Web Labs Ltd

Committee Management System

The Web Labs Committee Management System utilises a powerhouse of an EDRMS to quickly automate the building of the agendas, reports and minutes and automatically publish them to a public facing website/intranet or print pack. DCO's, Officers and Members have their own home page dashboard to track their current workload

Features

  • Non-technical users can publish agendas, minutes and forward plans
  • Integrated collaborative workflow with draft review and approval workflow
  • Built on top of powerful and secure Document Management system
  • Automatic publishing of all committees documents to the web
  • Centralised access to all guidance/procedures/documentation and details of meetings
  • Audit trail, version control and track changes
  • Calendar functionality providing easy access to meeting and event information
  • Simple wizard to enter meeting details, date, time, location, extra-description
  • Integration with Microsoft Outlook for calendar entries and alerts
  • Granular security for individual users view/publish private/public papers

Benefits

  • Status report home page for DCO's, Officers and Members
  • Track decisions throughout multiple committee stages
  • Maintenance of attendees and attendance reports
  • Ability to restrict public access i.e. committee items marked private
  • Member database for member Interest; calculates political balance; committee membership
  • Inform members and public of forthcoming decisions to be taken
  • A minute retrieval facility responsive to searches for words/phrases
  • Microsoft .net technologies for optimum performance
  • Reduce printing costs and streamline approval and decision making
  • Record decisions and attendance electronically during a meeting

Pricing

£10000 to £36000 per instance

  • Education pricing available
  • Free trial available

Service documents

G-Cloud 9

447300920658090

Web Labs Ltd

Garry Lander

01525374859

tenders@web-labs.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 Underpinning the Committee Management System is a fully fledged Document Management System which meets the system security functional requirements outlined in the National Archives PRO 2002 specification. It has an open API and can perform as standalone or integrated with Case Management, Archiving, EDMS, DAM, CMS and booking systems
Cloud deployment model Hybrid cloud
Service constraints There are no constraints regarding planned maintenance arrangements or support being limited to specific hardware configurations
System requirements
  • Can be hardware or virtualised environment
  • Windows Server 2008 R2 or higher running Internet Information Services
  • Microsoft SQL Server 2008 or higher
  • 100% browser based, no plug-ins required

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Immediate response from email and online ticketing to inform call has been logged. Guaranteed call back from developer or technician within an hour of call being logged.
User can manage status and priority of support tickets Yes
Online ticketing support accessibility WCAG 2.0 AAA
Phone support Yes
Phone support availability 24 hours, 7 days a week
Web chat support Yes, at an extra cost
Web chat support availability 9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard WCAG 2.0 AAA
Web chat accessibility testing ISL, webchat
Onsite support Yes, at extra cost
Support levels One cost for all levels of support
Dedicated Account Manager support provided with ‘out-of-hours’ number for emergencies responsible for:
• Correctly assessing and categorising reported incidents.
• Filtering out any end-user errors i.e. operator error
• Allocating priority categories and escalating responses.
• Ensuring calls are directed to the correct resource to diagnose/resolve problems.
• Updating on the progress of incidents, according to the SLA requirements.
• Managing change implementation (upgrades, patches, new processes and products).
• Manage version control.

SUPPORT LEVELS
Priority 1. System down or largely unusable through failure of all areas of core functionality. 1 Hour response, 2 hours diagnosis, 4 hours resolution

Priority 2. A major part of the system is down or largely unusable through failure of one or more areas of core functionality. 1 hour response, 4 hours diagnosis, 8 hours resolution

Priority 3. A problem exists but there is a way to continue processing. 2 hours response, 7 hours diagnosis, 2 days resolution

Priority 4. Cosmetic changes or a problem that has no significance on day-to-day processing. 4 hours response. Resolution time agreed with the customer.

