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Civica UK Limited

Civica Trac Recruitment Management

The Trac recruitment management system is a comprehensive applicant tracking system. Trac has been designed to meet the recruitment needs of public sector organisations, including NHS and local government. The software is universal facilitating best fit and best practices across different sectors. The system integrates with ESR and eBulk (DBS).

Features

  • Cloud based SaaS recruitment system, accessible from anywhere
  • Trac offers a flexible, optional, vacancy authorisation module
  • Vacancy advertising with links to social media and online job-boards
  • Application filtering, longlisting and shortlisting tools provide automation
  • Automated interview invite and booking system using email & texts
  • Customisable offer letters and contracts with online acceptance and workflows
  • Identity and induction booking and recording system
  • Integrated eDBS system for basic, standard and enhanced security checks
  • Sophisticated reporting tools that link with organisational structures
  • Candidate pools to manage talent and redeployment

Benefits

  • Speeds up end to end recruitment, reducing time to hire
  • Makes all recruitment activity easier to track and report on
  • Improved user experience for hiring managers, recruitment staff and applicants
  • Significantly improves efficiency of recruitment staff
  • Simple, improved communications with hiring managers and applicants
  • Provides a modern efficient gateway for applicants and internal staff
  • Integrates with ESR, eDBS (eBulk), jobs.nhs.uk, MS Teams and OPAS-G2
  • Suite of optional modules for even greater efficiency
  • Faster, more effective recruitment and retention of staff
  • Experienced UK based trainers and support staff ensuring smooth deployment

Pricing

£865 to £1,481 a licence a month

Service documents

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 g-cloud@civica.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

7 3 1 1 1 2 7 9 4 6 3 5 5 6 9

Contact

Civica UK Limited Civica UK Limited
Telephone: +44 (0) 3333 214 914
Email: g-cloud@civica.co.uk

Service scope

Software add-on or extension
No
Cloud deployment model
Public cloud
Service constraints
No
System requirements
  • Chrome, Firefox or Edge browser
  • PDF document viewer
  • Sufficient RAM for the browser and any concurrent software applications

User support

Email or online ticketing support
Email or online ticketing
Support response times
09.00 to 17.00 Monday to Friday (excluding English Public Holidays). We aim to respond within 1/2 a working day during these times.
User can manage status and priority of support tickets
No
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
Civica UK Ltd provides a support (telephone and email) service for buyer's Super Users. This is open weekdays 09:00 to 17:00 (excluding English public holidays). The Trac Recruitment System has been designed to provide a fully functioning system, with many built in options available, that can be operated by a buyer with little support from Civica UK Ltd staff. Details of additional levels of support are in the pricing document.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Civica UK Limited has extensive experience of getting buyers up and running with the Trac Recruitment System.

The start-up package includes:

*An initial one day stakeholder/start-up meeting
*Setting up the buyer as a user organisation within the Trac Recruitment System, this includes
- adding a set of standard template emails and letters
- adding up to eight buyer specific conditional or unconditional offer letters
- liaising with the buyer's comms team to support them adding an embedded jobs feed to the buyer's own website
*A two day system review, process analysis and feature selection workshop
*Two day go live training course for recruitment team staff
*Recruitment support service for four weeks
*Two day handback training for recruitment team staff
*Two hour follow-up meeting, 8-16 weeks after the handback training (review)
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
  • Other
Other documentation formats
  • Video (tutorial)
  • Online training environment
End-of-contract data extraction
CSV downloads for bulk extraction of data and PDF document packs for the records of individual applicants.
End-of-contract process
Buyer's have full access to all their own application and vacancy data and this can be extracted in CSV files. If additional support or bespoke exports are required these can be provided at our normal Ad-hoc support rates. The easiest off-boarding path is to run both old and new systems for a period, managing the newly-added vacancies in the new system. This saves the effort and risk associated with attempting to migrate data from the Trac Recruitment System, into its replacement. For organisations selecting this option the Trac Recruitment System can be made available for a fixed period of time, for a "tail-off" period, at a gradually decreasing monthly fee that is based on the standard monthly fee payable. Note that during this "tail-off" period no new campaigns or applications can be added to the Trac Recruitment System but the buyer's staff will be able to continue accessing and working on those already in the System. Buyer's can give Trac Systems Ltd a "hard" cut-off date at which point all data held will be deleted. Exit plans can be produced on request by Civica UK Ltd with time taken for this work being charged at our normal Ad-hoc support rates.

Using the service

Web browser interface
Yes
Supported browsers
  • Microsoft Edge
  • Firefox
  • Chrome
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
The interface used by candidates to make and manage job applications is designed to work with mobile devices.
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
Users can interface Trac into their HR system and their own jobs board.
API documentation
Yes
API documentation formats
Other
API sandbox or test environment
No
Customisation available
Yes
Description of customisation
Many options can be controlled by the client's Super Users and can be set-up so that different parts of the buyers organisation have their own customisations. Most settings are controlled from the buyer (employer) table, with other settings at the next level down for different parts of the organisation. Options include different application and reference forms, reporting targets, authorisation area settings, employment checks and many more.

