APTEM LTD

Aptem Employ for Employment Services / Welfare to Work

Aptem Employ is an award-winning SaaS employability solution, assisting individuals re-entering the workplace. It empowers jobseekers and equips providers with vital resources to secure meaningful employment such as eligibility checks self-service jobseeker portal, CV builder, eLearning, real-time progress tracking and case management.

Features

• Highly configurable self-service jobseeker portal with one million aggregated vacancies.
• Highly tailorable programme onboarding with remote eligibility checking.
• eLearning (SCORM) and assessment covering all aspects of job search.
• Sophisticated CV builder with online CV and integrated ePortfolio.
• Employer engagement CRM and comprehensive case management.
• Individualised, blended learning and SMART action plans with automated prompts.
• Assessments for growth including transferable skills, career interests and personality.
• Dashboards with activity and programme oversight for providers and jobseekers.
• Real-time reporting and financial management with multiple funding streams.
• Auto-matching of job vacancies and deduplicated job vacancies.

Benefits

• Wider job options for rapid employment + work experience placements.
• Efficient entry ensured with remote eligibility verification for streamlined onboarding.
• Skills and job search training through tailored eLearning content.
• Professional presentation for enhanced employability using CV builder & ePortfolio.
• Stronger placements through dynamic engagement with employers via CRM.
• Maximise development via personalised learning plans for tailored skill development.
• Informed decisions and better career prospects through diverse skill assessments.
• Easily monitor progress with user-friendly dashboards offering real-time insights.
• Informed actions with real-time Power BI reporting for data-driven decisions.
• Organised approach with SMART plans and reminders for actionable progress.

£1,500 to £1,500 a user 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 richard.alberg@aptem.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

361932046717540

Contact

Richard Alberg
020 7870 1000
richard.alberg@aptem.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: None
• System requirements: None

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Our team of dedicated Customer Support consultants are available 9am – 5:30pm UK time, Monday to Friday, to assist you (excluding UK Bank Holidays and the days between Christmas and New Year). We will respond within four business hours. You can access 24/7 support via our Help Centre where you can access articles, product guides, monthly release communications and recordings of training sessions.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 AA or EN 301 549
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: Aptem operates a ‘train the trainer’ model whereby nominated persons at the customer assume the role of Aptem Superuser (first line support): answering system queries, troubleshooting incidents and delivering system training as applicable. ; ; The Aptem support team handles second line support queries. These are queries or issues that the customer’s Superuser(s) are unable to resolve.In addition, we operate and maintain our Aptem Help Centre as a one-stop-shop containing information, resources and guides for learners, employers, tutors and admins, available 24/7. ; ; Our minimum Service Levels are set within our Master Services Agreement. Aptem users can raise support tickets by completing an online support form on the Aptem Help Centre, or they can email support@aptem.co.uk. All support tickets raised with the Aptem Support Team are logged on a case management system and processed and escalated (as applicable) by Aptem Support. Where a support query reports unexpected behaviour in the operation of the Aptem platform, in order to undertake further investigation, the Aptem Support Team must be able to replicate reported problems and will ask for further information from the Superuser where required. Only support queries that are unable to be resolved by a Superuser should be raised with the Aptem Support Team.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: What you can expect from an Aptem implementation: ; ; Your dedicated Implementation Consultant will be with you every step of the way, advising and configuring the system to your business objectives. ; ; We ask questions – your critical friend. Where needed, we can help you to adjust your business processes to get better outcomes. ; ; Our Implementation Consultants have unrivalled sector and product knowledge. They are highly skilled in building deep relationships that get beneath the surface of your business. ; ; We provide onsite training, online training and extensive user documentation (written articles and user training videos). ; ; By the end of implementation you will have a high level of in-house capability, with competent superusers who know how to configure and use the system, and how to customise it to meet your future business needs.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Aptem has comprehensive export capability and Aptem can additionally create export data sets for customers.
• End-of-contract process: Aptem works with the customer to ensure a smooth transition from Aptem to their new supplier by ensuring they have access to all of their data either via their own access or provided to them by the Aptem team.

