The Access Group

Access PeopleHR

Our HR solution combines the latest technology with HR best practice. This helps automate your most repetitive tasks while enabling you to acquire, on-board, develop, nurture and retain your talent.
Our solution provides a secure, flexible and scalable platform for your People data and processes, and integrates with our Payroll.

Features

• Comprehensive HRIS leveraging Best Practice and Organisational logic,
• Responsive Candidate Portal and Application system
• On-boarding functions to interact with New Hires pre-start date
• Engaging Self Service available across a range of devices
• Manage/ Automate key processes including, Absence, Performance & Payroll
• Assist Compliance including RTW, RTI, DBS, AE, Payroll Processing
• Report & Analyse key People data/Knowledge
• Training & Development/Performance
• Timesheet capture and process
• Powerful workflow to empower your HR and Leadership Teams

Benefits

• Provide a responsive and engaging experience for your People
• Make HR information is readily available, support better decision making
• Help you get the most from your Staff Performance
• Engage with new starters, help make them day 1 ready
• Identify and help you in retaining your Top Talent
• Reflect your Employer brand across your HR system
• Reduce manual processes helping you do more will less
• Help Improve the HR service to employees
• Support you in maintaining compliance
• Be flexible to the changing needs of the organisation

£3.20 to £9.80 a licence a month

• 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 tendernotifications@theaccessgroup.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

229712139354735

Contact

Access UK
01206322575
tendernotifications@theaccessgroup.com

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: Access Workspace - Access Payroll & Payroll Services
• Cloud deployment model: Community cloud
• Service constraints: None.; ; For information, Routine Maintenance is undertaken on 4th Tuesday of each month at 3.00 AM UK
• System requirements:
  • Edge, Firefox, Chrome or Safari (latest version)
  • Mobile Iphone, Andriod
  • Open ID Connect for Single Sign on

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Access has developed a range of support plans. Our online Knowledge base and Community service plans are available to all our clients. We have made significant investment in our client support tools. The Success portal provides around the clock access to log incidents, browse; articles and videos to find solutions. Our Support teams are available M-F 9-5 ( or 8-6 on Standard/Premium) On these plans P1 cases are responded to in 1 hour. Please refer to Access for further details
• 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: Yes, at an extra cost
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: None or don’t know
• How the web chat support is accessible: AI chatbot is available at an extra cost, web chat is not human to human, this mechanism would be facilitated by our support portal.
• Web chat accessibility testing: NA
• Onsite support: Yes, at extra cost
• Support levels: Our policy of continual product development keeps your software up to date with important technological advances and fully compliant with any changes in legislation. Upgrades arising from this development programme are supplied to you within the terms of the Annual License agreement.; ; As you continue to use the solution, you will be supported by a network of people including your dedicated Account Manager. For day-to-day queries and technical issues our specialist HR and payroll help desks are there to deal with your support calls.; ; Our support team are multi-tiered; 1st Line, 2nd Line and Technical; ; In addition, you will also have access to a range of user events and forums and well as receiving our quarterly newsletter and meeting with your Account Manager.; ; The key features of these services are:; ; Access to the support desk is available Monday to Friday 8.00am to 6.00pm excluding bank holidays and Christmas closure. Additional out of hours support can be agreed if required.; Additional Support services can be provided as necessary; All outstanding calls can be tracked on-line; Customer Website Support; E-mail Support; On-line fault diagnosis through secure connections; Remote access; Telephone Support through a dedicated local rate charged support line
• Support available to third parties: No

