Synergis Adept
By Synergis Technologies, LLC, Engineering
The implementation process for Synergis Adept typically follows a structured approach to ensure a smooth transition and effective use of the software. Here’s a step-by-step overview of the process:
Discovery and Planning: This initial phase involves understanding the specific needs and requirements of the organization. It includes meetings with key stakeholders to gather information about existing systems, workflows, and objectives. This phase sets the foundation for a tailored implementation plan.
System Configuration and Setup: Based on the insights from the discovery phase, the Adept system is configured to align with the organization's requirements. This includes setting up user roles, permissions, and security protocols. The system is also integrated with existing CAD applications and other relevant software.
Data Migration: Existing documents and metadata are migrated into the Adept system. This step ensures that all historical data is preserved and accessible within the new platform. The migration process can vary in complexity depending on the volume and structure of the data.
Customization and Integration: Adept can be customized to fit specific business needs using its powerful API and web services. This includes custom data migrations, application development, and integration with other enterprise systems like SharePoint, SAP, and Maximo. Customization ensures that the software aligns perfectly with the organization's workflows and processes.
Training and Onboarding: Comprehensive training sessions are conducted for all users to ensure they are comfortable with the new system. This includes hands-on training, user manuals, and ongoing support. Adept also offers personalized onboarding to cater to the unique needs of each organization.
Testing and Validation: Before going live, the system undergoes rigorous testing to ensure all functionalities are working as expected. This phase includes user acceptance testing (UAT) to validate that the system meets the organization's requirements.
Go-Live and Support: Once the system is validated, it is deployed for full-scale use. Adept provides ongoing support to address any issues that may arise and to ensure the system continues to operate smoothly. This includes helpdesk support, remote administration, and regular updates.
The entire implementation process can take anywhere from a few weeks to several months, depending on the complexity of the organization's requirements and the scope of customization needed.
Synergis Adept is highly flexible and can be tailored to meet specific business needs. Here are some key customization options:
Custom Data Migrations: Adept can handle complex data migrations from legacy systems, ensuring all documents and metadata are accurately transferred.
Application Development: Custom applications can be developed using Adept’s API and web services to extend the functionality of the platform.
Integration with Enterprise Systems: Adept offers out-of-the-box connectors for systems like SharePoint, SAP, and Maximo. If a connector does not exist, custom integrations can be built to ensure seamless data flow across systems.
Workflow Customization: Workflows can be tailored to match the specific processes of the organization, including automated approval processes and notifications.
User Interface Customization: The user interface can be customized to improve usability and align with the organization's branding and preferences.
These customization options ensure that Synergis Adept can adapt to the unique needs of any organization, providing a tailored solution that enhances efficiency and productivity.
Synergis Adept's pricing includes various additional costs beyond the basic subscription fees. These costs can include:
Setup Fees: Initial setup fees may apply, depending on the complexity of the implementation and the specific needs of the organization. This can cover system configuration, data migration, and initial customization.
Maintenance Fees: Ongoing maintenance fees are typically included in the subscription cost. These fees cover regular updates, bug fixes, and enhancements to ensure the software remains up-to-date and functional.
Synergis Adept offers comprehensive training and support to ensure new users can effectively leverage the software:
Live, Interactive Training: Adept provides live, hands-on training sessions conducted by experienced application consultants. These sessions cover various aspects of the software, from basic usage to advanced features.
Customized Private Training: Organizations can request customized training tailored to their specific needs and workflows. This ensures that users receive relevant and practical training.
Enterprise User Training: For larger organizations, Adept offers enterprise user training, which can accommodate groups of up to 15 students per class. These sessions are conducted online and are designed to refresh the entire user community or train new employees.
Ongoing Technical Consulting: Adept provides ongoing consulting services to optimize the software installation and ensure it continues to meet the organization's needs.
Synergis Adept implements robust security measures to protect data at all stages:
Data at Rest: Adept supports OS-level encryption solutions, such as Windows BitLocker, which provides AES-256 encryption. This ensures that data stored in Adept Vaults is unreadable to unauthorized users.
