SPS UK&I LIMITED

SPS UK&I uBook Taxi Management

uBook is an easy to use cloud based tool for booking and managing taxis that ensures compliance and directs users to the most cost-effective taxi service for their needs.

Features

• Cloud based service accessible from desktop, laptop, tablet
• Pre-populated with approved taxi suppliers
• Intelligent service selection, active spend management, multiple user profiles
• Saved profiles and collection/destination addresses - automated address validation
• Prompts for additional documentation if required
• Reporting on taxi journeys and locations by taxi booker
• Powerful reporting including by cost centre, trends etc.
• Automated invoice reconciliation and supplier performance reporting

Benefits

• Visibility and control of spend
• Low volume users benefit from collective discounts
• Less time spent booking/tracking and reporting – increased productivity
• Substantially reduces cost in administering and reconciling taxi spend
• Provides single view audit trail for all journeys
• Control of supplier usage
• Increased adherence to policy – less maverick spend
• Easy to use; optional intranet integration and single sign-on

£867 a unit a month

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 bid.team@spsglobal.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

360265671595752

Contact

Bid Team
07748114237
bid.team@spsglobal.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: At this time, there are no foreseen service constraints that buyers should know about.
• System requirements: Users have anti-virus Softare installed on their devices

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Dependent on client requirements
• 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: No
• Support levels: We have a Service Centre (Help Desk) included as part of our service. The normal operating hours of our Service Centre are 8am to 6pm but clients have the ability to submit a query/ticket between 7am and 8am via our online Service Centre Plus online system. Anything received between 7am and 8am will be picked up by the Help Desk staff at 8am. Should this not be sufficient, we are happy to look at bespoke options for specific clients. Our support engineers are on hand to assist users with a range of queries and tickets are raised for all queries which are monitored to resolution. Other than our Service Centre Plus online system, support queries can also be sent in by email, phone or fax.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: All chosen Users of the Service will be provided with their own login/Service Access Credentials. SPS adopts the train-the-trainer approach to product training. User guides will also be provided.
• Service documentation: No
• End-of-contract data extraction: A specific Data extraction plan will be planned and agreed with the customer. Depending on the agreed data extraction plan, will depend on the method of data extraction. All data extraction methods are secure and inline with ISO27001 procedures.
• End-of-contract process: Exit fee's will be discussed and agreed with the client on each contractual basis before contract signature. Depending on the clients requirements regarding Contract exit and termination, will depend on what happens at the end of the contract

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Chrome
• 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: Yes
• Description of customisation: All customisations of all SPS Services will be explored and agreed with the buyer prior to contract. Client themselves are unable to make ad-hoc customisation with SPS' Solutions.

Scaling

• Independence of resources: SPS has invested heavily into all its services to ensure the system capacities are built and designed to manage and operate whilst large volumes of users are accessing and using the system.

Analytics

• Service usage metrics: Yes
• Metrics types: We provide full Management Information reporting. We record detailed information to provide comprehensive qualitative and quantitative MI reporting. Reports are typically periodic and are emailed directly to authorised requesting users.
• Reporting types:
  • Real-time dashboards
  • Regular reports

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Security Clearance (SC)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
• 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 CHECK service provider
• Protecting data at rest: Other
• Other data at rest protection approach: Customer authored Data is encrypted at rest for all cloud services. When hard disks are taken out of service they are demagnetised and destroyed on site. Our sites are accredited annually to ISO27001.
• 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: Data can be exported by clients to us in various ways including SFTP or physical media
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • SFTP
  • Physical media
• Data import formats:
  • CSV
  • ODF
  • Other
• Other data import formats:
  • PDF
  • XML

Data-in-transit protection

• Data protection between buyer and supplier networks: Other
• Other protection between networks: This will depend on the agreed transfer method. It can be encrypted or secured in another fashion which will be agreed with the client
• Data protection within supplier network: Other
• Other protection within supplier network: Supplier-Defined process audited and certified to ITHC standard.

Availability and resilience

• Guaranteed availability: SPS meets target service levels set at between 99.6% and 100%. We can provide details of SLA and service level credits are agreed with clients on a case by case basis.
• Approach to resilience: Available on request
• Outage reporting: Email alerts from the SPS Support Team.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Username and password as well as authorisation levels are assigned to all users of the system.Allowing users with higher level of authority to access management interfaces and support channels
• Access restriction testing frequency: At least once a year
• Management access authentication: Username or password

Audit information for users

• Access to user activity audit information: Users receive audit information on a regular basis
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: Users receive audit information on a regular basis
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: QMS
• ISO/IEC 27001 accreditation date: 28/10/2022
• What the ISO/IEC 27001 doesn’t cover: Information Security relating to hardware, Software, LAN and WAN management, documentation including paper based and digital Customer communications for client facing information, client owned and supplied information and internal processing facilities relating to the provision of central mail rooms including customer locations, document processing centres and head office activities.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: Security Standards Council
• PCI DSS accreditation date: 30/01/2023
• What the PCI DSS doesn’t cover: The PCI-DSS certification covers our inbound document processing operations, such as document scanning, data capture, confidential document processing. All other outbound/printing or digital communication solutions are not PCI DSS certified
• 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: SPS policies and processes are in line with ISO 27001 accreditation. SPS security policies include;; - Information Security Policy ; - Data Protection Policy; - Encryption policy ; - Password Policy; - Physical Security policy; - Incident Management and improvement process

