprehensive training programs and continuous support to help businesses customize the software effectively. This includes hands-on training sessions, online tutorials, and user manuals to ensure that users are well-versed in the software’s features and functionalities.
The incident management module can be tailored to record and resolve incidents based on the specific needs of the business. This customization helps in quick damage control and efficient incident resolution.
The software allows users to make changes in operations and manage assets via mobile devices, even when they are away from the office. This flexibility ensures that asset management activities can be performed seamlessly from anywhere.
Asset Infinity offers a range of pricing plans with various features, and while the base subscription fee is clear, there are additional costs for setup, maintenance, and support that businesses should be aware of.
Monthly Subscription Plans:
$130 per month: This plan includes features such as asset tracking using QR/Barcodes, bulk upload of assets, custom fields, mobile apps, inventory management, and email-based support.
$150 per month: This plan includes unlimited maintenance schedules, custom workflows, GPS-based auto-assignment of work orders, and phone-based support.
Email-Based Support: Available 24/7 and included in the subscription plans.
Phone-Based Support: Available 24/7 and included in higher-tier subscription plans.
Dedicated Account Manager: Available as part of the subscription plans, providing personalized support.
Assisted Onboarding (Project Implementation): This is available at an extra cost. The fee for this service would depend on the specific requirements of the onboarding project.
Dedicated Hosting (On-Premise or Private Cloud Hosting): Available at an extra cost, which would vary based on the hosting requirements.
Asset Infinity provides a comprehensive suite of training and support options to ensure that new users can effectively utilize the software. Here are the key components of their training and support offerings:
Hands-On Training Sessions: Asset Infinity offers hands-on training sessions to help users get familiar with the software's features and functionalities. These sessions are designed to provide practical experience and ensure users can navigate the system confidently.
Online Tutorials: The software includes a variety of online tutorials that guide users through different aspects of asset management. These tutorials are accessible at any time, making it convenient for users to learn at their own pace.
User Manuals: Comprehensive user manuals are available to provide detailed instructions on using the software. These manuals cover all features and functionalities, serving as a valuable user reference.
24/7 Email-Based Support:
Users have access to 24/7 email-based support. This ensures that any issues or questions can be addressed promptly, regardless of the time.
Supportive Knowledge Base:
A comprehensive knowledge base is available, containing articles, FAQs, and solutions to common problems. This resource helps users troubleshoot issues independently.
Phone-Based Support:
For users subscribed to higher-tier plans, phone-based support is available 24/7. This provides direct access to support representatives for immediate assistance.
Service Level Agreements (SLAs):
Asset Infinity adheres to service level agreements for enterprise tickets, ensuring that support requests are handled within agreed timeframes. Escalation procedures are in place for any breaches of SLA commitments.
Premium Support Activities:
Beyond day-to-day assistance, Asset Infinity offers premium support activities such as configuration changes post-implementation, re-training users, integration support, and bulk data import/export.
Dedicated Account Manager:
Businesses can benefit from a dedicated account manager who provides personalized support and ensures that the software meets their specific needs.
Incident Management:
The incident management team records and resolves incidents quickly to minimize disruption and damage.
Regular Updates and Patches:
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When a problem affects multiple users on a large scale, Asset Infinity releases updates or patches to eliminate the issue.
Pilot Programs and Feedback Loops:
Asset Infinity encourages the implementation of pilot programs with smaller user groups to test new features. Feedback from these users helps fine-tune the software before a full-scale rollout.
Asset Infinity takes data security very seriously and implements a range of measures to protect user data from unauthorized access, corruption, or theft. Here are the key security measures in place:
User Roles and Permissions: Strict access controls are implemented to ensure that only authorized personnel can access specific data. This is managed through user roles and permissions, adhering to the Principle of Least Privilege (PoLP).
4. Regular Updates and Patches
Firewall: An up-to-date firewall is in place to protect the network from unauthorized access and cyber threats such as viruses, worms, and Trojans.