Priority 5. Request for information - response time as agreed with the customer.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Users are provided with:-
1) Onsite system administration and user content management training either in a classroom or small workgroup environment.
2) Online training is provided where the trainer and trainees can share and control screens.
3) The dedicated trainer for the project customises manuals and training guides for each organisation and for each user role i.e. administrator, Officer, DSO.
4) Online contextual help screens are also provided
Service documentation Yes
Documentation formats
  • PDF
  • Other
Other documentation formats Online videos and tubemaps
End-of-contract data extraction An Exit and Data Extraction Plan will be written into the Service Level Agreement for each customer. The Committees Management systems provides one central structured database for all committee meetings, agendas, reports, committee structures, user roles etc.
When the contract ends the customer or new supplier can have complete access to the system with help from Web Labs to extract data in the format they require.
End-of-contract process The contract includes an annula cost for software support and maintenance for the Committees Management Sytem software including upgrades and patches, The license is granted in perpetuiy for unlimited users. If the customer wishes to end the contract they can keep the system and have it hosted by another provider. However they will not qualify for continued maintnenace and support form Web Labs technical team or developers.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 8
  • 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 Our responsive framework ensures that content is optimised for desktop, laptop and mobile devices. Web Labs generally use JQuery Mobile HTML5 based user interface system designed to make responsive web sites and apps that are compatible with all major desktop browsers as well as all major mobile platforms, including Android, iOS, Windows Phone, Blackberry, WebOS, Symbian.
Utilising the our responsive framework, our configurations immediately identify which device is calling the website and web page format and layout is automatically re-rendered and optimised for screen sizes for multiple devices
Accessibility standards WCAG 2.0 AAA
Accessibility testing Web Labs test the interface using the official validation tools supplied by W3C: W3C Mark-up Validator. Cascading style sheets must validate using: W3C’s CSS validator.
Web Labs adhere to the W3C Mobile Web Best Practices 2.0.
We adhere to the WAI-ARIA technical specification to enhance the semantics of the interface to help assistive technologies, such as screen readers and make sense of certain things that are not native to HTML
WAI-ARIA testing provides:
• Roles to describe the type of widget presented, such as "menu", "treeitem", "slider", and "progressmeter"
• Roles to describe the structure of the Web page, such as headings, regions, and tables (grids)
• Properties to describe the state widgets are in, such as "checked", or "haspopup" for a menu.
• Properties to define live regions of a page that are likely to get updates (such as stock quotes), as well as an interruption policy for those updates—for example, critical updates may be presented in an alert dialog box, and incidental updates occur within the page
• Properties for drag-and-drop that describe drag sources and drop targets
• A way to provide keyboard navigation for the Web objects and events, such as those mentioned above
API No
Customisation available Yes
Description of customisation Developers using CSS and HTML can customise the branding, look and feel of the administration and public facing interface.
Non-technical users, using the friendly GUI can customise:-
1) Report, minutes, agenda templates (including logos and branding),
2) User profiles roles and permissions.
3) Workflow approval and publishing cycle.

Scaling

Scaling
Independence of resources We can traffic shape based on user experience and usage patterns. We can also segment system resources to protect service levels

Analytics

Analytics
Service usage metrics Yes
Metrics types The default Management reports that come out of the box are:-
1) Content per section, by status, by age, unused assets
2) Audit logs show what action took place / when the action took place and the username of the individual who conducted the action

Furthermore the Committees Management System is totally Google Analytics compliant to monitor page timings, and gain user insights into bounce rates, in-page analytics user defined Goal Flows
Reporting types
  • Real-time dashboards
  • Regular reports

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 Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency At least every 6 months
Penetration testing approach ‘IT Health Check’ performed by a CHECK service provider
Protecting data at rest
  • Physical access control, complying with another standard
  • 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 Users with appropriate permissions, have a user friendly GUI to export in XML or csv formats
1) Audit logs showing what action took place / when the action took place and the username of the individual who conducted the action
2) Version and approval control of documents
3) Users and profiles
Data export formats
  • CSV
  • Other
Other data export formats XML
Data import formats
  • CSV
  • Other
Other data import formats XML

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)
  • IPsec or TLS VPN gateway
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

Availability and resilience
Guaranteed availability 99.9% application uptime as measured through 1-minute polls using ICMP echo-requests. 99.9% network connectivity uptime of the customer service as measured through 1-minute polls using ICMP echo-requests Users are refunded by negotiated settlement outlined in the SLA
Approach to resilience Web Labs do not want to make this information public. However, we are willing to share information with a specialist security expert on how we have designed our service to be resilient
Outage reporting Our system issues email alerts to named contacts

