EVENTMAP LIMITED

OPTIME - Ceremonies

EventMAP's solutions get to the core of resource scheduling, management and space planning challenges within the Public and Private sectors (Universities, Further Education, Local Authority, Health and Police). Our Graduation Ceremonies Management solution, designed in partnership with end-users, provides a powerful, flexible tool to optimise the utilisation of resources.

Features

• Full end-to-end management of graduation ceremonies
• Attendees and student ticket allocation management
• Automatic seat organisation, including visual outputs and controls
• Intuitive User friendly design accessible on numerous devices and browsers
• Real Time reporting
• Import tools and APIs enabling integration with other systems (eg.Outlook)
• User authentication integration (SSO)
• Useable on multiple platforms including tablets and mobile devices

Benefits

• Supports institutions manage Graduation Ceremonies
• Drives the optimisation and utilisation of resources associated to Ceremonies
• Process efficiencies through automatic allocation of tickets based on criteria
• Availability of resources made transparent
• Users have Real-Time access to information
• Enables seating scenario modelling and 'what if' planning
• Solution accessible from any site or location, supporting flexible working,
• Holistic view of resource usage enabling informed management decision making
• Enables KPIs and targets to be monitored and achieved
• Single source of truth for ceremonies information

£1.00 an instance 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 info@eventmapsolutions.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

199026896365661

Contact

Barry McCollum
00442890236558
info@eventmapsolutions.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: No Constraints
• System requirements: None applicable

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Critical Incidents within 1 hour of being raised (Monday to Friday); Non- Critical within 24 hours of ticket being raised (Monday to Friday)
• 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: As part of the contract and licence the following support is included:; ; A key contact is assigned,and will be the main point of escalation where needed. Regular service meetings will be agreed with the client .; ; Raising issues should be directed to and processed via the EventMAP Support Centre. ; ; -Where an issue is emailed these will be added to the Support Centre; -Where an issue is raised over the phone these will be added to the Support Centre and not resolved over the phone unless the issue is critical service failure.; ; Queries or Issues raised are categorised as follows:; ; 1. Bug – breaks standard functionality of software.; 2. Bug (External) – due to external circumstances outside of EventMAP control.; 3. Incorrect behavior – functionality is not as expected. ; 4. Change Request – a problem with software which does not break standard functionality, but impacts usability of the software.; 5. Feature Request – requests for new developments ; ; Feature Requests may incur additional development related costs where the request is bespoke to the client or not on the immediate Product development Roadmap.; ; A detailed service level agreement will be provided to the client when on-boarding.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Users are provided with training manuals and relevant documentation during the course of the project.; ; In built help documentation is already provided within the system; ; Onsite training services can be provided (at a daily charge, please refer to SFIA). Dependent on the buyers needs training services can be tailored, whether training large groups or when a 'train the trainer' approach is used.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
  • Other
• Other documentation formats: Word
• End-of-contract data extraction: Reports can be downloaded in various formats including csv utilising the reporting suite.; ; During the off-boarding period, together in partnership with the client the most appropriate format for the data to be provided can be agreed.
• End-of-contract process: Should the client decide not to extend the contract. Prior to the contract end date there will be an off-boarding period (the duration of which will be agreed with the client). The system and all associated data will be deleted after 1 month of contract end or deleted immediately on request.

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: Menus adapt dependent to screen size.
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: All of our services provided within the framework have web user interfaces specific to the service being procured. These web user interfaces are compatible with all commonly used web browsers including Internet Explorer, Chrome, Safari and Firefox.
• Accessibility standards: None or don’t know
• Description of accessibility: OPTIME provide text descriptions for its features and follows WCAG guidelines
• Accessibility testing: Testing to support accessibility is undertaken in-house. The following assistive techology is used:; ; NVDA – Windows – Mozilla Firefox; NVDA – Windows – Internet Explorer & Edge; NVDA – Windows – Chrome; VoiceOver – Mac – Safari & Chrome
• API: Yes
• What users can and can't do using the API: Create, Read, Update and Delete records using the API. ; ; Clients cannot change the API themselves but can request for changes to be made. There are no limitations to the use of the API
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: User Specific Profile Customisation; ; Existing Functionality & Features can be configured and customised based on users and roles within the buyers organisation; ; New Features & Functionality requests are possible but undertaken by developers within our company

Scaling

• Independence of resources: Cloud infrastructure is configured to scale on demand

Analytics

• Service usage metrics: Yes
• Metrics types: Various metrics can be provided based on the customers needs, metrics such as; ; Uptime %; Response Times m/s; Number of users
• Reporting types:
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Security Clearance (SC)

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: 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: Other
• Other data at rest protection approach: Data is held within Microsoft Azure and is governed by their security protocols
• 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: Data can be exported in multiple formats including csv or PDF through the standard reporting function within the solutions. Where data is not accessible through the reporting function a bespoke request can be raised following the support process (dependant on the complexity of the bespoke request, an additional charge could be made)
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • JSON
  • XML
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • JSON
  • XML

