Neuven Solutions Limited

Venloc

Venloc® was created as a registration to invoice management tool for Locum and Bank Staff. Our technology platform works to reduce your annual spend on direct engagement by up to 10%. This is achieved through fixing pay and charge rates by shift as well as monitoring compliance.

Features

• Rate Standardisation and Cost Savings
• Bespoke software solution for direct staff engagement
• Specific in-built workforce management tool
• Consolidated invoicing across all direct engagement
• Full visibility of pre-agreed rates and fees
• Ability to upload and store documents e.g. Right to Work
• Candidate invoice trackingExtensive worker compliance module
• Extensive worker compliance module
• Web Access across multiple platforms
• Intuitive & easy to use system

Benefits

• Cost Savings up to 10% on bank or locum spend
• Improved candidate engagement
• Real-time management information
• Reduction in candidate pay queries saving time & money
• Consolidated invoicing and worker pay-rolling
• Streamlined administration
• Visibility and control on a national basis
• Monthly dashboard and real-time ad-hoc reporting
• Vendor Neutrality, no conflict of interest
• Account Management from industry experts

£0.20 to £1 a unit an hour

• 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 jessica.lansdale@neuven.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

306521852190475

Contact

Jessica Lansdale
0161 437 4337
jessica.lansdale@neuven.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: There are no constraints with the Venloc system
• System requirements:
  • Locations must have internet access
  • Unlimited Licences are included in client agreement

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Within 24 hours (during office hours)
• 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: Support is provided on a series of levels, which are all covered in the hourly transaction fee applied to timesheets which transact through Venloc®.; ; Firstly, Neuven operates a help desk to deal with any user based issues. The help desk is open Monday to Friday 08:00-18:00. Outside of these hours, there is a help desk email address. Emails will be responded to within the next working day. ; ; Where issues are urgent or require escalating, this would then be raised to the relevant client Account Manager. The client Account Manager will deal with any technical or operational requirements and has in depth knowledge of the system and each client's operational requirements. ; ; Where issues cannot be resolved by the account manager, these can be escalated further, to the Executive Sponsor within Neuven. The Executive Sponsor will have a good overall knowledge of the system, as well as the accounts and their requirements. They will also meet with Key and Senior sponsors on a quarterly basis.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Once commercials have been agreed, Neuven will then set up the Venloc® system with every client location, user, agency and job role. Everything in the system is completely adaptable and can be changed at any point to reflect client structure, user or pay changes. ; ; Users, including both client and Direct Hire, are all given either face to face training or online webex-type training. This is supported by user guides and help desk support for any user who requires it. ; ; The whole process, from analysis to first transaction should take from 4 to 12 weeks to complete, depending on the number of client locations.; ; In summary, Neuven builds the full client location hierarchy into the Venloc® system, including cost codes, nominal codes, job types, rates and users. Neuven delivers a full training programme, with all users given either face to face or online training before going live.
• Service documentation: Yes
• Documentation formats:
  • ODF
  • PDF
• End-of-contract data extraction: All information can be exported from the Venloc® system into any format down to a granular level. These reports are available upon request.
• End-of-contract process: After an agreed exit period, the Venloc system will remain open to users to review historical data for a limited period. However, no future invoices will be allowed to transact.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: No operating difference between website and mobile versions
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: Venloc® has been created as a registration to invoice management tool for your Locum and Bank Staff. Venloc can reduce your annual spend on direct and agency Locum / Bank labour by up to 10%. Our solution works for all types of Locum / Bank labour, across many different markets.
• Accessibility standards: None or don’t know
• Description of accessibility: The system has not been set up to meet any specific accessibility standards or for use with any specific assistive technology.
• Accessibility testing: None
• API: No
• Customisation available: Yes
• Description of customisation: Further validation fields can be added to the standard level of information capture.; ; Additional modules can be built on behalf of the client in relation to specific operational needs, as well as in respect of wider industry forces. ; ; Data outputs can be fully built and customised to meet client specifications and importing needs. ; ; All customisation within and extracted from Venloc® would be carried out by Neuven on behalf of the client.

