Omniplex Guide Digital Adoption Platform (DAP) from Omniplex Learning - Simplifying digital adoption
Omniplex Guide, our Digital Adoption Solution, empowers public sector organisations by providing in-app support for seamless systems training. Employees receive tailored, real-time, step-by-step walkthroughs directly in-app, ensuring software proficiency is developed in the flow of work with constantly updated content.
Features
- Interactive Guidance
- Embedded content
- Form vaidation
- Multi-language support
- Self-help assistant
- Smart screenshots
- File exports
- Advanced learner segmentation
- Learner analytics
- Custom theming
Benefits
- Enhances comprehension, providing an immersive and effective learning experience
- Provides immediate, context-specific assistance, improving understanding and knowledge
- Guarantees accurate data entry and reduces errors
- Caters to a global workforce, ensuring inclusivity and broadening accessibility
- Fosters independent problem-solving and saves time.
- Visually illustrates steps, improving understanding.
- Conveniently export into various formats, ensuring accessibility across different platforms
- Match guidance to learner personas, so everybody receives right curriculum
- Track the curriculum progress of individual learners
- Make the DAP match your corporate colours and brand
Pricing
£2.46 a user a year
- Free trial available
Service documents
Request an accessible format
Framework
G-Cloud 14
Service ID
6 6 9 8 6 1 2 7 6 0 1 2 1 0 9
Contact
Omniplex Learning
Lara McElroy
Telephone: 08000 850550
Email: sales@omniplexlearning.com
Service scope
- Software add-on or extension
- No
- Cloud deployment model
- Public cloud
- Service constraints
- Omniplex Guide is currently only available for use with cloud-based software packages. It can not be used with native applications on desktop or mobile.
- System requirements
-
- Browser Requirements (Authoring): Javascript enabled.
- Chrome, MS Edge, Safari and Firefox all supported.
- Support for iFrames and Shadow DOM implementations is limited.
- Cloud based (native apps not supported).
- End users must have an active license to access guidance.
- An active internet connection is required to use Omniplex Guide.
User support
- Email or online ticketing support
- Email or online ticketing
- Support response times
- For urgent escalations, within 1 business hour.
- User can manage status and priority of support tickets
- Yes
- Online ticketing support accessibility
- WCAG 2.1 AA or EN 301 549
- Phone support
- Yes
- Phone support availability
- 9 to 5 (UK time), Monday to Friday
- Web chat support
- No
- Onsite support
- No
- Support levels
-
You will get access to our UK customer support team who operate Mon-Fri (ex bank holidays) 9am - 5pm.
Our customer success and support team will support you with any day to day queries as well as guidance on how to make the most out of Guide on your application.
We also have a Guide Solution Consultant on hand to support with any technical queries. - Support available to third parties
- Yes
Onboarding and offboarding
- Getting started
- Omniplex Learning offers a range of onboarding and training services to help customers get started. We include business and technical kick-off sessions, collaborative training, content reviews, content workshops, full guide builds, launch planning and a post-launch review.
- Service documentation
- Yes
- Documentation formats
- End-of-contract data extraction
- Users may download their guidance in PDF, PPT or ZIP format prior to their contract ending. We do not permit the extraction of any other data.
- End-of-contract process
- Authors lose access to the Omniplex Learning dashboard and will no longer be able to log in, create or edit guidance. All guidance will be suspended and users will no longer be able to access Omniplex Learning guidance in app or through their LMS.
Using the service
- Web browser interface
- Yes
- Supported browsers
-
- Microsoft Edge
- Chrome
- Safari
- Application to install
- Yes
- Compatible operating systems
-
- IOS
- MacOS
- Windows
- Other
- Designed for use on mobile devices
- No
- Service interface
- Yes
- User support accessibility
- WCAG 2.1 AA or EN 301 549
- Description of service interface
- The Omniplex Guide service interface allows content authors and administrators to manage their create and manage their guidance, manage users and groups, activate certain features, change theming and view analytics. It is accessed from a URL with a dedicated username and password.
