eGov Solutions LTD

Electronic Attendance Collection - Monitoring Service for Looked After Children

eGOV Solutions offers a secure cloud-based attendance & attainment collection service. Fully supported application for vulnerable cohorts of children including live reporting and dashboard analytics. Automatic reminder notifications and alerts for attendance officers and teachers for daily or weekly AM-PM attendance collections. COVID-19 remote parent/carer verification for home based learning.

Features

  • Single Sign-on cloud-based attendance platform accessible 24/7.
  • Automatic attendance and attainment collection notifications - absent alerts.
  • Live daily or weekly programmable AM-PM collection service.
  • Attendance officer profile landing page for cohort collection results.
  • Report Builder for self bespoke attendance & attainment reports.
  • OLA Automatic Attendance / Punctuality / Exclusion collections and alerts.
  • School attendance API Plug-in saving duplication and improving efficiency.
  • Real-time attendance collection dashboards including custom analytical downloads.
  • Self-Build look-up tables for customised-streamlining DfE attendance codes.
  • COVID-19 parents and carers collection/verification portal improving communication.

Benefits

  • Improved accuracy and quantity of attendance data collection results guaranteed.
  • Significantly reduced costs saved from outsourcing data management.
  • Reduced administration through automated collections and absent alerts.
  • Access to real-time ILO-OLA attendance data for full accountably.
  • Defined roll (attendance officer) improved information sharing from schools.
  • Individual school/provider attendance dashboard for clear report visualisation.
  • Alerts and self programable notifications for improved safeguarding.
  • Parent-Carer portal for essential feedback and validation.
  • Attendance register profile page for quick access to outstanding collections.
  • eGOV Solutions support team will ensure outstanding codes are collected.

Pricing

£0.50 to £0.80 a person a week

Service documents

Framework

G-Cloud 12

Service ID

5 4 6 2 8 5 8 6 9 2 2 3 8 0 9

Contact

eGov Solutions LTD

Gary Daniels

0333 772 0944

gary.daniels@egov.uk.com

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
EPEP Online Single Sign-on Cloud based platform for looked after children. Attendance will directly link into the online PEP within the attendance section and filter into live dashboards and analytical reports. The attendance collection service and by used as a standalone application hosted within a secure online environment.
Cloud deployment model
Private cloud
Service constraints
All updates and maintenance are carried outside normal working hours and we can guarantee 99.9% uptime without effecting service.
System requirements
  • Internet access
  • Connection through a current supported internet browser
  • Individual corporate email address

User support

Email or online ticketing support
Email or online ticketing
Support response times
24/7 - 365 days support log facility normally 60 minute resolution.

Priority 1: The entire system is completely inaccessible - response within one to two business hours.

Priority 2: Operation of the system is severely degraded, or major components are not operational and work cannot reasonably continue - response to within two business hours.

Priority 3: Certain non-essential features of the system are impaired while most major components remain functional. - response within 12 business hours.

Priority 4: Change requests or issues that are cosmetic and/or have little or no impact of the Services. - response within 24 business hours.
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
24 hours, 7 days a week
Web chat support
Web chat
Web chat support availability
9 to 5 (UK time), 7 days a week
Web chat support accessibility standard
WCAG 2.1 AA or EN 301 549
Web chat accessibility testing
Extensive web chat testing has be carried out with Cyber Essentials and InteliSecure. Users can use the web chat facility once they have successfully completed the duel password authentication and accessed the live ePEP platform. Testing has been to a WCAG 2.1 AA or EN 301 549 standard.
Onsite support
Yes, at extra cost
Support levels
Each authority will be allocated with a individual relationship account manager, for first line support and specialist advice. We provided all our customers with the same high quality level of support and aftercare. EGOV Solutions offers both customer service and technical support via online training, termly webinars, online training videos, user documentation and dedicated telephone support. We also arrange and host regular national workshops with other authorities using the service. This provides the opportunity to deploy developments and share best practice. Our technical team will take full responsibility for the configuration, maintenance, updates and support for the hosted cloud platform. EGOV Solutions will provide onsite reviews every 6 months to guarantee customer satisfaction of our service/software.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
EGOV Solutions provides an initial kickstart meeting to discuss the clients requirements and demonstrate the service. All professionals will be offered onsite training, access to video training as well as online training material. Professionals have access to user documentation, online webinars, and if necessary one2one training online with a dedicated eGOV support specialist. We will work closely with the Virtual School and key staff to bespoke the collection fields and features. Once the platform has been agreed we will provided a testing environment which is vital to establish a successful delivery. Every authority is allocated with a dedicated account manager for tweaking ongoing changers and to review each stage of rolling out the service to schools and providers. User documentation and online training material can be easily distributed using our unique broadcast facility by Virtual School administrators. Our company experience and knowledge with rolling out attendance collect will guarantee a successful and smooth transition from manual collection or different electronic application. We will also include ongoing Self Report Builder training for self bespoke reports and data mining. Administrators will be trained on how to use the Live Dashboards to look for patterns in large cohorts or at child individual level.
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction
All data is returned to the client by secure encrypted data transfer in a readable and useful format. On official request by the client we will hard delete all data and ensure this is destroyed in line with GDPR guidelines.
End-of-contract process
End of contract life exit will be discussed and agreed with the client to ensure that all statutory obligations are undertaken. Depending on the level of additional work and timeframe required there may be additional charges made to cover the technical involvement.

