ROTAMAP LIMITED

CLWRota

CLWRota is a specialised web-based rota and leave management service. It is designed around the specific needs of anaesthetic departments in regards to supervision and speciality-based working, allowing departments to satisfy the requirements of the Cappuccini Test as outlined by the Royal College of Anaesthetists.

Features

• Accessed via web browser and mobile apps, with automatic communications
• Integrated leave and bank management
• Highlights staffing gaps to avoid cancelling sessions
• Resident doctor rotation management, reporting and live rota compliance checks
• Preference-based or direct self rostering for individual clinicians
• Comparison of planned and delivered work against defined targets
• Customisable and consistent cross-organisation reporting against KPIs
• Flexible composite cross-department views for theatres, clinics and on-calls
• Two-way link with ESR for absence and attendance records
• Integrated exception reporting tool for resident doctor training and compliance

Benefits

• Expert deployment and dedicated support included at no additional cost
• Supports business cases where additional staff are required
• Services designed around and alongside NHS expertise
• Improve clinic and theatre management for increased utilisation
• Reduce extra/locum spend by planning resources to meet demand
• Improve consultant session delivery by monitoring planned vs delivery
• Empower clinician work-life balance through self rostering tools
• Seamless planning, designing and reporting on resident doctor rotas
• Timely and automated alerts communicating late changes to affected staff
• Interoperate and share data with related organisation services via APIs

• 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 tenders@rotamap.net. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

516410669596604

Contact

Info Team
02076311555
tenders@rotamap.net

About your service

• Service categories:

  Application Development and Deployment

  Software quality and life cycle

  • Software change, configuration and process management
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Internet browser application support is provided from Microsoft Edge and up, although the latest browsers are recommended.
• System requirements:
  • Access to the internet
  • A modern web browser or supplied iOS/Android app

User support

• Email or online ticketing support: Yes
• Support response times: Email support is available during our normal operating hours of 8:30-12:00 and 13:00-17:00 Monday to Friday other than public holidays and planned office closures which are advertised in advance. All effort will be made to respond to support requests within a reasonable time-frame and within 24 hours of the query being placed, within the above working hours. Where an immediate resolution is not possible Rotamap endeavours to respond as quickly as possible and will keep the Client informed. Emergency requests will be given priority. This status will be determined by Rotamap, with all due consideration to the Client.
• 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: No
• Onsite support: Yes
• Support levels: Support is at no extra cost and is all inclusive of the licence fee. Service support is provided by email, telephone or web meeting depending on the requirement of the Client. If necessary onsite support can be provided via prior arrangement and at no extra cost. Support will normally be provided by email at support@rotamap.net or any other email address as provided by Rotamap to the Client, or via telephone on a dedicated support line.; ; Unless otherwise agreed between Rotamap and the Client, service support will only be provided to Authorised Users as set out in our Terms and Conditions.; ; Emergency requests will be given priority. This status will be determined by Rotamap, with all due consideration to the Client. Where the request involves a failure of the Service as provided by Rotamap, all efforts will be made for an immediate resolution.; ; All support is provided directly by all Rotamap staff, rather than a dedicated account manager or software engineer.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Rotamap provides thorough training, advice and guidance to the Client through online web meetings in preparation for and during the implementation of the Service. Additional training can also be provided at any point during the service term to the Client should they have specific support requirements such as training new service users or onboarding new features.; ; Online text and video guides are available to all users which cover both common questions and answers for setting up and maintaining the Service and specific feature use documentation.; ; All support is at no additional cost and is entirely included in the licence fee.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: No Client data is retained by Rotamap after the termination of the Service, with prior notice provided to the Client that they are able to request exports of any and all data pertaining to them held by Rotamap up until the termination of the Service. This data is provided in .CSV format by Rotamap to the Client.
• End-of-contract process: All elements of the service provision including end of contract data extraction are inclusive in the licence fee.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Our Help website uses the HTML5 standard, and users are able to use a screenreader to navigate and read documentation. Videos are provided with embedded captions, and rely on user control to access. The Help website is navigable via a keyboard. Users can resize text and reorient pages.; ; PDF documentation is not PDF/A, but is clearly laid out using headers, sections and clear text and imagery.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
  • Other
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Rotamap services are optimised for mobile browsers and can be accessed in the same way as on a web browser. Rotamap also provides dedicated iOS and Android mobile apps, aimed primarily at Clinician users. These mobile apps provide Clinician users with all features available to them on the web browser application except reports. App users benefit from a streamlined view for ease of information and mobile-specific functionality like push notifications or contact colleagues directly. Other users have read-only access to the rota via the mobile apps with reports and any editing rights only available via the web browser login access.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: The service interface consists of a set of pages accessed via a tabbed menu bar. Pages contain grids for different rota views, tables for presenting other ancillary data, and forms for entering and/or updating data. Tables contain search functionality, and navigation tabs show highlights when new information is available.
• Accessibility standards: None or don’t know
• Description of accessibility: We meet best practice accessibility guidelines published by the World Wide Web Consortium (W3C) and adhere to numerous WCAG 2.2 A, AA and AAA standards. ; ; Content can be dynamically scaled/zoomed and reoriented, and is designed and tested to work on all modern browsers. User input fields are clearly labelled and all pages are structured semantically. Content is broken up by section headings, and pages are changed only on request by the user. The service does not use videos or audio.; ; The service does not fully support the use of screenreaders, and does not currently support full keyboard navigation.
• Accessibility testing: None.
• API: Yes
• What users can and can't do using the API: CLWRota provides API support for service interoperability, otherwise known as data exchange services.; ; APIs are provided to support integration with ancillary services in the clinical rota environment, including job planning, bank/locum, data warehousing, and junior doctor rostering services. Endpoints are provided to support different use cases, including summarised rota data for job planning services, and comprehensive itemised rota data for data warehouse services.; ; APIs are provided to support integration with external bank/locum agencies, allowing them to suggest suitable staff to cover vacancies on the rota. Additionally, summarised information from job planning services can be integrated and displayed in CLWRota.; ; Custom inbound and outbound API support is also provided for the Electronic Staff Record (ESR) inbound and outbound generic interfaces for importing staff details, and exporting absence and attendance (payroll) information via Rotamap's Central Reporting service (in conjunction with CLWRota).
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
  • Other
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Individual features of CLWRota can be enabled or deactivated based on departmental or organisational requirements, either by authorised administrative users only or at the request of the Client to Rotamap.

