COMMERCIAL SERVICES KENT LIMITED

HR Connect Pay - Fully Managed Payroll and HR Services

Cloud based, fully managed, accredited HR and Payroll solutions. Managing full employee lifecycle including paying staff accurately and on time, new starters, issuing contracts, management of employment changes, statutory leave processes, pay reviews, leaver and retirement processes. Fully compliant with all statutory regulations supported by CIPP and CIPD qualified team.

Features

• Cloud based, fully managed, integrated HR and Payroll solution
• Comprehensive Manager and Employee self-service capability
• Recruitment & On-boarding Modules
• Full statuatory compliant systems and processes
• HMRC accredited systems available
• BACS bureau acredited service
• 3rd Party payments including HMRC, Salary sacrifice, pensions
• Pension auto and re-enrolment
• Absence and leave management
• Multiple contract and assignment support

Benefits

• Manager self service; submit information anytime, anywhere
• CIPP PAS Accreditation
• Online submission, tracking of work, communications and information
• Employee self service accessible anytime, anywhere
• Supported by knowledgeable and accredited HR and Payroll team
• Over 35 years HR and Payroll experience
• Support for the entire employee life-cycle
• Link and liaise with 3rd parties e.g. HMRC
• Over 99.8% payroll accuracy
• Seamless integration with Arbor and Bromcom (MIS)

£3.95 a user a month

• 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 bids@hrconnect.org.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

332548711885666

Contact

G-Cloud Enquiries
03301249996
bids@hrconnect.org.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: No constraints identified
• System requirements: N/A

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: P1 - Entire system unavailable; Target Response 30 Minutes; Target Resolution 6 Hours. P2 - Module/key process unavailable - time critical; Target Response 120 Minutes; Target Resolution 1 Working Day. P3 - Module/key process unavailable - not time critical; Target Response 120 Minutes; Target Resolution 5 Working Days. P4 - Feature not available - no workaround present; Target Response 120 Minutes; Target Resolution 10 Working Days.
• 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: Web chat
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.1 AA or EN 301 549
• Web chat accessibility testing: Webchat testing with assistive technology users has not been undertaken to date.
• Onsite support: No
• Support levels: We provide a standard service support level for all customers that includes access to a dedicated HR and Payroll helpdesk, fully accredited payroll control team and experienced systems development team. Our solution is fully hosted and maintained with any system queries/issues being handled through our helpdesk as their single, integrated point of contact. We provide our services on a flat rate per employee per month plus an annual administration fee. We have dedicated support teams for the payroll systems we utilise such as iTrent and Oracle. Access to these is provided via our HR and Payroll service desk.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: A dedicated onboarding team will produce a project plan highlighting the tasks and timeframes from data gathering to implementation. Onboarding Officer will arrange a project initiation meeting, completing a client checklist from which they will produce a project plan that is specific for each client and takes into consideration any anomalies which could impact the delivery timeframes, amending the project plan accordingly. The project plan will be maintained by the Onboarding Officer and will be reviewed weekly. Comprehensive training and support will be provided on all our systems, to ensure users feel engaged and confident in site navigation and functionality of the systems, regardless of experience. We will provide you with a standard template for easy data collection and migration. We will undertake to upload this template and will then validate and check once the upload has been completed. We will work closely with you to resolve any identified discrepancies through the provision of a validation report that covers information relating to individuals and your organisation. Quality assurance and testing forms part of our onboarding project plan and will include, but is not limited to: • System testing of payroll set up • Operational user acceptance testing
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats:
  • Word
  • Hard copy
• End-of-contract data extraction: This is provided in an agreed format at the end of the contract through our established off boarding process. The data is usually provided in Excel format as standard although other formats may be available upon request.
• End-of-contract process: Following notification of cancellation we will engage with the customer to confirm the termination date and agree timeframes for supplying the customers information to them. We operate a standard process which includes a pre-defined set of data reports containing HR and Payroll recording information in excel format. If additional/bespoke reporting requirements are requested this would be costed on a POA basis and provided as required.

