Victoria Forms

Electronic Forms and Cloud-Based Processing System

Victoria Forms design bespoke electronic forms, and provide a range of 250 online template Electronic Forms and Calculators, for Revenues and Benefits, Licensing, Environmental Health and more. Our eForms are tailored to an Organisation's branding and provide in-form intelligence for error checking and validating responses, dramatically reducing application processing resources.

Features

  • Cloud Based System presents, processes and stores eForms
  • Readymade Template Libraries available, or Bespoke Design Services Offered
  • 200+ readymade forms for multiple departments; regularly updated for legislation
  • Service available for Banded Council Tax Reduction Schemes
  • BackOffice Integration - Capita Academy, Northgate iWorld, Idox Uniform
  • Relevant questions appear only when needed
  • Saving capabilities for partially complete forms
  • Optional Offline Forms, Attachments Module, Statistics Module
  • eForms accessed on desktop, laptop, mobile devices and tablets
  • Forms work in any browser with no additional software required

Benefits

  • Integration eliminates time spent on rekeying information
  • Online forms dramatically reduce printing costs
  • Intelligent forms reduce errors and improve user experience
  • Customer focused approach develops most efficient service for you
  • Over 13 years of experience supplying Local Government
  • Readymade solutions allow customers to be up-and-running quickly
  • Forms are fully customisable allowing Councils to replicate existing forms
  • Anyone can fill in forms, no need to register beforehand
  • Secure save capability stops users having to restart forms
  • Completed forms easily downloaded as PDF for personal records

Pricing

£600 per licence per year

  • Free trial available

Service documents

G-Cloud 11

341589638708751

Victoria Forms

Duncan Bayne

01284 701000

GCloudSales@VictoriaForms.co.uk

Service scope

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 Victoria Forms Solution can integrate with third-party Back Office Systems provided by Northgate, Capita, Civica, Idox etc.
Additionally, the Victoria Forms System can link in with Payment Software, Risk Based Verification Software, Third Party Integration Software, Maps Software and CRM / Portal Systems.
Cloud deployment model Private cloud
Service constraints The main Enterprise Forms Server Software is only compatible with Windows and should be installed on Windows Servers.

Please Note: End Users can access eForms using any operating system, it is only the core software that is constrained to Windows.
System requirements
  • Windows Server 2012 R2 and above
  • Microsoft IIS7.5 and above (included free with Windows Server)
  • SQL Database

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Target Initial Response Time: 60 Minutes
Target Incident Management Response Times -
Priority 1: 60 Minutes
Priority 2: 180 Minutes
Priority 3: 24 Hours
Priority 4: None (Logged for information purposes only)
Support Desk open Monday - Thursday 09:00 to 17:30 UK Time; Friday 09:00 to 17:00 UK Time. Excluding English Bank Holidays and Public Holidays, and between Christmas and New Year. Out of hours technical support is available upon request and as mutually agreed.
User can manage status and priority of support tickets No
Phone support Yes
Phone support availability 9 to 5 (UK time), Monday to Friday
Web chat support No
Onsite support Yes, at extra cost
Support levels Email and Telephone support are included within product and maintenance costs at the times specified. Onsite Support is provided at extra cost, of £900 per day.
All customers will have a dedicated Account Manager.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Victoria Forms appoint a named contact for the implementation phase, supported by Consultants, eForms Designers and the Technical Support Team. Through discussion, required information is obtained from the Buyer to assist Victoria Forms in the Setup of the Solution. Any changes required can be discussed and implemented at any time during the project.

Onsite Training is included within the Setup of the Core Enterprise Forms Server Software. In addition, Victoria Forms provide access to a range of manuals to assist with the use of the software.

eForm branding is applied by Victoria Forms, with no need to involve web designers. For End Users to access forms, all that is required is to provide a link from your website to the appropriate eForm (the appropriate link will be provided by Victoria Forms). When a user clicks on the link, the appropriate eForm will open up in a new browser window on the End User’s computer.
Service documentation Yes
Documentation formats PDF
End-of-contract data extraction Off-boarding is straightforward; given the data being captured by the system in a submitted eForm is used or captured by the Authority for its own on-going processing and record keeping regularly. Therefore, any data held should already have been captured by the Buyer.

Victoria Forms can provide an additional 2 weeks’ access to the database for the Buyer to download any further eForms submitted in the last days of contract provision, to ensure it has sufficient time in which to download these and capture the included customer data.

When the Buyer has confirmed it has downloaded all records from the system or the 2 weeks’ additional access time has finished, Victoria Forms will permanently delete all data held securely under contract, including any backups to ensure it satisfies all its Data Protection requirements.
End-of-contract process At the end of the Contract, removal of the system is included within the Annual Maintenance Fee paid by the Buyer.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • 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 Relates to end user online forms ONLY:

Mobile eForms are resized automatically to fit the device screen, and the eForm controls shrink to a minimalist bar across the top of the screen allowing more space for eForm questions to reduce excessing scrolling. Controls can be accessed via a mobile menu.
Accessibility standards WCAG 2.1 AA or EN 301 549
Accessibility testing Victoria Forms have conducted a number of tests using market leading assistive technology and have also had feedback from visually impaired users of the software.
API Yes
What users can and can't do using the API An API is available for integration with CRM/Portal Solutions. Covers ability to Automatically Authenticate registered users, pre-populate eForms, control eForm features, Access partially completed forms, Data Return (two way communication) and Access to the original eForm and eForm History.
Victoria Forms provide documentation about how to set up the service, including example code.
Victoria Forms IT can work with the Buyer's IT to achieve requirements.
Please Note: Integration with third party systems from the Victoria Forms system is not limited to this API.
API documentation Yes
API documentation formats PDF
API sandbox or test environment Yes
Customisation available Yes
Description of customisation Buyers can request a bespoke eForm design service from Victoria Forms. Experienced eForms Design staff discuss requirements with the Buyer, and can create bespoke forms based on a given specification according to requirements.

