CCH Axcess Workstream Migration with RPA

The accounting industry has experienced a notable increase in mergers and acquisitions (M&A) in recent years, driven by factors such as the need for technological advancement, talent acquisition, and expansion of service offerings. A key factor in this transformation is the adoption of Workstream solutions, which streamline workflow management and improve operational efficiency. This shift is further amplified by the growing involvement of private equity in accounting firms. As of mid-2024, private equity groups were poised to own one in three of the top U.S. accounting firms, marking a substantial shift in firm ownership structures. Among the challenges accompanying these transitions, migration often emerges as a critical hurdle.

CCH Axcess is a cloud-based tax and accounting solution developed by Wolters Kluwer, it holds a significant position in the market. There’s a good chance that a migration will involve CCH Axcess. Among the modules, CCH Axcess Workstream is a widely adopted workflow management solution among accounting firms. It received the 2021 CPA Practice Advisor’s Technology Innovation Award, highlighting its impact on enhancing firm productivity. Migrating to CCH Axcess Workstream takes planning: each project carries a detailed data structure, and existing projects are entered through the user interface. At Silver Sea, we automate that step, so accounting firms can put Workstream to work quickly.

What a CCH Axcess Workstream Migration Involves

For accounting firms, moving existing projects into Workstream is a sizeable job. Here is what to plan for:

• Firm-led migration: Bringing existing projects into Workstream is planned and carried out by the firm or its implementation partner.
• Entry through the user interface: Workstream projects are created in the User Interface. Other CCH Axcess modules, such as Practice and Workflow, also offer an API.
• Massive Data Complexity: Each project can have between 20 and 50 data points, making manual data entry not only time-consuming but also error prone.
• Interdependencies: Projects rely on various dependencies such as Project Type, Project Template, Client, and Staff. Data preparation requires meticulous organization to ensure compatibility with Workstream’s configuration.

Done by hand, that adds up to weeks of data entry before a firm can use CCH Axcess Workstream fully.

Transforming Challenges into Success: A Workstream Migration Case Study

When one of our clients—a mid-sized accounting firm managing over 2,000 projects—approached us, they needed a faster route. Entering that many projects by hand was not practical.

Here’s how Silver Sea stepped in to solve their problem:

1. Data Preparation and Organization

• Our team carefully analyzed the firm’s project data to ensure it was clean, accurate, and optimally mapped to fit Workstream’s unique structure.
• We reviewed and aligned dependencies, such as templates, clients, and staff assignments, with Workstream’s configurations to minimize compatibility issues.

2. Custom-Built Bot for Automation

• Leveraging nearly a decade of experience with the CCH Axcess suite, we developed a custom RPA (Robotic Process Automation) bot to automate the migration process.
• The bot mimicked user actions in the Workstream interface, seamlessly automating the creation of thousands of projects.

3. Error Validation and Reporting

• During the migration, the bot validated data in real-time, identifying and correcting errors as they arose. This significantly reduced the need for manual corrections post-migration.

The Results

Our tailored approach delivered exceptional outcomes for the client:

• Efficiency Gains: The manual migration process, which would have taken months, was completed in just two weeks.
• Error Reduction: The automated bot ensured near-perfect accuracy, eliminating common human errors associated with manual data entry.
• Cost Savings: By automating the migration process, the firm saved substantial labor costs and redirected staff to focus on higher-value tasks.

Where Automation Fits

Workstream is built around its user interface, so bulk work such as a migration is a natural fit for RPA. A bot follows the same steps a person would, only faster and without typing errors. That is the role Silver Sea’s automation plays.

Why Choose Silver Sea for Workstream Migration?

Silver Sea AI offers unparalleled expertise and tailored solutions for Workstream migration. Here’s why firms choose us:

• Extensive Experience: With nearly 10 years of expertise in the CCH Axcess suite, we deeply understand the platform’s nuances and complexities.
• Custom Solutions: Our bespoke bots and processes are designed to address specific challenges, turning obstacles into opportunities.
• Proven Track Record: We’ve successfully completed migrations for firms of all sizes, enabling them to unlock the full potential of CCH Axcess Workstream.

See the Solution in Action

Want to see how we’ve made the impossible possible? Check out our video demo showcasing how our custom-built bot seamlessly migrates projects into CCH Axcess Workstream.

Once projects are in Workstream, the same approach keeps reporting out of it hands-off. This demo shows a bot setting Workstream view parameters and downloading the results.

Check more demo videos for a greater CCH Axcess

How great your CCH Axcess Enhancements could be with silversea

Ready to tackle your Workstream migration challenges? Contact us today and let’s get started!

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