SmartSimple

SmartSimple Cloud for Scholarship Management

SmartSimple Cloud for Scholarships is Scholarship Management software that maps to your own business processes through a secure, configurable, and scalable scholarship-management platform. Manage scholarships, bursaries, contracts and payments all in one solution with automation and a workflow subsystem. Collaborate in solution and track and report on KPIs and Impact.

Features

• Scholarships Management
• Dashboards and In-Built Reporting
• Your GDPR policy can be enforced in Solution
• Your Data Retention policy can be enforced in Solution
• Impact Measurement and KPI tracking
• Workflow Subsystem
• Business Automation
• Contract Management
• Full Life Cycle of Grant Managed
• Grant Project Management and follow up

Benefits

• Increased Administrative Efficiency
• Improved security and GDPR compliance
• Enter Data once and Reuse as Best Practice
• All data can be aggregated and reported on by client
• Clear Audit trail and Transparency
• Community User Groups
• Publish reporting to Website available
• Good data categorisation for appropriate aggregation
• Improve end user experience
• Future proof through continued evolution of solution

• 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 captureteam@smartsimple.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

412578362923310

Contact

Brendan Bardley
+353 879 195 200
captureteam@smartsimple.com

About your service

• Service categories:

  Application Development and Deployment

  Software quality and life cycle

  • Software change, configuration and process management
• Multi cloud support: Yes

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Public cloud
  • Private cloud
• Service constraints: No constraints.
• System requirements: Internet browser

User support

• Email or online ticketing support: Yes
• Support response times: Essential support is provided 7am to 6pm Provider’s local time, Monday to Friday (24 hours, 7 days a week for critical issues) post-implementation. You have access to live support via email, phone and chat. Our support team are direct employees of SmartSimple and are system experts.; ; Response times are available at in the Service Level Agreement. https://www.smartsimple.com/terms/sla
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Yes
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: None or don’t know
• How the web chat support is accessible: We have an internal ticketing system that operates through your solution. In addition, our website offers a web chat which sometimes clients utilise to reach out to us.
• Web chat accessibility testing: Testing has not been completed specifically on the website chat option.
• Onsite support: Yes, at extra cost
• Support levels: Essential support is provided 7am to 6pm Provider’s local time, Monday to Friday (24 hours, 7 days a week for critical issues) post-implementation. You have access to live support via email, phone and chat. Our support team are direct employees of SmartSimple and are system experts.; ; Response times are available in the Service Level Agreement. https://www.smartsimple.com/terms/sla; ; Premium Support is available at an additional cost. It can include a named dedicated support representative, scheduled access to your Client Engagement Manager, on-going configuration services and training depending on the package chosen. Pricing is as follows per month: Silver+ Package £1,400; Gold Package £2,200.
• Support available to third parties: Yes
• AI chatbot: No

Onboarding and offboarding

• Getting started: On-site and on-line training is available depending on client requirements. User documentation in the form of training videos is provided to clients in addition to our public wiki.; ; All clients start at the scoping phase of the project where we review the current business processes, pain points of the current process, and goals for the new solution.
• Service documentation: Yes
• Documentation formats: HTML
• End-of-contract data extraction: The client owns all of their data stored in the platform. SmartSimple acts as the data steward. The platform can provide all client-stored data to National Archives Electronic Records Archives (NARA) standards. The significance of this functionality is that it provides self-serve access to all data within your system in a format that you can use without the requirement of the SmartSimple application/platform.
• End-of-contract process: Contract pricing is based on two components;; 1) Initial One Time Fee for System Configuration - this is an implementation fee associated with setting up a system to authentically reflect an organization's business process; 2) Subscription Fee - Access to the configured system and includes all support and maintenance costs. Clients can opt for premium support for an additional cost.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Our platform is fully optimised for mobile use, including uploading images or documents from your mobile and completing applications.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: Extensive thought has been put into the user interface to ensure it meets accessibility requirements for our clients and their end users.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: Testing is done on the platform at each upgrade including screen reader testing. In addition, we offer guidance to clients on meeting accessibility standards with their own branding in platform and testing sites available. https://wiki.smartsimple.com/wiki/Accessibility
• API: Yes
• What users can and can't do using the API: SmartSimple actively supports three APIs: OData, A Web Services API (a SOAP based API), and SmartConnect (a JSON based API). The JSON API is available for testing on our website:; https://api.smartsimple.com/devtools/api.html; https://wiki.smartsimple.com/wiki/Odata_Overview; ; Using the above API’s a wide range of integrations are possible.; ; SmartConnect API Details:; You define the fields that can be retrieved from that object through that function.; You choose the Action Type that you wish to use for the function. Currently there are five action types:; ; Get - Retrieve a single record for the object type you have selected in the function.; List - Retrieve multiple records or the object type you have selected in the function.; Update - Change data in one or more fields in the object you have retrieved. Update is also used to create new objects.; Download File - Downloads to the browser a file you have retrieved.; List Files - Retrieves a list of files from a specified object.; Search Files - Retrieve a list of files containing specific string values.; ; If you want to review how the API works and interact with some sample functions and test data be sure to visit the interactive demonstration page at api.smartsimple.com.
• API documentation: Yes
• API documentation formats: Other
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: SmartSimple’s system is completely based on configuration, not customization. Everything within the system is configurable from the data model through applications, to the workflows and the portals.; During the initial implementation phase of the project our cloud specialists will map your own business processes into the solution with the flexibility that ensures your own wording. Categorisation and KPIs are accurately tracked within our workflow subsystem and automised where appropriate for your business needs.; ; The configurable nature of the system means that no programming or coding is required to modify or extend the solution. This fact empowers SmartSimple’s clients to engage in activities like implementing new grant programs, modifying existing programs, manage communication templates, and more, without vendor involvement.

