SARD JV LTD.

SARD AHP Job Planning

SARD AHP Job Planning provides a cloud-based, intuitive calendar-driven system for creating accurate job plans for AHPs, CNSs and wider clinical staff. It supports complex timetables, custom templates, electronic sign-off and real-time reporting, enabling organisations to improve capacity planning, workforce oversight and compliance.

Features

• Calendar interface enabling accurate activity entry across all clinical groups
• Automatic calculation of hours and allocations within every job plan
• Record objectives directly within job plans to support performance discussions
• Live chat support providing rapid assistance from experienced specialists
• Log patient contacts per activity where applicable for accurate modelling
• Customisable activity types, categories and templates for organisation-wide consistency
• Configurable approval workflows supporting trust through multi stage sign off
• Advanced Job Plan Report enabling filtering and interrogation across activities
• Export activity and job plan data easily to CSV files
• Secure cloud-hosted access on any device, available anytime, anywhere

Benefits

• Improves engagement through intuitive design requiring minimal guidance or training
• Supports meaningful appraisals by aligning job plans with agreed objectives
• Enables accurate capacity forecasting using logged patient contacts and activity
• Users receive immediate support, reducing delays and improving overall engagement
• Delivers precise data for future workforce, demand and capacity modelling
• Streamlines administration with automated calculations and simplified approval workflows
• Ensures consistency via standardised templates and activity structures trust-wide
• Enhances governance through audit trails and transparent sign-off tracking
• Provides operational insight with visibility supporting managers and service leads
• Designed collaboratively with NHS partners to meet evolving workforce requirements

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 discovery@sardjv.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

729520706942551

Contact

Chris Giles
07840 454821
discovery@sardjv.co.uk

About your service

• Service categories:

  Applications

  Enterprise resource management

  • Enterprise performance management
  • Project and portfolio management

  Human capital management

  • Talent Management Applications
• Multi cloud support: No

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: SARD AHP Job Planning interoperates with other SARD workforce systems (e.g., eLeave, Medical Job Planning), sharing common data and APIs, but operates independently without requiring other modules.
• Cloud deployment model: Public cloud
• Service constraints: N/A
• System requirements:
  • Internet connection for access to the system
  • Modern web browser such as Chrome, Edge, Safari or Firefox

User support

• Email or online ticketing support: Yes
• Support response times: Less than 10 seconds via our live chat support during core hours. Outside these hours, including weekends, we respond within 24 hours (typically much sooner). Full response-time commitments are defined in our SLA.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 A
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Yes
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: Our online support chat tool is designed and deployed in a way that aligns with accessibility best practice and broad accessibility principles, including those encapsulated in the Web Content Accessibility Guidelines (WCAG). We use embedded web chat technology that is consistent with industry accessibility standards and adheres to or exceeds WCAG 2.2 AA conformance, ensuring operability, perceivability and robustness for a wide range of users, including those relying on assistive technologies for navigation and interaction.; ; While we do not currently conduct formal, scheduled usability testing with specific assistive technology user groups, we ensure that our live chat implementation inherits the accessibility behaviour of the underlying platform and web content.; ; We monitor accessibility developments and will evaluate and update our approach as technology evolves. We remain committed to inclusive user experiences in all digital interactions.
• Onsite support: Yes, at extra cost
• Support levels: We provide comprehensive remote support as standard, and this meets virtually all customer needs. Our live chat service connects users directly with experienced technical specialists, typically within seconds, and most issues are resolved entirely online. As a result, onsite support is rarely required and is not part of our standard support model.; ; However, if a trust specifically requests onsite support, we can provide a SARD representative to visit. In these cases, the trust would only be charged for reasonable travel expenses incurred by the representative. No additional fees apply, and travel costs are not charged where the visit relates to an issue caused by our system.; ; All clients receive full access to our support team and a designated account manager who oversees the service relationship. Where appropriate, technical specialists and project managers are also available to support implementation, configuration or troubleshooting. Full details of standard support and escalation processes are included in our SLA.
• Support available to third parties: Yes
• AI chatbot: No

