Decision Time Grants
Decision Time Grants is a system that simplifies and streamlines the entire grant administration process. This end-to-end system makes online applications easy, supports real-time evaluation, scoring, monitoring and management of multiple grant streams from submission to close.
- Integrated, easy to use online submission of applications.
- Forms engine allows complex grant forms to be presented simply.
- Applicants see grants available, deadlines and guidance notes.
- System manages all stages of the grant process.
- Flexible forms and workflow allow us to match your process.
- Very intuitive easy to use interface for all users.
- Detailed and summary reports available on all data.
- Visual workflow dashboard shows snapshot of current status.
- Range of scoring and evaluation options to meet your requirements.
- Finance details, payments and refunds managed and recorded.
- Simplify the process for applicants.
- Ensure information provided by applicants is appropriate and accurate.
- Give feedback to applicants via web and email reducing queries.
- Ensure a full audit trail and structure for every decision.
- See at a glance the current status of all grants.
- Manage the grant process with step by step actions.
- Dramatically reduce the time spent on administration.
- Filters and search tools make finding information simple.
- All information about applicant and application is in one place.
- Implement a controlled, auditable, efficient grant process.
£250 per user per month
- Education pricing available
- Pricing document
- Skills Framework for the Information Age rate card
- Service definition document
- Terms and conditions
Decision Time Ltd
|Software add-on or extension||No|
|Cloud deployment model||
|System requirements||None - wide range of device and operating systems supported.|
|Email or online ticketing support||Email or online ticketing|
|Support response times||
Critical – 1hr response – 1 hr fix
Significant – 1 hr response 6 hr fix
Minor – 4 hr response – 2 day fix
Low – next day response – 5 day fix
|User can manage status and priority of support tickets||No|
|Phone support availability||24 hours, 7 days a week|
|Web chat support||Web chat|
|Web chat support availability||9 to 5 (UK time), Monday to Friday|
|Web chat support accessibility standard||WCAG 2.1 AA or EN 301 549|
|Web chat accessibility testing||None|
|Onsite support||Yes, at extra cost|
The system is monitored 24/7 to automatically detect failures of the software or hosting infrastructure and to alert on-call senior staff who respond to investigate to restore functionality immediately.
User support calls are handled by our helpdesk and can be emailed at any time or telephoned during office hours. All requests generate a ticket which is managed to completion and can be monitored and updated by the customer through a web portal.
Tickets raised outside office hours are monitored and if urgent will be dealt with ASAP.
Critical - System failure or critical processes are non-functional: 1 hour response, up to 4 hours fix.
Significant - Major functionality severely impaired while many operations continue: 1 hour response, up to 6 hours fix.
Minor - Partial, non-critical loss of functionality, non-urgent queries or user access issues: 4 hours response, 2 days fix.
Low - Issues not affecting key functionality and general user queries : 1 day response, up to 1 week fix.
Bespoke support packages can be negotiated at an additional cost. A technical account manager will be allocated to customers based on size and complexity or on request.
|Support available to third parties||Yes|
Onboarding and offboarding
|Getting started||Online Training, Onsite Training, Help Documentation, Telephone and Ticketing support|
|Other documentation formats||Stored videos (Vimeo)|
|End-of-contract data extraction||Under our standard terms and conditions we require 30 days notification of termination. Once notified we will arrange an export of the customer data in the format that has been agreed at the contract initiation stage.|
Decision Time will provide export and migration services as may have been expressly agreed by the Parties, and as described in the Service Definition.
The scope and cost of the migration will be agreed at the project initiation stage.
Using the service
|Web browser interface||Yes|
|Application to install||No|
|Designed for use on mobile devices||Yes|
|Differences between the mobile and desktop service||None - same interface across all platforms.|
|What users can and can't do using the API||
The API is not provided for normal user access but for integration with other web services or internal systems used by customers.
Standard documentation is not currently provided since the use of the API is specific and tailored to each customer.
|API sandbox or test environment||Yes|
|Description of customisation||
Significant levels of customisation are built into the system from simple branding to the definition of grant forms, scoring and evaluation questions, etc.
The public facing content, grant availability, welcome text, guidance notes etc. are also all customisable.
Email and letter templates are completely customisable including the merging of data from grant forms and the evaluation forms into detailed letters of offer with tables, text, logos etc.
Grant forms are extremely customisable with a detailed forms engine allowing for complex validation and automation of the form as well as several ways to present help and guidance to the applicant.
The system also has facilities for more bespoke tailoring of functionality to a customer specific requirement. These types of feature can be used by our development and support team to configure more complex customisation.
|Independence of resources||Using a scalable infrastructure and capacity monitoring and management we are able to stay ahead of user demand. Load balancing solutions are also available and increasingly used.|
|Service usage metrics||Yes|
Metrics are available on request including details of who accessed / edited data.
Real-time information dashboards provide information about number of drafts in progress and the numbers submitted etc.
|Supplier type||Not a reseller|
|Staff security clearance||Other security clearance|
|Government security clearance||Up to Security Clearance (SC)|
|Knowledge of data storage and processing locations||Yes|
|Data storage and processing locations||United Kingdom|
|User control over data storage and processing locations||Yes|
|Datacentre security standards||Managed by a third party|
|Penetration testing frequency||At least once a year|
|Penetration testing approach||In-house|
|Protecting data at rest||
|Other data at rest protection approach||
ISO 27001 certified data centre appropriate for Official data
Comprehensive CCTV coverage with footage retained for 90 days
Biometric and/or RFID badge controlled access to data halls
Physical access limited to specific necessary personnel.
