Doc-works Ltd

AuditOnline

A fully-featured audit management system, empowering day to day users to complete, respond, report and action on all standards within an organisation to become and remain compliant, e.g CQC. Tablet/smartphone technology links direct to a powerful analytics portal comprehensively managing, automating and mandating action plans. Helpful wizards provide easy self-management.

Features

  • Paperless management of regular repeatable actions for compliance
  • Portal automates the completion, reminding and non-compliance of standards
  • Tablet and smartphone friendly, even in offline mode
  • Return on Investment over existing paper-based / spreadsheet methods
  • Satisfies compliance and governance statutes e.g. CQC
  • Remove duplicated processes by simplifying bespoke Audit forms
  • Define/Report on challenge areas, focusing organisations on what's important
  • Save tailored reports according to management level, reporting line
  • Create Group accountability sharing Standards among categorised teams
  • Define elements by Risk (e.g. High, Significant, Moderate, Low)

Benefits

  • Integrate AuditOnline with your existing software tools for powerful synchronisation
  • Gamification of labour-intensive, repeat tasks produces higher, more engaged responses
  • Validation prevents invalid responses reducing follow-up time
  • Real-time data enables management of non-compliances
  • Real-time data makes Managers more proactive predicting non- compliances
  • Automated corrective actions automatically assigned to the correct parties
  • Customised schedules/reminders for each audit category reduces manual intervention
  • Defining elements by risk, e.g High/Significant/Low focuses on priorities
  • Digital processes reduces time looking up data, checklists etc
  • Having proactive system over manual spreadsheets produces quantifiable improvements

Pricing

£3,000 to £24,000 a licence a year

  • Education pricing available
  • Free trial available

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at barry@doc-works.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 12

Service ID

9 1 9 4 6 5 6 6 6 7 2 9 9 1 9

Contact

Doc-works Ltd Barry Clark
Telephone: 01296668210
Email: barry@doc-works.co.uk

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
AuditOnline can be integrated with the Doc-works Scribe ePCR solution as well as Scribe forms builder for replacing other paper based processes.

Integration with customer's existing database systems, including Fleet Management solutions, Inventory systems, HR systems.
Cloud deployment model
Private cloud
Service constraints
Currently, apps are available for Windows, Android, and iOS deployment. However browsers on all devices, including iOS are supported for data completion as well as reporting.
System requirements
AuditOnline is a hosted solution.

User support

Email or online ticketing support
Email or online ticketing
Support response times
Service Level Agreements differ per customer. Emergency NHS Trusts currently using the service benefit from 4 hour SLA responses but generally receive calls well within 2 hours.
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
Onsite support
Support levels
All Accounts benefit from a dedicated Account Manager, named Front-Line Support Desk technicians, as well as a Project Lead and a System Architect. Required support for each customer is defined early in the scoping exercise depending upon skill levels and amount of internal resource. Doc-works provide all upfront hand-holding to enable the AuditOnline system to go live either within the customer's own network or hosted within Doc-works secure Cloud N3 connectivity for NHS customers is supported.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
AuditOnline is currently in use by thousands of NHS staff, with little or no training required, but offered at the outset and at regular account reviews. A train-the-trainer approach is
usually given, with an agreed number of hours / days depending upon geographic spread of the customer, included free of charge within the proposal. Additional days are charged according to distance travelled and time spent. Online training is provided for minor upgrade releases, refresher / new trainer starting. User documentation is provided tailored to each customer / level of user.
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction
Data is extracted in an agreed format by Doc-works at contract completion free of charge.
End-of-contract process
All costs to extract data are borne by Doc-works unless in a format prescribed by the Customer outside of standard database.

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+
Application to install
Yes
Compatible operating systems
  • Android
  • IOS
  • Windows
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
For Android, iOS and Windows mobile devices, an app is available. All forms can be completed either using the mobile app or desktop.
Service interface
No
API
No
Customisation available
Yes
Description of customisation
All forms, reports and saved report templates can be created per customer and per user.

Scaling

Independence of resources
System performance is continuously monitored and hardware changes provided accordingly.