Onboarding and offboarding

• Getting started: We provide a fully supported onboarding process to ensure organisations can begin using the service quickly and confidently. Each implementation is managed by a dedicated project manager, who guides the trust through every stage from initial setup to go-live. During onboarding we configure the system to reflect the organisation’s structure, naming conventions, workflows and activity settings, working closely with administrative leads to ensure all configurations meet local requirements.; ; Administrator training is delivered remotely as standard, covering system navigation, activity entry, approval workflows, reporting and any trust-specific processes. Additional sessions can be arranged as needed, and onsite training is available on request. End-user training is not required, as the system is designed to be intuitive, and users have access to detailed guides, embedded help text and tutorial videos.; ; Users can also access real-time support through our integrated chat service, connecting them directly with experienced technical specialists who typically respond within seconds. This approach ensures immediate, targeted support, avoiding the logistical challenges and limited effectiveness of classroom-based training.; ; Ongoing support is provided throughout the contract, and further configuration or adjustments can be made at any time. Our aim is to ensure users are fully supported from first introduction through confident everyday use.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: At the termination of the contract, all data can be extracted in standard, non-proprietary formats. We provide a complete export of the organisation’s data, including user records, job plans, activities and associated documents, typically in CSV and PDF formats. These exports can be supplied directly to the trust or made available for secure download.; ; Where required, we can also support structured data extraction to assist migration to another provider, subject to their agreement. System access remains available for an agreed period to allow the trust to verify the data or obtain any additional information before closure. We also retain data for the duration defined within the Data Processor Agreement.; ; Our team provides full guidance throughout the offboarding process to ensure all data is transferred securely, in a usable format, and to support a smooth transition to the trust’s new supplier.
• End-of-contract process: When a contract ends, the trust must provide the notice period defined in the contract terms. Once notice is received, we establish a mutually agreed offboarding timeline with the trust. At an agreed point in this timeline, user access is paused so no further data can be added to the system. We then generate the required data exports in standard, accessible formats for the trust to review and verify.; ; After the trust confirms that all necessary data has been successfully extracted, we remove all remaining user access and formally close the system. Data is then retained for the period specified within the Data Processor Agreement and securely deleted in accordance with our data-protection policies.; ; There are no charges for off-boarding or data extraction. Additional fees would only apply if the trust requests optional services outside the standard process.
• 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: There are no functional differences between the mobile and desktop versions of the service. All features, workflows and capabilities are fully accessible on any modern device with a supported web browser. Users can create, review and approve job plans and access all reporting and support tools regardless of whether they are using a smartphone, tablet or desktop computer.; ; The only practical difference is usability. The larger display of a desktop or laptop provides more visible workspace, making navigation and data entry more convenient, especially for complex job plans. However, full functionality and performance remain consistent across all device types.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: The service provides a RESTful API that supports secure, standards-based integration with other systems. Our API is built using the Swagger OpenAPI specification and offers structured endpoints for retrieving and updating authorised data. It is freely accessible to clients, fully documented, and designed to support interoperability with common NHS and third-party platforms. API access is controlled through secure authentication, and integration support is available where required.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: We have carried out accessibility testing using a combination of automated tools and manual checks to identify issues affecting users of assistive technologies. Testing has included the use of tools such as Silktide, WAVE and other WCAG evaluation extensions to assess compatibility with screen readers, keyboard navigation, colour contrast, headings, landmarks and general interface structure. As part of this process, we have added ARIA labels, improved page hierarchy, enhanced navigation markup and tested pages for compatibility with common screen-reader behaviour.; ; Our testing indicates that a substantial portion of the system works with assistive technologies, although some complex sections remain challenging. We continue to review these areas and incorporate accessibility improvements into ongoing development work. While we have not yet undertaken formal sessions with end users of assistive technologies, our testing approach follows WCAG 2.2 AA guidance and is being expanded as part of our accessibility roadmap.
• API: Yes
• What users can and can't do using the API: Our RESTful API provides programmatic access to the same core data and functionality available to authorised users through the standard web interface. API access is controlled through tokens generated by an administrator, and all API actions respect the user roles and permissions defined within the system.; ; Users can retrieve, create and update records, automate data transfers, and synchronise information with other systems, provided they have the appropriate permissions. The API supports secure data exchange for integration, bulk operations and workflow automation.; ; The API cannot be used to bypass any role-based restrictions, audit controls or required workflow steps such as approvals or sign-offs. It does not provide access to system-wide configuration or administrative settings that require direct management within the application. All API interactions are authenticated, validated and audited to ensure secure and consistent use across all services.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: AHP Job Planning offers a range of configuration options that can be tailored to an organisation’s structure and processes. During the supported implementation process, our team completes the majority of the customisation on behalf of the trust, including setting naming conventions, organisational hierarchies, activity types, categories, locations, templates and approval workflows. Trust-specific policies, guidance and external resource links can also be added.; ; Further adjustments can be made at any point during the contract, with support from SARD as required. Administrators may make changes themselves if they prefer, but this is not necessary. Organisations that do not require customisation can simply use the system with its standard configuration. Standard users customise only their own job plans within the permissions set by their trust.