Data in Transit: Data transferred between servers and users is encrypted using HTTPS with Transport Layer Security (TLS). This protects sensitive information from being intercepted during transmission.
Data in Use: Adept controls the data that users can access and includes session time-outs to prevent unauthorized access. Confidential data can be masked to further enhance security.
Integration with Security Protocols: Adept integrates with Active Directory, Single-Sign On (SSO), and Secure Sockets Layer (SSL) to simplify user administration and enhance security. These integrations help automate platform onboarding and offboarding while reducing the attack surface.
Emergency Recovery: Adept ensures business continuity with redundant data backups and the ability to replicate data across multiple data centers. This ensures that data can be quickly restored in case of a disaster.
These measures collectively ensure that Synergis Adept provides a secure environment for managing valuable engineering documents and business data.
Synergis Adept releases updates regularly to ensure the software remains up-to-date with the latest features, improvements, and security enhancements. Typically, major updates are released annually, with additional minor updates and patches provided throughout the year to address specific issues and introduce incremental improvements. These updates are managed through a structured process that includes thorough testing and validation to ensure stability and compatibility with existing systems. Users are notified of upcoming updates, and detailed release notes are provided to help them understand the changes and benefits.
Synergis Adept maintains a clear policy on data ownership and portability. Organizations retain full ownership of their data stored within the Adept system. This means that all documents, metadata, and related information remain the property of the organization, ensuring that they have complete control over their data. Additionally, Adept supports data portability, allowing organizations to export their data in standard formats. This ensures that if an organization decides to migrate to a different system or requires data for other purposes, they can easily retrieve and transfer their information without any restrictions.
Synergis Adept is designed to be highly scalable, accommodating the changing needs of organizations as they grow or restructure. The platform can be scaled up or down based on the number of users, the volume of documents, and the complexity of workflows. This flexibility is achieved through a modular licensing approach, allowing organizations to add or remove licenses as needed. Adept can be deployed on-premise, in the cloud, or in a hybrid environment, providing further scalability options to match the organization's infrastructure and budget.
Synergis Adept's terms for contract renewal and cancellation are outlined in their software license agreement. Here are the key points:
Contract Renewal: Contracts are typically renewed on an annual basis. Organizations are notified in advance of the renewal date, allowing them to review and adjust their licensing needs. Renewal terms may include adjustments to pricing based on the number of licenses and any additional services required.
Cancellation Policy: If an organization decides to cancel its contract, it must provide written notice within a specified period before the renewal date. This period is usually defined in the contract, often ranging from 30 to 90 days. Failure to provide timely notice may result in automatic renewal of the contract.
Refunds: Refunds for cancellations are generally not provided for the unused portion of the subscription term. However, exceptions may be made under specific circumstances, such as if the software fails to meet agreed-upon performance standards.
Termination for Breach: Either party may terminate the contract if the other party breaches any material term of the agreement and fails to remedy the breach within a specified period after receiving notice.
Synergis Adept meets several key compliance standards to ensure that organizations can maintain regulatory compliance and adhere to best practices. These standards include:
FDA 21-CFR-Part 11: Adept supports compliance with FDA regulations for electronic records and signatures, ensuring that they are trustworthy, reliable, and equivalent to paper records.
ISO 9001: Adept helps organizations meet the requirements of ISO 9001, the international standard for quality management systems. This includes maintaining document control, versioning, and audit trails.
HIPAA: While there is no formal HIPAA certification, Adept supports the storage and processing of sensitive health information in compliance with the US Health Insurance Portability and Accountability Act.
SOX-404: Adept supports compliance with the Sarbanes-Oxley Act, particularly Section 404, which mandates internal control over financial reporting. This includes strong document management, version control, and audit trails.
GDPR: Adept supports compliance with the European General Data Protection Regulation, which governs the protection of personal data in the EU and EEA. This includes ensuring data privacy and security.
These compliance standards ensure that Synergis Adept provides a secure and reliable platform for managing engineering documents and business data, helping organizations meet regulatory requirements and maintain operational excellence.
