# data[].attributes.headline
Axia Consultants: Accounting technology conferences and expo

# data[].attributes.subject
Axia Consultants: Accounting technology conferences and expo

# data[].attributes.body
There are many benefits of attending an accounting technology event - especially if you’re considering replacing your accounting software. These include:

•     improving your knowledge of the accounting software market, the latest trends and what’s available
•     checking out a software vendor’s latest offerings- in a low-key, informal way
•     comparing multiple vendors quickly and efficiently, in just one day

And it would be even more beneficial if you had details of what you need from your new accounting system. Gathering requirements and preparing a spec doesn’t have to be hard - the Accounting Software RFI/RFP Template can help you quickly and easily gather your requirements and prepare a requirements specification (and also a RFI and RFP).

Clicking a link below, will take you to the event website, where you can obtain more details such as the expo or conference contents, who’s exhibiting, locations and whether it’s chargeable or free to attend.

Although every attempt has been made to make the above calendar as accurate as possible, this cannot be guaranteed. For more details, contact the promoters directly.

# data[].attributes.headline
Axia Consultants: Making the final software decision

# data[].attributes.subject
Axia Consultants: Making the final software decision

# data[].attributes.body
Here is an easy process to follow to help you decide.

Steps:

1.  Gather all the information for each potential vendor and prepare a summary of the key criteria for each.

2.  Bring your project team together to jointly review the information, the summaries, discuss the pros and cons of each of the potential vendor solutions.

3.  Then, jointly rank each of the vendors against your key criteria.

Notes

(i)  Software functionality. Clearly the most important criteria, so focus on your key functional requirements and where the solution(s) from each vendor, differ from each other.

(ii)  Implementation. Even the best software will not work well, with a poor implementation. So you need to be very sure that you either have the skills, experience and resources on board, or can acquire these from the vendor, or other service providers, or by retraining existing employees.

(iii)  ROI (return on investment) / TCO (total costs of ownership). Re-check both calculations for 7 year time scale, for each vendor - as each vendor solution may have different benefits as well as different costs.

(iv)  Maintenance and support / SLA (Service Level Agreement). Be sure of what you are getting for your annual (or regular) payments, that it is appropriate and represents good value for money.

(v)  Software technology. Should be forward looking technology and either match that of your business or heading where you are heading. However, some forward looking technologies may be closer to where you are heading than others. (Solutions or vendors using old technology should have been removed at the RFI stage).

(vi)  The vendor. Their business strength, business and product direction, and how well you get on with the vendor are important. Equally, so is a process or arrangement to protect your investment in the software, should the vendor themselves be acquired or taken over by another organisation.

(vii)  In this example, we’ve included 6 key criteria for the project as a whole. You may have more criteria and may also wish to use some form of weighting and scoring rather than simple ranking. If so, amend your table accordingly.

# data[].attributes.headline
Axia Consultants Accounting software trends

# data[].attributes.subject
Axia Consultants Accounting software trends

# data[].attributes.body
The continued growth of web-based and web-enabled Accounting Software and systems, including:

•   Cloud computing / SaaS - wholly online accounting software
•   Hosted or combined online / on-premise accounting software services and systems (and the beginning of the reduction of solely on-premise accounting software)
•   Web services, web support
•   e-procurement, e-commerce, e-expenses systems and electronic payment integrated within accounting software
•   Web interfaces from 3rd party web-based systems such as e-expenses
•   Workflow functionality integrated within accounting software
•   Improving analytics, business intelligence and reporting
•   e-filing for taxation returns
•   Enhanced security - online and offline

Non-web Accounting Software trends - continued growth of:

•   Industry sector specific or vertical market solutions
•   Accounting software combined (or integrated) with specialised modules for industry specific needs / vertical markets (and the reduction of generic accounting systems)
•   Integration with other associated accounting software modules eg CRM (and the consequent reduction of stand-alone accounting systems)
•   Improved integration with 3rd party software
•   Seamless integration with 3rd party office products eg Excel, Word
•   Software scalability
•   Functionality and features added to accounting software
•   Accounting software suitable for large organisations, redesigned for medium and smaller sized businesses. And conversely accounting software that is suitable for small / medium sized businesses, extended to be suitable for medium / larger size businesses
•   International functionality of accounting software  - to support employees in multiple countries with multiple languages
•   Software customisation capabilities
•   Intuitive use of functionality / ease of use
•   Financial and accounting regulations
•   Using technology and workflow functionality to reduce operational accounts department costs
•   Faster software set up, implementation and upgrade time scales

Accounting Software market trends - continued growth of:

•   Replacing existing systems with web-based accounting software and web-enabling activities and processes
•   Competition, especially in the mid-range Accounting / ERP software market
•   Accounting software market / vendor consolidation

# data[].attributes.headline
Axia Consultants Project initiation checklist

# data[].attributes.subject
Axia Consultants Project initiation checklist

# data[].attributes.body
You’ve finally got board approval to select a new software system - then what? You’ve actually got to do it! So, here is a quick ‘project initiation checklist’ of 30 things to consider at this stage. If you can tick everything ‘yes’ - you’re ready to start!

