Advanced Business Solutions

Meetings and Board Management (Formerly Decision Time Meetings)

Meetings & Board Management helps equip decision makers with enhanced structure, improved communication and invaluable insight more decisive decision making. The user-friendly solution reduces laborious admin tasks and makes planning, arranging and partaking in meetings seamless with greater compliance, increasing engagement and productivity, while maintaining good governance.

Features

• Create complex agendas in minutes
• Meeting information and board packs are distributed instantly to participants
• Email notifications and alerts sent directly from the system
• Ability for meeting participants to work offline or online
• Very easy to use interface for meeting participants and organisers
• Manage attendance RSVP data. Time limits against each agenda item
• Read, annotate, highlight and draw on documents electronically
• Tasks and ToDo lists both personal and attached to meetings
• In meeting voting for capturing formal decisions
• Notes sharing between all or selected meeting attendees

Benefits

• Simple navigation ensures all information is easily accessible
• Add notes, draw and highlight pages of interest
• Access all past, present and future meetings in one place
• Secure password protected system. MFA as standard
• Be better prepared for your meetings and make better decisions
• Access vital company information from the document library
• Save paper, save time and save costs
• Ensure everyone has the same information and the latest version
• oting encourages correct decision making protocol / transparency / auditability
• Discussion can take place before meetings to maximise meeting value

£11,350 to £59,950 an instance a year

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

Framework

G-Cloud 14

Service ID

336877184163151

Contact

Bid Support
0330 343 8000
bidmanagementteam@oneadvanced.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: None
• System requirements: Supports modern browsers, devices and operating systems

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: We aim to respond within the following timescales:; Priority 1 - All/significant functionality unavailable, causing a significant operational impact or system unusable - We aim to respond within 1 working hour; Priority 2 - Significant functionality unavailable, interim workaround is available and acceptable based on reasonable business criteria - We aim to respond within 4 working hours; Priority 3 - Certain aspects of functionality not operating correctly, or minor operational impact, inconvenient - We aim to respond within 1 working day; Priority 4 - Minor defect or cosmetic discrepancy - We don't have a response target for Priority 4 cases
• 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: None or don’t know
• How the web chat support is accessible: Web chat is currently being designed for roll-out over the next 4-5 months. More detail will be available once the roll-out phase commences.
• Web chat accessibility testing: The web chat function is still currently in design/testing phase.
• Onsite support: No
• Support levels: If you have a question or an issue that you need help with, please reach out to our Customer Support team who; are available between 09:00 and 17:00, Monday to Friday (excluding UK Public Holidays); . The best way to do this is via the Customer Portal which is available 24 hours a day, seven days a week, 365 days a year, and provides a quick and easy way to log your support case and a central point of contact for assistance with your queries.; The portal is constantly evolving and will host a wealth of self-help and knowledge base articles tailored to you, as well as providing a place for you to track your open and closed cases.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Online Training, Help Documentation, Telephone and Ticketing support. E-learning.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats:
  • Videos (vimeo)
  • E-Learning
• End-of-contract data extraction: Data always remains the property of our customers. Under our standard terms and conditions we require 90 days notification of termination. Features exist to allow customers to export data through downloadable PDFs and CSVs files, data can be returned subject to a fee.
• End-of-contract process: A discussion will take place between Customer Success and the customer discussing the offboarding plan. Data can be returned, subject to a fee, and subsequently destroyed on request at the end of the contract. This will be organised with the customer.

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: None - same interface across all platforms.
• Service interface: No
• User support accessibility: None or don’t know
• API: No
• Customisation available: Yes
• Description of customisation: The solution has a number of configurable elements that allow registers to be tailored to requirements, whilst maintaining a best practice approach to risk management. Filters can be configured to allow for a wide range of data and reporting options. A variety of alerts can be configured to prompt users for control reviews, actions due/overdue and escalation alerts. All configuration is agreed as part of the onboarding process.

Scaling

• Independence of resources: The system is designed to have high availability with failover and backup systems for all critical components. The database server is split over different locations and has automatic failover. The front-end servers are managed through a load balancer and so can also failover automatically, or have additional capacity added if needed in a few minutes. The system is also fully monitored so that the technical team receives alerts if performance is degraded or if resources are going over capacity. All of this is handled using AWS to allow for backups, load balancing and failover as necessary.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Not a reseller

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: Complies with a recognised standard (for example CSA CCM version 3.0)
• 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
  • Scale, obfuscating techniques, or data storage sharding
• 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: Features exist to allow customers to export data through downloadable PDFs and CSVs files.
• Data export formats:
  • CSV
  • Other
• Other data export formats: PDF
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • PDF
  • XLSX

