Web Labs Ltd

Committee Management System

The Web Labs Committee Management System utilises a powerhouse of an EDRMS to quickly automate the building of the agendas, reports and minutes and automatically publish them to a public facing website/intranet or print pack. DCO's, Officers and Members have their own home page dashboard to track their current workload

Features

  • Non-technical users can publish agendas, minutes and forward plans
  • Integrated collaborative workflow with draft review and approval workflow
  • Built on top of powerful and secure Document Management system
  • Automatic publishing of all committees documents to the web
  • Centralised access to all guidance/procedures/documentation and details of meetings
  • Audit trail, version control and track changes
  • Calendar functionality providing easy access to meeting and event information
  • Simple wizard to enter meeting details, date, time, location, extra-description
  • Integration with Microsoft Outlook for calendar entries and alerts
  • Granular security for individual users view/publish private/public papers

Benefits

  • Status report home page for DCO's, Officers and Members
  • Track decisions throughout multiple committee stages
  • Maintenance of attendees and attendance reports
  • Ability to restrict public access i.e. committee items marked private
  • Member database for member Interest; calculates political balance; committee membership
  • Inform members and public of forthcoming decisions to be taken
  • A minute retrieval facility responsive to searches for words/phrases
  • Microsoft .net technologies for optimum performance
  • Reduce printing costs and streamline approval and decision making
  • Record decisions and attendance electronically during a meeting

Pricing

£10000 to £36000 per instance

  • Education pricing available
  • Free trial available

Service documents

Framework

G-Cloud 11

Service ID

1 1 9 6 6 1 9 2 3 8 2 4 8 5 4

Contact

Web Labs Ltd

Garry Lander

01525374859

tenders@web-labs.co.uk

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
Underpinning the Committee Management System is a fully fledged Document Management System which meets the system security functional requirements outlined in the National Archives PRO 2002 specification. It has an open API and can perform as standalone or integrated with Case Management, Archiving, EDMS, DAM, CMS and booking systems
Cloud deployment model
Hybrid cloud
Service constraints
There are no constraints regarding planned maintenance arrangements or support being limited to specific hardware configurations
System requirements
No specific requirements

User support

Email or online ticketing support
Email or online ticketing
Support response times
Immediate response from email and online ticketing to inform call has been logged. Guaranteed call back from developer or technician within an hour of call being logged
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
WCAG 2.1 AA or EN 301 549
Phone support
Yes
Phone support availability
24 hours, 7 days a week
Web chat support
Yes, at an extra cost
Web chat support availability
9 to 5 (UK time), 7 days a week
Web chat support accessibility standard
WCAG 2.1 AA or EN 301 549
Web chat accessibility testing
Third party audit
Onsite support
Yes, at extra cost
Support levels
Dedicated Account Manager support provided with ‘out-of-hours’ number for emergencies responsible for:
• Correctly assessing and categorising reported incidents.
• Filtering out any end-user errors i.e. operator error
• Allocating priority categories and escalating responses.
• Ensuring calls are directed to the correct resource to diagnose/resolve problems.
• Updating on the progress of incidents, according to the SLA requirements.
• Managing change implementation (upgrades, patches, new processes and products).
• Manage version control.

SUPPORT LEVELS
Priority 1. System down or largely unusable through failure of all areas of core functionality. 1 Hour response, 2 hours diagnosis, 4 hours resolution

Priority 2. A major part of the system is down or largely unusable through failure of one or more areas of core functionality. 1 hour response, 4 hours diagnosis, 8 hours resolution

Priority 3. A problem exists but there is a way to continue processing. 2 hours response, 7 hours diagnosis, 2 days resolution

Priority 4. Cosmetic changes or a problem that has no significance on day-to-day processing. 4 hours response. Resolution time agreed with the customer.

