Neuven Solutions Limited

Venloc

Venloc® was created as a cradle to grave, registration to invoice management tool for locum and bank staff. Our tech platform works to reduce your annual spend on direct engagement by up to 10%. This is achieved through fixing pay and charge rates by shift as well as monitoring compliance.

Features

  • Rate Standardisation and Cost Savings
  • Bespoke solution for bank and locum staff, including Direct Engagement
  • Specific in-built workforce management tool
  • Consolidated invoicing across all direct engagement
  • Full visibility of pre-agreed rates and fees
  • Ability to upload and store documents e.g. Right to Work
  • Candidate invoice tracking
  • Extensive worker compliance module
  • Web Access across multiple platforms
  • Intuitive & easy to use system

Benefits

  • Cost Savings up to 10% on bank or locum spend
  • Improved candidate engagement
  • Real-time management information
  • Reduction in temporary agency usage of up to 10%
  • No longer need to process individual payments
  • Streamlined administration
  • Visibility and control on a national basis
  • Monthly dashboard and real-time ad-hoc reporting
  • Reduction in candidate pay queries saving time & money
  • Account Management from industry experts

Pricing

£0.2 to £1 per unit per hour

  • Free trial available

Service documents

Framework

G-Cloud 11

Service ID

6 4 4 2 3 7 0 3 2 2 4 0 7 4 7

Contact

Neuven Solutions Limited

Jessica Lansdale

0161 437 4337

jessica.lansdale@neuven.co.uk

Service scope

Software add-on or extension
No
Cloud deployment model
Private cloud
Service constraints
There are no constraints with the Venloc system
System requirements
  • Locations must have internet access
  • Unlimited Licences are included in client agreement

User support

Email or online ticketing support
Email or online ticketing
Support response times
Within 24 hours (during office hours)
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
Onsite support
Support levels
Support is provided on a series of levels, which are all covered in the hourly transaction fee applied to timesheets which transact through Venloc.

Firstly Neuven operates a help desk to deal with any user based issues. The Neuven office is open Monday to Friday 08:30-18:00. The help desk is open Monday to Friday 09:00-18:00. Outside of these hours, there is a help desk email address. Emails will be responded to on the next working day.

Where issues are urgent or require escalating, this would then be raised to the relevant client account manager. The client account manager will deal with any technical or operational requirements and have in depth knowledge of the systems and clients operational requirements.

Where issues cannot be resolved by the account manager, these can be escalated further, to the Executive Sponsor within Neuven. The Executive Sponsor will have a good overall knowledge of the systems as well as the accounts and their requirements. They will also be meeting with Key and Senior sponsors on a quarterly basis.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Neuven would normally carry out an analysis of a clients agency usage over a 13 weeks period, with all client locations, agencies and job roles being reviewed . The data is then presented back to the client so demonstrate any cost savings which can be made, with new pay and margin structures to be agreed.

Once commercials have been agreed, Neuven will then set up the Venloc system with every client location, user, agency and job role. Everything in the system is completely adaptable and can be changed at any point to reflect client structure, user or pay changes.

Users, including both client and Direct Hire, are all given either face to face training or online webex training. This is supported by user guides and help desk support for any user who requires it.

The whole process, from analysis to first transaction should take around 8 weeks to complete.

In summary, Neuven build a bespoke version of the Venloc system for the client, and then carry out a full training programme with all users being given either face to face or online training before going live.
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
All information can be exported from the Venloc system into any format down to a granular level. These reports are available upon request.
End-of-contract process
After an agreed exit period, the Venloc system will remain open to users to review historical data, however, no future timesheets will be allowed to transact.

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
No operating difference between website and mobile versions
Service interface
Yes
Description of service interface
Venloc has been created to offer a cradle to grave, registration to invoice management tool for your locum and bank staff. Venloc can reduce your annual spend on direct and agency Locum labour by up to 10%. Our solution works for all types of Locum labour, across many different markets.
Accessibility standards
None or don’t know
Description of accessibility
The system has not been set up to meet any specific accessibility standards or for use with any specific assistive technology.
Accessibility testing
None
API
No
Customisation available
Yes
Description of customisation
Further validation fields can be added to the standard level of information capture.

