Tribal Education Limited

Semestry Scheduling by Tribal

Our TermTime, ExamTime and MyTimetable systems are cloud services for the generation, management and publication of teaching timetables and exams for Higher Education. Services include auto-scheduling, staff and student portals, room booking, real time change notification, calendar integrations, examination scheduling and management.

Features

• Automated and manual scheduling functionalities for teaching and exam timetables.
• Features for rooms, students and staff including capabilities and constraints.
• Exam functionality including types, room allocation, special requirements and invigilators.
• 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 M365, Exchange, 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.

£85,000.00 an instance a year

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 14

Service ID

693592854664724

Contact

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

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: None
• System requirements: None

User support

• Email or online ticketing support: Email or online ticketing
• 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 2.1 AAA
• Phone support: No
• Web chat support: Web chat
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.1 AAA
• Web chat accessibility testing: Web chat functionality is bult into the system and is monitored by our team of experienced timetabling practitioners, led by a Service Desk manager.
• 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 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.

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.
• Service interface: No
• User support accessibility: WCAG 2.1 AA or EN 301 549
• 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, 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)
• 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

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to 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
• 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: 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
  • Excel
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • JSON
  • 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: 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

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Lloyd's Register LRQA
• ISO/IEC 27001 accreditation date: 02/05/2017
• What the ISO/IEC 27001 doesn’t cover: None - our ISO accreditation covers all of our business activities.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• 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
  • Other
• Other security governance standards: Cyber Essentials Plus certification.
• Information security policies and processes: We have vulnerability process checks, personnel checks and incident management reporting to ISO27001 standards and Cyber Essentials Plus certification.

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: 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: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / 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: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / 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: Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / 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.

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: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Tribal has a corporate carbon reduction plan and is committed to achieving Net Zero emissions by 2050. Our full Action Plan is on our Website at www.tribalgroup.com. Energy Consumption Our electricity supplier, Opus Energy, are OFGEM-accredited providers of green electricity. Our carbon footprint is below the threshold required by the Carbon Reduction Commitment scheme. All equipment used in Tribal offices is Energy Star compliant; the printers / copiers / scanners will automatically shift into a low power sleep mode when not in use for a prolonged period, thereby consuming up to 50% less energy. Waste and Recycling • All redundant devices are disposed of in line with the Waste Electrical and Electronic Equipment (WEEE) directives. Our preferred supplier provides Tribal with the relevant documentation on disposal to support our environmental sustainability standards. • We recycle paper, cardboard, glass and plastic at all our offices. • Our waste supplier recycles 100% of the waste they collect, and their official statistics prove that they sent 0% to landfill. This supplier provides Tribal with annual environmental reports that shows a total recycling / recovery figure, up to date certificates and other related data. • We actively discourage our staff members from printing documents unnecessarily. • Printers are set to the duplex mode by default to minimise waste. • We recycle printer cartridges and use remanufactured ink cartridges where possible. Printing • We actively discourage our staff members from printing documents unnecessarily • Printers are set to the duplex mode by default to minimise waste • We recycle printer cartridges and use remanufactured ink cartridges where possible Furniture and Office Supplies • Where possible, redundant furniture is donated to charity or recycled • We review the products used and where we can switch to environmental alternatives. Recycled paper is already used in all offices.

  Covid-19 recovery

  During the Covid 19 Pandemic, Tribal moved all of it's project delivery to remote working and we have continued this practice since the pandemic. This has had a positive impact in several ways including: - significantly reduced travel, reducing air pollution - reduced costs to customers due to no onsite consultant expenses - increased productivity due to no travel/commuting taking up time during the working day - improved wellbeing - happier workforce due to more flexible working - reduced office costs.

  Equal opportunity

  Tribal is committed to embedding equality, diversity and inclusion in all employment policies, procedures and practices. Tribal’s Diversity and Inclusion Policy sets out our commitments to our employees, customers and supply chain, which include: • Ensuring that all individuals are treated with dignity and respect • Making opportunities available on a non-discriminatory basis • Providing a safe, supportive and welcoming environment for all • Encouraging a diverse workforce. To implement our policy effectively, we: • Train those who deliver continual personal development training (CPD) to our employees are trained in equal opportunities and diversity issues • Make training opportunities equally accessible to all • Monitor who takes part in training in terms of age, gender, ethnic origin and disability, and across departments to ensure staff are not excluded • Provide online training to all staff members that covers Diversity and Equality, finished with a post-course examination that must be passed • Are flexible to accommodate the diverse range of needs of our employees, such as: · flexible working patterns · religious requirements, including worship and diet · special arrangements, including wheelchair access and signing communication Please see ‘Tribal Group - Equality, Diversity and Inclusion Policy’ on our website

  Wellbeing

  We recognise that maintaining both physical and mental wellbeing is essential to effective work performance to enable us to achieve our strategic aims. We have a duty of care to our staff members, which extends to the active promotion of their health and wellbeing. We invest in services and support which are designed to encourage and promote wellbeing. We aim to ensure that all employees are able to work in a positive, safe and supportive working environment, by seeking at an organisational level to: • Promote a culture of consultation, participation and open communication throughout Tribal; • Provide a safe and healthy working environment and implement appropriate control measures to minimise risks to health and wellbeing; • Ensure that there are appropriately trained individuals available within the organisation to identify risk, implement controls and provide support (or refer to relevant services) at any times of crisis or accident • Encourage a workplace culture where mental health and physical health are regarded as equally important and can be openly discussed; • Promote equality of opportunity, and provide a workplace free from harassment and bullying, as set out in the globally applicable Dignity at Work policy; • Ensure that all employees are effectively onboarded, receive a local induction, ongoing training and development for their role; • Provide a framework encouraging frequent and high-quality discussion about performance and meaningful opportunity for employees to discuss wellbeing • Identify lifestyle and workplace factors that may negatively affect the health and wellbeing of our employees; • Offer proactive support to those with underlying medical conditions, including use of specialist services as appropriate to offer advice, guidance and solutions; • Engage with employees to support them in facilitating a healthy working environment with regards to both physical and mental health, and provide more targeted support where necessary.

Pricing

• Price: £85,000.00 an instance a year
• Discount for educational organisations: No
• Free trial available: No

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.