Porism Limited

eCasework

Case management and CRM software for elected representatives. Record and complete casework, engage with local residents and authority officers, organise events and deadlines, and gain local insight with our all-in-one solution. eCasework is the all-in-one solution for councillors, MLAs, AMs, MPs, MSPs and unions

Features

• Case management: streamline casework and prioritise workload
• Complaint tracking to manage the process with constituents and council
• Collaborative working: reassign cases between members
• Secure email service
• File storage: keep case records secure and at your fingertips
• Address book
• Reporting and analytics
• Local data dashboard
• Calendar to manage your appointments through a single view

Benefits

• Manage casework on-demand: from anywhere at any time
• Solve cases in a timely manner with notifications and deadlines
• Identify prevalent local issues from your casework
• Record correspondence with residents, businesses and authority departments automatically
• See when events and casework clashes with your personal calendar
• Store important letters, photos, documents and other case-related files
• Save money with our affordable pricing plans
• Collaborate with other elected representatives on cases
• Keep your account secure with two-factor authentication

£100.00 a licence a year

• Free trial available

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 jenny.dias@porism.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

118186367187098

Contact

Jenny Dias
02088956756
jenny.dias@porism.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Each file uploaded to storage must be 20MB or smaller.
• System requirements:
  • Internet or mobile data connection
  • JavaScript enabled

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Within two hours during working times on Monday to Friday 9:00 to 17:30.
• 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: Web chat
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.1 AA or EN 301 549
• Web chat accessibility testing: We use the Intercom plugin that is tested for accessibility. It includes: ; - Screen reader support: the Messenger is accessible via screen readers. ; - Keyboard navigation: Every component of the Messenger can be accessed using a keyboard without requiring a mouse or trackpad. ; - Colour contrast: all text is clearly visible when using colours with enough contrast, which our designer verifies on configuration.
• Onsite support: Yes, at extra cost
• Support levels: Our support team is available via live chat, email and telephone from Monday to Friday between 0900 and 17.30 (excl. public holidays), which is included in your subscription cost. We can provide onsite training at additional cost charged by the day, if required.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: On registration you'll be sent a Getting Started guide and invited to join your account manager for online training. You can follow our in-app walkthrough and self-service support videos and documentation too. Onsite training is available at additional cost.
• Service documentation: Yes
• Documentation formats: HTML
• End-of-contract data extraction: Users can request to extract their data, which will be supplied in a secure format.
• End-of-contract process: Users can cancel their subscription by removing their card details or notifying their account manager.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Full service on all devices.
• Service interface: No
• User support accessibility: WCAG 2.1 AA or EN 301 549
• API: No
• Customisation available: No

Scaling

• Independence of resources: We use load balancing and auto-scaling for our web servers with a Monthly Uptime Percentage of 99% or greater.

Analytics

• Service usage metrics: Yes
• Metrics types: Number of overdue, due soon and due later cases. Proportion of cases by subject: last 30 days or all-time. ; ; We can add more metrics based on user requests.
• Reporting types:
  • Real-time dashboards
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

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

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: European Economic Area (EEA)
• 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:
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
• 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: Users can make a request with their account manager to export data.
• 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: We take all reasonable steps to ensure that the Service is available and functioning fully at all times. However, in the event the Service is unavailable or functioning incorrectly either wholly or partly we shall offer (where possible) the opportunity of repeat performance of the Service we should have offered to you in the first place – where appropriate and practical. Where this is not possible we will offer full or part-refunds.
• Approach to resilience: We use Amazon Web Services which sets industry-standard levels of high availability, dependability, confidentiality, integrity and data security. We insist that customers use a strong password, and two-factor authentication is available. We log every attempted sign-in, both successful and unsuccessful, and block suspicious activity automatically. We're an ISO 27001:2013 (information security management) certified company and backup the database every minute. Further information is available on request.
• Outage reporting: We issue email alerts and on-site alerts for service outages.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: Unique accounts for administrators via username and password. Two-factor authentication available.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • Username or password