Analytics

Service usage metrics
Yes
Metrics types
User activity is extensively logged, and reports can be run as appropriate.
Reporting types
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Developed Vetting (DV)

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
Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency
At least once a year
Penetration testing approach
In-house
Protecting data at rest
Other
Other data at rest protection approach
Servers are colocated in IOMart RapidSwitch Secure locations.
Data sanitisation process
Yes
Data sanitisation type
Explicit overwriting of storage before reallocation
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
Both standard and customisable reports can be exported as .csv by any authorised user. In addition, for users who require regular packs of reports to be run periodically,packs can be created, stored and run as appropriate. These packs can be run as word templates, therefore dropping in current data into a pre-existing user-defined presentation format, thus saving the manager many hours of creating word documents.
Data export formats
  • CSV
  • Other
Other data export formats
Word (.docx)
Data import formats
  • CSV
  • Other
Other data import formats
  • .csv
  • .xml

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

Availability and resilience

Guaranteed availability
The Supplier's required availability for all Services is 99.5% uptime, not counting planned maintenance times. The 99.5% availability metric will be measured by a rolling six month period during the Term of the Agreement. The services target is not to break more than three times per twelve months during the Term of the Agreement. A break is defined as the loss of access to a vital business function. The expectation is for the services not to break at all during the Term of the Agreement, however there will periodically need to be scheduled maintenance times that will be restricted to out of hours. For the avoidance of doubt, all scheduled maintenance times must be agreed in advance with the customer.
Approach to resilience
Information Available upon request.
Outage reporting
Email Alerts.

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password
Access restrictions in management interfaces and support channels
User access is defined at setup. Hierarchical access is granted depending upon user rights etc.
Access restriction testing frequency
Less than once a year
Management access authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • 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
User-defined
Access to supplier activity audit information
Users contact the support team to get audit information
How long supplier audit data is stored for
User-defined
How long system logs are stored for
User-defined

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
British Assessment Bureau
ISO/IEC 27001 accreditation date
22/05/2019
What the ISO/IEC 27001 doesn’t cover
Our ISO accreditation covers our full service delivery of our hosted products
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
No
Security governance approach
Strong passwords should be used to access all services. These can be enforced through hosted solutions security features. Strong passwords are defined as being having more than 8 characters, not matching standard “dictionary” definitions, and having at least 3 of the following 5 characteristics: 1 or more capital letters; 2 or more numbers; 1 or more punctuation marks; 1 or more symbols; Fewer than 3 of the same characters consecutively.
Information security policies and processes
Doc-works approach to governance is the set of responsibilities and practices exercised by the board and executive management with the goal of providing strategic direction, ensuring that objectives are achieved, ascertaining that risks are managed appropriately and verifying that the enterprise’s resources are used responsibly. Periodic reviews are undertaken in line with existing and future customer demand. Training of all staff in the implementation and protection of information assets is reviewed and undertaken annually. Benefits of information security governance to Doc-works and as advisors in turn to its customers is continually under review, with particular attention paid to GDPR. Doc-works Information Security policy is driven from the top-down, with communication documented in the defining of roles, responsibilities, authority and accountability.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
Development and change management are tracked using a toolkit of software development project management tools (e.g. Jira) and methodologies (e.g. waterfall and scrum). Once a change is requested it is fully scoped in partnership with key stakeholders and documentation is approved (usually via Jira). Security impact of changes are assessed during scoping, testing and final acceptance testing phases.
Vulnerability management type
Undisclosed
Vulnerability management approach
Doc-works Security Officer initially narrows down during the preparation phase known potential threats, attempting to identify only expected vulnerabilities. Once this is satisfied, only wider vulnerabilities can be assessed, both internally and externally using authentication. Keeping the overall approach manageable, Doc-works may employ several key staff during irregular periods of deployment to assess large and small threats. Known reference sites are utilised to inform of latest trends.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Through working with police authorities, Doc-works own protective monitoring approach adheres in part to the CESG Good Practice Guide for ICT. This includes detect & resist, the solution, reporting, investigating and dealing with security incidents and knowledge and awareness of how previous threats have been dealt with. Security scans are regularly undertaken to identify trojans, rootkits etc, with detection of changes to device status whether accidental or a deliberate act are monitored for malware attacks and similar.
Incident management type
Supplier-defined controls
Incident management approach
Doc-works' Information Security officer is responsible for investigating and taking appropriate action in all cases involving
loss, theft or unauthorised disclosure of Company information and for liaising with all executive management in the disclosure of
other information security incidents. The Information Security Officer would record and review all information security incidents
and make an annual report to the Board, recommending any further action. All staff would report any incidents through the security officer who would document within Doc-works' own
Management Information system.

Secure development

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

Public sector networks

Connection to public sector networks
Yes
Connected networks
NHS Network (N3)

Pricing

Price
£3,000 to £24,000 a licence a year
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
A proof-of-concept free trial is often provided for large users, sometimes across multiple departments for 1 - 2 months, with clearly defined success criteria agreed up front. Once success
criteria is confirmed, roll-out proceeds according to the original proposal.

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at barry@doc-works.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.