6. Secure Data Transmission
Regular Backups: Regular backups are scheduled to ensure that data can be recovered in the event of a loss or breach. This enhances the resilience of the data and ensures business continuity.
8. Logging and Monitoring
Asset Infinity regularly releases updates to ensure the software remains secure, functional, and aligned with user needs. The frequency of updates can vary based on the nature and urgency of the issues being addressed. Here are some key points regarding update frequency:
Regular Updates: Asset Infinity typically provides regular updates to introduce new features, enhancements, and performance improvements. These updates are scheduled periodically to ensure the software remains up-to-date with the latest technological advancements and user requirements.
Patch Releases: When a problem affects multiple users on a large scale, Asset Infinity launches updates or patches to eliminate the issue promptly. These patches are released as needed to address critical bugs or security vulnerabilities.
Management of Updates
The management of updates in Asset Infinity is structured to minimize disruption and ensure a seamless transition for users. Here’s how updates are managed:
Notification of Updates: Users are notified in advance about upcoming updates. This allows them to prepare for any changes and ensures that they are aware of new features or improvements being introduced.
Automated Deployment: Updates are typically deployed automatically, ensuring that all users have access to the latest version of the software without requiring manual intervention. This helps in maintaining consistency across the user base.
Testing and Validation: Before an update is released, it undergoes thorough testing and validation to ensure it does not introduce new issues. This includes functional testing, performance testing, and security testing to maintain the integrity of the software.
User Support During Updates: During the update process, Asset Infinity provides support to users to address any issues that may arise. This includes 24/7 email-based support and phone-based support for higher-tier plans.
Knowledge Base and Training: Post-update, users have access to updated knowledge base articles, tutorials, and training videos that explain new features and changes. This helps users quickly adapt to the updated software.
Asset Infinity has clear policies regarding data ownership and portability, ensuring that users have control over their data and can transfer it as needed. Here are the key points from their policy:
Users retain ownership of the data they input into the Asset Infinity system. This means that all data related to assets, inventory, and other tracked items belongs to the user or client, not to Asset Infinity.
Intellectual Property:
While the data entered by users belongs to them, the technology, software, and services provided by Asset Infinity are the intellectual property of PcsInfinity. This includes the software platform, features, and any proprietary technologies used in the service.
Data Export:
Asset Infinity allows users to export their data from the system. This can be done through various formats, typically including CSV or Excel files, enabling users to transfer their data to other systems or for offline use.
Ease of Data Migration:
The platform supports easy data migration, both into and out of the system. Users can import data from existing formats like Excel, and similarly, they can export their data when needed.
Data Protection:
Asset Infinity is committed to protecting user data through robust security measures. This includes data encryption, access controls, and compliance with international data protection standards such as ISO 27001, GDPR, and SOC 2.
Data Privacy:
The privacy policy of Asset Infinity ensures that user data is not rented, sold, shared, or distributed to third parties unless legally required or under specific circumstances, such as mergers or acquisitions.
Regulatory Compliance:
Asset Infinity complies with various data protection regulations, ensuring that user data is handled in accordance with legal requirements. This includes compliance with GDPR for users in the European Union and SOC 2 standards for data security and privacy.
Asset Infinity offers flexible terms to accommodate the changing needs of organizations, allowing them to scale up or down as required. Here are the key aspects of their scalability terms:
Flexible Plans: Asset Infinity provides various subscription plans that can be adjusted based on the organization’s needs. Users can upgrade to higher-tier plans to access more features or downgrade to lower-tier plans if fewer features are needed.
Monthly and Annual Billing: The software offers both monthly and annual billing options, providing flexibility in financial planning. This allows organizations to choose a billing cycle that best fits their budget and cash flow.
User Management: Organizations can easily add or remove users from their subscription. This flexibility ensures that businesses only pay for the number of users actively using the system, making it cost-effective as the organization grows or contracts.
Role-Based Access: The software supports role-based access control, allowing organizations to assign different levels of access to users based on their roles. This ensures that scaling up or down in terms of user count does not compromise security or functionality.
