Awaken Learning

BeOnline &Manage

A flexible risk and compliance management solution, BeOnline &Manage has a simple risk assessment and action register interface to create bespoke templates and workflows, effectively managing OHSAS/ISO and other international safety/compliance standards compliance and offers a COSHH register, First Aiders/Fire Wardens Management, Policy and Compliance Declaration and Drivers Management tools.

Features

  • Available through any browser, as an SaaS solution, mobile compatible
  • Easy to customise and fully upscalable risk management system
  • User friendly, simple interface to promote uptake across the organisation
  • Adaptable to your organisational structure and geographic locations
  • Create own risk assessment templates with tailored approval workflow
  • Flexible reporting, with interactive graphs and export of data/tables
  • Create, manage, assign and check progress in action plan register
  • Upload and store documents, provide policy guidance and support
  • Manage and locate chemical and hazardous substances
  • Manage drivers records, first aiders/fire wardens qualifications and ratio

Benefits

  • Easy to deploy, with free ongoing training and support
  • Manage actions progress through completion
  • Set risk assessment and actions review dates with cost/outcome evaluation
  • Create bespoke escalation and reminder rules
  • Simplify special events and travelling risk assessments approval
  • Record, monitor and report drivers records and qualifications
  • Analyse risk control measures in place
  • Promote safety culture throughout the organisation
  • Achieve national and international regulatory and best practice compliance

Pricing

£1500 to £8950 per instance per year

  • Education pricing available
  • Free trial available

Service documents

G-Cloud 10

872085834953812

Awaken Learning

Marco Bulmer-Rizzi

02083556144

marco.bulmer-rizzi@awakensoftware.com

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Hybrid cloud
Service constraints Not applicable
System requirements
  • 2GHz Intel Processor (or equivalent)
  • 2GB RAM (or higher)
  • 1024 x 768, 32-bit screen resolution
  • Internet Explorer 8 or higher - Javascript enabled
  • Safari, Opera, Firefox and Google Chrome – latest version
  • Adobe Acrobat Reader – latest version
  • Flash Player latest version - NB Flash removed from 2019

User support

User support
Email or online ticketing support Email or online ticketing
Support response times 1 hour during normal business hours, Monday through Friday 8:30AM to 6:30PM, excluding UK Bank Holidays
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 Unlimited support is available to client's designated system administrators during normal office hours, Monday through Friday 8:30AM to 6:30PM, excluding UK Bank Holidays.

Support is available via service desk, email, telephone and webex/remote connection.

On site support can be provided at a the published daily rate.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Unlimited, ongoing training and support is provided at no additional charge. System training is designed around clients' needs and requirements and delivered onsite, online or via user documentation if applicable.

Initial system training is delivered at key milestones during the initial roll out process maximizing user experience and knowledge.
Service documentation Yes
Documentation formats PDF
End-of-contract data extraction Data exports are available to all system administrators and managers in the reporting section of the management system. All data can be exported in CSV or Excel format, selected information is also available for export in PDF or Word format.
End-of-contract process As all data is available for export in CSV or Excel format directly from the management interface of the system, clients can extract data as and when needed. The full data exports allow clients to easily manage all data for future reference or further editing (i.e. for import in a new system).

Clients can remove any information that they do not wish to migrate or that is deemed not required. If additional, bespoke formatting of data is required - such as in the case of a client requiring specific formatting of information or other data manipulation - our daily rate for bespoke development would apply.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 8
  • Internet Explorer 9
  • 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 There are no differences between mobile and desktop services for management and reporting functionalities.

Some training content may not be suitable for mobile learning and not available for mobile access.
Accessibility standards WCAG 2.0 AA or EN 301 549
Accessibility testing Full interface testing is carried out yearly with users of assistive technology.
API No
Customisation available Yes
Description of customisation Branding of the application interface is carried out as on behalf of clients by Awaken team as part of the onboarding process.

Clients appointed system administrators can easily customise the application interface including structure, management reporting and access and email content and frequency is accessible by client from front end.

Full content customisation of training modules is carried out as required on behalf of clients by Awaken module development team at no additional cost as and when required.

