Guide Ti
By COGEP inc
Guide Ti typical implementation process:
Initial Implementation Meeting: Kick-off with stakeholders and COGEP (Guide Ti’s parent company) to clarify goals, scope, and establish the project plan for your organization.
Software Installation: Guide Ti is quickly deployed (either on-premise or cloud). The technical team ensures the environment is ready for further configuration.
Initial Analysis: Basic evaluation of maintenance workflows and asset structure to map Guide Ti to your existing processes.
Asset List & Data Entry: Collect and input core asset and inventory data. Clean-up and preparation of data are involved, often migrating from spreadsheets or previous systems; data quality here ensures future success.
Role Assignment: Define roles and responsibilities for users and maintenance teams to ensure correct access and workflow mapping within Guide Ti.
Maintenance Management Setup & Training: Configure preventive/corrective maintenance modules, schedule types, and user dashboards. Training is provided simultaneously to ensure users can begin operating the system confidently.
Initial Go-Live (Maintenance Modules): The maintenance portion of Guide Ti goes live, allowing teams to start using the CMMS for real operations while support remains available for troubleshooting.
Inventory & Purchasing SetupAdditional configuration for purchasing and inventory control as required, with associated training sessions.
Performance Indicators & Reporting: Key performance indicators (KPIs) and reporting structures are set up for ongoing monitoring and optimization.
Guide Ti is designed with extensive customization capabilities, allowing businesses to tailor the platform to fit specific operational needs and industry requirements. Here are the key ways Guide Ti can be customized:
Customizable Forms and Fields: Users can modify data entry forms (such as work orders, maintenance tasks, asset records) by adding, removing, or renaming fields to match departmental or site-specific workflows. For example, the work order entry form can be adapted for each department and user profile, optimizing the software for different teams.
Configurable Dashboards and Reports: Guide Ti allows businesses to create specialized dashboards and reports that surface the metrics and KPIs most relevant to them. Users can build their own dashboards and configure reports to monitor anything from asset reliability to cost tracking, enabling personalized views for managers, technicians, and executives.
Tailored Workflow Automation: The system supports the creation of automated task flows, scheduling rules, and alerts aligned with unique business processes. This means preventive maintenance intervals, approval processes, and notifications can be set according to industry best practices or local site requirements.
Integration with ERP and Other Systems: Guide Ti offers deep integration capabilities with popular ERP systems like SAP, Oracle, Microsoft Dynamics, Sage, JD Edwards, as well as PLCs and IoT devices. This ensures workflows, data exchange, and reporting can be aligned with a company's pre-existing business software environment.
Customizable User Roles and Permissions: Role-based access controls can be finely tuned, so each department or user group only sees and edits what’s pertinent to their job, streamlining operations and reducing clutter while ensuring security.
Multi-Site and Multi-Profile Adaptation: Guide Ti can be set up to support single-site or multi-site operations. Each site can have its own configuration—such as custom terminologies, unique asset hierarchies, and workflow rules—making it highly adaptive for decentralized organizations.
Customizable Pricing and Licensing: The cost of Guide Ti is flexible and varies based on the features and modules selected, allowing organizations to scale and pay only for what they need.
Data Import/Export and Migration: Users can import and export data (e.g., asset lists, inventory records, historical maintenance logs) in standard formats, making it easier to transition from legacy systems and ensuring a smoother fit with existing data structures.
Guide Ti, developed by COGEP, offers a robust training and support program for new users to ensure effective onboarding and long-term success with its CMMS platform.
Customized Training Programs: Guide Ti provides complete, tailor-made training for users across purchasing, inventory, and maintenance functions. Training can be delivered on-site or remotely and is adapted to each organization’s processes and industry-specific needs.
Role-Based Learning: Training sessions are structured for different user profiles—maintenance planners, technicians, purchasing staff, and managers—so each group learns only the features and workflows relevant to their daily jobs.
Hands-On and Practical: The approach emphasizes hands-on learning, using real examples and workflows from your organization to build familiarity and confidence in the platform.
Phased, Step-by-Step Onboarding: Implementation and training proceed in manageable steps. This makes it easier for users to learn core functions first (like work order management and asset tracking) before expanding to advanced features such as dashboards, reports, and integration with ERP systems.
Continuous Training and Refresher Courses: Ongoing or repeat training sessions are available to help onboard new staff or deepen user skills as needs evolve.
Documentation and Tutorials: Users gain access to up-to-date user manuals, online resources, FAQs, and training videos as part of their onboarding toolkit.
Dedicated Support Team: Guide Ti provides access to a responsive customer support team for troubleshooting, technical advice, and guidance. Support is available during standard business hours, with escalation paths for urgent issues.
Multi-Channel Access: Support can be reached by phone, email, and (often) via a client portal for submitting tickets and tracking resolution progress.
