Tribal Education Limited

Semestry Scheduling by Tribal

Our TermTime and MyTimetable solutions are designed to handle the complexity of academic scheduling in Higher Education. Providing intelligent, automated timetable generation, seamless management and publication, giving a personalised, connected experience. Auto-scheduling, real-time change notifications, integrated room booking, and calendar synchronisation, means institutions reduce administrative effort and improve room utilisation.

Features

• Automated and manual scheduling functionalities for teaching timetables.
• Features for rooms, students and staff including capabilities and constraints.
• Self-service room booking capabilities.
• Real-time reporting, clash checking and a comprehensive audit trail function.
• Timetables presented in user-friendly grid or list format.
• Personalised timetable synchronisation with Microsoft365, Google and Smartphone calendars.
• Automatic detection of changes with real time notifications to staff/students.
• Advanced open RESTful JSON Application Programming Interface for seamless integrations.
• Robust data security with role-based access and single sign on

Benefits

• Enhance student satisfaction with accurate timetables via web browsers/mobile devices.
• Keeps staff and students informed of late timetable changes.
• Accessible anytime, anywhere, on any device with no specialised hardware/software.
• Self-service room bookings while maintaining the integrity of teaching commitments.
• Provides the ability to blend smart automation with expert decision-making.
• Provides flexibility to reflect academic needs and teaching requirements.
• Scalable solution optimising resources and service quality during peak periods
• Advanced security measures and encryption ensuring GDPR compliance/data integrity.
• Reduced IT expenses due to no dedicated internal infrastructure requirements.
• Cloud-based service reduces carbon emissions and supports sustainability goals.

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 technology.bids@tribalgroup.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

682484178314292

Contact

Fleur Brennan
0330 016 4000
technology.bids@tribalgroup.com

About your service

• Service categories:

  Applications

  Production and operations

  Service industry and public sector operations

  • Education
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: None
• System requirements:
  • Access to the internet is required to use the service
  • All major browsers supported

User support

• Email or online ticketing support: Yes
• Support response times: Response is available 09:00 to 17:00 Monday to Friday, except public holidays:; ; Target Response Times; Critical < 15 minutes; High < 1 hour; Medium < 1 business day; Low < 1 business day; Very Low < 1 business day
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AAA
• Phone support: No
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: The Service Desk operation provides high quality issue management and customer liaison, with emphasis on ownership and quick, first-time resolution. Service Desk operations will be fully covered and measured within the formal SLA. Our customers are supported by our team comprising experienced technical experts, skilled system users and former timetabling practitioners as account managers. We offer a high level of support to all our customers at no additional cost, integrating practical know-how with technical expertise to meet our clients' needs seamlessly.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Onboarding is managed by a dedicated Project Manager who acts as the point of contact for all communications and collaborates closely with the Client Project Manager to ensure the success of the implementation project. Supported by our Professional Services team of experienced technical experts, skilled project managers, and former timetabling practitioners, we ensure a smooth deployment of our solutions, integrating practical know-how with technical expertise to meet our clients' needs seamlessly.; ; Our project methodology combines both Waterfall and MVP approaches and a proven track record of successful projects. This approach ensures alignment with key scheduling points of the academic cycle and milestones. Client training requirements are mutually agreed as part of project planning.; ; Our 'Train the Trainer' method is an efficient, training strategy, beginning with intensive instruction for expert users, who then become adept trainers. The training is structured by product and module, guaranteeing an approach that meets diverse needs and roles.; ; Our interactive online training sessions, supported by live system demonstrations and an engaging platform, transform learning into an engaging, hands-on experience. Our extensive knowledge base compliments this method, providing continuous support and in-depth learning opportunities; .; We also offer, on-site expert training upon request.
• Service documentation: Yes
• Documentation formats: HTML
• End-of-contract data extraction: Users can be given access to all customer data in standard formats - csv files or extracted via the TermTime API, or data tables.
• End-of-contract process: An outline exit plan will be provided on request. This will provide the timetable, procedures, responsibilities, and information required of the Client and Tribal to ensure that the service is terminated, and data transferred as required.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Our systems offer full functionality on mobile and desktop services. ; Both systems are designed to work seamlessly across a range of mobile and desktop devices. However, because timetabling tasks can be complex, we recommend using larger devices, such as laptops, when working with TermTime for the best experience.
• Service interface: No
• User support accessibility: WCAG 2.2 AA
• API: Yes
• What users can and can't do using the API: We provide a RESTful Application Programming Interface (API) that uses JavaScript Object Notation (JSON), is OpenAPI v3 compliant, and supports real-time bi-directional integration. All core data can be created, read, updated, or deleted in the database via the API. As new objects/attributes are added to new Termtime releases, the API will be extended to cover these.; ; Webhooks are also available to support event-driven integrations, rapidly sending messages to third party applications as data is changed in the database - e.g., an activity is rescheduled, a student is added to or removed from an activity, a room booking is scheduled, etc.; ; The API is fully documented, provided as a YAML file which covers all methods (i.e., POST, PUT, GET, DELETE), available objects and attributes, mandatory and optional parameters, and the expected responses.; ; There are no limitations on API usage, however we recommend developers use the API's resources efficiently and avoid actions that could result in excessive load – e.g., optimising code, minimising large requests at peak times, etc.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • Other
• API sandbox or test environment: Yes
• Customisation available: No

