Civica UK Limited

Civica Trac Recruitment System

The Trac recruitment system is a comprehensive applicant tracking system. Trac has been designed to meet the recruitment needs of public sector organisations, including NHS and local government. The software is universal facilitating best fit and best practices across different sectors. The system integrates with ESR and eBulk (DBS).

Features

  • Cloud based SaaS recruitment system, accessible from anywhere
  • Trac offers a flexible, optional, vacancy authorisation module
  • Vacancy advertising with links to social media and online job-boards
  • Application filtering, longlisting and shortlisting tools provide automation
  • Automated interview invite and booking system using email & texts
  • Customisable offer letters and contracts with online acceptance and workflows
  • Identity and induction booking and recording system
  • Integrated eDBS system for basic, standard and enhanced security checks
  • Sophisticated reporting tools that link with organisational structures
  • Candidate pools to manage talent and redeployment

Benefits

  • Speeds up end to end recruitment, reducing time to hire
  • Makes all recruitment activity easier to track and report on
  • Improved user experience for hiring managers, recruitment staff and applicants
  • Significantly improves efficiency of recruitment staff
  • Simple, improved communications with hiring managers and applicants
  • Provides a modern efficient gateway for applicants and internal staff
  • Integrates with ESR, eDBS (eBulk), jobs.nhs.uk, MS Teams and OPAS-G2
  • Suite of optional modules for even greater efficiency
  • Faster, more effective recruitment and retention of staff
  • Experienced UK based trainers and support staff ensuring smooth deployment

Pricing

£1,410 a licence a month

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 g-cloud@civica.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

6 0 4 1 8 5 5 7 7 8 2 2 0 8 3

Contact

Civica UK Limited Civica UK Limited
Telephone: +44 (0) 3333 214 914
Email: g-cloud@civica.co.uk

Service scope

Software add-on or extension
No
Cloud deployment model
Public cloud
Service constraints
No
System requirements
  • Chrome, Firefox or Edge browser
  • PDF document viewer
  • Sufficient RAM for the browser and any concurrent software applications

User support

Email or online ticketing support
Email or online ticketing
Support response times
08.30 to 17.30 Monday to Friday (excluding English Public Holidays). We aim to respond within 1/2 a working day during these times.
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, at extra cost
Support levels
Civica UK Ltd provides a support (telephone and email) service for buyer's Super Users. This is open weekdays 08:30 to 17:30 (excluding English public holidays). The Trac Recruitment System has been designed to provide a fully functioning system, with many built in options available, that can be operated by a buyer with little support from Civica UK Ltd staff. Details of additional levels of support are in the pricing document.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Civica UK Limited has extensive experience of getting buyers up and running with the Trac Recruitment System.

The start-up package includes:

*An initial one day stakeholder/start-up meeting
*Setting up the buyer as a user organisation within the Trac Recruitment System, this includes
- adding a set of standard template emails and letters
- adding up to eight buyer specific conditional or unconditional offer letters
- liaising with the buyer's comms team to support them adding an embedded jobs feed to the buyer's own website
*A two day system review, process analysis and feature selection workshop
*Two day go live training course for recruitment team staff
*Recruitment support service for four weeks
*Two day handback training for recruitment team staff
*Two hour follow-up meeting, 8-16 weeks after the handback training (review)
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
  • Other
Other documentation formats
  • Video (tutorial)
  • Online training environment
End-of-contract data extraction
CSV downloads for bulk extraction of data and PDF document packs for the records of individual applicants.
End-of-contract process
Buyer's have full access to all their own application and vacancy data and this can be extracted in CSV files. If additional support or bespoke exports are required these can be provided at our normal Ad-hoc support rates. The easiest off-boarding path is to run both old and new systems for a period, managing the newly-added vacancies in the new system. This saves the effort and risk associated with attempting to migrate data from the Trac Recruitment System, into its replacement. For organisations selecting this option the Trac Recruitment System can be made available for a fixed period of time, for a "tail-off" period, at a gradually decreasing monthly fee that is based on the standard monthly fee payable. Note that during this "tail-off" period no new campaigns or applications can be added to the Trac Recruitment System but the buyer's staff will be able to continue accessing and working on those already in the System. Buyer's can give Trac Systems Ltd a "hard" cut-off date at which point all data held will be deleted. Exit plans can be produced on request by Civica UK Ltd with time taken for this work being charged at our normal Ad-hoc support rates.