User Assistance and Knowledge Base: The company maintains a detailed knowledge base and help center for self-service, including searchable articles, step-by-step guides, and troubleshooting tips.
Regular Software Updates: New features, security patches, and usability improvements are delivered as part of the support agreement, with support staff available to guide users through new capabilities.
Guide Ti puts multiple security measures in place to protect user and organizational data, ensuring compliance with industry standards and safeguarding sensitive assets and maintenance information:
End-to-End Encryption: Guide Ti employs encryption to secure data both in transit (e.g., HTTPS/SSL connections) and at rest, ensuring that unauthorized parties cannot access or intercept maintenance records, asset details, or user credentials during transfer or storage.
Role-Based Access Control: The platform offers robust, customizable user roles and permissions. Only authorized users can access, modify, or delete specific classes of data, reducing the risk of internal breaches and maintaining confidentiality and operational integrity.
Compliance with International Standards: Guide Ti is designed to comply with leading standards such as ISO/IEC 27001 for information security management. This positions it alongside industry best practices for controlling access, monitoring threats, and securely managing digital assets.
Audit Trails and Logging: The platform maintains detailed logs and audit trails of user actions. These records help organizations monitor activity, detect suspicious behavior, and provide a verifiable history for security reviews and compliance audits.
Secure Integration: When connecting with ERP and automation platforms (e.g., SAP, Oracle, Microsoft Dynamics, PLCs), Guide Ti ensures that data exchanges are encrypted and authenticated, minimizing integration-related vulnerabilities.
Regular Updates and Patch Management: The software is continuously updated with security patches and improvements to address emerging threats and vulnerabilities, keeping systems resilient against evolving cyber risks.
Data Backup and Disaster Recovery: Regular data backups and disaster recovery protocols ensure that users can quickly restore access to maintenance data in case of accidental loss, hardware failure, or security incidents.
Physical and Network Layer Security: For on-premise deployments, Guide Ti supports secure server hosting guidelines, including firewalls and anti-virus protections. Cloud deployments leverage secure data centers with strict access controls and intrusion prevention systems.
Data Privacy Policies: Guide Ti enforces privacy by upholding GDPR principles where required, including data access controls, lawful processing, data minimization, and provision for data portability.
Regular Updates: Guide Ti is frequently enhanced with new features, bug fixes, and usability improvements. Users report “ongoing improvements” and regular updates over the platform’s lifespan, aiming to keep the system current and responsive to customer feedback.
Managed Deployment: Updates are generally managed to minimize downtime or business disruption, often scheduled outside of peak operation hours or coordinated around customer needs.
User Notification: Users are typically notified in advance of new releases or patches, along with documentation highlighting newly available features or any changes that may impact existing workflows.
Guide Ti’s policy on data ownership and portability is aligned with best practices in the Computerized Maintenance Management System (CMMS) industry and modern data protection standards:
Customer Data Ownership: All asset, maintenance, and operational data entered or generated by a Guide Ti customer remains the sole property of that customer (the organization using Guide Ti). Guide Ti acts as a data processor or custodian and does not claim ownership of customer data.
Access and Rights: Only users authorized by the customer organization (based on role-based access controls within Guide Ti) can view, edit, or export this data. Guide Ti maintains audit trails to ensure transparency and accountability for access and changes.
Confidentiality and Security: Data ownership is reinforced by Guide Ti’s compliance with international data protection standards (such as ISO/IEC 27001), ensuring robust privacy, security, and lawful data processing.
Data Export Capabilities: Guide Ti supports straightforward data export. Customers can extract master records, work orders, asset inventories, and historical logs in machine-readable formats (e.g., CSV), allowing for backup, analysis, or migration to other systems.
Integration and Interoperability: The platform is designed to integrate with ERP and third-party software, further supporting data portability and minimizing vendor lock-in.
Compliant with Regulations: Guide Ti’s data portability features help ensure customers comply with data protection laws such as GDPR Article 20, which grants users the right to receive and transfer their data in a portable format.
Customer Empowerment: Users retain control over their operational data, can request exports at any time, and can migrate data if they move to a new provider.
Support for Transition: Guide Ti’s support team assists organizations with exporting or migrating data as part of contract termination, ensuring a compliant and smooth offboarding process.
Guide Ti offers a flexible and scalable CMMS solution, allowing organizations to adjust the size and configuration of their deployment as business needs evolve. While the official website and public documentation do not spell out highly specific contract terms regarding scaling up or down, the following key points reflect Guide Ti’s standard practices and capabilities based on industry norms and feature descriptions:
Modular Licensing and Add/Remove Features: Guide Ti enables businesses to add or remove software modules (such as inventory, procurement, mobile access, or advanced reporting) as their operational needs change. This modularity ensures that organizations only pay for the features they require at any point.
