Process and Methodology


Access Systems, Inc. believes that in order for a business solution to be successful, a process of discovery and formal diagnostic assessment must occur. It is through this method that we will familiarize ourselves with your operational processes and recommend a total business solution that will best fit your way of doing business.

This meeting is held during the initial stages of the process and facilitates the discovery of critical client needs that will drive the project and create the steps necessary to develop a productive total business and technology solution. The result of this step is an overview of the objectives to be accomplished and the benefits to be gained.

Diagnostic Assessment
As a part of our normal business practice, we will perform a detailed diagnostic (needs analysis) of your system. These assessment results will determine our initial recommendations concerning possible solutions as well as provide a clear definition and scope of work document based on your requirements. The assessment will also identify potential problems that may currently exist or be created by the implementation of a new system.

This assessment may involve a combination of ASI technology, business, and software professionals to craft a comprehensive solution. ASI understands that a total solution not only involves technology and software but the organization’s processes and staff. For example, a new software solution may involve revamping some processes and procedures for a maximum return on investment.

During this assessment, we will also identify parts of the overall solution that ASI may not be able to provide and seek external resources to fill that need. Our goal is a total and quality solution for our clients. We do not have all the answers, but we will find them.

Detailed Proposal
A proposal will be developed based upon information gathered during the discovery and diagnostic assessment phases. This proposal may include a combination of software, hardware, and services depending on the scope of the solution that fits your needs. Proposed solutions will take the expected future growth and changes of your organization into account so that dead ends are minimized.

In its most detailed form, the proposal can become a project blueprint, incorporating all project elements into the plan, including internal and external resources.

Whatever form this takes, quote, proposal, or project blueprint, we will endeavor to explain the choices and options in plain business English and assist you in making an informed decision for your organization.

One of our implementation consultants will work with you during the implementation in order to ensure success. For larger or complex projects, ASI will assign a project manager to oversee the entire project. We provide follow-up support to make sure that the project stays on track and the benefits from your project investment are realized.

Access Systems, Inc. operates a centralized support hotline to handle and track client issues and requests. When calling, you may get immediate assistance, or if the issue requires research or other resources, someone will contact you back within a reasonable timeframe.

Request for Solution (RFS) Case Example
ASI was retained to conduct an independent search for a complete business system replacement including:

  • Accounting
  • Manufacturing
  • Customer Relationship Management (CRM)
  • Document Management

As part of this project, the network infrastructure and business processes were also reviewed and recommendations made. A new business software system must have the proper foundation to be completely successful.

ASI guided the evaluation and selection process from start to finish and acted as an independent consulting project manager to the client during the implementation of this solution.

We call this methodology the Request For Solution (RFS) process. It differs dramatically from the traditional Request For Proposal (RFP) process and we think it yields superior results.

RFP = here are hundreds or thousands of questions for the software vendor to answer. This approach usually results in picking the software with the most “yes” answers. By the way, vendors know this, so they can get creative with what they answer yes to.

RFS = here is what the client needs with some of those needs explained in detail. How does your proposed software system meet those needs, now and in the future? The objective becomes choose the best solution for our needs and then adapt to the business processes in the software where ever possible.

Excerpt from an actual RFS plan (PDF file)

Excerpt from an actual RFS detail needs document (PDF file)

We would be pleased to discuss our RFS methodology with you in more detail and discover together if such an approach makes sense for your organization.