This G-Cloud 10 service is no longer available to buy.

The G-Cloud 10 framework expired on Tuesday 2 July 2019. Any existing contracts with EVENTMAP LIMITED are still valid.
EVENTMAP LIMITED

OPTIME Scheduling Cloud - Timetabling, Room Booking, Exam Scheduling, Ceremonies, Placement

EventMAP provide solutions that get right to the core of timetabling, scheduling, resource and space planning issues within Education (Higher and Further) and training institutions within Public Sector (Health and Law Enforcement). Solutions have been designed in partnership with end-users to provide powerful, flexible tools optimising the utilisation of resources.

Features

  • Academic Timetable and Training Schedule Management
  • Room Booking Management
  • Ceremony planning and management
  • Examination Scheduling and Management for examinees and invigilators
  • Intuitive User friendly design accessible on numerous devices and browsers
  • Ability to auto-generate timetables and schedules
  • Auto Approval process for room booking requests
  • Import tools and APIs enabling integration with other systems (eg.Outlook)
  • ADFS User authentication integration
  • Placement - work placement management

Benefits

  • Supports institutions achieve the Smarter Scheduling of resources
  • Drives the optimisation and utilisation of resources associated to scheduling
  • Process efficiencies through automatic creation of timetables based on constraints
  • Availability of resources made transparent
  • Users have Real-Time access to information
  • Enables scenario modelling and 'what if' planning
  • Solution accessible from any site or location, supporting flexible working,
  • Holistic view of resource usage enabling informed management decision making
  • Enables KPIs and targets to be monitored and achieved
  • Single source of truth for timetabling and scheduling information

Pricing

£1.95 a user a year

  • Education pricing available
  • Free trial available

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at info@eventmapsolutions.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 10

Service ID

4 7 0 6 1 2 3 0 2 7 3 1 6 6 1

Contact

EVENTMAP LIMITED Barry McCollum
Telephone: 00442890236558
Email: info@eventmapsolutions.com

Service scope

Software add-on or extension
No
Cloud deployment model
Public cloud
Service constraints
No Constraints
System requirements
None applicable

User support

Email or online ticketing support
Email or online ticketing
Support response times
First response within 24 hours of ticket being raised (Monday to Friday)
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
Yes, at extra cost
Support levels
As part of the contract and licence the following support is included:

A key contact is provided for to all clients and they will be responsible for resolving all technical matters. Regular meetings will be agreed with the client .

Raising issues should be directed to and processed via the EventMAP Support Centre.

-Where an issue is emailed these will be added to the Support Centre
-Where an issue is raised over the phone these will be added to the Support Centre and not resolved over the phone unless the issue is urgent.

Queries or Issues raised are categorised as follows:

1. Bug – breaks standard functionality of software.
2. Bug (External) – due to external circumstances outside of EventMAP control.
3. Incorrect behavior – functionality is not as expected.
4. Change Request – a problem with software which does not break standard functionality, but impacts usability of the software.
5. Feature Request – requests for new developments

Feature Requests may incur additional development related costs where the request is bespoke to the client or not on the immediate Product Roadmap.

A detailed service level agreement will be provided to the client when on-boarding.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Users are provided with training manuals and relevant documentation during the course of the project.

In built help documentation is provided within the system

Onsite training services can be provided (at a daily charge, please refer to SFIA). Dependent on the buyers needs training services can be tailored, whether training large groups or 'train the trainer'
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
  • Other
Other documentation formats
Word
End-of-contract data extraction
Reports can be downloaded in various formats including csv utilising the reporting suite.

During the off-boarding period, together in partnership with the client the most appropriate format for the data to be provided can be agreed.
End-of-contract process
Should the client decide not to extend the contract. Prior to the contract end date there will be an off-boarding period (the duration of which will be agreed with the client). The system and all associated data will be deleted after 1 month or deleted immediately on request.

Using the service

Web browser interface
Yes
Supported browsers
  • 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
Menus adapt dependent to screen size.
Accessibility standards
None or don’t know
Description of accessibility
OPTIME Scheduling Cloud provide text descriptions for its features and follows WCAG guidelines
Accessibility testing
Testing to support accessibility is undertaken in-house. The following assistive techology is used:

NVDA – Windows – Mozilla Firefox
NVDA – Windows – Internet Explorer & Edge
NVDA – Windows – Chrome
VoiceOver – Mac – Safari & Chrome
API
Yes
What users can and can't do using the API
Create, Read Update Delete records using the API.