Using the service

Web browser interface
Yes
Supported browsers
  • Microsoft Edge
  • Firefox
  • Chrome
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
The interface used by candidates to make and manage job applications is designed to work with mobile devices.
Service interface
No
User support accessibility
WCAG 2.1 AAA
API
Yes
What users can and can't do using the API
Users can interface Trac into their HR system and their own jobs board.
API documentation
Yes
API documentation formats
Other
API sandbox or test environment
No
Customisation available
Yes
Description of customisation
Many options can be controlled by the client's Super Users and can be set-up so that different parts of the buyers organisation have their own customisations. Most settings are controlled from the buyer (employer) table, with other settings at the next level down for different parts of the organisation. Options include different application and reference forms, reporting targets, authorisation area settings, employment checks and many more.

Scaling

Independence of resources
Computing load is monitored and resources scaled according to predicted demand.

Analytics

Service usage metrics
Yes
Metrics types
The Trac Recruitment System has a clear and easy to use dashboard screen and in addition provides a broad set of template reports.
Enhance your performance and service level reporting by using our pre-built reports for Time to hire, Equal Opportunities and Pipeline, create custom reports via the data download and save your reports for future use.
Reporting types
Real-time dashboards

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Conforms to BS7858:2019
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
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
Data sanitisation process
Yes
Data sanitisation type
Explicit overwriting of storage before reallocation
Equipment disposal approach
Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data export approach
Candidates can download their application forms in PDF documents.
Employers can export their data in CSV and PDF formats.
Data export formats
  • CSV
  • Other
Other data export formats
PDF
Data import formats
  • CSV
  • Other
Other data import formats
XML

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 service level agreement, which is available on request, sets out what levels of availability and support the buyer is guaranteed to receive for the Trac Recruitment System. It also explains what service credits will be applied by Civica should it fail to meet these service levels.
Approach to resilience
Available on request.
Outage reporting
Outages are reported to customers by email alert. Customers may also call the service helpdesk if they suspect there may be an outage and need assistance in diagnosing whether there is a problem within their own computer networks or elsewhere.

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Username or password
Access restrictions in management interfaces and support channels
By way of firewalling and access credentials.
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 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
Between 1 month and 6 months

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
ISOQAR
ISO/IEC 27001 accreditation date
06/10/2020
What the ISO/IEC 27001 doesn’t cover
The full service is covered, specifically: The provision of online recruitment, selection and employment checking systems and associated support services, including interfacing with appropriate third parties.
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
  • ISO14001
  • ISO22301
  • ISO9001

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
In order to provide a wide range of services to public and private sector organisations, Civica maintains an active information security programme. This programme requires regular internal and external audit inspection of both physical and logical data protection structures. The policies and procedures are aligned to ISO 27001 and Cyber Essentials certifications.

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
Changes to existing - and commissioning of new - information processing facilities are managed by way of written procedure which includes assessment of data security and privacy impact. Platform management and software development functions are carried out in-house. Formal change control processes, including assessment of potential security impacts, are embodied into the workflow and tracked by project tracking software. Software revision control for the Trac application includes log of commits including descriptions and is tracked through project tracking software. DBS change control procedures are in place.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
Civica subscribes to technical vulnerability alert services. Systems administrators monitor incoming notifications, assess their relevance and, once processed, mark them as such and if necessary a tracking ticket is opened to track the work and assigned the appropriate severity level and priority. Software configuration management and automated deployment software is used to manage the change. Vendor security releases are applied according to the nature of the patch, for example we have the capability to deploy a critical patch within hours of release.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
Civica operates an automated suite of protective monitoring tools including intrusion detection systems, data sanity checking, configuration compliance and hundreds of automated checks that constantly check the systems. All assets are tuned to generate log events as appropriate and send these in real time to a central log storage system and management console for analysis. Our monitoring systems operate 24/7, checking availability and running of all assets and services. Alerts are handled by our systems administrators. We have an out of hours incident response for critical services, although the system architecture is designed to minimise single points of failure.
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
All staff are trained and encouraged to report suspected or actual information security events or weaknesses by way of an Information Security Incident Reporting Policy . Customers can report via their usual support team contacts. Incidents are handled by senior staff in accordance with a process to ensure that relevant data is preserved, investigations carried out, reports made and follow-up actions taken. Trac does have many pre-defined processes for common events, but security incidents are not common events and each is handled carefully as appropriate. Reports are provided to data controllers by email.

