INFONETICA LTD

Export Controls Compliance Management Software for Research

"Export Controls": a cloud-based solution for managing research projects subject to Export Control licencing (e.g. OGEL, SIEL) or sanctions. Used by trusted research, legal & complaince and research integrity teams to identify and track compliance for high risk academic research linked to strategic military and/or dual-use items

Features

• Initiate Export Control workflows from multiple research project milestones
• Configurable workflows automatically route research applications for Export Controls review
• Configurable workflows to automate approvals for low-risk research applications
• Automated routing of high-risk research applications to Legal, Compliance, HoR
• Contextual guidance and clear instructions on Export Control processes/actions
• ECJU guideline compliance
• Guided assessment to identify what type of licence is required
• Automated submission, review and approval for export control teams
• Enable correspondence between the PI and Export controls team
• Complete data records/audit trails for all exports and licences

Benefits

• Identify where a research project is subject to Export Controls
• Identify the type of licence required (e.g.OGEL,SIEL)
• Reduce potential reputational risk of non-compliance with licencing and legislation
• Provide significant time savings for PIs, Research Managers, Reviewers, Administrators
• Eliminate paper/email correspondence with automated cloud-based Export Controls forms
• Reduce workflow complexity for approvals and licence management
• Improve data quality-reduce manual data entry and data duplication
• Reduce missed deadlines and information gaps
• Quick access to all records, documentation and updates
• Easily generate reports and track status & performance

• Free trial available

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 enquiries@infonetica.net. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

392743251662818

Contact

Eliot Pallot
O2083346900
enquiries@infonetica.net

About your service

• Service categories:

  Applications

  Production and operations

  Service industry and public sector operations

  • Healthcare
  • Education
• Multi cloud support: No

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: Research Management Platform ("Research Flow")
• Cloud deployment model: Private cloud
• Service constraints: No
• System requirements:
  • Internet
  • Web browser

User support

• Email or online ticketing support: Yes
• Support response times: Tickets are classified into 4 groups depending on the nature of a ticket and the severity of the incident. The response rate is dependent on the severity. A table detailing response rates and escalation routes is included in the contract.
• 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: Yes, at extra cost
• Support levels: Infonetica provides ongoing user and technical support as part of its standard service. Standard support includes access to Infonetica’s Service & Support Desk via an online portal, email and telephone, with issue logging, tracking and resolution during UK business hours.; ; Standard support is included in the subscription cost.; ; Customers are assigned a named Account Manager for the duration of the contract. Technical issues are handled by Infonetica’s support and engineering teams; a dedicated full-time cloud support engineer is not provided by default but can be discussed if required.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide training to system administrators to be able to use, manage and reconfigure the system post-implementation. For example, to build forms and workflows as well as configure reporting, user roles etc. These training sessions are provided at the start of the service and subsequently additional days are available on a needs basis at an additional cost. The system is very intuitive such that historically users have not needed any training to use the system. In addition, we offer telephone, email and support via an Online platform for any system related queries or issues. Clients would also have a single point of account management throughout the contract duration.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: On termination or expiry of the Contract, or any Service being provided to the Customer under the Contract, the Customer may request a release of the Customer Data in Native Format as stored within the Software, within 30 days of termination, using the Data Release Request form which will be supplied by Infonetica at the end of the contract.
• End-of-contract process: Upon contract termination, Infonetica will collaborate closely with the University to ensure a smooth exit. Should the customer submit a Data Release Form (which will be provided by Infonetica at the end of the contract term), we will providing a copy of the system data in SQL.Bak format ; ; Within 28 days of receipt of the Data Request Form, Infonetica can return to the customer all confidential Information of the customer. Customer data from the service will be provided in the native Format.; ; Once the University acknowledges the receipt of the returned data, Infonetica will expeditiously delete the system data from the live site. The data will be unrecoverable. ; ; No additional charges are applied to the University unless there are additional requests.
• Documentation accessibility standard: EN 301 549