Buyers also have control over eForm configuration options, via administrative staff who have an account on the core software, allowing complete customisation over content of information shown and sent to the End User at the point of eForm Submission, as well as some controlling eForm Features.

The Service can be branded to the buyer's website or according to specification, including corporate colour schemes and branding guidelines.

Scaling

Scaling
Independence of resources Each Victoria Forms Setup is independent of another. Buyers have the option of hosting their own solution internally, or Victoria Forms provide hosting on dedicated servers.

For the End User - the system enables the entire eForm to be loaded by the local user browser, including all the inbuilt intelligence. The next connection with the server is only when the eForm data is submitted on completion or saving of a part-completed eForm. Processing of eForm data takes only a few seconds. Many concurrent users can complete eForms while the server remains unburdened.

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 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 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 Physical access control, complying with another standard
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 importing and exporting
Data export approach The eForms System exports data as PDF files and/or XML Files.

All forms can be exported as PDF files. These can be be sent to a document system via email, or manual upload. Alternatively, with some custom coding, our system can generate detailed indexing information for each form, and send this along with the form, directly to a document system.

Selected forms can export as XML files, which can be sent to a Back Office System via connectors or APIs, to allow data to be integrated with existing Back Office Systems.
Data export formats
  • CSV
  • Other
Other data export formats
  • XML
  • PDF
Data import formats Other

Data-in-transit protection

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

Availability and resilience

Availability and resilience
Guaranteed availability Where Victoria Forms provide hosting, the eForms System will be hosted by Microsoft Azure. Microsoft’s data centers are engineered to provide 99.999% availability to meet their customer’s SLAs and service needs.

98+% Target Service Availability

98+% uptime guarantee does not include scheduled maintenance - normally conducted outside working hours and as previously notified.

Service Desk Support Hours
Monday to Friday
09:00 to 17:00 GMT
Excluding English bank and public Holidays and between Christmas and New Year. Out of hours technical support is available upon request and as mutually agreed.
Approach to resilience Information available upon request.
Outage reporting Within the Enterprise Forms Server System, any error alerts are displayed in the 'Filled Forms' area of the system, notifying users if there are forms waiting to be downloaded.

Should systems be unavailable for extended periods of time, Victoria Forms will notify the Buyer and will work to reinstate systems as soon as possible.

Identity and authentication

Identity and authentication
User authentication needed No
Access restrictions in management interfaces and support channels All data is held securely within an internal system, separate from the external system that presents eForms for completion. The eForms System is hosted on a secure servers, provided by the customer, or by Victoria Forms (Microsoft Azure) - servers are restricted by a whitelist of IP Addresses, as well as requiring a username and password for access.
Access restriction testing frequency At least once a year
Management access authentication
  • Username or password
  • Other
Description of management access authentication Restriction by whitelist of IP addresses.

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 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

Standards and certifications
ISO/IEC 27001 certification No
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications No

Security governance

Security governance
Named board-level person responsible for service security No
Security governance certified No
Security governance approach We follow best practice for maintaining security of data – our policies are incorporated into our contracts with customers.
Information security policies and processes Information available upon request.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach Victoria Forms use Source Control Software to track components of our services through their lifetime.

Changes are assessed using an in-house code review programme.
Vulnerability management type Supplier-defined controls
Vulnerability management approach Testing is carried out to assess potential threats to the service. Where possible, threats will be replicated and fixes/updates will be applied to the system to rectify any vulnerabilities.

Major System updates are applied every 18 months. Minor updates are applied approximately every 6 months. Where vulnerabilities have been identified, patches will be applied immediately.

Potential threats are identified via Penetration Testing, Customer Feedback and Regular research on current/potential threats.
Protective monitoring type Supplier-defined controls
Protective monitoring approach Potential compromises are checked for alongside vulnerabilities.

In the event of the discovery of a potential compromise, Victoria Forms will endeavour to correct the issue, and assess the impact and escalate priority as required.

Upon discovery of any compromise, Victoria Forms will escalate the incident to the highest priority, and will provide a response to the affected party within 60 minutes.
Incident management type Supplier-defined controls
Incident management approach Incidents or issues can be raised through our Support Helpdesk, which will be responded to by a member of the Support Team.

For high priority incidents, where the service availability has been affected, an Incident Report Form will be completed by Victoria Forms, and if required, provided to the relevant party.

Secure development

Secure development
Approach to secure software development best practice Supplier-defined process

Public sector networks

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £600 per licence per year
Discount for educational organisations No
Free trial available Yes
Description of free trial Victoria Forms provide Buyers with links to a comprehensive selection of Demonstration eForms, which can be accessed at any time - completed, saved, and submitted.

A Free Trial of the core Enterprise Forms Server software is not available.

Service documents

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