Advance Change Ltd

Actus Performance Management Software

Actus Performance and Talent Management Software increases productivity, engagement, compliance and talent retention. Features include, objectives and milestone tracking, fully configurable appraisal and 121, development, talent mapping, competencies and succession planning. Feedback, values recognition and 360, meetings, document storage and full interactive management information. Full culture change support also provided.

Features

  • Fully configurable appraisal or performance review templates
  • Objective and goal setting, milestone and action tracking
  • Manage one to one's, meetings & actions
  • User Driven Development and Training (PDR) Management
  • Track key qualifications and expiry e.g. Safeguarding; Revalidation
  • Career Aspirations, Talent Management and Succession Planning
  • User driven feedback and recognition
  • 360 feedback and survey functionality built in
  • Document storage and management
  • Real time reporting accessible to managers and HR

Benefits

  • Removes the pain of paper based appraisal/PDR processes
  • Increased retention through visibility of development and career opportunities
  • Improved performance by embedding year round conversations
  • Fully configurable to reflect your processes, but implemented in days
  • Real-time reporting gives visibility of performance throughout the organisation
  • Bring Values to life through aligned user driven recognition
  • Visibility of talent potential enables more effective succession planning
  • Develop managers and leaders through inbuilt 360 feedback
  • Pulse surveys can gather objective feedback for revalidation
  • Open to integration and accessible from mobile devices

Pricing

£1.00 to £2.00 per user per month

  • Education pricing available
  • Free trial available

Service documents

G-Cloud 9

184207647601024

Advance Change Ltd

Lucinda Carney

01582 793 053

lucinda@advancechange.co.uk

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Public cloud
Service constraints No constraints, 24/7 accessibility all support included
System requirements Access to a modern (supported) browser

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Within 4 hours Monday to Friday and within 24 ours at weekends and bank holidays. These are maximum response times we are usually much faster.
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 Actus provides both Technical and Organisational Development Support. We flex our support levels to meet the needs of the client and provide technical account management or a cloud support engineer if needed. The support outlined below is included in the licence fee.

As soon as a support request is received an email will be generated letting the reporter know that their query has been received.

In the case of general Super User support (Requests), there is a guaranteed response time of four hours - usually much faster. Individuals may be directed to relevant sections of user guides and user videos but telephone or email guidance will be given if required.

“Report a Problem” or system issues (Incidents) are acknowledged within 1 hour (details confirmed and ticket raised) and have minimum response SLA’s of 1-8 hours. Expected resolution timelines will then be communicated with the user until the issue is resolved.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Actus Software is exceptionally intuitive to use, however we also provide a full range of training to help clients achieve a swift ROI. As you would expect we have user documentation and video guides. However, we also provide e-learning; webinars and face to face training. We also provide a full range of change management services.
Service documentation Yes
Documentation formats PDF
End-of-contract data extraction Users are able to extract their own data throughout the life of the contract in PDF; Word or excel format. Organisations are also able to extract all historical records via the HRAdmin login, quickly and easily again in the form of Excel; CSV and PDF.

On request, bespoke extracts can also be provided direct from the database.
End-of-contract process We reserve the right to charge a one off cost of £795 for the creation of bespoke CSV or database extracts. All other off boarding is included in the licence fee.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 9
  • Internet Explorer 10+
  • 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 Menus minimise as part of the responsive design. Functionality is consistent between desktop and mobile.
Accessibility standards WCAG 2.0 AA or EN 301 549
Accessibility testing We have worked with clients who have a number of partially sighted or disabled users of our software and believe that we comply to this standard without having been formally accredited. We have taken informal feedback from them as to how the software can be as user friendly as possible. This is something we plan to do more of in 2017 and anticipate formal accreditation with this standard during the G-Cloud 9 term
API Yes
What users can and can't do using the API We have a range of API's in place for existing clients. As we approach each integration individually we would consult with the client to determine the best approach for them. Actus API's tend to be used for synchronisation of systems data. Actus is also suitable as a standalone solution.
API documentation Yes
API documentation formats PDF
API sandbox or test environment Yes
Customisation available Yes
Description of customisation The system can be fully branded with logos and colour coding, it is also possible to customise all aspects of the configuration including objective fields, appraisal and one to one forms.

The Talent Management and HR database can also be fully customised in terms of additional fields, visibility and encryption

Scaling

Scaling
Independence of resources Our systems continuously monitor user demands and are able to automatically load balance. We monitor the system capacity weekly to ensure that we have spare capacity to absorb peaks and troughs of usage and are able to increase storage capacity within hours. It is impossible to guarantee that users will never be affected by demands of others but this has never happened in the last 5 years and we continue to monitor proactively to prevent this.

