HFX Limited

Flexitime Management by Imperago

Imperago Flexitime can help you to meet staff expectations to work more flexibly and increase staff productivity and engagement. Imperago Flexitime solution handles clocking in and out information from a wide range of sources. Staff can clock in from contactless and temperature sensing terminals to ensure compliance following Covid 19.

Features

• Real time flexitime recording.
• Time and attendance recording.
• HR & Payroll interface.
• Complex workforce management.
• Multiple posts recording.
• Sickness management.
• Real time reporting and management statistics.
• Mobile and remote access.
• Contactless & temperature sensing terminals
• Employee self service

Benefits

• Accurate recording of employee time.
• Visibility on staff availability.
• Reduce turnover and staff absenteeism.
• Motivate staff and increase job satisfaction.
• Reduce staff costs and overheads.
• Real time management reporting.
• Provide workforce flexibility.
• Improve management of part time staff.
• Interfacing with other business systems.
• Address concerns around disease transmission.

£1.09 to £1.50 a user a month

Service documents

• Pricing document

  ODT

• Skills Framework for the Information Age rate card

  ODT

• Service definition document

  ODT

• 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 alex.boa@hfx.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

448868847313093

Contact

Alex Boa
03333 44 7872
alex.boa@hfx.co.uk

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: Imperago Access Control; Imperago Time & Attendance; Imperago Visitor & Contractor Management
• Cloud deployment model: Public cloud
• Service constraints: None
• System requirements: Will work on any internet connected device

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: The priority of the call will naturally dictate the most appropriate action for any given support call, ensuring the minimum of disruption to users. However they will fall in in line with the four call statuses outlined below:; • Priority P1 – Response 2hrs, Resolution 2 days; • Priority P2 – Response 4hrs, Resolution 3 days; • Priority P3 – Response 1 day, Resolution 5 days; • Priority P4 – Response 5 days, Resolution 10 days; ; During the process of resolving a fault there may be a change of call Priority.; ; Monday to Friday 0900 to 1700 hrs.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• 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: Hfx provide the following support services included at no additional cost:; ; Perform first and second level support for all supported hfx software and hardware products to authorised customer personnel ; Provide detailed technical support direct to the customer as escalated ; Provide support on customer’s site where escalated and ; Process scheduled/planned work requests (installations, upgrades etc.) ; Process and manage faults with Development
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Hfx has developed a standardised approach to configure the solution to support our customers. The approach is both collaborative and iterative, designed to build relationships between hfx and the customer to ensure that the configured solution delivered meets the customer’s needs. hfx will also assist and support its customers in aligning/realigning their business processes to enable them to maximise the benefits of the solution. ; ; The solution also requires system users’ role-based access (RBAC) rights to be set up, either individually or in groups, to ensure that individuals’ permissions are applicable to their roles within the organisation, and that sensitive personal/clinical information is only accessible to those that need to see it.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • ODF
  • PDF
• End-of-contract data extraction: At the end of the contract term, hfx will work with the customer to agree an exit plan, including the migration of data from the system and the decommissioning of any locally sited hardware provided under the contract. The customer can usually extract its own data from the system for migrating into the new/replacement system using the tools provided. Additional consulting and support services can be provided at additional cost if these are required.
• End-of-contract process: At the end of the contract term, hfx will work with the customer to agree an exit plan, including the migration of data from the system and the decommissioning of any locally sited hardware (if any) provided under the contract. The customer can usually extract its own data from the system for migrating into the new/replacement system using the tools provided, and additional consulting and support services can be provided at additional cost if these are required.

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: Full functionality is offered on both a mobile and desktop device.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: The interface has the ability to:; Upload people.; Absences, ; Rosters, ; Time clockings,; Download absences, people, time to pay, shifts.; ; It is commonly used to interface with third party applications, i.e. HR & Payroll providers.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: A degree of customisation is available though the ability to add in company logo's to the sign in and home screens.; ; Users can also add in working patterns and templates specific to both the organisation and employee.; ; Users can customise the dashboard to individual preferences.