Scaling

• Independence of resources: Venloc® is hosted by a third party provider, Rackspace, who are the worlds largest managed cloud provider using their CORE™ system.; ; CORE™ is the Rackspace proprietary hosting automation platform, designed to facilitate change control with the provisioning, changing, and scaling of a customer’s hosting environment. CORE™ seamlessly assigns work across Rackspace resources for issues that require multiple teams to troubleshoot, and by carefully controlling changes, we are able to achieve guaranteed up time and minimise any impact on customer business operations.

Analytics

• Service usage metrics: Yes
• Metrics types: Spend and Usage reporting, audit reporting
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: None

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: Less than 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 SSAE-16 / ISAE 3402
• 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: The majority of data can be exported directly from the system by users. Any data which cannot be directly extracted and exported can be exported by Neuven upon request.
• Data export formats:
  • CSV
  • ODF
• Data import formats:
  • CSV
  • ODF

Data-in-transit protection

• Data protection between buyer and supplier networks: IPsec or TLS VPN gateway
• Data protection within supplier network: IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: Each Client will have a bespoke SLA between themselves and each agency which includes KPIs for the continuous; management of service levels. ; ; The Venloc® Helpdesk is open Monday – Friday, 8.00am–6.00pm, for the real-time resolution of queries and questions, supported by a Neuven Account Manager. There is also an out-of-hours email facility. ; Server patching is performed once a month and deployed out of office hours. Any bug fixes or new functionality are deployed at times agreed with Neuven – usually out of office hours. ; ; System availability: 24 hours a day, 7 days a week. Telephone and Online Support Hours: Monday-Friday 8.00am-6:00pm; ; Severity Definitions:; • High: Urgent problem. Web site down or business critical problem; • Medium: Crash or bug affecting multiple users.; • Low: Presentation issue or bug which is limited to one user or can’t be replicated.
• Approach to resilience: Available upon request
• Outage reporting: Email Alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: All users are defined by a unique user ID and password. these are then used to restrict a user access to different modules within the platform.; ; Audit trails of all user actions are stored within the Venloc® system.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • 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: You control when users can access 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: Certification Europe
• ISO/IEC 27001 accreditation date: 21st October 2009
• What the ISO/IEC 27001 doesn’t cover: Venloc® is completely covered by the 27001 accreditation
• 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: We adhere to the principals set out in ISO 27001. We would be happy to discuss this in more detail as requested

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Any changes to the Venloc® system are scheduled in accordance with specific client needs. All components within the system are tracked and tested throughout their lifetime to ensure all modifications are implemented in a secure and risk free environment. ; ; All changes are thoroughly means and security tested by both Neuven and Neuven's third party providers.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Venloc® is hosted by a third party cloud provider Rackspace.; ; Their policy is to maintain an ISO 27001 certified internal vulnerability management policy that includes regular vulnerability assessments of the corporate network intended to identify, assess and remediate technical vulnerabilities
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Venloc® is hosted by a third party provider Rackspace. Rackspace's policy on Protective monitoring is to provide their “RackWatch” program, which is a network monitoring service. Numerous monitoring levels are available depending on service level and segment. Their experienced technicians will automatically fix the problem depending on any chosen segment and their support policy
• Incident management type: Supplier-defined controls
• Incident management approach: Neuven employ a dedicated support team who deal with incident management within the Venloc® system, Neuven maintains an internal incident reporting process, and users are educated both on hire and; during regular reoccurring training.

