Victoria Forms

Electronic Forms and Cloud-Based Processing System

Victoria Forms design bespoke electronic forms, and provide a range of 250 online template Electronic Forms and Calculators, for Revenues and Benefits, Licensing, Environmental Health and more. Our eForms are tailored to an Organisation's branding and provide in-form intelligence for error checking and validating responses, dramatically reducing application processing resources.

Features

  • Cloud Based System presents, processes and stores eForms
  • Bespoke Design Services Offered
  • Ready Made Template Library of over 200 forms
  • Standard eForm library regularly updated in line with legislation
  • BackOffice Integration - Capita Academy, Northgate iWorld, Idox Uniform
  • Saving capabilities for partially complete forms
  • Relevant questions appear only when needed
  • Optional Offline Forms, Attachments Module, Statistics Module
  • eForms accessed on desktop, laptop, mobile devices and tablets
  • Forms work in any browser with no additional software required

Benefits

  • Integration eliminates time spent on rekeying information
  • Online forms dramatically reduce printing costs
  • Intelligent forms reduce errors and improve user experience
  • Customer focused approach develops most efficient service for you
  • Over 10 years of experience with Revenues and Benefits
  • Readymade solutions allow customers to be up-and-running quickly
  • Forms are fully customisable allowing Councils to replicate existing forms
  • Anyone can fill in forms, no need to register beforehand
  • Secure save capability stops users having to restart forms
  • Completed forms easily downloaded as PDF for personal records

Pricing

£1000 per licence per year

  • Free trial available

Service documents

G-Cloud 10

780989516983436

Victoria Forms

Duncan Bayne

01284 701000

GCloudSales@VictoriaForms.co.uk

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 Victoria Forms Solution can integrate with third-party Back Office Systems provided by Northgate, Capita, Civica, Idox etc.
Additionally, the Victoria Forms System can link in with Payment Software, Risk Based Verification Software, Third Party Integration Software, Maps Software and CRM / Portal Systems.
Cloud deployment model Private cloud
Service constraints The main Enterprise Forms Server Software is only compatible with Windows and should be installed on Windows Servers.

Please Note: End Users can access eForms using any operating system, it is only the core software that is constrained to Windows.
System requirements
  • Windows Server 2008 (32 or 64 Bit) and above
  • Microsoft IIS7 and above (included free with Windows Server)
  • SQL Database

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Target response time: 60 minutes
Resolution of Priority 1 Problems caused by hardware failure: within 24 hours

Support Availability:
Monday - Thursday 09:00 - 17:30 GMT, Friday 09:00 - 17:00 GMT excl. UK Public holidays. Out-of-hours upon request
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), Monday to Friday
Web chat support No
Onsite support Yes, at extra cost
Support levels Email and Telephone support are included within product and maintenance costs at the times specified. Onsite Support is provided at extra cost, of £900 per day.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Victoria Forms appoint a named contact for the implementation phase, supported by Consultants, eForms Designers and the Technical Support Team. Through discussion, required information is obtained from the Buyer to assist Victoria Forms in the Setup of the Solution. Any changes required can be discussed and implemented at any time during the project.

Onsite Training is included within the Setup of the Core Enterprise Forms Server Software. In addition, Victoria Forms provide access to a range of Manuals to assist with the use of the software.

eForm branding is applied by Victoria Forms, with no need to involve web designers. For End Users to access forms, all that is required is to provide a link from your website to the appropriate eForm (the appropriate link will be provided by Victoria Forms). When a user clicks on the link, the appropriate eForm will open up in a new browser window on the End User’s computer.
Service documentation Yes
Documentation formats PDF
End-of-contract data extraction Off-boarding is straightforward; given the data being captured by the system in a submitted eForm is used or captured by the Authority for its own on-going processing and record keeping regularly. Therefore, any data held should already have been captured by the Buyer.

Victoria Forms can provide an additional 2 weeks’ access to the database for the Buyer to download any further eForms submitted in the last days of contract provision, to ensure it has sufficient time in which to download these and capture the included customer data.

When the Buyer has confirmed it has downloaded all records from the system or the 2 weeks’ additional access time has finished, Victoria Forms will permanently delete all data held securely under contract, including any backups to ensure it satisfies all its Data Protection requirements.
End-of-contract process At the end of the Contract, removal of the system is included within the Annual Maintenance Fee paid by the Buyer.

Using the service

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 Yes
Compatible operating systems Windows
Designed for use on mobile devices Yes
Differences between the mobile and desktop service Relates to end user online forms ONLY:

Mobile eForms are resized automatically to fit the device screen, and the eForm controls shrink to a minimalist bar across the top of the screen allowing more space for eForm questions to reduce excessing scrolling. Controls can be accessed via a mobile menu.
Accessibility standards WCAG 2.0 AA or EN 301 549
Accessibility testing The accessible eForm has no JavaScript, making use of basic HTML form elements only, ensuring that screen readers work through eForm fields without any unpredictable behaviour.
API No
Customisation available Yes
Description of customisation Buyers can request a bespoke eForm design service from Victoria Forms. Experienced eForms Design staff discuss requirements with the Buyer, and can create bespoke forms based on a given specification according to requirements.
Buyers also have control over eForm configuration options, via administrative staff who have an account on the core software, allowing complete customisation over content of information shown and sent to the End User at the point of eForm Submission, as well as some controlling eForm Features.