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: 99.9% availability as standard.
• Approach to resilience: Available on request
• Outage reporting: Automated Email notification; Phone call to key client contacts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: N/A
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Public key authentication (including by TLS client certificate)
  • 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: 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: BSI
• ISO/IEC 27001 accreditation date: 16/10/2020
• What the ISO/IEC 27001 doesn’t cover: N/A ; ; The following was the scope of the Accreditation: ; ; "Information Security in relation to the Provision of timetabling, scheduling, resource management, space planning, software and services in accordance with Statement of Applicability version 1.0"
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications:
  • Cyber Essentials
  • ISO27001

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: EventMAP’s InfoSec team and CTO are responsible for verifying compliance, using various methods including walk-throughs, deployment of automated testing tools, and internal or external audits.
• Information security policies and processes: EventMAP defines three distinct levels of security assessment:; ;  Full – a full assessment of the web application for all known vulnerabilities using both automated tests and manual testing, based on the OWASP Testing Guide.;  Quick – a quick assessment typically involves testing for the top ten security risks as defined by the OWASP Top Ten web application security risks.;  Targeted – a targeted assessment involves testing for a specific vulnerability.; ; Web applications meeting the following criteria are subject to security assessment:;  New applications – brand new software products undergo a full security assessment before being released into any production environment.;  Major application updates – any major changes to the software codebase undergo a full security assessment before being approved for release to production environments.;  Patch releases – minor application updates are subject to an appropriate assessment level based on the risk of the changes to the application functionality and/or architecture.;  Emergency Releases – emergency releases will be allowed to forgo security assessments, carrying the assumed risk until such time that a proper assessment can be carried out. Emergency releases will be designated as such by the Chief Technical Officer or an appropriate manager.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: 1. Change raised by client through Support Centre; 2. Assessed (various impacts including security) and Approved/Declined; 3. Added to a work package and sprint; 4. Assigned to an individual; 5. Developed in a non production environment; 6. Once development completed promoted to a Test Environment; 7. Tested and User Accepted; 8. Deployed to Production (Live) environment at an agreed time with the client.; 9. Change Record retained
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Technical Teams monitor alerts and notifications which identify potential vulnerabilities that could affect our services. ; ; Potential vulnerabilities are reviewed and assessed to determine the impact, likelihood and risk. ; Following the assessment actions are then undertaken. For severe incidents issues are addressed as a priority and resolutions implemented as quickly as possible.For low risk vulnerabilities these are resolved within within 2 days.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Any potential compromises are notified by the platform provider to EventMAP technical teams and these notifications are monitored by the 24.7.; ; Upon notification of any compromises an internal process and assessment checklist are completed to assess the risk and impact.; ; Following the assessment, the severity of the compromise is known and actions are then undertaken to resolve the issues. For severe incidents issues are addressed as a priority and resolutions implemented as quickly as possible.
• Incident management type: Supplier-defined controls
• Incident management approach: • Issues raised will be added to the EventMAP Support Centre with a status 'Open'; • Customers and EventMAP staff can communicate via comments on the ticket system; • When requiring further discussion before it can be correctly processed, the status is set to Pending; • When an issue fix is proceeding Status set to Work In Progress. ; • When an issue fix has been processed, Status set to Closed; • At any stage, an issue can be transitioned from Closed to Reopened. Reopened tickets will enter the same workflow as is outlined in the above process

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

  EventMAP is committed to addressing issues relating to climate change. As part of this commitment:; ; - Staff are encouraged to remote work; - Encouraged to hold meetings online opposed to onsite; - Employee good practice within the workplace (electronic filing, powering off equipment); ; EventMAP also actively work with clients to support their NZC initiatives.
• Covid-19 recovery:

  Covid-19 recovery

  EventMAP is committed in providing a safe workplace for it staff which includes measures to support the recovery from COVID.; ; Examples of this commitment include:; - Remote Working; - Social Distancing within the office; - Office cleaning schedule
• Tackling economic inequality:

  Tackling economic inequality

  EventMAP strive to recruit the best staff for each employment opportunity created and as part of this meet and exceed the going market rate for similar vacancies.; ; Where possible EventMAP provides opportunities to train and provide experience through our internships.
• Equal opportunity:

  Equal opportunity

  EventMAP are an equal opportunities employer. This means that we will make good faith efforts to comply with the spirit and letter of the equality laws.; We will promote a good and harmonious working environment in which our employees will be treated with dignity and respect, and we will not discriminate unlawfully against or harass any person on the grounds of:; • Sex; • Marital or Civil partnership status; • Racial group; • Age; • Pregnancy or maternity; • Religious or similar philosophical belief; • Sexual orientation; • Gender reassignment; • Political opinion; • Disability; We will also endeavour to ensure that our workplace and our employment policies and practices do not unreasonably exclude or disadvantage those of our job applicants and employees who have disabilities. To this end we will comply with the duty to make reasonable adjustments that is imposed on us in relation to such persons. We note that a failure to comply with that duty would be an act of unlawful discrimination.
• Wellbeing:

  Wellbeing

  EventMAP is committed to the Wellbeing of its staff and encourages and actively promotes a culture of a good work/life balance. ; Examples of this include:; ; - a flexible approach to working from home; - balanced approach to "meeting" overload; - Encourage staff to have focus time to be able to think about issues and resolutions without distraction

Pricing

• Price: £1.00 an instance a year
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: A full trial version of the software is available by registering through the URL provided.
• Link to free trial: https://optime.cloud/

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