OPTIME Scheduling Cloud - Timetabling, Room Booking, Exam Scheduling, Ceremonies, Placement
EventMAP provide solutions that get right to the core of timetabling, scheduling, resource and space planning issues within Education (Higher and Further) and training institutions within Public Sector (Health and Law Enforcement). Solutions have been designed in partnership with end-users to provide powerful, flexible tools optimising the utilisation of resources.
- Academic Timetable and Training Schedule Management
- Room Booking Management
- Ceremony planning and management
- Examination Scheduling and Management for examinees and invigilators
- Intuitive User friendly design accessible on numerous devices and browsers
- Ability to auto-generate timetables and schedules
- Auto Approval process for room booking requests
- Import tools and APIs enabling integration with other systems (eg.Outlook)
- ADFS User authentication integration
- Placement - work placement management
- Supports institutions achieve the Smarter Scheduling of resources
- Drives the optimisation and utilisation of resources associated to scheduling
- Process efficiencies through automatic creation of timetables based on constraints
- Availability of resources made transparent
- Users have Real-Time access to information
- Enables scenario modelling and 'what if' planning
- Solution accessible from any site or location, supporting flexible working,
- Holistic view of resource usage enabling informed management decision making
- Enables KPIs and targets to be monitored and achieved
- Single source of truth for timetabling and scheduling information
£0.95 per licence per year
- Education pricing available
- Free trial available
|Software add-on or extension||No|
|Cloud deployment model||Public cloud|
|Service constraints||No Constraints|
|System requirements||None applicable|
|Email or online ticketing support||Yes, at extra cost|
|Support response times||First response within 24 hours of ticket being raised (Monday to Friday)|
|User can manage status and priority of support tickets||Yes|
|Online ticketing support accessibility||None or don’t know|
|Phone support availability||9 to 5 (UK time), Monday to Friday|
|Web chat support||No|
|Onsite support||Yes, at extra cost|
As part of the contract and licence the following support is included:
A key contact is provided for to all clients and they will be responsible for resolving all technical matters. Regular meetings will be agreed with the client .
Raising issues should be directed to and processed via the EventMAP Support Centre.
-Where an issue is emailed these will be added to the Support Centre
-Where an issue is raised over the phone these will be added to the Support Centre and not resolved over the phone unless the issue is urgent.
Queries or Issues raised are categorised as follows:
1. Bug – breaks standard functionality of software.
2. Bug (External) – due to external circumstances outside of EventMAP control.
3. Incorrect behavior – functionality is not as expected.
4. Change Request – a problem with software which does not break standard functionality, but impacts usability of the software.
5. Feature Request – requests for new developments
Feature Requests may incur additional development related costs where the request is bespoke to the client or not on the immediate Product Roadmap.
A detailed service level agreement will be provided to the client when on-boarding.
|Support available to third parties||Yes|
Onboarding and offboarding
Users are provided with training manuals and relevant documentation during the course of the project.
In built help documentation is provided within the system
Onsite training services can be provided (at a daily charge, please refer to SFIA). Dependent on the buyers needs training services can be tailored, whether training large groups or 'train the trainer'
|Other documentation formats||Word|
|End-of-contract data extraction||
Reports can be downloaded in various formats including csv utilising the reporting suite.
During the off-boarding period, together in partnership with the client the most appropriate format for the data to be provided can be agreed.
|End-of-contract process||Should the client decide not to extend the contract. Prior to the contract end date there will be an off-boarding period (the duration of which will be agreed with the client). The system and all associated data will be deleted after 1 month or deleted immediately on request.|
Using the service
|Web browser interface||Yes|
|Application to install||No|
|Designed for use on mobile devices||Yes|
|Differences between the mobile and desktop service||Menus adapt dependent to screen size.|
|Accessibility standards||None or don’t know|
|Description of accessibility||OPTIME Scheduling Cloud provide text descriptions for its features and follows WCAG guidelines|
Testing to support accessibility is undertaken in-house. The following assistive techology is used:
NVDA – Windows – Mozilla Firefox
NVDA – Windows – Internet Explorer & Edge
NVDA – Windows – Chrome
VoiceOver – Mac – Safari & Chrome
|What users can and can't do using the API||
Create, Read Update Delete records using the API.
