Civica UK Limited

Civica OPAS-G2

Occupational Health Management Cloud software for health surveillance, referrals, pre-placements, vaccinations & immunisations etc. Online forms and reports. Appointment booking/management. Automated letters, emails, texts and reports. Interfaces with audiometry & spirometry equipment. Appointment self-check-in. HR specific dashboards. Manage GDPR responsibilities. Powerful MI & dashboards. Available on desk/laptop, tablet, mobile phone.

Features

• Online Occupational Health management solution
• Online forms to complete on laptop, desktop & mobile
• GDPR features to support record retention, SARs, processing restrictions etc
• Reports securely delivered online
• Appointment booking & sync with all major calendars
• Automated letters, emails, reports, text messages
• Realtime reports & dashboards
• Configurable by WICS and client
• Interfaces with Audiometers and Spirometers
• All data reportable & ability to create own reports simply

Benefits

• Access anywhere with web connectivity, mobile working, business continuity
• Accessible, reduces reliance on paper, available 24/7
• Demonstrate compliance with GDPR, supports SEQOHS, ISO accreditation etc.
• Securely delivered sensitive information 24/7 on self serve basis
• Appointment management, ease of use, single system for OH information
• Reduces administration & streamlines processes in consistant manner
• Evidence compliance and status of activity
• Manage costs, ensure system reflects change in process, requiremnts etc.
• Reduces data entry, provides easy comparisons of data
• Powerful MI, track, trend, manage costs, react quickly

£112.50 a user a month

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

  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 g-cloud@civica.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

169401601698376

Contact

Civica UK Limited
+44 (0) 3333 214 914
g-cloud@civica.co.uk

Service scope

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

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Our SLAs state between 1 - 4 hours depending upon severity however we aim to respond to all questions immediately they enter the support department
• 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: Unlimited phone, email, Zendesk support Monday - Friday 08:30 - 17:30 for issues and 'how to' type queries+ 20 hours of report writing time Dedicated Account Manager
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Training is delivered as part of the implementation project, training documentation is supplied and accessible at any time. The WICS support team will provide guidance once you are using OPAS G2 as will your dedicated Account Manager.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats:
  • MS Word
  • Videos
• End-of-contract data extraction: Data can be provided by us
• End-of-contract process: Data provided in format required, system decommissioned

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: N/A
• Service interface: No
• User support accessibility: WCAG 2.1 AAA
• API: No
• Customisation available: Yes
• Description of customisation: Field names can be changed, new forms can be created, existing forms changed, triggers and actions can be set i.e. automated emails. Automated Letter templates can be created and amended, new processes created etc.

Scaling

• Independence of resources: The support and project departments have the largest teams of any at WICS. ; ; Cloud is easily scalable to accommodate increased usage.

Analytics

• Service usage metrics: Yes
• Metrics types: Reports as required however OPAS G2 has a full audit capability
• Reporting types: Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• 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: ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest: Encryption of all physical media
• 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: Data is extracted from OPAS-G2 by the WICS DevOps team. Customers would specify the types of data required and rules for scoping.
• Data export formats: Other
• Other data export formats: Data can be extracted in CSV or XML format
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Data is bulk imported into OPAS-G2
  • By the WICS DevOps team
  • And can be done using CSV or XML

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: Other
• Other protection within supplier network: This is managed via a secure web portal provided by IBM which is accessed over HTTPS

Availability and resilience

• Guaranteed availability: The availability of the application is monitored from a remote location to ensure the system is available over the Internet. We strive for 99.5% uptime and regularly achieve 100% uptime during the month.
• Approach to resilience: Written on a full JavaScript stack, OPAS-G2 utilises modern frameworks/platforms such as React, Flux, Node.js, Express and MongoDB. These modern, yet proven, platforms enable OPAS-G2 to be secure, scalable and highly performant. The solution is developed in a dedicated Development environment using an agile methodology. Source code is securely stored, and code changes constantly audited and monitored.; ; Automated unit, integration and functional tests are ran daily to ensure bugs are not introduced and performance does not decrease. A dedicated QA team use a segregated environment to perform manual tests prior to releasing features to the DevOps team for integration into the Production environment.; Although there is a single load balanced and scalable OPAS-G2 application accessed by all customers – each customer has a dedicated and isolated data store. This prevents unauthorised access to information and/or contamination of data.; As OPAS-G2 is delivered on the IBM Cloud as a SaaS solution, data backups are automatically taken care of. Database backups are taken on a daily, weekly and monthly basis and are retained for 7 days, 4 weeks and 3 months respectively.; Databases backups are encrypted and remain within the UK.
• Outage reporting: All services are monitored for uptime by WICS IT Team. They will be notified as soon as there is any outage and remedial action taken as soon as possible. Customers will be notified by WICS Support Desk if they are affected by any outage.

