Civica UK Limited

Agylia Learning Management System

A mobile, scalable and secure Learning Management System (LMS) with optional Mobile Learning Apps for iOS and Android devices. Schedule, target, deliver and manage a wide range of learning content, including eLearning and microlearning courses, videos, podcasts, PDF and Word documents, and weblinks.

Features

• Administration interface: schedule, target and deliver digital training resources
• Rapid trouble free implementation
• True cloud based LMS, allowing massive scalability
• Integrated Learning Records Store: fuller reporting with Experience API
• Branded learner portals and multiple separately branded sub-portals
• Offline delivery and tracking of learning materials via mobile Apps
• Social options including comprehensive learner forums and content ranking
• Gamification options: points, achievement awards, rules and competitive leaderboards
• Manage online and classroom-based training events
• CPD capabilities, planning, recording, progress tracking and auditing

Benefits

• Deliver learning and communications efficiently from a central point
• Improve staff performance with training and support wherever needed
• Publish content to PCs, laptops, tablets and mobiles
• Track and measure all learning activities, not just SCORM
• Easily access multiple forms of learning and reference materials
• Deliver training immediately with no infrastructure / implementation complexities
• Encourage use of resources with social and gamification options
• Support large numbers of staff and/or people in your community
• Target learning content to different user group’s specific needs
• Capture, manage and audit all CPD activities

£0 a user a month

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

  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 g-cloud@civica.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

407699861825841

Contact

Civica UK Limited
+44 (0) 3333 214 914
g-cloud@civica.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: No. Agylia will use commercially reasonable endeavours to ensure that the service is available 24 hours per day, 7 days per week, except during periods of downtime due to circumstances beyond Agylia’s control.
• System requirements: Internet access

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Agylia will acknowledge issues reported to the Help Desk within 2 hours during standard United Kingdom business working hours (9:00am to 5:00pm). Weekends and United Kingdom bank holidays can take longer.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 A
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Onsite support
• Support levels: Whilst subscribed to the service, customers will have access to standard support, which includes access to the Agylia Help Desk, user forums, FAQs, online training content, plus email and telephone support.; ; Agylia support services are available during standard United Kingdom business working hours (9:00am to 5:00pm), excluding weekends and United Kingdom bank holidays.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Agylia provides full individual support to new customers and will work with customer’s own staff to arrange a swift and trouble free implementation. In its standard form it can typically be live within 1 day of contracting, once requirements are confirmed. Any customisation and data migration required will take longer and Agylia will work with customers to agree a successful, fully project managed process.
• Service documentation: Yes
• Documentation formats: HTML
• End-of-contract data extraction: Customer administrators can extract their company’s and employees’ data at the end of contract, by using the Agylia administration portal. This includes user data, content, and user learning history. A request at end of contract can also be made to Agylia for the return and erasing of customer data.
• End-of-contract process: At end of contract, the customer’s Agylia instance is de-provisioned and all data returned to the customer. The customer’s endpoint address is taken offline making it inaccessible. The customer instance and databases remain by default for a 12-month period after the contract ends, although data can be cleared earlier on request.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The Agylia learner portal is fully responsive, enabling users to access digital learning content from any device.
• Service interface: Yes
• User support accessibility: WCAG 2.1 A
• Description of service interface: The Agylia Learner Portal interface, accessible via a browser, provides users with the ability to browse, search and access a wide range of learning content, including eLearning and microlearning courses, videos, podcasts, eBooks, PDFs and Office documents, and weblinks. Users can also register to attend classroom and online based training events.
• Accessibility standards: WCAG 2.1 A
• Accessibility testing: Testing in compliance with WCAG 2.1 standards. Periodic manual testing of code and testing with assistive technologies.
• API: Yes
• What users can and can't do using the API: A secured, REST-based Web API enables external systems to programmatically create new user accounts within Agylia.
• API documentation: No
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: Agylia can be configured to meet the needs of specific customers.; Standard configuration includes - User interface: The colours, fonts and logo of the interface are defined by a customisable skin. Server address (URL): Each customer gets their own unique URL to their Agylia LMS server. Emails: Emails are template driven and the following can be configured; From address, Email subject line, Email body, Email signature and Email style / fonts. System name and support email addresses: Both can be configured based on the needs of a specific customer.

