Vidatum Ltd

Vidatum Academic

Vidatum Academic offers a full Research Management System offered in modules from pre- award to post-award stages, including ethical reviews and Export Control, Researcher profiles, outputs, and impact tracking with optional research portal. Vidatum Timesheets covers timesheet compliance for research projects. All modules are supported with a robust reporting console.

Features

• Modular structure supporting full Research Lifecycle
• Integration with internal systems and Single Sign-On
• Full economic costing, contract negotiation, and approval tracking
• Processing Actuals from finance against project budgets
• Customised Forms with configurable logic and on screen validation
• Configurable Approval , capturing comments and versions of applications
• Recording of Research profiles, impact and outputs .Optional Research Portal
• Timesheet Compliance for funder returns, recording project and non-project work
• Robust reporting with KPI reports and generation of customised reports

Benefits

• Fully integrated modules for implementation based on priority
• All data stored in one place for effective reporting
• Integration with internal systems improves inter-system information
• Configurable workflow allows for internal processes to be followed efficiently
• User-friendly, easy-to-use interface increases system adoption
• Simplified creation and approval of proposals, budgets, and ethics applications
• Streamlined publishing of research profiles, outputs, and impact
• Easy timesheet submission and approvals for funder returns
• Customizable forms for proposals and ethics reviews
• Configurable workflows with reminders to increase approval efficiency

£25,000 a licence a year

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 simon.cullen@vidatum.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

337324689653064

Contact

Simon Cullen
+353 1 524 2400
simon.cullen@vidatum.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: There are no hardware constraints. Configuration will be needed to align with the institution's processes, and this will be addressed during the implementation phase.
• System requirements: Modern Browser

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Vidatum provides support to clients' technical staff from 09:00 to 17:30 Irish time, Monday to Friday, excluding Irish bank holidays. Faults are categorized and resolved based on priority:; ; Urgent: Fatal error in the Software hindering all useful work. Response within 30 minutes, defect remedy within 2 hours.; High: Error hindering some non-critical functions or deviating from documented operation. Response within 4 hours, defect remedy within 4 hours.; Medium: Issues causing inconvenience but not halting operation. Response within 8 hours, 24 hours for defect remedy.; Low: Minor problems or annoyances addressed on a scheduled basis, not part of emergency response timelines.
• User can manage status and priority of support tickets: No
• Phone support: No
• Web chat support: No
• Onsite support: No
• Support levels: Support services are included in the annual fee.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: At the kickoff of the project, Vidatum sets up the DEV/UAT and Production Environments. We then proceed to schedule a series of workshops to define the following:; ; Configuration of the module; Workflow Process; Security Design (System and Workflow roles); Client Seed Data; Integration points and method of integration with internal systems; Conversion and migration strategy (if needed); ; The workshops will culminate in a set of design documents for the client’s review and approval, after which Vidatum will proceed to build the system with the agreed-on configuration. When the build is complete, Vidatum delivers the system for client testing. On completion,the system is deployed to the live environment and the support instructions and setup are completed by Vidatum for the client’s first line of support, usually the system administrators. Training is delivered based on a Train-the-trainer approach. Vidatum provides user guides, admin user guides, and reporting guides, in addition to training videos. During the implementation, each client is assigned with a Project Manager who will liaise with the client project manager through weekly progress meetings and weekly status reports. To speed up the implementation phase, we recommend that the client is ready and responsive with the information and resources needed
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
  • Other
• Other documentation formats: Training Videos
• End-of-contract data extraction: Vidatum will ensure that all data in Vidatum Projects will be transferred in a safe and secure manner and in a standard format agreed with the client and within timescales set out in the final Exit Plan. ; ; Typical extracts of data include full exports of the SQL data, exports of data in excel files or in XML or JSON feeds.
• End-of-contract process: Vidatum provides an Exit Plan to be executed when a notice of full termination is issued more than 6 months prior to the expiry of the Agreement and in each case part or all of the services provided by Vidatum are to be transferred either to the client or to a new provider. ; ; All transition activities will be achieved in a 6-month timescale (or at a timescale that is agreed mutually between both parties). The entire transition will be set out in the detailed Exit Plan that will incorporate delivery Milestones and Acceptance Criteria for each of the deliverables.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Vidatum can be used on mobile devices, both iOS and Android are supported, although in reality we see very little usage on such devices as the kind of work for which Vidatum is used is predominantly desk-based.
• Service interface: Yes
• User support accessibility: WCAG 2.1 A
• Description of service interface: Vidatum offers a comprehensive system featuring a Graphical User Interface (GUI) and an Application Programming Interface (API). Additionally, our platform provides interfaces facilitating the import of legacy data in Excel format and the export of report data in various formats, including Excel, CSV, XML.
• Accessibility standards: WCAG 2.1 A
• Accessibility testing: On hold
• API: Yes
• What users can and can't do using the API: Vidatum Academic includes an API builder that supports exporting data in formats such as XML, JSON, CSV and XML. Using this API builder, feeds of data from Vidatum Academic can be provided to other applications and tools.; ; Information from other applications can be consumed in the system and we have a connector for all the major integration points including: HR, Finance, and Identity management. It is important to note, importing information into the system generally requires processing and so it is not a simple matter of consuming data, it must processed, which usually requires Vidatum to build an interface for it.
• API documentation: Yes
• API documentation formats:
  • HTML
  • PDF
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: Branding: The login page has significant scope for branding. The remaining parts of the system can have some customization options such as the institution's logo (this is done by Vidatum).; ; Forms: Forms can be customized to reflect the needs of our clients. The forms can range from simple data collection with links to more detailed forms which are uploaded, to full data collection for complex online data capture forms. (Creating new forms is something that Vidatum does currently); ; Workflow: Workflow is configured by Vidatum at the time of implementation. Currently, the option to customize workflow by the client is not available but it is included in the roadmap for upcoming versions.; ; Clients can maintain their own specific lookup lists (e.g., organization structure, salary scales, lists of journals and publishers, tags of all types, report templates, and so on).