User and Site-Based Scaling: The system supports easy increases or decreases in the number of user licenses, departments, or physical locations. This is particularly valuable for organizations experiencing growth or downsizing, allowing them to scale subscriptions accordingly.
Flexible Deployment (Cloud or On-Premise): Guide Ti can be deployed on-premise or in the cloud, making scaling infrastructure and access up or down more straightforward for IT and business leaders.
No Vendor Lock-In for Data: The platform provides robust data export and integration options, supporting smooth migration of information and minimizing barriers when scaling operations or switching systems.
Contract Adjustments: While specifics may vary depending on the contractual agreement, industry practice for software like Guide Ti typically includes the ability to revise contracts when scaling (such as increasing or decreasing user counts or modules), often accompanied by pro-rated pricing or updated terms for the remainder of the subscription period.
Integration Support: Guide Ti is designed to integrate with key ERP and business systems (such as SAP, Oracle, JD Edwards, Microsoft Dynamics), so scaling your solution alongside changes in your broader IT ecosystem is supported.
Guide Ti’s contract renewal and cancellation terms follow typical patterns seen in software-as-a-service (SaaS) and enterprise software, but the company does not publicly publish every detail. Here are data points summarizing common practices and what can be reasonably inferred for Guide Ti from public information, industry standards, and customer experience:
Fixed-Term Agreements: Guide Ti contracts are generally established for a set term (such as 12 months), after which they may be eligible for renewal or extension. Renewal often requires mutual agreement or may continue automatically unless one party provides notice of non-renewal within a stipulated period, often 30–90 days before the term ends.
Advance Notification: Customers are typically notified in advance of upcoming renewals, particularly with annual or multi-year SaaS subscriptions. This gives organizations time to review and, if needed, renegotiate pricing, terms, or features before committing to a new contract term.
Opportunity to Renegotiate: The renewal process often presents a chance to update the contract’s terms to reflect changing business needs, such as revising features, adjusting license counts, or renegotiating pricing.
Automatic Renewal Clauses: In some contracts, automatic renewal is included unless one party notifies the other in writing of its intention not to renew within the defined notice period. This is standard to ensure continuity and minimize disruptions.
Modification at Renewal: Upon renewal, terms and pricing can typically be modified by mutual agreement, but if not renegotiated, contracts often roll over under existing conditions.
Notice Period: Customers generally must provide formal written notice of intent to cancel, typically within a required period, such as 30 to 90 days before the renewal date. The notice process and period are usually set out explicitly in the contract.
Minimum Commitment: Early cancellation—terminating a contract before the end of the agreed-upon term—often triggers penalties or obligates the client to pay the full remaining value of the contract term.
No Refund Policy: If a subscription or license is canceled partway through a contracted period, refunds for unused months or services are uncommon; the service continues until the term’s end, after which access is revoked.
Grounds for Termination: Most contracts allow for termination due to material breach, non-payment, or force majeure. Mutual termination (by agreement between both parties) is also possible.
Data Portability: Upon legitimate contract termination, Guide Ti provides tools and support to help clients export their operational data, ensuring customers retain ownership and can migrate information as needed (as noted in the company’s data portability policies).
Negotiability: Precise cancellation or renewal terms (notice periods, penalties, etc.) may vary depending on contract negotiation. Clients are encouraged to review individual agreements carefully and document all processes around renewal and cancellation.
Process Requirements: Cancellations and renewal decisions typically must be submitted in writing, often via email or through a customer portal. Always follow the specified protocol in your agreement to avoid disputes or continuation of unwanted service.
Guide Ti software is designed to align with internationally recognized compliance standards and best practices crucial for organizations that manage sensitive operational and maintenance data. Based on available information from the company and typical industry requirements, Guide Ti demonstrates compliance in the following areas:
ISO/IEC 27001 – Information Security Management: Guide Ti implements frameworks and practices consistent with ISO/IEC 27001, the global standard for information security management systems. This ensures robust controls for data confidentiality, integrity, and availability, including end-to-end encryption, secure infrastructure, detailed audit logs, and formal access controls.
Data Privacy and Security Compliance: The platform is built to help organizations meet global data privacy and security regulations. This includes supporting GDPR principles such as data access controls, data minimization, lawfulness of processing, and data portability. Guide Ti’s audit trails and role-based access ensure accountability and transparency in data handling.
Operational and IT Compliance Best Practices: Guide Ti is compatible with common operational and IT control best practices, supporting regular software updates, secure integration with ERP/financial systems, rigorous backup and disaster recovery protocols, and continuous system monitoring for vulnerabilities.
Industry and Regulatory Audit Support: The software provides features for full audit trails and reporting, allowing organizations to demonstrate compliance during regulatory or internal audits.
Physical and Network Security: For both cloud and on-premise deployments, Guide Ti supports secure hosting practices, firewall protections, anti-virus protocols, and intrusion prevention at the server and network layer.