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: SPS’ approach to Solution configuration and Risk management is built on recognised principles of change management and is again closely aligned with the principles of PRINCE2. SPS’ risk assessment and change management process ensures that there are regular reviews of any potential risks during the development pipeline of the solution and at the very least a one-time review of risks associated with any changes made to the solution throughout its lifetime. From this review, necessary preventive and / or contingency actions will be identified and passed to detailed work planning, including an update of the solution pipeline.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: The compliance team within SPS are responsible for the internal auditing of all processes and procedures. This includes undertaking with our information security manager information security risk assessments and risk treatment plans, looking at all critical assets and processes, alongside a Business Impact Assessment and BC Risk Assessment a Business, looking at critical business systems and processes. This is all then followed up by internal and external audits covering all parts of the certificated standards to ensure that SPS is working to their own internal processes and controls and we are able to maintain 9001, 14001, 27001 certifications.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: The respective asset owners are responsible for arranging for the controls to be implemented effectively; this would typically include defining the controls in policies and/or procedures, so that they can become part of everyday business practice. Asset owners are responsible also for the management of any risks which are not specifically addressed in the Risk Assessment. The SPS Risk Assessment and Risk Treatment plan document is structured by using the Asset List to identify the threats to each asset. Each threat and consequent risk is quantified. We further analyse this information for all significant risks and their respective controls.
• Incident management type: Supplier-defined controls
• Incident management approach: SPS' procedure provides guidance on the handling of security incidents, breaches or suspected incidents and breaches.This policy applies to all SPS systems and sites and to all SPS staff, temps, contractors and third parties working on behalf of SPS. Once the incident has been identified and contained, efforts can then be focused on finding an appropriate solution. The fundamental features of any solution should be investigation, action and follow-up/record-keeping; the order in which they are implemented depends upon the nature of the incident.; The Services Director, assisted by the Compliance manager, will initiate the appropriate investigation.

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

  Fighting climate change

  SPS is deeply committed to environmental sustainability, recognising its benefits across all operations. We prioritise reducing our carbon footprint and promoting resource efficiency, acknowledging the urgent need to address climate change. As members of the UN Global Compact Network and the Carbon Disclosure Project, we measure our emissions with Climate Partner, enabling us to assess our entire supply chain and implement strategies for reducing CO2 emissions.; In addition to minimising our own environmental impact, SPS is dedicated to delivering sustainable solutions for our clients. Our processes and tools are designed to lower their carbon footprint while enhancing resilience. Our commitment aligns with our environmental goals, as we aim to achieve Net Zero emissions in scope 1 and 2 by 2026 and scope 3 emissions by 2040 through efficiency improvements.; To achieve these goals, we implement various efficiencies at all SPS-managed locations:; Electronic Document Management | We encourage the use of electronic document management systems, reducing paper waste and environmental impact.; Scanning Infrastructure Optimisation| We ensure energy efficiency in our scanning infrastructure, utilising energy-efficient scanners, servers, and computing equipment.; Digital Delivery | We promote digital delivery of scanned documents, reducing the need for physical transportation and associated emissions.; Digital Archiving | We encourage digital archiving of scanned documents to minimise the need for physical storage.; Through these efforts, we strive to not only reduce our environmental footprint but also inspire sustainable practices within our industry and beyond.

  Covid-19 recovery

  During the Covid pandemic, SPS demonstrated our desire to deliver a first class service to our clients by quickly adapting to global events.; ; While SPS has proven during the Covid-19 pandemic to be a safe pair of hands, meeting agreed SLAs while protecting our employees, we continue our efforts to be a strategic and reliable partner for our clients, putting processes and practices in place for a resilient service delivery while identifying and managing key business risks. ; ; The pandemic altered many elements of people’s working lives – including the rise of flexible working, which is now commonplace. Organisations have been forced to evolve and to increase their reliance on digital solutions. This is a challenge that SPS is uniquely positioned to help solve. ; At SPS, our purpose is to unlock the power of possibility for businesses and the people they serve. Together with our stakeholders, we find innovative solutions to complex challenges. As a trusted digital transformation partner, delivering global solutions for some of the world’s largest organisations, we combine the physical and digital world, and we unlock opportunities for resilient growth, innovation, and purpose driven transformation for our clients.; SPS achieves the greatest positive impact through the creation and development of innovative solutions that enable our clients to become more agile, resilient, and sustainable; While the pandemic situation stabilised, significant macroeconomic changes during 2022 and ongoing are affecting the business and risk situation significantly. In this evolving scenario, implementing targeted pricing initiatives and achieving revenue increases pose substantial challenges, particularly concerning customer risk. When evaluating risks, we take a holistic approach and measure them across four dimensions – Financial, Reputational, People & Environment and Compliance.