Scaling

• Independence of resources: Rotamap uses high availability infrastructure combined with techniques such as load balancing and server redundancy. Service, server and network health are also continuously monitored.

Analytics

• Service usage metrics: Yes
• Metrics types: Service metrics are provided in a variety of ways including In-system reports, automated reports, on-request reports and twice yearly service reports as part of our benchmarking data packs.; ; The data metrics are focused on department service planning, operations and delivery allowing analysis of efficient use of resources and the ability to spot variations from expected performance.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: None

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • Other locations
• User control over data storage and processing locations: Yes
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CREST-approved service provider
• Protecting data at rest: Physical access control, complying with another standard
• Data sanitisation process: Yes
• Equipment disposal approach: A third-party destruction service
• Data sanitisation type:
  • Data Erasure
  • Physical Destruction / Hardware containing data is completely destroyed

Data importing and exporting

• Data export approach: Users can make use of the data exchange services (APIs) which are part of CLWRota to export their data for use in other systems. In-system rota and report data can be downloaded in .CSV format. Automated and bespoke reports are provided in .XLS or .CSV format.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • XML
  • OpenApi
• Data import formats:
  • CSV
  • Other
• Other data import formats: ESR

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)
  • Other
• Other protection within supplier network: SSH connections using ed25519 keys with individual keys only being authorized where needed.

Availability and resilience

• Guaranteed availability: If the Client experiences loss of access to any aspect of the Service that is not scheduled or notified and can be determined to be caused by action or inaction by Rotamap, or a Third Party employed by Rotamap to provide aspects of the Service, and contingency arrangements as set-out in Clause 9(c) of the Rotamap Terms and Conditions have not been met, Rotamap will provide a reimbursement of fees as set out in the following; reimbursement schedule:; ; The duration of service interruption is determined within a 28-day period and during normal working hours only (08:30–17:00, Monday–Friday, excluding public holidays); ‘monthly payment’ means 1/12th of the annual fees:; ; 0–8 hours: No refund; ; 8–16 hours: 30% of monthly payment; ; >16 hours: 100% of monthly payment
• Approach to resilience: Data is located in a UK data centre with biometric and multi factor physical access controls. Backup data is encrypted in transit and at rest. ; ; Physical resilience is achieved through the use of server redundancy and automated failover processes, as well as database streaming locally and remotely through encrypted channels.
• Outage reporting: Rotamap have system monitoring services in place that ensure our system administration team are alerted immediately about any service outage. Rotamap communicate any outage along with updates on the progress of resolving the outage via email and/or in-system notification to our authorised users at each department.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
• Access restrictions in management interfaces and support channels: Management interface access depends on credentials provided in person to the administrative user designated by the Client to administer the Service on its behalf and who will act, unless otherwise instructed by the Client, as the Client’s authorised officers and representatives. These credentials utilise randomized credential tokens.; ; Support channels are over email or telephone and are unrestricted by design (we do not charge for support).
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • 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

