WPC Software Ltd

Core-Vet - Vetting Management

Core-Vet is a web-based system designed to manage the entire vetting process, from notification that vetting is required; to the receipt of an application; to the checking process; through to the post-clearance after-care. Core-Vet provides an efficient and streamlined approach, ensuring that vital vetting data is available and managed appropriately.

Features

  • Record and manage all vetting and clearance information
  • Web Forms module allows applicants to enter vetting information online
  • Online applications notifies applicant if information is missed or incorrect
  • Provides a comprehensive search engine and tasking facility
  • MIS feature produces a range of reports and statistics
  • System overview screen alerts users to applications/renewals that need attention
  • Generates letters, forms, certificates and other documentation as required
  • Traffic light system to easily identify status of applications
  • Restricted read only access for front desk staff
  • Provides a full audit trail of application history

Benefits

  • Core-Vet easily and simply guides users through the vetting process
  • Online applications saves time and resources by reducing office-based administration
  • Automatic validation of data provides efficiency savings
  • Search and tasking facilities make system navigation quick and easy
  • Reduces bureaucracy by removing the need to re-type data
  • Provides comprehensive statistics for easy reporting, analysis and review
  • Manages after-care process by prompting when review/renewal information is due
  • 24/7 access to contractor clearance levels for front desk staff
  • Enables multi-force collaboration and data sharing
  • Customisable letters, forms, certificates and other documentation are easily generated

Pricing

£650 per unit per month

Service documents

Framework

G-Cloud 11

Service ID

5 3 3 9 3 5 8 9 9 7 6 3 0 1 0

Contact

WPC Software Ltd

Glenn Bewes

0117 908 1484

g.bewes@wpcsoft.com

Service scope

Software add-on or extension
No
Cloud deployment model
Public cloud
Service constraints
Core-Vet - Vetting Management Solution is offered as Cloud software with WPC Software collaborating with UKCloud to provide cloud-based delivery of the Core-Vet software. An outline of the standard offering is outlined in the Service Description.
System requirements
Up to date, modern browser (e.g. IE11 or above)

User support

Email or online ticketing support
Email or online ticketing
Support response times
Support is available 8:30am to 5:30pm Monday to Friday excluding English Public Holidays. Responses are provided in line with our SLA with all queries responded to within a maximum of 4 hours. Major and Critical issues should be reported by telephone to the Service Desk to ensure a timely response.
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
WPC Software operates a standard support level which is fully outlined within our Support Issue Management Process (which is available upon request).

This document provides an outline of our incident management process including escalation points; roles and responsibilities; Incident Categorisation, Target Times, Prioritisation and Escalation; and Service Levels.

WPC Software operate a Service Desk between 08:30 to 17:30 Monday to Friday excluding English bank holidays. WPC Software has its own in-house written Service Desk management toolset which is used to log, monitor and manage Incidents and Service Requests through to resolution and closure. Each customer is assigned a dedicated Business Manager.

A brief summary of our standard support target times are:

Critical (system unavailable to users); 4 working hours to respond and fix.
Major (many users affected but limited impact); 4 working hours to respond; 8 working hours to fix.
Minor (few users affected with little impact); 8 working hours to respond; 2 working days to fix
Cosmetic (no impact on functionality); 2 working days to respond; Next release or earlier by agreement to fix.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
As part of the set-up process WPC will work closely with the customer to customise and set-up the solution to fit your working practices. This is normally in the form of a kick-off meeting, followed by a period of system configuration. This is normally included as standard as part of our implementation package. In addition to the system configuration, we normally offer a 1 day training course for users, although this can be customised depending on individual customer requirements. We also offer a full set of user documentation including training and administration guides as part of our standard implementation package.
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction
WPC is committed to working with the user and providing a complete data extract of all data upon termination of the contract.
End-of-contract process
The provision of data back to the customer at the end of the contract is included in the basic pricing and licensing offered with the solution.

Using the service

Web browser interface
Yes
Supported browsers
  • 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
The Web Forms module is mobile-friendly and has been designed to work on a desktop and a variety of mobile devices.
Service interface
Yes
Description of service interface
The interface is delivered entirely as a web-based solution delivered through a browser.
Accessibility standards
WCAG 2.1 AAA
Accessibility testing
Testing is conducted in line with WPC's Testing and Release procedures, as well as working with individual clients as required.
API
No
Customisation available
Yes
Description of customisation
There is an element of customisation available within the Core-Vet solution. This allows the end user organisation to configure their own system settings such as drop-down lists, user group profiles and document templates.

Scaling

Independence of resources
The standard Core-vet Cloud Software is offered as a multi-tenanted server environment within UKCloud. Separation between customers is ensured with completely individual databases dedicated to the customer along with dedicated credentials. Demand on the service is carefully monitored with additional multi-tenanted environments created to guarantee users are not affected by other usage.

If a multi-tenanted environment is not acceptable, then we can provide a completely dedicated/separate environment for customers, although this is not part of our standard offering.