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: The standard service will be available for 99.95% of the time. With the exception of planned maintenance, the service will be available (but not guaranteed) on a 24x7 basis.
• Approach to resilience: Our server infrastructure includes a range of redundancy, replication and backups to ensure a high degree of availability and protection against data loss. Our data replication and back-up strategy provides us with Point In Time backups that go back for a period of 30 days. Where a significant loss of infrastructure occurs a new database can be commissioned with a point in time backup restored in less than an hour. All of the above are mitigating steps we have in place to protect against a single point of failure within the system. Business Continuity and Disaster Recovery plans are tested over various 6 month cycles and in doing so we check our data restores. This involves restoring our databases to a point in time and then we check the logical integrity of these restored databases.
• Outage reporting: Outages are notified depending on the situation and scale, If the incident is, or becomes, a major incident and a public announcement is needed then Customers will be emailed directly via the support team’s

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
  • Other
• Other user authentication: All access to our systems are through authenticated login names and passwords. Passwords are securely stored using hashing with randomised salt. Multi-Factor Authorisation is also available for organisations to use.
• Access restrictions in management interfaces and support channels: In most cases management interfaces such as the creation of users, changing their permissions etc. is carried out by a specified administrative user within the customer's organisation and authorised by their username and password. The support team are instructed not to make direct changes to, for example, the permissions of a user unless absolutely necessary and then only after we have contacted the appropriate business user by phone or email to confirm.
• 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 contact the support team to get 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: 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: June 2021
• What the ISO/IEC 27001 doesn’t cover: All G-Cloud activity is covered by this certification
• 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: Our ISO 27001 Information Security Management System (ISMS) has been integrated with our ISO 9001 Quality Management System (QMS) to create an Integrated Management System (IMS) which applies to all users who undertake work for OneAdvanced or use any part of the IT infrastructure whether as an employee, contractor, partner agency, external consultant or 3rd party supplier.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: If you can make the change yourself, we will provide guidance. For configuration changes, we will ask your account manager to send your authorised signatory a quote. At an agreed time, we will make the change and test it. If it fails it will be rolled back and re-planned. If your change requires development, we will establish whether the change is viable. If it is, a change request will be submitted to the change authorisation board (CAB) or added to the ideas portal for future consideration. All changes are recorded, tested, and verified prior to implementation.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Our Vulnerability Management Policy sets out a process to ensure that technical vulnerabilities are managed in proactive manner. This includes monthly security reviews, error logging, continuous security monitoring of hosting provider and external penetration testing. This is an evolving process with additional checks and procedures implemented where identified by the technical team.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Operational security measures are built into the infrastructure and application layers of the system. Combining WAF and serverless functions to detect basic anomalous behaviour, intrusions and suspicious network traffic and block traffic if necessary.
• Incident management type: Supplier-defined controls
• Incident management approach: Security incidents are reported to clients through the normal support process via their account manager or service delivery manager. We have defined processes for the identification and management of security events and security incidents, which include identification, containment, correction, and root cause investigation. All stakeholders are provided updates throughout this process. Notification timescales and communication channels, along with incident response plans, will vary between services, based on the legal, regulatory or customer requirements.

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
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  We are committed to building a better tomorrow for our staff, customers and wider community through outstanding environmental sustainability performance. Our vision is underpinned by five core principles: ; ; To protect the environment by reducing our carbon footprint ; To reduce the environmental impact of our operational activities through effective management of our estate ; To create and maintain a positive environmental sustainability culture ; To maximise the positive impact of our sustainability actions through effective communication, collaboration and partnership ; To fulfil all environmental compliance obligations and seek to exceed regulatory requirements ; ; To achieve this vision, we continuously invest in and develop our ESG strategy to provide a structured and meaningful approach to our climate activity. Our success also relies on effective engagement with staff, utilising and developing their skills, knowledge and understanding. ; ; We have launched a number of initiatives to reduce our GHG emissions on an annual basis, since 2018 we have seen a reduction in 36% in our total GHG emissions. ; ; We are proactive in the property management of our offices, maintaining pressure on landlords and staff to ensure energy efficiency. Home working is facilitated and encouraged, and unnecessary travel is minimised by the delivery of consultancy, training and implementation services remotely, where appropriate. Reducing the amount of paper we generate is a key focus, and we use recycled paper - which we then recycle ourselves. We have also taken steps to recycle other materials such as plastics, food and cardboard. We comply with WEEE regulations and recycle our electrical items. All our UK based offices are entirely using green electricity and we have undertaken an office consolidation project to minimise unnecessary carbon expenditure. ; ; We are focused on our transition to a Cloud service company ensuring our customers have solutions which are future proofed and don’t require costly or energy inefficient hardware.