- Accessibility standards
- None or don’t know
- Description of accessibility
- Omniplex Guide is using standard semantic HTML complete with ARIA labels and focus controls where required, to fully support Keyboard-only and assistive devices.
- Accessibility testing
- As above
- API
- No
- Customisation available
- Yes
- Description of customisation
- Customers can match the look and feel of the training content to their organisation. Furthermore, they can customise the targeting of all guidance to match their business requirements.
Scaling
- Independence of resources
- Omniplex Guide’s core product is hosted on a Google Managed Kubernetes cluster (GKE). There are several regional Kubernetes clusters, each responsible for hosting a subset of the workloads. We use Horizontal Pod Autoscaling on compute resource so no core product clusters operate at full capacity. We've added anti-affinity rules so that the same service doesn't get scheduled on the same node - so if a node goes offline, the service will remain running while the new node is launched. We also employ caching technologies.
Analytics
- Service usage metrics
- Yes
- Metrics types
- We track guidance views and completion, per guide and on aggregate for an account. We also provide a per-guide breakdown of drop-off (how many people are leaving a guide at each step). We also provide more granular data including usage metrics tied to individual user profiles for the above analytics.
- Reporting types
- Real-time dashboards
Resellers
- Supplier type
- Not a reseller
Staff security
- Staff security clearance
- Other security clearance
- Government security clearance
- Up to Baseline Personnel Security Standard (BPSS)
Asset protection
- Knowledge of data storage and processing locations
- Yes
- Data storage and processing locations
- United Kingdom
- User control over data storage and processing locations
- No
- Datacentre security standards
- Managed by a third party
- Penetration testing frequency
- At least once a year
- Penetration testing approach
- Another external penetration testing organisation
- Protecting data at rest
-
- Physical access control, complying with CSA CCM v3.0
- Other
- Other data at rest protection approach
-
Stored encrypted at rest in the cloud in both RDBSS and blob storage technologies
• Encrypted using AES-256 or better
• Regularly tested to ensure failover capabilities are in place and operating as
expected
• Subject to continuous intrusion detection
• Accessible under best-practice IAM-based access control based on least-
privileged access - Data sanitisation process
- Yes
- Data sanitisation type
- Explicit overwriting of storage before reallocation
- Equipment disposal approach
- In-house destruction process
Data importing and exporting
- Data export approach
- The export of data is not possible.
- Data export formats
- Other
- Other data export formats
- Export of data not relevant or possible
- Data import formats
- Other
- Other data import formats
- Not possible to upload data
Data-in-transit protection
- Data protection between buyer and supplier networks
-
- TLS (version 1.2 or above)
- Other
- Other protection between networks
- All connections to the Omniplex Guide infrastructure are secured by Encrypted in transit with Secure Socket Layer/Transport Layer Security (SSL/TLS) encryption.
- Data protection within supplier network
-
- TLS (version 1.2 or above)
- Other
- Other protection within supplier network
- All data coming into or out of the service is encrypted,
Availability and resilience
- Guaranteed availability
-
The target availability for Omniplex Guide is twenty-four (24) hours a day, seven (7) days a week, excluding any scheduled or emergency maintenance. During each month of the Service Term of the Agreement, Omniplex Learning undertakes to the Customer that the Omniplex Guide platform shall be capable of being accessed no less than 99.999% of the time, twenty four (24) hours a day, seven (7) days a week.
Service Availability Level Credits:
• Below 99.999% but at or above 95% - 2% of monthly service fee credited back to account.
• Below 95% but at or above 90% - 5% of monthly service fee credited back to account.
• Below 90% 20% of monthly service fee credited back to account. - Approach to resilience
-
Our full set of mitigation measures is confidential. However, they include:
• Provisioned infrastructure in multiple availability zones
• Multiple replica sets of the service with anti affinity rules
• HPA (Horizontal Pod Autoscaling) on compute resource so no core product
clusters operate at full capacity
• Firewall protection, anycast IP addresses and load balancing
• Backups performed multiple times daily.
• Backups moved to a separate network daily. - Outage reporting
- We will notify users after a period of extended downtime via email.
