Skills for Health

Realtime Rostering

Realtime Rostering is an integrated system that can roster all staff across all specialities and departments in your organisation. The easy to use system ensures compliance with all current staff contract rules and guidelines and is able to integrate with other Staff Bank and HR software.

Features

  • One integrated system for all staff
  • Flexible 'rules' function ensures staff contract compliance
  • Easy creation of rosters with 'roster wizard'
  • Real-time updates and changes to system
  • Staff access the system anywhere at any time
  • Integrated reporting function
  • Links to Bank and HR systems for one integrated solution
  • Ease of use, all rotas visible at a glance
  • Ability to group staff from different rotas
  • Automatic alerts and updates for managers

Benefits

  • Transparency, see all staff deployment in one system
  • Always have the right staff in the right place
  • Reduce operational costs for staff deployment
  • Cost savings in agency and bank usage
  • Avoid the impact of missing staff, staff not deployed
  • Avoid dupication of staff deployment
  • Easy for staff to request shift changes or leave days
  • Improved staff morale, always know where you will be working
  • Manager reports put all the information in one place
  • Full installation, training and support available

Pricing

£5000 to £65500 per instance per year

  • Education pricing available

Service documents

G-Cloud 11

146841793702017

Skills for Health

Charlotte Alderson

0117 910 2278

charlotte.alderson@wdtrust.org.uk

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Private cloud
Service constraints Our system is designed for ease of use across all sectors and there are very few constraints to our system.
Buyers should access the service through modern browsers (IE9+, Edge, Firefox or Chrome).
Our helpdesk operates Monday to Friday 9-5pm UK time.
Planned maintenance takes place out of hours and the dates and times are communicated well in advance.
System requirements
  • Supports all modern browsers IE 9 and above
  • Latest versions of Firefox, Safari and Chrome
  • Accessible by PC, tablet and Smartphone
  • Internet connectivity

User support

User support
Email or online ticketing support Email or online ticketing
Support response times We have 4 incident response levels:

Level 1 (Urgent): Respond within 1 hour
Level 2 (High): Respond within 1 hour
level 3 (Medium):Respond within 4 hours
Level 4 (Low): Respond within 8 hours

This service desk is manned from 9am to 5pm Monday to Friday.
User can manage status and priority of support tickets Yes
Online ticketing support accessibility None or don’t know
Phone support Yes
Phone support availability 9 to 5 (UK time), Monday to Friday
Web chat support No
Onsite support Onsite support
Support levels At implementation of the system Skills for Health provides two levels of implementation support. We operate a 'Train the Trainer' policy that aims to enable organisations to be advanced users of the system following installation. Advanced users will support the roll out and use of the system for new staff in the future.

Level one includes a basic level of support and on site days but assumes the project management of the system introduction will be managed by the organisation.

Level two provides a full package of support and on-site days that includes project management support and communication of the system across the organisation.

There are a standard number of support days included in the licence for each organisation, in addition to the implementation. These can be used for refresher training and training in the development of more complex rotas.

All licences benefit from unlimited access to our helpdesk and support team.

All customers have access to a User Group with quarterly meetings. In addition, Skills for Health provides a minimum of two free regional training workshops each year.
Support available to third parties No

Onboarding and offboarding

Onboarding and offboarding
Getting started Skills for Health operates a Train the Trainer approach that aims to train a small number of staff to be advanced users of the system and be able to support the roll out of the system across the organisation. This reduces the cost of future training for the organisation.

At the initial implementation phase all training is done face to face on site. Group training sessions are organised so staff learn from each other and support each others' training. Training is done within the system with 'real' data so staff leave with rotas already created for their department.

Initial training is followed up by further on site training over a period of weeks to ensure all staff are confident in the system.

The system includes system-based contextual help for staff - no printed manuals are required. Staff will be invited to the regular User Group meetings and free regional workshops to meet other users and share ideas.

Staff have access to the Helpdesk and support team if they encounter any problems after installation. Our standard contract includes further support days to be used by the organisation over the coming year.
Service documentation Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction At the end of contract the system's in-built reporting can be used to extract all relevant data prior to access being terminated. Clients retain ownership of all their data within the system.
End-of-contract process Prior to the end of the contract the organisation will be contacted regarding their options. The organisation can opt to re-sign or end the contract.

If the organisation opts to end the contract they will be supported to extract the data from the system and following the end of the contract all data held within the system by Skills for Health will be wiped. No data is held within the system following the end of a contract.

If the organisation wishes to hold historical data within the system for a period of time after the end of the contract this will be subject to an additional charge.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Firefox
  • Chrome
  • Safari 9+
Application to install No
Designed for use on mobile devices Yes
Differences between the mobile and desktop service The rostering system includes responsive screens that scale down presentation of data to the relevant screen size. Staff can access the system via their smartphone and undertake simple changes (request shift change or leave etc)
More complex tasks can be undertaken but we recommend using a device with a larger screen so more data can be displayed without the need to scroll.
Accessibility standards WCAG 2.1 A
Accessibility testing Realtime Rostering is tested with a range of assistive technologies, including screen reader, sticky keys, high contrast colour schemes and scrollable zoom.

Realtime Rostering has been tested and is fully compliant with;

• BS EN ISO 9241-7:1998 (requirements for display with reflections)
• BS EN ISO 9241-8:1998 (requirements for displayed colours)
• BS EN ISO 9241-9 (‘Click and drag’, pointing, direct pointing and selecting)
• BS EN ISO 9241-4:1998
• ISO IEC 9995:1994

Skills for Health's product development team is responsible for system design. The team uses different techniques to ensure a good ergonomic and person-friendly offer.