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: Aptem is a fully responsive Progressive Web App. All functionality is available across devices.
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: Aptem uses Zendesk, a complete customer service solution. The Aptem Help Centre – a self-service customer support website is offered, alongside the ability to raise tickets within the Help Centre that are routed to the UK-based Aptem support team.
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: Information available upon request
• API: Yes
• What users can and can't do using the API: There are several APIs for different areas of Aptem functionality. We request all user to discuss with us how they wish to use the Aptem APIs and we will provide implementation assistance. Our standard APIs are described at: https://aptem.co.uk/api.html
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Popular customisable features available to Aptem customers: ; ; Onboarding. Aptem simplifies the process of delivering tailored onboarding experiences to learners. ; ; Learner journey. This can be personalised by programme or funding stream, and can also be specific to an employer. ; ; Curriculum content can be customised right down to individual learner level, and Aptem users can adapt what the journey physically looks like. ; ; Reviews in Aptem are a flexible and powerful feature that can be used to drive progress and manage business processes. ; ; Sub-programmes give Aptem users a huge amount of flexibility as they can create learning plans for all learners, subsets of learners, and even individual learners. This is personalisation, at scale.

Scaling

• Independence of resources: Aptem utilises the Microsoft Azure cloud hosting ecosystem to provide a flexible, scalable platform for our customers. For extra security and peace of mind each customer has their own separate database utilising scalable Azure cloud technology, capable of scaling to deal with increased demand as required. The Aptem platform utilises other aspects of the Azure cloud hosting ecosystem including automatically scaled microservices and functions that dynamically increase capacity to deal with increased load. This ecosystem allows Aptem to provide a highly available, scalable, performant platform to our customers ensuring that they receive consistently high levels of service and platform availability.

Analytics

• Service usage metrics: Yes
• Metrics types: Aptem offers a range of built-in reporting tools and Power BI Dashboards focused on compliance, quality & financials. Behind these sits an in-house Data Analytics Team that works with our customers to develop tailored data strategies and reporting that meets the needs of individual organisations. ; ; Through extensive OData field availability, users can create a range of reports tailored to their organisation’s specific needs. Customers can save historical reports for future reference.
• Reporting types:
  • API access
  • 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: 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: ‘IT Health Check’ performed by a CHECK service provider
• Protecting data at rest: Physical access control, complying with CSA CCM v3.0
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• 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: Aptem can automatically generate the ILR batch file that a training provider is required to submit to the ESFA (Education & Skills Funding Agency) on a monthly basis to claim funding for the delivery of training. This file contains individual learning records in an XML (Extensible Markup Language) format that can be submitted to the ESFA using IDAMS (Information Management Services System). ; ; Exporting the file from Aptem will download an XML formatted file to your computer. You can view this as a text file or by XML reader software.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • XLSX
  • PDF
• Data import formats:
  • CSV
  • ODF

