The Access Group

Access Dimensions and FocalPoint

Access Dimensions is a cloud hosted accounting solution and FocalPoint is our web based operations solution incorporating core ledgers, cashbook, VAT, project accounting, purchasing, timesheets and invoicing. With one data source, the same information is available on the go to both finance and non finance users.

Features

  • Web based, access from any where
  • Procure to pay processes with budget controls
  • Simple and controlled online accounting solution
  • Project accounting for mobile workforces
  • Real time business intelligence and integrated MS Excel reporting
  • Operational functions such as expense management and time recording
  • Automatic bank reconciliation
  • Multi currency
  • Real time dashboards
  • HMRC approved

Benefits

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

Pricing

£9,975 a user a year

  • Education pricing available

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at Natalie.GilesGrant@theaccessgroup.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

1 4 9 8 8 1 2 7 8 1 1 8 6 0 8

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
Other services extension Access Expense, SelectHR, PeoplePlanner, Access SelectPay, Access thankQ
Cloud deployment model
Public cloud
Service constraints
None
System requirements
  • IE 10+, Edge, Firefox, Chrome or Safari (latest version)
  • Mobile Iphone, Windows Phone, Andriod

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
Support levels covered as part of annual fee are:

P1 (critical) - For tickets logged by telephone, immediate response, for tickets logged by other means, response within 1 working hour.
Tickets transferred to a product expert within 1 working hour.

P2 (high) - For tickets logged by telephone, immediate response, for tickets logged by other means, response within 1 working hour.
Tickets transferred to a product expert within 1 working hour.

P3 (normal) - For tickets logged via the Call Management Centre a response will be given within 2 working hours by a product specialist.
For tickets logged via email a response will be given within 3 working hours by a product specialist.For tickets logged via telephone a response will be given immediately and assigned to a product specialist within 4 working hours.

P4 (low) - For tickets logged via the Call Management Centre a response will be given within 4 working hours by a product specialist.
For tickets logged via email a response will be given within 4 working hours by a product specialist. For tickets logged via telephone a response will be given immediately and assigned to a product specialist within 6 working hours.
Support available to third parties
No

Onboarding and offboarding

Getting started
At the start of the implementation Access will appoint a Project Manage/Lead Consultant that will be assigned to your project. The primary objective of the Project Manager is to plan and co-ordinate activities during the implementation stage to help ensure a consistent approach to the implementation directed at achieving your business objectives. To support the implementation of our recommended solution there is 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
• Account Management
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction
Users can run reports using the custom export facility in the software. Access can also provide a backup of your database in SQL and provide a zip file of receipts submitted before your account data is deleted.
End-of-contract process
Documentation is provided to help your extract your data at no additional cost. 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
Application to install
Yes
Compatible operating systems
Windows
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
There is a mobile application available for use with Access Dimensions and FocalPoint. Facilities available on the mobile app are:

Timesheet entry and approval
Expenses entry and approval
Purchase order and Invoice approval
Service interface
No
User support accessibility
None or don’t know
API
Yes
What users can and can't do using the API
Our API incorporates full stored procedures which Access will be made available. In addition we have a suite of web services. There is an API/Service for every transaction and record within the Access system. Error handling is build into our Microsoft SQL Stored Procedures, these are documented and a sample execution script is provided.
API documentation
Yes
API documentation formats
PDF
API sandbox or test environment
No
Customisation available
Yes
Description of customisation
Source code can't be changed but as a workflow driven application, approval levels and sign off processes can be configured to meet customers requirements .

Scaling

Independence of resources
As the tenant population grows the resources that power the applications will also grow elastically to support the demand. This covers CPU, memory and storage as well as load balancer technologies that allow multiple server farms to exist providing the best in performance as well as resilience. This growth in the underlying environment occurs without interruption to the applications so users will be provided with a consistently fast application experience. Access is able to offer a range of application hosting options. including partially private, own instance options.

Analytics

Service usage metrics
Yes
Metrics types
User Login and Processes undertaken, workflow activities are recorded in the system. In addition to viewing the logs through the system administrator, these activities can be analysed through the system Business Intelligence tools. These can be used to identify utilisation around the system, as well time taken on key processes. This can help identify how well the system is being adopted across your organisation
Reporting types
  • Real-time dashboards
  • Regular reports

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 (CSV, XML, Flat files, Delimited, Structured) A full data dictionary is also available.