Scaling

• Independence of resources: The SaaS platform has significantly greater resources than are required for current use. ; ; The database design uses a distributed, resilient system so data is distributed amongst a number of nodes to provide resilience as well as performance.; ; All web servers are load balanced therefore additional servers can be commissioned with 24 hours to ensure optimal user performance.

Analytics

• Service usage metrics: Yes
• Metrics types: Service uptime. Support calls taken, resolved, outstanding by priority and against SLA.
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Security Clearance (SC)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• 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 Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: Yes
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Imperago offers users the ability to export data via the menu facility including CSV, Excel and PDF.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • PDF
  • Excel
• Data import formats:
  • CSV
  • Other
• Other data import formats: WebServices via HFX RAPID Tools

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)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: 99.75% availability. ; ; For each outage below this level a daily pro-rata refund is made.
• Approach to resilience: This information is available on request.
• Outage reporting: E-mail alerts and also core services dashboard will keep users informed of availability.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
  • Other
• Other user authentication: Single Sign On integration with client.
• Access restrictions in management interfaces and support channels: The system has a highly configurable permissions architecture that allows each data item to be separately configured if desired. However, in reality, this is rarely required, and grouped fields are generally used. Permission access is RBAC based. Roles are completely configurable, although the system comes preconfigured with a number of useful templates such as Group Administrator, Manager and HR Staff.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • 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: Users contact the support team to get audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: Cyber Essentials.
• Information security policies and processes: An internal policy is in force which covers the way data is accessed, stored and managed during the whole lifecycle. This is followed by the support teams and cloud service team and is owned by the CTO.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Proposed changes are documented and risk assessed. Roll-back processes and procedures are documented and tested. Customer notified of risks, rollbacks and timelines for approval
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Vulnerability testing is carried out on a regular basis using commercial tools. Subscriptions from vendors and third parties also alert to vulnerabilities which the tools do not yet identify.; Patches and updates are applied within 24 hours of being available, or if no solution is available from a vendor, alternative action will be taken to mitigate or negate the risk.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Automated reporting of intrusion attempts and unusual activity is via multiple hardware and software systems which report by e-mail in real time to multiple addresses. All authentication logs and machine alerts are kept off-site so can not be deleted by attacker. ; Escalation process is immediate in the event and engineers and Director will be alerted. Engineers are on call 24/7.
• Incident management type: Supplier-defined controls
• Incident management approach: Incident Management is controlled by a process which guides the team through the assessment of the incident, evaluation of risk, loss and services affected. ; Users can either ring, e-mail or report via the support portal. Incidents are prioritised as P1 (highest priority). ; All incidents are followed up with a report detailing the root cause, immediate resolution and the changes to be implemented to prevent reoccurrence.

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Equal opportunity

  Fighting climate change

  HFX is actively engaged and committed to reducing our carbon footprint and has a number of initiatives including the solution we provide, the services we deliver and in terms of our infrastructure.; ; Our Imperago solution was enhanced two years ago to support home working enabling our customers to reduce their carbon footprint by facilitating home and hybrid working.; ; This initiative assists customers who want to reduce not only their carbon footprint, but also that caused by staff traveling to and from their office.; ; At HFX we facilitate hybrid working enabling staff to work from home and only come into the office when the work requires office collaboration. This reduces the carbon footprint of our staff.; ; In addition HFX encourage staff to move to electric vehicles through a range of incentives and will be rolling out electric cars to our engineers in 2023.

  Equal opportunity

  HFX support a charity Anna Fiorentini Foundation to help disadvantaged/send children attend drama classes to help with confidence and respite.; ; HFX support a parent/citizen/child advocacy charity that helps support and enable parents to seek redress where they have suffered through wrongful or unlawful conduct of a local authority or other organisation.

Pricing

• Price: £1.09 to £1.50 a user a month
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  ODT

• Skills Framework for the Information Age rate card

  ODT

• Service definition document

  ODT

• 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 alex.boa@hfx.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.