Scaling

Scaling
Independence of resources Each client instance is logically separated and we implement live monitoring of each individual client instance resources, availability, and environment as well as higher-level monitoring for the entire hosted environment.

Analytics

Analytics
Service usage metrics No

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Conforms to BS7858:2012
Government security clearance Up to Developed Vetting (DV)

Asset protection

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 Managed by a third party
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 SSAE-16 / ISAE 3402
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
Data sanitisation process Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach A third-party destruction service

Data importing and exporting

Data importing and exporting
Data export approach Data exports are available to all system administrators and managers in the reporting section of the management system. All data can be exported in CSV or Excel format, selected information is also available for export in PDF or Word format.
Data export formats
  • CSV
  • Other
Other data export formats
  • XCL
  • WORD
  • PDF
Data import formats CSV

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • Private network or public sector network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

Availability and resilience
Guaranteed availability We guarantee our services to meet 99.9% availability, except in the cases of Force Majeure. Planned maintenance and software upgrades are carried out after business hours. Most maintenance and software upgrades are delivered with no service interruptions, where any temporary service downtime is required for the maintenance and software upgrade this will be limited to no more than 15 minutes and always carried out after working hours and with prior notification to the client.

Any issues reported through our service desk or telephone support will be answered according to the priority level (Level 1 - Fatal to Level 4 - Minor). Response time varies based on the priority level (60 seconds for Level 1 issues, 2 hours for Level 4 issues). Updates and resolution are provided at regular intervals of 2 hours until resolution. Specific SLAs and response times can be agreed with clients on request. Credit on the account would be issued in case service levels are not met.
Approach to resilience Information available on request.
Outage reporting We have live reporting including a dashboard, email alerts and other methods of notifications.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password
Access restrictions in management interfaces and support channels Access is restricted by both role and domain of responsibility.
Access restriction testing frequency At least once a year
Management access authentication
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password

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 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

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
  • Our hosting and cloud provider is ISO/IEC 27001
  • Our hosting and cloud provider is ISO 28000:2007
  • Our hosting and cloud provider isPCI certified

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified No
Security governance approach Our datacentre and hosting services meet ISO/IEC 27001 standards and are certified. Internal security governance is tested independently by a third party audit. Senior Management and IT Director have responsibility for implementing any recommendation or changes as appropriate.
Information security policies and processes Our Information Security policy is reviewed regularly and managed by senior management. Responsibility for information security policy rests with the IT Director and the Managing Director. Our security policies are reviewed at least every 6 months and appropriate training delivered to all staff every year.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach Our change control board manages the configuration and change management processes for all our services.

All changes and new development are tracked from original change request/new development submission to live deployment. Our change control board uses a variety of tools (including JIRA and Bitbucket) to manage the process, including security impact analysis and testing.

All changes and tests results are documented and versioned.
Vulnerability management type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach All our environments have real-time scanning and logging of suspicious activity, network scanning and system monitoring.

We follow a regular security and penetration test schedule using industry standard tools and best practices. We also work closely with a number of leading organisations to remain at the forefront of data security and drive our development forward.

Security patches and cloud environment upgrades and patches relating are fully managed by our hosting provider in real time, 24/7. Non-critical patches and security enhancement features are released as part of scheduled upgrade and maintenance schedule, typically every 4 to 6 weeks.
Protective monitoring type Supplier-defined controls
Protective monitoring approach Our systems are scanned 24/7 for potential compromises by automated systems as well as direct supervision by qualified personnel.

If a potential threat or compromise is detected an alert is generated and immediate investigation is launched to assess issue and identify remedial action.

Investigation is launched immediately on discovery of potential compromise and follows a regularly tested protocal and escalation process. Additional information is available on request.
Incident management type Supplier-defined controls
Incident management approach Users can report incidents through our service desk around the clock and as well as by contacting our offices during normal working hours. Incident updates and reports are provided by email and service desk ticket update.

Secure development

Secure development
Approach to secure software development best practice Conforms to a recognised standard, but self-assessed

Public sector networks

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £1500 to £8950 per instance per year
Discount for educational organisations Yes
Free trial available Yes
Description of free trial Content sample evaluation for up to 14 days

Documents

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