There is a facility to import data using our API, Transaction Broker tool or indeed our Import Utility.
Data export formats
  • CSV
  • Other
Other data export formats
  • XML
  • Flat Files
  • Delimited
  • Structured
Data import formats
CSV

Data-in-transit protection

Data protection between buyer and supplier networks
Legacy SSL and TLS (under version 1.2)
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. Our monthly availability has not dropped below 99.8% in any 4 week period in the last 12 months.
Approach to resilience
The Access Hosting solution has been designed to enterprise level with the highest possible specification for resilience and replication. Split across 2 of the UK’s premium data centres, the solution delivers replication and recovery options that are unrivalled in the mid-market arena. The solution operates in a near continuous state across both datacentres minimising data loss in the event of a total data centre blackout. This is achieved using Zerto Virtual Replication and VMWare vSphere being delivered as a service to the Access user. The solution has been designed so that there is no hardware single point of failure. Dual Firewalls are used to connect to dual switches, SANs and Physical Hosts. Internet connectivity is protected using the Border Gateway Protocol (BGP) ensuring connectivity in the event an outage of an upstream Internet Service Provider occurs. The Physical hosts run VMWare ESX and operate within a VMWare vSphere cluster. One cluster node is located in Telehouse with the second in Equinix. The use of these technologies ensures that storage and virtual machines are resident in both datacentres giving maximum flexibility in the case of a disaster.
Outage reporting
Users can subscribe to email alerts giving updates on scheduled maintenance and outages. An online portal is also available to clients

Identity and authentication

User authentication needed
Yes
User authentication
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 have access to real-time 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
Cyber essentials
Yes
Cyber essentials plus
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

Social Value

Fighting climate change

Fighting climate change

Access UK Limited is a Software author and provide associated services, including Hosting, Payroll Bureau and Payment services. We recognise that although we do not undertake manufacturing, our day to day operations will have impact on the environment at global, national, and local level. We are committed to the care of the environment and the prevention of pollution. •Access ensures that all our operations are carried out in with the minimum adverse effect on the environment but implementing many available resources and approved processes •We protect the environment by striving to prevent and minimise our contribution to pollution of land, air, and water •We keep wastage to a minimum and maximise the efficient use of materials and resources, and manage disposal of all waste in a responsible manner •We use energy, water, and natural resources wisely and prevent pollution by minimising waste, recycling whenever possible and properly disposing of waste that cannot be recycled. •Our management processes are developed to ensure that environmental factors are considered during planning and implementation •We raise employee awareness and encourage best practices for sustainability at work
Equal opportunity

Equal opportunity

We want everyone to feel at home at Access, knowing that they are valued for what they do, not who they are. We want people to feel that they truly belong here regardless of their age, gender, race, sexual orientation, or anything else that makes them individual; after all, if we were all the same it would be a pretty dull place. We love the fact that we’re all different. Having more diverse perspectives at work improves how we run our business, helps us support our customers, and when you think about it, it's just more fun. For us, this all starts with helping everyone feel part of the family and being at their best every day, making Access a place where everyone can love what they do and do what they love. We all have regular check-ins with our leaders, take part in monthly employee surveys, have lots of chances to share our views and ask for help, and with our own learning system, 'Access Shine', we really can make things even better each and every day. At Access we'll always hire the best candidate but we're continually looking for creative ways to increase the mix of diverse candidates into our recruitment process. On the basis that you ‘have to see it, to be it’, one thing we're doing is sharing more stories to celebrate the wonderful diverse range of talent we have at Access. It is important for us that our employees understand and reflect the customers and communities we support, and we want everyone to feel at home here, knowing that they are valued for what they do, not who they are. We want people to feel that they truly belong here regardless of their age, gender, race, sexual orientation, or anything else that makes them individual.
Wellbeing

Wellbeing

Access places specific emphasis on the health and wellbeing of its staff and provides a “Well-being” hub in workspace that provides support for Mental Health, Finances, Social, Physical, Emotional and purpose. Assistance from Health Assured is available for all staff and there are training resources for “working in the new normal” and “Mental health and wellbeing” . Access also has “well-being” champions throughout the organisation. This is supported by monthly employee “check in” surveys and offers of flexible working for staff to meet caring commitments.

Pricing

Price
£9,975 a user a year
Discount for educational organisations
Yes
Free trial available
No

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at Natalie.GilesGrant@theaccessgroup.com. Tell them what format you need. It will help if you say what assistive technology you use.