Identity and authentication
- User authentication needed
- Yes
- User authentication
- Username or password
- Access restrictions in management interfaces and support channels
- Content viewers install an extension which is configured by customer's IT team to pass a unique application ID to render content. Furthermore, customers can restrict guidance to specific user IDs which are also passed by the extension (although this isn't mandatory)
- 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 contact the support team to get audit information
- How long user audit data is stored for
- User-defined
- Access to supplier activity audit information
- No audit information available
- How long system logs are stored for
- User-defined
Standards and certifications
- ISO/IEC 27001 certification
- Yes
- Who accredited the ISO/IEC 27001
- The British Assessment Bureau
- ISO/IEC 27001 accreditation date
- 10/03/2022
- What the ISO/IEC 27001 doesn’t cover
- All in scope
- ISO 28000:2007 certification
- No
- CSA STAR certification
- No
- PCI certification
- Yes
- Who accredited the PCI DSS certification
- Stripe
- PCI DSS accreditation date
- 03/06/2022
- What the PCI DSS doesn’t cover
- Full compliance
- Cyber essentials
- Yes
- Cyber essentials plus
- Yes
- Other security certifications
- No
Security governance
- Named board-level person responsible for service security
- Yes
- Security governance certified
- Yes
- Security governance standards
- ISO/IEC 27001
- Information security policies and processes
- Omniplex Learning, an ISO27001 certified company, rigorously follows comprehensive information security policies and protocols. The responsible person for Information Security is the Chief Financial Officer who then has in their team the Head of IT and Cyber Security. All polices and guidance are then distributed to the other Managers in the business to ensure their staff apply to the standards.
Operational security
- Configuration and change management standard
- Supplier-defined controls
- Configuration and change management approach
- We run a continuous deployment test and release process which ensures the security of the product is maintained through rapid patches and bug fixes, the addressing of technical debt, and pre-deployment automated checks. We run static code analysis of changes.
- Vulnerability management type
- Supplier-defined controls
- Vulnerability management approach
- We run multiple pre-deployment scans to ensure security issues aren't being introduced with the launch of new components. In addition, we welcome contributions from third parties on how we can further improve the security of our systems. Every submission is reviewed by our infrastructure lead and prioritised according to risk. We run continuous deployment and so changes are deployed within days, if not hours.
- Protective monitoring type
- Supplier-defined controls
- Protective monitoring approach
- We lease infrastructure from Google, who proactively monitor all servers and hardware for threats. We run a web application firewall called Google Cloud Armour which logs and blocks intrusions and scans for the top ten OWASP security threats and more. If security threats become apparent, they are escalated by ticket to an on-call engineer as P0 items. We aim to respond to P0 escalation tickets within two hours.
- Incident management type
- Supplier-defined controls
- Incident management approach
- In the event of any GDPR issues, we have an named DPO. We have software that alerts the DPO of any potential incidents that are logged. All the incidents are then actioned and any outcomes logged and reported to Executive.
Secure development
- Approach to secure software development best practice
- Supplier-defined process
Public sector networks
- Connection to public sector networks
- No
Social Value
- Social Value
-
Social Value
- Fighting climate change
- Tackling economic inequality
- Equal opportunity
- Wellbeing
Fighting climate change
Our ESG Strategy and our Environmental Policy outlines our commitment to environmental sustainability and responsibility, approved by our ESG Committee and communicated to Omniplex Learning staff in August 2023.
Energy efficiency is a key pillar on our ESG Plan, and our Environmental Policy outlines our commitment to 'conserving energy through careful planning, using energy-saving features of buildings and equipment'.
In February 2023 we moved offices, reducing 3 office units to a single office in St Albans. We completed an energy conscious fit out, installing a range of energy saving initiatives, to include sensor lights and monitor powered laptops. The wider building efficiency is continually improved and in February 2024 gas sources have been removed and wider building is now fully supplied by 100% renewable source electricity.