Scaling

• Independence of resources: We use a multi-tenant, cloud-hosted environment designed to ensure that demand from one organisation does not affect the performance experienced by others. The service runs across multiple load-balanced servers, providing resilience and distributing activity evenly across the platform. This approach allows the system to automatically manage varying levels of usage without degradation for individual customers.; ; Capacity is monitored continuously, and additional server resources can be introduced as required to maintain consistent performance. Routine maintenance and updates are performed outside standard working hours and do not require downtime, ensuring users are not impacted by background system operations.

Analytics

• Service usage metrics: Yes
• Metrics types: We provide usage metrics relating to support activity and system engagement. Administrators can access support information, including volumes and response patterns, to help monitor service usage. The system also includes compliance and engagement reports that show how users interact with key features, such as completing job plans or progressing through the process or any areas of blockage. These metrics give organisations clear visibility of system adoption and support needs.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: Yes

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Staff screening not performed
• Government security clearance: Baseline Personnel Security Standard (BPSS)

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: ‘IT Health Check’ performed by a CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• 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:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Users can export data directly from within the system at any time. Administrators have access to a suite of in-system reports, all of which can be exported in standard formats such as CSV for further analysis or, where appropriate, PDF for presentation or sharing. Many screens also include quick-export options for lists, activity data or job plan summaries.; ; End users can export their own job planning information at the touch of a button, allowing them to retain personal records or review their data outside the system. All exports are generated instantly and require no technical skills or separate tools.
• Data export formats: CSV
• Data import formats: CSV

