VLE SUPPORT LIMITED

eSpirALS Software

eSpirALS is dedicated to planning, tracking and monitoring all types of support for disability, learning difficulty, mental health and any other support need.

Features

• Handles the learner journey including EHCP reviews and assessments
• Ongoing Cost Tracking / Estimates against Actuals
• Set and monitor learning support targets
• Track and review EHCP and High Needs Learners
• Manage Local Authority Banding and funding tracking
• Highly configurable reports, dashboards, and bespoke data exports
• eSpirALS Mobile for Staff to record support sessions
• Manage costs and create the Earnings Adjustment Statement
• Allocate and manage equipment loans
• Track staff and learner attendance at support sessions

Benefits

• Record Learning Support targets/reviews to monitor progress of learners
• Create/adjust estimated and actual costs for accurate in-year reporting.
• Record EHCP Reviews and print reports for the local authority.
• Record attendance/notes at ALS sessions to capture evidence instantly
• Track costs and funding accurately to balance budgets confidently
• Produce Local Authority reports and funding evidence quickly and accurately
• Central recording of support staff utilisation against learners and courses
• API to export ALS data for ILR upload
• Connect to MIS to import staff, learner and course details

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 tenders@vlesupport.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

708404581944747

Contact

Jon Openshaw
02088470214
tenders@vlesupport.co.uk

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: Private cloud
• Service constraints: The software will integrate with all SQL-based MI Systems, so requires such a system to be in place at the educational provider. VLE aims that the network shall have at least 99% Availability. The only expected downtime of the service is for some software upgrades, where a suitable time will be agreed in advance, in the event that downtime of the service is required in order to deliver the software upgrade.
• System requirements:
  • Up to date browser with Javascript enabled.
  • OIDC compliant authentication service, e.g Microsoft Intune or Google Workspace.
  • A server to host the eSuite Importer App.
  • Read only access to MIS system, outbound TCP 5672 allowed.

User support

• Email or online ticketing support: Yes
• Support response times: Within 48 hours during Normal Working Hours - Monday - Friday 9am-5pm, excluding bank holidays and the period between Christmas and the New Year. The hours specified relate to the current time in the United Kingdom only.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• 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: We provide a standardised support contract for all customers across all our products. The costs for the support are detailed in relevant quotations, separated from the software licence fees. Support costs are related to the size of the organisation we are supporting, with greater numbers of software users incurring higher charges on a banded scale. Support tickets are investigated and categorised as either first line, second line, or third line requests and dealt with accordingly within specified timescales. There is no time limit or limit of numbers of tickets raised, however we cannot always agree to product enhancement requests and these are actioned at our discretion.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Training begins with an initial online setup and configuration session to ensure the system is aligned with your organisation’s current processes and practices.; ; This is followed by user training, delivered online and recorded for future reference. User training can also be delivered on site if preferred; however, this will incur additional travel and accommodation costs. This training focuses on the day-to-day use of the system, including creating and recording ALS activity.; ; If eSpirALS Mobile is purchased, additional training is provided. This training is delivered online by default, with on-site delivery available on request (subject to additional travel and accommodation costs). The session is designed as a 'Train the Trainer' session, who can then cascade their knowledge to colleagues across the organisation. This approach helps maximise knowledge transfer while keeping training costs low.; ; Additional training days or online training hours can be purchased as required.; ; Relevant user documentation is provided to support all training sessions. An online user guide and built-in help functionality are also available within the product to support ongoing use.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: We return the data to the customer in a raw format in line with our contractual agreement. There is no charge for data extraction at the end of the contract.
• End-of-contract process: The standard contract includes clauses to return all data to the customer in raw format. This is included in the standard pricing and no additional costs are levied.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: We take steps to make sure the contrast, font and text size meet WCAG 2.2 AA standards.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: Yes
• Compatible operating systems: Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: No difference in functionality, however minor display differences on mobile devices.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: The software contains a web-based user interface, accessible on all up-to-date browsers.
• Accessibility standards: None or don’t know
• Description of accessibility: We are aiming to update the user interface to be compliant with WCAG 2.2 AA.
• Accessibility testing: We haven't undertaken this at present.
• API: Yes
• What users can and can't do using the API: Users can read data in JSON format through the API. There is no functionality to set up the service by using the API, as set up requires specific choices to be made at the point of implementation.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: The software can be customised to integrate with a number of MI Systems. There are many settings within the software and choices to be made to determine the layout of the interface, and from a visual perspective the software can display the provider's logo. All users can customise certain elements of the interface, whereas other globalised settings are restricted to those with an administrator role.

