The Access Group

Access Financials

Financials is a cloud based web enabled accounting and operations solution sales, purchase, nominal ledgers, Autobank Reconciliation, Purchasing, Fixed Asset, multi-currency, cashbook and VAT, project accounting, time recording, billing and management reporting. With one data source, the same information is available on the go to both finance and non-finance users

Features

  • Intuitive navigation and ease of use
  • Web based, access from any where
  • Procure to pay processes with budget controls
  • Project accounting for mobile workforces
  • Real time business intelligence and integrated MS Excel reporting
  • Operational functions such as expense management and time recording
  • Multi currency, Multi user, Multi Company
  • Real time dashboards
  • Easy and quick employee "take up", minimal training required.
  • Rapid Deployment

Benefits

  • Improve operational efficiency and save money
  • Fast adoption with minimal disruption
  • Publish accounts and projects data to tablet devices
  • Integrated ledgers and project management
  • One version of data for finance and non-finance users
  • Document management and storage
  • Reduce paper chain with online invoice approval
  • Control costs on projects, maximising margin
  • Real time management reporting such as Profit & Loss
  • Access to real time data

Pricing

£525 to £3,675 a user a year

  • Education pricing available

Service documents

Framework

G-Cloud 12

Service ID

9 2 2 4 9 5 5 2 2 7 6 5 7 2 7

Contact

The Access Group Natalie Giles-Grant
Telephone: 01206322575
Email: Natalie.GilesGrant@theaccessgroup.com

Service scope

Software add-on or extension
Yes, but can also be used as a standalone service
What software services is the service an extension to
Access Expense, Access SelectHR, SelectPay, PeoplePlanner, TeamSeer, Access Document Storage, Access Approve, Access CRM and Access thankQ
Cloud deployment model
Public cloud
Service constraints
None
System requirements
Internet Access via supported browsers (html5 enabled)

User support

Email or online ticketing support
Email or online ticketing
Support response times
Access has developed a range of support plans. Our online Knowledge base and Community service plans are available to all our clients. We have made significant investment in our client support tools. The Success portal provides around the clock access to log incidents, browse articles and videos to find solutions. Our Support teams are available M-F 9-5 ( or 8-6 on Standard/Premium) On these plans P1 cases are responded to in 1 hour. Please refer to Access for further details
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
None or don’t know
Phone support
Yes
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
No
Onsite support
Yes, at extra cost
Support levels
Basic Success Plan - provides you with an on-line support experience with on-line support case submission and self-service Knowledge Base access. No additional cost Standard Success Plan- offers an enhanced reactive service, including telephone and e-mail support, as well as priority response times and longer support hours. Larger customers will also get access to a primary named support analyst who will deal with the majority of your support questions. Charged at 15% of your subscription fee. Premier Success Plan- provides proactive services, including access to a customer success manager with quarterly and annual review. Charged at 25% of your annual subscription fee.
Support available to third parties
No

Onboarding and offboarding

Getting started
At the start of the implementation Access will appoint a Lead Consultant that will be assigned to your project. The Lead Consultant will provide an on-site visit to outline the project and will remain a point of contact throughout the implementation ensuring timescales and abojectives are meet.

To support the implementation Access also provides a named On-Boarding consultant who works closely with the Lead Consultant. They will ensure that the project is progressing and provide a secondary contact who is office based and can be contacted at any time during the project.

Access provide as part of any implementation a comprehensive range of services available directly from Access UK. Services that Access can provide as part of the implementation stage are: • Project Management • Data Conversion • Education and Training • Consultancy • Technical Consultancy • User acceptance Testing support • Account Management
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction
Consultancy services to assist with data extraction if this is required.
End-of-contract process
At the end of the contract, and if the subscription fee is not renewed, the customer can extract the data (normally into Excel). Support can be provided to extract data on a time and materials basis. Data is then deleted 90 days after your subscription end date.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
Application to install
No
Designed for use on mobile devices
No
Service interface
No
API
Yes
What users can and can't do using the API
Access Financials SME uses a SOAP Web Service API. To set this up users will need basic familiarity with web services and the Access Financials data structure. You can call the Web Service API to retrieve static data as well as transactional level data in the system. Furthermore, the API is bi-directional and so data can be written to Access Financials including records and transactions from 3rd party systems.
API documentation
Yes
API documentation formats
PDF
API sandbox or test environment
No
Customisation available
No

Scaling

Independence of resources
Access Financials SMW is a load-balanced, multi-tenant service. The load balancer monitors the web servers continuously and will dynamically reassign requests if one of these servers crashes.

