Avatar Systems

Initial Setup and Planning: The implementation process begins with systems planning and hardware setup, where Avatar's professional staff assists in ensuring that the infrastructure is ready for the software deployment. This phase involves detailed planning to align the software capabilities with the business needs.

Data Conversion and Migration: Once the infrastructure is set, the next step is data conversion and migration. This involves transferring existing business data into the new system, ensuring that all data is accurately and securely moved without loss.

Training and Education: Avatar provides comprehensive training to ensure a smooth transition. Training can be conducted on-site using the client's data or at Avatar's facilities. This phase is crucial for promoting a better understanding of the system and ensuring that users are comfortable with the new software.

Custom Configuration: Avatar Systems offers custom-configured hardware to match specific business needs, ensuring that the software and hardware work efficiently together.

Application Design: Avatar provides custom programming and application design services, allowing businesses to tailor the software to their specific requirements.

Flexible Deployment: The software can be deployed in various configurations, such as on-premises or via the cloud, providing flexibility to meet different business models.

Industry-Specific Solutions: Avatar Systems specializes in solutions for the oil and gas industry, offering modules like production management, land management, and financial accounting that can be customized for specific business operations.

Customizable Modules: The software includes various modules such as general ledger, accounts payable, and production management, which can be selected and customized based on the business's unique needs.

Setup Fees: Custom installation and setup services are provided, which may incur additional costs depending on the complexity and specific needs of the business.

Maintenance Costs: Avatar offers annual customer support and maintenance, which includes hotline support, program updates, and access to online documentation. These services are typically part of a maintenance package.

Support Charges: Support is available from 8:00 a.m. to 5:00 p.m. CST, with extended hours for West Coast clients, and may involve additional charges for after-hours support.

SaaS Subscription: For the SaaS model, businesses pay a subscription fee that covers software access, updates, and support, potentially reducing the need for in-house IT resources.

On-Site Training: Avatar provides on-site training using the client's data, which helps in a smoother transition and better understanding of the system.

Training Facilities: Clients have the option to receive training at Avatar's facilities, which can be beneficial for comprehensive learning and hands-on experience.

Comprehensive Support: Avatar's support includes a customer hotline, program updates, online documentation, and a quarterly newsletter to keep users informed and supported.

Secure Access: Avatar's RAPID SaaS provides secure, worldwide access to data, ensuring that only licensed users can access sensitive information.

Data Backup and Storage: Avatar handles all data storage and backup, reducing the risk of data loss and ensuring data integrity.

Firewall and Router Protection: The software is protected by firewalls and routers, adding an additional layer of security against unauthorized access.

Regular Updates: The system receives regular updates to address any security vulnerabilities and ensure compliance with industry standards.

Continuous Updates: Avatar's RAPID SaaS system ensures that users always access the newest, most up-to-date version of the software whenever they log in. This means updates are continuous and automatic.

No Manual Upgrades: Users do not need to manage version numbers, upgrades, patches, or fixes, as these are handled automatically by the system, ensuring a seamless experience.

Centralized Management: All updates are managed centrally by Avatar, reducing the burden on users and IT departments to maintain software versions.

Security Patches: Regular updates include security patches to protect data integrity and system security, ensuring compliance with industry standards.

User Notifications: Although updates are automatic, users are likely informed about major changes or new features through notifications or release notes, ensuring they are aware of improvements and changes.

Data Ownership: Avatar's policies regarding data ownership are aligned with industry standards, ensuring that clients retain ownership of their data while using the software.

Data Portability: The software likely supports data portability, allowing clients to export their data in a usable format if they choose to switch providers or services.

GDPR Compliance: Avatar's privacy policies are compliant with GDPR, granting users rights over their data, including access, correction, and deletion.

User Control: Users have control over their data, with the ability to manage permissions and access rights, ensuring data is only used as intended.

Data Security: While clients own their data, Avatar ensures its security through robust protection measures, safeguarding against unauthorized access and breaches.

Flexible Scalability: Avatar's SaaS model allows businesses to scale their usage up or down based on their needs, providing flexibility to accommodate growth or downsizing.

Cost-Effective Scaling: The subscription-based model ensures that costs are aligned with usage, allowing organizations to manage expenses effectively as they scale.

Resource Allocation: Avatar handles all hardware and data storage, making it easier for businesses to adjust their resource allocation without significant infrastructure changes.

Renewal Terms: Contracts are typically renewed based on the terms outlined in the initial agreement, with options for clients to adjust their service levels or terms as needed.

Cancellation Policy: Clients may terminate the agreement with cause, such as a material breach by Avatar or excessive downtime, provided proper notice is given.

Fee Adjustments: Clients can cancel the agreement if there is a proposed fee increase, as long as they notify Avatar within the specified timeframe.

Termination for Non-Payment: Avatar reserves the right to terminate services without notice if clients fail to pay the amounts due.

NIST 800-171 Compliance: Avatar complies with NIST 800-171 standards, ensuring data protection and cybersecurity measures are in place.

DoD Support: Avatar has extensive experience supporting Department of Defense (DoD) systems, indicating a high level of compliance with government security standards.

Cybersecurity Expertise: Avatar's team includes cybersecurity experts who help ensure compliance with relevant regulations and standards.

GDPR Compliance: Avatar's privacy policies are GDPR-compliant, ensuring that personal data is handled according to European data protection regulations.