Configuration & Development: Setting up the software, customizing workflows, and developing any additional features.
Testing: Running pilot tests to ensure workflows function correctly.
User Training: Educating staff on how to use the system effectively.
Deployment: Rolling out the platform across the organization.
Post-Deployment Support: Ongoing support, adjustments, and optimization.
Customisation
Workflow Design: Drag-and-drop tools enable creating and modifying workflows.
Integration: Can connect with existing systems like ERP, CRM, or other enterprise software.
User Roles & Permissions: Custom roles for different user levels.
Forms & Data Fields: Custom forms and data collection points.
Automation Rules: Custom triggers, alerts, and actions.
API Access: Supports API integrations for advanced customization and data exchange.
Additional Costs
Setup/Implementation Fees: One-time costs vary by project size and complexity.
Subscription/License Fees: Ongoing licensing; usually monthly or annual.
Support & Maintenance Fees: For technical support, updates, and patches—often included in subscription or charged separately.
Training Costs: Additional training modules or sessions.
Custom Development Costs: Extra for bespoke features or integrations beyond standard offerings.
Hardware/Infrastructure: If on-premise, hardware and setup costs; if cloud, likely included in fees.
Training
User Training: Typically includes onboarding sessions, either virtual or on-site, focusing on how to create workflows, manage tasks, and utilize features.
Administrator Training: Specialized sessions for system administrators on setup, customization, and maintenance.
Documentation: Comprehensive user manuals, quick-start guides, and online tutorials.
Online Resources: Webinars, knowledge bases, FAQs, and video tutorials.
Custom Training: Tailored sessions can often be arranged based on organizational needs.
Security Measures
Data Encryption: Both at rest and in transit (using protocols like SSL/TLS).
User Authentication: Support for LDAP, Active Directory, Single Sign-On (SSO), multi-factor authentication.
Access Control: Role-based permissions to restrict data and functionality.
Audit Trails: Maintaining logs of user activities and changes for accountability.
Data Backup & Recovery: Regular backups and disaster recovery plans.
Compliance: Adherence to industry standards such as GDPR, HIPAA, or ISO 27001, depending on deployment specifics.
Hosting Security: For cloud deployment, infrastructure providers often follow strict security practices.
Updates
Frequency of Releases: Typically, software vendors release updates quarterly or biannually, but this can vary.
Update Management: Managed via automatic updates (cloud SaaS model) or manual updates (on-premise deployments).
Release Notes & Testing: Updates come with release notes detailing fixes, enhancements, and new features. Thorough testing is generally performed before deployment.
Change Management: Organizations are usually advised to schedule updates during low-traffic periods and ensure backups are in place.
Version Control: Some vendors offer options to roll back to previous versions if needed.
Data Ownership and Portability
Data Ownership: Typically, organizations retain full ownership of their data stored within Ontrack Workflow. The vendor's role is generally limited to providing the platform and services.
Data Portability: The software should support data export in standard formats (CSV, PDF, JSON, XML, etc.), allowing users to extract their data for backups or migration to other systems.
Policies: Most providers commit to not claiming ownership over clients’ data and offer data retrieval options upon request or contract termination.
Security & Confidentiality: Data is protected during operation, and transfer methods adhere to security protocols.
Scaling Up / Down
Flexible Scaling: Ontrack Workflow generally allows clients to scale their usage up or down based on business needs.
Contract Adjustments: Terms often stipulate that adjustments to user licenses, storage, or feature tiers require advance notice (e.g., 30-90 days).
Pricing: Pricing models usually reflect the scale, with tiered subscription levels offering flexibility.
Implementation of Changes: Larger scaling changes might involve additional setup or integration time, and costs may vary accordingly.
The terms & conditions for contract renewal and cancellation
Renewal Terms
Usually annual or multi-year contracts.
Automatic renewal clauses unless specified otherwise, with provisions for notification periods (often 30-60 days prior).
Cancellation Policies:
Early termination may involve penalties or fees, depending on the contract terms.
Notice periods are typically required (e.g., 30 days before renewal)
Data retrieval rights are typically granted upon termination, with the vendor providing data export support.
Renewal & Termination Conditions:
Clear clauses often specify how and when either party can terminate.
Conditions for breach, non-payment, or underperformance are usually detailed.
Compliance
Data Security & Privacy: GDPR (General Data Protection Regulation) compliance for EU data, HIPAA for healthcare-related data, depending on deployment.
ISO Standards: ISO 27001 or ISO 9001 for information security and quality management.
Industry-specific Standards: Financial services, healthcare, or manufacturing standards as applicable.
Certifications: Depending on the vendor, they might hold certifications validating security, quality, or compliance.
