Polonious Case Management and Business Process Automation
Polonious is a cloud based case management business process automation service. Polonious has API centric architecture to easily integrate with other systems and accelerate business processes whilst collaborating on tasks across services, departments and staff.
- Real Time Reporting
- Remote Access Via web interface
- Fully Configurable Process Creation from 5 to 750 users
- Mobile Access
- Hub for email and sms regarding a case or alert
- Improves productivity
- Improves Communication
- Centralises all information about cases without spreading across drives
- Flexible to any case process requiremen
- Highly secure
- Easy creation of an evidence pack
- Allocates, delegates and records case activity
- Sends reminders to secondaries if action doesn't occur or late
- Aggregates and automates business process in and across departments
- Removes manual processes and concentrates business processing
£25 per person per month
- Education pricing available
|Software add-on or extension||Yes, but can also be used as a standalone service|
|What software services is the service an extension to||Polonious integrates to mulitple systems in different situations and drives joins up multiple systems into a business process accelerator.|
|Cloud deployment model||
|Service constraints||No, Polonious is hardware independant and operates equally well within private data centres, aws or azure.|
|Email or online ticketing support||Email or online ticketing|
|Support response times||
Polonious provides an email ticketing support system in a "follow the sun" global 24 hour x 365 service level agreement. The support offered is around the system availability and not system changes.
The contracted service response times vary depending upon the criticality of the service required. The maximum response time is usually 4 hours at any given point in time.
|User can manage status and priority of support tickets||No|
|Phone support availability||24 hours, 7 days a week|
|Web chat support||No|
|Onsite support||Yes, at extra cost|
|Support available to third parties||Yes|
Onboarding and offboarding
Polonious provide end user training on site, off site or online. Training documentation is also provided.
Through experience, we have learned that users become more familiar with the system if we train super users on site as they become the experts that deliver value in the investment in the system.
|End-of-contract data extraction||We can provide encrypted hard drive with all database dumps (SQL) as well as some CSV data if that is preferred. Also uploaded documents, video, images are extracted at a reasonable T&M cost to extract.|
|End-of-contract process||Access to the data is free, Polonious will perform an extraction at an agreed rate for Time and Materials.|
Using the service
|Web browser interface||Yes|
|Application to install||No|
|Designed for use on mobile devices||Yes|
|Differences between the mobile and desktop service||
The mobile Android and IoS versions of the application are a field kit subset of the core Polonious system.
Cases for an individual, capture evidence, record actions, metrics, times, miles. Upload photos, recordings, video when connected to the internet.
|What users can and can't do using the API||Most major transactional and major database entities can be reviewed, updated, created with the REST API. We provide a quickstart and full documentation guide on how to use. We also have easy to integrate points outbound where an action on case triggers REST calls to another system without coding, just configuration (or with some work webservice calls etc.|
|API documentation formats|
|API sandbox or test environment||No|
|Description of customisation||
Polonious is a case management and business process concentrator and accelerator. Within the system are unlimited customisable workflows that are implemented against each of the business processes such as GDPR regulatory workflows that demonstrate activity and provide evidence of activity.
The system is totally configurable with areas such process automation to remove human interaction, automatic allocation of an activity e.g 1, an IoT endpoint is triggered and Polonious recieves an alert and allocates an investigator.
E.g 2: GDPR workflow Subject Access Request. A person performs SAR and this triggers Polonious to raise a case and push it via email to a case officer. Case officer accepts and Polonious records. If the case is not resolved within a specified time, escalations are sent.
Polonious usually educates super users who can create and administer the workflows so that extra costs for changes are removed.
|Independence of resources||
Polonious dedicates implementations in cloud environments to ensure system scalability and performance. Polonious draws upon scalable cloud architecture to dynamically demand further resources when necessary.
There are high availabilty options available for high throughput and/or critical performance systems.
|Service usage metrics||Yes|
|Metrics types||Outage incident tracking, others available on demand.|
|Supplier type||Not a reseller|
|Staff security clearance||Other security clearance|
|Government security clearance||Up to Baseline Personnel Security Standard (BPSS)|
|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 once a year|
|Penetration testing approach||Another external penetration testing organisation|
|Protecting data at rest||Encryption of all physical media|
|Data sanitisation process||Yes|
|Data sanitisation type||Deleted data can’t be directly accessed|
|Equipment disposal approach||A third-party destruction service|
Data importing and exporting
|Data export approach||We provide several methods to export data as csv, xls. Some reports can be extracted as PDF, ODF, DOC, DOCX|
|Data export formats||
|Other data export formats||
|Data import formats||
|Other data import formats||
|Data protection between buyer and supplier networks||
|Data protection within supplier network||
Availability and resilience
|Guaranteed availability||99.95% per annum through the implementation of high availability services.|
|Approach to resilience||Polonious relies upon cloud service providers to provide service resilience. Multiple instances of Polonious can be provisioned across high availability cloud services to provide enhanced resilience,|
Polonious provides outage information for service upgrades through email.
Polonious provides a dashboard through the standard support system.
Identity and authentication
|User authentication needed||Yes|
|Access restrictions in management interfaces and support channels||Management interfaces are restricted on Role Based Access Control. Access is limited to a number of staff performing operational support roles for the client.|
|Access restriction testing frequency||At least once a year|
|Management access authentication||
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||BestPracticesCertification.com.au|
|ISO/IEC 27001 accreditation date||28/08/2017|
|What the ISO/IEC 27001 doesn’t cover||The certification covers the design, development, deployment and support of Polonious Case Management Solutions and cloud based data hosting services.|
|ISO 28000:2007 certification||No|
|CSA STAR certification||No|
|Other security certifications||No|
|Named board-level person responsible for service security||Yes|
|Security governance certified||Yes|
|Security governance standards||ISO/IEC 27001|
|Information security policies and processes||The security policies are established in line with ISO 27001 recommendations with the CEO being responsible for security across the implementation. All security polices are reviewed and updated by the CEO.|
|Configuration and change management standard||Supplier-defined controls|
|Configuration and change management approach||
Service components are tracked through our natives PITS (Polonious Incident Tracking System).
Changes are assessed for security impact in line with our ISO 27001 documentation.
|Vulnerability management type||Supplier-defined controls|
|Vulnerability management approach||
All software used within the Polonious environment is compared against the CVV database for known vulnerabilities every 24 hours.
Patches are deployed in order of priority and are reviewed for severity and risk to the system and deployed in line with policy. Each patch has a different release time scale.
Threat information is collected from the open source CVV database as well as alienvault database.
|Protective monitoring type||Supplier-defined controls|
|Protective monitoring approach||
Polonious has an incident management process that is followed on being alerted by a customer or through proactive services supplied by alienvault.
All ncidents are responded to assessed in line with policy and process. Where proportionate a response can be provided at any time of the day.
|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||
Polonious has a pre defined incident management process which are reported and managed through the Polonious Incident Tracking Service.
Polonious provides templated incident reports that contains all of the relevant information around the incident and any remedial action taken that are provided to the senior management team for review.
|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|
|Price||£25 per person per month|
|Discount for educational organisations||Yes|
|Free trial available||Yes|
|Description of free trial||
Polonious will provide a trial version of the system for a limited period of one month.
The trial version is a cut down offering to demonstrate how the system provides case management and business process concentration and acceleration.
|Link to free trial||https://its.poloniouslive.com/pits/SignUpForPoloniousNow.do|