OLM Systems

ECLIPSE Complex Learning Disability and Mental Health

The ECLIPSE solution for Complex Learning Disability and Mental Health provides a secure digital and mobile platform that enables staff to access the information they need, when they need it, to ensure the best possible care outcomes for service users.

Features

• Simple to use
• Patient identifiable information
• Captures key KPIs through improved reporting and data analysis
• Streamlined administrative processes
• Ensures tasks are allocated and performed by qualified staff

Benefits

• Care plans & behaviour assessment
• Liberty Protection Safeguards
• Location risk assessements
• Event risk assessments

£20,000 to £225,000 a licence a year

• Education pricing 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 bidteam@olmgroup.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

169895809026964

Contact

Andy Humphries
07702 904206
bidteam@olmgroup.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Configuration and maintenance schedules are provided and agreed with clients as required.
• System requirements:
  • Microsoft Windows 10 or later
  • Microsoft Edge
  • Goolge Chrome (PC, Mac, iOS, Android)
  • Mozilla Firefox
  • IOS 14+
  • Android 11+
  • Apple Safari (Mac and IOS)
  • MacOS 10+

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: A standard SLA is provided as part of the service.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Onsite support
• Support levels: Included with our solution is access to our high quality service management teams. These include: • Security: Access to in-house security expertise ensures that OLM products and services undergo rigorous scrutiny during development and implementation. • Account Management Team: A dedicated team that are always available to ensure you are making the most of our solution. • Professional Services: Our Professional Services team are available to ensure you take advantage of the latest system features to support changing business processes. • User Groups: You can also take advantage of one of the largest user groups in the public sector. Regular meetings mean you are always up-to-date with the latest initiatives and can share best practice. You will also gain access to our online User Group portal and the extensive content published therein.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide a complete on-boarding service for our users, this includes access to trial an Test environments as well as onsite and online training. ; ; We deliver user training in a number of ways to meet your specific requirements. We offer the following approaches to delivery of training and support:; • Classroom; • Workshops; • Webinars; • Train the Trainer.; ; In addition, all users are provided with extensive user guides and documentation.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • ODF
  • PDF
• End-of-contract data extraction: Customers can extract their data from the reporting database using any standard SQL-based tool. Documents need to be provided for customers and are placed on an sftp site for collection by the customer. 3 document extracts are provided as standard.
• End-of-contract process: The customer retains ownership and control of their data during and following the initial contract term. After this time, the customer may choose to extend, renew or terminate the contract. On termination of the contract, OLM will return all the customer's data in an appropriate format within 30 days. There are no charges associated with the return of data apart from reasonable expenses.

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: ECLIPSE 0-19 has been designed to work across all web-enabled devices with zero installation necessary. There is no difference in functionality offered in the mobile or desktop versions of ECLIPSE.
• Service interface: No
• User support accessibility: WCAG 2.1 AA or EN 301 549
• API: Yes
• What users can and can't do using the API: Our API enables integration covering all levels of functionality which enables client server calls through a non vendor provided client application.
• API documentation: Yes
• API documentation formats:
  • HTML
  • Other
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: ECLIPSE 0-19 has been developed to allow and support extensive configuration. ; End users can customise the system to meet their specific requirements and business needs without support from the supplier. Workflows can be created and deployed to meet changing business requirements on the fly.; Intelligent forms with in built logic and data mapping to define data flow across multiple forms can be created and edited by specified users. ; Users with appropriate rights can modify the entries in Drop down lists to meet a change in terminology or requirements.

Scaling

• Independence of resources: Each client instance is developed to be self contained; logically and/or physically independent of any other instance, and not impacted by the performance and maintenance of another clients instance. Clients environments are not dependent upon one another.

