Essential Computing

Zensai Learn365 Professional

The Human Success Platform designed for Microsoft 365.

A modern, cloud-based, secure learning experience enabling users to learn in the flow of work through Teams, SharePoint and mobile.

LMS365 ensures organisations can keep track of all aspects of training competencies and compliance.

Features

• Simple course creation using common Office 365 apps
• Excel and Power Bi based real time reporting
• Single sign on with Microsoft365 (AD Authentication)
• Manage regulatory compliance with time-bound competencies and certification
• User access through Teams, SharePoint and mobile
• Supports multiple types of content (SCORM/AICC etc.)
• Design LMS365 with your business practices using Power Apps
• Use Power Automate to integrate business operations
• Supports multiple languages to provide a truly global LMS
• Manage external user access to corporate training easily

Benefits

• An integrated LMS user experience utilising the familiarity of O365
• Blend online learning, classroom and live webinar training
• Personalised user dashboards for a seamless Learner experience
• Organise courses into user-centric training plans
• Advanced analytics and PowerBI dashboards to track activity
• Flexibility to incorporate employee on-boarding
• Incorporate CPD, certification and competency tracking
• Use PowerApps to integrate with Dynamics HR
• Modern API enables connection with HRIS,ERP and CRM solutions
• Gamification and leader boards to support user engagement

£3.76 to £46.75 a user a year

• Education pricing available
• Free trial available

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 info@essential.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

179032462356015

Contact

Clare Knight
01275 343199
info@essential.co.uk

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: Microsoft 365, Office 365, SharePoint Online, Exchange Online, Outlook and Teams
• Cloud deployment model: Private cloud
• Service constraints: Only available for organisations with a live Office 365 tenant.
• System requirements:
  • Microsoft Office 365 licences
  • Azure Active Directory/Entra ID
  • SharePoint Online
  • Microsoft Teams

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Email based support- response within one hour Monday- Friday 9am-5.30pm UK time.; ; Access to vendor based support is available 24/7 hours a day with a web based ticketing system, response time based on success plan
• 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: Yes, at extra cost
• Support levels: We provide a Support Service, which includes: email, phone and remote access support from our UK based team, Mon-Fri, 9-5pm. ; ; Technical support is provided by our trained technical support team, backed by the vendor teams as needed.; ; Installation and configuration services are carried out by our certified Technical Consultants, who hand over to the support team following planning, install and configuration to suit your organisations needs. ; ; Where subsequent on site support is needed this would be quoted as needed on a day rate basis. ; ; Your customer account manager will work closely with Support to help and advise following initial technical installation and set up.; ; Access to vendor based support is available 24/7 hours a day with a web based ticketing system, response time based on success plan
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We can work with your team remotely or on site (though typically we do most of the work remotely). We work with the relevant people in your teams to plan, design and install and configure the LMS structure. We'll do some hands on training as part of this service, to show how to build courses and use the functionality. Then we hand over to you- with our team on hand remotely to help and advise as you start building out your learning platform. Everything is done within a familiar SharePoint or Teams interface, using common Microsoft 365 applications to create content. User documentation and an online knowledgebase are also available to support you.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
  • Other
• Other documentation formats:
  • Word
  • PowerPoint
  • Online Videos
  • Web based information pages
  • Stream videos
• End-of-contract data extraction: The content your organisation creates is all owned by you, and can be simply saved or extracted elsewhere.Learn365 is built on top of the clients SharePoint and so all data is stored within SharePoint and can be extracted in the same way in which SharePoint extractions would occur. As a Microsoft partner we can provide export services and SharePoint migrations.
• End-of-contract process: Just advise us 45 days before contract end, and we'll close everything off contract wise. We will work with you to determine which information and records you might need to extract for future use.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
• Application to install: Yes
• Compatible operating systems: Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The application has been designed to provide the same experience across mobile and desktop.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: Built natively inside Office 365, your LMS is already fully integrated with most of your IT landscape. ; ; Additionally, our modern API allows you to connect your LMS data seamlessly with your HRIS solution, your ERP system, your CRM data, and much more.; •Well documented and extensive API; •Use Logic Apps & Power Automate (Flow) to integrate your LMS data with other applications; •Extract your data using Odata; •Fully integrated with AD (Azure Active Directory)
• API documentation: Yes
• API documentation formats:
  • HTML
  • PDF
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: The corporate and user dashboards can be customised within SharePoint and Teams.; ; Corporate branding, ensure the interface looks and feels like your own; ; Personalised user dashboards- ensure users see their assigned training, and build their own learning paths.; ; Management dashboards- assign management roles so that team leads can view their team progress.; ; Use Power Apps and Power Automate to customise the platform to deliver on training, on-boarding any many other business processes

Scaling

• Independence of resources: The platform is built into your own Office 365 tenant. The LMS additional records and data are stored in the vendor tenant, with a separate database for each customer.