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: No
• Service interface: No
• User support accessibility: None or don’t know
• API: No
• Customisation available: No

Scaling

• Independence of resources: We operate robust contingency and workforce plans to ensure peak demand is covered. Customer usage and staff time is recorded and analysed to ensure effective workforce planning is undertaken in advance. Our workforce is multi-skilled and trained to provide support where required at peak times to enable us to meet customer demand.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: MHR iTrent HR and Payroll system

Staff security

• Staff security clearance: Other security clearance
• 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: Managed by a third party
• 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 another standard
  • Other
• Other data at rest protection approach: We do not encrypt customer information at rest as standard although this can be offered as a separate service if required using Oracle TDE methodology. This will use AES encryption. We also use becrypt disk protect to encrypt all employee disks including laptops and USB drives.
• Data sanitisation process: No
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Users can export their data via a standard reporting suite accessible via the manager self service portal. Reports are previewed via the browser before being downloadable in excel format. Custom/bespoke reports can be created to customer specification however these would incur additional development costs.
• Data export formats: CSV
• Data import formats: CSV

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: 20 working days to process work for payroll, or guaranteed next payroll period (if submitted by processing deadline). Email/Online enquiries resolved within 3 working days
• Approach to resilience: Available on request.
• Outage reporting: Email alerts, Website notification, Social media, Telephone message

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Access is password protected with dedicated usernames and passwords issued to key personnel only. Users can only reset access via the support helpdesk where additional information is required before access is provided. Our systems are password protected and accessible only via our secure network or via 2 factor authentication into a secure VPN when working outside of our network.
• Access restriction testing frequency: At least every 6 months
• Management access 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: 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: No
• 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: No
• Security governance approach: External expert support. The provider we partner with holds ISO accreditations and aligns to NIST & SANS for security standards. We have a comprehensive Information Security Policy that is regularly reviewed and updated. All staff are trained and required to complete regulatory and information security assessments on a regular basis. Controls are in place to ensure best practices are followed in relation to maintaining information security.
• Information security policies and processes: We have a comprehensive Information Security Policy that sets out our processes for managing data within the company. Risk registers are continuously updated, from risk identification through risk response planning and status update during risk monitoring and control. Our employees undergo the required levels of vetting suitable for the role in which they undertake. All employees undergo a induction program which includes Information Governance training. All staff are also aware of the company’s data protection, information governance and GDPR policies which details all staffs responsibilities when handling information and must adhere to this at all times. E learning on Information governance and Data protection is available to all staff and is refreshed on an annual basis. Sub Contractor services are procured using procurement rules and require that sub-contractors adhere to at least the same standards of system and data management as we do.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: We follow an ITIL framework best practice approach in regards to configuration and change management.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Infrastructure within the datacentres are regularly scanned using QuallysGuard. Authenticated scans on servers are performed to identify vulnerabilities and required patches. The infrastructure running the services is patched as required in the quarterly maintenance windows. Systems are regularly scanned by Qualys suite to ensure all devices are at the required patch levels Annual CREST penetration test of the software, hosted service and corporate network.
• Protective monitoring type: Undisclosed
• Protective monitoring approach: We partner with a dedicated Network Security team who work in collaboration with our 3rd party hosting provider to monitor infrastructure in our networks. Security and audit Logs are monitored and dashboards are checked daily. Our processes are based on ITIL best practice.
• Incident management type: Supplier-defined controls
• Incident management approach: Defined Incident Management Process and documented in Information Security Policy and is based on ITIL best practice. Company executives review all incidents and customers always notified if relevant.

