Equiniti ICS Ltd

Time and Attendance Management Solution; T&A System, Workforce Management

Our time and attendance solution, VisionTime, with our partner Flextime, enables organisations to deploy flexible working hours giving employees greater control over their jobs. The Cloud-based time and attendance system accommodates many different approaches to the monitoring of working time. Available as Official or Official-Sensitive

Features

  • Operated over the organisation's computer network
  • Employees can check-in and out locally or remotely
  • Mobile, tablet, PC, time terminals, access control readers
  • Automatically generated reminder alerts

Benefits

  • Our time and attendance solution increases employee loyalty
  • Reduce overtime costs
  • Reduce job turnover
  • Increase employee motivation
  • Reduce time required to manage shift swaps
  • Improves work/life balance and improves job control
  • Schedules Appointments

Pricing

£1.10 per person per month

Service documents

G-Cloud 11

385007333921172

Equiniti ICS Ltd

Julie McMenemy

02890 454 166

G-Cloud@equiniti-ics.com

Service scope

Service scope
Software add-on or extension No
Cloud deployment model
  • Public cloud
  • Private cloud
  • Community cloud
  • Hybrid cloud
Service constraints No Constraints Identified
System requirements
  • https://products.office.com/en-gb/office-system-requirements
  • Memory - 2-GB RAM
  • Display - Super VGA with resolution 1024 x 768
  • Windows 10 - Internet Explorer 11, Microsoft Edge
  • Windows 8.1 - Internet Explorer 11
  • Windows 8 - Internet Explorer 10
  • Windows 7 - Internet Explorer 10, Internet Explorer 12

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Equiniti’s service levels for incident response and restoration, are defined by Priority Level (P1 – P4) for time taken to provide an automated response (Acknowledge), in-person response (Respond) and Fix / Restore. Standard response times are : P1 – Critical Acknowledge - 30 minutes Response - 1 Hour Target Resolve - 4 Hours P2 – High Acknowledge - 1 Hour Response - 4 Hours Target Resolve - 8 Hours P3 – Medium and P4 – Low response times, are agreed per contract. The response times are applicable during 09:00 – 17:00, Monday to Friday and excludes public holidays and weekends.
User can manage status and priority of support tickets Yes
Online ticketing support accessibility WCAG 2.1 AA or EN 301 549
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 Equiniti’s service levels for incident response and restoration, are defined by Priority Level (P1 – P4) for time taken to provide an automated response (Acknowledge), in-person response (Respond) and Fix / Restore.

Equiniti’s standard response times are as follows:

P1 – Critical
Acknowledge - 30 minutes Response - 1 Hour
Target Resolve - 4 Hours

P2 – High
Acknowledge - 1 Hour Response - 4 Hours
Target Resolve - 8 Hours

P3 – Medium and P4 – Low response times, are agreed per contract.

The above response times are applicable during 09:00 – 17:00, Monday to Friday and excludes public holidays and weekends.

We provide a single contact point for all problems including advice on all aspects of the solution.
Support available to third parties No

Onboarding and offboarding

Onboarding and offboarding
Getting started Equiniti works closely with the customer to produce an implementation plan which incorporates: • Timescales and resource requirements • System configuration including user setup and organisation specific static data and content • System verification • User training on the system • Project management and governance • Communication to users and stakeholders We provide the necessary expertise and guidance to ensure a smooth implementation and go-live, and subsequently to provide ongoing system support and service management
Service documentation Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction We provide data in standard file formats. Users can also extract their data using the reporting tools provided with the product.
End-of-contract process Equiniti places great emphasis on ensuring continuity of services for our customers. With an exit strategy in hand at the outset of the relationship, our customer’s needs will be incorporated into the contract, ensuring minimum business and customer disruption in the event that the relationship is completed. The exit strategy will be reviewed annually, or when significant change occurs.
There are several considerations to be made when developing an exit plan. This includes, but is not limited to:
• Continuing Service Requirements
• Data Security and Privacy
• Knowledge and Documentation Transfer
• Costs
• People

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 7
  • Internet Explorer 8
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
Application to install No
Designed for use on mobile devices Yes
Differences between the mobile and desktop service Responsive design to automatically fit to screen size for smaller mobile devices.
API No
Customisation available Yes
Description of customisation Equiniti also provide highly professional, experienced and certified resources to carry out customisations on the clients behalf and to client specification.

Scaling

Scaling
Independence of resources Server CPU, Memory and network activities are continually monitored. System administrators will be alerted if a threshold is breached allowing the appropriate action to be taken

Analytics

Analytics
Service usage metrics Yes
Metrics types You can easily see how people in your business are using portals. For example, you can identify who is using a service a lot and reaching quotas.

Reports are available for the last 7 days, 30 days, 90 days, and 180 days. The reports become available within 48 hours.