Analytics

• Service usage metrics: Yes
• Metrics types: The service enables the organisation to monitor and manage usage and engagement by both content and by user.
• Reporting types: Real-time dashboards

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: Zensai (formerly LMS365)

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: Supplier-defined controls
• 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: Yes
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: The course content and certificates can be easily saved or exported to another file location.
• Data export formats: Other
• Other data export formats:
  • PDF
  • PowerPoint
  • Word
• Data import formats: Other
• Other data import formats:
  • SCORM
  • AICC
  • PowerPoint
  • Word
  • Excel
  • Sway
  • PDF
  • Video
  • Import of learner records (via CSV)

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

• Guaranteed availability: The Vendor provides the following commitment: ; ; EFI will provide Customer access to the SaaS production application on a twenty-four hour, seven days a week (24x7) basis at a rate of 99.7% (“SaaS Services Uptime Metric”).; ; The SaaS Services Uptime Metric commences on the start of the LMS365 License. “The Go Live Date” is the date at which the customer has activated the license(s).; ; On a quarterly basis, the SaaS Services Uptime Metric will be measured using the measurable hours in the quarter (total time minus planned downtime, including maintenance, upgrades, etc.) as the denominator. ; ; The numerator is the denominator value minus the time of any outages in the quarter (duration of all outages combined) to give the percentage of available uptime (2,193 actual hours available / 2,200 possible available hours = 99.7 availa-bility). ; ; An “outage” is defined as two consecutive monitor failures within a five-minute period, lasting until the condition has cleared
• Approach to resilience: The datacentre is geo-resilient across two or more European Azure datacentres.
• Outage reporting: Via the customer forums and support site.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Role based access controls are in place to determine appropriate access according to role.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • 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 6 months and 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSI
• ISO/IEC 27001 accreditation date: 22/7/2021
• What the ISO/IEC 27001 doesn’t cover: All parts of the service provided by EFI and Essential are covered.
• ISO 28000:2007 certification: No
• CSA STAR certification: Yes
• CSA STAR accreditation date: 20/3/2023
• CSA STAR certification level: Level 1: CSA STAR Self-Assessment
• What the CSA STAR doesn’t cover: N/a
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications:
  • Veracode
  • Microsoft365 App Certification

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: At EFI, we have received the ISO/IEC 27001 certification for operating an ISMS that complies with the requirements of ISO/IEC 27001 for the following scope:; ; "ELEARNINGFORCE International's Corporate Information security management system used for the provision and development of a SAAS-learning management system (LMS) that provide Course & Content Management, Support Multiple Course Types & Learning Styles, Reporting & Tracking, Training Plans and Certifications & Compliance. This by Statement of applicability V. 3.0, dated 20210625."; ; EFI's ISMS is intended to be an enabling mechanism for information sharing, digital operations, and reducing information-related risks to acceptable levels.; ; With our ISMS, we practice an ongoing commitment to protect the confidentiality, integrity, and availability of all the physical and digital information assets throughout EFI. This is done to preserve the competitive edge, cash flow, profitability, legal, regulatory & contractual compliance, and the commercial image of EFI.; ; Information and information security requirements will continue to be aligned with these goals of EFI. We are audited against the standard every year by an independent third party and will review the ISMS policy at least annually to respond to any changes in the risk assessment or risk treatment requirements.

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: The Change Management team utilise Jira change control systems and framework. The key objective is to protect the client production services from outage and disruption resulting from change.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Azure Sentinel – Cloud-native Security Information and Event Management (SIEM) system with built-in artificial intelligence (AI) for analytics & automated investigation and response (AIR) capabilities enabling our security operations team to operate more efficiently and effectively. ; Azure Security Center Standard tier provides infrastructure vulnerability scanning, threat & anomaly detection, and intelligence for the network and Azure PaaS services used in the Learn365 architecture. The Security Center Recommendations are monitored daily, and action is taken immediately if vulnerabilities are found.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: All our services and personnel follow internal incident management procedures to ensure that we take proper precautions to avoid data breaches in the first place. Learn365 & the Microsoft Azure cloud services have specific security controls in place across platforms to detect and respond to compromises.; ; In the event of a breach, i.e. a breach of security leading to accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, Data transmitted, stored, or otherwise processed, Zensai will without delay but no later than in 24 hours after becoming aware of it notify the Data Controller in writing in a prompt manner.
• Incident management type: Supplier-defined controls
• Incident management approach: To ensure timely detection and response to potential security incidents, our Security Operations Center (SOC) provides 24/7 monitoring of data activity of the Learn365 platform worldwide. ; ; The SOC houses an incident response team that continuously monitors, overlooks, and analyzes the platform for abnormal activity to ensure that potential cybersecurity incidents are correctly identified, analyzed, defended against, investigated, and reported on.

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  We are committed to reducing our environmental impact as part of how we operate as a digital business.; As a digital services provider, we enable our customers to realise sustainable hybrid workplaces for positive wellbeing and environmental impact through the technology solutions we provide, and through the way we collaborate to implement the solutions for long term success.; Our focus is on reducing energy and resource usage, reducing the need to travel where possible, and enabling team communications and education to support these objectives. We proactively support our customers, and vendors to do the same by delivering projects in a way which considers environmental factors at the planning stage. ; In recent years, we have reduced our office footprint to support hybrid working, minimising travel requirements for our teams. Our services are delivered fully remotely to customers, to pass on the same benefits.

  Equal opportunity

  We provide technology solutions which help level the playing field for people across the workforce. Accessibility is a key consideration, and we work with solutions which integrate with Microsoft’s advanced accessibility capabilities wherever possible.

  Wellbeing

  The solutions we provide are aimed at making day to day working life better for the people using it, by enabling them to achieve more from within their Microsoft365 applications, reducing digital friction.; Doing the right thing is a core value of our business. This starts with commitment to our team, to be a responsible, fair and supportive employer, by offering a safe and welcoming environment to do their best work and providing development pathways where possible.; Our belief is that if our people are supported well, they can do the best they can for our customers.; Underpinning all the above, is the choice to work with vendors with aligned values in terms of their positive impact on their people, teams, partners, and customers.

Pricing

• Price: £3.76 to £46.75 a user a year
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: 30 day free admin trial available. PowerBI dashboards not included.
• Link to free trial: https://www.essential.co.uk/digital-workplace/learning-management-system/enquiry/?enquiry_type=Demo

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 info@essential.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.