Allocate Software Limited

eJobPlan

eJobPlan is a web-based electronic job planning solution, designed to facilitate the job planning process for all staff that undertake clinical activity. It is the most widely used solution in the UK and is designed to ease the administrative burden and create standardised job plans across organisations.

Features

  • Facilitates job planning for all clinical staff groups
  • Set limits to number of PAs per job plan
  • Ability to track job planning progress in real time
  • Customisable clinical activity language by department or service
  • Built-in system of milestones and alerts
  • Ability to integrate with ActivityManager and MedicAppraisal
  • Fully integrated with operational rostering
  • Ability to link staff activity to specific objectives
  • Enables department managers to create service plan of activities
  • Identify over or under utilisation of resource

Benefits

  • Instils a defined job planning process within organisations
  • Easy to track progress of job planning
  • Drive consistency in job plan format and language used
  • Reduce administration tasks and paperwork
  • Improved visibility of job plan and staff resource
  • Easy to consolidate job plans with comprehensive reporting
  • Drive efficiency and accuracy with data insights
  • Flexible to wide range of organisations demands when planning
  • Ensures appropriate governance is in place when creating job plan
  • Transparency and fairness in activities remunerated

Pricing

£73.89 to £146.58 a licence a year

Service documents

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 bid.manager@allocatesoftware.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 12

Service ID

8 0 1 2 0 2 6 0 0 7 6 7 6 5 5

Contact

Allocate Software Limited UK Sales
Telephone: +44 (0)20 7355 5555
Email: bid.manager@allocatesoftware.com

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
EJobPlan is fully integrated and can be used in conjunction with Allocate's HealthRoster solution.
Cloud deployment model
Private cloud
Service constraints
Allocate will normally perform Scheduled Maintenance activities during Out of Hours. Emergency Maintenance may be required as a result of identifying a problem through on-going monitoring and management that could potentially cause an outage or failure of the SaaS Services. Allocate will use reasonable endeavours to provide the Customer advance notification if possible and manage such Emergency Maintenance in such a way as to minimise impact on the Customer's operations. Emergency Maintenance may be conducted at any time.
System requirements
Please see Service Definition for full details.

User support

Email or online ticketing support
Email or online ticketing
Support response times
Support is provided Monday to Friday, 08:00 – 20:00 including UK Bank Holidays (Support Service Hours). Support is telephone and web-based. Operational Support Services Response and Resolution Target Service Level: * Priority 1 - Within one (1) hour - Four (4) Support Service Hours * Priority 2 - Within one (1) hour - Sixteen (16) Support Service Hours * Priority 3 - Within one (1) Business Day - Forty-eight (48) Support Service Hours * Priority 4 - Within one (1) Business Day - Within the next Software release
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
No
Support levels
Allocate Software provide a single, priority-based support model which is included, at no additional cost, within the pricing document provided. * Priority 1 - Within one (1) hour - Four (4) Support Service Hours * Priority 2 - Within one (1) hour - Sixteen (16) Support Service Hours * Priority 3 - Within one (1) Business Day - Forty-eight (48) Support Service Hours * Priority 4 - Within one (1) Business Day - Within the next Software release At the point of “Go Live” the customer shall be assigned a Customer Success Analyst who shall focus on two key areas in their support of the customer: *Software Adoption – The Customer Success Analyst will visit customers and work with them to help them on their journey to realise financial and non-financial benefits from the software. Once baseline information has been assessed, an Adoption Account Plan will be prepared to identify and address key areas to help organisations better utilise the software. *Proactive Support – Using dashboards to monitor performance, engagement and the level of adoption, the Customer Success Analyst in collaboration with Customer Support, will be able to alert concerns proactively or provide assistance where a situation could be improved.
Support available to third parties
No