Analytics

• Service usage metrics: Yes
• Metrics types: The level of service usage metrics are defined with your Account Manager and are in place to support your requirements
• Reporting types:
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to 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: 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:
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
• 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 can be exported by users by using SQL statements on the reporting database. Documents are recovered using sftp.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Documents - Original Format
  • Database data - Format supported by SQL based tool
• Data import formats: CSV

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:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: As part of our SLA we provide availability of 99.9%.
• Approach to resilience: This is available on request.
• Outage reporting: Email notification is provided in the event of an outage.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
• Other user authentication: Single sign-on with Microsoft Azure Active Directory is provided as an option.
• Access restrictions in management interfaces and support channels: Access to services is defined by user role, all users are required to access with a unique user name and password.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Username or password

Audit information for users

• Access to user activity audit information: Users receive audit information on a regular basis
• 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: User-defined
• How long system logs are stored for: User-defined

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSi
• ISO/IEC 27001 accreditation date: 04/12/23
• 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: This is available on request.

Operational security

• Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Configuration and change management approach: We are fully ISO certified and these policies can be inspected as part of a client reviewing that information.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: This is available on request.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: This is available on request.
• Incident management type: Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
• Incident management approach: This is available on request.

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

  OLM is committed to achieving a sustainable world and fighting climate change through the reduction of carbon emissions. We have an Environmental Management System (EMS) and a Sustainability Programme in place, which detail what OLM is doing as an organisation to help the environment and reduce our carbon footprint. ; ; OLM’s Sustainability Programme is structured according to the ISO14001:2015 Environmental Standard clauses, and we deliver this to employees via an Environmental Management Operating Manual. We also keep a group-wide register of environmental objectives, targets and action plans.; ; One of the incentives we operate to encourage staff members to play a role in fighting climate change is the Ride to Work Scheme, which promotes a culture of cycling to work instead of using carbon-emitting cars and trains. ; ; OLM currently recycles 99.9% of the paper used and all electronic equipment is recycled and/ or decommissioned, thereby minimising the damage to the environment. ; ; OLM uses online meeting solutions to reduce staff travel and encourages staff to use public transport wherever possible in order to reduce our carbon footprint.; ; We collaborate with customers to identify paper-based business processes within the scope of the project and replace them with electronic systems, therefore, reducing the paper use. This includes promoting a paperless culture where communications and promotions are delivered digitally instead of via print as much as possible.; ; We also mobilise staff to enable mobile working, thereby reducing costs and improving the overall carbon footprint.

  Covid-19 recovery

  Since transitioning out of the 2020/21 lockdowns and related social distancing restrictions, OLM has continued to promote a clean and safe culture that remains vigilant of Covid risks. With this in mind, we have extended our remote working operations, thereby encouraging staff to work from home for majority of the time and only visiting the offices for group meetings and teamwork requiring a ‘needs in-person presence’. ; ; Due to this approach, we have significantly reduced our space to one floor at our Head Office, operating a new hot desk facility, and ensuring staff book in digitally to maintain manageable attendance. ; ; Within the building, we continue to offer hand sanitising facilities and distribute Covid-19 lateral flow to staff after they have visited. Any Covid-19 contractions are immediately reported company wide and sickness absence management continues to consider this additional threat.; ; In terms of supporting our wider stakeholder community, OLM previously designed and launched a new lite version of our case management software, which we offered for free during the pandemic to Local Authorities and charities who were involved in the Covid-19 response, to better support their remote operations. This software remains available today at a discounted option compared to our premium software.; ; Our Group cyber security arm, Hytec, also provided consultancy, advice, and guidance services to our cyber security customers on how to keep their operations safe from cyber-attacks during lockdown and the working-from-home culture.; ; OLM has (and will continue to, where required) completed Account Management meetings and Users Groups virtually, in order to ensure the safety of our staff and customers. Where necessary, face-to-face sessions have been reintroduced. This approach ensures our customer’s requirements and objectives are factored into such sessions.

