Cloud based, fully integrated finance system - Genera/ Nominal, Sundry Debtors, Purchase 2 Pay (digital automated invoice matching), Assets, Cash Management Ledgers and full reporting/dashboard visualisation. Can be extended to deliver full ERP functionality utilising other Civica Cloud products. Fully managed service including software & system administration via help desk.
- Device independent access;
- Cloud pricing modules for site licensing
- Real time visualisation and reporting tools,
- IFRS complaint integrated assets module
- Automated CIS and taxation faculties with HMRC link
- digital automated invoice receipt and matching
- purchase to pay facilities with punch dynamic punch-out,
- Cash management with integration to any UK bank
- Public sector specific features throughout
- Capital, revenue and payroll eBudgeting,
- Multiple device access
- Automation of financial processes
- eBudgeting with email and text alerts
- Automated debt recovery procedures including digital reminder services
- Managed administration service for new user set up/changes
- Automated CIS calculation, payment and posting to HMRC web site
- Automated publication redaction and exclusion of spend/contract details
- Cross year contract commitments, unlimited ledger code subjugated analysis
- Multiple access points including hyperlink, email and mobile devices
- Full multi –company support with integrated recharging.
£20 per user per month
- Education pricing available
Civica UK Limited
Civica UK Limited
020 7760 2800
|Software add-on or extension||No|
|Cloud deployment model||Private cloud|
As a fully hosted solution on our servers there are no hardware constraints and we specify our Service Hours
As the times during which the solution will be available for your use, subject to standard scheduled or emergency maintenance work. The target service hours for the solution are 24 hours per day, 7 days per week, 365 days per year. Civica proactively monitors the critical elements of your service during the service hours, i.e. 24 x 7 x 365, and any significant events will automatically alert our monitoring teams.
|Email or online ticketing support||Email or online ticketing|
|Support response times||
Each call is allocated a priority as follows:
1. Business Critical impact
2. Major Operational impact
3. Minor Operational impact
4. Minor Operational inconvenience
5. System Operation not impeded
|User can manage status and priority of support tickets||No|
|Phone support availability||9 to 5 (UK time), 7 days a week|
|Web chat support||Web chat|
|Web chat support availability||9 to 5 (UK time), 7 days a week|
|Web chat support accessibility standard||WCAG 2.0 AA or EN 301 549 9: Web|
|Web chat accessibility testing||Via Google Group|
|Onsite support||Yes, at extra cost|
|Support levels||Civica will respond to application related incidents as below and will take all reasonable steps to achieve a resolution within target timescales. Civica will respond to incidents relating to availability of cloud services in an accelerated timeframe: Level 1 - 2 working hours - 1 working day. Level 2 - 2 working hours - 5 working days. Level 3 - 2 working hours - 30 working days. Level 4 - 2 working hours - 60 working days. Level 5 - TBA|
|Support available to third parties||Yes|
Onboarding and offboarding
The product comes with online searchable help for each screen and can be added to and personalised by the user including links to web training guides and illustrations.
As part of the installation procedures for the service we provide on-site training for the senior users of the system who would usually provide end user training, However at additional cost we can also provide onsite end user training if required.
Full technical and software manuals are provided as are training manuals for each module / service. These may also be edited and recopied for internal use by the customer at no additional cost.
On-site visits by consultants will also take place to assist with individual configuration requirements and set up together with advice and guidance on importing historical data to any of the service modules and producing management / system reports.
|End-of-contract data extraction||
The data is all held within the united kingdom and can be exported in a variety of formats. The most usual method would be through the use of the embedded Crystal report writer that can export all data from any of the service modules in most industry standard formats and stored as required by the customer for uplift into a third party system as necessary. The customer would be responsible for extraction and file manipulation for uplift to a new supplier or subject to additional charge if done by Civica
As a SQL data base a number of tools can be applied to make the copying process uncomplicated – including direct access by excel and the database would be destroyed after all data has been removed / copied as necessary.
|End-of-contract process||Following completion of a service termination form an exit plan will be agreed including data extract arrangements.|
Using the service
|Web browser interface||Yes|
|Application to install||No|
|Designed for use on mobile devices||No|
|Accessibility standards||WCAG 2.0 A|
The software and API / web services that are being offered are inward facing only and do not have a public facing element in their own right. However we currently have some 80 public sector customers with thousands of users who will use adaptive software with the service. We have no detailed records of the results but also no outstanding support desk calls concerning this requirement.
However “Browsealoud” is one product that we have used with the system
|What users can and can't do using the API||Dependant on application/module|
|API documentation formats||
|API sandbox or test environment||No|
|Description of customisation||Tailored Dashboards.|
|Independence of resources||
Underlying hardware is dynamically allocated and balanced using VMware Dynamic Resource Scheduler (DRS). DRS ensures virtual servers are allocated the appropriate physical hardware resources at all times. DRS also enables virtual servers to be migrated to different physical hardware so system availability is maintained during planned or unplanned maintenance.
