Understand business needs, workflows, and specific functionalities required.
Identify integration points with existing systems.
System Design & Planning
Customize the solution architecture based on gathered requirements.
Set project timelines and milestones.
Installation & Configuration
Install the software (on-premise) or set up cloud environments.
Configure modules tailored to your business processes, including reservations, inventory, accounting, CRM, etc.
Data Migration
Migrate existing data such as customer info, reservations, vendor details, etc.
Data cleansing and validation steps.
Training & Testing
Conduct user training sessions.
Perform system testing to ensure everything functions correctly.
Go-Live & Support
Launch the system.
Provide ongoing support and troubleshooting.
Customisation
User interfaces and dashboards.
Booking and reservation workflows.
Integration with external systems (e.g., accounting, ERP, CRM).
Reporting and analytics customization.
Module addition or modification based on business processes.
API integrations for third-party services.
Custom fields and forms for capturing unique data points.
Workflow automation adjustments.
Data Points Supporting Customization:
Tourplan supports flexible configuration and customization at the module level.
It offers APIs for integrating with other platforms and tools.
Many clients have successfully customized interfaces, workflows, and reports.
Additional Costs
Setup Fees: One-time cost for initial installation, configuration, and data migration.
Training Fees: Cost for user training sessions.
Support & Maintenance Charges: Ongoing fees for technical support, system updates, and maintenance.
Customization Costs: Additional charges for extensive customization beyond standard setup.
Hardware Costs: For on-premise deployment, hardware and infrastructure expenses.
Third-Party Integrations: Costs associated with integrating other systems or API usage.
Training
Onboarding Sessions: Often include comprehensive training sessions tailored to different user roles, such as reservations staff, managers, or accountants.
User Manuals & Documentation: Detailed guides and online documentation are provided to assist users in navigating the system.
E-Learning & Webinars: Flexible online training modules and webinars are available for ongoing learning and refreshers.
In-person Training: For larger organizations or specific needs, on-site training sessions may be arranged.
Custom Training: Training content can often be customized based on business workflows.
Security Measures
Data Encryption: Both in transit (SSL/TLS encryption) and at rest.
User Authentication & Role-Based Access: Ensuring users only access data and functions pertinent to their roles.
Regular Data Backups: Automated backups to prevent data loss.
Firewall & Network Security: To prevent unauthorized access.
Audit Trails: Monitoring user activities for security and compliance.
Compliance Standards: Adhering to industry standards for data security and privacy, depending on deployment regions.
Secure Hosting Environment: For cloud solutions, secure data centers with physical and digital security controls.
Updates
Frequency: Tourplan typically releases updates 2-4 times a year. These updates include new features, security patches, bug fixes, and system improvements.
Management:
Automated Updates: For cloud-based deployments, updates are often managed centrally and automatically rolled out with minimal downtime.
On-Premise Installations: Require manual updates, usually facilitated by the IT team or with assistance from Tourplan support.
Version Control: Clients are informed in advance about upcoming updates, and sometimes a beta testing phase is offered.
Change Management: Detailed release notes accompany updates, and user training may be provided if significant changes are introduced.
Data Ownership and Portability
Data Ownership:
Clients retain full ownership of their data entered and stored within the Tourplan system.
Tourplan acts as a data custodian, responsible for securing and maintaining the data but does not claim ownership.
The client’s data, including reservations, customer details, financial records, and other business information, remains the property of the client organization.
Data Portability
Tourplan allows clients to export their data in standard formats (e.g., CSV, Excel, XML), facilitating data transfer to other systems or for backup purposes.
The company typically provides documentation and support to help clients extract their data when needed.
In cases of contract termination, clients are encouraged to retrieve their data promptly and securely before the system access is revoked.
Scaling Up / Down
Tourplan’s licensing and deployment models are generally flexible to accommodate organizational growth or downsizing.
Organizations can usually scale their license counts, add or remove modules, or expand storage with the support of the vendor.
Terms for scaling are often negotiated as part of the initial contract or renewal agreements.
For cloud deployments, scaling can often be handled with minimal disruption, often via a usage-based or subscription model
For on-premise deployments, additional licensing costs or hardware investments may be necessary for significant scaling.
The terms & conditions for contract renewal and cancellation
Renewal Terms:
Contracts are often annual or multi-year, with renewal periods explicitly specified.
Automatic renewal clauses are common unless explicitly canceled within the notice period
Renewal conditions, pricing adjustments, and notice periods (often 30-60 days) are typically detailed in the contract
Cancellation Terms:
Cancellation policies usually specify a notice period before the renewal date.
Early termination fees may apply, especially for multi-year agreements.
Data retrieval provisions are included to ensure that clients can extract their data before contract termination.
Some contracts may provide for refunds or pro-rated charges if canceled before the end of the term.
Compliance
GDPR (General Data Protection Regulation): For clients operating in or serving customers in Europe, ensuring data privacy rights.
ISO Standards: Such as ISO 27001 for information security management.
Data Privacy Regulations: Compliance with local data protection laws depending on deployment location.
PCI DSS (Payment Card Industry Data Security Standard): For handling payment data securely, if applicable.
Regional Standards: Tourplan conforms to relevant regional data protection and security legislation in various markets.
