Softworks Computing (UK) Ltd

Softworks Workforce Management Service

Softworks provides a comprehensive workforce management service which includes Time and Attendance, Flexitime, Staff Scheduling and Rostering, Holiday and Absence Management, Employee and Manager Self Service, Information Dashboards and a Mobile Application. The service can additionally provide Expenses Management, Project Tracking, Training and Skills Management and integration with payroll systems.

Features

  • Automated time and attendance processing
  • Advanced staff rostering and manpower planning tools
  • Easy to use web based labour scheduling
  • Localised shift and schedule rules configuration
  • Compliance with working time legislation
  • Proactive employee and manager alerts
  • Email authorisation of holiday requests
  • Return to work interview management
  • Holiday and other statutory leave entitlement calculations
  • Flexitime and TOIL management

Benefits

  • Enable real-time management of attendance
  • Provide real-time analysis on attendance, absenteeism and holiday leave
  • Quickly and easily schedule and roster all staff groups
  • Immediately deploy localised rules and policies
  • Reduce the effort in producing payroll input data
  • Set specific KPI targets and receive proactive event driven alerts
  • Quickly authorise annual leave and other absences
  • Access the service from multiple devices including tablets and smartphones

Pricing

£12.00 to £36.50 per licence per year

  • Education pricing available

Service documents

G-Cloud 9

510909911379860

Softworks Computing (UK) Ltd

Malcolm Riviere

07730139083

mriviere@softworks.com

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Private cloud
Service constraints The service will be generally available except during periods of planned maintenance of the servers or software updates. Any service downtime will be communicated to clients and scheduled at a time to minimise potential access problems.
System requirements
  • Latest versions of web browsers, IE11, Firefox, Chrome or Safari
  • Up to date versions of iOS for iPhone App
  • Up to date version of Android for Google Play App

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Response is dependent on the severity of the question or problem. Issues rated HIGH are responded to within four hours, while LOW priority problems will be responded to within one working day.
User can manage status and priority of support tickets Yes
Online ticketing support accessibility WCAG 2.0 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 Onsite support
Support levels Softworks Customer Services provide a standard level of service to our cloud clients as follows and is included in our subscription service charges for clients using the G Cloud Based Service.

Standard - 8.00 a.m. To 6.30 p.m. Monday to Friday

Softworks can provide enhanced levels of Customer Service to our customers depending on the individual client requirements. For our subscription based clients, the enhanced levels as shown below attract a premium to the basic subscription charge which are negotiated at contract preparation stage.

Enhanced Service - 7.00 a.m. To 9.00 p.m. Monday to Friday (2.5% premium)

Premium Service - 7.00 a.m. To 9.00 p.m. Monday to Sunday (5.0% premium)

Platinum Service - 24 hour service - Monday to Sunday (10% premium)
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Softworks provides a comprehensive on-boarding service which includes project management, configuration consultancy and onsite training for both end users and system administrators. The on-boarding service ensures that the service delivers the required functionality and that all users are trained in the use of the allowed functions.

Initial training is provided onsite buy our training team and service users have access to our online training videos, which supports the user documentation. Our training team also run regular training webinars to which our service users are invited. Each webinar focuses on a specific topic and is recorded for users which are unable to attend the live session.
Service documentation Yes
Documentation formats PDF
End-of-contract data extraction Softworks will provide tailored assistance to enable users to extract their data from the service at the end of the contract. This usually entails creating standard reports to extract the data in a meaningful format, often CSV or Microsoft Excel, which can then be uploaded into a replacement system.
End-of-contract process At the end of the contract term, the service user can request their data to be extracted in a standard format at no extra charge, or request a custom extract from Softworks which will incur additional charges dependent on the development work required to provide the extract.

On termination of the contract, all data is deleted for the cloud servers, however a copy of the backup database is retained for a further 28 days to enable users to extract any further data.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 10+
  • Firefox
  • Chrome
  • Safari 9+
Application to install No
Designed for use on mobile devices Yes
Differences between the mobile and desktop service The mobile phone app has been designed to allow staff to clock in and out (including Geo-locating), request annual leave and manage entitlement, manage flexi balances and review rosters. The desktop service allows full access to the software dependent on user access privileges.

