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. Unfortunately, migrating to CCH Axcess Workstream may feel like trying to climb a mountain without gear—complex data structures, no APIs, and lack of official migration services. However, at Silver Sea Analytics, we can turn this daunting challenge into a streamlined process, empowering accounting firms to leverage Workstream efficiently.

The Challenges of Migrating to CCH Axcess Workstream

For accounting firms, migrating projects into Workstream often feels like an insurmountable task. Here are the main challenges firms face:

• No Migration Services: Wolters Kluwer, the creator of CCH Axcess, doesn’t provide a migration service for Workstream projects, leaving firms to tackle the process independently.
• No API Access: Unlike other CCH Axcess modules like Practice or Workflow, Workstream lacks an API, eliminating automated integration options. This means data must be entered through the User Interface.
• 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.

These challenges have left many firms struggling to fully utilize the potential of CCH Axcess Workstream.

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 were stuck. Manual data entry was infeasible, and the lack of APIs left them without an automated solution.

Here’s how Silver Sea Analytics 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.

Industry Feedback and CCH Axcess Limitations

While Workstream’s lack of API and migration services presents challenges, Silver Sea Analytics has developed innovative solutions to bridge this gap. In forums like CCH Community, professionals frequently voice their frustrations about these limitations, calling for enhanced support from Wolters Kluwer. While these limitations persist, firms can overcome them with tailored automation solutions like those provided by Silver Sea Analytics.

Why Choose Silver Sea Analytics for Workstream Migration?

Silver Sea Analytics 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.