The Access Group

Access People & Payroll

Our HR solution combines the latest technology with HR best practice. This helps you automate your most repetitive tasks while enabling you to acquire, on-board, develop, nurture and retain your talent.
Our solution provides a secure, flexible and scalable platform for your People data and processes.

Features

  • Comprehensive HRIS leveraging Best Practice and Organisational logic,
  • Responsive Candidate Portal and Application system
  • On-boarding functions to interact with New Hires pre-start date
  • Engaging Self Service available across a range of devices
  • Manage/ Automate key processes including, Absence, Performance & Payroll
  • Assist Compliance including RTW, RTI, DBS, AE, Payroll Processing
  • Report & Analyse key People data/Knowledge
  • Training & Development and Performance management
  • Talent Profiling and Succession Planning
  • Employee Surveys & HR Case Management tools

Benefits

  • Provide a responsive and engaging experience for your People
  • Make HR information is readily available, support better decision making
  • Help you get the most from your Staff Performance
  • Engage with new starters, help make them day 1 ready
  • Identify and help you in retaining your Top Talent
  • Reflect your Employer brand across your HR system
  • Reduce manual processes helping you do more will less
  • Help Improve the HR service to employees
  • Support you in maintaining compliance
  • Be flexible to the changing needs of the organisation

Pricing

£2.00 to £6 per person per month

  • Education pricing available

Service documents

Framework

G-Cloud 11

Service ID

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

Contact

The Access Group

Richard Gyles

01206322575,3,2252

Richard.Gyles@theaccessgroup.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
Access Workspace - Access Payroll & Payroll Services
Cloud deployment model
Community cloud
Service constraints
None.

For information, Routine Maintenance is undertaken on 4th Tuesday of each month at 3.00 AM UK
System requirements
  • IE 10+, Edge, Firefox, Chrome or Safari (latest version)
  • Mobile Iphone, Andriod
  • Open ID Connect for Single Sign on

User support

Email or online ticketing support
Email or online ticketing
Support response times
Access has developed a range of support plans. Our online Knowledge base and Community service plans are available to all our clients. We have made significant investment in our client support tools. The Success portal provides around the clock access to log incidents, browse
articles and videos to find solutions. Our Support teams are available M-F 9-5 ( or 8-6 on Standard/Premium) On these plans P1 cases are responded to in 1 hour. Please refer to Access for further details
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
Onsite support
Support levels
Our policy of continual product development keeps your software up to date with important technological advances and fully compliant with any changes in legislation. Upgrades arising from this development programme are supplied to you within the terms of the Annual License agreement.

As you continue to use the solution, you will be supported by a network of people including your dedicated Account Manager. For day-to-day queries and technical issues our specialist HR and payroll help desks are there to deal with your support calls.

Our support team are multi-tiered; 1st Line, 2nd Line and Technical

In addition, you will also have access to a range of user events and forums and well as receiving our quarterly newsletter and meeting with your Account Manager.

The key features of these services are:

Access to the support desk is available Monday to Friday 8.00am to 6.00pm excluding bank holidays and Christmas closure. Additional out of hours support can be agreed if required.
Additional Support services can be provided as necessary
All outstanding calls can be tracked on-line
Customer Website Support
E-mail Support
On-line fault diagnosis through secure connections
Remote access
Telephone Support through a dedicated local rate charged support line
Support available to third parties
No

Onboarding and offboarding

Getting started
We tend to breakdown the training needs for a new client into three groups;

The core project team, including the ongoing admin users of the system and core finance and HR users.
The ‘Superuser’ group, made up of the chosen ‘champions’ of the new system in each of the business areas.
The wider end-user community who will generally be ‘occasional’ users of specific functions depending on their job role.

We would provide full classroom style training to the first two groups during the project to ensure the right level of familiarity and knowledge of the system.

For the third group, more options are available, however, our preference and general practice is to follow the train-the-trainer approach but we would be happy to discuss other options which would be available.

We provide clients with a wide selection of Training Guides (recorded videos are also available) to cover all areas of the solution (including; Core User guides for Navigation, managing hierarchy, posts, working patterns and employee rules, absence management, Training Administration as well as System Configuration Guides for more advanced users). Training Agenda and exercises templates are also provided.
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
Clients can either use the reporting and admin tools available or where required take advantage of our technical consulting services to assist with this.
End-of-contract process
Clients can either use the reporting and admin tools available or where required take advantage of our technical consulting services to assist with this.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 10
  • Internet Explorer 11
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install
Yes
Compatible operating systems
Windows
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
The full HR user interface can be access on a Tablet sized device, The Mobile module provides a optimised user interface on a smart-phone sized devices, using HTML 5 technologies. This provides a simplified interface. While the functions that are made available can be controlled from the System Administrator function, we would recommend this UI being used for the more detailed functions in our system such as detailed appraisals or timesheeting functions
Service interface
No
API
Yes
What users can and can't do using the API
The API is availble with the Enterprise edition is an employee detail based REST web service that enables third-party products to get employee data from Access HR

The third-party products are able to request a date range of employee changes through web service. Once Access HR has received this request, it sends out a set of specified information to the 3rd party product. The data exposed is a set of completely configurable fields, which can be defined using the tool.

