Geoff Smith Associates Limited

Cyclops Cloud Business Access Suite

GSA's Business Access Suite provides a common platform for you to streamline a broad range of business requirements . Including customer enquiries, disclosure requests, asset management, audit management, incident management, financial approvals , compliments to complaints. Versatile and simple, supported with a powerful document manager for all Media types.

Features

  • Configurable Solution for most general business processes
  • Integrated Document Management, template generation and Redaction capability
  • Activity Tasking to enforce Business Process
  • Time / Date scheduling with email alerts for deadline management
  • Report capability re demand and performance
  • Common appearance and functionality across your functions
  • GDPR auto or manual deletion
  • Full Record and Document Search-ability, Query function and Reporting provision
  • Activity and Action management with Decision and Appeal Recording
  • Comprehensively Audited, with Access Controls and Security Controls

Benefits

  • Logical and Easy to Use User-Interface
  • Store Request related Files, Emails, Images, Scanned-Documents, Templates
  • Configurable to suit different business process types
  • Paper free business process
  • Flexible Template creation, editing with email share or print options
  • Delivering optimal business-process for cost saving benefits
  • Legislatively compliant to enforce Response Timescales and SLAs
  • One system for use by many work areas
  • Full Search Ability: Record Data and Typed Document Content
  • Permission enabled usage with Role based Access Controls

Pricing

£300 per instance per month

Service documents

G-Cloud 11

585144150715696

Geoff Smith Associates Limited

Sheila Harris, Sales Department

01455 299100 x 0

sales@gsaltd.com

Service scope

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 The software can be used as a stand alone software but can also be integrated to other Geoff Smith Associates' software.
Cloud deployment model Community cloud
Service constraints None
System requirements
  • Client Web Browser requires any HTML5 compliant browser
  • User-editing of text in Microsoft files requires MSOffice2010 or above
  • Client deployment of Plugin Software recommended for user's benefit

User support

User support
Email or online ticketing support Email or online ticketing
Support response times GSA responds to support calls within one hour between the hours of 8 am to 6 pm Monday to Friday (excluding UK Bank Holidays) and we provide telephone, email and Remote Access assistance to customers and their systems. Out of hours, GSA provides access to log issues by email on a Support Portal which has functions to enable users to manage their Support Calls and also has a library of online Help Support material which is available to read.
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), 7 days a week
Web chat support No
Onsite support Yes, at extra cost
Support levels GSA's standard support includes a first line Customer Support Team, a range of second and third line Cyclops Specialist Support Engineers, Account Managers and Trainers available from our Leicestershire Head Office. We aim to respond to provide a response to all issues within 60 minutes between 8.am - 6 pm every weekday (excluding UK Bank Holidays).
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Each installation is different but GSA offer services of onsite Training, e-Tutorial training and a range of user documentation. We also provide 'hand holding' days during Service Commencement (Go Live). GSA's Trainers provide follow up support to Super Users and Users once a project has gone live to continue supporting the customer installation.

For the longer term, for interested customers we promote the formation of User Groups amongst customers for which free development hours are allocated to further develop the functionality of the software application.
Service documentation Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction The Exit Strategy provides the basis to plan the cessation of Service Delivery to the Customer, and Planning/Activities for orderly disengagement of Service Delivery. Such planning is provided in order to ensure safe delivery of Customer Data back to the Customer or completion of Customer instructions. The Exit Strategy plans the transfer and/or deletion of Customer Data to the Customer. GSAs standard output format and transfer method is a Backup of Data in native sql server format by transfer to an encrypted Hard Drive provided and collected by the Customer.
End-of-contract process During onboarding an Exit Plan/Offboarding Plan is documented and agreed with the customer. This document describes the required steps and expected attainments of the process of Exit Planning or OffBoarding from GCloud Services. As part of the process post Service Commencement a full set of Design details, Artifacts, and Data Dictionaries are provided to the customer.

The Exit Strategy provides the basis to plan the cessation of Service Delivery to the Customer, and Planning/Activities for orderly disengagement of Service Delivery. Such planning is provided in order to ensure safe delivery of Customer Data back to the Customer or completion of Customer instructions. The Exit Strategy plans the transfer and/or deletion of Customer Data to the Customer. GSAs standard output format and transfer method is a Backup of Data in native sql server format by transfer to an encrypted Hard Drive provided and collected by the Customer.