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)
  • Username or password
  • Other
• Other user authentication: OPAS-G2 is a role-based system and requires users to authenticate in order to gain access. The default method is Forms Authentication.
• Access restrictions in management interfaces and support channels: Security measures include: • Authentication tokens have a maximum life of 10 hours; • Captcha displayed after 5 incorrect login attempts; • Authentication token expires after 15 minutes of inactivity; • Magic links, i.e.: password resets or applicant form requests, expire after 5 days; Default password policy states: • Must be changed every 31 days; • Minimum length of 10 characters; • Unable to have 3 identical consecutive characters; • 2 categories of character (upper, lower, numerical, symbol) must be used; Credentials are always transmitted within a secure HTTPS tunnel. Additionally, all user passwords are encrypted/hashed within the database.
• Access restriction testing frequency: At least every 6 months
• Management access authentication: Other
• Description of management access authentication: All management users have their own username and password to use to connect to the servers. These are added to relevant AD groups to allow access.

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: Yes
• Who accredited the ISO/IEC 27001: ISOQAR
• ISO/IEC 27001 accreditation date: 06/10/2020
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: EMEA Global Compliance and Risk Services
• PCI DSS accreditation date: 11/08/2016
• What the PCI DSS doesn’t cover: Civica UK's certificate is Level 1 - Service Provider.
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications:
  • Cyber Essentials
  • ISO22301
  • DSTP (NHS Service Provider
  • PCI-DSS

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: Cyber Essentials
• Information security policies and processes: Warwick International is committed to ensuring the fulfilment of customer needs and continuity of its business in the face of security breaches and unwanted events and has implemented an Information Security Management System (ISMS). This ISMS is compliant with ISO/IEC 27001 the international standard for information security.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: The WICS IT Change Control Process is of paramount importance due to the potentially disruptive effects to users.; Adherence to this procedure is essential to ensure that Changes are thoroughly planned and documented, and properly executed. Un-authorised Changes are subject to investigation. The WICS change control roles are as follows:; Change Proposer: This is the person who requests the change; Change Manager: This is the person who approves the change; Change Implementer: All people who will be completing the work as part of the change; An individual cannot act as both the change proposer & change manager.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Systems will have antivirus deployed as per the Hosted Servers Policy / Internal Systems Policy. • Systems will be patched in accordance with the Internal Systems Policy / Hosted Servers Policy• Penetration testing will be performed by an agreed third party as part of the application development process (Development Procedures) or as the need arises as part of application or infrastructure improvement.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Remote monitoring tools are used to monitor capacity: The Corporate and hosted infrastructures are monitored with PRTG & Spiceworks WAN links are monitored with PRTG. Bandwidth is monitored by PRTG. All WIC event logs are protected and shall be maintained until the laptop or server’s event log repository exceeds 10MB. Following this, the oldest logs will be overwritten, per Internal Systems Policy.; Hosted environment additional log files are retained for purposes of tracing activity on a customer’s system as per the Hosted Server Policies and Procedures. The software installed on the Cloud Systems are entered into WICS asset management system.
• Incident management type: Supplier-defined controls
• Incident management approach: At the point an Information Security Incident occurs the employee should notify the Information Security Forum of this at the earliest possible opportunity. For this purpose, a form named ‘Information Security Incident’ form has been created on the company’s internal, Information Security SharePoint Site. This form should be used as the primary method for an employee to report all Information Security Incidents. Upon completion of the form, this facility will immediately alert the Information Security Forum by email when an incident has taken place.

