Empactis Ltd

Empactis Employee Health, Absence & HR Case Platform

Empactis provide a comprehensive platform to help organisations build a high performing workforce. It covers health, including absence management (planned & unplanned), ER / HR Case management, Health Case Management and Health Surveillance. The Health module includes the capability to manage all aspects of Occupational Health and associated resources.

Features

  • Reporting and requesting of all absence types
  • Notifications via email and SMS to managers and others
  • HR&ER Case Management with configurable workflow, documentation and reporting
  • Health Case Management (OH etc) , Health surveillance and reporting
  • Comprehensive real time insights and dashboards
  • Organisation manager stores org structure and interfaces with core systems
  • Tracking of all communications, related to cases and absences
  • Step by step task guidance for each user
  • Integrated with Microsoft office 365 and sharepoint
  • Works with single sign on, incl active directory and SAML

Benefits

  • Improves engagement between managers and employees
  • Reduces frequency and volume of unplanned absence episodes
  • Assists with GDPR compliance for HR&ER cases
  • Managers all 3rd party suppliers related to employee health
  • Supports compliance with equality and HSE legislation
  • Provides a platform to improve employee health
  • Manages workflow for all HR&ER case types
  • Guided management of absence episodes and cases
  • Detailed insights into employee health and absence data
  • Full visibility of absence , HR and health policy compliance

Pricing

£15 to £25 per person per year

  • Education pricing available
  • Free trial available

Service documents

Framework

G-Cloud 11

Service ID

8 5 7 4 1 6 4 9 2 6 5 1 0 0 3

Contact

Empactis Ltd

Matt Bergmann Smith

08450397994

mbsmith@empactis.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
Office 365
Cloud deployment model
Public cloud
Service constraints
No - the platform is highly configurable and has numerous integration options
System requirements
Only requirement is a modern internet browser

User support

Email or online ticketing support
Email or online ticketing
Support response times
All detailed in SLAs. Response times depends on the severity of the issue raised. For high severity issues response times remain the same at weekends. Lower severity issues are dealt with normal working hours Monday to Friday.
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
No
Onsite support
Yes, at extra cost
Support levels
Support is provided to trained super users within our clients who then provide 1st line support to employees and managers. Empactis provides 2nd line support to trained users.

Support costs are included in the annual license fees, with no limits placed on support volumes.

Every client also has an account manager with whom support requests can be escalated if required.
Support available to third parties
No

Onboarding and offboarding

Getting started
Depending on the scale of the implementation, a suitable project is set up. This can range from a simple "onboarding" web session to a full-scale corporate implementation consisting of teams from both sides.
Larger projects usually include onsite and online training.
Service documentation
No
End-of-contract data extraction
Clients can extract data at any time, not just the end of a contract. On request, all data can be supplied in a format to suit a clients requirement - as agreed on the signing of the contract.
End-of-contract process
This is dependent on the client's requirement and how many other systems have been integrated with. Usually, end of contract processes and data extraction is agreed before signing the contract.

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
The design is fully responsive, so mobile devices get a user interface designed for use on small screens and with finger touches and swipes.
Service interface
Yes
Description of service interface
There are various options for the service interface.
Accessibility standards
WCAG 2.1 AAA
Accessibility testing
None
API
Yes
What users can and can't do using the API
The API is used for transfer of data to and from the platform, not for set up.

The use of the API is set up and managed as part of a client implementation project.
API documentation
Yes
API documentation formats
  • Open API (also known as Swagger)
  • HTML
  • Other
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
There are a lot of configuration options. Too many to list here, although there are also "out of the box" set up options.
Main configuration options cover:
-Workflow
-Online documentation
-Reporting
-Notifications via email, SMS

Scaling

Independence of resources
The platform is hosted in the Microsoft Azure cloud utilising the latest platform and infrastructure as a service. This allows us to monitor service demand in real time and adjust resources accordingly. In addition, the platform is a modular architecture, so individual module performance is managed. User page time and responsiveness is monitored at all times.

Analytics

Service usage metrics
No

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Security Clearance (SC)

Asset protection

Knowledge of data storage and processing locations
Yes
Data storage and processing locations
European Economic Area (EEA)
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
Another external penetration testing organisation
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
  • Scale, obfuscating techniques, or data storage sharding
  • Other
Other data at rest protection approach
We use Microsoft Azure data centres and platform as a service
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
Via a request to their superuser who can provide a data export file, which is normally a zip file containing all data
Data export formats
CSV
Data import formats
CSV

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
99% Service Availability excluding scheduled downtime.

Refunds against SLA's are agreed depending on the scale of the implementation.
Approach to resilience
A full resilience statement is avialble on request.

In summary, syncronised data centres across the Microsoft Azure platform are used.
Outage reporting
Outage alerts are sent to registered super users at each client. Alerts and ongoing communications are sent from the support desk.

Identity and authentication

User authentication needed
Yes
User authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels
Each access requirement is assessed against the need before any access is provided. Access may be permanent or temporary and time-limited.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

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
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
No
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
Yes
Any other security certifications
Microsoft ISO and security accreditation for data centres

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
No
Security governance approach
Security is a major concern and taken very seriously, with the CEO taking personal responsibility.

Security is considered from conceptual design, through the development and into testing.

In addition, we utilise all the latest security measures as they become available via Microsoft Azure.

Our security processes, policies and design has been audited by numerous large scale clients.
Information security policies and processes
All policies are available on request.

In summary, we have numerous policies and processes related to security.

A regular data and security forum is held, chaired by the CEO. A dedicated DPO is present as is a senior representative from each key business function.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
We have a detailed change management process and development process.

The Change process is a client facing process with development process managed and enforced by a 3rd party management platform.

All changes are managed in via development,UAT, pre live and production environments.

All system changes and config changes are logged and all core platform security managed by the Azure PaaS.
Vulnerability management type
Undisclosed
Vulnerability management approach
As much as possible we leverage the threat monitoring, protection, and support from Microsoft Azure.

In addition, we monitor performance to highlight suspicious activity or threats.

Any deployment speed of patches is assessed against teh risk of the threat Vs the risk of rapid deployment. The normal release cadence is 10 days and micro releases can be applied as and when required.
Protective monitoring type
Undisclosed
Protective monitoring approach
We monitor and log all data access, log on activity and other metrics to highlight a potential compromise. This is all in addition to the protective monitoring provided by Microsoft Azure.

When a potential threat or compromise is flagged, our incident process is invoked - this can be initiated by any employee.

Speed of response will be as close to immediate as possible with further action decided once the threat level is formally classified.
Incident management type
Undisclosed
Incident management approach
There is a common process for incidents and all incidents are managed by the support team.

Users report incidents via the support team.

Incident reports are provided regularly back to clients via the support team with a final report provided once the incident is confirmed resolved by all parties involved.

Secure development

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks
Yes
Connected networks
  • NHS Network (N3)
  • Health and Social Care Network (HSCN)

Pricing

Price
£15 to £25 per person per year
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
For small organisations we offer a free trial and in some cases even a free service. This is on a case by case basis.

Service documents

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