Scaling

• Independence of resources: We use Oracle Cloud as our hosting partner so there are no limitations to the scalability of the solution. With a system like ours, Oracle cloud has almost limitless possibilities to scale.

Analytics

• Service usage metrics: Yes
• Metrics types: Service level reports are provided against the SLA at intervals to be agreed on with the client. The report will include metrics such as:; ; SLA adherence/performance; Number of issues categorised by nature of issue (Bug, User Query, User Error, etc.); Time needed for resolution; Information on tickets that do not meet SLA; Process remediation if necessary; Brief analysis on issues raised if necessary
• Reporting types: Regular reports

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• 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: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest: Physical access control, complying with SSAE-16 / ISAE 3402
• Data sanitisation process: No
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Vidatum Academic allows users to export their Curriculum Vitae (CV) in a standard template to either Word or PDF format. Additional templates can be requested if required.; ; Vidatum's reporting module allows for data to be exported in multiple formats including Native Excel, CSV, Word or PDF. Exports from the reporting module are based on data from standardised and user custom reports.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • JSON
  • Microsoft Excel
  • Microsoft Word
  • PDF
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Microsoft Excel
  • XML
  • JSON

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: As Vidatum uses the Oracle Cloud and Oracle offers a 99.99% uptime SLA with their cloud instances we can confirm that the system will available at this level.
• Approach to resilience: Available upon request.
• Outage reporting: Vidatum monitors all client enviornments and email alerts are sent to nominated emails accounts which can be monitored by one or more client staff.; ; Vidatum support staff are notified as part of the same process and are primed to respond to any unexpected outages.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Username or password
  • Other
• Other user authentication: Vidatum Academic authenticates logins in one of the following ways:; • Active Directory;; • Azure Active Directory;; • Shibboleth (an implementation of SAML);; • Federated authentication services such as OpenID;; • LDAP and Secure LDAP;; • Google (Gmail); and; • Native Vidatum Projects authentication.; ; In a typical implementation we would use the Native Vidatum authentication for a DEV and UAT environment and one of the above other methods in a live environment. Our most recent two implementations have been with Azure Active Directory.
• Access restrictions in management interfaces and support channels: Access to system administration functionalities is limited to client staff with appropriate privileges and authorized Vidatum support personnel. Server access is restricted to a select few individuals within Vidatum.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Public key authentication (including by TLS client certificate)
  • 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: No audit information available
• 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: Quailtas Veritas - CDL Group
• ISO/IEC 27001 accreditation date: 22/07/2023
• What the ISO/IEC 27001 doesn’t cover: We use Oracle for our hosting. For any implementation within the United Kingdom, we will be hosting in Oracle’s data centres in the United Kingdom. Our ISO 27001 does not cover our hosting povider - Oracle, and therefore that is covered by Oracle's ISO certitifcation.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• 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: Vidatum has an Information Security Management System (ISMS) compliance with ISO 27001. The ISMS focuses on polices such as Access Control, Data Protection and Incident Response.; ; Reporting Structure:; -Our ISMS manager reports to the CTO and CEO. Security policies are reviewed bi-annually ensuring they remain up to date.; ; Enforcement and Improvement:; -Immediate corrective actions for non-compliance ensure ongoing adherence to the policies outlined in the ISMS; -Reviews on security policies and the feedback from team members allow us to improve on our processes.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All our version releases are tested before rolling out. We are currently on version 4.1. Looking ahead, we plan to release version 4.x every 9 to 12 months. We actively seek and encourage feedback from our customers during implementations and user group meetings. This feedback serves as a valuable source of insights and ideas for enhancing our software solution. Our development team carefully evaluates and considers customer suggestions, incorporating them into our development plans when they align with our strategic goals and provide value to a broader user base.