RA Information Systems

Clarity Signs - Room and office booking and signage, door and reception displays

Integrated touch–screen digital display solution, designed to simplify the booking process and visually communicate availability. Clarity Signs is ideal for premises with co-working and shared office space, such as boardrooms, conference suites or meeting rooms, lounges, conversation pods or individual work stations. Can integrate e-signature feature for bookings. https://ra-is.co.uk/clarity-signs/

Features

• Visual room availability and reception overview for all rooms
• Intuitive on-the-spot booking for your staff and guests
• Direct connection to Microsoft 365 room resource calendars
• Booking updates made via Outlook or Teams
• Custom info on reception screen

Benefits

• Optimised use of space, plus potential revenue for your business
• Save front-of-house staff cost and time
• Standardised procedure for your sites and campuses
• Increased staff job satisfaction and productivity
• Positive client experience and improved service levels
• Flexible Booking: Reserve rooms via Outlook, web, or mobile
• Secure & Direct: Screens connect to Office 365

• Education pricing 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 info@ra-is.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

665644853177828

Contact

Zhanna Heenan
0330 223 11 99
info@ra-is.co.uk

About your service

• Service categories:

  Applications

  Collaborative

  • Enterprise community
• Multi cloud support: Yes

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: Clarity Signs is an extension of CLARITY CORE: Workspace and customer management system (a comprehensive solution for office, lab and workspace portfolio management, customer & membership management and billing in a single, centralised platform). For more info: https://ra-is.co.uk/clarity-core-workspace-management-system/
• Cloud deployment model:
  • Public cloud
  • Private cloud
  • Hybrid cloud
• Service constraints: Our cloud-based service updates automatically with no action required from the user. Planned updates are carried out remotely and designed to avoid service disruption. Support is available during standard UK business hours.
• System requirements:
  • Our service is cloud-based and requires no specialised hardware.
  • End users need a device with a modern web browser.

User support

• Email or online ticketing support: Yes
• Support response times: We have a Support Desk call logging system – you can contact our support desk between 8am and 6pm Monday to Friday, via phone or e-mail. Contact is automatically logged as a request, acknowledged, and is then given an appropriate priority and associated timescale for response. Each issue will be resolved by phone or remote-control software whenever possible.
• 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: Support levels are negotiated on customer by customer basis.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Clarity Signs is housed either on our dedicated hosted servers or integrated to your Microsoft 365 setup. User-definable elements of the system will be set up during implementation. Training is delivered through remote one-to-one sessions, or for multiple participants, on-premise sessions can be arranged.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Users are able to extract data manually via the systems various report functionality or a data extraction package can be provided (chargeable).
• End-of-contract process: The termination of the Contract shall result in an immediate termination of the Customer’s access to the Service, although such termination shall not relieve the Customer of the obligation to pay any fees accrued or payable to RA-IS for Services provided prior to the effective date of such termination.; ; Upon the required notice of termination, the customer is able to access and retrieve their data via various reports exportable to Microsoft Excel, RA can provide a data extraction package if requested as a paid service.; ; RA-IS reserves the right to withhold, remove and/or discard the Customer Data without notice upon any uncured material breach by the Customer. In addition, upon termination of the Contract by RA-IS, the Customer’s right to access or use the Customer Data immediately ceases, and RA-IS shall have no obligation to maintain any of the Customer Data stored in the Customer’s accounts or to forward any of the Customer Data to the Customer or any third party.
• Documentation accessibility standard: WCAG 2.2 A

Using the service

• Web browser interface: No
• Application to install: Yes
• Compatible operating systems:
  • Android
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Installed on a dedicated Android device. Clarity Signs connects directly with your Microsoft 365 room resource calendars. By pairing your existing calendar setup with Clarity Signs, you can display live room status and enable quick ad-hoc bookings at the door. Any bookings made on the day via the digital display signs are instantly updated in Outlook and Teams calendars. Similarly, last-minute meeting cancellations in Outlook or Teams immediately release the corresponding room for others to use.
• Service interface: No
• User support accessibility: WCAG 2.2 A
• API: No
• Customisation available: Yes
• Description of customisation: The entire system is set up to the requirements of the individual site and its various departments.; Different levels of data access and editing permission can be set according to the user’s role. Screen and email notifications can be branded accordingly.

Scaling

• Independence of resources: We monitor the number of connections and demand on resource, and ensure that the resources available always significantly exceed any anticipated peak demand.

Analytics

• Service usage metrics: Yes
• Metrics types: The service metrics can be provided on request or accessed by the user. This can include user auditing and system usage analytics across all modules.
• Reporting types:
  • 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: Conforms to BS7858:2019
• Government security clearance: None

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: 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 CHECK service provider
• Protecting data at rest: Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type: Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Data can be sorted in ascending and descending order and filters can be applied. Reports can be exported into Microsoft and other suites and can be used with other applications.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • PDF
  • MS Excel
  • Word
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Excel spreadsheet
  • Access database
  • SQL database

Data-in-transit protection

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

Availability and resilience

• Guaranteed availability: 99.95% availability commitment with service credits where not achieved
• Approach to resilience: Available on request
• Outage reporting: Email alerts

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Different levels of data access and editing permission can be set according to the user’s role. Everything is custom tailored, from embedding your company brand and customising bespoke layouts, dashboards, reports through to documentation.
• Access restriction testing frequency: At least once a year
• Management access authentication: Username or password

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: 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: Yes
• Security governance standards: Other
• Other security governance standards: Cyber Essentials Plus
• Information security policies and processes: RA's own security policies and processes are followed which are based on ISO 27001 principles and best practice.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: ITIL Principles are followed to manage the deployment of services and the ongoing maintenance of the RA platform. ITIL change management methods are employed to ensure stable service delivery.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Potential threats are identified by monitoring industry-standard sources for details of known vulnerabilities and emerging threats. Software patching routinely performed on a monthly schedule with patching for imminent threats being carried out as soon as production constraints allow.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Security information and event management tools are deployed on the platform to alert the support function to attacks being perpetrated and to allow preventive action to be taken such as blocking attackers at the IP level. Monitoring is 24x7 with engineers responding in normal working hours to identified, propiorities threats.
• Incident management type: Supplier-defined controls
• Incident management approach: ITIL and ISO 27001 principles are followed in reporting of responding to incidents.
• Post-quantum cryptography secure: Yes

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: Yes
• Free trial available: No

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): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 68303f65-36e4-4f36-bf96-e54f45b485fd
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 1284063e-6ef2-4260-885a-add7aeef8799
• 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
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • 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
    • 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
    • Plans for an appropriate income replacement policy for staff who are required to spend time away from work to care for a sick dependent or close relative
    • 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
    • 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

  • 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

  • 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

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Activities to identify opportunities to open up sub-contracts under the prime contract to a diverse range of businesses, including new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Methods for engaging with different parts of the community (including the education system and charities representing the community) and how communities come together to inform decisions, strategy and projects to leave a positive legacy for future generations
    • Measures for making facilities used in the delivery of the contract available for community groups, education or training
    • Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered
    • Plans to respond flexibly and adapt approaches to community engagement and initiatives

  • 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 employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
    • 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
    • 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
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • 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 the issues affecting the development of new skills by target cohort
    • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • 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
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
    • 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 info@ra-is.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.