Analytics

Analytics
Service usage metrics Yes
Metrics types Login frequency and other system usage metrics are available through the reporting dashboard for users and admin. Additional service reports are provided during quarterly service reviews with account managers.
Reporting types
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Resellers
Supplier type Not a reseller

Staff security

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

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 Managed by a third party
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 another standard
Data sanitisation process Yes
Data sanitisation type 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 Users are able to export their data directly via the user interface which provides the option to select which modules (or all modules) are required for exporting and in what format e.g. Excel; PDF or Print
Data export formats
  • CSV
  • Other
Other data export formats
  • PDF
  • Excel
Data import formats
  • CSV
  • Other
Other data import formats
  • Excel
  • Powerpoint
  • Word
  • PNG

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • Private network or public sector network
  • TLS (version 1.2 or above)
  • Other
Other protection between networks We can also set up SFTP connections for automated upload/download of files.
Data protection within supplier network
  • TLS (version 1.2 or above)
  • Other
Other protection within supplier network The following are used at various times:
- File Upload portal on the Actus application is used for internal transfer of files. Automatic deletion after 14 days ensure that PII is not retained unnecessarily.
- Secure FTP is used for transfer of large files and especially PII files.
- Also proprietary software such as Hightail, that have password encryption and expiry dates,

Availability and resilience

Availability and resilience
Guaranteed availability Our expected SLA for availability is 99.9% uptime. In the event of sustained non conformance (more than 3 instances of not meeting the SLA in a 3 month period) clients are entitled to equivalent service credits.
Approach to resilience Greater information is available upon request, however we choose our PaaS partner for their excellent performance, security and support and history of supporting the Public Sector Cloud.

Technically (RAID configured servers) and location (Backup servers are hosted separately) ensure that the systems are resilient and the Business Continuity Plans (BCP) are fully responsive.
Outage reporting Email correspondence is used to communicate to all key personnel on the client side within 60 minutes of a confirmed issue. Regular communication is then provided until the issue is resolved, including a dedicated hotline. Causes and impact of the outage are then reviewed and an incident report with any fixes is then issued to client.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication Username or password
Access restrictions in management interfaces and support channels Access to every areas of the application is strictly limited by the user role that is assigned to the user. These roles include Employee, Manager, HRAdmin & MasterAdmin.

All areas of the application are triple-locked using the:
- organisation_Id
- user_id
- user_role.
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 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 At least 12 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 I. ACCREDITATION SERVICE FOR CERTIFYING BODIES (Europe) LT (ASCB)
ISO/IEC 27001 accreditation date 06/07/2017
What the ISO/IEC 27001 doesn’t cover I have attached the Annex A document for the details, But in short the ISO covers all of the Advance Change Ltd organisation.
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security accreditations Yes
Any other security accreditations
  • ISO 14001
  • ISO 9001

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance accreditation Yes
Security governance standards ISO/IEC 27001
Information security policies and processes ISO 27001 accreditation ensures that the policies, procedures and Board/Management reporting are completed and Continuous Improvements are made.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach Configuration of the system is controlled and monitored by the Onboarding process that requires internal and client sign-off.

System development follows ITIL based process that, depending on the extent and impact upon the client, require consultation, specification document, internal/external consultation, agreement, testing and sign-off.

Any 'significant' functionality changes to the system is clearly communicated to all clients in advance and generally, options to activate optional functionality, are offered.
Vulnerability management type Supplier-defined controls
Vulnerability management approach Constant monitoring of the application/resources/ports provides exception reports for areas that require attention. Exception reports are assessed immediately, prioritised and addressed in accordance with severity.
General release patches are identified weekly and applied in a timescale in accordance with the severity.
Additionally to the system reports and software release we rely upon media such as email, twitter and industry releases to identify issues ASAP.
Protective monitoring type Supplier-defined controls
Protective monitoring approach Access to the application is limited to set roles (User, Admin, MasterAdmin).

The scope of access defines the level of control and checks that are applied. For example access and change logs for the MasterAdmin roles are regularly (bi-weekly) checked for 'unusual' behaviour.
Incident management type Supplier-defined controls
Incident management approach Although there are some events that are similar, with common resolutions, we generally operate on the premise that each event needs to be addressed and the cause of that negative event rectified.

All non-compliance and system issues are reported, via the Actus system/email/telephone, to our chosen Service Desk application where they are clarified, evaluated, categories, prioritised and then addressed.

Incidents are then managed in the appropriate team/management meeting to identify areas of improvement.

Secure development

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

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £1.00 to £2.00 per user per month
Discount for educational organisations Yes
Free trial available Yes
Description of free trial A free trial for up to 100 users for up to a month can be provided on request.

Documents

Documents
Pricing document View uploaded document
Skills Framework for the Information Age rate card View uploaded document
Service definition document View uploaded document
Terms and conditions document View uploaded document
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