Project Initiation Checklist

What is the software / system selection project?

1. Has the project proposal been approved by the board without any changes to the proposal? Or if the board has made changes, can you manage these?
2. Has sufficient funding been approved for the software selection phase?
3. Are the project objectives still the same as within the proposal?
4. Is the project scope (inclusions and exclusions), still the same as within the proposal?
5. Are the project deliverables still the same as within the proposal?
6. Have deliverables been defined for each stage within the software selection?
7. Have acceptance criteria been defined for each deliverable?
When will the project be undertaken?
8. Have the start and completion dates been defined and agreed?
9. Have dates for the key deliverables within the project been defined and agreed?

Who is involved with the project?

10. Provide names for:
- project sponsor:
- project manager:
- project team:
- key users:
- user management (who are responsible for signing off the requirements and accepting the system selection deliverables):
11. Have all the roles and responsibilities been defined?
12. Have all the roles and responsibilities been communicated?
13. Do all resources (involved) have sufficient time available for the project?
14. Is project resourcing sufficient?
15. Do all resources have sufficient knowledge / skills to undertake their part in the project?
16. Have you prepared and issued a project organisational chart?
17. Does everyone understand their role within the project?

How will the project be carried out?

18. Have you determined your project management / system selection methodology?
19. Have you prepared a revised (or final) project plan / gantt chart?
20. Are the responsibilities, milestones and deliverables clear?
21. Has this been issued and discussed with all involved?
22. Does everyone understand it?
23. Have you purchased tools to help you document your business requirements / select your new system? eg Axia’s System Requirements & RFI/RFP Templates
24. Have you set up project communications? eg planned regular (weekly) project meetings, defined an email list of other people to be kept informed?
25. Have you set up an issues escalation process?
26. Have you set up project monitoring? eg using a project management tool
27. Have you defined quality standards and specified how these will be maintained?
28. Have you reviewed your risk analysis and mitigation strategies?
29. Have you reviewed your project constraints / assumptions and checked that they are still valid?
30. Have you created project contingencies? eg additional time, funding or resources which can be called upon if required

# data[].attributes.body
With skill backgrounds in Accounting, Payroll, HR, processes, project management and IT, we can rapidly contribute to time-critical projects by providing the expertise, focus and drive needed to meet key deadlines.

Axia Philosophy

Our philosophy is to involve client’s staff as much as possible, whilst providing the in-depth expertise. So client’s costs are minimised and all concerned obtain a complete understanding of the solution.

We believe in providing outstanding quality and excellent value for money.

We continuously aim to be responsive, flexible and provide personal attention to our client’s needs.

For more information about Axia’s services visit: consulting services / system selection and shortlisting service / client case outlines / commendations

# data[].attributes.headline
Axia Consultants: The hidden costs of new software

# data[].attributes.subject
Axia Consultants: The hidden costs of new software

# data[].attributes.body
One solution is to identify the total cost of ownership, not just the software, as clearly as you can prior to acquisition. If you establish and compare the total costs associated with each software package for 1 year and 5 years from the date of acquisition, you will have a much better idea of what to expect. Fairly obviously, a low cost for software does not necessarily mean that it is the best overall value.

Another solution is to look out for potential hidden costs and either include them or a contingency, and then manage them as best as possible at the time they occur. To help, here is a (not exhaustive) list of such potential hidden costs:

The software application licence - the modules you really need, rather than what you would like to have (or be talked into), what the prices are based on - number of concurrent system users, number of employees or records (eg for Human Resources Software), number of transactions or a mix of these? What are the different price bands? How it will work out for your organisation?

Training costs – number of days and day rate. What is the typical amount of training required for the average customer and specifically, what would be required for your organisation? What is the cost of setting up a training facility on your site? Or to use the vendor’s facilities?