Scaling

• Independence of resources: Agylia's content delivery network ensures that users have the best possible content access experience. Agylia can minimise network latency and maximise content response times for users by delivering content from servers that are closest to their geographic location.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Developed Vetting (DV)

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: Yes
• 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 Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest: Other
• Other data at rest protection approach: Employee laptops are encrypted.
• Data sanitisation process: No
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: The user database (or subsets based on applied filters) can be exported to CSV.
• Data export formats: CSV
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks: Private network or public sector network
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Agylia will use commercially reasonable endeavours to ensure that the service is available 24 hours per day, 7 days per week, except during periods of planned maintenance, or downtime due to circumstances beyond Agylia’s control.
• Approach to resilience: Available on request.
• Outage reporting: Any downtime due to circumstances beyond Agylia’s control, Agylia will distribute a notification via email to a nominated contact.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Agylia have a restricted number of administration accounts providing access to management interfaces and support channels. Agylia adopt the principle of least privilege when assigning account permissions and ensure that individual admin accounts are used for accountability i.e. no shared admin accounts.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Username or password

Audit information for users

• Access to user activity audit information: Users contact the support team to get audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: ISOQAR
• ISO/IEC 27001 accreditation date: 06/10/2020
• What the ISO/IEC 27001 doesn’t cover: Agylia's ISO 27001:213 certification is limited to its operation within the United Kingdom, it excludes its operations within other geographic locations (United States).
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: EMEA Global Compliance and Risk Services
• PCI DSS accreditation date: 11/08/2016
• What the PCI DSS doesn’t cover: Civica UK's certificate is Level 1 - Service Provider.
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications:
  • Cyber Essentials
  • ISO22301

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: Cyber Essentials
• Information security policies and processes: Agylia operate a comprehensive ISO 27001 compliant Information Security Management System (ISMS) that ensures policies are maintained, followed and regularly reviewed. Within our ISMS policies are divided into the following sections: Risk Assessment, Organisation of information security, Human resources management, Asset management, Access control, Cryptography, Physical and environmental security, Operations security, Communications security, System acquisition, development and maintenance, Supplier relationships, Information security incident management, Information security aspects of business continuity management and Compliance.; ; Security committee meetings occur monthly with two members of the security committee also sitting on the Agylia Group Board ensuring a top down application of processes and procedures.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All significant, non-routine changes to organisational information processing facilities (hardware or software) are subject to change control. IS Managers are responsible for carrying out a risk assessment to identify potential risks. Change Managers are responsible for authorising the change to proceed. Where required by a risk assessment, fall-back procedures or a roll-back strategy must be prepared. A testing plan, with clear acceptance criteria is documented prior to the change testing. Business unit representatives must accept changes prior to completion of testing. Change Managers authorise transfer to the operational environment, ensuring business processes aren't disturbed and business continuity plans are updated.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Identified vulnerabilities for organisational assets are prioritised as:; ; • Critical (immediate threat of data loss, corruption or unauthorised access); • Urgent (non-immediate threat of data loss, corruption, or unauthorised access); • Non-Critical (no current threat); ; Agylia has the following timeline requirements for reacting to notifications of relevant vulnerabilities:; ; • Critical – 1 business day; • Urgent – 3 business days; • Non-critical – 5 business days; ; The Risk Committee receives monthly reports on vulnerability management, including information about the number of vulnerabilities in each organisational asset, what controls are in place, outstanding issues, and what's changed since the previous meeting.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: The Risk Committee performs the risk assessment to identify the type and level of audit logging and monitoring that might be required for each individual information asset. The Network Manager is responsible for configuring the information systems to meet the requirements of this procedure.; ; System administrators are prohibited from erasing or de-activating logs. If investigating a fault, members of the IT Department are permitted to turn on additional audit logging. After investigation of a fault, they may return to the original configuration or leave the new logging in place, but may not reduce below the default configuration.
• Incident management type: Supplier-defined controls
• Incident management approach: Agylia operate an incident management procedure. Responsibilities are as follows:; ; • Agylia employees follow a standard procedure for reporting information security weaknesses or events.; • Information security events and weaknesses are reported to the IS Manager.; • Head of HR is responsible user training and events that can be used to support training activities.; ; IS weaknesses and events are reported using a Security Incident Log on Agylia’s internal SharePoint site. The IS Manager reports on how the event was dealt with and closed. Resolution notes are added to Security Incident Logs and security incidents are reviewed during risk committee meetings.