Clients cannot change the API themselves but can request for changes to be made. There are no limitations to the use of the API
|API documentation formats||
|API sandbox or test environment||Yes|
|Description of customisation||
User Specific Profile Customisation
Existing Functionaility & Features can be configured and customised based on users and roles within the buyers organsiation
New Features & Functionality requests are possible but undertaken by developers within our company
|Independence of resources||Cloud infrastructure is configured to scale on demand|
|Service usage metrics||Yes|
Various metrics can be provided based on the customers needs, metrics such as
Response Times m/s
Number of users
|Supplier type||Not a reseller|
|Staff security clearance||Staff screening not performed|
|Government security clearance||Up to Security Clearance (SC)|
|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||In-house|
|Protecting data at rest||Other|
|Other data at rest protection approach||Data is held within Microsoft Azure and is governed by their security protocols|
|Data sanitisation process||Yes|
|Data sanitisation type||Deleted data can’t be directly accessed|
|Equipment disposal approach||In-house destruction process|
Data importing and exporting
|Data export approach||Data can be exported in multiple formats including csv or PDF through the reporting function within the solutions. Where data is not accessible through the reporting function a request can be raised following the support process|
|Data export formats||
|Other data export formats||
|Data import formats||
|Other data import formats||
|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||99.9% availability as standard.|
|Approach to resilience||Available on request|
Automated Email notification
Phone call to key client contacts
Identity and authentication
|User authentication needed||Yes|
|Access restrictions in management interfaces and support channels||N/A|
|Access restriction testing frequency||At least every 6 months|
|Management access authentication||
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||No|
|ISO 28000:2007 certification||No|
|CSA STAR certification||No|
|Other security certifications||No|
|Named board-level person responsible for service security||Yes|
|Security governance certified||No|
|Security governance approach||EventMAP’s InfoSec team and CTO are responsible for verifying compliance, using various methods including walk-throughs, deployment of automated testing tools, and internal or external audits.|
|Information security policies and processes||
EventMAP defines three distinct levels of security assessment:
Full – a full assessment of the web application for all known vulnerabilities using both automated tests and manual testing, based on the OWASP Testing Guide.
Quick – a quick assessment typically involves testing for the top ten security risks as defined by the OWASP Top Ten web application security risks.
Targeted – a targeted assessment involves testing for a specific vulnerability.
Web applications meeting the following criteria are subject to security assessment:
New applications – brand new software products undergo a full security assessment before being released into any production environment.
Major application updates – any major changes to the software codebase undergo a full security assessment before being approved for release to production environments.
Patch releases – minor application updates are subject to an appropriate assessment level based on the risk of the changes to the application functionality and/or architecture.
Emergency Releases – emergency releases will be allowed to forgo security assessments, carrying the assumed risk until such time that a proper assessment can be carried out. Emergency releases will be designated as such by the Chief Technical Officer or an appropriate manager.
|Configuration and change management standard||Supplier-defined controls|
|Configuration and change management approach||
1. Change raised by client through Support Centre
2. Assessed (various impacts including security) and Approved/Declined
3. Added to a work package and sprint
4. Assigned to an individual
5. Developed in a non production environment
6. Once development completed promoted to a Test Environment
7. Tested and User Accepted
8. Deployed to Production (Live) environment at an agreed time with the client.
9. Change Record retained
|Vulnerability management type||Supplier-defined controls|
|Vulnerability management approach||
Technical Teams monitor alerts and notifications which identify potential vulnerabilities that could affect our services.
Potential vulnerabilities are reviewed and assessed to determine the impact, likelihood and risk.
Following the assessment actions are then undertaken. For severe incidents issues are addressed as a priority and resolutions implemented as quickly as possible.For low risk vulnerabilities these are resolved within within 2 day.
|Protective monitoring type||Supplier-defined controls|
|Protective monitoring approach||
Any potential compromises are notified by platform provider to EventMAP technical teams and these notifications are monitored by the 24.7.
Upon notification of any compromises an internal process and checklist are completed to assess the risk and impact.
Following the assessment and severity of the compromise actions are then undertaken. For severe incidents issues are addressed as a priority and resolutions implemented as quickly as possible.
|Incident management type||Supplier-defined controls|
|Incident management approach||
• Issues raised will be added to the EventMAP Support Centre with a status 'Open'
• Customers and EventMAP staff can communicate via comments on the ticket
• When requiring further discussion before it can be correctly processed, status set to Pending
• When an issues is proceeding Status set to Work In Progress.
• When an issue has been processed, Status set to Closed
• At any stage, an issue can be transitioned from Closed to Reopened. Reopened tickets will enter the same workflow as is outlined in the above points
|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||£0.95 per licence per year|
|Discount for educational organisations||Yes|
|Free trial available||Yes|
|Description of free trial||A full trial version of the software can be made available to clients free of charge, on request. The duration of the of the free trial period will be agreed with the client.|