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • Public key authentication (including by TLS client certificate)
  • Dedicated link (for example VPN)
  • Username or password
Access restrictions in management interfaces and support channels All access to service interfaces and support channels are constrained to authenticated and authorised individuals with appropriate access privileges.
Access restriction testing frequency At least every 6 months
Management access authentication
  • Public key authentication (including by TLS client certificate)
  • 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 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 Yes
Who accredited the ISO/IEC 27001 Certification International
ISO/IEC 27001 accreditation date 28 October 2015
What the ISO/IEC 27001 doesn’t cover The Statement of Applicability covers all 27001 controls with the exception of loading bays
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security accreditations Yes
Any other security accreditations ICO Data Protection Registered

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 To preserve confidentiality, integrity and availability, Selcom have implemented an Information Security Management System (ISMS) in accordance with the international standard ISO/IEC 27001. Selcom have appointed an Information Security Manager (ISM) and the ISMS policy is approved by Senior Management and is reviewed at regular intervals (ISMS Management Review Meetings) or upon significant change. Management have put an audit programme in place and all sections of the ISMS are audited at least once a year to ensure that the ISMS:- a) conforms to the requirements of the relevant standards and any other legal, regulatory or contractual requirements b) meets all identified information security and business continuity requirements c) is effectively implemented and maintained d) perform as expected The ISM records decisions and actions related to: i. the improvement of the ISMS ii. updating of the risk assessment and risk treatment plan as appropriate iii. the modification of procedures and controls in response to changes in requirements iv. resource needs v. improvements to how the effectiveness of controls and objectives are measured Regular ISMS Review Meetings Any action needed is implemented and such action reviewed for effectiveness including changes to the ISMS. Appropriate documented information on the action taken is retained

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 Physical storage, internet bandwidth and operational systems are monitored with 24/7 automatic monitoring alerting when predefined thresholds are exceeded. Changes are identified on the Change Request form and logged in the change Change Control log. The originator obtains sufficient information to complete the Change Request The Internet Services Director then reviews and/or carries out a risk assessment identifying potential risks, security impacts and then identifies and costs the required controls in line with the Selcom's risk management framework. The Internet Services Director in consultation with the Managing Director is then responsible for authorising the change to go ahead.
Vulnerability management type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach Firewalls are configured 24/7 to alert in the event of significant intrusions or incidents occurring We use advanced monitoring and live detection defence systems to detect vulnerabilities Anti-Virus is configured to be patched automatically. Our automatic patch policy covers, binary executable, source code modification, service pack and firmware patches Technical services will then identify the priority for the update to be tested and deployed dependant on the nature of the treat and any known exploits. Any patch deployment and software updates must comply with our defined change management process.
Protective monitoring type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach Systems are monitored 24/7 by Zabbix software and in-house systems, calling the operations team to action when necessary. Zabbix notifies of: Warning Alerts, Critical Alerts, System Down and System Recovery Regular scanning using Barracuda’s Vulnerability Manager (BVM) tool finds vulnerabilities such as those on the OWASP Top 10, including SSL injection, cross-site scripting, and others. Any issues found will be imported into the Barracuda Web Application Filter, which will automatically generate and apply mitigation rules Servers are professionally managed and conform to guidelines under the Government's e-Government programme. The Data Centre undergoes PEN (CREST) testing twice per annum
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 The Information Security Manager (ISM) is responsible for incident management processes relating to, Personal accident, Breach of Physical and information security, Loss/theft of property, Data/information missing, lost or incorrect, Financial irregularities and Violence, abuse or harassment. All staff must report information security incidents and weaknesses immediately, recording them in the Incident Report Form and following up by a telephone call to the ISM The ISM logs and follows up reported incidents and weaknesses. The ISM ensures that the appropriate action is taken and recorded in the Incident Recording System which can be seen by the originator and Senior Management

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 £10000 to £36000 per instance
Discount for educational organisations Yes
Free trial available Yes
Description of free trial Available only on a secured shared hosted service for a limited time to test speed and performance

Documents

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