Reflections Office Solutions Ltd

ET-AIMS

A complete and integrated School Administration System. Student/staff/course management, staff cover, class management, attendance, assessments, timetabling, automated AI timetabling, live student status, authorised absences, absence plan monitoring, initiatives & interventions, progress monitor, learning objectives management, safeguarding, personal development, admissions, staff appraisals, student fees, Ofsted report preparation, staff portal, parent portal.

Features

  • School Management
  • Real-time reporting
  • Performance monitoring (growth & proficiency)
  • Safeguarding & Interventions
  • Timetabling (AI & manual)
  • Attendance
  • Personnel Management (students, staff, parents)
  • Online access from anywhere. No installations required
  • Over 35 built in modules

Benefits

  • One stop shop management suite
  • No add-ons required
  • On the fly Ofsted reporting
  • Advanced school performance analytics
  • Simplifying collaborative work
  • At a glance data -rich dashboards
  • Comprehensive student tracking
  • Built-in communications channels

Pricing

£250 to £400 per unit per month

  • Education pricing available
  • Free trial available

Service documents

G-Cloud 11

736043661880312

Reflections Office Solutions Ltd

Richard Thorndike

01214590000

richard.thorndike@reflections.ltd

Service scope

Service scope
Software add-on or extension No
Cloud deployment model
  • Public cloud
  • Private cloud
  • Hybrid cloud
Service constraints Must have internet access.
Browser (up to date Chrome/Edge)
System requirements Monthly/Quarterly/Annual license fees

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Within 2 hours (during working 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 Web chat
Web chat support availability 9 to 5 (UK time), 7 days a week
Web chat support accessibility standard None or don’t know
How the web chat support is accessible Zend Desk web chat support
Web chat accessibility testing None
Onsite support Yes, at extra cost
Support levels Built-in video support
Online/telephone support (free of charge)
Technical account manager
Call out charge is charged at £375 per day
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Online built-in video tutorials
On-site training & Telephone support
Service documentation Yes
Documentation formats
  • HTML
  • ODF
  • PDF
End-of-contract data extraction Excel, CSV, CTF formats
End-of-contract process No onboarding costs
No minimum term contract
No exit costs
Monthly/Quarterly/Annual subscription fee

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Microsoft Edge
  • Firefox
  • Chrome
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 Parents portal- responsive from desktop to mobile
Teacher system responsive to tablet/laptop/desktop resolutions
API Yes
What users can and can't do using the API List of students, staff, subjects and classes.
API documentation No
API sandbox or test environment No
Customisation available No

Scaling

Scaling
Independence of resources The system architecture and the use of public cloud allows for scaling of services

Analytics

Analytics
Service usage metrics Yes
Metrics types Public/private cloud data usage
Reporting types
  • Regular reports
  • Reports on request

Resellers

Resellers
Supplier type Reseller providing extra features and support
Organisation whose services are being resold Elevation Technology

Staff security

Staff security
Staff security clearance Other security clearance
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 Managed by a third party
Penetration testing frequency At least every 6 months
Penetration testing approach In-house
Protecting data at rest Encryption of all physical media
Data sanitisation process Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • 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 importing and exporting
Data export approach Excel, CSV and CTF formats
Data export formats
  • CSV
  • Other
Other data export formats
  • Excel
  • CTF
Data import formats
  • CSV
  • Other
Other data import formats
  • Excel
  • CTF

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 99.99% Uptime SLA (apart from scheduled maintenance & updates)
Approach to resilience Information available upon request
Outage reporting Email alerts

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication Username or password
Access restrictions in management interfaces and support channels A user-privilege system is built in to the main application- so that users of different roles and responsibilities can only see what they are allowed to see. A master administrator has final control and can quickly disable/configure credentials and privileges for all other users.

Currently 59 individual controls to enable school administrators to give granular control over any of ET-AIMS features. Every single request (to-and-from the server) is checked against the users privilege settings.
Access restriction testing frequency At least every 6 months
Management access authentication Username or password

Audit information for users

Audit information for users
Access to user activity audit information You control when users can access audit information
How long user audit data is stored for At least 12 months
Access to supplier activity audit information Users contact the support team to get 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 No
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 No
Security governance approach In the process of obtaining ISO27001 certification
Information security policies and processes GDPR compliant
Internal data access policies

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach Email alerts of new features well in advanced
Any urgent updates will have a video explanation of the updates
System alerts/messages of any new features or updates.
All changes require authorisation, logged and reported.
Vulnerability management type Supplier-defined controls
Vulnerability management approach Vulnerabilities are immediately fixed within minutes of detection.
Patches usually take 1 hour to implement. A priority system is utilised to schedule fixes and patches.
Protective monitoring type Supplier-defined controls
Protective monitoring approach Security Development Team regularly scan the software for vulnerabilities on a daily basis.
security personnel
Response is immediate
Incident management type Supplier-defined controls
Incident management approach Internal security policy process to handle incidences
An update pipeline is in place for patches and fixes (handled within an hour)

Secure development

Secure development
Approach to secure software development best practice Conforms to a recognised standard, but self-assessed

Public sector networks

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £250 to £400 per unit per month
Discount for educational organisations Yes
Free trial available Yes
Description of free trial Up to eight weeks, free of charge, using dummy data

Service documents

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