Scaling

Scaling
Independence of resources Each Victoria Forms Setup is independent of another. Buyers have the option of hosting their own solution internally, or Victoria Forms provide hosting on dedicated servers.

For the End User - the system enables the complete download of the entire eForm to the local user browser, including all the inbuilt intelligence. The next connection with the server is only when the eForm data is submitted on completion or saving of a part-completed eForm. Processing of eForm data takes only a few seconds. Many concurrent users can complete eForms while the server remains unburdened.

Analytics

Analytics
Service usage metrics No

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance None

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations
  • United Kingdom
  • European Economic Area (EEA)
User control over data storage and processing locations Yes
Datacentre security standards Managed by a third party
Penetration testing frequency Less than once a year
Penetration testing approach Another external penetration testing organisation
Protecting data at rest Physical access control, complying with another standard
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 importing and exporting
Data export approach The eForms System exports data as PDF files and/or XML Files.

All forms can be exported as PDF files. These can be be sent to a document system via email, or manual upload. Alternatively, with some custom coding, our system can generate detailed indexing information for each form, and send this along with the form, direct to a document system.

Selected forms can export as XML files, which can be sent to a Back Office System via connectors or APIs, to allow data to be integrated with existing Back Office Systems.
Data export formats Other
Other data export formats
  • XML
  • PDF
Data import formats Other

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)
Data protection within supplier network
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

Availability and resilience
Guaranteed availability Where Victoria Forms provide hosting, the eForms System will be hosted by Microsoft Azure. Microsoft’s data centers are engineered to provide 99.999% availability to meet their customer’s SLAs and service needs.

98+% Target Service Availability

98+% uptime guarantee does not include scheduled maintenance - normally conducted outside working hours and as previously notified.

Service Desk Support Hours
Monday to Friday
09:00 to 17:00 GMT
Excluding English bank and public Holidays and between Christmas and New Year. Out of hours technical support is available upon request and as mutually agreed.
Approach to resilience Information available upon request.
Outage reporting Within the Enterprise Forms Server System, any error alerts are displayed in the 'Filled Forms' area of the system, notifying users if there are forms waiting to be downloaded.

Should systems be unavailable for extended periods of time, Victoria Forms will notify the Buyer and will work to reinstate systems as soon as possible.

Identity and authentication

Identity and authentication
User authentication needed No
Access restrictions in management interfaces and support channels All data is held securely within an internal system, separate from the external system that presents eForms for completion. The eForms System is hosted on a secure servers, provided by the customer, or by Victoria Forms, from where converted eForms in PDF format, or XML data can be sent to the Council’s secure server / back-office system via a SOAP request over HTTPS (where these additional options have been procured). All data held is encrypted securely.

Where Victoria Forms provide hosting, the eForms System is hosted with Microsoft Azure.
Access restriction testing frequency Less than once a year
Management access authentication
  • Username or password
  • Other

Audit information for users

Audit information for users
Access to user activity audit information Users contact the support team to get audit information
How long user audit data is stored for User-defined
Access to supplier activity audit information Users contact the support team to get audit information
How long supplier audit data is stored for User-defined
How long system logs are stored for Between 6 months and 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 No
Security governance certified No
Security governance approach We follow best practice for maintaining security of data – our policies are incorporated into our contracts with customers.
Information security policies and processes Information available upon request.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach Victoria Forms use Source Control Software to track components of our services through their lifetime.

Changes are assessed using an in-house code review programme.
Vulnerability management type Supplier-defined controls
Vulnerability management approach Testing is carried out to assess potential threats to the service. Where possible, threats will be replicated and fixes/updates will be applied to the system to rectify any vulnerabilities.

Major System updates are applied every 18 months. Minor updates are applied approximately every 6 months. Where vulnerabilities have been identified, patches will be applied immediately.

Potential threats are identified via Penetration Testing, Customer Feedback and Regular research on current/potential threats.
Protective monitoring type Supplier-defined controls
Protective monitoring approach Potential compromises are checked for alongside vulnerabilities.

In the event of the discovery of a potential compromise, Victoria Forms will endeavour to correct the issue, and assess the impact and escalate priority as required.

Upon discovery of any compromise, Victoria Forms will escalate the incident to the highest priority, and will provide a response to the affected party within 60 minutes.
Incident management type Supplier-defined controls
Incident management approach Incidents or issues can be raised through our Support Helpdesk, which will be responded to by a member of the Support Team.

For high priority incidents, where the service availability has been affected, an Incident Report Form will be completed by Victoria Forms, and if required, provided to the relevant party.

Secure development

Secure development
Approach to secure software development best practice Supplier-defined process

Public sector networks

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £1000 per licence per year
Discount for educational organisations No
Free trial available Yes
Description of free trial Victoria Forms provide Buyers with links to a comprehensive selection of Demonstration eForms, which can be accessed at any time - completed, saved, and submitted.

A Free Trial of the core Enterprise Forms Server software is not available.

Documents

Documents
Pricing document View uploaded document
Service definition document View uploaded document
Terms and conditions document View uploaded document
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