Analytics

Service usage metrics
No

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Baseline Personnel Security Standard (BPSS)

Asset protection

Knowledge of data storage and processing locations
Yes
Data storage and processing locations
United Kingdom
User control over data storage and processing locations
No
Datacentre security standards
Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency
At least once a year
Penetration testing approach
‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
Protecting data at rest
  • Physical access control, complying with another standard
  • Encryption of all physical media
Data sanitisation process
Yes
Data sanitisation type
Explicit overwriting of storage before reallocation
Equipment disposal approach
Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data export approach
Information from the finance system can be easily exported directly from the system. There is a facility to import data using our Web Service API, via Excel upload or using the inbuilt Importer tool
Data export formats
  • CSV
  • Other
Other data export formats
XLSX
Data import formats
  • CSV
  • Other
Other data import formats
  • XLSX
  • XLS

Data-in-transit protection

Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

Guaranteed availability
We will use commercially reasonable efforts to make the SaaS available 24 hours a day, seven days a week, except for unavailability during emergency or routine maintenance.
Approach to resilience
We operate a dual active-passive environment and all hardware components are provided at N+2 level or greater. More details are available on request.
Outage reporting
Users can subscribe to email alerts giving updates on scheduled maintenance and outages. At any time a user can view the aCloud status dashboard to see real time infomation on the status of the service.

Identity and authentication

User authentication needed
Yes
User authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels
We operate role profile based Access Control - based on least privilege access. This applies to all our services
Access restriction testing frequency
At least every 6 months
Management access authentication
  • Dedicated link (for example VPN)
  • Username or password

Audit information for users

Access to user activity audit information
Users have access to real-time audit information
How long user audit data is stored for
At least 12 months
Access to supplier activity audit information
Users contact the support team to get audit information
How long supplier audit data is stored for
At least 12 months
How long system logs are stored for
At least 12 months

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
ISOQAR
ISO/IEC 27001 accreditation date
01/09/2014
What the ISO/IEC 27001 doesn’t cover
Nothing is excluded from the Standard
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
No

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
ISO/IEC 27001
Information security policies and processes
All controls included within Annex A of the ISO27001:2013 standard. Statement Of Applicability (SOA) available on request.

Operational security

Configuration and change management standard
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach
All change management is undertaken in line with ISO27001:2013 using JIRA for audit purposes.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
Patched and audited by our patch management system. All non-critical OS patches are applied within one calendar month of release, first into pre-production and then into production, as part of the scheduled maintenance window. AV Updates - Signatures are updated hourly. / Rules are reviewed at minimum every 3 months. Logs are reviewed at minimum every 3 months. Access staff responsible for the maintenance of our hosting services subscribe to industry newsletters, belong to various security forums and we additionally receive notifications from our vendors.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
We have traffic monitoring and content based alerting which alerts on changes to the site and/or traffic flows implemented at infrastructure and application level. We proactively monitor third party suppliers (hardware, OS, application/web and database server software) vulnerability reporting and security fix availability. Any vulnerabilities found and fixes provided by third party suppliers are patched by our infrastructure team in a timescale appropriate for their level of severity. Any penetration test findings are fixed by Development in a timescale appropriate for their level of severity. Our infrastructure response is within 1 hour in the SLA period 8am-8pm Monday – Friday.
Incident management type
Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach
We operate a robust incident management process in line with ISO27001:2013 Staff are encouraged to report all incidents using a pre-defined process using a form available on our Company Collaborate site Incident reports will be provided following forensics and closure

Secure development

Approach to secure software development best practice
Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

Connection to public sector networks
No

Pricing

Price
£525 to £3,675 a user a year
Discount for educational organisations
Yes
Free trial available
No

Service documents