Secure development

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks
No

Social Value

Fighting climate change

Fighting climate change

Civica’s Environment and Social Governance (ESG) committee provides focus for ongoing development and implementation of our environmental policy, supported by our ISO 14001 standard. We commit to working with staff, customers, suppliers, contractors and partners to recognise and reduce our environmental impact. Simultaneously we’re optimising our services to support environmental and community initiatives.

We support fighting climate change by:
- Helping employees reduce their environmental footprint at work. Initiatives include: recycling facilities across our offices, single use plastic reduction, timer switches for office devices, cistern water saving devices, installing LED lighting when refreshing offices, WEEE recycling all hardware, print reduction, phone and printer cartridge recycling, FSC certified paper; weekly employee communications encouraging and advising employees on positive approaches to reduce carbon. Employees have carbon saving benefits such as cycle to work scheme.
- Socially responsible purchasing, sustainable procurement, reduced consumption.
- Selecting suppliers, goods and services that demonstrate sustainable, socially responsible, ethically sound standards.
- Leading by example via activities such as: reducing single use plastic consumption by 70% within the next 5 years; prioritising use of green energy; promoting recycling through ‘Zero to Landfill’ and ‘Zero Print’ schemes; working towards carbon neutrality with workforces and facilities over the next 10-years.
- Creating software with sustainability in built in; net-zero is a key theme in our product roadmaps.
- Partnering customers to co-create public services fit for the future. Civica's NorthStar innovation lab creates physical and virtual opportunities to jointly explore trends and technologies supporting customers Net Zero ambitions.
- Meeting/exceeding environmental legislation through ISO audits.

We have a Carbon Reduction Plan and commitment to achieve Net Zero by 2040 (latest). We are reviewing our energy mix, materials we use and working with partners to begin to plant a ‘Civica Forest’ whilst maintaining awareness of the Greenwashing issue.
Covid-19 recovery

Covid-19 recovery

In the spring of 2020, Civica were an early signatory to the C-19 Business Pledge. We focused on safeguarding our people and communities and ensuring the successful ongoing provision of our business-critical software and services.

Supporting customers: Alongside business as usual for our customers, we have worked hard to support the national and local level response through practical, innovative and updated software capability. We have delivered a range of new capabilities quickly, such as those listed below, and continue to provide system advice, configuration and data insights to ensure effective action.
- COVID-19 App (the first of its kind in the UK and Ireland) was developed and launched with the Northern Ireland Department of Health, and helped reduce the pressure on the 111 helpline.
- Developed local track and trace solution for London Borough of Redbridge, enabling it to support localised contact tracing/escalations.
- Community Helper software - built on the iCasework platform to help local authorities co-ordinate rapid support for vulnerable people while minimising safeguarding risks.
- Our Trac e-recruitment software was used to help NHS recruiters get the right candidates into posts quickly and fast-track DBS checks.
- Supporting social housing tenants - assisted teams to re-focus resources and provide vital support to tenants.
- Supporting Revenues and Benefits teams - software solutions for the two largest UK government measures, Business Rates Grant fund and the Council Tax Hardship fund.

Supporting employees: We proactively provide guidance and support for our people, from keeping remote workers engaged, to our mental health champions and free-to-access Employee Assistance programme. We have adopted a blended working model enabling colleagues to work safely and flexibly at various locations and hub offices, enhanced how we communicate, and continue to look for new ways to share ideas and inspiration.
Tackling economic inequality

Tackling economic inequality

Create opportunities for entrepreneurship and help organisations to grow. Civica is committed to working with its customers to deliver value into the community by supporting young people, developing skills and mentoring businesses to attract inward investment and growth that brings with it employment and skills.

We support innovation through our NorthStar innovation lab, a company-wide initiative focused on enhanced client outcomes by applying fresh ideas on data, automation and new technologies. We work with our customers to co-create public services that are fit for today and for the future. Our Civica NorthStar innovation lab creates physical and virtual opportunities for us to jointly explore trends and technologies.

Create employment and training opportunities
Civica is a member of the 5% Club, and aims to have 5% of its UK work force as either apprentices, graduates or work experience students by the end of 2025. We employ apprentices and graduates into a number of different disciplines and locations, with a focus on ensuring they are long term employees of Civica.