Analytics

Service usage metrics
No

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Conforms to BS7858:2012
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 every 6 months
Penetration testing approach
In-house
Protecting data at rest
  • Physical access control, complying with another standard
  • Other
Other data at rest protection approach
Transparent database encryption is also available.
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 export approach
Data can be exported from the application in a variety of formats depending on user access and privileges. Data can be exported via document templates (MS Word) or via an export to CSV.
Data export formats
CSV
Data import formats
CSV

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)
  • IPsec or TLS VPN gateway

Availability and resilience

Guaranteed availability
Core-Vet as cloud software is delivered through the UKCloud platform, as part of their Standard service level which offers 99.95% availability. Availability indication based on an average 730 hours per month. Excludes planned & emergency maintenance. Unavailability applies to existing VMs where the VM becomes unresponsive due to a fault recognised at the hypervisor layer or lower:
• i.e. fault is not within the Consumers control (OS, Applications, user networks).
• Fault is within UKCloud controlled components such as the virtual infrastructure, storage, power and physical firewalls & routers etc.
• External connectivity providers (e.g. internet, PSN, GSi) and components collocated at UKCloud are also not included in the availability calculation.
Approach to resilience
WPC Software utilise UKCloud as our data centre partner, and definitions on the data centre resiliency is available through their own service definitions and assurance documentation. WPC can provide this upon request.

In addition, to the data centre assurance information on resiliency, a range of back-up and restore facilities can be offered. As standard, Core-Vet is provided with a Daily VM snapshot for backup, and is stored for 14 days. An additional daily back-up facility is also provided whereby a scripted database back-up is taken to a secondary physical location in a sister-data centre (again with UKCloud). This ensures services can be resumed within a short space of time, with minimal loss of data.
Outage reporting
UKCloud report outages through an online dashboard. This is managed by WPC Software as part of the service offering by WPC Software, with any interruption to the software service notified to customers at the earliest available opportunity by email.

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Dedicated link (for example VPN)
  • Username or password
Access restrictions in management interfaces and support channels
Access to the solution is limited to named members of staff who are all vetted to NPPV Level 3, and only have restricted access for maintenance of the system.
Access restriction testing frequency
At least once a year
Management access authentication
  • 2-factor authentication
  • 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
No audit information available
How long system logs are stored for
At least 12 months

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
BSI
ISO/IEC 27001 accreditation date
24/07/2019
What the ISO/IEC 27001 doesn’t cover
N/A
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
Yes
Any other security certifications
  • Cyber Essentials Plus Certification (renewed annually)
  • ISO9001:2015

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
No
Security governance approach
WPC Software has a robust Information Security Management System in place, which is in line with ISO27001, and are in the process of achieving certification.

Our service is hosted through UKCloud, who provide the data centre and infrastructure for the SaaS we offer. UKCloud are fully accredited to ISO27001.
Information security policies and processes
WPC Software has a comprehensive Information Security Manual, which it is very difficult to summarise within the word limit. Although not yet formally accredited to ISO27001, the Information Security Management System that WPC adopts is very much built around this framework. UKCloud were carefully selected as our hosting partner due to their comprehensive policies detailing information security in line with ISO27001. A copy of our Information Security Manual can be made available upon request.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
The status, location and configuration of service components are fully tracked through their lifetime. A Configuration Management Database (CMDB) is maintained through a combined process of automated and manual discoveries, ongoing monitoring and updates, and physical validation by asset protection. UKCloud’s effective management of assets has been evidenced during external assessments of UKCloud’s ISO20000 and ISO27001 certifications, undertaken by LRQA.

Additional information on Configuration and Change Management can be provided by WPC Software upon request and in consultation with UKCloud.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
The service is protected by a dual-approach to vulnerability management through both the application and processes deployed through our data centre partner UKCloud.

All solutions are regularly tested for security flaws and subject to regular penetration tests through internal testing and customer-provisioned independent audits. Internally, we make use of the Burp Penetration Test suite and Nessus scanner.

UKCloud uses Shavlik software to identify and deploy newly issued or missing software patches, and Nessus to identify vulnerabilities which are identified within associated networks. All operating system and patches are tested within a controlled environment prior to being released onto operational platforms.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
UKCloud’s Assured Platform is protected by a GPG13 aligned protective monitoring system, provided externally by QinetiQ and subject to formal DSAS accreditation on an annual basis. This monitors and alerts on the twelve control areas documented within GPG13 (PMC1-12) at the DETER Level, and includes the production and retention of user activity logs to support monitoring, incident identification, response and investigative activities. It also includes activities related to the formal notification to the relevant authorities (e.g. CESG, GovCERT etc.) as appropriate.
Incident management type
Supplier-defined controls
Incident management approach
WPC Software and UKCloud have formal policies and procedures for incident management activities, including specific activities for identifying, remediating and resolving security incidents.

All incidents should be reported by a customer to WPC, who will work with UKCloud through their Incident Management Policy. WPC's and UKCloud's documentation provide clear definitions of an incident. Any such reports received are logged through our comprehensive incident recording system and immediately forwarded to the relevant team for analysis and determination of an appropriate course of action. Customers are kept informed via email and telephone as described within our policy documentation and procedures.

Secure development

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks
No

Pricing

Price
£650 per unit per month
Discount for educational organisations
No
Free trial available
No

Service documents

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