Selenity Limited

Selenity GreenLight - eForms & Workflow

GreenLight is a cloud based e-form system that removes the need for paper-based forms. Forms (including HR & Payroll etc.) are completed and submitted online, with alerts notifying relevant departments of actions. It provides an efficient, auditable and speedy process where information is communicated quickly and accurately across your organisation.

Features

  • Automate paper forms and manual processes
  • Highly configurable with definable fields
  • Customisable views
  • Attachment upload
  • Email alerts and notifications
  • Customised workflow
  • Real-time reporting
  • Access role based
  • Stand alone or bolt on to other products
  • Auditable process

Benefits

  • Easy to locate and quicker to submit, preventing lost paperwork
  • Simplified process cutting out unnecessary steps, increasing productivity and satisfaction
  • Forms are automatically routed, reviewed and approved online
  • No risk of mistakes as no more manually inputting data
  • Data integrity is maintained and compliance improved
  • Email notifications prompt action and resolving bottlenecks
  • Full audit and traceability of forms
  • Actions undertaking in the required timescales
  • Changes are instant with drag and drop form builder
  • Full reporting enables you to measure, improve and control processes

Pricing

£1.23 per transaction

  • Education pricing available
  • Free trial available

Service documents

G-Cloud 11

565151741947038

Selenity Limited

Deborah Saunby

01522 881300

deborah.saunby@selenity.com

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Private cloud
Service constraints NA
System requirements
  • Internet access
  • Internet browser

User support

User support
Email or online ticketing support Email or online ticketing
Support response times During Service Desk hours we will aim to respond between 30 minutes and 2 hours depending on the type of query.
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 24 hours, 7 days a week
Web chat support Web chat
Web chat support availability 9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard None or don’t know
How the web chat support is accessible Users are able to type and respond to questions and get answers from our Service Desk agents.
Web chat accessibility testing Accessibility testing is ongoing.
Onsite support Onsite support
Support levels Selenity provides system administrator help and support as standard. This is manned during office hours, 08:00 GMT to 17:30 GMT. Selenity will aim to respond to a query within minutes of receiving.

A Help and Support portal is provided that is available 24 hours a day for self-service.

Selenity operates a 24-hour emergencies only service which is available through the Service Desk number.

Selenity will also provide a dedicated Account Manager to support you alongside our Service Desk Support Team.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Selenity's Project Team have experience in successfully delivering hundreds of projects and will provide a proven implementation methodology in helping deliver your GreenLight solution.

Selenity will provide onsite training and/or online training from the point of implementing the solution to post implementation once GreenLight is live. As standard, training is part of the implementation process to ensure users are ready to use and administer GreenLight.

User documentation is available 24 hours a day via the Help and Support site.
Service documentation Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction There are two primary and secure methods for data extraction at contract end. The user can perform a data extract using the included reporting engine. The reports engine allows for data to be extracted using numerous formats including CSV, Excel and Flat-File. The secondary method is for our Service Desk to perform the data extraction and use a secure courier service to deliver the data.
End-of-contract process The system is a stand-alone, online solution. At the end of the contract the user has no obligation to continue with the service and there are no 'hooks' within the solution that would require use beyond the desired timeframe. Data is easily extracted by the user and if performed by the user, is at no cost.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • 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 The solution can be accessed via a web browser on a mobile device.
API No
Customisation available Yes
Description of customisation Any authorised user with the necessary role can customise the service. This includes colours and logos but not the layout. The functionality of the service is extremely customisable, including the ability to customise data that is captured, what is mandatory or not, some field labels, calculations, reportable information and more.

Scaling

Scaling
Independence of resources GreenLight is a cloud-based solution which enjoys the benefits of being able to scale up or down to service demand as required. 17 years of managing forms and workflows online has allowed us a unique insight into traffic patterns that means we can scale in advance based on time of day, year, month or even one-off events. Our Service Desk uses sophisticated monitor systems to watch for unusual usage patterns which can then trigger a scale-up in the service.