Priority 5. Request for information - response time as agreed with the customer.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Users are provided with:-
1) Onsite system administration and user content management training either in a classroom or small workgroup environment.
2) Online training is provided where the trainer and trainees can share and control screens.
3) The dedicated trainer for the project customises manuals and training guides for each organisation and for each user role i.e. administrator, Officer, DSO.
4) Online contextual help screens are also provided
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction
Under the G-Cloud 11 framework Web Labs will provide an exit plan which will also be outlined in the SLA. At least 10 Working Days before the contract ends, Web Labs will extract and provide all data (including Buyer Data), Buyer Personal Data and Buyer Confidential Information. Web Labs will securely export data and metadata using industry standards that can be re-used such as Tab-delimitated and XML formats.
End-of-contract process
All personal data will be deleted or returned to the client as requested at the end of contract

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 7
  • Internet Explorer 8
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
Our responsive framework ensures that content is optimised for desktop, laptop and mobile devices. Web Labs generally use JQuery Mobile HTML5 based user interface system designed to make responsive web sites and apps that are compatible with all major desktop browsers as well as all major mobile platforms, including Android, iOS, Windows Phone, Blackberry, WebOS, Symbian.
Utilising the our responsive framework, our configurations immediately identify which device is calling the website and web page format and layout is automatically re-rendered and optimised for screen sizes for multiple devices
Service interface
Yes
Description of service interface
Browser web service
Accessibility standards
WCAG 2.1 AA or EN 301 549
Accessibility testing
Third party audit
API
Yes
What users can and can't do using the API
Users can retrieve the entities data, update an entity, delete an entity, and add a new entity. Retrieve entities can be filtered by the meta-data held on the entity as well as by the fields associated with the entity.
Users themselves cannot be added through the API.
Entities in many cases are dynamic, so can be different per system instance depending upon client configuration.
API documentation
Yes
API documentation formats
HTML
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
Developers using CSS and HTML can customise the branding, look and feel of the administration and public facing interface.
Non-technical users, using the friendly GUI can customise:-
1) Report, minutes, agenda templates (including logos and branding),
2) User profiles roles and permissions.
3) Workflow approval and publishing cycle.

Scaling

Independence of resources
We can traffic shape based on user experience and usage patterns. We can also segment system resources to protect service levels

Analytics

Service usage metrics
Yes
Metrics types
The default Management reports that come out of the box are:-
1) Content per section, by status, by age, unused assets
2) Audit logs show what action took place / when the action took place and the username of the individual who conducted the action

Furthermore the Committees Management System is totally Google Analytics compliant to monitor page timings, and gain user insights into bounce rates, in-page analytics user defined Goal Flows
Reporting types
  • Real-time dashboards
  • Regular reports

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Conforms to BS7858:2012
Government security clearance
Up to Security Clearance (SC)

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 every 6 months
Penetration testing approach
‘IT Health Check’ performed by a CHECK 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
  • Deleted data can’t be directly accessed
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
Users with appropriate permissions, have a user friendly GUI to export in XML or csv formats
1) Audit logs showing what action took place / when the action took place and the username of the individual who conducted the action
2) Version and approval control of documents
3) Users and profiles
Data export formats
  • CSV
  • Other
Other data export formats
XML
Data import formats
  • CSV
  • Other
Other data import formats
XML

Data-in-transit protection

Data protection between buyer and supplier networks
  • Private network or public sector network
  • 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
99.9% application uptime as measured through 1-minute polls using ICMP echo-requests. 99.9% network connectivity uptime of the customer service as measured through 1-minute polls using ICMP echo-requests Users are refunded by negotiated settlement outlined in the SLA
Approach to resilience
Web Labs do not want to make this information public. However, we are willing to share information with a specialist security expert on how we have designed our service to be resilient
Outage reporting
Our system issues email alerts to named contacts

