ACCESS UK LTD

Access SelectHR

Access Select HR is a cloud-based HR management system designed for mid-sized organisations. It streamlines workforce administration, absence management, recruitment, and performance tracking through an intuitive interface. The solution automates routine HR tasks, ensures compliance, and provides real-time insights, enabling HR teams to focus on strategic people management.

Features

• Centralised employee records storing personal details, documents, and history
• Automated absence tracking with calendar views and accrual calculations
• Recruitment workflow managing vacancies, applications, and candidate communication efficiently
• Performance management supporting appraisals, objectives, and continuous feedback cycles
• Self-service portal enabling staff to update details and requests
• Configurable workflows automating approvals for leave, expenses, and changes
• Reporting dashboard delivering real-time workforce analytics and compliance data
• Training records tracking mandatory compliance courses and professional development
• Mobile accessibility allowing managers and employees remote system access

Benefits

• Reduces administrative burden through automation of repetitive HR processes
• Improves compliance with automated tracking of mandatory requirements documentation
• Enhances employee experience via intuitive self-service and mobile access
• Provides data-driven insights supporting strategic workforce planning and decisions
• Streamlines recruitment reducing time-to-hire and improving candidate experience overall
• Increases accuracy eliminating manual data entry errors and duplication
• Supports remote working enabling anytime, anywhere access for users
• Scales flexibly accommodating organisational growth without performance degradation issues
• Reduces costs by eliminating paper-based processes and manual workflows
• Strengthens security protecting sensitive employee data with robust controls

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 buyer.enablement@theaccessgroup.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

826511936315822

Contact

Stacey Graham
0845 345 3300
buyer.enablement@theaccessgroup.com

About the service

• Service categories:
  • Applications
    • Enterprise resource management
      • Human capital management
        • Core Human Resources Applications
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: -
• System requirements: Web Connection

User support

• Email or online ticketing support: Yes
• 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: WCAG 2.2 AA
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Yes
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• AI chatbot: Yes
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: N/A
• Onsite support: Yes, at extra cost
• Support levels: Standard Success Plan (15% of total Annual Subscription Fee):; 99.5% availability.; Premier Success Plan: (25% of total Annual Subscription Fee):; 99.9% availability.; Named cloud support engineers.
• 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
  • Other
• Other documentation formats: Microsoft Word
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Access Group's onboarding and offboarding documentation is accessible through the Customer Success Portal (https://access-support.force.com/Support/s/), which provides 24/7 online access to comprehensive resources including a knowledge base with FAQs, product guides, e-learning content, on-demand webinar recordings, feature release updates, and training materials that can answer most day-to-day user questions. All users can register for portal access regardless of their Success Plan level (Essential, Standard, or Premier), with additional support available through online case submission for all customers, telephone support for Standard and Premier customers, and dedicated resources like Customer Success Managers and Lead Technical Support Engineers for Premier customers, ensuring documentation and guidance is readily available throughout the entire customer lifecycle from initial onboarding through ongoing system use and any eventual offboarding scenarios.
• End-of-contract data extraction: Upon request by Customer, within thirty (30) days after the effective date of termination or expiration of this Agreement, Access will make the Customer Data available in a SQL database extract format to Customer through the Service at no additional cost. After that thirty (30) day period, Access will have no obligation to maintain or provide Customer Data (except by prior written agreement between the Parties and for an additional fee), and will thereafter securely delete or destroy all copies of the Customer Data in Access's system or otherwise in its possession or control, unless legally prohibited. Customer Data stored in backups will be deleted in accordance with then current schedule for deletion/overwriting of such backups. Customer Data stored in backups will not exceed one hundred (100) days beyond the effective date of termination.
• End-of-contract process: The Customer will be provided a with copy of the Customer Data in a SQL Database Extract; format to Customer if they so request. This one-off export will be at no additional cost to Customer.; The Data Export process is as follows:; 1. Receipt of a Request requesting a data export for a Customer.; 2. Confirmation from the customer of the expected earliest date of the data extract.; 3. Run standard routine to enable extract of SQL .bak file; 4. Customer will be requested to provide a Secure FTP site to facilitate the transfer.; 5. The Customer will be asked to provide their public PGP key to facilitate secure encryption of the dump file.; a. If the Customer cannot provide a PGP key the file will be zipped and password protected.; b. This password will be shared by text message to an approved recipient in the Customer’s organisation.; 6. Once completed the Support Request should be updated accordingly, confirming that the dump file has been securely shared and that the original dump file has been fully deleted from the server.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The mobile app enables employees to browse and change personal details such as bank account details. Employees are also able to request absence via a workflow and view their payslips
• Service interface: No
• User support accessibility: WCAG 2.2 A
• API: Yes
• What users can and can't do using the API: The API available is an employee detail based REST web service that enables third-party products to get employee data from Access SelectHR The third-party products are able to request a date range of employee changes through web service. Once Access SelectHR 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.
• API documentation: Yes
• API documentation formats:
  • HTML
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: SelectHR has the ability to be customised in numerous ways from creating new fields, screen layouts and also changes to built in workflows. This customisation can be achieved through consultancy or alternatively by a system administrator

Scaling

• Independence of resources: Load balancers are deployed across tenants.

