Allocate Software Limited

HealthRoster Optima

HealthRoster Optima is a rostering solution providing a holistic management of resources deployed, supporting information and analytics to allow review and key decision making. It allows for workforce optimisation - meeting demand with the right level of staffing - and safe staffing by aligning patient needs to improve care quality.

Features

• Fully integrated temporary Staffing
• Mobile and SMS Communication to temporary staff
• Built-in safe care rostering rules engine
• Integrated acuity management facility
• Optimised employee self-service app
• Bi-directional interface to ESR (HR/Payroll)
• An extensive and flexible reporting facility
• Key Performance Indicator reporting dashboard
• Automatic report generation and distribution
• Extensive leave management functionality which drives improved staff utilisation

Benefits

• Reduced Staff Administration
• Staffing and Skills aligned with patient needs
• Real-time visibility of over and understaffing
• Improved auditability of clinical staffing
• Improved control and creation of additional demand
• Optimisation of scheduling improves continuity and quality of care.
• Improved management of temporary staff usage and associated costs
• Single integrated solution - one accountable supplier
• SAAS-increased reliability and reduce the need for dedicated IT teams
• Improved staff engagement via mobile app - increasing retention

£36.66 to £125.38 a licence a year

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

  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 bid.manager@rldatix.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

551129932806841

Contact

UK Sales
+44 (0)20 7355 5555
bid.manager@rldatix.com

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: HealthRoster Optima can be used in conjunction with Allocate's Medics solutions, providing an all staff groups electronic rostering solution.
• Cloud deployment model: Private cloud
• Service constraints: Allocate will normally perform Scheduled Maintenance activities during Out of Hours. ; ; Emergency Maintenance may be required as a result of identifying a problem through on-going monitoring and management that could potentially cause an outage or failure of the SaaS Services. Allocate will use reasonable endeavours to provide the Customer advance notification if possible and manage such Emergency Maintenance in such a way as to minimise impact on the Customer's operations.; ; Emergency Maintenance may be conducted at any time.
• System requirements: Please see Service Definition for full details.

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Support is provided Monday to Friday, 08:00 – 20:00 including UK Bank Holidays (Support Service Hours). Support is telephone and web-based. ; ; Operational Support Services ; Response and Resolution Target Service Level: ; ; * Priority 1 - Within one (1) hour - Four (4) Support Service Hours; * Priority 2 - Within one (1) hour - Sixteen (16) Support Service Hours; * Priority 3 - Within one (1) Business Day - Forty-eight (48) Support Service Hours; * Priority 4 - Within one (1) Business Day - Within the next Software release
• 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: No
• Support levels: Allocate Software provide a single, priority-based support model which is included, at no additional cost, within the pricing document provided.; ; * Priority 1 - Within one (1) hour - Four (4) Support Service Hours; * Priority 2 - Within one (1) hour - Sixteen (16) Support Service Hours; * Priority 3 - Within one (1) Business Day - Forty-eight (48) Support Service Hours; * Priority 4 - Within one (1) Business Day - Within the next Software release; ; At the point of “Go Live” the customer shall be assigned a Customer Success Analyst who shall focus on two key areas in their support of the customer:; ; *Software Adoption – The Customer Success Analyst will visit customers and work with them to help them on their journey to realise financial and non-financial benefits from the software. Once baseline information has been assessed, an Adoption Account Plan will be prepared to identify and address key areas to help organisations better utilise the software.; *Proactive Support – Using dashboards to monitor performance, engagement and the level of adoption, the Customer Success Analyst in collaboration with Customer Support, will be able to alert concerns proactively or provide assistance where a situation could be improved.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Allocate adopts and delivers many forms of training regimes based on the requirement of a project. Following implementation, Allocate will deliver a comprehensive training plan that will ensure the customer is fully trained in the use of HealthRoster Optima and able to achieve the full benefits of the solution. ; • During implementation, training will be delivered by the Implementation Consultant on a face-to-face, classroom training basis; • Training will be delivered to the project management team to ensure ongoing centrally managed delivery; • Expert knowledge will be provided in each functional area ; • User guides and system documentation will be provided; ; Following implementation, Allocate will provide ongoing training via the Allocate Academy, which is designed to provide organisations with the formal training and accreditation needed to ensure that they have the confidence and skills to fully utilise HealthRoster Optima. Moreover, our training and accreditation programmes are focused on job roles and career progression within the customer’s teams, guaranteeing that members of the team are trained to the highest standards, are empowered with knowledge, and achieve an in-depth understanding and confidence of the solution.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Allocate Software (Allocate) shall facilitate and provide the necessary tools for the Customer’s extraction of its data stored using the Allocate Cloud Services prior to or on termination or expiry of this Agreement and subject to the foregoing it shall be Customer’s responsibility to extract all such data and Allocate shall not be liable for any losses, damages, costs or expenses resulting from Customer’s failure to do so.; ; On request by the Customer, Allocate shall provide one backup copy of the Customer’s database for no additional charge. In the event that the Customer does not make such a request within one month of the termination or expiry of this Agreement the Data will be deleted.
• End-of-contract process: All training delivered during the implementation phase of the solution is included within the contract price.; ; In addition the following is included during the term of the agreement:; ; *System maintenance; *Upgrades; *Support; ; All system data remains the property of the customer and shall be returned (at the request of the customer) on expiry or termination of the agreement in a standard data format (e.g. SQL).