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: Aptem endeavours to make the software available a minimum of 99.7% on average per calendar quarter ("Minimum Availability"). To calculate the average availability during any calendar quarter, any periods of unavailability caused by scheduled maintenance, defined as being planned maintenance or upgrades, is excluded. ; ; If Aptem doesn't achieve Minimum Availability in a calendar quarter a Service Credit is available on request in respect of the Fees paid in that quarter (“Fees Total”). ; ; Where Minimum Availability isn't achieved, actual availability is deducted from the Minimum Availability as a percentage; the difference is multiplied by the Fees Total. The sum is the amount of the Service Credit. Example and illustration only: if actual availability over a quarter is 87.6% and Fees Total is £10,000, the Service Credit is: (((99.7-87.6)/100)*10000) = £1,210, subject to the following provisions: ; ; Service Credits shall not exceed 30% of the Fees that would otherwise have been due with respect to any quarter. ; ; A Service Credit is only payable if requested by the Customer, the request to be sent via email to servicecredits@aptem.co.uk within 30 days of the end of the relevant quarter. Where so requested, the Service Credit shall be applied to fees payable in the following quarter.
• Approach to resilience: We host at Microsoft Azure and have a second UK Azure facility for failover. Information on Azure resiliency at: https://azure.microsoft.com/en-gb/features/resiliency/
• Outage reporting: Email alerts ; ; Customers can subscribe to the Aptem status page: https://status.aptem.co.uk/, increasing visibility over the system’s performance. Subscribers will be notified should there be any interruptions in service. The status page also includes operational status updates for third party integrations, such as BKSB. ; ; We pride ourselves on working in partnership with our customers, and part of that approach is to offer as much transparency as we can around service availability and performance for Aptem products.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Access restrictions are broadly configurable and can be set according to the customer's requirements (e.g. SSO, 2-factor or simply username / password)
• 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 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 have access to real-time 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: SOCOTEC Certification International
• ISO/IEC 27001 accreditation date: 24/04/2023
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2007 certification: No
• CSA STAR certification: Yes
• CSA STAR accreditation date: 30/08/2019
• CSA STAR certification level: Level 1: CSA STAR Self-Assessment
• What the CSA STAR doesn’t cover: None
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: Yes
• Any other security certifications: ISO 9001

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 have ISO 27001. Our COO attends board and has responsibility for ensuring that our policies and processes are followed.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: We use Jira to record change control approval procedures and prioritisation. This follows the request through to either rejection or implementation. All requests are assessed from a desirability and risk standpoint and prioritised or rejected accordingly. The process involves technical staff including our Chief Product Officer. ; ; Changes to the physical environment are made through the TPM who can authorise routine access or minor required network settings changes. For security or contractual changes, the TPM consults with the CTO who may also contact the CEO. All changes are detailed in the production environment log, audited monthly by the CTO.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Threat assessment and vulnerability management are inherent in the Microsoft Azure environment. This conforms to CSA CCM v3.0. As we are exclusively a Microsoft environment we accept all Microsoft patch recommendations. ; ; We subscribe to third party threat notification services.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Log, threat and vulnerability management are all provided by Microsoft Azure and this is maintained to CSA CCM v3.0.
• Incident management type: Supplier-defined controls
• Incident management approach: Incidents are managed in accordance with the Aptem Incident Management Policy. Reported incidents are assessed and dealt with by Senior Management and the Aptem infosec group. ; ; Aptem staff receive regular incident management training and are required to report incidents to Senior Management and the Aptem infosec group. Incidents are logged in a central Security Events Log and actions designed to prevent reoccurrence tracked and managed as part of the Aptem IMS Continuous Improvement Log.

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

  Fighting climate change

  Aptem has committed to a corporate sustainability and ethics strategy that has three lenses. First, the products and services we offer are designed to streamline our customers’ business processes, helping them to reduce the need for paper, embrace remote learning and working, and improve operational efficiency. Second, as a SaaS business, we look for sustainability within our own supply chain, for example, selecting Microsoft Azure which has a commitment to sustainability. And third, as a remote-first company we are diligent in efforts to control energy consumption. The majority of internal and customer meetings are held remotely which minimises the need for business travel.

  Covid-19 recovery

  Aptem’s products and services were critical during and after the pandemic as a number of providers pivoted to online delivery of apprenticeships. We gave all customers access to Zoom free of charge to ensure they could connect with learners and employers. Since then, we have continued to support the sector as it seeks to efficiently deliver high-quality apprenticeships that will plug the skills gap and improve productivity.

  Tackling economic inequality

  Every day, tens of thousands of individuals use Aptem to help them progress with their vocational training or employability programme. These programmes directly and positively impact on life opportunities and help overcome inequalities of birth and community, driving economic parity.

  Equal opportunity

  Aptem’s technology solutions enable vocational training learners who work different working patterns, or have complex lifestyles including caring responsibilities, to complete programmes because of the ‘always-on’ nature of the product. Learners can work when and where they choose to, opening up vocational training to people from all walks of life.

Pricing

• Price: £1,500 to £1,500 a user 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 richard.alberg@aptem.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.