  Covid-19 recovery

  In the event of a similar incident OneAdvanced has a documented Health and Safety policy regarding Covid-19 Arrangements, which focuses on handwashing, hygiene, self-isolation and social distancing. ; ; As part of our transition to hybrid working we provided all employees with the materials and processes to allow them to work at home indefinitely. In the event of a similar incident all staff are able to work from home for as long as is required. This allows them to prioritise their health and safety and avoid risk of transmission. ; ; Working from home is undoubtedly challenging and may have a negative impact on the wellbeing of our employees. We provided guidance for staff working from home to stay connected e.g., quizzes, coffee mornings and time allocated for informal catch ups. ; ; We have also made changes to our approach to visiting customers on-site. Where appropriate, training and consultancy can be provided virtually. ; ; With the increase in remote work and changes in the software landscape we have invested significantly in digital transformation and cyber security to ensure the safety of the business, employees and customers. This includes protection of personal data.

  Tackling economic inequality

  OneAdvanced is committed to tackling economic inequality. We are renowned for our recruitment processes which seek to eradicate biases that can perpetuate economic inequality. We hire for potential rather than based on experience. ; ; Our commitment to tackling economic inequality is also exemplified in our pay reporting transparency. In addition to the legal requirements to produce a Gender Pay Gap Report, we have also released our Diversity Pay Gap Report to ensure accountability and so that we can take steps to address economic inequality within our own employee base. ; ; As we develop as an organisation and embrace our role in bettering society we are building features into our products to assist us in tackling economic inequality. One example of this is our education software that is used by prisons in the UK to help educate individuals that have been in the prison system and broaden their opportunities for education. Another example is the service we provide to many NHS offices across the country which allow them to act more efficiently and see more patients each day. ; ; A focus of OneAdvanced is to commit to increasing our community outreach. As part of our strategy we are planning to implement a regular schedule of community education workshops for local schools, colleges and other groups. Examples include ‘How to get started in Tech’ and coding classes. Each employee is entitled to 1 paid day they can use to volunteer for a cause close to their heart including those that are aimed at helping those from lower socio-economic areas. ; ; Our learning and development team are in place to allow our staff the opportunity to develop their skillset and further their professional career. This can allow disadvantaged individuals to increase their opportunities to secure high paying jobs both within the software industry and outside of it.

  Equal opportunity

  Cultivating a diverse workforce and inclusive culture is a priority for OneAdvanced. Diversity of experience, age, race, ethnicity, culture, gender and sexual orientation provides a wide range of talent from entry level through to our leadership teams creating richer perspectives and a powerful frame of reference. ; ; Not only is it right to recognise and celebrate differences, and ensure everyone has the opportunity to thrive, but creating a culture that is genuinely committed to a meritocratic workplace is important to our success. Ensuring all our employees understand and engage with our values, and have the opportunity to realise their full potential, is fundamental to our business. ; ; We have published 4 Diversity Pay Gap reports that extend beyond the legal requirement for gender to ethnicity, sexuality, education, disability and socio-economic status. This data provides transparency and will aid us significantly on our journey to creating a fair and equitable workplace for all. ; ; OneAdvanced is delighted to have been announced as one of the top 100 Diversity Leaders of 2020 across UK businesses following an independent survey carried out on behalf of the Financial Times. The award assesses diversity across gender, age, ethnicity, disability and sexual orientation, and ranks organisations in Europe on the extent to which they offer diverse and inclusive workplaces. The survey focused on two broad areas, looking at the scale in which employers promoted diversity within the workforce, and identifying companies that stood out when it came to encouraging diversity and equal opportunities. ; ; OneAdvanced is renowned for its innovative recruitment process, which seeks to eradicate bias – unconscious or otherwise – when hiring. In our recruitment, we use tools that give us additional insight into intellect and attitude, and remove CVs from the interview process, so managers go in without preconceptions.

  Wellbeing

  We take wellbeing very seriously at OneAdvanced, employees have access to the following initiatives to promote wellbeing: ; ; Our Employee Assistance Program (EAP) is a 24/7 phone line where our employees can speak to a trained professional regarding any matters. Whether that is related to their current workload, or whether it is related to their finances for example. This service is 100% confidential. ; ; The Wellbeing hub on our internal website is central point for resources, such as the Thrive app to which our employees have an access code. In addition, the Hub is a link to our partnership with Perks at Work who offer discounts and classes for wellbeing, fitness, and meditation. ; ; Our offices have been made more friendly and accessible than ever before as part of our office changes brought on by the new, flexible ways of working. All our offices now contain a ‘wellbeing room’, sharp boxes for needles and free sanitary products in all bathrooms (available to guests as well as our staff). ; ; We are undertaking an exercise to update our employee value proposition and undertook research to identify what factors employees themselves want. This was done so we can provide benefits that our employees will value from the most and benefit their health and wellbeing.

Pricing

• Price: £11,350 to £59,950 an instance a year
• Discount for educational organisations: No
• 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 bidmanagementteam@oneadvanced.com. Tell them what format you need. It will help if you say what assistive technology you use.