We involve super users, roster managers and customers to refine, test and improve our designs. Our design process is iterative and agile to ensure refinement and feedback.

Realtime Rostering is designed to be specific and unambiguous so that users can develop knowledge of the system quickly and put that knowledge to practical use.
API No
Customisation available Yes
Description of customisation Many elements of the system can be customised to suit the terminology and structure of different sectors and organisation types.

This includes the data captured against staff, such as available competencies, contract types, grades and person types.

When building rosters the lists of available duties, the naming of these and the types of absences and leave types can all be customised.

Scaling

Scaling
Independence of resources Our systems use a load balanced virtual environment where capacity is continually monitored on a pro-active basis, and additional capacity can be instantly provisioned if needed during spikes in usage.

Network connectivity to the data centre is provided through several redundant backbone providers to ensure sufficient network capacity to the environment.

Analytics

Analytics
Service usage metrics No

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Baseline Personnel Security Standard (BPSS)

Asset protection

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 once a year
Penetration testing approach ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
Protecting data at rest
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • 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 importing and exporting
Data export approach One of the key benefits of Realtime Rostering is to provide all relevant staff with access to the system to be able to get a live view of rostering and events across the organisation, however we recognise the need for data exports and provide a number of reports to support this.

All relevant data/reports can be output in CSV, Word or PDF formats.
Data export formats CSV
Data import formats CSV

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks TLS (version 1.2 or above)
Data protection within supplier network TLS (version 1.2 or above)

Availability and resilience

Availability and resilience
Guaranteed availability 99.9% availability with agreed periods of downtime scheduled in advance during out of hours periods for essential maintenance where required.
Approach to resilience Skills for Health use a private vmware environment in an industry leading provider's ISO27001 UK based data centres. Our virtualised environment provides n+1 resilience to ensure that hardware failures have no impact on the application or data integrity, and our vmware environment uses Distributed Resource Scheduler (DRS) / High Availability (HA) to ensure resilience against failures. The environment includes a disaster recovery environment at a second geographically separated data centre to allow for failover in the event of an incident affecting the primary data centre.
Outage reporting Email alerts would be provided to designated contacts in client organisations in the event of unplanned downtime.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication Username or password
Access restrictions in management interfaces and support channels User roles and permission sets are used within the system to ensure that organisations can maintain control of the scope and nature of actions that users are able to perform within the system.
Access restriction testing frequency At least every 6 months
Management access authentication Username or password

Audit information for users

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 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 1 month and 6 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 BSI
ISO/IEC 27001 accreditation date 21/10/2009
What the ISO/IEC 27001 doesn’t cover This certification covers our hosting provider's data centre, where all client data is held.

Separately, we are also ISO 27001 certified across our business.
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications Yes
Any other security certifications
  • NHS Information Governance Toolkit Level 2
  • Cyber Essentials

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified Yes
Security governance standards
  • ISO/IEC 27001
  • Other
Other security governance standards HSCIC Level 2 IG Framework
Information security policies and processes We are compliant with the Health IG Framework (HSCIC) and ISO 27001 certified.

We have a comprehensive IG policy and a suite of polices supporting it:

- Information Governance Policy
- Data Protection and Confidentiality Guidance
- Data Protection and Confidentiality Policy
- Information Risk Management Policy
- Information Security and Incident Reporting Procedure
- Information Security Policy
- IT Acceptable Use Policy
- Risk Management Policy

Our ISMS board, established by the Senior Management Team and approved by the Governance and Audit Committee on behalf of the Board, leads the SIRO by overseeing and advising on IG compliance, development and performance.
The key areas of responsibility are:
- coordinating, publicising and monitoring standards of information handling within the organisation, developing and implementing the IG improvement plan
- ensuring that IG Toolkit Assessments are completed
- defining and documenting requirements for system and user access controls
- monitoring ICT Networks and for reviewing information flows to identify any overseas transfers and ensure.
- arranging appropriate IG training for all staff
- maintaining up to date IG information and guidance on the staff intranet

Operational security

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 All changes to our environment go through a formal change control process with full rollback plans and risk assessment. The components of the environment are regularly reviewed to assess their continued suitability and upgraded as part of a planned replacement program.
Vulnerability management type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach Our hosting environment's support services include threat monitoring, as well as operating system and other component patching to ensure quick response to any emerging threats. At an application level regular vulnerability assessments are used to identify any potential application-level weaknesses.
Protective monitoring type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach Our hosting partner is an ISO27001 certified market leading provider, and their services include proactive monitoring and response to threats 24/7/365.
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 We proactively monitor the whole environment to detect potential incidents and respond to these before they impact on end users. Where users do encounter incidents their is a dedicated telephone line to report incidents.

Secure development

Secure development
Approach to secure software development best practice Conforms to a recognised standard, but self-assessed

Public sector networks

Public sector networks
Connection to public sector networks Yes
Connected networks
  • NHS Network (N3)
  • Other
Other public sector networks ESR (Electronic Staff Record) for the NHS

Pricing

Pricing
Price £5000 to £65500 per instance per year
Discount for educational organisations Yes
Free trial available No

Service documents

pdf document: Pricing document pdf document: Terms and conditions
Service documents
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