The Strategy covers the situations of an Orderly Exit Plan or an Emergency Exit Plan. An Orderly Exit Plan occurs on the natural expiry of the Service Delivery Contract, and an Emergency Exit Plan occurs if the Customer wishes at any point in time to voluntarily terminate the Service Delivery Contract.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install Yes
Compatible operating systems
  • Android
  • IOS
  • Linux or Unix
  • MacOS
  • Windows
  • Windows Phone
  • Other
Designed for use on mobile devices Yes
Differences between the mobile and desktop service The screens of the solution are designed to accommodate and resize to the device. This may mean the display of the screen changes into a tabular format to ensure display.
Service interface Yes
Description of service interface GSA provides out of the box Service Interfaces to its solutions to allow ease of integration with third party solutions. Out of the box interfaces including the creation of new records and the automated execution of queries for reporting purposes. We utilise an extensible framework allowing us to easily tailor our Service Interfaces to your bespoke requirements. We provide Web Services using JSON and XML to securely exchange data between applications.
Accessibility standards WCAG 2.1 AA or EN 301 549
Accessibility testing None . Interface Testing has been limited to specific users within our customer base only.
API Yes
What users can and can't do using the API An accessible xml web-service API that allows data to be requested via a web-service and returned to a calling application can be provided to enable the receipt of or provision of data to or from other systems. In some installations this facility can be used to interface with other customer applications but is provided as required.
API documentation Yes
API documentation formats PDF
API sandbox or test environment Yes
Customisation available Yes
Description of customisation Within parameters the Application can be customised to suit the end customer such as showing/hiding Tabs and fields. Additionally a Static Maintenance Tool enables Super Users to set and edit Drop Down Box options, setup WorkFlow Tasking in a linear business process and all System and Field Help Text. Access to most functional options such as Delete, Publish and New Record Buttons are privileged and can be enabled/disabled for specified User Role access.

Scaling

Scaling
Independence of resources Working with our IAAS Supplier, we use resource reservations and shares such as internet bandwidth shaping to guarantee that users are not affected by the demands from other users. At the start of a Project capacity planning for the required infrastructure is undertaken to ensure that adequate capacity is provided, that usage is monitored and additional capacity is available for provision upon demand.

Analytics

Analytics
Service usage metrics Yes
Metrics types A dashboard of basic service metrics provided by the IAAS provider is shared with the customer relating to the infrastructure such as CPU, Disk, Memory, Network usage.
Reporting types
  • Regular reports
  • Reports on request

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Conforms to BS7858:2012
Government security clearance Up to Security Clearance (SC)

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 Yes
Datacentre security standards Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency At least every 6 months
Penetration testing approach ‘IT Health Check’ performed by a CHECK service provider
Protecting data at rest Physical access control, complying with CSA CCM v3.0
Data sanitisation process Yes
Data sanitisation type Explicit overwriting of storage before reallocation
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 Most Record and Document screens in the Cyclops Application (if not all) have an Export Option enabling users to export selected data and files. The Export function is a Privilege which can be enabled or disabled for users and this is administered by a Super User.
Data export formats
  • CSV
  • Other
Other data export formats
  • Pdf
  • Excel
  • Copy to clipboard
Data import formats CSV

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks Private network or public sector network
Data protection within supplier network TLS (version 1.2 or above)

Availability and resilience

Availability and resilience
Guaranteed availability The level of availability guaranteed by our IAAS provider is 99.99%.
Approach to resilience The IAAS Service Provider we utilise in the delivery of our GCloud Application has a service which is deployed across a number of zones. Each zone is designed to eliminate single points of failure including power, network and hardware.
Outage reporting All outages are reported by our IAAS Service Provider via a Portal Service Status page and the notifications service within the UKCloud Portal. Outages are identified as Planned maintenance, Emergency maintenance, and platform issues. GSA then makes contact with the GCloud Customer to communicate the Outage and discuss the service details.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password
Access restrictions in management interfaces and support channels GSA provides an Application Management interface to control User Access and the Role Based Access Controls of our solutions. This interface is separate from the main application and users must be separately authenticated in order to be granted access.