Onboarding and offboarding

Getting started
Allocate adopts and delivers many forms of training regimes based on the requirement of a project. Following implementation, Allocate will deliver a comprehensive training plan that will ensure the customer is fully trained in the use of eJobPlan and able to achieve the full benefits of the solution.
• During implementation, training will be delivered by the Implementation Consultant on a face-to-face, classroom training basis
• Training will be delivered to the project management team to ensure ongoing centrally managed delivery
• Expert knowledge will be provided in each functional area
• User guides and system documentation will be provided

Following implementation, Allocate will provide ongoing training via the Allocate Academy, which is designed to provide organisations with the formal training and accreditation needed to ensure that they have the confidence and skills to fully utilise eJobPlan. Moreover, our training and accreditation programmes are focused on job roles and career progression within the customer’s teams, guaranteeing that members of the team are trained to the highest standards, are empowered with knowledge, and achieve an in-depth understanding and confidence of the solution.
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction
Allocate Software (Allocate) shall facilitate and provide the necessary tools for the Customer’s extraction of its data stored using the Allocate Cloud Services prior to or on termination or expiry of this Agreement and subject to the foregoing it shall be Customer’s responsibility to extract all such data and Allocate shall not be liable for any losses, damages, costs or expenses resulting from Customer’s failure to do so. On request by the Customer, Allocate shall provide one backup copy of the Customer’s database for no additional charge. In the event that the Customer does not make such a request within one month of the termination or expiry of this Agreement the Data will be deleted.
End-of-contract process
All training delivered during the implementation phase of the solution is included within the contract price. In addition the following is included during the term of the agreement: *System maintenance *Upgrades *Support All system data remains the property of the customer and shall be returned (at the request of the customer) on expiry or termination of the agreement in a standard data format (e.g. SQL).

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Chrome
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
When accessed via desktop, Users have access to full system functionality. When accessed via mobile, Doctors have access to their job plan details and more.
Service interface
No
API
Yes
What users can and can't do using the API
Please contact Allocate Software to discuss further.
API documentation
Yes
API documentation formats
  • PDF
  • Other
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
EJobPlan is a Commercial Off The Shelf (COTS) solution.

Scaling

Independence of resources
The service is monitored by a suite of performance monitoring tools (e.g. SPLUNK), which are designed to ensure that as a customers storage and processing requirements increase, the service is adjusted to compensate. This ensures continual, optimal performance of the service.

Analytics

Service usage metrics
Yes
Metrics types
The Customer may request Allocate to provide performance monitoring reports and action reports. Subject to agreement on the type and frequency of reporting, Allocate may provide the following reports: *Occurrence of Faults and/or Service Availability issues *Provision of Workarounds for Faults and their applicable severity levels. *Scheduled Maintenance activities *Service Level Agreement Reporting
Reporting types
  • Regular reports
  • Reports on request

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Developed Vetting (DV)

Asset protection

Knowledge of data storage and processing locations
Yes
Data storage and processing locations
  • United Kingdom
  • Other locations
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 every 6 months
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
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • 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
Data can be extracted from the system at the push of a button. Data is extracted in formatted PDF or Excel outputs.
Data export formats
CSV
Data import formats
CSV

Data-in-transit protection

Data protection between buyer and supplier networks
  • Private network or public sector network
  • TLS (version 1.2 or above)
Data protection within supplier network
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

Guaranteed availability
99.8% Actual Service Availability is calculated as follows: Service Availability = Operational Time – service Downtime x 100 % / Operational Time
Approach to resilience
Our service is delivered via the Allocate Cloud, which is a private cloud infrastructure. It is delivered and run by Allocate Software including maintenance support and upgrade services – one accountable supplier. The Allocate Cloud infrastructure is built using fault tolerant clusters of powerful servers which are configured for a high availability software platform. A powerful fault-tolerant Storage Area Network (SAN) houses your data, providing safe data access which also allows dynamic migration of services; this enables resilience and scalability with no service disruption. The Allocate Cloud infrastructure and Cloud based applications are monitored in detail and in real time 24 hours a day, 7 days a week, and 365 days a year to ensure the service is healthy and performing correctly. Allocate perform regular capacity management reports to ensure we can meet demand for next month, next year and beyond. As and when your demand changes the compute power can increases with your growing requirement. Allocate’ s Cloud is kept up to date with regular security patches and system updates at all levels within the service solution. Antivirus and malware protection is kept up to date hourly and automatically ensuring the latest threats are kept at bay.
Outage reporting
Reports of outages are provided via email alerts

