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

Pricing

£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.kavanagh@oksidia.fi. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

4 7 6 1 9 2 8 7 9 7 8 6 3 4 7

Contact

OKSIDIA OY Graham Kavanagh
Telephone: 01709 286001
Email: graham.kavanagh@oksidia.fi

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

Social Value

Fighting climate change

Fighting climate change

Optional
Covid-19 recovery

Covid-19 recovery

We have contributed towards the Covid-19 recovery by enhancing Eepos with google communication tools, at no extra charge to our customers, enabling them to continue to provide high quality music tuition to all children and young people despite national lockdowns and restrictions on travel.
Tackling economic inequality

Tackling economic inequality

Optional
Equal opportunity

Equal opportunity

Optional
Wellbeing

Wellbeing

Music Education has been proven to a beneficial impact on positive mental health and wellbeing amongst children and wellbeing.

Eepos has been designed to make music more accessible to all. It provides ease of application process and containing advanced analytical tools to help with strategic service planning to extend reach.

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
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.kavanagh@oksidia.fi. Tell them what format you need. It will help if you say what assistive technology you use.