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: Under our Service Level Agreement, we use commercially reasonable endeavours to make the service available 24 hours a day, seven days a week, excluding planned maintenance and essential unscheduled maintenance carried out with advance notice wherever possible. Planned maintenance is scheduled to minimise user impact, and essential service work is communicated promptly where it may affect availability.; ; Our cloud-hosted architecture, monitoring processes and support model are designed to support a consistently reliable service. In practice, our production environments have historically achieved service availability in excess of 99% outside defined maintenance windows, reflecting the stability and resilience of our platform rather than forming a separate contractual guarantee of uptime.; ; Service availability and incidents are managed through our defined SLA processes, including prioritisation, communication, investigation and restoration activities. Where an availability incident occurs, we work transparently with the customer through contract management channels to review impact, determine root cause and agree appropriate remedial actions to prevent recurrence.; ; Outside of exceptional or unforeseen circumstances, customers can expect the system to be consistently available for day-to-day operational use, with proactive communication and responsive support provided wherever any risk to availability is identified.
• Approach to resilience: Our service is designed with resilience, continuity and fault tolerance in mind. It is hosted within a secure, cloud-based environment that provides high-availability infrastructure, redundancy across components, and resilient storage to protect against single-point failures. The underlying datacentre platform includes environmental, power and network resilience, with supplier-managed continuity and recovery capabilities consistent with the principles of asset protection and resilience. Further technical detail on datacentre architecture can be provided on request.; ; Application-level resilience is supported through continuous performance and availability monitoring, alerting and automated health checks. Our monitoring systems track service status in real time and notify the support team immediately in the event of performance degradation or outage risk, enabling rapid investigation and response.; ; Where an unexpected service disruption occurs, we communicate proactively with customers via email notifications and our service status and website channels, providing updates on impact, progress and resolution. Post-incident reviews are carried out to identify root causes and implement preventative improvements, ensuring resilience is continually strengthened over time.
• Outage reporting: Our service includes proactive outage monitoring and customer notification processes. Service availability is continuously monitored, and where an outage or significant service degradation is detected, affected customers are notified by email with details of impact, progress updates and expected resolution where known.; ; We also publish outage and service status updates via our online service-status and website channels, enabling customers to check the current position at any time. These channels are updated throughout the incident until normal service is restored.; ; At present, we do not provide a public API for outage reporting. However, customers may request incident summaries or service history information through our support and account management channels where required.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Access to management interfaces and support channels is strictly controlled under our ISO 27001–aligned access-management procedures. Administrative access is restricted to authorised personnel only, based on role and least-privilege principles, with authentication and individual user accounts required. Access requests are formally approved, recorded and reviewed periodically, and permissions are removed promptly when no longer required.; ; Support-channel access to customer environments is controlled through audited processes, with actions logged and undertaken only where necessary to resolve an agreed support request. Sensitive information is handled in line with our security and data-protection policies. Full policy documentation is available on request.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • 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: ISO/IEC 27001
• Information security policies and processes: We operate a comprehensive Information Security Management System (ISMS) accredited to ISO 27001, which defines our information security policies, controls and governance framework. The ISMS covers areas including access control, asset management, data protection, secure development, incident management, supplier security, business continuity and risk management. The full policy set and supporting documentation are available to customers on request.; ; Information security governance is overseen by our Senior Leadership Team, with an appointed Information Security Lead responsible for coordinating the ISMS, monitoring risks and ensuring ongoing compliance. Roles and responsibilities for security, incident reporting and data stewardship are clearly defined across the organisation.; ; Policies are communicated to all staff and reinforced through mandatory induction and periodic refresher training. Compliance is supported through documented procedures, change control, access reviews and audit trails across operational systems. Internal audits, management reviews and continual-improvement activities are carried out to monitor effectiveness and address any non-conformities.; ; Security incidents and near-misses are reported through our defined incident management process, assessed for severity and escalated where appropriate. Lessons learned are captured and used to strengthen controls and practice.; ; This structured approach ensures that information security is embedded in day-to-day operations and continually monitored through formal governance.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Configuration and change management form part of our ISO 27001-accredited ISMS. All system components are tracked throughout their lifecycle using our technical project management and configuration repositories, with version history, ownership and deployment status recorded.; ; All proposed changes are formally assessed and authorised by the CTO or delegated technical lead. Assessment includes business justification, risk evaluation and security-impact review, including potential effects on data confidentiality, integrity and availability. Approved changes follow documented secure development, testing and rollback procedures before release.; ; Changes are monitored post-deployment, with issues logged, reviewed and incorporated into continual-improvement activity through our agile delivery processes.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: We operate a structured vulnerability management process as part of our ISO 27001–aligned ISMS. Potential threats are assessed through continuous monitoring, supplier security advisories, industry threat intelligence sources and routine vulnerability scanning across relevant environments. Identified vulnerabilities are risk-assessed for likelihood and impact, with prioritisation based on potential effect on confidentiality, integrity and availability.; ; Security patches for high-risk vulnerabilities are applied as a priority, normally within commercially reasonable timeframes following vendor release, with lower-risk items scheduled through planned maintenance. All remediation activity follows change-control procedures and is verified after deployment. Full process documentation is available on request.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We operate protective monitoring as part of our ISO 27001–aligned ISMS. Service performance, availability and security events are continuously monitored using automated alerts and log reviews to identify unusual activity or indicators of potential compromise. Where a potential incident is detected, it is triaged immediately, risk-assessed and escalated through our incident management process.; ; Initial investigation and containment actions are undertaken as a priority, with high-severity incidents responded to as quickly as practicable during business hours, and with urgent escalation to senior technical staff where required. Root-cause analysis and remediation actions are documented, and full process details are available on request.
• Incident management type: Supplier-defined controls
• Incident management approach: We operate a formal incident management process as part of our ISO 27001–aligned ISMS, with pre-defined procedures for common event types such as availability issues, security alerts and user-access incidents. Users can report incidents via our helpdesk, email or account management channels, where they are logged, prioritised and assigned to the appropriate technical or support resource.; ; Incidents are investigated, contained and resolved in line with severity, with communication provided to affected users during the process. Post-incident reviews are completed where appropriate, and incident summaries or reports are made available to customers on request. Full process documentation is available on request.
• 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: British Assessment Bureau
• ISO/IEC 27001 accreditation date: Monday 3 February 2025
• What the ISO/IEC 27001 doesn’t cover: N/A, services are covered with our our certification scope: "The design, development, sale and support of IT solutions and software for medical revalidation, nurse revalidation, job planning, appraisals and workforce to the healthcare sector in the UK. "
• 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: Ff92e252-f136-4d5d-a487-07a21e3c6d67
• 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

    • 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
    • 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
    • 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

  • 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

  • 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

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