Rolling out Applied Epic typically involves comprehensive planning, data migration, configuration, training, and post-launch support. Agencies often engage third-party consultants to streamline this complex journey and tailor the system to their workflows.
Key Steps & Bullet Points:
Assessment & Planning • Define agency goals and needs. • Align with Applied Systems and/or external consultants to map out a strategic implementation roadmap.
Data Conversion & Integrity Check • Cleanse and extract data from legacy systems. • Migrate, validate, and ensure accuracy of clients, policies, accounts, commissions, and more.
System Configuration & Workflow Setup • Configure system elements like company and branch structures, commission setups, and user access controls. • Customize workflows to mirror your agency's business processes.
Training & Change Management • Deliver tailored training sessions for staff and leadership. • Use change management practices to minimize disruption.
Go-Live / Activation Support • Provide onsite or remote support during switchover. • Troubleshoot real-time issues, guide users, and monitor performance.
Post-Implementation Review • Conduct a review 3–6 months after launch to assess goals, usage, and system flexibility. • Identify areas for improvement or further customization.
Typical Timeline:
A full-scale implementation for larger agencies may take up to 9 months, depending on complexity, scale, and resource availability.
Customisation
Applied Epic is highly customizable, enabling agencies to tailor the system to unique workflows, integrate third-party tools, and adapt as business evolves.
Capabilities & Bullet Points:
Configurable Workflows & Interfaces • Agencies can shape the system UI, workflow logic, dashboards, and forms to their operational needs.
Open Architecture & Integrations • Supports seamless integration with Applied and third-party applications to accommodate acquisitions or evolving business strategies.
Custom Reports & Deliverables • Agencies can generate custom reporting and deliverables tailored to branding and analytic needs.
Custom Workflow Development & Templates • Consultancy firms can craft bespoke workflow procedures, documentation, and training manuals based on agency processes.
Scalable for Roles, Lines of Business & Mobility • Manage P&C and Benefits books in one platform; scale as roles or locations expand. • The browser-based platform allows remote access and flexibility.
Additional Costs
Besides licensing, agencies may incur significant one-time setup fees, annual user fees, and optional consulting costs for training, migration, or ongoing support.
Typical Costs & Bullet Points:
One-time Setup Fees • Reports indicate setup fees can start at around $1,000, potentially per user.
Annual User Fees / Licensing • Some agencies estimate total first-year costs around $100,000, combining setup and licenses. • Others estimate closer to $40,000 annually, though this varies widely depending on size and needs.
Support & Maintenance (Interface) • Interface support is typically included under an agency’s annual Interface Support and Maintenance Agreement.
Consulting, Training & Migration Services • Many agencies contract external firms for migration, training, custom workflows, reports, or ongoing admin support, which entails additional fees.
Support Channels • Applied Epic provides documentation, webinars, help desk, and potentially 24/7 support, which may be included in service agreements or billed separately.
Training
Applied Epic supports new users through a variety of structured training options and support channels designed to build both foundational knowledge and ongoing proficiency.
Training & Support Details:
Role‑based online courses (via Applied University): • 24/7 access to product-specific and role-based learning modules—ideal for users, whether they’re entering policies or running reports.
On-demand webinars & video tutorials: • Covers workflows, dashboards, security essentials, reporting best practices, and more. • Offered by partners or consulting firms, often via recorded sessions.
Consultant‑led hands‑on training: • Dedicated sessions for new hires, tailored to your agency’s workflows and procedures. • On-site or virtual facilitation to quickly bring staff up to speed.
Tips, techniques & quick‑reference guides: • Seminars and PDFs featuring practical workflows, shortcuts, and efficiency enhancements.
In‑app Resource Center & Help tools: • Accessible anywhere within the system: tutorials, overviews, release notes, support access, and knowledgebase links. The in-app help file remains available via F1.
Security Measures
Applied Systems takes a strong, multi-layered approach to data security—combining advanced infrastructure controls, certifications, and platform-level protections.
Key Security Elements:
International security certifications: • Completed ISO 27001—demonstrating comprehensive information security management. • Passed a SOC 2 Type II assessment, with semi‑annual SOC 2 audits, plus SOC 1 Type 2 and SAR reporting.
Payment card security: • Applied Pay complies with PCI DSS standards, ensuring credit/debit card data remains secure.
Encryption, backups & access controls: • Implements data encryption, automated backups, and fine‑grained user permissions to safeguard financial and client data.
Cloud browser security & identity controls: • Browser version enforces same security settings as desktop; supports Single Sign-On and multi-factor authentication for secure access.
Updates
Applied Epic is updated regularly, with a well-defined release schedule and maintenance windows—to deliver new features, improvements, and infrastructure stability with minimal downtime.
Update Cadence & Process:
Regular feature releases: • New enhancements rolled out throughout the year, including dashboard updates, improved workflows, and enhanced reporting.