Identity and authentication

User authentication needed
Yes
User authentication
  • Public key authentication (including by TLS client certificate)
  • Dedicated link (for example VPN)
  • Username or password
Access restrictions in management interfaces and support channels
All access to service interfaces and support channels are constrained to authenticated and authorised individuals with appropriate access privileges.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • Public key authentication (including by TLS client certificate)
  • 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
User-defined
Access to supplier activity audit information
Users have access to real-time audit information
How long supplier audit data is stored for
User-defined
How long system logs are stored for
User-defined

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
Certification International
ISO/IEC 27001 accreditation date
28 October 2015
What the ISO/IEC 27001 doesn’t cover
The Statement of Applicability covers all 27001 controls with the exception of loading bays
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
Yes
Any other security certifications
ICO Data Protection Registered

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
To preserve confidentiality, integrity and availability, Selcom have implemented an Information Security Management System (ISMS) in accordance with the international standard ISO/IEC 27001. Selcom have appointed an Information Security Manager (ISM) and the ISMS policy is approved by Senior Management and is reviewed at regular intervals (ISMS Management Review Meetings) or upon significant change. Management have put an audit programme in place and all sections of the ISMS are audited at least once a year to ensure that the ISMS:- a) conforms to the requirements of the relevant standards and any other legal, regulatory or contractual requirements b) meets all identified information security and business continuity requirements c) is effectively implemented and maintained d) perform as expected The ISM records decisions and actions related to: i. the improvement of the ISMS ii. updating of the risk assessment and risk treatment plan as appropriate iii. the modification of procedures and controls in response to changes in requirements iv. resource needs v. improvements to how the effectiveness of controls and objectives are measured Regular ISMS Review Meetings Any action needed is implemented and such action reviewed for effectiveness including changes to the ISMS. Appropriate documented information on the action taken is retained

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
Physical storage, internet bandwidth and operational systems are monitored with 24/7 automatic monitoring alerting when predefined thresholds are exceeded. Changes are identified on the Change Request form and logged in the change Change Control log. The originator obtains sufficient information to complete the Change Request The Internet Services Director then reviews and/or carries out a risk assessment identifying potential risks, security impacts and then identifies and costs the required controls in line with the Selcom's risk management framework. The Internet Services Director in consultation with the Managing Director is then responsible for authorising the change to go ahead.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
Firewalls are configured 24/7 to alert in the event of significant intrusions or incidents occurring We use advanced monitoring and live detection defence systems to detect vulnerabilities Anti-Virus is configured to be patched automatically. Our automatic patch policy covers, binary executable, source code modification, service pack and firmware patches Technical services will then identify the priority for the update to be tested and deployed dependant on the nature of the treat and any known exploits. Any patch deployment and software updates must comply with our defined change management process.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
Systems are monitored 24/7 by Zabbix software and in-house systems, calling the operations team to action when necessary. Zabbix notifies of: Warning Alerts, Critical Alerts, System Down and System Recovery Regular scanning using Barracuda’s Vulnerability Manager (BVM) tool finds vulnerabilities such as those on the OWASP Top 10, including SSL injection, cross-site scripting, and others. Any issues found will be imported into the Barracuda Web Application Filter, which will automatically generate and apply mitigation rules Servers are professionally managed and conform to guidelines under the Government's e-Government programme. The Data Centre undergoes PEN (CREST) testing twice per annum
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
The Information Security Manager (ISM) is responsible for incident management processes relating to, Personal accident, Breach of Physical and information security, Loss/theft of property, Data/information missing, lost or incorrect, Financial irregularities and Violence, abuse or harassment. All staff must report information security incidents and weaknesses immediately, recording them in the Incident Report Form and following up by a telephone call to the ISM The ISM logs and follows up reported incidents and weaknesses. The ISM ensures that the appropriate action is taken and recorded in the Incident Recording System which can be seen by the originator and Senior Management

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
Yes
Connected networks
  • Public Services Network (PSN)
  • NHS Network (N3)

Pricing

Price
£10000 to £36000 per instance
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
Available only on a secured shared hosted service for a limited time to test speed and performance

Service documents

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