Vendor support services fees eg for interface development, report writing, implementation consultancy assistance. Other support services eg contractors, temporary staff (plus their agency fees) to assist with the implementation. Annual licence fees – are these charged? And if so are they on top of, or instead of annual maintenance charges?

# data[].attributes.headline
Axia Consultants: Hidden costs of new software

# data[].attributes.subject
Axia Consultants: Hidden costs of new software

# data[].attributes.body
It starts with the software vendor’s additional costs (after all they are in business to make money) and carries on throughout the implementation.

One solution is to identify the total cost of ownership, not just the software, as clearly as you can prior to acquisition. If you establish and compare the total costs associated with each software package for 1 year and 5 years from the date of acquisition, you will have a much better idea of what to expect. Fairly obviously, a low cost for software does not necessarily mean that it is the best overall value.

Another solution is to look out for potential hidden costs and either include them or a contingency, and then manage them as best as possible at the time they occur. To help, here is a (not exhaustive) list of such potential hidden costs:

The software application licence - the modules you really need, rather than what you would like to have (or be talked into), what the prices are based on - number of concurrent system users, number of employees or records (eg for Human Resources Software), number of transactions or a mix of these? What are the different price bands? How it will work out for your organisation?

Training costs – number of days and day rate. What is the typical amount of training required for the average customer and specifically, what would be required for your organisation? What is the cost of setting up a training facility on your site? Or to use the vendor’s facilities?

# data[].attributes.body
The 2 main types of internal IT project proposal for replacing business systems, such as a CRM system are:

•    outline proposal for system selection and system replacement in principle – to obtain approval for limited funds to undertake the system selection process
•    detailed proposal to implement a replacement system – carried out at the end of the system selection process – to obtain approval for much larger funds to purchase software, hardware, consultancy, training and implement the chosen system

If your organisation has a defined internal project approval process or framework, you will have to closely follow it if you wish to obtain project approval. If there is no defined process, you will have greater choice as to what and how to include in a proposal. But this probably makes it harder, so consider the following points when preparing your IT project proposal:

Ensure you fully understand the business and end user needs for the project. If you have yet to prepare more than a ‘back of the envelope’ spec of requirements, these RFI/RFP Templates can help you to quickly and easily prepare your requirements specification, RFI and RFP. Make sure the business and user needs (requirements) are crystal-clear in the proposal.

Understand what the other key project drivers are eg cost containment, time scale, project quality. Once known, make sure you give this adequate emphasis within the proposal.

Next, consider the proposal recipients ie the executive management / board, what they are looking for, the information they require and what is important to them and the organisation. Then provide the information they require eg if they want details give them, if not don’t. If you are unsure what they want – find out, before preparing the proposal. Picture them going through your proposal with a checklist – does your proposal tick all the boxes?

# data[].attributes.headline
Axia Consultants Evaluation Template RFP

# data[].attributes.subject
Axia Consultants Evaluation Template RFP

# data[].attributes.body
This RFP Evaluation Template will:

Save you time and effort evaluating and comparing RFP responses (vendor proposals). The template provides a standardised basis that’s quick-to-use.

Enable you to have an accurate and thorough comparison of vendor responses. This professionally laid out template facilitates in-depth evaluations of responses and ensures you have real like-for-like comparisons.

Help you to clearly identify the best software solution for your organisation - that’s plainly visible from the automated analyses and graphs.

Key features

Automated analyses (displayed as both data and in pre-defined automated graphs) including:

RFP response evaluation comparisons - by module and overall

Vendor response analysis - showing how each vendor can meet your requirements eg from their current software, with minor customisations, using 3rd party software, with future releases, major modifications, or whether still under development

More critical analysis of how vendors meet your requirements - either with a current solution, in the future, or with some form of development

Comparison of costs quoted by vendor, by module for purchase or rental (SaaS), implementation services, enhancements, and maintenance and support

Financials - 3 and 5 year cost projections for both purchase and rental (SaaS) options

Comparison of weighted scores by module in detail, including vendor profile and vendor services

# data[].attributes.headline
Axia Consultants essential software criteria

# data[].attributes.subject
Axia Consultants essential software criteria

# data[].attributes.body
Software functionality and management information criteria

Software should provide the functionality and management information needed by your organisation. Click the links for the essential criterion for each software.

Accounting software criteria / CRM software criteria / HR software criteria / Payroll software criteria

Software efficiency criteria

Software should be reliable, operationally efficient and easy to use. Visit software efficiency criteria for more details.

