OKSIDIA OY

Eepos Music Hub Administration and Management System

Eepos is a cloud based (SaaS) Music Hub Administration & Management System that optimises your Music Hub. With clear and intuitive interface that supports everything from managing music tuition applications, scheduling lessons, tracking teaching hours, billing and financial management, as well as recording lesson attendance and pupil attainment.

Features

Online application and waiting list management for music tuition
Eepos App allow secure communication between students and teachers
Teacher portal allows for lesson management and evaluation tools
Lesson scheduling by music administrators and/or music teachers
Music tuition study records including attendance and attainment
Equipment Inventory and Instrument loan management
Managing Whole Class Ensemble Tuition and additional Music Education
Billing parent/carer and schools Tuition
Built-in reports & analytics about your Music Hub
Localised branding and configuration

Benefits

Improved operational efficiency
Realtime oversight of all aspects of the music service
Improved tuition scheduling
Optimisation of working capacity
Improved Instrument Inventory management
Access to up-to-date pupil details and lesson schedules
Ability to manage own schedules
Ability to take attendance registers in real time
Integration and automation of billing/payment processing
Analytics and Data Visualisations to support strategic service planning

£4,500.00 to £30,000.00 a licence a year

Free trial available

Service documents

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 graham@oksidia.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

Contact

OKSIDIA OY Graham Kavanagh
Telephone: 01709 286001
Email: graham@oksidia.co.uk

Service scope

Software add-on or extension: No
Cloud deployment model: Public cloud
Service constraints: The admin portal, teacher portal, and student/parent portal each have minimum browser requirements.
System requirements: Admin Portal: <12 months-old version of Google Chrome

Teacher Portal: requires Internet Explorer 11 or higher.

Student/Guardian Portal: requires Internet Explorer 11 or higher

Eepos App: requires iOS 9+ or Android 6+

User support

Email or online ticketing support: Email or online ticketing
Support response times: An initial response is provided within 15 mins during Mon-Fri 09:00 - 17:00.

Support questions raised at weekends will be responded to on the following Monday.
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: Web chat
Web chat support availability: 9 to 5 (UK time), 7 days a week
Web chat support accessibility standard: WCAG 2.1 AA or EN 301 549
Web chat accessibility testing: We have tested our web chat feature with screen-readers and voice-to-text assistive technologies.
Onsite support: Yes, at extra cost
Support levels: Standard Support is included within the cost of the service and is available via telephone, live webchat and email on weekdays (Mon-Fri) between 09:00 - 17:00.

Support and customer service can also be arranged outside of the mentioned service hours if agreed between Oksidia Oy and the customer separately.

A technical account manager is assigned to all Eepos deployments.
Support available to third parties: Yes

Onboarding and offboarding

Getting started: Our training package consists of three training sessions (initial, advanced and billing) for the admins and one for the teachers, supported by video tutorials for those with lower levels of IT literacy.

The initial admin training should be attended by all the admins that would be using Eepos. It includes learning the basic navigation in Eepos, basic settings for the Music Service (Eepos structure with departments, sections etc.), browsing student/guardian/teacher pages, bands and groups, creating new students/persons/teachers/groups and pulling out basic searches and reports.

The other admin training is meant for the admins that are hands on with the operational side of music service management. The training sessions dive more specifically into reporting, groups management, teacher’s workload, communication with students/guardians, and billing.

We have developed a suite of ‘on demand’ video tutorials that we co-designed with our innovator sites. This provides 2-3 mins bite size videos covering all functional areas of the Eepos solution that can be used by Admins, Music Leaders and Music Service Managers to support them in their adoption of the system. The video library is available 24/7 and is updated in line with system updates.
Service documentation: No
End-of-contract data extraction: All data can be downloaded from the administration system as CSV files. Any data that requires removal will be destroyed following our ISO27001 operational procedure.
End-of-contract process: A closure date will be agreed and access to the administration system will be removed from that point. Apps will be removed from the appropriate app stores but will remain on user devices until they choose to uninstall. No further content updates will be possible. No additional costs apply.

Using the service

Web browser interface: Yes
Supported browsers: Internet Explorer 11

Microsoft Edge

Firefox

Chrome

Safari

Opera
Application to install: Yes
Compatible operating systems: Android

IOS

MacOS

Windows

Windows Phone
Designed for use on mobile devices: Yes
Differences between the mobile and desktop service: The admin portal is designed as a responsive web application which means that the user interface will be automatically resized to scale to mobile and desktop devices.

For the parent and student we have also developed a dedicated App which is available for usage on iOS and Android. This provides the same functionality as the desktop/portal version but in a App -based design and layout.
Service interface: Yes
User support accessibility: WCAG 2.1 AA or EN 301 549
Description of service interface: The service is split into 3 interfaces to support each of the user types with a dedicated user interface. The Admin portal is designed for super users and is best experienced via desktop.

We also have a teacher portal which is designed to be used in a remote working environment and is device and browser agnostic.

Finally, we have the Eepos App, which is available on both iOS and Android and is for pupils and parents to engage with the Music Hub. Pupils and Parents also have the option of using a portal version.
Accessibility standards: WCAG 2.1 AA or EN 301 549
Accessibility testing: We have done in-house testing of the system with 'voice-to-text' and screen reader technologies. As yet, this work hasn't been extended into the customer base.
API: No
Customisation available: Yes
Description of customisation: Eepos enables customers to brand the admin, teacher and student/guardian portals with their own digital assets. This can be completed by Eepos admins.