Onboarding and offboarding

• Getting started: We tend to breakdown the training needs for a new client into three groups;; ; The core project team, including the ongoing admin users of the system and core finance and HR users.; The ‘Superuser’ group, made up of the chosen ‘champions’ of the new system in each of the business areas. ; The wider end-user community who will generally be ‘occasional’ users of specific functions depending on their job role.; ; We would provide full classroom style training to the first two groups during the project to ensure the right level of familiarity and knowledge of the system. ; ; For the third group, more options are available, however, our preference and general practice is to follow the train-the-trainer approach but we would be happy to discuss other options which would be available.; ; We provide clients with a wide selection of Training Guides (recorded videos are also available) to cover all areas of the solution (including; Core User guides for Navigation, managing hierarchy, posts, working patterns and employee rules, absence management, Training Administration as well as System Configuration Guides for more advanced users). Training Agenda and exercises templates are also provided.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Clients can either use the reporting and admin tools available or where required take advantage of our technical consulting services to assist with this.
• End-of-contract process: Clients can either use the reporting and admin tools available or where required take advantage of our technical consulting services to assist with this.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • MacOS
  • Windows
  • Windows Phone
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Our mobile applications provides a optimized user interface on smart-phone sized devices. This provides a simplified interface that surfaces the key tasks to be completed by employees, Leaders.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: The API available is an employee detail based REST web service that enables third-party products to get employee data from Access PeopleHR; ; The third-party products are able to request a date range of employee changes through web service. Once Access PeopleHR has received this request, it sends out a set of specified information to the 3rd party product. The data exposed is a set of completely configurable fields, which can be defined using the tool.
• API documentation: Yes
• API documentation formats:
  • HTML
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Administration users can control key system parameters, including, landing page content and design, User profiles and workflow attributes.

Scaling

• Independence of resources: As the tenant population grows the resources that power the applications will also grow elastically to support the demand. This covers CPU, memory and storage as well as load balancer technologies that allow multiple server farms to exist providing the best in performance as well as resilience. ; ; This growth in the underlying environment occurs without interruption to the applications so users will be provided with a consistently fast application experience. ; ; Access is able to offer a range of application hosting options. including partially private, own instance options.

Analytics

• Service usage metrics: No

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
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least every 6 months
• 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 another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Explicit overwriting of storage before reallocation
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: Users can take advantage of the reporting tools available in the application to assist with exporting data
• Data export formats:
  • CSV
  • Other
• Other data export formats: XML
• Data import formats:
  • CSV
  • Other
• Other data import formats: Xlsx

Data-in-transit protection

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

Availability and resilience

• Guaranteed availability: We will use commercially reasonable efforts to make the SaaS available 24 hours a day, seven days a week, except for unavailability during emergency or routine maintenance. Our monthly availability has not dropped below 99.8% in any 4 week period in the last 12 months.
• Approach to resilience: The Access Hosting solution has been designed to enterprise level with the highest possible specification for resilience and replication. Split across 2 of the UK’s premium data centres, the solution delivers replication and recovery options that are unrivalled in the mid-market arena. ; The solution operates in a near continuous state across both datacentres minimising data loss in the event of a total data centre blackout. This is achieved using Zerto Virtual Replication and VMWare vSphere being delivered as a service to the Access user. ; The solution has been designed so that there is no hardware single point of failure. Dual Firewalls are used to connect to dual switches, SANs and Physical Hosts. Internet connectivity is protected using the Border Gateway Protocol (BGP) ensuring connectivity in the event an outage of an upstream Internet Service Provider occurs.; The Physical hosts run VMWare ESX and operate within a VMWare vSphere cluster. One cluster node is located in Telehouse with the second in Equinix.; The use of these technologies ensures that storage and virtual machines are resident in both datacentres giving maximum flexibility in the case of a disaster.
• Outage reporting: Users can subscribe to email alerts giving updates on scheduled maintenance and outages. An online portal is also available to clients