Equiniti also provides dashboards and reporting aligned to particular solution requirements. Typically these show case or call run rate, response times, status, process stages and root cause analysis as well as any Business Intelligence or Management Intelligence information required.
Reporting types
  • Real-time dashboards
  • Regular reports

Resellers

Resellers
Supplier type Reseller providing extra support
Organisation whose services are being resold Flextime

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
  • European Economic Area (EEA)
  • EU-US Privacy Shield agreement locations
User control over data storage and processing locations Yes
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 CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Encryption of all physical media
  • Other
Other data at rest protection approach For data at rest, Office 365 deploys BitLocker with AES 256-bit encryption on servers that hold all messaging data, including email and IM conversations, as well as content stored in SharePoint Online and OneDrive for Business. BitLocker volume encryption addresses the threats of data theft or exposure from lost, stolen, or inappropriately decommissioned computers and disks.
In some scenarios, we use file-level encryption. For example, the files and presentations uploaded by meeting participants are encrypted by using AES encryption.
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 You own your data and retain all rights, title, and interest in the data you store.

You can download a copy of all of your data at any time and for any reason.
Data export formats
  • CSV
  • ODF
  • Other
Other data export formats
  • .TXT
  • .XML
  • .XLSX
Data import formats
  • CSV
  • ODF
  • Other
Other data import formats
  • .TXT
  • .XML
  • .XLSX
  • EMail
  • Contacts
  • Documents
  • Calendar items

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)
  • Other
Other protection between networks For data in transit, all customer-facing servers negotiate a secure session by using TLS/SSL with client machines to secure the customer data.
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

Availability and resilience
Guaranteed availability Availability guaranteed at 99.9% through contractual agreement.

SLA's are provided on a monthly uptime calculation.

Standard Equiniti support and maintenance agreements provide guaranteed acknowledgement or resolution of issues within the agreed service level. Standard system availability target of the service is 99.99%.
Approach to resilience Equiniti is ISO 27001 accredited and has comprehensive business continuity and disaster recovery plans. Facilities include 2 data centres, 1 production and 1 DR. SAN performs real time replication of data between sites. Hyper-V Clusters are implemented with a minimum of 4 nodes per cluster. Further information available on request
Outage reporting Via the service status portal.
Email Alerts.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
Other user authentication Users with cloud identities are authenticated using traditional challenge/response. The web browser is redirected to the Portal sign-in service, where you type the user name and password for your work or school account. The sign-in service authenticates your credentials and generates a service token, which the web browser posts to the requested service and logs you in.

Users with federated identities are authenticated using Active Directory Federation Services (AD FS) 2.0 or other Security Token Services. The service determines that you are part of a federated domain and offers to redirect you to the on-premises Federation Server for authentication.
Access restrictions in management interfaces and support channels The software comes with a set of administrator roles that you can assign to users in your organisation. Each admin role maps to common business functions, and gives those people permissions to do specific tasks.
Access restriction testing frequency At least once a year
Management access authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • 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 Between 6 months and 12 months
Access to supplier activity audit information Users receive audit information on a regular basis
How long supplier audit data is stored for Between 6 months and 12 months
How long system logs are stored for Between 6 months and 12 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 SGS United Kingdom Limited
ISO/IEC 27001 accreditation date 12/02/2017
What the ISO/IEC 27001 doesn’t cover Statement of Applicability is available upon request.
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 Yes
Security governance certified Yes
Security governance standards
  • ISO/IEC 27001
  • Other
Other security governance standards FISMA/FedRamp, EU Model Clauses, HIPAA/HITECH, ISB 1596, ISO 27018, SASE16 SOC1 & SOC 2.
Information security policies and processes Equiniti Group Information Security Policy All staff are mandated to complete policy compliance training annually

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 Once logged via Equiniti Service Desk and routed to the appropriate support team:
• The proposed change is processed, tracked and managed via the Equiniti Service Desk, facilitating management reporting on overall change status
• The proposed change is assessed for impact to the business and process requirements inc. solution design and architecture, infrastructure, security, and resource personas
• Approval or rejection of a change is formally given and recorded and all interested parties notified
• The change is progressed effectively, in a timely and controlled manner
• Configurable items associated with the change are maintained
Vulnerability management type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach The data centres are accredited to ISO / IEC 27001:2013 standard. Regular assessment of threats are carried out through ITHC, risk assessments, user event tracking. System Centre 2012 is used for operating system patch deployment. All patches are approved and then deployed using automated and scheduled processes. Vulnerabilities to the service are reviewed and patches are applied in accordance with the vendor’s best practices. Information concerning potential threats is sourced from Microsoft, HP Equipment, Government, and Security blogs
Protective monitoring type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach A SIEM product is used to collate and analyse log files as part of their audit policies. Server logs, SQL Audit Logs, WAF logs and firewall logs are sent to the SIEM Server which is configured to alert and report as required. Reports are generated using GPG13 guides. Potential compromised are reported to the IT Security Management team who will assess the incident and issue guidance on the next action.
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 Equiniti has a defined approached to major IT incident management which may be escalated to the Crisis Management Team, which includes incident management and incident communication. This is invoked and owned by Equiniti IT Service management overseen by Equiniti senior management. Interfaces with Information security incident and all Equiniti support teams.

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 Yes
Connected networks
  • Public Services Network (PSN)
  • NHS Network (N3)

Pricing

Pricing
Price £1.10 per person per month
Discount for educational organisations No
Free trial available No

Service documents

pdf document: Pricing document pdf document: Skills Framework for the Information Age rate card pdf document: Service definition document pdf document: Terms and conditions
Service documents
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