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+
  • Opera
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
Scaleability of the eGOV platform has been designed and developed to fit mobile devices and smart devices. The service has also been developed as a direct APP with no differences to the service specification or requirements.
Service interface
Yes
Description of service interface
EGOV Online administration control panel allows users to maintain and manage their own account CORE details including password resets and the ability to change their rememberable duel layer security question. Users can also access the live support log and broadcast facility.
Accessibility standards
WCAG 2.1 AA or EN 301 549
Accessibility testing
The eGOV interface is tested with assistive technology for visual impairments (reversed colours, high contrast, grey-scale etc) as well as screen readers and Makaton keyboard compatibility. Our technical team have a suite of tools to identify accessibility issues as code is produced.
API
Yes
What users can and can't do using the API
Our technical team will provide documentation on how to connect to our eGOV API this will involve instructions on how to use the service and the rules of engagement. CORE data can be changed using our RESTful ePEP API with Laravel and PHP. We currently limit changes to the CORE data only for new children in and out of care.
API documentation
Yes
API documentation formats
  • HTML
  • PDF
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
The platform can be uniquely customised using the eGOV administration tools if you have access rights as a system administrator. We will provide training on how to make feature changes, add additional sections, change questions, modify lookup tables and drop down menus. We will work closely with the client to ensure we meet all requirements and expectations. Our technical will develop additional sections/forms and also adapt current modules on request. We have a broad range of standard features which we are continually developing with other authorities to ensure the application is accommodating for the changing environment. We offer bespoke self service reporting and VS analytics using the Self Report Builder, plus the option to request additional custom reports on request.

Scaling

Independence of resources
High redundancy, auto load balancing and scalable bandwidth on demand. We monitor server performance and ensure high redundancy to deliver a fast service for users 24/7. Automatic load balancing enables 100% speed of service guarantee for all clients on our dedicated servers. Typical load times for reports are 2 to 3 seconds.

Analytics

Service usage metrics
Yes
Metrics types
System usage and performance statistics, database reporting including self service activity logs for user accountability, additional bespoke reports on request.
Reporting types
  • Real-time dashboards
  • Regular reports
  • Reports on request

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
Yes
Datacentre security standards
Supplier-defined controls
Penetration testing frequency
At least every 6 months
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 SSAE-16 / ISAE 3402
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
Users have multiple options when exporting data out of the platform using our bespoke self report builder, historical collected data, daily or weekly attendance data, attainment collection data including documents and images. Exports can be filtered to different formats before downloaded i.e csv, xlsx and pdf.
Data export formats
  • CSV
  • Other
Other data export formats
  • XML
  • PDF
  • PNG
  • JPEG
  • DOCX
  • EXCEL
  • TSV
  • SPSS
Data import formats
  • CSV
  • Other
Other data import formats
  • XLSX
  • TSV
  • XLS
  • HTML
  • ODS

Data-in-transit protection

Data protection between buyer and supplier networks
  • Private network or public sector network
  • TLS (version 1.2 or above)
  • Other
Other protection between networks
Egress secure email transfer.
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

Guaranteed availability
We can guarantee a network connectivity SLA level of 99.9 % uptime/availability results in the following periods of allowed downtime/unavailability: Daily: 1m 26s Weekly: 10m 4s Monthly: 43m 49s Yearly: 8h 45m 56s. This is to allow for service security updates and full data backups scheduled from 00.01 every day. This allows us to guarantee 100% network connectivity and availability in normal day time and extended working hours. We will refund the client one months total costs if service is disrupted without a 3 minute response and resolution.
Approach to resilience
Load balanced environment with scalable bandwidth on demand using AWS