Scaling

Independence of resources: We follow an Auto-Scaling policy which guarantees users aren't affected by the demand of other users through automatically making additional resources available once usage load metrics are met.

Analytics

Service usage metrics: Yes
Metrics types: Eepos tracks user login information and can provide usage statistics based on this. Admin portal users have access to the last login information with historical details being available on request via the support team.
Reporting types: Reports on request

Resellers

Supplier type: Not a reseller

Staff security

Staff security clearance: Other security clearance
Government security clearance: Up to Baseline Personnel Security Standard (BPSS)

Asset protection

Knowledge of data storage and processing locations: Yes
Data storage and processing locations: United Kingdom
User control over data storage and processing locations: No
Datacentre security standards: Managed by a third party
Penetration testing frequency: Less than once a year
Penetration testing approach: Another external penetration testing organisation
Protecting data at rest: Physical access control, complying with SSAE-16 / ISAE 3402

Physical access control, complying with another standard
Data sanitisation process: Yes
Data sanitisation type: Deleted data can’t be directly accessed
Equipment disposal approach: A third-party destruction service

Data importing and exporting

Data export approach: Admins can use the service interface to download data as CSV files.
Data export formats: CSV

ODF
Data import formats: CSV

ODF

Data-in-transit protection

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

Availability and resilience

Guaranteed availability: The general service level guarantee is 99.8%.

If Oksidia Oy does not deliver this service level and the interruptions to Service are not caused by customers’ actions, customers’ failure to uphold their responsibilities in this contract or scheduled installation, update or maintenance procedures, customers are eligible for service credits for the duration where the guaranteed maximum downtime is exceeded.

Service availability % is exceeded by following levels and & or longest continuous interruption to service exceeds the % of guaranteed uptime the following compensation is provided;

0.01 – 0.24% or not measured, no effect: 10% compensation from subscription fees for the affected month

0.25 – 0.5% or 0 – 20% : 20% compensation from subscription fees for the affected month

0.51 – 1% or 21 – 51%: 30% compensation from subscription fees for the affected month

Over 1 % or 51 – 100%: 40% compensation from subscription fees for the affected month

The maximum calculated service credits for one calendar month can not exceed over 30% of the monthly subscription.

The service credits will be calculated for each month where the interruption to service has occurred. The service credits will be deducted from the next subscription invoice.
Approach to resilience: The service scales automatically to meet current load. If a server fails, it is automatically recreated. Backups are taken every 2h and can be restored quickly in the case of data loss.
Outage reporting: Outages are reported by our support team via email and phone with continued communication until issue resolution.

Identity and authentication

User authentication needed: Yes
User authentication: 2-factor authentication

Username or password
Access restrictions in management interfaces and support channels: Username and password followed by two-factor authentication.
Access restriction testing frequency: Less than once a year
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: Kiwa
ISO/IEC 27001 accreditation date: 14/02/2022
What the ISO/IEC 27001 doesn’t cover: Not applicable.
ISO 28000:2007 certification: No
CSA STAR certification: No
PCI certification: No
Cyber essentials: No
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
Information security policies and processes: We follow the ISO27001 standard for information security policies and processes.

Operational security

Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach: Oksidia Oy follow configuration and change management approach as part of our ISO27001 operational procedures. Development work is version controlled using Github, peer reviewed by senior members of the development team prior to deployment and subject to automated testing which prevents faulty code from entering the live environment.
Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach: We follow the ISO27001 standard for vulnerability tracking and management. We follow industry forums and journals to identify potential threats to the service. We also have third party penetration testing conducted every 2 years.

Any critical vulnerabilities identified will have patches deployed within 1 hour.
Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach: We follow the protective monitoring approach as per the ISO27001 framework. After identifying a potential compromise we assess the situation, address the vulnerability that led to the compromise, assess the impact and report the compromise if it effected customer data.

We respond to incidents as soon as they are brought to our attention.
Incident management type: Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach: To be able to handle the potentially emerging issues and new features with the service correctly, Oksidia Oy uses GitHub Issues -feature. In GitHub Issues, every issue or event will be issued a dedicated “ticket”, which is then prioritised and, if needed, directed to a specialist.

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 v3.0)

Public sector networks

Connection to public sector networks: No

Pricing

Price: £4,500.00 to £30,000.00 a licence a year
Discount for educational organisations: No
Free trial available: Yes
Description of free trial: 6 weeks access to a dedicated customer environment with a demonstration dataset. Oksidia will provide basic system configuration and training to enable the Music Hub to conduct a trial of using the system.

Service documents

Request an accessible format

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Eepos Music Hub Administration and Management System

Features

Benefits

Pricing

Service documents

Framework

Service ID

Contact

Service scope

User support

Onboarding and offboarding

Using the service

Scaling

Analytics

Resellers

Staff security

Asset protection

Data importing and exporting

Data-in-transit protection

Availability and resilience

Identity and authentication

Audit information for users

Standards and certifications

Security governance

Operational security

Secure development

Public sector networks

Social Value

Pricing

Service documents