  Tackling economic inequality

  At SPS we are committed to aligning our actions with the United Nations Sustainable Development Goals (UNSDGs) and are signed up members to the UN Global Compact. Our ESG commitments and dedication to addressing inequality in employment, skills, and pay within our contract workforce are in line with these frameworks. To achieve this commitment, we will implement the following method statement:; Measures to Tackle Inequality:; Inclusive and Diverse Workforce | We will prioritise creating an inclusive and diverse workforce through inclusive recruitment practices. This will involve actively promoting equal opportunities, fair treatment, and diversity awareness in all aspects of our workforce management ; Skills Development and Training | We invest in skills development and training programs that promote equal access and opportunities for all employees, regardless of their background. These programs will aim to enhance skills and support career progression.; Equal Pay and Benefits | We will ensure that our compensation and benefits policies promote fairness and equal pay for work of equal value. Where applicable, we will conduct regular audits to identify any pay gaps based on gender or other protected characteristics.; Inclusive Working Environment | We foster an inclusive working environment that values diversity, respects human rights, and promotes equal opportunities. This includes provision of policies that prevent discrimination and harassment, as well as providing resources and support for employees to thrive.; Retention-Focused Activities | We provide a supportive and inclusive working environment that promotes retention and progression. This includes offering flexible working options, conducting appraisals to support progression, development and training needs and the provision of employee surveys to obtain feedback to understand areas of focus to improve employee satisfaction.

  Equal opportunity

  SPS is committed to equality, diversity, and inclusion, aligning closely with The Equality Act 2010. Our approach prioritises inclusivity and diversity through proactive recruitment, equal opportunities, fair treatment, and raising diversity awareness. This commitment is evident in cultivating an inclusive workforce, investing in skills development, ensuring equal pay, creating an inclusive environment, and implementing retention-focused activities.; SPS proactively addresses inequality issues, including gender and racial disparities, marginalised group representation, skills gaps, pay disparities, and biased recruitment practices. This involves targeted diversity initiatives, training programs, fair pay structures, and inclusive policies.; SPS is also resolute in eradicating modern slavery, implementing stringent policies, due diligence, collaboration with stakeholders, and maintaining reporting mechanisms for ongoing vigilance.; To address employment, skills, and pay inequality, SPS has implemented initiatives like SWAN, PROUD and WAND, aiming to educate, advise, and inspire employees to be themselves by promoting an inclusive culture at work, along with skills development programs, fair pay practices, performance appraisals, and equal opportunity policies.; Inclusive recruitment ensures accessibility, featuring structured interviews, inclusive language, and internal vacancy sharing for fairness. Thorough onboarding, mentorship, and development programs significantly contribute to employee retention. SPS's commitment to structured interviews with skill-based assessments ensures fair evaluations for recruitment and promotions.; The commitment to offering quality opportunities and supporting progression through apprenticeships, development programs, and continuous learning is central to SPS's approach. Many alumni have progressed from entry-level roles to senior management positions.; SPS fosters an inclusive working environment through flexible work arrangements, employee assistance programs, diversity initiatives, and regular evaluations. Collaborative efforts with diversity consultancies and external audits drive ongoing improvements.; Maintaining a workforce reflecting diversity at every level is a steadfast commitment, promoting equal opportunities. Transparency in promotion, pay, and reward processes is achieved through regular updates, open discussions, and Gender Pay Gap reports, fostering trust and fairness.

  Wellbeing

  SPS is devoted to a culture centred on wellness, equality, diversity, and inclusion. In accordance with The Equality Act 2010, our wellness-centric approach places a paramount emphasis on the mental health and overall wellbeing of our employees.; As part of our commitment to employee wellbeing, we've implemented an Employee Assistance Programme (EAP). This confidential benefit is designed to help employees deal with personal and professional challenges affecting their home and work lives, health, and general wellbeing. All SPS employees can access the Health Assured EAP through the online benefits platform Perkbox, offering a 24/7 confidential helpline, structured counselling sessions, and an online Health Portal.; Employees with Group Income Protection (GIP) as a company benefit can access enhanced services directly, including a 24-hour helpline and a remote GP & second medical opinion service known as SGP24. This service, provides timely access to medical advice and consultations, contributing to overall wellbeing.; We offer the Thrive Mental Health Wellbeing App, recommended, and approved by the NHS. This app addresses common stressors, provides resources for relaxation, and offers 24/7 support for mental health and wellbeing. Accessible to SPS employees and their dependents, it utilises NHS-endorsed tools to detect, prevent, and manage stress, as well as screen for mental health problems such as anxiety and depression.; In addition to proactive wellbeing initiatives, we provide support for challenging life circumstances through our bereavement counselling and probate helpline, offered in partnership with AIG, providing emotional and practical support to employees following a bereavement or facing probate issues.; Our integrated approach prioritises employee wellbeing through diverse and inclusive initiatives, confidential support services, and a commitment to fostering a healthy work-life balance. This aligns with our overarching commitment to equality, diversity, and inclusion, creating a workplace where all employees thrive.

Pricing

• Price: £867 a unit a month
• 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 bid.team@spsglobal.com. Tell them what format you need. It will help if you say what assistive technology you use.