Additional modules can be built on behalf of the client in relation to specific operational needs as well as in respect of wider industry forces.

Data outputs can be fully built and customised to meet client specifications and importing needs.

All customisations within and extracted from Venloc would be carried out by Neuven on behalf of the client.

Scaling

Independence of resources
Venloc is hosted by a third party provider, Rackspace, who are the worlds largest managed cloud provider using their CORE™ system.

CORE™ is the Rackspace proprietary hosting automation platform, designed to facilitate change control with the provisioning, changing, and scaling of a customer’s hosting environment. CORE™ seamlessly assigns work across Rackspace resources for issues that require multiple teams to troubleshoot, and by carefully controlling changes, we are able to achieve guaranteed up time and minimise any impact on customer business operations.

Analytics

Service usage metrics
Yes
Metrics types
Spend and Usage reporting, audit reporting
Reporting types
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Staff screening not performed
Government security clearance
None

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
Never
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
In-house destruction process

Data importing and exporting

Data export approach
The majority of data can be exported directly from the system by users. Any data which cannot be directly extracted and exported can be exported by Neuven upon request.
Data export formats
  • CSV
  • ODF
Data import formats
  • CSV
  • ODF

Data-in-transit protection

Data protection between buyer and supplier networks
IPsec or TLS VPN gateway
Data protection within supplier network
IPsec or TLS VPN gateway

Availability and resilience

Guaranteed availability
Each Client will have a bespoke SLA between themselves and each agency which includes KPIs for the continuous
management of service levels. The Venloc® Helpdesk is open Monday – Friday, 9.00am–5.30pm, for the real-time resolution of queries and questions, supported by a Neuven Account Manager. There is also an out-of-hours email facility. Server patching is performed once a month and deployed out of office hours. Any bug fixes or new functionality are deployed at times agreed with Neuven – usually out of office hours. System availability: 24 hours a day, 7 days a week. Telephone and Online Support Hours: Monday-Friday 9.00am-5:30pm
Severity Definitions:
• High: Urgent problem. Web site down or business critical problem
• Medium: Crash or bug affecting multiple users.
• Low: Presentation issue or bug which is limited to one user or can’t be replicated.
Approach to resilience
Available upon request
Outage reporting
Email Alerts

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Username or password
Access restrictions in management interfaces and support channels
All users are defined by a unique user ID and password. these are then used to restrict a user access to different modules within the platform.

Audit trails of all user actions are stored within the Venloc 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
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

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
Certification Europe
ISO/IEC 27001 accreditation date
21st October 2009
What the ISO/IEC 27001 doesn’t cover
Venloc is completely covered by the 27001 accreditation
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
No

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
We adhere to the principals set out in ISO 27001. We would be happy to discuss this in more detail as requested

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
Any changes to the Venloc system are scheduled in accordance with specific client needs. All components within the system are tracked and tested throughout their lifetime to ensure all modifications are implemented in a secure and risk free environment.

All changes are thoroughly means and security tested by both Neuven and Neuven's third party providers.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Venloc is hosted by a third party cloud provider Rackspace.

Their policy is to maintain an ISO 27001 certified internal vulnerability management policy that includes regular vulnerability assessments of the corporate network intended to identify, assess and remediate technical vulnerabilities
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Venloc is hosted by a third party provider Rackspace. Rackspace's policy on Protective monitoring is to provide their “RackWatch” program, which is a network monitoring service. Numerous monitoring levels are available depending on service level and segment. Their experienced technicians will automatically fix the problem depending on any chosen segment and their support policy
Incident management type
Supplier-defined controls
Incident management approach
Neuven employ a dedicated support team who deal with incident management within the Venloc system, Neuven maintains an internal incident reporting process, and users are educated both on hire and
during regular reoccurring training.

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
No

Pricing

Price
£0.2 to £1 per unit per hour
Discount for educational organisations
No
Free trial available
Yes
Description of free trial
Neuven can operate an evaluation period for any client based on an agreed set of terms and conditions.

Due to the nature of the Venloc system, and the set up process involved, when an evaluation period takes place, it is done so on the full platform.

Service documents

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