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

• Social Value:

  Social Value

  • Fighting climate change
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  As a cloud based HR Services provider, our environmental impacts are limited, however, as a responsible business, we understand the importance of fighting climate change and have set a net zero target of being carbon neutral by 2030, in line with our corporate strategy.; ; To deliver to this target, we have created a Carbon Reduction Plan, which sets out the steps on our journey to carbon neutrality, including:; • Engagement across our business to improve environmental ; awareness.; • Minimising energy use through smart technology.; • Promoting ‘reduce, reuse, recycle’.; • Minimising business travel and promoting less impactful modes ; of transport.; ; We provide an electric and plug-in hybrid car scheme to all employees and have recently launched a new cycle to work scheme to promote more sustainable ways to move around. ; ; We take a virtual first approach to business interactions wherever possible, encouraging employees to engage through online platforms, such as Microsoft Teams, in the first instance, to reduce unnecessary business travel.; ; Where practicable, we strive to purchase goods/services that have a minimal impact upon the environment. Factors taken into consideration will include sustainability of resource production, transportation, full life energy/raw material consumption, waste production and recycling percentage.; ; As part of our wider company group, we are also accredited to the environmental standard ISO 14001 and are in the process of installing solar panels and electric car charging points within our head office buildings.

  Tackling economic inequality

  As a socially inclusive business, we place great emphasis on equal economic opportunities for everyone, helping to tackle inequality. ; ; 100% of employees within HR Connect and the wider Commercial Services Group are paid more than the current national living wage. The success of our ‘get in, go far’ culture relies on high pay standards, giving our employees peace of mind. ; ; Lifelong learning is a core value for HR Connect and across the whole of the Commercial Services Group, offering development opportunities and in-work progression to all employees to ensure they achieve their career goals and aspirations, demonstrated by being recently awarded Gold by the Investors in People (IiP).; ; HR Connect as part of the Commercial Services Group has a gender pay gap of 5.6% for permanent employees, this continues to remain lower than the gender pay gap for the whole economy which the ONS reports as 14.9% in 2022.

  Equal opportunity

  As an ethical organisation, we promote inclusion, equality and diversity across every area of our business. Every new employee joining the company must complete mandatory diversity training, which is regularly refreshed every 2 years to ensure continued awareness.; ; Our staff are our greatest asset. Therefore, we take care to ensure we are recruiting and maintaining the best candidates, regardless of race, gender or disability.; ; Our detailed Inclusion and Diversity Policy sets out our standards which all employees must uphold. The principles of this policy are embedded in our People Strategy and all policies and procedures are regularly monitored and reviewed.; ; To accommodate the needs of our employees and tackle inequality in the workforce, flexible working is an embedded culture within our organisation. This ensures business needs are met and encourages more diversity in the workplace with our ethos that ‘work is not a place’; ; Lifelong learning is a core value, offering development opportunities and in-work progression to all employees to ensure they achieve their career goals and aspirations, demonstrated by being recently awarded Gold by the Investors in People (IiP).

  Wellbeing

  Improving wellbeing, both internally for our employees and externally, through community engagement, is a core focus for HR Connect. In a digitally-driven world, it is vital that we ensure people are supported, both from a physical and mental health perspective.; ; Promoting wellbeing to our customers and within the community starts with first ensuring our employees are supported and cared for. Our company culture is to nurture and support each other, creating an inclusive environment where each team member’s wellbeing is important. These values are embedded into our Wellbeing Policy and Wellbeing Action Plan, which are monitored and updated on a regular basis. To promote and uphold the vision within the policy, we have a network of nominated Wellbeing Champions and Mental Health First Aiders across every area of our business, committed to supporting other staff members and advocating wellbeing for all. Through our corporate intranet, our employees have an extensive range of supportive tools and advisors within the wellbeing hub, home to information and ideas to engage, empower and enable staff to prioritise their wellbeing, to take care of themselves and encourage others to do the same.; ; For any staff seeking advise but wishing to remain anonymous, we have a dedicated employee assistance programme and support line to listen and provide guidance for those in need.; ; To ensure regular engagement, we run wellbeing campaigns throughout the year and arrange bi-annual staff pulse surveys to monitor employee contentment. We also have a dedicated Mental Health Awareness week, where workshops and webinars are run across the week and employees are encouraged to take time to reflect on their own wellbeing.

Pricing

• Price: £3.95 a user a month
• 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 bids@hrconnect.org.uk. Tell them what format you need. It will help if you say what assistive technology you use.