Frequent micro‑releases / builds: • Monthly or quarterly builds occur, covering both desktop and browser interfaces.
Scheduled maintenance windows: • Planned upgrades are typically done during low-impact times—weekend early mornings or late nights, or weekday early mornings.
Automated workstation updates: • The system includes a service that can automatically push future updates to workstations, reducing manual overhead.
Release communications & tools: • Release notes and change logs are made available via the system resources; announcements appear in-app and on the community portal.
Data Ownership and Portability
Applied Epic allows agencies to retain full ownership of their data. The system provides mechanisms to ensure data portability so agencies can access, export, or migrate their data if needed, ensuring operational continuity and compliance with industry regulations.
Policy Details & Bullet Points:
Full Data Ownership: • Agencies retain 100% ownership of all client, policy, financial, and operational data stored in the system. • Applied Systems acts only as a data processor for hosting and operational purposes.
Data Portability / Export: • Agencies can export their data in standard formats (e.g., CSV, Excel, or other compatible formats). • Supports bulk exports of policies, client information, accounting records, and custom reports.
Access and Retrieval: • Agencies can request full data extracts during contract termination, upgrades, or migration to other systems. • APIs are available for integrating or extracting data in real-time for operational or analytical purposes.
Data Security During Portability: • Exported data is delivered through secure channels, ensuring encryption and compliance with privacy standards. • Access is role-based and logged for audit purposes.
Compliance with Regulations: • Supports GDPR, CCPA, and other data privacy requirements regarding access, portability, and erasure.
Scaling Up / Down
Applied Epic is designed to accommodate agencies of various sizes. Licensing, storage, and user access can be adjusted as organizational needs change, allowing flexible scaling without disruption to operations.
Scaling Terms & Bullet Points:
Adding Users or Locations: • Agencies can purchase additional user licenses or branches as business grows. • System configuration can accommodate new roles, workflows, and lines of business.
Reducing Users or Resources: • Agencies can decrease licenses or deactivate users as needed, often with prorated billing adjustments. • Data for deactivated users remains securely stored and can be reassigned or exported.
Flexible Storage & Modules: • Storage allocation scales with usage to support growing client databases or document repositories. • Optional modules or add-ons (e.g., reporting, mobile, or accounting tools) can be activated or deactivated according to current business needs.
Subscription & Billing Adjustments: • Monthly or annual subscription fees can be adjusted based on the number of active users or enabled modules. • Transparent billing ensures agencies only pay for resources currently in use.
Consulting & Support During Scaling: • Applied Epic offers guidance and professional services to ensure smooth scaling transitions. • Workflow adjustments and data reorganization can be performed with minimal disruption.
The terms & conditions for contract renewal and cancellation
Applied Epic operates under a subscription-based licensing model, with renewal and cancellation terms outlined in the service agreement. These terms ensure agencies have clarity on notice periods, payment obligations, and data retrieval upon termination.
Details & Bullet Points:
Contract Duration: • Standard agreements are typically annual or multi-year commitments, depending on the agency’s selected plan and negotiated terms. • Renewal dates and terms are specified in the initial contract.
Automatic Renewal: • Many agreements include an auto-renewal clause unless the agency provides written notice of intent not to renew within the specified notice period (often 30–90 days).
Notice for Non-Renewal: • Agencies must submit a formal written notice to Applied Systems before the renewal deadline. • Late or missed notices may result in automatic renewal for the next term.
Early Termination: • Early cancellation before the contract term ends may incur penalties, such as paying remaining months’ fees or a fixed termination charge. • Any discounts provided for multi-year agreements may be voided upon early cancellation.
Data Retrieval After Cancellation: • Agencies can request a full export of their data before the system is deactivated. • Data is delivered in standard formats and through secure channels within a defined post-termination window.
Outstanding Payments: • All unpaid invoices must be settled before the cancellation or data export process is completed.
Compliance
Applied Epic meets multiple security and compliance standards to ensure that insurance agencies operate within regulatory requirements, protect client data, and maintain operational integrity.
Compliance Details & Bullet Points:
ISO 27001 Certification: • Applied Systems maintains ISO 27001 certification, ensuring robust information security management practices.
SOC 2 Type II Compliance: • Undergoes independent audits to verify controls around security, availability, confidentiality, and processing integrity. • Semi-annual audits ensure ongoing adherence.
SOC 1 Type 2 & SAR Compliance: • Evaluates financial reporting controls and operational safeguards relevant to insurance industry standards.
PCI DSS Compliance: • Applied Pay and payment processing components meet PCI Data Security Standards to protect cardholder data.
Privacy & Data Protection Regulations: • Supports compliance with GDPR, CCPA, and other regional privacy laws regarding access, data portability, and data deletion.
Cloud Security Standards: • Uses encrypted data transmission and secure hosting environments that meet industry best practices for data protection.