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: No

Social Value

• Fighting climate change:

  Fighting climate change

  Civica’s Environment and Social Governance (ESG) committee provides focus for ongoing development and implementation of our environmental policy, supported by our ISO 14001 standard. We commit to working with staff, customers, suppliers, contractors and partners to recognise and reduce our environmental impact. Simultaneously we’re optimising our services to support environmental and community initiatives.; ; We support fighting climate change by:; - Helping employees reduce their environmental footprint at work. Initiatives include: recycling facilities across our offices, single use plastic reduction, timer switches for office devices, cistern water saving devices, installing LED lighting when refreshing offices, WEEE recycling all hardware, print reduction, phone and printer cartridge recycling, FSC certified paper; weekly employee communications encouraging and advising employees on positive approaches to reduce carbon. Employees have carbon saving benefits such as cycle to work scheme.; - Socially responsible purchasing, sustainable procurement, reduced consumption.; - Selecting suppliers, goods and services that demonstrate sustainable, socially responsible, ethically sound standards.; - Leading by example via activities such as: reducing single use plastic consumption by 70% within the next 5 years; prioritising use of green energy; promoting recycling through ‘Zero to Landfill’ and ‘Zero Print’ schemes; working towards carbon neutrality with workforces and facilities over the next 10-years.; - Creating software with sustainability in built in; net-zero is a key theme in our product roadmaps.; - Partnering customers to co-create public services fit for the future. Civica's NorthStar innovation lab creates physical and virtual opportunities to jointly explore trends and technologies supporting customers Net Zero ambitions.; - Meeting/exceeding environmental legislation through ISO audits.; ; We have a Carbon Reduction Plan and commitment to achieve Net Zero by 2040 (latest). We are reviewing our energy mix, materials we use and working with partners to begin to plant a ‘Civica Forest’ whilst maintaining awareness of the Greenwashing issue.
• Covid-19 recovery:

  Covid-19 recovery

  In the spring of 2020, Civica were an early signatory to the C-19 Business Pledge. We focused on safeguarding our people and communities and ensuring the successful ongoing provision of our business-critical software and services.; ; Supporting customers: Alongside business as usual for our customers, we have worked hard to support the national and local level response through practical, innovative and updated software capability. We have delivered a range of new capabilities quickly, such as those listed below, and continue to provide system advice, configuration and data insights to ensure effective action. ; - COVID-19 App (the first of its kind in the UK and Ireland) was developed and launched with the Northern Ireland Department of Health, and helped reduce the pressure on the 111 helpline.; - Developed local track and trace solution for London Borough of Redbridge, enabling it to support localised contact tracing/escalations.; - Community Helper software - built on the iCasework platform to help local authorities co-ordinate rapid support for vulnerable people while minimising safeguarding risks.; - Our Trac e-recruitment software was used to help NHS recruiters get the right candidates into posts quickly and fast-track DBS checks.; - Supporting social housing tenants - assisted teams to re-focus resources and provide vital support to tenants.; - Supporting Revenues and Benefits teams - software solutions for the two largest UK government measures, Business Rates Grant fund and the Council Tax Hardship fund. ; ; Supporting employees: We proactively provide guidance and support for our people, from keeping remote workers engaged, to our mental health champions and free-to-access Employee Assistance programme. We have adopted a blended working model enabling colleagues to work safely and flexibly at various locations and hub offices, enhanced how we communicate, and continue to look for new ways to share ideas and inspiration.
• Tackling economic inequality:

  Tackling economic inequality

  Create opportunities for entrepreneurship and help organisations to grow. Civica is committed to working with its customers to deliver value into the community by supporting young people, developing skills and mentoring businesses to attract inward investment and growth that brings with it employment and skills.; ; We support innovation through our NorthStar innovation lab, a company-wide initiative focused on enhanced client outcomes by applying fresh ideas on data, automation and new technologies. We work with our customers to co-create public services that are fit for today and for the future. Our Civica NorthStar innovation lab creates physical and virtual opportunities for us to jointly explore trends and technologies.; ; Create employment and training opportunities; Civica is a member of the 5% Club, and aims to have 5% of its UK work force as either apprentices, graduates or work experience students by the end of 2025. We employ apprentices and graduates into a number of different disciplines and locations, with a focus on ensuring they are long term employees of Civica.; ; Support educational attainment; Learning and development is at the core of the Civica Quality Management Framework. We believe in investing in our people and are proud of our Investors in People Gold accreditation and in being a top rated Glassdoor Employer.; ; We run our own Civica Academy for employee development and skills enhancement, which delivered over 220,000 hours of training during 2021. We provide our own apprenticeship programme (team leader level 3) for our aspiring and current managers that are considered stars of the future.; ; We are working on building some new apprenticeship standards such as the UX degree apprenticeship. This will benefit not only Civica’s Digital Team but all companies and customers that need UX talent.
• Equal opportunity:

  Equal opportunity

  Civica is a 2022 Financial Times Diversity Leader and is ‘Gold’ Investors in People accredited, demonstrating our commitment to promoting equal opportunity by tackling inequality in employment, skills and pay in our workforce. We proactively implement equal opportunities for employment and personal development among diverse groups and local areas, and ensure rights for all staff are always protected. This is led by our Group Diversity and Inclusion (D&I) team, championed by our CEO who is also our Chief Diversity Sponsor. The strategy and policy manages:; - Interview training, focusing on unconscious bias/equal opportunity.; - Anonymising CVs and ensuring interview panels represent minority groups.; - Using a decoder to ensure job advertisements use gender and culturally neutral language.; - Attracting/recruiting from minority backgrounds/disadvantaged groups across the organisation, especially into under-represented areas.; - Advertising vacancies in a wide variety of places and diversity/disability portals (including; BME jobs, Disability jobs and LGBT job sites), to increase gender diversity and ethnicity.; - Company-wide Diversity & Inclusion network, including affinity groups relating to under-represented groups.; - Mandatory Diversity & Inclusion training for all staff. ; - Pay equity reviews addressing inequality and UK gender pay gap.; - Flexible Working to encourage higher uptake for women, working parents and disabled groups.; - Partner with a social innovator company to help recruit and support employees with Autism Spectrum Disorder.; ; We gather and analyse data on our performance from regular surveys such as ENPS, IIP, Pulse survey, employee engagement surveys.; ; Our D&I team monitor the take-up, use and effectiveness of our measures, such as the number of new recruits from minority backgrounds, women, parents and diverse groups, and provide statistics for our Annual Review on performance against targets. For example, we report on the number of people attending training sessions and the split of male to female attendees.
• Wellbeing:

  Wellbeing

  Civica actively promote a mentally healthy workplace and workforce through our 40+ Mental Health Champions (MHC) and our ‘Health and Wellbeing’ policy, encouraging a flexible and realistic work/life balance. We integrate mental health and general wellbeing in all that we do from recruitment and ‘First Impressions’ to appraisals and strategic management.; ; Our ‘Health and Wellbeing’ policy and programme for all employees provide a foundation to support both the mental and physical health of our staff. Examples include:; - Employee Assistance Programme and online Wellbeing Hub, which provides 24/7 access to websites, e-mail, phone and face-to-face counselling on all personal issues.; - Aviva DigiCare+ Workplace App providing external mental health consultancy.; - Mental Health Champions who support colleagues’ wellbeing in the workplace.; - RedArc Personal nurse service.; - Management Coaching - managers are trained in GROW (Goals, Reality, Options and Will) and in being Health and Wellbeing Advisors, supporting employees with mental/physical health needs.; - Health assessments/advice aimed at improving physical health.; - Cycle to Work scheme to aid physical and mental health.; - Weekly fruit drop for offices, encouraging a healthier diet.; - We provide free eye tests for all VDU users, encourage staff to take advantage of NHS flu vaccinations services, and support people wishing to use the NHS Stop Smoking Service.; ; We also support our customers’ and communities’ physical and mental wellbeing through: Employee ‘Donate-a-Day’ to local charities; Local events organised through “Charity Champions”; Directors providing guidance to local community health and wellbeing projects; Supporting social housing tenants to re-focus resources and provide vital support to tenants.; ; Suppliers/subcontractors are subject to Civica’s Sub-contractor Selection Process as defined in our ISO9001 Quality Management System, which includes criteria for assessing health and wellbeing policies and their promotion.

Pricing

• Price: £112.50 a user a month
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

  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 g-cloud@civica.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.