Analytics

Analytics
Service usage metrics Yes
Metrics types Audit and usage reports built in product.
Reporting types Reports on request

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Developed Vetting (DV)

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 once a year
Penetration testing approach Another external penetration testing organisation
Protecting data at rest
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
Data sanitisation process No
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 There is an extensive data reporting service included within GreenLight. Data can be exported directly in CSV, Excel and Flat-File formats. Exports can also be scheduled to run at predetermined times. The reporting service includes graphing and charting tools.
Data export formats
  • CSV
  • Other
Other data export formats
  • Flat file
  • Excel
Data import formats
  • CSV
  • Other
Other data import formats Excel

Data-in-transit protection

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

Availability and resilience
Guaranteed availability GreenLight is a cloud-based solution which enjoys the benefits of being able to scale up or down to service demand as required. The solution is designed to remove single points of failure where applicable providing further redundancy. Proactive monitoring and alerts support Selenity in resolving any identified issues to ensure a reliable and quick user experience.

SLAs are in place to support service uptime goals of 100%. The SLA is 99.92% minimum and Selenity average 99.99% service uptime.

In the event of a Service Disruption, Service Severity levels are invoked ranging from Severity 1 (Critical functionality is not working) to Severity 4 (minor issue identified and workaround provided whilst resolution is scheduled). The resolution target for Severity 1 is up to 4 hours. For further information, please view Selenity's Service Description with SLAs included.

Service Credits are not included in the standard SLA.
Approach to resilience Available on request.
Outage reporting For any outages or system performance issues, email alerts are sent to our users administration teams. In addition there is a message notification on the logon page to alert end-users. Planned maintenance is also communicated through these channels as well as through Circle, our online user forum.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
Other user authentication Username, Password, and Organisation ID.

and/or

Single Sign On (SAML 2.0)
Access restrictions in management interfaces and support channels The system is role based with view, add, edit and delete access roles for each element in the system. A user is assigned a role(s) with a list of elements and the permissions allowed.

Support channels are accessed Selenity's customer portal, requiring a username and password or through the products.
Access restriction testing frequency At least every 6 months
Management access authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
Description of management access authentication Three levels of user identification on login page, single sign-on (SAML 2.0), IP address filtering.

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 At least 12 months
Access to supplier activity audit information You control when users can access 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

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 BSI
ISO/IEC 27001 accreditation date 16/03/2018
What the ISO/IEC 27001 doesn’t cover Everything is covered.
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications No

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified Yes
Security governance standards ISO/IEC 27001
Information security policies and processes Selenity are a BSI ISO 27001:2013 accredited organisation. Selenity have an extensive list of policies focused on information security covering the use of 3rd party data, development and management of code, physical and logical security, data access control, employee requirements and more.

Ultimate responsibility is to the board, having several Information governance officers reporting to the CTO and a Data Protection Officer ensuring compliance.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach Selenity are a Microsoft house our full development lifecycle is managed using Microsoft Team Foundation Server. Every bug or enhancement is logged with a state and priority. The change will have wireframes and a storyboard, a coding strategy and a testing strategy before development commences. It will go through testing before following a release process in to production. Potential security impacts are captured by the Development team at code and test strategy time.
Vulnerability management type Supplier-defined controls
Vulnerability management approach Security threats will be discussed with the ISMS team and the CTO to assess risk. These will be logged and depending on the severity, a patch will be deployed the same day or sooner if possible. ISMS newsletters, websites such as Microsoft as well as services such as OWASP are used to identify any new vulnerabilities.
Protective monitoring type Supplier-defined controls
Protective monitoring approach Selenity deploys protective monitoring processes to reduce the risk of compromises. Code is reviewed for known potential compromises as well as 3rd party penetration testing. Any potential compromises identified will be logged and depending on the severity, a patch will be deployed the same day or sooner if possible.
Incident management type Supplier-defined controls
Incident management approach Selenity have processes in place for pre-defined events. Example events include software bugs, support queries or system performance issues that all follow set processes. These events are reported using phone, email or the customer portal where a colleague of the Service Desk will communicate the next steps. Updates are provided via the portal (Ticket/email notification) and response/resolution targets adhere to Selenity's SLA.

Information is reportable via the customer portal and use of Ticket history for full transparency.

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 Yes
Connected networks
  • NHS Network (N3)
  • Health and Social Care Network (HSCN)

Pricing

Pricing
Price £1.23 per transaction
Discount for educational organisations Yes
Free trial available Yes
Description of free trial Trial and customised demonstration systems can be made available, please contact us to discuss.

Service documents

pdf document: Pricing document pdf document: Skills Framework for the Information Age rate card pdf document: Service definition document pdf document: Terms and conditions
Service documents
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