Novate Staffing Limited

Novate Staffing copy

Novate is a cloud based solution that allows the Public Sector to manage and procure the engagement of temporary and bank workers. This is all ran by our state of the art technology.

Features

  • Bank Module: Identify manage rota and distribute to internal workers
  • VMS: Agency Vacancy Management of all role's to be distributed
  • Workforce Reporting Real time cost and time reporting - workforce
  • Integrated Timesheets Cloud based timesheet & payment system
  • Sales Ledger Integration Cloud based purchase and sales ledger integration
  • Management Information Facility to view and download the Management Information
  • Timesheet & Invoice Management Electronic timesheet & Invoice management
  • Efficient processes Removal of paper processes through cloud technologies
  • Accessible on the go Workers have accessibility via smartphones/tablets
  • Outsourced payroll with VAT savings

Benefits

  • Modular: The Portal can be tailored to the user requirements
  • Data management: MI enabling management data relating to clients workers
  • Ongoing Maintenance: Novate will provide ongoing maintenance of the system
  • Advisory Services: IR35 support to comply with HMRC
  • Implementation: Minimal impact during implementation
  • Payroll Service: Payroll management services in place ensuring timely payment
  • Third Party Integration: Aiding efficiency and reduce duplicating activities
  • Support: Novate will offer support to Clients, Agencies and Workers
  • Outsourced payroll
  • VAT savings

Pricing

£0 to £1000 per transaction per week

  • Education pricing available
  • Free trial available

Service documents

Framework

G-Cloud 11

Service ID

8 3 7 2 1 2 9 7 7 0 9 2 2 5 0

Contact

Novate Staffing Limited

Steve Aspin

03330439792

info@novatestaffing.co.uk

Service scope

Software add-on or extension
No
Cloud deployment model
  • Public cloud
  • Private cloud
Service constraints
There are no known constraints.
System requirements
  • No licensing cost to client
  • IE V9 or above and Chrome 50 or above

User support

Email or online ticketing support
Email or online ticketing
Support response times
Responses are made within 24 hours.
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
24 hours, 7 days a week
Web chat support
No
Onsite support
Onsite support
Support levels
Novate's ongoing support includes: On site presents for training support, 24/7 phone and email contact on going. Initial volume increase – seeking to maximise the number of workers going through the new process. Management Information – a range of management information is offered to the client giving them a greater level of visibility. Ongoing account management; Support to Temporary Workers, Agencies and Client. Full system support available 24/7 too.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Novate will host an implementation meeting with the major stakeholders within the clients organisation.

Our account managers and implementation team will work with the clients team to make sure they have a full understanding of how the system works and full onsite training and support will be given.

There is also online training guides and one on one training if needed. We can also offer train the trainer if needed but Novate would rather host the training our self.

Novate will work with the client on how and when they wanted to first launch the system and book all relevant training in advance.
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
Novate will arrange a meeting for the stakeholders within the organisation and discuss the exit plan.

Novate will do an extract of all data helped on behalf of the client and extract to a Excel/PDF and send all supporting documentation too.

The Client can also go on to the system and do the extract themselves if they wish too.

We will work with the client to make sure they have all the relevant information and documentation they need.
End-of-contract process
Novate will arrange a meeting for the stakeholders within the organisation and discuss the exit plan.

Novate will work with the client to make sure they are full aware of the exit plan and what is needed from them.

If the client goes with a new provider we will discuss how we migrate details that the client might need to migrate.

There is no exit fee for working with Novate so no extra cost needed.

Novate will need their agree notice period so they have significant time to do the exit plan.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
Our service has been specifically designed to be utilised on both a desktop and mobile device with no reduction in service.
Service interface
No
API
Yes
What users can and can't do using the API
We can provide the appropriate API coding to allow our clients the relevant access to the system. This will be configured as required with our clients.
API documentation
Yes
API documentation formats
PDF
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
Users can choose which services they wish to utilise from the list of services provided. Users are not obliged to use all of the services which we offer and can be customised to their individual needs.

Scaling

Independence of resources
We use multiple virtual servers which can scale to meet demand.

Analytics

Service usage metrics
Yes
Metrics types
Full management information can be obtained through the system which includes all key financial and usage information for the client. All key metrics that our clients require can be obtained in this way.
Reporting types
  • API access
  • Regular reports

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Conforms to BS7858:2012
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
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
Deleted data can’t be directly accessed
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
Our systems allow full export of data contained within the system to excel or CSV format. Only users that have the required authorisation to export this data will be able to create the reports. The reports are extracted from the reporting suite within our system.
Data export formats
CSV
Data import formats
CSV

Data-in-transit protection

Data protection between buyer and supplier networks
Other
Other protection between networks
We utilise HTTPS.
Data protection within supplier network
TLS (version 1.2 or above)

Availability and resilience

Guaranteed availability
We can guarantee a 99.99% uptime for service availability. Users are provided with manual processes for any downtime, to allow for no disruption in service.
Approach to resilience
This is available upon request.
Outage reporting
Email alerts, texts, phone calls can all be utilised to report any outages.

Identity and authentication

User authentication needed
Yes
User authentication
2-factor authentication
Access restrictions in management interfaces and support channels
We define all users throughout implementation and agree at this stage the relevant access levels for all key users. This can be updated periodically and users profiles updated within the system. All requests will need to be provided by a key director of the client to ensure access adherence.
Access restriction testing frequency
At least every 6 months
Management access authentication
Username or password

Audit information for users

Access to user activity audit information
Users receive audit information on a regular basis
How long user audit data is stored for
Between 1 month and 6 months
Access to supplier activity audit information
Users receive audit information on a regular basis
How long supplier audit data is stored for
Between 1 month and 6 months
How long system logs are stored for
User-defined

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
SGS UK Ltd
ISO/IEC 27001 accreditation date
14/04/2015
What the ISO/IEC 27001 doesn’t cover
All covered.
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
No

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
We have our own information and security reporting policy and process. It aims to ensure the appropriate confidentiality, integrity and availability of its data. The principles defined in this policy will be applied to all of the physical and electronic information assets for which we are responsible.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
We follow the guidance as laid out by ITIL. ITIL change management is a process designed to understand and minimise risks while making IT changes. Businesses have two main expectations of the services provided by IT: 1. The services should be stable, reliable, and predictable. 2. The services are able to change rapidly to meet evolving business requirements. By assuring that all proposed changes are evaluated for their benefits and risks, and that all impacts are considered. All changes are thoroughly tested and that each deployment includes a back-out plan to restore the state of the environment should deployment fails.
Vulnerability management type
Undisclosed
Vulnerability management approach
This is broken into 5 key stages: 1. Initial - the initial stage is a vulnerability management program 2. Managed - Defines a set of procedures for vulnerability scanning 3. Defined - Authenticated vulnerability scans are run on a weekly basis which produces reports to key managers 4. Quantitatively Managed - the specific attributes of the program are quantifiable and metrics provided 5. Optimising - optimising each of the metrics will ensure that the vulnerability of the system.
Protective monitoring type
Undisclosed
Protective monitoring approach
Potential compromises are identified by regular brut force testing, which generates result reports of any compromises. Once identified, we implement security patches as soon as possible, within no longer than 48 hours.
Incident management type
Undisclosed
Incident management approach
We request that all incidents are reported to our Service Manager, via telephone, email, text. All incidents are managed in accordance with our Incident Handling Policy which is available upon request. All incident reports are combined and sent to our clients periodically. We restore the service to the customer as quickly as possible, often through work arounds or temporary fixes to keep the service online.

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
£0 to £1000 per transaction per week
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
This would be discussed with the client on a case by case basis.

Service documents

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