Audit information for users

• Access to user activity audit information: Users contact the support team to get 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: British Assessment Bureau
• ISO/IEC 27001 accreditation date: 20/07/2015
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• 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: We're an ISO 27001:2013 (information security management) certified company and regularly review information security, perform risk assessments and log any security incidents. ISMS training is provided to all staff.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Version control and pre-release testing ensures consistent security and technical function between software releases.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Firewalls and anti-virus software provide virtual access protection and server hardening techniques are used to ensure only trusted entities are given access, reducing the number of security holes without affecting performance. In-house penetration and load testing ensures potential threats are kept at bay, and other vulnerabilities are assessed according to our information management security policies. Consistent monitoring and immediate reporting provides information on potential threats which are reviewed as issues occur. Patches can be released within 6 hours during normal service hours.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Amazon handles security of the hardware and infrastructure, and provides heavily customisable firewalls which Porism uses and monitors. System administrators are alerted automatically 24/7 of abnormal events. Anti-virus software is installed on our mail server, and server-hardening techniques are used to ensure that only services absolutely required by the systems are enabled by default. We log every attempted sign-in, both successful and unsuccessful, and block suspicious activity automatically. We also use multi-factor authentication. We have not had any compromising incidents to date but aim to respond within the hour and reduce the impact as a priority.
• Incident management type: Supplier-defined controls
• Incident management approach: We regularly perform risk assessments and update information security management processes for new products and changes in infrastructure. Users can report incidents via our feedback tool, email, live chat or telephone. Incident reports are provided via email to all affected users.

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

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  All employees and associates/contractors work from home, eliminating the need to travel to and from work. Travel to attend face to face meetings is undertaken only when necessary and journeys made via public transport, unless impractical to do so.; We use technology and digital tools to conduct our business, reducing the use of paper and printing. Supplies are procured from environmentally friendly sources. To tackle economic inequality, we recycle computer equipment and mobile devices to benefit those most in need.; We encourage employees to adopt environmentally sustainable working practices and to contribute ideas as to how we improve.; We have ceased the use of ‘branded goodies’ at conferences and are exploring more environmentally friendly approaches.

  Covid-19 recovery

  Minimal impact on the business as all our staff work from home

  Tackling economic inequality

  We work collaboratively and ensure that our clients never pay twice for the same development, actively promoting re-use, and repeatable services.; Digital Place is open-source, and non-proprietary, meaning that our customers can choose to resource new digital projects internally, or through local supply chains. Our promotion of local economic opportunities extends beyond the confines of the Authority, for we actively encourage collaboration by making the platform free to use for partner organisations and community groups. The product can be shared at no additional cost - delivering real economic gain for the public purse.; Supporting the development of strong integrated communities, using the Digital Place Platform delivers a meaningful impact on local employment and economy – benefiting the wellbeing of those communities.; To tackle economic inequality, we recycle computer equipment and mobile devices to benefit those most in need.

  Equal opportunity

  Placecube embraces diversity, inclusion, and equality through our people. Our actions, supported by our various policies and processes enable this. We are committed to the Living Wage movement, are Disability Confident, and support the Armed Forces Covenant.; We recognise that the social value of place-based, connected, local public service can transform the lives of the most vulnerable in communities and make best use of the public purse, so that ever tightening resources can be focused on priorities and not duplication.; We contribute to the public sector and the not-for-profit sector through our free-to-use open knowledge exchange platform. Through Knowledge Hub, we contribute to best practice sharing and collaboration, supporting sector-led improvement, knowledge retention and skills development.

  Wellbeing

  Placecube embraces diversity, inclusion, and equality through our people. Our actions, supported by our various policies and processes enable this. We are committed to the Living Wage movement, are Disability Confident, and support the Armed Forces Covenant.; We recognise that the social value of place-based, connected, local public service can transform the lives of the most vulnerable in communities and make best use of the public purse, so that ever tightening resources can be focused on priorities and not duplication.; We contribute to the public sector and the not-for-profit sector through our free-to-use open knowledge exchange platform. Through Knowledge Hub, we contribute to best practice sharing and collaboration, supporting sector-led improvement, knowledge retention and skills development

Pricing

• Price: £100.00 a licence a year
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Our 30-day free trial includes full access to the paid product.
• Link to free trial: https://ecasework.com/account/newuser

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 jenny.dias@porism.com. Tell them what format you need. It will help if you say what assistive technology you use.