  Tackling economic inequality

  OLM is committed to driving high value jobs in the technology sector/ creating opportunities that improve economic inequality. It’s not just the responsibility of Social Care organisations, but sustainable and supportive industry that makes a difference and sustains the future of our communities.; ; In 2022, we launched our OLM Academy to provide opportunities to individuals who show learning potential over academic excellence. The academy has already started to recruit from some of the UK’s poorest areas. We have also offered a ‘Ways to Work Scheme’ for many years to encourage young people to gain experience from companies, which leads to full time employment. ; ; We understand not all individuals are able to pursue academia and prefer vocational experience to kick start their careers. It is important to give people a glimpse into organisations at an early age in order to allow them to broaden their horizons on choices for their future. We have found this highly successful in bringing new talent into local areas, promoting economic growth, as well as giving people a gateway into full time employment. ; ; We also work with a number of local good causes and charities, allowing staff time to partake in fundraising activities. Recent examples include:; • Raising £2k for ‘Children in Need’; • Donating to Crisis and Help for Heroes ; • OLM@30: Walk in the Shoes of our Customers challenge - A challenge designed to raise awareness of our customers/local causes.; ; Where OLM conducts events/ carries out projects, it procures products/ services from local businesses. Services are procured through a local supply chain to support the local economy. We’re always keen to establish mechanisms for supporting local groups in terms of financial donations/ equipment.

  Equal opportunity

  OLM operates an Equality & Diversity policy that promotes and develops equality in the workplace of OLM. The policy ensures fairness in our decision making and maintains a good working relationship with all employees/ customers. ; ; We treat everyone with respect and consideration. There is no discrimination at OLM regardless of gender, marital or civil status, gender reassignment, pregnancy and parental leave, sexual orientation, nationality, national origin, ethnicity, race, colour, religion or belief, age, disability, part-time/ fixed-term working. ; ; OLM’s policy on equal opportunities complies with the statutory prohibitions on discrimination, so as to avoid unlawful discriminatory practices. This policy is monitored/ reviewed by the HR department in January of each year.; ; OLM is committed to driving high value jobs in the technology sector/creating opportunities that improve economic inequality. In March 2022, OLM launched a Developer Academy offering placements to individuals starting their career in software development in the UK. The academy has been specifically designed to support individuals who show learning potential over academic excellence.; ; We understand not all individuals are able to pursue academia and prefer vocational experience to kick start their careers. It is important to give people a glimpse into organisations at an early age to allow them to broaden their horizons on choices for their future. We have found this highly successful in bringing new talent into local areas, promoting economic growth, as well as giving people a gateway into full time employment. ; ; We promote equality/fairness in work - we advise our clients of the importance of using suitable accessible language within their citizen portals to ensure citizens are able to access the guidance on the support available.; ; In supporting the above, OLM staff are required to complete online training in equality, diversity, and inclusion as part of their joining OLM and as an ongoing process.

  Wellbeing

  OLM believes people and values are the lifeblood of our business. Too many organisations simply value words which don’t translate into the reality of the day-to-day. Our values flow through everything that we do - they define who we are and what we stand for.; ; Our values have been defined by our people and have been integral to the journey and will continue to be for our future. Core OLM values are:; • Enthusiastic: We enjoy what we do and get the job done; • Inquisitive: Start with why? Strive to deliver the best results ; • Collaborative: Work in partnership to co-design the very best solutions.; ; OLM maintains a Health & Safety policy - we also provide a H&S Handbook to staff, detailing the company’s intent to protect employees’ safety and to promote preventative measures designed to protect all staff against the risk of injury/illness. In line with this, OLM has two Employee Assistance Programmes (EAPs):; • Smart Health; • Care First.; ; Both schemes are designed to help employees with a range of life matters. These programmes intend to help staff and their families deal with personal problems that might adversely impact their work performance, health/wellbeing. The programmes cover areas such as Mental health support, managing money/relationships, family matters, work/careers, returning to work/retirement/illness and injury etc.; ; OLM offers employees eye care vouchers, childcare vouchers, a Cycle to Work scheme, and Menopause workshops, drop-in sessions, and a private online discussion channel, where employees can discuss any matters relating to menopause. ; ; OLM also has an above average annual leave entitlement, as well being fully compliant with the Living Wage.; ; Where OLM conducts events/carries out projects, it procures products/services from local businesses. Services are procured through a local supply chain to support the local economy.

Pricing

• Price: £20,000 to £225,000 a licence a year
• Discount for educational organisations: Yes
• 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

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 bidteam@olmgroup.com. Tell them what format you need. It will help if you say what assistive technology you use.