Support educational attainment
Learning and development is at the core of the Civica Quality Management Framework. We believe in investing in our people and are proud of our Investors in People Gold accreditation and in being a top rated Glassdoor Employer.

We run our own Civica Academy for employee development and skills enhancement, which delivered over 220,000 hours of training during 2021. We provide our own apprenticeship programme (team leader level 3) for our aspiring and current managers that are considered stars of the future.

We are working on building some new apprenticeship standards such as the UX degree apprenticeship. This will benefit not only Civica’s Digital Team but all companies and customers that need UX talent.
Equal opportunity

Equal opportunity

Civica is a 2022 Financial Times Diversity Leader and is ‘Gold’ Investors in People accredited, demonstrating our commitment to promoting equal opportunity by tackling inequality in employment, skills and pay in our workforce. We proactively implement equal opportunities for employment and personal development among diverse groups and local areas, and ensure rights for all staff are always protected. This is led by our Group Diversity and Inclusion (D&I) team, championed by our CEO who is also our Chief Diversity Sponsor. The strategy and policy manages:
- Interview training, focusing on unconscious bias/equal opportunity.
- Anonymising CVs and ensuring interview panels represent minority groups.
- Using a decoder to ensure job advertisements use gender and culturally neutral language.
- Attracting/recruiting from minority backgrounds/disadvantaged groups across the organisation, especially into under-represented areas.
- Advertising vacancies in a wide variety of places and diversity/disability portals (including; BME jobs, Disability jobs and LGBT job sites), to increase gender diversity and ethnicity.
- Company-wide Diversity & Inclusion network, including affinity groups relating to under-represented groups.
- Mandatory Diversity & Inclusion training for all staff.
- Pay equity reviews addressing inequality and UK gender pay gap.
- Flexible Working to encourage higher uptake for women, working parents and disabled groups.
- Partner with a social innovator company to help recruit and support employees with Autism Spectrum Disorder.

We gather and analyse data on our performance from regular surveys such as ENPS, IIP, Pulse survey, employee engagement surveys.

Our D&I team monitor the take-up, use and effectiveness of our measures, such as the number of new recruits from minority backgrounds, women, parents and diverse groups, and provide statistics for our Annual Review on performance against targets. For example, we report on the number of people attending training sessions and the split of male to female attendees.
Wellbeing

Wellbeing

Civica actively promote a mentally healthy workplace and workforce through our 40+ Mental Health Champions (MHC) and our ‘Health and Wellbeing’ policy, encouraging a flexible and realistic work/life balance. We integrate mental health and general wellbeing in all that we do from recruitment and ‘First Impressions’ to appraisals and strategic management.

Our ‘Health and Wellbeing’ policy and programme for all employees provide a foundation to support both the mental and physical health of our staff. Examples include:
- Employee Assistance Programme and online Wellbeing Hub, which provides 24/7 access to websites, e-mail, phone and face-to-face counselling on all personal issues.
- Aviva DigiCare+ Workplace App providing external mental health consultancy.
- Mental Health Champions who support colleagues’ wellbeing in the workplace.
- RedArc Personal nurse service.
- Management Coaching - managers are trained in GROW (Goals, Reality, Options and Will) and in being Health and Wellbeing Advisors, supporting employees with mental/physical health needs.
- Health assessments/advice aimed at improving physical health.
- Cycle to Work scheme to aid physical and mental health.
- Weekly fruit drop for offices, encouraging a healthier diet.
- We provide free eye tests for all VDU users, encourage staff to take advantage of NHS flu vaccinations services, and support people wishing to use the NHS Stop Smoking Service.

We also support our customers’ and communities’ physical and mental wellbeing through: Employee ‘Donate-a-Day’ to local charities; Local events organised through “Charity Champions”; Directors providing guidance to local community health and wellbeing projects; Supporting social housing tenants to re-focus resources and provide vital support to tenants.

Suppliers/subcontractors are subject to Civica’s Sub-contractor Selection Process as defined in our ISO9001 Quality Management System, which includes criteria for assessing health and wellbeing policies and their promotion.

Pricing

Price
£1,410 a licence a month
Discount for educational organisations
No
Free trial available
No

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 g-cloud@civica.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.