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: Rotamap's approach to security governance is to be 'secure by design', by providing the simplest way possible to ensure that security risks relating to our IT environments are mitigated through either common or environment specific measures. These measures include: Appointment of a company Security Officer responsible for ensuring policies are followed and that audits take place, reviewing the company security policies quarterly, auditing individual's security behaviours quarterly, auditing the security behaviours of production environments with security subcontractors monthly and auditing other environments by members of the system administration team quarterly.
• Information security policies and processes: Rotamap's approach to security policies and procedures is to be 'secure by design', by providing the simplest way possible to ensure that security risks relating to our IT environments are mitigated through either common or environment specific measures. These policies are lead by our designated company Security Officer, who is also responsible for regular audits and reviews. These measures include: Setting out the different information technology environments, determining the main risks across all environments, and any risks that may affect a specific environment, determining the common behaviours we need to mitigate the main risks, determining the environment specific behaviours we need to mitigate specific risks, appointment of a company Security Officer responsible for ensuring policies are followed and that audits take place, reviewing the company security policies on a quarterly basis, auditing each individual's security behaviours on a quarterly basis, auditing the security behaviours of production environments with security subcontractors on a monthly basis and ensuring all other environments are audited quarterly by members of the system administration team.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Service configuration and change management is managed through Rotamap's 'secure by design' security policies and procedures. All service configuration elements, including servers and network access, are managed through a configuration management system to ensure conformance with a policy. Production services are also port scanned by an external expert third party monthly to reveal configuration problems or problems with outdated software or operating systems. All IT devices must run software from vendored, security-managed providers agreed by the company with updates typically applied weekly through a testing procedure which is separated from other service changes.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Vulnerability management is managed through Rotamap's 'secure by design' security policies and procedures through which potential threats are assessed. All IT devices must run software from vendored, security-managed providers agreed by the company with updates typically applied weekly, including malware detection software. All service configuration elements must have updates managed through a configuration management system. Additional assessments are made via security update mailing lists, monthly penetration tests, and automated monitoring to alert us to available updates.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Protective monitoring is managed through Rotamap's 'secure by design' security policies and procedures, using three levels: 1. external gateway monitoring, actively monitored by our data centre provider 2. internal network monitoring, provided by local state, monitoring and reporting tools 3. independent per-machine monitoring environments. Alerts are triggered after binary updates which have not been completed/unexpected signature changes. Automated tests and other measures are used on production services to mitigate against code compromises and SQL injection. Production services are port-scanned by an external expert third party monthly to reveal misconfigurations or outdated software. A compromised machine must be reinstalled from scratch.
• Incident management type: Supplier-defined controls
• Incident management approach: Incident management is managed through Rotamap's incident review process, so as to ensure incidents are responded to quickly and that all necessary evidence is recorded. Our internal monitoring and alerting systems and team communication tools are used to alert, report, review and manage incidents. Evidence is collected from the incident, users, records, timelines and steps are recorded for mitigation for the occasion in question and for avoiding the problem in future. Incident reviews are kept in the company documentation system for long-term reference. Communication with users is via phone, email and in-system notification. Outgoing email reports are partially automated.
• Post-quantum cryptography secure: No

Secure development

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

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: All aspects of the service are included, including Implementation and ongoing support of the service as described on the digital marketplace.; ; The free trial period is for a 12 month term only, valid once across all time-frames, frameworks and contracts and is for new users to the service only.

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

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 4a7c5a19-ab7a-4db3-8b1c-dc397a95e315
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: B9a28eb3-a917-45d4-a6f7-50d2c691e77d
• Other security certifications: No

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

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • 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
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Understanding of in-work progression issues affecting 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 support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Support for the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Volunteering opportunities for staff
    • 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
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
    • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain

  • 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 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering

  • 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 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)

  • 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
    • Delivery of additional environmental benefits through the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement
    • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it

  • 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 the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
    • Introducing transparency to pay and reward processes
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • 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: 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 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of issues relating to entering 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
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition
    • Actions to invest in the physical and mental health and wellbeing of 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 tenders@rotamap.net. Tell them what format you need. It will help if you say what assistive technology you use.