We calculated our carbon footprint for the first time in 2023, covering Scope 1 and 2 emissions in line with GHG Protocol. We have migrated the majority of IT infrastructure to a cloud based operation however associated emissions (Microsoft, Azure, AWS and Google Cloud) are not yet captured. We plan to build on capturing scope 3 emissions more fully as we continue to progress our carbon reduction strategy.
Energy data is collected and reviewed monthly with our focus on truly understanding our energy usage, and minimising usage wherever possible. Whilst we have not set a specific carbon reduction target, we are actively focused on adopting energy – efficient practices across our operation. We’ve transitioned to renewable energy sources, we have adopted energy -efficient office operations, and through a Sustainability working group, along with our ESG Committee are driving progress against our plan to tackle climate change.Tackling economic inequality
Our ESG Committee considered the UN Sustainability Development Goals in October 2023, and align on a single vision ‘Quality Education’ (Goal 5). Our company Mission is, “To enable organisations and individuals to reach their full potential through exceptional digital learning” and we know that through our 3000 strong customer base, our passionate L&D teams we can have a far reaching impact across the UK. Creating new skills is at our core, partnering with our clients to help individuals grow.
Omniplex Learning recognises the national skills shortage in digital design and the limited entry routes into this career. We champion early careers and build opportunities for junior pipeline of talent within our community, and have supported the creation of the Digital Learning Apprenticeship Standards. We promote and support apprenticeships in the business where possible and engage with our local University to provide internships to local students.
We have strengthened our charitable reach too. We engage our community in offering a discount across our portfolio of products and services for all members of the NHS, all registered charities and all universities as our standard offering.
This year we have supported the St Albans Food Bank, Harpenden Trust, Grove Junior and Infant Schools, and recently selected a local charity “The OLLIE Foundation,” as our designated Charity for the year ahead to support their work in providing mental health training and support to local schools, alongside offering essential suicide support in emergency situations.Equal opportunity
Reduce the disability employment gap and tackle workforce inequality
• Omniplex Learning recognises the far reaching impact that we can have in reducing workforce inequality through the creation of digital learning that is truly accessible.
• Our design team are trained in accessibility standards and our eLearning is developed with the learners needs at the forefront.
• Our training team are experts in creating accessible eLearning and train L&D practitioners across the UK in ‘Introduction to eLearning Accessibility Training’. We are proud to be building this capability across the UK L&D industry and will continue to champion the necessity of creating accessible learning.Wellbeing
Omniplex Learning recognise the importance of physical and mental wellbeing and we are proud to invest heavily into a comprehensive Wellbeing programme and dedicated Wellbeing team. This includes:
Private medical insurance for all staff. We offer a zero excess, ensuring that all staff can access care for even minor ailments, without incurring any cost. We see regular use of the virtual GP, physiotherapy sessions for musculoskeletal, as well as aware of significant operations and cancer healthcare claims that have positively impacted health outcomes.
We have a strong focus on Mental health internally and recognise treatment on the NHS can be limited access, providing a barrier to accessing treatment. We provide Mental health coverage as part of the private medical insurance, including 30 days outpatient support at treatment centres.
We also have a cashback healthcare plan, that covers the cost of everyday healthcare for visual, auditory and dental expenses, at varying levels.
We subscribe to two Employee Assistance Programmes (EAP), offering support for all staff and their families.
10% of the workforce are trained in Mental Health First Aid, and collectively form our Wellbeing Champions. This group drives an inclusive culture through open conversation and delivery of an annual programme of initiatives targeted at breaking the stigma attached to mental health.
We have also rolled out monthly Wellbeing newsletters, have held Mindfulness Sessions provided by Headspace, hosted monthly Book Club meetings, pay for in office books and magazine subscriptions, as well as providing EatFruit- a weekly fruit and healthy snack subscription for the office.
One of our core values at Omniplex Learning is ‘we stand together’. We treat one another with respect and kindness, and this guiding behaviour provides a compassionate and empathetic employer response to any individual needs in the team, often going above and beyond any duty of care.
Pricing
- Price
- £2.46 a user a year
- Discount for educational organisations
- No
- Free trial available
- Yes
- Description of free trial
- Full functionality for a limited time agreed between the parties.