The eGOV infrastructure is built on AWS Cloud which provides multiple physically separated and Isolated data centres providing high availability and highly redundant networking. All those communications run inside our VPN that is protected by a strict system of Firewall rules. The backup system is managed in different ways: Hourly snapshots: copies of application servers and databases are automatically generated, creating a fast and secure restore point. The database failure system is fully automatic and does not require administrative intervention. Individual: a backup script is scheduled hourly to generate an individual file for each client, allowing quick access to restore or analyse data without affecting other clients.
The data is stored in the AWS S3 storage service with high levels of durability and availability. External: all backup files are mirrored on a storage service with a different data centre in the UK to guarantee 99.9% uptime and secure storage disaster recovery.
Outage reporting
Outage reporting is automatically measured and monitored with the AWS data centre. Cloud performance, usage meters, availability alerts, triggers and notifications are immediately emailed to our internal technical team and actioned accordingly. We provide the client with access to their own performance dashboard and included them into alerts with a chosen designated security office.

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
Access restrictions in management interfaces and support channels
All users must authenticate and verify their individual email address and password. Once verified they need to complete specific characters from a memorable word at a ISO/IEC 27034 standard. Failed results will be blocked after 3 attempts and will be recored/alerted to the client and the eGOV support team. The user would need to contact the national eGOV help number 24/7 to request and lift restrictions with additional verification.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • 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
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

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
EY CertifyPoint
ISO/IEC 27001 accreditation date
12/10/2016
What the ISO/IEC 27001 doesn’t cover
Everything outside of the hosted environment.
ISO 28000:2007 certification
No
CSA STAR certification
Yes
CSA STAR accreditation date
01/02/2020
CSA STAR certification level
Level 3: CSA STAR Certification
What the CSA STAR doesn’t cover
Everything outside the hosted platform application.
PCI certification
No
Other security certifications
Yes
Any other security certifications
  • Cyber Essentials (Plus)
  • Business Continuity Management ISO 9001:2015

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
Cyber Essentials Plus accredited
Information security policies and processes
We systematically evaluate our information security risks, taking into account the impact of threats and vulnerabilities. Risks raised through internal and external audits are reviewed at management meetings by our information security manager and head of business. We design and implement a comprehensive suite of information security controls and other forms of risk management to address possible security risks to new and existing ePEP developments and services. We continually review and update our security policies inline with ISO/IEC 27001:2013 security management standards. We are ICO registered, Cyber Essentials Plus accredited following legislation: DATA Protection Act (2018)/GDPR, Freedom of Information Act 2000, The Computer Misuse Act (1990) and Business Continuity Management ISO 9001:2015 / 27001.

Certification can be provided on request.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
All changes are checked before implementation by the technical team then the technical lead within a secure testing environment. Following the ITSM framework guidelines all version control, code changes are ticket logged, itemised and timestamped. All code branch changes are recorded and linked to each developer for accountability. Code is then automatically checked using GitLab CI/CD and then finally checked and signed off by senior level 3 developer before pushing to the live environment.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
We monitor a variety of sources including the National Vulnerabilities Database for new software vulnerabilities and vulnerability reports. The eGOV application undergoes internally and/or externally conducted penetration testing. New vulnerabilities are risk assessed and deployed to the live environment accordingly. Security risks can be actioned in less than one hour.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
We identify potential compromises and risks through using Anti-Virus software alerts configured to email triggers and notifications to our technical team and security officer. Technical availability is provided 24/7 365 day a year to ensure full detection protection is guaranteed. Once any compromise is detected a remedy is immediately implemented and timestamped, logged, followed by a risk assessment including the client.
Incident management type
Supplier-defined controls
Incident management approach
We have pre-defined processes for common events detailed within our company security procedures. Incidents are reported by telephone, secure email, live support log and are all automatically allocated with a unique ID. Technical support monitor and receive support ID alerts 24/7 and will set the level of priority agreed by the client. All security incidents are actioned immediately by our security officer. We follow legal guidelines for everything else, most common events are responded, resolved within 1 hour. Incident reports are provided and discussed with the client at each review meeting, the client can access this report within the portal.

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

Connection to public sector networks
Yes
Connected networks
Public Services Network (PSN)

Pricing

Price
£0.50 to £0.80 a person a week
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
We offer a 16 week collection trial for prospective clients.
Onsite training if required and trial setup costs will be applicable.
Link to free trial
https://epep.tv/epep-platform-free-trial/

Service documents

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