Scaling

• Independence of resources: We allocate network resources based on the number of users the customer will have to ensure the system has capacity to meet the required demand at all times. We constantly monitor all systems to flag any potential bottlenecks.

Analytics

• Service usage metrics: Yes
• Metrics types: Users can run and export in-built reports which detail service usage across a number of metrics.
• Reporting types:
  • Real-time dashboards
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: None

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
• 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: In-house
• Protecting data at rest:
  • Scale, obfuscating techniques, or data storage sharding
  • Other
• Other data at rest protection approach: All databases and backups are encrypted at rest.
• Data sanitisation process: Yes
• Equipment disposal approach: A third-party destruction service
• Data sanitisation type: Data Erasure

Data importing and exporting

• Data export approach: Users can export data as required and without input from the software supplier, through the API in JSON format. Additionally within the software interface there are a range of reports which allow for the exporting of data in csv format, and also can create pdfs.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • PDF
  • JSON
• Data import formats: Other

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: More than 99% availability is specified in the SLA.
• Approach to resilience: Our services are hosted in a datacentre managed by a third party, who are certified to ISO27001.
• Outage reporting: We would contact customers individually in the event there was any outages, planned or otherwise.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: We use a permission-based system to ensure that certain functions of the software are restricted to appropriate individuals, for example, administrator roles. The software users can determine the level of permission that each individual is assigned to.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • 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 have access to real-time 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
• Information security policies and processes: We have comprehensive IT security policies which have been developed in-house. These policies are regularly reviewed by the Senior Management Team and staff receive training internally and regular monitoring to ensure that they follow all security protocols.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Processes are developed in-house and regularly reviewed through their lifetime. Any change management is carefully considered in terms of any impact on security processes.
• Vulnerability management type: Undisclosed
• Vulnerability management approach: We have a unified XDR and SIEM system to monitor potential security threats. This runs on all systems including employee hardware. All services are patched within 24 hours of release. Designated staff members keep up to date with the latest online advice regarding the latest cyber security threats.
• Protective monitoring type: Undisclosed
• Protective monitoring approach: To identify potential compromises we rely on our unified XDR and SIEM system, which monitors all activity on our hardware. We have an in-house policy to take corrective action if any compromise is identified. In the event of an incident, we would respond immediately.
• Incident management type: Supplier-defined controls
• Incident management approach: We have a defined in-house policy for Data Breach Reporting. Users can report incidents by contacting us directly via email, telephone or online ticketing software. We provide incident reports to customers using our template formats where appropriate.
• Post-quantum cryptography secure: Yes

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: Yes
• Connected networks: Other
• Other public sector networks: Learning Records Service (LRS)

Pricing

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

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 10%
• Between £250,000 and £500,000: 15%
• Between £500,001 and £1,000,000: 20%
• Between £1,000,001 and £2,500,000: 20%
• Between £2,500,001 and £5,000,000: 20%
• Over £5,000,001: 20%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 6e3a7215-66b6-4e07-8e4f-f8cd13f40fd9
• Cyber essentials plus: No
• Cyber Essentials Alternative: None of the criteria
• 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
    • 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 report and address bullying and harassment
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • 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
    • 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
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling

  • 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
    • Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
    • Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered

  • 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
    • 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

  • 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

  • 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
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
    • Understanding of issues relating to entering the contract workforce
    • Creation of outreach activities to create a pipeline of employees for the future contract delivery
    • Content of the outreach activity is designed to suit the target cohort

  • 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

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 tenders@vlesupport.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.