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: When accessed via desktop, HealthRoster Optima provides access to full system functionality. Users are also provided with an online employee portal and mobile app which provides staff members with all relevant information and functionality. ; ; This includes being able to view rostered shifts, book annual leave, and request days off and to work. Staff can also list their availability to work additional shifts and book themselves onto shifts provided that they meet the listed skill requirements.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: The Allocate Information Service (AIS) is our software solution to provide Customers with a simple method to interface with their own data.; ; Information Services - (Outbound APIs); Information Services are the core of the AIS product and provide simple bundles of data when an OData URL is called. Information Services support field mapping and result set pagination providing very small or very large datasets depending on the service and derivative being called. Simple outbound Information Services make up the typical DataPack and provide a block of data that can then be used in data warehousing exercises.; ; Integration Services - (Inbound APIs); Integration Services are more complex and support a wide range of ways to put data back into the HealthSuite. Like Information Services they support field mapping which allows systems with different field names and business keys to communicate data into the Allocate HealthSuite. These Integration services can allow third party systems or data stores to regularly or periodically insert into the HealthSuite through the AIS. DataPacks with Integration Services are designed around common manual data entry fields or areas of the domain where the master data source is outside of the Allocate HealthSuite for example a third party system.
• API documentation: Yes
• API documentation formats:
  • PDF
  • Other
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: The HealthRoster Optima solution is a Commercial Off The Shelf (COTS) solution. Customisation is provided as part of the solution implementation in the form of configuration.; ; *Creation of a Key Performance Indicator (KPI) based reporting structure to give clear visibility of the effectiveness of each rostering area. This will help highlight issues to the appropriate management level.; ; *Modelling of the organisations establishment within the system.; ; *Configuration of approval hierarchy.; ; Further customisation (branding etc) may be available depending on requirements and will be considered on a case by case basis.

Scaling

• Independence of resources: The service is monitored by a suite of performance monitoring tools (e.g. SPLUNK), which are designed to ensure that as a customers storage and processing requirements increase, the service is adjusted to compensate.; ; This ensures continual, optimal performance of the service.

Analytics

• Service usage metrics: Yes
• Metrics types: The Customer may request Allocate to provide performance monitoring reports and action reports. Subject to agreement on the type and frequency of reporting, Allocate may provide the following reports:; ; *Occurrence of Faults and/or Service Availability issues; *Provision of Workarounds for Faults and their applicable severity levels.; *Scheduled Maintenance activities; *Service Level Agreement Reporting
• Reporting types:
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Developed Vetting (DV)

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 3.0)
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: ‘IT Health Check’ performed by a CHECK service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Encryption of all physical media
• 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: Data can be extracted from the system at the push of a button. Data is extracted in formatted PDF or Excel outputs.
• Data export formats: CSV
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • TLS (version 1.2 or above)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