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Other
Other user authentication
System can be integrated with ADFS for single sign-on security
Access restrictions in management interfaces and support channels
The service restricts user access to only those functions that their security profile allows. These are configurable by the organisation, allowing for multiple user access levels. It ensures users are prevented not only from accessing, but also seeing menus or screens that they do not have permissions to access.
Access restriction testing frequency
At least every 6 months
Management access authentication
2-factor 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 receive audit information on a regular basis
How long supplier audit data is stored for
At least 12 months
How long system logs are stored for
User-defined

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
DNV GL
ISO/IEC 27001 accreditation date
04/12/19
What the ISO/IEC 27001 doesn’t cover
N/A
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
Yes
Any other security certifications
Cyber Essentials Scheme

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
  • CSA CCM version 3.0
  • ISO/IEC 27001
  • Other
Other security governance standards
Cyber Essentials
Information security policies and processes
The Information Security Policy of the Company is designed in accordance with ISO27001 and GDPR to ensure that: *The confidentiality, integrity and availability of information will be maintained at all times. *All regulatory and legislative requirements are met and reviewed regularly *Business continuity plans are in place and regularly maintained *All breaches of security must be reported by employees and investigated by a Senior Member of the Management team and any necessary action taken. This policy has been approved by the Senior Management Team and all managers are responsible for implementing the policy in their business area and ensuring adherence to the policy by their staff.

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
Every Change to part of the service is subject to the following process: • A formal written Change Request must be submitted for all changes • All scheduled Change Requests must be submitted in accordance with change management procedures (documented) • Each scheduled Change Request must receive formal CAB approval before proceeding with the change. • The CAB may deny a scheduled or unscheduled change. • A Change Review must be completed for each change, whether scheduled or unscheduled, and whether successful or not. • A log (“Change Management Log”) must be maintained for all changes.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
Allocate monitor for known vulnerabilities and act to mitigate: *‘Critical’ patches deployed within 14 calendar days of a patch becoming available *‘Important’ patches deployed within 30 calendar days of a patch becoming available *‘Other’ patches deployed within 90 calendar days of a patch becoming available *'Critical’, ‘Important’ and ‘Other’ are aligned to the following common vulnerability scoring systems: National Vulnerability Database Vulnerability Severity ratings: ‘High’, ‘Medium’ and ‘Low’ respectively (these in turn are aligned to CVSS scores as set out by NIST) Microsoft’s Security Bulletin Severity Rating System ratings: ‘Critical’, ‘Important’ and the two remaining levels (‘Moderate’ and ‘Low’) respectively.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
Allocate collect multiple types of audit information and it is regularly analysed. Basic intrusion detection technologies are in place at the perimeter devices. Applications and services are monitored and reported in real time to the Allocate Operations monitoring centre.
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
*Security Incident processes are in place for the Allocate Cloud service and are enacted in response to security incidents. *Pre-defined processes are in place for responding to common types of incident and attack. *A defined process and contact route exists for reporting of security incidents by consumers and external entities. *Security incidents of relevance to them will be reported to customers in acceptable timescales.

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
Yes
Connected networks
  • NHS Network (N3)
  • Scottish Wide Area Network (SWAN)
  • Health and Social Care Network (HSCN)

Pricing

Price
£73.89 to £146.58 a licence a year
Discount for educational organisations
No
Free trial available
No

Service documents

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 bid.manager@allocatesoftware.com. Tell them what format you need. It will help if you say what assistive technology you use.