GSA utilises the DeskPro service desk solution as our Support Management Tool. This tool is accessible via https://support.gsaltd.com and only pre-authorised users within our customer organisations are granted access. Calls may be received via telephone and/or email but these are also logged within DeskPro and assigned accordingly.
Access restriction testing frequency At least every 6 months
Management access authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password

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 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

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 QMS International Ltd, NR3 1DJ Company Number: 9512735
ISO/IEC 27001 accreditation date Current Certificate 24 September 2010
What the ISO/IEC 27001 doesn’t cover Nothing. All elements of GSA's application design development and supply of solutions are covered.
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications Yes
Any other security certifications
  • IAAS provider holds Cyber Essentials and Cyber Essentials Plus Accreditation
  • IAAS provider holds ISO27018 Accreditation
  • IAAS provider holds PSN Accreditation
  • IAAS provider holds ISO30000 Accreditation
  • GSA holds ISO27001
  • GSA holds Cyber Essentials Plus Accreditation
  • GSA holds police specific Security Accreditation

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 Geoff Smith Associates are an accreditation led company who hold ISO 9001 Quality Management Systems, ISO 27001 Information Security Management Systems, ISO 14001 Environmental Management Systems, BIP0008 Code of Practice for legal admissibility and evidential weight of linking electronic identity to documents compliance, specific Police Security accreditation, Cyber Essentials and Cyber Essentials Plus is under current Assessment during April 2017. All GSA staff are Security Vetted to NPPV Level3 SC+. GSA's IAAS provider has accreditation of CSA STAR, ISO27001, ISO27018 and ISO20000, with service accreditation by a National Cyber Security Centre (NCSC) Pan Government Accreditor (PGA) for the services provided to the Department for Work and Pensions (DWP).

GSA follow Policies and Processes determined from our accreditation. This compliance is audited by internal and external auditing and trained for by our internal training staff who deliver induction, project-specific, Application-specific, team, role and customer-specialist training. They also deliver annual training such as Security and Team Training. Resource Planning and outputs are defined in Company Roadmaps and there is a staffing hierarchy which means most staff work to or one Manager away from a Director. This approach leads to clear decision making and a simple communication pathway within the company.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach Geoff Smith Associates is an ISO9001 accredited company and we operate to Change Management Policies and Processes which are subject to Internal and External Audit scrutiny as part of our accreditation process. A robust and formal Change Management Process is implemented to control and ensure a managed implementation of required changes to a provided system.
GSA's IAAS provider works to Policies and Processes which are implemented, maintained and assessed in accordance with the guidance from ITILv.3 and the current ISO20000 standard utilising a Change Management Board.
Vulnerability management type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach Both GSA and our IAAS provider are ISO27001 accredited. The IAAS provider follows a documented vulnerability management policy and process, which have been implemented, maintained and assessed in accordance with the guidance from ITIL v.3 and the current ISO20000 and ISO27001 standards. Where technically possible, real-time updates and status reports are identified and sourced from credible vendor sources, which cover a significant proportion of UKCloud’s asset population. For other systems and software, assigned personnel have responsibility for regularly reviewing technical forums and specialist groups to promptly identify and evaluate any emerging patches or updates which require our attention.
Protective monitoring type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach GSA's IAAS provider follows best practice from the National Cyber Security Centre, protecting both Assured and Elevated platforms with enhanced protective monitoring services (SIEM), at the hypervisor level and below. Theapproach to protective monitoring continues to align with the Protective Monitoring Controls (PMC 1-12) outlined in CESG document GPG13 (Protective Monitoring for HMG ICT Systems). It includes checks on time sources, cross-boundary traffic, suspicious activities at a boundary, network connections and the status of backups, amongst many others. All alerts are immediately notified to the IAAS NOC for prompt investigation.
Incident management type Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach GSA's IAAS provider has a documented incident management policy and process, which are implemented, maintained and assessed in accordance with the guidance from ITILv.3 and current ISO20000 and ISO27001 standards. This activity is responsible for the progression of alerts generated by automated monitoring systems, issues identified by IAAS personnel, and incidents identified and reported to the IAAS by its customers/partners. All incidents are reported into a central ticketing system, which ensures that each is promptly assigned to an appropriate resource, and its progress tracked (and escalated, as required) to resolution. GSA operates to a robust and tested Incident Management process.

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
  • Public Services Network (PSN)
  • Police National Network (PNN)
  • NHS Network (N3)
  • Joint Academic Network (JANET)
  • Scottish Wide Area Network (SWAN)

Pricing

Pricing
Price £300 per instance per month
Discount for educational organisations No
Free trial available No

Service documents

pdf document: Pricing document pdf document: Service definition document pdf document: Terms and conditions
Service documents
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