• Guaranteed availability: 99.8%; ; Actual Service Availability is calculated as follows:; Service Availability = Operational Time – service Downtime x 100 % /; Operational Time
• Approach to resilience: Our service is delivered via the Allocate Cloud, which is a private cloud infrastructure. It is delivered and run by Allocate Software including maintenance support and upgrade services – one accountable supplier.; The Allocate Cloud infrastructure is built using fault tolerant clusters of powerful servers which are configured for a high availability software platform. A powerful fault-tolerant Storage Area Network (SAN) houses your data, providing safe data access which also allows dynamic migration of services; this enables resilience and scalability with no service disruption.; ; The Allocate Cloud infrastructure and Cloud based applications are monitored in detail and in real time 24 hours a day, 7 days a week, and 365 days a year to ensure the service is healthy and performing correctly. Allocate perform regular capacity management reports to ensure we can meet demand for next month, next year and beyond. As and when your demand changes the compute power can increases with your growing requirement.; ; Allocate’ s Cloud is kept up to date with regular security patches and system updates at all levels within the service solution. Antivirus and malware protection is kept up to date hourly and automatically ensuring the latest threats are kept at bay.
• Outage reporting: Reports of outages are provided via email alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Other
• Other user authentication: System can be integrated with ADFS for single sign-on security.
• Access restrictions in management interfaces and support channels: The service restricts user access to only those functions that their security profile allows. These are configurable by the organisation, allowing for multiple user access levels. It ensures users are prevented not only from accessing, but also seeing menus or screens that they do not have permissions to access.
• Access restriction testing frequency: At least every 6 months
• Management access authentication: 2-factor authentication

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 receive audit information on a regular basis
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: User-defined

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: DNV GL
• ISO/IEC 27001 accreditation date: 04/12/19
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications: NHS Digital Data Security and Protection Toolkit

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • CSA CCM version 3.0
  • ISO/IEC 27001
  • Other
• Other security governance standards: Cyber Essentials
• Information security policies and processes: The Information Security Policy of the Company is designed in accordance with ISO27001 and GDPR to ensure that:; ; *The confidentiality, integrity and availability of information will be maintained at all times.; *All regulatory and legislative requirements are met and reviewed regularly; *Business continuity plans are in place and regularly maintained; *All breaches of security must be reported by employees and investigated by a Senior Member of the Management team and any necessary action taken.; ; This policy has been approved by the Senior Management Team and all managers are responsible for implementing the policy in their business area and ensuring adherence to the policy by their staff.

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: Every Change to part of the service is subject to the following process:; • A formal written Change Request must be submitted for all changes; • All scheduled Change Requests must be submitted in accordance with change management procedures (documented); • Each scheduled Change Request must receive formal CAB approval before proceeding with the change.; • The CAB may deny a scheduled or unscheduled change.; • A Change Review must be completed for each change, whether scheduled or unscheduled, and whether successful or not.; • A log (“Change Management Log”) must be maintained for all changes.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Allocate monitor for known vulnerabilities and act to mitigate:; *‘Critical’ patches deployed within 14 calendar days of a patch becoming available; *‘Important’ patches deployed within 30 calendar days of a patch becoming available; *‘Other’ patches deployed within 90 calendar days of a patch becoming available; *'Critical’, ‘Important’ and ‘Other’ are aligned to the following common vulnerability scoring systems:; ; National Vulnerability Database Vulnerability Severity ratings: ‘High’, ‘Medium’ and ‘Low’ respectively (these in turn are aligned to CVSS scores as set out by NIST); Microsoft’s Security Bulletin Severity Rating System ratings: ‘Critical’, ‘Important’ and the two remaining levels (‘Moderate’ and ‘Low’) respectively.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Allocate collect multiple types of audit information and it is regularly analysed. Basic intrusion detection technologies are in place at the perimeter devices. Applications and services are monitored and reported in real time to the Allocate Operations monitoring centre.
• 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: *Security Incident processes are in place for the Allocate Cloud service and are enacted in response to security incidents.; *Pre-defined processes are in place for responding to common types of incident and attack.; *A defined process and contact route exists for reporting of security incidents by consumers and external entities.; *Security incidents of relevance to them will be reported to customers in acceptable timescales.

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: Yes
• Connected networks:
  • NHS Network (N3)
  • Scottish Wide Area Network (SWAN)
  • Health and Social Care Network (HSCN)

Social Value

• Tackling economic inequality:

  Tackling economic inequality

  • As Allocate has grown we have created significant job opportunities throughout the UK, we have advertised and recruited locally and offered flexible working through home and office-based roles.; • We have a detailed and comprehensive training and development programme for all members of our staff this includes a policy (and a number of workshops to assist staff with career development.; • We have an annual graduate scheme where we rotate participants around the business to build their business capability rapidly. Similarly, we have the Allocate Development Programme (ADP) which is available for people with no professional experience, those returning after a career break or changing professions. This is a 12-18 month programme designed to build capability and accountability at pace.; • We utilise a number of suppliers to assist in the delivery of our solutions and where possible use SME’s to help support the local economy.

Pricing

• Price: £36.66 to £125.38 a licence a year
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

  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 bid.manager@rldatix.com. Tell them what format you need. It will help if you say what assistive technology you use.