Civica Education Financials LIVE
Improve financial management and processes with a single database, multi-company solution designed for schools, academies and MATs. Reduce costs, drive efficiencies and minimise manual input using configurable workflows, automated procurement processes and bank reconciliation with real-time integration. Includes general ledger, cashbook, asset management, budgeting, creditors, debtors and procurement modules.
- Single database, multi-company system for schools, academies & MATs
- Integrated cashbook management with automated reconciliation
- Budgeting and forecasting: payroll budgeting: income budgeting
- Business Intelligence tool and dashboards with full drilldown
- Integrated financial asset management
- Automated integrated HMRC Making Tax Digital VAT returns
- Automated invoice receipting; image management, e-invoicing
- Online purchasing integration (punch-out) with key suppliers
- Accessible remotely via browser
- Statutory reports (ESFA/DfE) included as standard
- Quickly access school/academy/MAT's real-time financial information
- Improve your financial position with auto debt recovery reminders
- Comply with HMRC's Making Tax Digital using accredited VAT returns
- Minimise administration with statutory reports as standard
- Reduce the need for paper-based processes & complex spreadsheets
- Make better decisions with integrated budget and financial planning
- Access from the cloud via any browser-enabled device
- Improve security & compliance with user-defined authorisation levels
- Reduce errors/duplicates with automated processes & online validation
- Improve financial transparency drill-down of financial views
£4300.00 per unit
- Pricing document
- Skills Framework for the Information Age rate card
- Service definition document
- Terms and conditions
- Modern Slavery statement
Civica UK Limited
Civica UK Limited
020 7760 2800
|Software add-on or extension||No|
|Cloud deployment model||Private cloud|
As a fully hosted solution on our servers there are no hardware constraints and we specify our Service Hours
As the times during which the solution will be available for your use, subject to standard scheduled or emergency maintenance work. The target service hours for the solution are 24 hours per day, 7 days per week, 365 days per year. Civica proactively monitors the critical elements of your service during the service hours, i.e. 24 x 7 x 365, and any significant events will automatically alert our monitoring teams.
|Email or online ticketing support||Email or online ticketing|
|Support response times||
The severity of the call will determine the maximum response time; The severity is set by the criteria below:
1. Business Critical
2. Major Operational
3. Minor Operational
5. System not impeded
The support desk will provide an initial response to all support calls as follows –
Severity 1 - Within 60 minutes of logging the call with Civica.
Severity 2 - Within 3 hours.
Severity 3 - Within 9 hours.
Severity 4 - Within 18 hours.
Severity 5 - Within 18 hours.
The support desk is open between the hours of 9.00am to 5.00pm Monday to Friday.
|User can manage status and priority of support tickets||Yes|
|Online ticketing support accessibility||WCAG 2.1 AA or EN 301 549|
|Phone support availability||9 to 5 (UK time), Monday to Friday|
|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||N/A|
|Onsite support||Yes, at extra cost|
|Support levels||Civica will respond to application related incidents as below and will take all reasonable steps to achieve a resolution within target timescales. Civica will respond to incidents relating to availability of cloud services in an accelerated timeframe: Level 1 - 2 working hours - 1 working day. Level 2 - 2 working hours - 5 working days. Level 3 - 2 working hours - 30 working days. Level 4 - 2 working hours - 60 working days. Level 5 - TBA|
|Support available to third parties||Yes|
Onboarding and offboarding
The product comes with online searchable help for each screen and can be added to and personalised by the user including links to web training guides and illustrations.
As part of the installation procedures for the service we provide on-site training for the senior users of the system who would usually provide end user training, However at additional cost we can also provide onsite end user training if required.
Full technical and software manuals are provided as are training manuals for each module / service. These may also be edited and recopied for internal use by the customer at no additional cost.
On-site visits by consultants will also take place to assist with individual configuration requirements and set up together with advice and guidance on importing historical data to any of the service modules and producing management / system reports.
|End-of-contract data extraction||
The data is all held within the united kingdom and can be exported in a variety of formats. The most usual method would be through the use of the embedded Crystal report writer that can export all data from any of the service modules in most industry standard formats and stored as required by the customer for uplift into a third party system as necessary. The customer would be responsible for extraction and file manipulation for uplift to a new supplier or subject to additional charge if done by Civica
As a SQL data base a number of tools can be applied to make the copying process uncomplicated – including direct access by excel and the database would be destroyed after all data has been removed / copied as necessary.
|End-of-contract process||Following completion of a service termination form an exit plan will be agreed including data extract arrangements.|
Using the service
|Web browser interface||Yes|
|Application to install||No|
|Designed for use on mobile devices||No|
|Accessibility standards||None or don’t know|
|Description of accessibility||The service is accessible through a browser and all system functionality is available from account and transaction creation to payments. There are a number of administration functions that are performed through an secure FTP service, these included data load and export from and to alien system (Cash Receipting, Revs & Bens, HR etc.)|
|Accessibility testing||Civica is currently in the process of ongoing development and testing to ensure that we meet the government guidelines for accessibility standards for existing and new sites as per the dates set out in the government guidance “Make your public sector website or app accessible” issued 5th February 2019.|
|What users can and can't do using the API||Dependant on application/module|
|API documentation formats||
|API sandbox or test environment||No|
|Description of customisation||Tailored Dashboards.|
|Independence of resources||
Underlying hardware is dynamically allocated and balanced using VMware Dynamic Resource Scheduler (DRS). DRS ensures virtual servers are allocated the appropriate physical hardware resources at all times. DRS also enables virtual servers to be migrated to different physical hardware so system availability is maintained during planned or unplanned maintenance.
