HCL TECHNOLOGIES UK LIMITED

Sovereign Collaboration - Verse, Sametime, Connections

HCLSoftware’s Sovereign Collaboration portfolio helps a public sector organisation collaborate securely with strong governance and control. Enable email, messaging, meetings and communities, reduce reliance on unmanaged channels, and improve knowledge sharing. Support compliance, auditability and resilience while connecting teams and partners across departments, programmes and suppliers in trusted environments.

Features

• Real time persistent chat
• Online audio / video meetings
• Screen sharing
• Streaming Meetings
• Meeting Moderation
• Containerised Deployment

Benefits

• Secure persistent rich chat across multiple devices simultaneously
• Fully featured meeting server with audio and video and click-2-call
• Share your screen with all meeting participants
• Stream broadcast meeting to a Youtube channel for infinite scalability
• Meeting moderators can control access and who can share what
• Simple deployment on premises or on cloud

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

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 eas-hclsalessup@hcl.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

728539660494166

Contact

Paul Montgomery
+44 (0) 20 7105 8600
eas-hclsalessup@hcl.com

About your service

• Service categories:

  Application Development and Deployment

  AI platforms

  • Search and knowledge discovery
• Multi cloud support: Yes

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: "Integration with HCL Notes; ; Integration with MS Outlook"
• Cloud deployment model:
  • Public cloud
  • Private cloud
  • Hybrid cloud
• Service constraints: Not Applicable
• System requirements: Standard Operating Systems (Linux/ Windows/zOS)

User support

• Email or online ticketing support: Yes
• Support response times: "During business hours:; Severity 1 = 1 hour; Severity 2 = 2 hours; Severity 3 = 1 working day; Severity 4 = 2 working days"
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: Yes
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: WCAG 2.2 AAA
• Web chat accessibility testing: Not Applicable
• Onsite support: Yes
• Support levels: Level 3 - Software Support
• Support available to third parties: No
• AI chatbot: Yes

Onboarding and offboarding

• Getting started: Training sessions, online tuition and chatbot knowledge based solution.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Meetings can be recorded and saved outside the service as MP4 files. Chat conversation can also be exported.
• End-of-contract process: The service is switched off completely, so as to avoid any misuse. Also, the customer is provided with access to all the customer data.
• Documentation accessibility standard: WCAG 2.2 AAA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: This self service feature is designed to work on the Mobile phone. The product works on mobile over HTML, the main Graphical User Interface (GUI) is designed for the desktop though.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AAA
• Description of service interface: HTML/ Browser Based
• Accessibility standards: WCAG 2.2 AAA
• Accessibility testing: Not Applicable
• API: Yes
• What users can and can't do using the API: They can trigger workflow executions.
• API documentation: Yes
• API documentation formats:
  • PDF
  • Other
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Users can create different workflows and plan the execution of them.

Scaling

• Independence of resources: Through the (optional) use of Kubenetes auto scaling according to demand.

Analytics

• Service usage metrics: Yes
• Metrics types: "Transaction history report, performance report, exception report, login logout report, offline report, geo fencing report.; ; Using Grafana and Kibana to create useful dashboards to help you monitor and generate statistics "
• Reporting types: Real-time dashboards
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Security Clearance (SC)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
  • Other locations
• User control over data storage and processing locations: Yes
• 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 another standard
  • Encryption of all physical media
• Data sanitisation process: No
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: The user can export data by selecting the export function on the dashboard reports of the Administration application.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • PDF
  • MP4
• Data import formats:
  • CSV
  • Other
• Other data import formats: XLS and XLSX

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
• Data protection within supplier network: Other
• Other protection within supplier network: Data within the network travels in binary format. Each request or response data is associated with a security token.

Availability and resilience

• Guaranteed availability: 99.90%
• Approach to resilience: There are several high availability features available which are outlined in the documentation. A solution based Artificial Intelligence (AI) feature available.
• Outage reporting: Standard monitoring and observability

Identity and authentication

• User authentication needed: Yes
• User authentication: Multi-Factor Authentication (MFA)
• Access restrictions in management interfaces and support channels: By administrating profiles and ACL.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password

Audit information for users

• Access to user activity audit information: You control when users can access audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: You control when users can access audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: "ISO 9001:2008 - Quality Management; ; ISO/IEC 20000-1:2011 - Service Management; ; ISO 14001 - Environmental Management; ; ISO 27001 - Security Management; ; Cyber Essentials; ; Cyber Essentials Plus"
• Information security policies and processes: HCLTech has adopted ISO/ IEC 27001: 2013 standard for ensuring protection from a variety of threats and minimising the business damage in its endeavour to provide Mobile Application implementation and support services. HCLTech is also Cyber Essentials and Cyber Essentials Plus certified.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: "Configuration Management tracks the IT environment.; ; A repository maintains all versions of individual work products to help/ permit developers to revert to previous versions during testing and debugging.; ; Dependency tracking and change management covers relationships between enterprise entities and processes, parts of an application design, design components and the enterprise information architecture, design elements and other work products.; ; HCLTech tracks all the requirements, design and construction components and deliverables that result from a requirements specification.; ; An audit trail is maintained about when, why and by whom changes are made, with source information of changes as specific objects in the repository."
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: "Vulnerability management focusses on finding weakness that can be exploited. HCLTech performs quarterly and/or annual vulnerability scans to get a snapshot at that point in time. Regular scanning ensures new vulnerabilities are detected in a timely manner and are fixed before they occur. The HCLTech vulnerability management process consists of the following phases:; 1. Preparation; 2. Vulnerability scan; 3. Define remediating actions; 4. Implement remediating actions; 5. Rescan."
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Not Applicable
• Incident management type: Supplier-defined controls
• Incident management approach: "Incident management is designed with a goal to restore normal service operation as quickly as possible and to minimise the impact on business operations. The incident management process follows these steps:; ; 1. Incident identification and logging by the customer; 2. Incident categorisation and prioritisation by the customer; 3. HCL works on the incident response performing diagnosis and investigation followed by resolution and bringing the incident to closure; 4. Corrective and preventive action are taken to avoid repeat or similar incident in future."
• Post-quantum cryptography secure: No

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 v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Bureau Veritas
• ISO/IEC 27001 accreditation date: Thursday 25 May 2023
• What the ISO/IEC 27001 doesn’t cover: Not applicable
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: Intertek
• ISO 9001 accreditation date: Tuesday 1 August 2023
• What the ISO 9001 doesn’t cover: Not applicable
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber Essentials Alternative: In relation to the services you do not have a current and valid Cyber Essentials certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials certificate by one of the government approved accreditation bodies within 12 months of the date of award.
• Cyber essentials plus: No
• Cyber Essentials Alternative: In relation to the services you do not have a current and valid Cyber Essentials Plus certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials Plus certificate by one of the government approved accreditation bodies within 12 months of the date of award.
• Other security certifications: Yes
• Any other security certifications: Business Continuity

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition
    • Actions to invest in the physical and mental health and wellbeing of the contract workforce

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

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 eas-hclsalessup@hcl.com. Tell them what format you need. It will help if you say what assistive technology you use.