Vendor criteria

Good vendors should provide the appropriate maintenance and support, implementation assistance, user training and have a good reputation and expertise. Visit vendor criteria for details.

Value for money

Good software should:

Represent good value for money

Have a reasonable annual cost for maintenance and support, with the annual increase %, no more than inflation

Be low cost or have a total cost less than budgeted

# data[].attributes.headline
Axia Consultants Request for Information RFI Template

# data[].attributes.subject
Axia Consultants Request for Information RFI Template

# data[].attributes.body
As one of a suite of universal templates, this RFI Template will:

Save you time preparing your Request for Information. Just fill in the blanks and add your requirements. Preparing a high quality, professional RFI suitable for issue to suppliers and vendors is now a cinch. And as everything is in MS Word, you can quickly and easily configure to your precise needs.

Save you effort as you don’t have to start from scratch. The RFI components are already there for you to use as you need. They’re based on the purchase of new IT, software and services, but are equally suitable for many other business RFI needs, because the template is totally flexible and amendable.

Help you short list suppliers. The standardised template format also helps suppliers to more clearly understand your requirements and more easily respond. So you will receive clearer and improved responses. And consequently, spend less time and effort evaluating and comparing supplier responses, and more easily identify a short list of potential suppliers.

RFI Template Contents

RFI Template (Request Part)* to send to suppliers / vendors, containing:
Executive summary
Organization background
Project background
Instructions to the supplier or vendor, on how to reply to the RFI
RFI Template (Response Part)* for suppliers / vendors to complete, containing:
Summary statements
General requirements (for new software)
Mandatory requirements (for new software)
Additional information requested
RFI Cover Letter Template*
Instructions, Guide and Tips - for preparing your RFI (PDF)

# data[].attributes.headline
Axia Consultants CRM software RFI and RFP Template

# data[].attributes.subject
Axia Consultants CRM software RFI and RFP Template

# data[].attributes.body
Quickly and easily gather your CRM system requirements, prepare your RFI & RFP, and evaluate vendor responses. The CRM RFI/RFP Template will:

Save you time identifying and gathering your software / system requirements because thousands of carefully researched criteria are listed. Simply choose those you need and set priorities for each criteria. Then quickly prepare your RFI or RFP by just filling in the blanks. And as everything is in MS Excel, you can quickly and easily configure to your precise needs.

Save you effort as you don’t have to start from scratch. The template reduces the effort involved with specifying requirements and preparing RFI’s / RFP’s. The standardised format also helps software vendors to more clearly understand your requirements and more easily respond to each requirement, using the space available within the template. So you will receive clearer and improved responses. And consequently, spend less time and effort evaluating and comparing vendor responses.

Save you money as you can use the template yourself. There’s no need for extra staff or resources to help you specify your requirements or prepare your RFI and RFP.

Help you to select the right system by providing clarity and transparency. You can see your requirements, easily evaluate and compare vendor responses and so identify the best solution for your organisation.

The CRM RFI/RFP Template comprises:

An RFI Template, RFP Template, Requirements Specification, Business Analysis, Instructions and Software Selection Overview.

All system requirements are on one ‘RFP Requirement Specification’ worksheet, listed in a logical order, to make it quicker and easier to configure to your needs.

Separate, easy-to-amend RFI and RFP Templates (worksheets), to save time creating your own RFI and RFP.

A Business Analysis worksheet, to better understand your current situation and collect more information.

It’s easy to create a full RFP for issue to vendors – just combine ‘RFP Requirement Specification’ and ‘RFP Template’ worksheets (or copy and paste).

# data[].attributes.body
The Accounting RFI/RFP Template will:

Save you time identifying and gathering your new software / system requirements because thousands of carefully researched criteria are listed. Simply choose those you need and set priorities for each criteria. Then quickly prepare your RFI and RFP by just filling in the blanks. And as the templates are available in MS Excel / Word, you can quickly and easily amend to your precise needs.

Save you effort as you don’t have to start from scratch. The templates reduce the effort involved with specifying requirements and preparing RFI’s / RFP’s.

The standardised format also helps software vendors to more clearly understand your requirements and more easily respond to each requirement, using the space available within the template. So you will receive clearer and improved responses. And consequently, spend less time and effort evaluating and comparing vendor responses.

Save you money as you can use the template yourself. There’s no need for extra staff or resources to help you specify your requirements or prepare your RFI and RFP.

Reduce the risk of selecting the wrong Accounting System by providing clarity and transparency. You can see your requirements, easily evaluate and compare vendor responses and so identify the best solution(s) for your organisation.