Storage is allocated via a flash storage array capable of maintaining high IOPS throughput.
|Service usage metrics||No|
|Supplier type||Not a reseller|
|Staff security clearance||Other security clearance|
|Government security clearance||Up to Developed Vetting (DV)|
|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||Supplier-defined controls|
|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 another standard|
|Data sanitisation process||Yes|
|Data sanitisation type||Deleted data can’t be directly accessed|
|Equipment disposal approach||Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001|
Data importing and exporting
|Data export approach||The data is all held within the UK and can be exported in a variety of formats. Usually this would be through the use of the embedded Crystal report writer that can export all data from any of the service modules in most industry standard formats. The user has direct access to the report writer and where the data extract is in the form of a file e.g., CSV, fixed length etc. then this would output to the export directory where it can delivered/copied to any location.|
|Data export formats||CSV|
|Data import formats||
|Data protection between buyer and supplier networks||
|Data protection within supplier network||TLS (version 1.2 or above)|
Availability and resilience
|Guaranteed availability||Civica’s standard core hours are 7am-7pm, Monday to Friday (excluding UK Bank holidays). Access to the service (remote access to data centre, domain names, network connections, IP addresses, hosted software and equipment) during core hours will have an uptime availability of 99.99%|
|Approach to resilience||Available on request.|
Infrastructure related scheduled maintenance will not occur between 07:00 and 19:00 Monday to Friday excluding English Bank Holidays. Maintenance will be arranged with a minimum of 3 working days’ notice, and will include a detailed description of the planned works, planned outcomes, and a detailed back-out plan, unless otherwise stated.
Unplanned outages will be notified via the Civica Service Desk.
Identity and authentication
|User authentication needed||Yes|
|User authentication||Public key authentication (including by TLS client certificate)|
|Access restrictions in management interfaces and support channels||Two factor authentication.|
|Access restriction testing frequency||At least once a year|
|Management access authentication||
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||Yes|
|Who accredited the ISO/IEC 27001||ISOQAR|
|ISO/IEC 27001 accreditation date||06/12/2017|
|What the ISO/IEC 27001 doesn’t cover||NA|
|ISO 28000:2007 certification||No|
|CSA STAR certification||No|
|Other security certifications||Yes|
|Any other security certifications||Cyber Essentials Plus|
|Named board-level person responsible for service security||Yes|
|Security governance certified||Yes|
|Security governance standards||
|Other security governance standards||Cyber Essentials Plus|
|Information security policies and processes||In order to provide a wide range of services to public and private sector organisations, Civica maintains an active information security programme. This programme requires regular internal and external audit inspection of both physical and logical data protection structures. The policies and procedures are aligned to ISO 27001 and Cyber Essentials Plus certifications.|
|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||
All hosted assets metadata is stored in a Configuration Management Data Base. This data base is access controlled to authorised staff only. The CMDB provides information essential to the secure hosting of client critical services.
Civica's Change Management process ensures that all changes are considered and planned, and appropriate, and that there is a clear audit trail of all changes.
|Vulnerability management type||Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402|
|Vulnerability management approach||
Civica has vulnerability management processes in place for ISO27001 and PCI-DSS. These processes are externally audited on an annual basis to ensure continued compliance.
For external vulnerability scanning, Civica employs the services of an external ‘CHECK’ approved provider to perform an annual penetration test against the external management IP interface. Supporting this, Civica is also certified to the CESG approved Cyber Essentials scheme. For high value financial hosted system, Civica also maintains a PCI-DSS v3.1 certification. In scope systems are subject to month internal and external vulnerability scans as well as a full penetration test twice a year.
|Protective monitoring type||Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402|
|Protective monitoring approach||
Civica take a proactive approach to information security through a process of continual monitoring and review. As part of a documented risk assessment methodology to identify and manage information security risks a dedicated security team update the risk register monthly.
Civica has a network monitoring solution in place ‘OpsView’ as well as a full antivirus and anti-malware solution. These technologies check the hosted services for errors, infections and unexpected network traffic and are support by Cisco IPS/IDS at the perimeter layer. This monitoring service provides defence in depth, against compromise, by detecting infections and suspicious networking activity within the environment.
|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||
Civica have developed an Incident Management process (PRM07) under ISO 20000 standards which details both the Incident and Service Request Management processes.
The Civica Service Desk manages end user Service Requests, Incidents and Requests for Change (RFCs) which can be logged by e-mail, telephone and web portal.
Monthly customer reports will detail incident information.
|Approach to secure software development best practice||Conforms to a recognised standard, but self-assessed|
Public sector networks
|Connection to public sector networks||No|
|Price||£20 per user per month|
|Discount for educational organisations||Yes|
|Free trial available||No|