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: None
• Service interface: Yes
• User support accessibility: EN 301 549
• Description of service interface: Ethics RM provides a secure service interface via a REST-style API, allowing integration with third-party systems. The interface is accessed over HTTPS and uses standard HTTP methods. Access is secured using an API key supplied in the request header. Full API documentation is provided to customers.
• Accessibility standards: EN 301 549
• Accessibility testing: Export Controls has not undergone separate, standalone testing sessions specifically with users of assistive technology. The service interface is designed to follow established web accessibility and usability best practices and accessibility is considered as part of ongoing development.
• API: Yes
• What users can and can't do using the API: Using a comprehensive set of RESTful APIs users can export data to and import data from other systems. The API can consume as well as output in JSON data.
• API documentation: Yes
• API documentation formats:
  • PDF
  • Other
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: System administrators can configure the entire system to their needs. Including, forms, workflows, reporting, role types, communication templates, and branding. They can also customise screens and dashboards for various user types. Applicants and reviewers can customise their personal work area.

Scaling

• Independence of resources: All customers run in their own resource pool. While the system is capable of utilising excess resources if required, we can also clamp the resources to ensure a single customer does not impact other users.

Analytics

• Service usage metrics: Yes
• Metrics types: Applications, users, reviewers and storage.
• Reporting types: Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: Yes

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: 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 CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: Yes
• Equipment disposal approach: A third-party destruction service
• Data sanitisation type: Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Users are be able to download their applications which include data they submit. At the end of the contract, clients can receive an extract of their data in the native format on request.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • DOC
  • PDF
  • JSON
  • XML
  • HTML
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • 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: Service Availability during standard working hours = 99.9%; Availability during a given month: 99.8-98.1% = 0% service credit; Availability during a given month: 98.00% = 3% service credit; Availability during a given month: 97.00% = 5% service credit; Availability during a given month: 96.00% or less = 8% service credit
• Approach to resilience: All servers are virtualised and clustered. It is designed to be self healing so a working server will always take over from a failed server. We maintain a second facility that keeps a real time copy of the Data and ensures the whole service is resilient from any hardware failure right through to entire data centre failure. Hourly backups with 90 day retention ensure partial data can be restored from a partial corruption or error.
• Outage reporting: Service availability and overall SLA levels are displayed via a dashboard. Customers are informed of service issues through established support.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Username or password
  • Other
• Other user authentication: Export Controls module supports standard forms authentication out-of-the-box.It also supports various forms of Single Sign-on including ADFS, Azure and Shibboleth. It also supports authentication directly through LDAP. We also offer dual authentication for institutions who have chosen a single sign-on system. This will allow both internal and external reviewers to access the system.
• Access restrictions in management interfaces and support channels: We have tightly controlled privileged account access. Support require permission from clients to access their account through the management interface of the site. ; ; Support have no direct access to back-end systems and data. Direct management of internal systems controlling the data is tightly controlled by 2 senior employees.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Identity federation with existing provider (for example Google Apps)
  • 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: 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

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 a full ISO27001-compliant ISMS set of policies and processes covering all aspects of our Security and operations. This can be provided on request.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: We maintain a fully secured source control and change management system. All changes undergo peer review before being committed. Deployment of changes is only possible after committing them. We prioritize frequent small changes over significant bulk updates. In the event of a substantial change to the solution's security, we initiate a fresh penetration test.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Aside from regular penetration testing, we operate enterprise grade Malware and intrusion detection. This analyses our logs and services looking for vulnerabilities that match criteria supplied from common threat notification services. These services include IBM, Cylance & Alienvault OTX reports. Patch management systems are in place to ensure critical updates are immediately deployed with Bi-Weekly patch reviews of non critical updates.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Both our Malware detection and Security Management systems detect threat activities from application behaviour or logged events. If a potential compromise is detected, both are capable of tracing back the source of the compromise which helps identify what that compromise had access up to it's prevention or termination. Potential compromises are investigated as a top priority and we have a full Incident response process to ensure we respond internally and notify users of any breach within the the ICO guidelines.
• Incident management type: Supplier-defined controls
• Incident management approach: We have a full incident management process detailing incident grading and response times. This can be provided on request.
• Post-quantum cryptography secure: Yes

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 v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: A free trial is available through a sandbox or trial environment, allowing institutions to explore core system functionality and assess usability and workflow suitability. The trial includes access to core features only and excludes advanced configuration, integrations, and ongoing managed support. Access is provided for a limited agreed period.