Initially the tool is designed to be used by our implementation team, however as part of an initial engagement training can be provided to the client to enable them to use the tool on a ongoing basis. The tool is a development level tool so in addition to having being trained on the HR application, users should also be competent / accredited on SQL Server, IIS, as well as having experience developing integration with APIs.
API documentation
Yes
API documentation formats
PDF
API sandbox or test environment
No
Customisation available
Yes
Description of customisation
Administration users can control key system parameters, including, landing page content and design, User profiles and workflow attributes.

Scaling

Independence of resources
As the tenant population grows the resources that power the applications will also grow elastically to support the demand. This covers CPU, memory and storage as well as load balancer technologies that allow multiple server farms to exist providing the best in performance as well as resilience.

This growth in the underlying environment occurs without interruption to the applications so users will be provided with a consistently fast application experience.

Access is able to offer a range of application hosting options. including partially private, own instance options.

Analytics

Service usage metrics
Yes
Metrics types
User Login and Processes undertaken, workflow activities are recorded in the system. In addition to viewing the logs through the system administrator, these activities can be analysed through the system Business Intelligence tools. These can be used to identify utilisation around the system, as well time taken on key processes. This can help identify how well the system is being adopted across your organisation
Reporting types
Real-time dashboards

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
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
No
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 Tigerscheme qualified provider or a CREST-approved service provider
Protecting data at rest
  • Physical access control, complying with another standard
  • Encryption of all physical media
Data sanitisation process
Yes
Data sanitisation type
Explicit overwriting of storage before reallocation
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
Users can take advantage of the reporting tools available in the application to assist with exporting data
Data export formats
  • CSV
  • Other
Other data export formats
XML
Data import formats
  • CSV
  • Other
Other data import formats
Xlsx

Data-in-transit protection

Data protection between buyer and supplier networks
Legacy SSL and TLS (under version 1.2)
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

Guaranteed availability
We will use commercially reasonable efforts to make the SaaS available 24 hours a day, seven days a week, except for unavailability during emergency or routine maintenance. Our monthly availability has not dropped below 99.8% in any 4 week period in the last 12 months.
Approach to resilience
The Access Hosting solution has been designed to enterprise level with the highest possible specification for resilience and replication. Split across 2 of the UK’s premium data centres, the solution delivers replication and recovery options that are unrivalled in the mid-market arena.
The solution operates in a near continuous state across both datacentres minimising data loss in the event of a total data centre blackout. This is achieved using Zerto Virtual Replication and VMWare vSphere being delivered as a service to the Access user.
The solution has been designed so that there is no hardware single point of failure. Dual Firewalls are used to connect to dual switches, SANs and Physical Hosts. Internet connectivity is protected using the Border Gateway Protocol (BGP) ensuring connectivity in the event an outage of an upstream Internet Service Provider occurs.
The Physical hosts run VMWare ESX and operate within a VMWare vSphere cluster. One cluster node is located in Telehouse with the second in Equinix.
The use of these technologies ensures that storage and virtual machines are resident in both datacentres giving maximum flexibility in the case of a disaster.
Outage reporting
Users can subscribe to email alerts giving updates on scheduled maintenance and outages. An online portal is also available to clients

Identity and authentication

User authentication needed
Yes
User authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels
We operate role profile based Access Control - based on least privilege access. This applies to all our services
Access restriction testing frequency
At least every 6 months
Management access authentication
  • Dedicated link (for example VPN)
  • Username or password

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
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
01/09/2014
What the ISO/IEC 27001 doesn’t cover
Nothing is excluded from the Standard
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
All controls included within Annex A of the ISO27001:2013 standard.
Statement Of Applicability (SOA) available on request.

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
All change management is undertaken in line with ISO27001:2013 using JIRA for audit purposes.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
Patched and audited by our patch management system. All non-critical OS patches are applied within one calendar month of release, first into pre-production and then into production, as part of the scheduled maintenance window.
AV Updates - Signatures are updated hourly. / Rules are reviewed at minimum every 3 months. Logs are reviewed at minimum every 3 months.
Access staff responsible for the maintenance of our hosting services subscribe to industry newsletters, belong to various security forums and we additionally receive notifications from our vendors.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
We have traffic monitoring and content based alerting which alerts on changes to the site and/or traffic flows implemented at infrastructure and application level. We proactively monitor third party suppliers (hardware, OS, application/web and database server software) vulnerability reporting and security fix availability.
Any vulnerabilities found and fixes provided by third party suppliers are patched by our infrastructure team in a timescale appropriate for their level of severity. Any penetration test findings are fixed by Development in a timescale appropriate for their level of severity. Our infrastructure response is within 1 hour in the SLA period 8am-8pm Monday – Friday.
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
We operate a robust incident management process in line with ISO27001:2013
Staff are encouraged to report all incidents using a pre-defined process using a form available on our Company Collaborate site
Incident reports will be provided following forensics and closure

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
£2.00 to £6 per person per month
Discount for educational organisations
Yes
Free trial available
No

Service documents

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