Scaling

• Independence of resources: We monitor all usage against our cloud infrastructure levels and increase these levels if demand increases. There are no resource sharing across customers.

Analytics

• Service usage metrics: Yes
• Metrics types: All metrics are built into our system and are updated in real time.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Security Clearance (SC)

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: Yes
• 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 another standard
  • 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 is exported via the following:; ; Standard csv files; API; Interfaces to reporting services eg. PowerBI, Tableau, QlikSense and Crystal Reports
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • JSON/XML
  • MS Excel
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • JSON/XML
  • MS Excel

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: 99.9% up time and availability
• Approach to resilience: We provide two levels of cloud data backup as stipulated in our SLA.; Backup servers available for reallocation.; Details available on request.
• Outage reporting: Email alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Access in management interface and support channels is managed on a Role based Access Control system (RBAC). In this way you can control which areas of the system and support users have access to. All access and access attempts are logged. Support staff have access to view data but not to add, edit or delete data (unless asked to by customers).; ; Support staff all have dedicated accounts and do not use customer logins. There are no shared accounts.; Top level access can only be granted by Semestry staff.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Public key authentication (including by TLS client certificate)
  • 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: User-defined
• Access to supplier activity audit information: Users receive audit information on a regular basis
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

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: We have vulnerability process checks, personnel checks and incident management reporting to ISO27001 standards and Cyber Essentials Plus certification.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: For our software solutions, Tribal has a structured Change Control process for managing requests for change and enhancements. All Requests for Changes (RFCs) are raised via the Service Desk and go through internal vetting by the respective support team before gaining authorisation from Tribal. Regular Change Advisory Boards meet to review Emergency and non-standard changes. Details of all changes are provided to the Service Manager to review and will obtain final approval from the Contracting Body before proceeding. The Contracting Body will be involved in the change Process at each stage and included in any post implementation review as required.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: As part of our ISO27001 processes we have a risk/vulnerability assessment procedure which will be undertaken on any new customer site and service. Patches will be deployed depending on the severity of the problem and the level of testing required. Information about potential threats is found based upon initial and recurring risks assessments, internal procedures and known threats highlighted by both the industry and users.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: Our managed service includes the proactive monitoring of all services to identify potential compromises. Based upon the nature of the compromise we would then respond to the agreed SLA. The speed of the response will be determined by the severity of the incident.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: Our ISO27001 processes include a defined Incident Management process. All personnel are responsible for reporting incidents to the Information Governance Committee (IGC) or Security Forum representatives as quickly as possible. We have a formal Incident Report Form which staff use for recording the details of the incidents. Security weaknesses will be recorded on a spreadsheet for tracking purposes. Any person can identify weaknesses, which will be managed by the Quality team in conjunction with the Security Forums and IGC as appropriate.
• Post-quantum cryptography secure: Yes

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 v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• 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: Yes
• Who accredited the ISO/IEC 27001: LRQA
• ISO/IEC 27001 accreditation date: Tuesday 2 May 2017
• What the ISO/IEC 27001 doesn’t cover: Nothing relating to the proposed products/services. The certification applies to the secure development, implementation, hosting and support of all proposed services including ebs, Maytas, K2, Dynamics, Engage and Semestry. It covers all Tribal entities including Tribal Education Ltd at all Tribal office locations including within the UK.
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: LRQA
• ISO 9001 accreditation date: Tuesday 2 May 2017
• What the ISO 9001 doesn’t cover: Nothing relating to the proposed products. It covers all quality processes relating to secure development, implementation, hosting and support of all proposed services including ebs, Maytas, K2, Dynamics, Engage and Semestry. It covers all Tribal entities including Tribal Education Ltd at all Tribal office locations including within the UK.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: E0426c22-3c8e-4eb9-adde-4865fa8d0e3e
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: Eea76e94-f3f4-47c7-9573-625a58f07ead
• 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

    • 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
    • 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
    • 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
    • Volunteering opportunities for staff

  • 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

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 technology.bids@tribalgroup.com. Tell them what format you need. It will help if you say what assistive technology you use.