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: UKAS (United Kingdom Accreditation Service)
• ISO/IEC 27001 accreditation date: Friday 23 June 2023
• What the ISO/IEC 27001 doesn’t cover: The ISO/IEC 27001 certification does not cover customer-managed systems, environments, or infrastructure outside of Infonetica’s control. It also does not extend to third-party services or suppliers that are not included within the defined scope of the Information Security Management System.
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber Essentials Alternative: None of the criteria
• Cyber essentials plus: No
• Cyber Essentials Alternative: In relation to the services you do not have a current and valid Cyber Essentials Plus certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials Plus certificate by one of the government approved accreditation bodies within 12 months of the date of award.
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • New apprenticeships on the contract workforce in the relevant area that meet the criteria set out in MAC 1b
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Ensuring new workers are informed of their right to join a trade union
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Plans for an appropriate income replacement policy for staff who are required to spend time away from work to care for a sick dependent or close relative
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Support for the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Volunteering opportunities for staff
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
    • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
    • How these flow down the supply chain and are monitored Illustrative examples include reporting, site visits, audits, etc.
    • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain
    • How the supplier will work with NGOs, trade unions or other businesses to address modern slavery risk
    • Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating to the contract

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering
    • Delivery of apprenticeships, supported internships and T Level industry placement opportunities (Level 2, 3 and 4+) in relation to the contract

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Activities to identify opportunities to open up sub-contracts under the prime contract to a diverse range of businesses, including new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Plans for engaging a diverse range of businesses in engagement activities prior to appointing subcontractors (including activities prior to award of the main contract and during the contract term)
    • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
    • Advertising of supply chain opportunities openly and to ensure they are accessible to a diverse range of businesses, including advertising all subcontracting opportunities on Contracts Finder
    • Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees
    • Structuring of the supply chain selection process to ensure fairness (e.g. anti-corruption) and encourages participation by a diverse range of businesses, including with regard to new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutual
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Methods for engaging with different parts of the community (including the education system and charities representing the community) and how communities come together to inform decisions, strategy and projects to leave a positive legacy for future generations
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
    • Plans for positive actions with community groups.
    • Measures for making facilities used in the delivery of the contract available for community groups, education or training
    • Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered
    • Plans to respond flexibly and adapt approaches to community engagement and initiatives
    • Support for community-led initiatives relevant to the contract. Illustrative examples: improving transport links; reducing loneliness; helping with English language proficiency; and facilitating social mixing among people with different backgrounds
    • Collaborating with anchor institutions and community groups to make facilities available for education, training or community events

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Collaborative ways of working with the supply chain to deliver additional environmental benefits in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Delivery of additional environmental benefits through the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement
    • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
    • Creation of employment opportunities particularly for those who face barriers to employment, such as prison leavers, care leavers and/or who are located in deprived areas, and for people in industries with known skills shortages or in high growth sectors
    • Delivery of training schemes and programmes to address any identified skills gaps and under-representation in the workforce for the contract (e.g. prison leavers, care leavers, kinship carers, disabled people)
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
    • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Collection of the views and expertise of disabled people and their representative organisations on successfully supporting disabled employees or applicants
    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
    • Introducing transparency to pay and reward processes
    • Offering a range of quality opportunities with routes of progression if appropriate, e.g. T Level industry placements, students supported into higher level apprenticeships.
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Other measures to provide equality of opportunity for disabled people and those with health conditions into employment, including becoming a Disability Confident employer and inclusion of supported businesses in the contract supply chain
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Other measures to offer development opportunities for the target cohort(s) in the contract workforce
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
    • Understanding of issues relating to entering the contract workforce
    • Creation of outreach activities to create a pipeline of employees for the future contract delivery
    • Content of the outreach activity is designed to suit the target cohort
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition
    • Actions to invest in the physical and mental health and wellbeing of the contract workforce

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 enquiries@infonetica.net. Tell them what format you need. It will help if you say what assistive technology you use.