Also key customer data - documents, and notes, are stored encrypted and obfuscated within the database.
|Data sanitisation process||Yes|
|Data sanitisation type||Deleted data can’t be directly accessed|
|Equipment disposal approach||In-house destruction process|
Data importing and exporting
|Data export approach||Reports customised to the customer requirements can be exported as CSV for import into other systems and applications.|
|Data export formats||CSV|
|Data import formats||
|Other data import formats|
|Data protection between buyer and supplier networks||
|Data protection within supplier network||
Availability and resilience
|Guaranteed availability||As a minimum, the standard service will be available for 99.9% of the time between 8.30am and 5pm Monday to Friday, excluding bank/public holidays. With the exception of planned maintenance, the service will be available (but not guaranteed) on a 24x7 basis.|
|Approach to resilience||
We use a variety of standard techniques including redundancy to ensure resilience and to continually strengthen and improve availability.
More specific information is available on request.
Outage reports are sent by email and text to the support team and displayed on a private dashboard.
Customers are generally notified by email of any significant outages affecting them.
Identity and authentication
|User authentication needed||Yes|
|Access restrictions in management interfaces and support channels||
In most cases management interfaces such as the creation of users, changing their permissions etc. is carried out by a specified administrative user within the customer's organisation and authorised by their username and password.
The support team are instructed not to make direct changes to, for example, the permissions of a meeting or a user unless absolutely necessary and then only after we have contacted the appropriate meeting organiser by phone or email to confirm.
|Access restriction testing frequency||At least every 6 months|
|Management access authentication||
Audit information for users
|Access to user activity audit information||Users contact the support team to get audit information|
|How long user audit data is stored for||At least 12 months|
|Access to supplier activity audit information||Users contact the support team to get audit information|
|How long supplier audit data is stored for||At least 12 months|
|How long system logs are stored for||Between 6 months and 12 months|
Standards and certifications
|ISO/IEC 27001 certification||Yes|
|Who accredited the ISO/IEC 27001||BMTRADA|
|ISO/IEC 27001 accreditation date||July 2016|
|What the ISO/IEC 27001 doesn’t cover||Our certification covers Development and support of web based products for public, private and voluntary sectors.Anything outside of this scope is not covered.|
|ISO 28000:2007 certification||No|
|CSA STAR certification||No|
|Other security certifications||No|
|Named board-level person responsible for service security||Yes|
|Security governance certified||Yes|
|Security governance standards||ISO/IEC 27001|
|Information security policies and processes||
As part of our ISO27001 implementation we have developed an Information Security Policy Manual (ISMS). This ISMS applies to all information assets held by Decision Time. It applies to all users who undertake work for Decision Time or use any part of the IT infrastructure whether as an employee, a contractor, partner agency, external consultant or 3rd party IT supplier.
The scope of the Policy applies to the provision of software solutions from the company Head office at Antrim. A separate ISO27001 certification is held by our hosting provider and covers all of their hosting and infrastructure provision.
The ISMS, statements of policy, individual policies are communicated regularly to all staff and are audited both internally by the management team, by third-party consultants and externally by the awarding body.
Acceptable Usage Policy
Access Control Policy
Asset Mgt Policy
Business Continuity Policy
Change Control Policy
Data Protection Policy
Incident Management Policy
Information Retention, Archiving and Disposal policy
Information Security Policy
Maintenance and Capacity
Mobile Device Policy
Project Management and Secure Development Policy
Risk Assessment Process
Vulnerability Management Policy
|Configuration and change management standard||Supplier-defined controls|
|Configuration and change management approach||
Server and infrastructure information is tracked through a set of secure documents detailing access controls etc and the configuration details. changes to these are agreed by the Technical Director prior to rollout and assessed for their security implications as required.
Changes to software are handled through a distributed revision / version control system that maintains a history of changes and their authors and allows easy reversion and roll-back when necessary.
A "Pull Request" process controls any changes to the master branch of the code ensuring that changes are reviewed by Senior Developers for quality, bugs and security.
|Vulnerability management type||Supplier-defined controls|
|Vulnerability management approach||
Our vulnerability management policy sets out a process to ensure that technical vulnerabilities are managed in proactive manner.
This includes periodic penetration testing by our own staff and by external consultants as necessary, Automated update processes Log monitoring and perimeter testing and monitoring tools.
This is an evolving process with additional checks and procedures implemented where identified by the technical team.
|Protective monitoring type||Undisclosed|
|Protective monitoring approach||
There are automated and manual protective monitoring processes in place but it would not be appropriate to disclose them.
More details can be provided to customers on request.
|Incident management type||Supplier-defined controls|
|Incident management approach||
A specific Incident Management policy is in place. The purpose of this policy is as follows:
1) To ensure that incidents are identified and logged;
2) To ensure that incidents are investigated;
3) To ensure that corrective measures are identified and introduced.
All staff are individually responsible for reporting information security incidents.
All incidents are reported to the Technical Director or in his absence the Business Director. He/she will then ensure that an appropriate investigation is undertaken and details communicated to any affected customers.
A full process for investigation and reporting is documented in the policy.
|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|
|Price||£250 per user per month|
|Discount for educational organisations||Yes|
|Free trial available||No|