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

• Fighting climate change:

  Fighting climate change

  Neuven is committed to reducing our carbon footprint and our impact on the environment. We recognise that we have a responsibility to the environment beyond legal and regulatory requirements. We are committed to reducing our adverse environmental impact, including reducing our carbon footprint, and are continually improving our environmental performance. We encourage customers, suppliers, and other stakeholders to do the same. To help us achieve this, we have implemented an externally certified environmental management system (EMS), based on international standard ISO 14001. Our biggest impact on the environment is business travel which we closely plan and monitor. The use of technology platforms to hold meetings with our clients, suppliers and stakeholders enables us to eliminate mileage, and by maintaining a company-wide home working policy, We removed the daily commute during the Covid-19 pandemic. We continue to combine home and office working to reduce the carbon footprint associated with travel, and already promote the use of public transport and travel alternatives. We are investing in an electric vehicle schem for our employees. We are also committed to reducing the impact of our office activities by minimising the amount of paper used, increasing recycling, disposing of waste in a safe and responsible way, and sound energy conservation. We provide all our staff with relevant environmental training so that they can all act as responsible stewards of the environment.
• Covid-19 recovery:

  Covid-19 recovery

  Our technology platforms are constantly evolving to stay ahead of the curve. In addition to the Covid Track & Trace functionality and Vaccination certificate tracking, our systems are developed to demand plan temporary labour in real time. This innovation was born from the pandemic and has already grown in the service offering our clients will benefit from. Our functionality reaches the end worker; functionality that does not exist in any other NV solution. Our digital roadmap includes the use of facial recognition, something we were keen to explore with the challenges Covid brought to the safe delivery of temporary labour.
• Equal opportunity:

  Equal opportunity

  We ensure a high level of business performance while minimising and effectively managing risk; upholding the values of honesty, partnership and fairness in our stakeholder relationships. Ourcontracts clearly set out the agreed terms, conditions and the basis of our relationship; safeguarding against unfair business practices. We encourage suppliers to adopt responsible business policies and practices, and encourage dialogue with local communities for mutual benefit. We resolve customer complaints in accordance with our standards of service. We support and encourage our employees to help local community organisations, particularly our employee chosen charities. We work with local universities to assist young people in choosing their future careers. We operate an equality and diversity policy for all present and potential future employees, and offer our employees clear and fair terms of employment, providing resources to enable their continual development. We maintain a clear and fair employee remuneration policy and maintain forums for employee consultation. We provide safeguards to ensure that all employees of whatever nationality, colour, race or religious belief are treated with respect and without sexual, physical or mental harassment. We provide, and strive to maintain, a clean, healthy and safe working environment in line with our Health & Safety policy.
• Wellbeing:

  Wellbeing

  We have a number of initiatives in place to support staff wellbeing: ; ; •A dedicated Mental Health champion group – made up of employees who take on an integral role in reaching out to colleagues and doing regular check in’s ; •Mental Health Aiders are in place; •The CEO and Board of Directors make regular check in calls with staff; •Employee Assistance Programme (EAP) providing confidential advise 24/7 to colleagues (via our Medicash scheme); •An online Well Being Hub, hosted by Wrkit (qualified psychologists). “Positive Occupational Wellbeing Resource (POWR), is an online tool which helps you to enhance your life by providing simple exercises that will improve your overall wellbeing. POWR will guide you through exercises in mindfulness, emotional wellbeing, nutrition and general physical exercise, and as you complete these simple exercises over time you will feel the benefit. Just like talking to your local Doctor, POWR will first ask you a number of questions about yourself. Based on your answers, POWR will generate a specific plan tailored to your needs. The plans guide you through the steps to be taken in order to improve your health and wellbeing. Plans are really easy to do, and take very little effort to complete. In many cases the plan is as simple as treating yourself to a luxurious bath, or putting some time aside to walk for 20 minutes during your lunch break.

Pricing

• Price: £0.20 to £1 a unit an hour
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Neuven can operate an evaluation period for any client based on an agreed set of terms and conditions.; ; Due to the nature of the Venloc® system, and the set up process involved, when an evaluation period takes place, it is done so on the full platform.

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 jessica.lansdale@neuven.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.