Clients cannot change the API themselves but can request for changes to be made. There are no limitations to the use of the API
API documentation
Yes
API documentation formats
  • Open API (also known as Swagger)
  • HTML
  • PDF
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
User Specific Profile Customisation

Existing Functionaility & Features can be configured and customised based on users and roles within the buyers organsiation

New Features & Functionality requests are possible but undertaken by developers within our company

Scaling

Independence of resources
Cloud infrastructure is configured to scale on demand

Analytics

Service usage metrics
Yes
Metrics types
Various metrics can be provided based on the customers needs, metrics such as

Uptime %
Response Times m/s
Number of users
Reporting types
  • Regular reports
  • Reports on request

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Staff screening not performed
Government security clearance
Up to Security Clearance (SC)

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
In-house
Protecting data at rest
Other
Other data at rest protection approach
Data is held within Microsoft Azure and is governed by their security protocols
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 export approach
Data can be exported in multiple formats including csv or PDF through the reporting function within the solutions. Where data is not accessible through the reporting function a request can be raised following the support process
Data export formats
  • CSV
  • Other
Other data export formats
  • JSON
  • XML
Data import formats
  • CSV
  • Other
Other data import formats
  • JSON
  • XML

Data-in-transit protection

Data protection between buyer and supplier networks
TLS (version 1.2 or above)
Data protection within supplier network
TLS (version 1.2 or above)

Availability and resilience

Guaranteed availability
99.9% availability as standard.
Approach to resilience
Available on request
Outage reporting
Automated Email notification
Phone call to key client contacts

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
Access restrictions in management interfaces and support channels
N/A
Access restriction testing frequency
At least every 6 months
Management access authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

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
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
No
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
No

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
No
Security governance approach
EventMAP’s InfoSec team and CTO are responsible for verifying compliance, using various methods including walk-throughs, deployment of automated testing tools, and internal or external audits.
Information security policies and processes
EventMAP defines three distinct levels of security assessment:

 Full – a full assessment of the web application for all known vulnerabilities using both automated tests and manual testing, based on the OWASP Testing Guide.
 Quick – a quick assessment typically involves testing for the top ten security risks as defined by the OWASP Top Ten web application security risks.
 Targeted – a targeted assessment involves testing for a specific vulnerability.

Web applications meeting the following criteria are subject to security assessment:
 New applications – brand new software products undergo a full security assessment before being released into any production environment.
 Major application updates – any major changes to the software codebase undergo a full security assessment before being approved for release to production environments.
 Patch releases – minor application updates are subject to an appropriate assessment level based on the risk of the changes to the application functionality and/or architecture.
 Emergency Releases – emergency releases will be allowed to forgo security assessments, carrying the assumed risk until such time that a proper assessment can be carried out. Emergency releases will be designated as such by the Chief Technical Officer or an appropriate manager.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
1. Change raised by client through Support Centre
2. Assessed (various impacts including security) and Approved/Declined
3. Added to a work package and sprint
4. Assigned to an individual
5. Developed in a non production environment
6. Once development completed promoted to a Test Environment
7. Tested and User Accepted
8. Deployed to Production (Live) environment at an agreed time with the client.
9. Change Record retained
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Technical Teams monitor alerts and notifications which identify potential vulnerabilities that could affect our services.

Potential vulnerabilities are reviewed and assessed to determine the impact, likelihood and risk.
Following the assessment actions are then undertaken. For severe incidents issues are addressed as a priority and resolutions implemented as quickly as possible.For low risk vulnerabilities these are resolved within within 2 day.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Any potential compromises are notified by platform provider to EventMAP technical teams and these notifications are monitored by the 24.7.

Upon notification of any compromises an internal process and checklist are completed to assess the risk and impact.

Following the assessment and severity of the compromise actions are then undertaken. For severe incidents issues are addressed as a priority and resolutions implemented as quickly as possible.
Incident management type
Supplier-defined controls
Incident management approach
• Issues raised will be added to the EventMAP Support Centre with a status 'Open'
• Customers and EventMAP staff can communicate via comments on the ticket
• When requiring further discussion before it can be correctly processed, status set to Pending
• When an issues is proceeding Status set to Work In Progress.
• When an issue has been processed, Status set to Closed
• At any stage, an issue can be transitioned from Closed to Reopened. Reopened tickets will enter the same workflow as is outlined in the above points

Secure development

Approach to secure software development best practice
Conforms to a recognised standard, but self-assessed

Public sector networks

Connection to public sector networks
No

Pricing

Price
£1.95 a user a year
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
A full trial version of the software can be made available to clients free of charge, on request. The duration of the of the free trial period will be agreed with the client.

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at info@eventmapsolutions.com. Tell them what format you need. It will help if you say what assistive technology you use.