Analytics

• Service usage metrics: Yes
• Metrics types: Access can provide usage and downtime metrics on request by the customer.
• Reporting types: Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Supplier type

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• 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: On screen exporting available in Excel, CSV. In addition customers are able to use the admin tool to create data exports and export to Excel, csv.
• Data export formats: CSV
• Data import formats: CSV

Data-in-transit protection

• 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: Maintenance windows as detailed above are minimal with the service so that we use all reasonable efforts to ensure that the SaaS Services are available for 99.80% of each calendar month. That our standard SLA across all Access products.
• Approach to resilience: Available on request
• Outage reporting: Email Alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Access has an Access Control Policy as part of our Information Security Policies. The policy takes into account business and security requirements, is reviewed and approved by management and is communicated to all staff.; ; As part of the policy, asset owners determine the appropriate access controls, rights and restrictions appropriate. Physical and logical and network access controls are considered together with the information classification level of the asset. Access rights are allocated on the principle of “least privilege” so the user only has access to those systems that are necessary for their role.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • 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 have access to real-time audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: Between 1 month and 6 months

Security governance

• Named board-level person responsible for service security: Yes
• Software Security Code of Practice: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: SelectHR has an Information Security Policy which is approved by management, this is an element of the wider Information Security Management System against which the Organisation has been ISO 27001 Certified.; ; The policy is owned and published by the Chief Information Security Officer. It sets out the organisation's approach to security, the commitment from the senior management team and the specific security policies of the company.; ; The Information Security Policy is updated regularly, is published on our the corporate sharepoint and staff receive training on the policy during induction training and refresher trainng on a twice yearly basis.

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: No changes are made to a customer environment without their request/approval. The only team within Access with the level of access required to introduce a software release to a customer environment is the Development Operations team. This request would need to come from the customer via the Access support organisation. A Change control policy is in place and forms part of the organisations ISO 27001 certified ISMS this policy sits at an overarching organisational level and has additional Change Control policies as applicable at a per Business Unit level.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Vulnerability scans are completed in conjunction with our Datacenter partners-BT.; ; Technical Vulnerability management within Access is undertaken by the Information Security team. For example, the IT Manager has responsibility for assessing technical vulnerabilities with PCs, local networks and ensuring appropriate measures in place.; ; Risks to assets are assessed on an ongoing basis via Access’ technical functions or via suppliers such as Oracles, McAfee, etc. Urgent or critical vulnerabilities or threats are addressed as a matter of urgency. Systems are high risk are addressed first. A risk assessment is also conducted on all assets as part of annual asset review.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: Monitoring is carried out of all database activity including use of tools such as SQL Management Studio and auditing functionality. This monitors and records in logs selected / defined user database actions. SelectHR security monitoring mechanisms trigger auditing when someone accesses or alters specified objects in a SQL database, including the contents within a specified object.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Post-quantum cryptography secure: No
• Incident management approach: Access has an Incident Response Procedure which outlines how an incident should be handled and reported. This procedure forms part of the organisations ISO 27001 certified ISMS. The IS policy also highlights to employees how suspicious activity can be reported.

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: 5%
• Between £250,000 and £500,000: 6%
• Between £500,001 and £1,000,000: 12%
• Between £1,000,001 and £2,500,000: 15%
• Between £2,500,001 and £5,000,000: 18%
• Over £5,000,001: 25%

Standards and certifications

• ISO/IEC 27001 certification: Yes
• ISO/IEC 27001 accredited by: Alcumus ISOQAR
• ISO/IEC 27001 accreditation date: Saturday 4 January 2014
• What the ISO/IEC 27001 doesn’t cover: Nothing is excluded from the standard certification.
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• ISO 9001 certification accredited by: BSI
• ISO 9001 accreditation date: Friday 1 September 2023
• What the ISO 9001 doesn’t cover: The scope covers the design, integration, maintenance and hosting of managed information systems and software applications, consultancy, user training and support for the Health, Education, Social Care and Local authorities. Excluding all other products that fall outside of this scope.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber Essentials Certificate Number: 88f162a5-ea3c-4f9a-83d5-42769c7d8459
• Cyber essentials plus: No
• Cyber Essentials Alternative: You do not have a current and valid Cyber Essentials Plus certificate, or will not have in place within 12 months of the date of award but have an IASME certified equivalent.
• Other security certifications: Yes
• Any other security certifications:
  • ISO 42001
  • ISO 27701

Social value

• Mission: Kick start economic growth:

  To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

  Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

  • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
  • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
  • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
  • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
  • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
  • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
  • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
  • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
  • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors

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 buyer.enablement@theaccessgroup.com. Tell them what format you need. It will help if you say what assistive technology you use.