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: We operate role profile based Access Control - based on least privilege access. This applies to all our services
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • 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: ISOQAR
• ISO/IEC 27001 accreditation date: 01/09/2014
• What the ISO/IEC 27001 doesn’t cover: Nothing is excluded from the Standard
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• 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: All controls included within Annex A of the ISO27001:2013 standard.; Statement Of Applicability (SOA) 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: All change management is undertaken in line with ISO27001:2013 using JIRA for audit purposes.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Patched and audited by our patch management system. All non-critical OS patches are applied within one calendar month of release, first into pre-production and then into production, as part of the scheduled maintenance window.; AV Updates - Signatures are updated hourly. / Rules are reviewed at minimum every 3 months. Logs are reviewed at minimum every 3 months. ; Access staff responsible for the maintenance of our hosting services subscribe to industry newsletters, belong to various security forums and we additionally receive notifications from our vendors.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: We have traffic monitoring and content based alerting which alerts on changes to the site and/or traffic flows implemented at infrastructure and application level. We proactively monitor third party suppliers (hardware, OS, application/web and database server software) vulnerability reporting and security fix availability. ; Any vulnerabilities found and fixes provided by third party suppliers are patched by our infrastructure team in a timescale appropriate for their level of severity. Any penetration test findings are fixed by Development in a timescale appropriate for their level of severity. Our infrastructure response is within 1 hour in the SLA period 8am-8pm Monday – Friday.
• 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: We operate a robust incident management process in line with ISO27001:2013 ; Staff are encouraged to report all incidents using a pre-defined process using a form available on our Company Collaborate site; Incident reports will be provided following forensics and closure

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
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Access UK Limited is a Software author and provide associated services, including Hosting, Payroll Bureau and Payment services. We recognise that although we do not undertake manufacturing, our day to day operations will have impact on the environment at global, national, and local level. We are committed to the care of the environment and the prevention of pollution. •Access ensures that all our operations are carried out in with the minimum adverse effect on the environment but implementing many available resources and approved processes •We protect the environment by striving to prevent and minimise our contribution to pollution of land, air, and water •We keep wastage to a minimum and maximise the efficient use of materials and resources, and manage disposal of all waste in a responsible manner •We use energy, water, and natural resources wisely and prevent pollution by minimising waste, recycling whenever possible and properly disposing of waste that cannot be recycled. •Our management processes are developed to ensure that environmental factors are considered during planning and implementation •We raise employee awareness and encourage best practices for sustainability at work

  Equal opportunity

  We want everyone to feel at home at Access, knowing that they are valued for what they do, not who they are. We want people to feel that they truly belong here regardless of their age, gender, race, sexual orientation, or anything else that makes them individual; after all, if we were all the same it would be a pretty dull place. We love the fact that we’re all different. Having more diverse perspectives at work improves how we run our business, helps us support our customers, and when you think about it, it's just more fun. For us, this all starts with helping everyone feel part of the family and being at their best every day, making Access a place where everyone can love what they do and do what they love. We all have regular check-ins with our leaders, take part in monthly employee surveys, have lots of chances to share our views and ask for help, and with our own learning system, 'Access Shine', we really can make things even better each and every day. At Access we'll always hire the best candidate but we're continually looking for creative ways to increase the mix of diverse candidates into our recruitment process. On the basis that you ‘have to see it, to be it’, one thing we're doing is sharing more stories to celebrate the wonderful diverse range of talent we have at Access. It is important for us that our employees understand and reflect the customers and communities we support, and we want everyone to feel at home here, knowing that they are valued for what they do, not who they are. We want people to feel that they truly belong here regardless of their age, gender, race, sexual orientation, or anything else that makes them individual.

  Wellbeing

  Access places specific emphasis on the health and wellbeing of its staff and provides a “Well-being” hub in workspace that provides support for Mental Health, Finances, Social, Physical, Emotional and purpose. Assistance from Health Assured is available for all staff and there are training resources for “working in the new normal” and “Mental health and wellbeing” . Access also has “well-being” champions throughout the organisation. This is supported by monthly employee “check in” surveys and offers of flexible working for staff to meet caring commitments.

Pricing

• Price: £3.20 to £9.80 a licence a month
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: We can offer free trials via our website or directly via our Sales Team here at Access, a time period can be pre agreed although we usually set these up for 2 weeks. Support via your Account Executive can be provided if required.

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