Modular Features: Asset Infinity’s modular design allows organizations to add or remove specific features as needed. This modularity ensures that businesses can tailor the software to their current requirements without unnecessary complexity or cost.
Custom Integrations: As organizations scale, they may need additional integrations with other systems. Asset Infinity supports custom integrations, which can be added or removed based on the evolving needs of the business.
Scalable Data Storage: The software provides scalable data storage options. As the volume of data grows, organizations can increase their storage capacity without significant disruptions.
Data Portability: Asset Infinity ensures that data can be easily exported, allowing organizations to transfer their data if they decide to scale down or switch to another system.
Tiered Support Plans: Different support plans are available, ranging from basic email support to premium 24/7 phone support. Organizations can choose the level of support that matches their current needs and scale up or down as required.
Ongoing Training: Continuous training and support are provided to help organizations adapt to new features and changes in the software. This ensures that users remain proficient as the organization scales.
Pro-Rated Charges: When scaling up or down, Asset Infinity adjusts the charges on a pro-rated basis. This means that organizations only pay for the services they use, making it financially efficient to scale operations.
Automatic Renewal:
Asset Infinity contracts may include provisions for automatic renewal. This means that unless the user explicitly cancels the contract, it will automatically renew for the same period as the original contract.
Notification of Renewal:
Users are typically notified in advance of the renewal date. This notification allows users to review the terms and decide whether to continue with the service or cancel it.
Renegotiation of Terms:
During the renewal process, both parties may renegotiate the terms and conditions of the contract. This can include changes to pricing, service levels, and other contractual obligations.
Agreement on Changes:
Any changes agreed upon during the renegotiation must be documented and signed by both parties. This ensures that the new terms are legally binding and enforceable.
Renewal Clause:
The original contract may contain a renewal clause that outlines the conditions under which the contract can be renewed. This clause may specify the renewal period, any changes to terms, and the process for notifying the other party of the intent to renew.
Cancellation Notice:
Users can cancel their Asset Infinity account at any time with a one-month notice. This notice period allows both parties to make necessary arrangements for the termination of services.
Methods of Cancellation:
Cancellation requests can be made through phone or email. Users must ensure that their cancellation request is properly communicated and acknowledged by Asset Infinity.
Responsibility for Cancellation:
The responsibility for initiating the cancellation lies with the user. Users must ensure that they follow the correct procedure and provide the required notice to avoid any unnecessary charges.
Refund Policy:
Asset Infinity's terms of service do not explicitly mention a refund policy for early cancellation. Users should review their specific contract or contact customer support for details on any potential refunds.
Termination by Asset Infinity:
Asset Infinity reserves the right to terminate the contract and cease support in cases of libel, defamation, abuse, harassment, or software piracy. This includes the use of "cracked" or unlicensed versions of the software.
Changes to Service Structure:
Key Points to Remember
Advance Notification: Users are typically notified in advance of contract renewals, allowing time to review and make decisions.
One-Month Notice for Cancellation: Users can cancel their account with a one-month notice, ensuring a smooth transition.
Renegotiation Opportunity: Renewal periods provide an opportunity to renegotiate terms and conditions to better suit current needs.
User Responsibility: Users must initiate cancellation and ensure compliance with the notice period to avoid additional charges.
Asset Infinity adheres to several key compliance standards to ensure data security, privacy, and operational integrity. Here are the primary compliance standards that the software meets:
Description: ISO 27001 is an international standard for information security management systems (ISMS). It provides a systematic approach to managing sensitive company information, ensuring it remains secure.
Description: GDPR is a regulation in EU law on data protection and privacy for all individuals within the European Union and the European Economic Area. It also addresses the transfer of personal data outside the EU and EEA areas.
Description: SOC 2 is a framework developed by the American Institute of Certified Public Accountants (AICPA) for managing customer data based on five "trust service principles"—security, availability, processing integrity, confidentiality, and privacy.
Internal Compliance: This involves adhering to the company’s own rules and regulations for managing assets, ensuring quality and consistency in products or services. Proper documentation and records are maintained to facilitate smooth audits.