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Our approach to assessing and managing vulnerability are 1) periodic PEN testing and 2) implementing a Vulnerability Scanning Service for our environments.; ; Extensive Internal PEN testing is undertaken regularly throughout the year with annual PEN tests scheduled by an external partner.; ; Please see section below for further details on our proactive approach to vulnerability management.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: On an ongoing basis, Vidatum employs a managed vulnerability scanning service which provides structured and continuous security testing for complex web applications such as ours. It covers components such as API’s, cloud databases, network infrastructure and more. A key feature of the service is that it combines human expertise with an automated tool to deliver actionable reports.; ; Response times depend on the severity of the issues reported. Our response times range from immediate action to scheduled security patches.
• Incident management type: Supplier-defined controls
• Incident management approach: Client users report incidents to Vidatum through the support channels. Vidatum logs and categorizes each incident based on severity and impact. Prioritization is key to ensure critical issues are addressed promptly. Vidatum investigates and resolves the incident based on established procedures. Temporary workarounds might be implemented to minimize disruption. We provide regular updates to keep the client informed about the incident status, progress, and estimated time to resolution. Once the incident is resolved, the client and Vidatum should verify that the solution is effective and that normal operations have been restored

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  As a company that develops software, we are aware that our primary environmental impact relates to the hardware we use. We run our business in an environmentally responsible way and we strive to implement changes in the way we operate that have a positive impact on the environment. ; • We will always reduce paper use in the office; • We will seek to buy recycled and recyclable paper where possible; • We will reuse and recycle all paper where possible.; • We will work with the most environmentally conscious suppliers.; • Energy consumption of office equipment will be taken into account.; • We will seek to reduce the amount of energy used; • We will purchase products which do the least damage to the where possible.; • We will try to source locally where possible to reduce CO2 emissions associated with delivery.; • We aim to support local independent businesses where possible in our purchasing.; • We aim to choose ethical suppliers.; • We will dispose of electrical items in accordance with regulations.; • We will promote the use of travel alternatives such as video conferencing.; • We will make only trips which are deemed necessary for the development, extension and improvement of business.; • We will consider our carbon footprint and annually research offsetting schemes.; • We support employees alternative commute options.; The way we operate will help our customers in reducing their carbon footprint. Unless absolutely necessary, we hold our meeting virtually, reducing the need for transport. Our correspondence is all done electronically, substantially reducing the use of paper.

  Equal opportunity

  Vidatum is firmly committed to fostering equality and inclusivity across all aspects of its operations. We adhere to existing legislation and regulations concerning Equal Opportunities, striving to eliminate discrimination in all forms.; ; Our commitment to Equal Opportunities and inclusivity extends to the following areas: employment, provision of services by the organization and its staff, volunteers, and trustees, and relationships with suppliers.; ; We affirm our dedication to treating all individuals equally, irrespective of their sex, age, ethnic or national origin, color, marital status, sexual orientation, family responsibility, physical or sensory disability, political or religious beliefs, and activities. Discrimination based on these attributes is unequivocally opposed and prohibited.; ; The Board of Directors is tasked with ensuring compliance with Equal Opportunities legislation and regulations. Vidatum operates with consideration for individuals' capacities, legal requirements, and the availability of resources, striving to provide equal opportunities for all.

  Wellbeing

  To ensure the wellbeing of our employees, we have implemented comprehensive policies addressing various aspects of health and personal circumstances. These policies cover sickness absences for physical, mental, and emotional health issues, as well as provisions for paternity and maternity leave, including antenatal appointments and associated leave. We also recognize the importance of supporting employees during times of family emergencies or caring responsibilities by offering time off for dependants and compassionate leave.

Pricing

• Price: £25,000 a licence a year
• Discount for educational organisations: No
• Free trial available: No

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 simon.cullen@vidatum.com. Tell them what format you need. It will help if you say what assistive technology you use.