Scaling

• Independence of resources: The system was designed for infinite horizontal scalability to meet user demands through the operation of a load balanced environment through multiple application servers.

Analytics

• Service usage metrics: Yes
• Metrics types: Clients can always monitor their own service metrics through their solution.
• Reporting types: Real-time dashboards
• Resource tagging: Yes
• FOCUS resource tagging: Yes

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• 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
  • European Economic Area (EEA)
• 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: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Other
• Other data at rest protection approach: When at rest, SmartSimple Cloud uses AWS Key Management Service (KMS) with encryption standards of AES algorithm using 256-bit key. Specifically, AWS KMS uses AES in Galois/Counter Mode (GCM), known as AES-GCM. AWS uses this algorithm with 256-bit secret keys that are rotated every year. ; ; Our software firewalls use Linux IPTABLES to restrict network traffic to the servers. Only ports 80 (HTTP), and 433 (HTTPS) are opened to the public. Port 22 (SSH) is restricted by source IP address, only allowing connections from the SmartSimple VPN or backup/non-production servers. All other ports are restricted and ICMP disabled.
• Data sanitisation process: Yes
• Equipment disposal approach: In-house destruction process
• Data sanitisation type: Deleted data can’t be directly accessed / Cryptographic Erasure

Data importing and exporting

• Data export approach: The platform supports many data export/extraction tools. Data export types include OData, Native APIs, Export to JSON/XML, and other native tools. Additionally, supported data export formats include JSON, XML, XLS, XML, PDF, TXT, HTML, and others. Clients always have access to their data dependent on the staff RBAC and ABAC permissions assigned. Ad hoc reporting is available - no vendor involvement is required to access these reports and export to excel, etc.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • OData
  • XML
  • JSON
  • PDF
  • TXT
  • HTML
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Autoloader
  • Import Wizard

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Other
• Other protection between networks: All data is encrypted in motion (SSL) and at rest (hard drives encrypted - AES 256-bit key).
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: SmartSimple uses commercially reasonable efforts to cause the Service availability in any month to be not less than 99.5%.; ; SLA penalties are on a per client basis.
• Approach to resilience: Available upon request.
• Outage reporting: Email Alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Attribute Based Access Control (ABAC) and Role Based Access Control (RBAC) dictates everything from portal access to application access to the ability to view and modify the contents of a field. These controls extend past the user role, and encompasses the context (location, time of day and other attributes) to the field level. The primary mechanism used to manage permissions within the system is the security matrix. This defines how users can interact with each level of data, based on the way they need to interact with the data. Access settings includes deny, view, add, edit, delete, and assign.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • 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: User-defined
• Access to supplier activity audit information: You control when users can access audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

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: SmartSimple is compliant with SOC 1, SOC 2 Type II, SOC 2 + HITRUST mapping, SOC 3, and certified in ISO 27001, ISO 9001 (implementation-related) and Cyber Essentials.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: Components of our services are tracked through notifications.; Changes are assessed through weekly vulnerability scanning service.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Potential threats are assessed through internal and external vulnerability monitoring scans. These are performed on a periodic basis. Management takes appropriate action based on the results of the scans. Patches are applied quarterly as related to upgrades. Patches related to identified vulnerabilities would be applied within a week.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: Logging and monitoring software is used to collect data from system infrastructure components and endpoint systems and used to monitor system performance, potential security threats and vulnerabilities, resource utilization and to detect unusual system activity or service requests. This software sends a message to the operations center and security organization and manually opens a problem ticket. Response times to incidents is dependent on severity.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: Yes, we have pre-defined processes for common events. Users provide report incidents through the SmartSimple support centre ticketing system. Incident reports are provided through the same support centre ticketing system. With high severity incidents, a root cause analysis is prepared and reviewed by operations management and then communicated to the client.
• 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: Login Access to a Demo site.

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

• Less than £250,000: 4%
• Between £250,000 and £500,000: 6%
• Between £500,001 and £1,000,000: 8%
• Between £1,000,001 and £2,500,000: 9%
• Between £2,500,001 and £5,000,000: 9%
• Over £5,000,001: 10%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSI
• ISO/IEC 27001 accreditation date: Thursday 20 May 2021
• What the ISO/IEC 27001 doesn’t cover: Please note the above certification is for SmartSimple Cloud and not the other services offered by the organisation.
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: BSI
• ISO 9001 accreditation date: Tuesday 30 April 2024
• What the ISO 9001 doesn’t cover: Please note the certifications listed in the application are for SmartSimple Cloud and not the other services offered by the organisation.; ; Cyber Essentials and SOC2 Type 2 certifications noted below are available for all services offered i.e. SmartSimple Cloud, Grants Lifecycle Manager and GivingData.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: Cf154920-9b00-49aa-9a6c-9689e36c6912
• 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: Yes
• Any other security certifications:
  • SOC1
  • SOC2 Type II
  • SOC2 HITrust
  • SOC 3

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

    • 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
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • 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

  • 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

  • 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 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

  • 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

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 captureteam@smartsimple.com. Tell them what format you need. It will help if you say what assistive technology you use.