Storage is allocated via a flash storage array capable of maintaining high IOPS throughput.
|Service usage metrics||No|
|Supplier type||Not a reseller|
|Staff security clearance||Other security clearance|
|Government security clearance||Up to Developed Vetting (DV)|
|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||Supplier-defined controls|
|Penetration testing frequency||At least once a year|
|Penetration testing approach||Another external penetration testing organisation|
|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 export approach||The data is all held within the UK and can be exported in a variety of formats. Usually this would be through the use of the embedded Crystal report writer that can export all data from any of the service modules in most industry standard formats. The user has direct access to the report writer and where the data extract is in the form of a file e.g., CSV, fixed length etc. then this would output to the export directory where it can delivered/copied to any location.|
|Data export formats||CSV|
|Data import formats||
|Data protection between buyer and supplier networks||
|Data protection within supplier network||
Availability and resilience
|Guaranteed availability||Civica standard service hours are 24x7, during which time we guarantee an availability of 99.5% (excluding any planned maintenance). Should the service availability not be achieve then a service credit regime will come into force.|
|Approach to resilience||Available on request.|
Infrastructure is monitored 24x7, and any outages will be recorded on an event management solution and managed in accordance with our Incident Management process, which will ensure the customer is notified as appropriate.
Scheduled maintenance will occur outside the hours of 07:00 and 19:00 Monday to Friday excluding English Bank Holidays. Maintenance will be arranged with a minimum of 3 working days’ notice, and will include a detailed description of the planned works, planned outcomes, and a detailed back-out plan, unless otherwise stated.
Both planned and unplanned outages will be included in standard service reports.
Identity and authentication
|User authentication needed||Yes|
|User authentication||Public key authentication (including by TLS client certificate)|
|Access restrictions in management interfaces and support channels||Two factor authentication.|
|Access restriction testing frequency||At least once a year|
|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||At least 12 months|
Standards and certifications
|ISO/IEC 27001 certification||Yes|
|Who accredited the ISO/IEC 27001||ISOQAR|
|ISO/IEC 27001 accreditation date||06/12/2017|
|What the ISO/IEC 27001 doesn’t cover||NA|
|ISO 28000:2007 certification||No|
|CSA STAR certification||No|
|Who accredited the PCI DSS certification||Trustwave|
|PCI DSS accreditation date||23/07/2018|
|What the PCI DSS doesn’t cover||N/A|
|Other security certifications||Yes|
|Any other security certifications||Cyber Essentials Plus|
|Named board-level person responsible for service security||Yes|
|Security governance certified||Yes|
|Security governance standards||
|Other security governance standards||Cyber Essentials Plus|
|Information security policies and processes||In order to provide a wide range of services to public and private sector organisations, Civica maintains an active information security programme. This programme requires regular internal and external audit inspection of both physical and logical data protection structures. The policies and procedures are aligned to ISO 27001 and Cyber Essentials Plus certifications.|
|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 hosted assets metadata is stored in a Configuration Management Data Base. This data base is access controlled to authorised staff only. The CMDB provides information essential to the secure hosting of client critical services.
Civica's Change Management process ensures that all changes are considered and planned, and appropriate, and that there is a clear audit trail of all changes.
|Vulnerability management type||Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402|
|Vulnerability management approach||
Civica has vulnerability management processes in place for ISO27001 and PCI-DSS. These processes are externally audited on an annual basis to ensure continued compliance.
For external vulnerability scanning, Civica employs the services of an external ‘CHECK’ approved provider to perform an annual penetration test against the external management IP interface. Supporting this, Civica is also certified to the CESG approved Cyber Essentials scheme. For high value financial hosted system, Civica also maintains a PCI-DSS v3.2 certification. In scope systems are subject to month internal and external vulnerability scans as well as a full penetration test twice a year.
|Protective monitoring type||Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402|
|Protective monitoring approach||
Civica take a proactive approach to information security through a process of continual monitoring and review. As part of a documented risk assessment methodology to identify and manage information security risks a dedicated security team update the risk register monthly.
Civica has a network monitoring solution in place ‘OpsView’ as well as a full antivirus and anti-malware solution. These technologies check the hosted services for errors, infections and unexpected network traffic and are support by Cisco IPS/IDS at the perimeter layer. This monitoring service provides defence in depth, against compromise, by detecting infections and suspicious networking activity within the environment.
|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||
Civica have developed an Incident Management process (PRM07) under ISO 20000 standards which details both the Incident and Service Request Management processes.
The Civica Service Desk manages end user Service Requests, Incidents and Requests for Change (RFCs) which can be logged by telephone and web portal.
Monthly customer reports will detail incident information.
|Approach to secure software development best practice||Conforms to a recognised standard, but self-assessed|
Public sector networks
|Connection to public sector networks||No|
|Price||£4300.00 per unit|
|Discount for educational organisations||No|
|Free trial available||No|