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

• Fighting climate change:

  Fighting climate change

  Civica’s Environment and Social Governance (ESG) committee provides focus for ongoing development and implementation of our environmental policy, supported by our ISO 14001 standard. We commit to working with staff, customers, suppliers, contractors and partners to recognise and reduce our environmental impact. Simultaneously we’re optimising our services to support environmental and community initiatives.; ; We support fighting climate change by:; - Helping employees reduce their environmental footprint at work. Initiatives include: recycling facilities across our offices, single use plastic reduction, timer switches for office devices, cistern water saving devices, installing LED lighting when refreshing offices, WEEE recycling all hardware, print reduction, phone and printer cartridge recycling, FSC certified paper; weekly employee communications encouraging and advising employees on positive approaches to reduce carbon. Employees have carbon saving benefits such as cycle to work scheme.; - Socially responsible purchasing, sustainable procurement, reduced consumption.; - Selecting suppliers, goods and services that demonstrate sustainable, socially responsible, ethically sound standards.; - Leading by example via activities such as: reducing single use plastic consumption by 70% within the next 5 years; prioritising use of green energy; promoting recycling through ‘Zero to Landfill’ and ‘Zero Print’ schemes; working towards carbon neutrality with workforces and facilities over the next 10-years.; - Creating software with sustainability in built in; net-zero is a key theme in our product roadmaps.; - Partnering customers to co-create public services fit for the future. Civica's NorthStar innovation lab creates physical and virtual opportunities to jointly explore trends and technologies supporting customers Net Zero ambitions.; - Meeting/exceeding environmental legislation through ISO audits.; ; We have a Carbon Reduction Plan and commitment to achieve Net Zero by 2040 (latest). We are reviewing our energy mix, materials we use and working with partners to begin to plant a ‘Civica Forest’ whilst maintaining awareness of the Greenwashing issue.
• Covid-19 recovery:

  Covid-19 recovery

  In the spring of 2020, Civica were an early signatory to the C-19 Business Pledge. We focused on safeguarding our people and communities and ensuring the successful ongoing provision of our business-critical software and services.; ; Supporting customers: Alongside business as usual for our customers, we have worked hard to support the national and local level response through practical, innovative and updated software capability. We have delivered a range of new capabilities quickly, such as those listed below, and continue to provide system advice, configuration and data insights to ensure effective action. ; - COVID-19 App (the first of its kind in the UK and Ireland) was developed and launched with the Northern Ireland Department of Health, and helped reduce the pressure on the 111 helpline.; - Developed local track and trace solution for London Borough of Redbridge, enabling it to support localised contact tracing/escalations.; - Community Helper software - built on the iCasework platform to help local authorities co-ordinate rapid support for vulnerable people while minimising safeguarding risks.; - Our Trac e-recruitment software was used to help NHS recruiters get the right candidates into posts quickly and fast-track DBS checks.; - Supporting social housing tenants - assisted teams to re-focus resources and provide vital support to tenants.; - Supporting Revenues and Benefits teams - software solutions for the two largest UK government measures, Business Rates Grant fund and the Council Tax Hardship fund. ; ; Supporting employees: We proactively provide guidance and support for our people, from keeping remote workers engaged, to our mental health champions and free-to-access Employee Assistance programme. We have adopted a blended working model enabling colleagues to work safely and flexibly at various locations and hub offices, enhanced how we communicate, and continue to look for new ways to share ideas and inspiration.
• Tackling economic inequality:

  Tackling economic inequality

  Create opportunities for entrepreneurship and help organisations to grow. Civica is committed to working with its customers to deliver value into the community by supporting young people, developing skills and mentoring businesses to attract inward investment and growth that brings with it employment and skills.; ; We support innovation through our NorthStar innovation lab, a company-wide initiative focused on enhanced client outcomes by applying fresh ideas on data, automation and new technologies. We work with our customers to co-create public services that are fit for today and for the future. Our Civica NorthStar innovation lab creates physical and virtual opportunities for us to jointly explore trends and technologies.; ; Create employment and training opportunities; Civica is a member of the 5% Club, and aims to have 5% of its UK work force as either apprentices, graduates or work experience students by the end of 2025. We employ apprentices and graduates into a number of different disciplines and locations, with a focus on ensuring they are long term employees of Civica.; ; Support educational attainment; Learning and development is at the core of the Civica Quality Management Framework. We believe in investing in our people and are proud of our Investors in People Gold accreditation and in being a top rated Glassdoor Employer.; ; We run our own Civica Academy for employee development and skills enhancement, which delivered over 220,000 hours of training during 2021. We provide our own apprenticeship programme (team leader level 3) for our aspiring and current managers that are considered stars of the future.; ; We are working on building some new apprenticeship standards such as the UX degree apprenticeship. This will benefit not only Civica’s Digital Team but all companies and customers that need UX talent.
• Equal opportunity:

  Equal opportunity

  Civica is a 2022 Financial Times Diversity Leader and is ‘Gold’ Investors in People accredited, demonstrating our commitment to promoting equal opportunity by tackling inequality in employment, skills and pay in our workforce. We proactively implement equal opportunities for employment and personal development among diverse groups and local areas, and ensure rights for all staff are always protected. This is led by our Group Diversity and Inclusion (D&I) team, championed by our CEO who is also our Chief Diversity Sponsor. The strategy and policy manages:; - Interview training, focusing on unconscious bias/equal opportunity.; - Anonymising CVs and ensuring interview panels represent minority groups.; - Using a decoder to ensure job advertisements use gender and culturally neutral language.; - Attracting/recruiting from minority backgrounds/disadvantaged groups across the organisation, especially into under-represented areas.; - Advertising vacancies in a wide variety of places and diversity/disability portals (including; BME jobs, Disability jobs and LGBT job sites), to increase gender diversity and ethnicity.; - Company-wide Diversity & Inclusion network, including affinity groups relating to under-represented groups.; - Mandatory Diversity & Inclusion training for all staff. ; - Pay equity reviews addressing inequality and UK gender pay gap.; - Flexible Working to encourage higher uptake for women, working parents and disabled groups.; - Partner with a social innovator company to help recruit and support employees with Autism Spectrum Disorder.; ; We gather and analyse data on our performance from regular surveys such as ENPS, IIP, Pulse survey, employee engagement surveys.; ; Our D&I team monitor the take-up, use and effectiveness of our measures, such as the number of new recruits from minority backgrounds, women, parents and diverse groups, and provide statistics for our Annual Review on performance against targets. For example, we report on the number of people attending training sessions and the split of male to female attendees.
• Wellbeing:

  Wellbeing

  Civica actively promote a mentally healthy workplace and workforce through our 40+ Mental Health Champions (MHC) and our ‘Health and Wellbeing’ policy, encouraging a flexible and realistic work/life balance. We integrate mental health and general wellbeing in all that we do from recruitment and ‘First Impressions’ to appraisals and strategic management.; ; Our ‘Health and Wellbeing’ policy and programme for all employees provide a foundation to support both the mental and physical health of our staff. Examples include:; - Employee Assistance Programme and online Wellbeing Hub, which provides 24/7 access to websites, e-mail, phone and face-to-face counselling on all personal issues.; - Aviva DigiCare+ Workplace App providing external mental health consultancy.; - Mental Health Champions who support colleagues’ wellbeing in the workplace.; - RedArc Personal nurse service.; - Management Coaching - managers are trained in GROW (Goals, Reality, Options and Will) and in being Health and Wellbeing Advisors, supporting employees with mental/physical health needs.; - Health assessments/advice aimed at improving physical health.; - Cycle to Work scheme to aid physical and mental health.; - Weekly fruit drop for offices, encouraging a healthier diet.; - We provide free eye tests for all VDU users, encourage staff to take advantage of NHS flu vaccinations services, and support people wishing to use the NHS Stop Smoking Service.; ; We also support our customers’ and communities’ physical and mental wellbeing through: Employee ‘Donate-a-Day’ to local charities; Local events organised through “Charity Champions”; Directors providing guidance to local community health and wellbeing projects; Supporting social housing tenants to re-focus resources and provide vital support to tenants.; ; Suppliers/subcontractors are subject to Civica’s Sub-contractor Selection Process as defined in our ISO9001 Quality Management System, which includes criteria for assessing health and wellbeing policies and their promotion.

Pricing

• Price: £0 a user a month
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

  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 g-cloud@civica.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.