The latest release of the service has been designed to be device independent.
Accessibility standards None or don’t know
Description of accessibility Access to the service is dependent on a specific user's profile. This restricts individual user access to their data or team data for supervisors or managers. The user profile determines whether the user can update or modify data. Any updates or modifications are recorded in the audit trail.
Accessibility testing Softworks has not completed any interface testing with users of assistive technology.
API No
Customisation available Yes
Description of customisation The Softworks Workforce Management Service provides considerable scope to configure the system to meet most service user requirements without customisation and this is done by Softworks Implementation Consultants during the on-boarding process. During the implementation of the Service, System Administrators will be trained to customise specific areas of the system. However, Softworks recognises that some clients will have specific business rules which cannot be configured "out of the box". Where these areas are identified during on-boarding, the Softworks project manager will work with the service user to specify the bespoke customisation and the Softworks Development team will estimate the work required, and a quotation provided. A typical example of customisation would be the business rules for the auto-rostering of staff based on an organisation's specific fairness policies.

Scaling

Scaling
Independence of resources When a new client requests access to the service, they are allocated space on our cloud servers. For smaller organisations, a dedicated partition on a shared server is allocated, but larger clients are accommodated on a dedicated server. Our servers are monitored to ensure all clients achieve a reasonable response time, but this may vary depending on the client's network speed.

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 None

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations European Economic Area (EEA)
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 Another external penetration testing organisation
Protecting data at rest Physical access control, complying with CSA CCM v3.0
Data sanitisation process Yes
Data sanitisation type Deleted data can’t be directly accessed
Equipment disposal approach A third-party destruction service

Data importing and exporting

Data importing and exporting
Data export approach Data can be exported from the system using the Softworks reporting module. The reporting module creates extracts which use the business rules of the organisation to deliver the required information and can be output to pdf, csv or excel format. Users will be trained in using the reporting module.
Data export formats
  • CSV
  • Other
Other data export formats Microsoft Excel
Data import formats
  • CSV
  • Other
Other data import formats Microsoft Excel

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks Legacy SSL and TLS (under version 1.2)
Data protection within supplier network TLS (version 1.2 or above)

Availability and resilience

Availability and resilience
Guaranteed availability Softworks endeavours to deliver the highest quality of service to our customers to ensure that they can maximise their investment in our solution. We aim to provide service availability at 99.5% as a minimum on our cloud servers, however, as the service is accessed on a secure basis over the internet we cannot guarantee availability of the service caused by failure of the local internet service, WiFi or other networks outside the control of Softworks.
Approach to resilience Softworks confirms that it only works with ISO27001/SAS70 rated data centres for the deployment of our cloud based solutions. Additional details on resilience can be provided on request.
Outage reporting System outage is usually made available using email alerts.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication Username or password
Access restrictions in management interfaces and support channels Managers are given defined access to the service through their user sign on profiles which enables certain functions to be performed and restricts access to information about their team members only.
Access restriction testing frequency At least once a year
Management access authentication Username or password

Audit information for users

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 User-defined
Access to supplier activity audit information Users contact the support team to get 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 accreditations No

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance accreditation No
Security governance approach Softworks are currently seeking ISO 27001 accreditation.
Information security policies and processes Softworks are periodically audited by members of our client base, resulting in numerous QA & Compliance certification awards from organisations as diverse as IBM, The Royal Mail and the Irish Prison Service.
As we have a fully traceable process, we do update customers on the status and expected delivery relating to any of their requests. In addition to this Softworks have been audited by ISO accredited customers in the past and passed without difficulty. Further Information is available on request.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach Core product files have strict version control applied to them and it is not possible for two developers to be working on a core file simultaneously. Core Testing is scheduled and each Core change is applied and tested in chronological order. Testing focuses on the particular change that has been made and also on the product as a whole. Controlled inputs with expected results are applied to the updated product.
Once passed, the Core change is added to the releasable source code and the Version number for the Softworks Service is incremented.
Vulnerability management type Supplier-defined controls
Vulnerability management approach Softworks all access to our services and should a potential threat become apparent our development team and IT department determine the most effective way to protect the service and the data. All servers have comprehensive anti-virus software which is updated on a daily basis. Out It department regularly check for potential cyber threats and deploy strategies to reduce the potential risk.
Protective monitoring type Supplier-defined controls
Protective monitoring approach Softworks uses an external organisation to perform penetration tests on our data centre and the Softworks application suite. Any issues or concerns raised are reviewed by Softworks and a acted upon before the service is re-tested.
Incident management type Supplier-defined controls
Incident management approach Softworks is currently reviewing it's incident management processes and will discuss this with potential users if required.

Secure development

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

Public sector networks

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £12.00 to £36.50 per licence per year
Discount for educational organisations Yes
Free trial available No

Documents

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