West March Systems Ltd

TERMS Evolution Managed

We manage your entire MIS for you, all funding validations and submissions, provide a full web site, all technical updates, reporting and analysis. With an MIS manager responsible for data accuracy while you retain control Learner contact. ILR produced data with supporting data validation and automated reporting.

Features

• Fully Managed MIS
• ILR Funding and Statistics with Ofsted Reporting and Analysis
• Online Courses
• Staff and Tutor Tracking with Pay Claims
• Accounts and Finance
• Room and Facility Booking
• Courses, Curriculum, Exam and Enrolment Management
• Vulnerable Learner details
• Custom Report Designer

Benefits

• Full ILR Management with retained history of returns
• Data Entry
• Designed for Adult Education and Training Providers
• Assists with Ofsted Inspections
• Complete MIS Management

£2,000 a unit a year

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at mark.lancaster@westmarchsystems.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 12

Service ID

771213914437646

Contact

Mark Lancaster
08712 342499
mark.lancaster@westmarchsystems.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: No constraints
• System requirements: HTML5 Compliant Browser

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Within 2 hours during normal business hours which are Monday to Friday 9:00am to 5:30pm
• 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), Monday to Friday
• Web chat support accessibility standard: None or don’t know
• How the web chat support is accessible: A simple pop-up chat box via our online support desk.
• Web chat accessibility testing: None
• Onsite support: Yes, at extra cost
• Support levels: This system comes with a single standard support level package. Additional support or training is chargeable.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Online training and full user documentation with the option for onsite training.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
  • Other
• Other documentation formats: Integrated pop-up Help
• End-of-contract data extraction: Data can be exported from the system
• End-of-contract process: The user is assisted through exporting of data for local retention and then the held data is securely destroyed to ensure GDPR compliance.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • 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 different, both work via an HTML 5 compatible browser
• Service interface: No
• API: No
• Customisation available: No

Scaling

• Independence of resources: Isolated and managed servers with 24/7 monitoring and alerts. The scaling is based upon over 10 years of active monitoring and known usage levels.

Analytics

• Service usage metrics: Yes
• Metrics types: Build in statistics on user connectivity, enrolments and new learners. Web site Google Analytics.
• Reporting types:
  • Real-time dashboards
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Baseline Personnel Security Standard (BPSS)

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: ‘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
  • 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 export approach: There is a large suite of export options from which the user may choose the data to be exported. The export is then sent to the client.
• Data export formats: CSV
• Data import formats: Other
• Other data import formats:
  • Excel for Course Planning to a set planning template
  • XML for ILR importing

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

• Guaranteed availability: WMS shall provide at least a 99.5% uptime service availability level (Uptime Service Level) in respect of the software hosting services. This availability refers to an access point on WMS hosting provider's backbone network. It does not apply to the portion of the circuit that does not transit the hosting provider's backbone network, as the Customer is responsible for its own internet access. Availability does not include Maintenance Events, Customer-caused or third party-caused outages. If availability falls below the Uptime Service Level in a given calendar month, WMS shall credit the Customer's account by an amount calculated as the product of the total cumulative downtime.
• Approach to resilience: The use of Rackspace Data Centres with enterprise-grade infrastructure, managed by data centre specialists utilising highly trained engineers that monitor systems around the clock, constantly overseeing the security and uptime of the infrastructure. Multiple layers of redundancy with physical security, power, cooling and networks are each at least N+1 redundant.
• Outage reporting: Public announcements via our support forum and social media if serious outage. Direct email alerts to customers with telephone contact if serious.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
  • Other
• Other user authentication: Point to Point IP restricted access via Firewall
• Access restrictions in management interfaces and support channels: User defined access via the SLA with user provided access levels.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
  • Other
• Description of management access authentication: Peer to Peer IP restriction via Firewall

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: 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

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Certification Plus
• ISO/IEC 27001 accreditation date: 9/4/2020
• What the ISO/IEC 27001 doesn’t cover: Cryptographic controls as these are not applicable
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: PCI DDS D Self Certification
• PCI DSS accreditation date: April 2019
• What the PCI DSS doesn’t cover: Full Self Certification under PCI D - no hosted PCI information.
• Other security certifications: Yes
• Any other security certifications: Cyber Essentials

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: Certified ISO 27001 ISMS processes with full Risk Management, System Controls, Incident Management, Environmental Security, Document Control, Disaster Recovery and Business Continuity.

Operational security

• Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Configuration and change management approach: Certified ISO 27001 processes with ICT Patching and Log management, structured Software Development, Data Retention and Data Centre appraisal reviews. Managed via scheduled IT Exec audits and meeting with asset management control, review and change management. ; ; External procedure and process auditing, internal and external PEN testing.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Certified ISO 27001 and Cyber Essentials provide internal and external process for identifying managing and controlling threats and vulnerabilities. In additional external identification via PEN testing, anti-virus security and personnel checks. Threats are dealt with under ISMS and patches are deployed once assessed and approved.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Strict anti-virus, malware and associated tracking via industry standard professional software. System monitoring and management. Threats are managed and tracked via Asset Management System and escalated as necessary.
• 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: Processes defined under ISO 27001 with full incident management. External incidents reported via support desk electronically or via telephone communications with management via the Asset Management system utilising Incident Control processes, which can provide full reporting.

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: £2,000 a unit a year
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at mark.lancaster@westmarchsystems.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.