Scaling

Independence of resources
Computing load is monitored and resources scaled according to predicted demand.

Analytics

Service usage metrics
Yes
Metrics types
The Trac Recruitment Management System has a clear and easy to use dashboard screen and in addition provides a broad set of template reports.
Enhance your performance and service level reporting by using our pre-built reports for Time to hire, Equal Opportunities and Pipeline, create custom reports via the data download and save your reports for future use.
Reporting types
Real-time dashboards

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Conforms to BS7858:2019
Government security clearance
Up to Baseline Personnel Security Standard (BPSS)

Asset protection

Knowledge of data storage and processing locations
Yes
Data storage and processing locations
United Kingdom
User control over data storage and processing locations
No
Datacentre security standards
Managed by a third party
Penetration testing frequency
At least once a year
Penetration testing approach
‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
Protecting data at rest
Physical access control, complying with CSA CCM v3.0
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
Candidates can download their application forms in PDF documents.
Employers can export their data in CSV and PDF formats.
Data export formats
  • CSV
  • Other
Other data export formats
PDF
Data import formats
  • CSV
  • Other
Other data import formats
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
The service level agreement, which is available on request, sets out what levels of availability and support the buyer is guaranteed to receive for the Trac Recruitment Management System. It also explains what service credits will be applied by Civica should it fail to meet these service levels.
Approach to resilience
Available on request.
Outage reporting
Outages are reported to customers by email alert. Customers may also call the service helpdesk if they suspect there may be an outage and need assistance in diagnosing whether there is a problem within their own computer networks or elsewhere.

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Username or password
Access restrictions in management interfaces and support channels
By way of firewalling and access credentials.
Access restriction testing frequency
At least once a year
Management access authentication
  • 2-factor authentication
  • Username or password

Audit information for users

Access to user activity audit information
Users contact the support team to get audit information
How long user audit data is stored for
At least 12 months
Access to supplier activity audit information
Users contact the support team to get audit information
How long supplier audit data is stored for
At least 12 months
How long system logs are stored for
Between 1 month and 6 months

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
ISOQAR
ISO/IEC 27001 accreditation date
07/11/2023
What the ISO/IEC 27001 doesn’t cover
The full service is covered, specifically: The provision of online recruitment, selection and employment checking systems and associated support services, including interfacing with appropriate third parties.
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Cyber essentials
Yes
Cyber essentials plus
No
Other security certifications
Yes
Any other security certifications
  • ISO14001
  • ISO22301
  • ISO9001

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
In order to provide a wide range of services to public and private sector organisations, Civica maintains an active information security programme. This programme requires regular internal and external audit inspection of both physical and logical data protection structures. The policies and procedures are aligned to ISO 27001 and Cyber Essentials certifications.

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
Changes to existing - and commissioning of new - information processing facilities are managed by way of written procedure which includes assessment of data security and privacy impact. Platform management and software development functions are carried out in-house. Formal change control processes, including assessment of potential security impacts, are embodied into the workflow and tracked by project tracking software. Software revision control for the Trac application includes log of commits including descriptions and is tracked through project tracking software. DBS change control procedures are in place.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
Civica subscribes to technical vulnerability alert services. Systems administrators monitor incoming notifications, assess their relevance and, once processed, mark them as such and if necessary a tracking ticket is opened to track the work and assigned the appropriate severity level and priority. Software configuration management and automated deployment software is used to manage the change. Vendor security releases are applied according to the nature of the patch, for example we have the capability to deploy a critical patch within hours of release.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
Civica operates an automated suite of protective monitoring tools including intrusion detection systems, data sanity checking, configuration compliance and hundreds of automated checks that constantly check the systems. All assets are tuned to generate log events as appropriate and send these in real time to a central log storage system and management console for analysis. Our monitoring systems operate 24/7, checking availability and running of all assets and services. Alerts are handled by our systems administrators. We have an out of hours incident response for critical services, although the system architecture is designed to minimise single points of failure.
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
All staff are trained and encouraged to report suspected or actual information security events or weaknesses by way of an Information Security Incident Reporting Policy . Customers can report via their usual support team contacts. Incidents are handled by senior staff in accordance with a process to ensure that relevant data is preserved, investigations carried out, reports made and follow-up actions taken. Trac does have many pre-defined processes for common events, but security incidents are not common events and each is handled carefully as appropriate. Reports are provided to data controllers by email.

Secure development

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks
No

Social Value

Social Value

Social Value

  • Fighting climate change
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

Fighting climate change

As a company, we’ve made an ambitious commitment to achieve Net Zero Carbon emissions by 2040 (or sooner) by supporting our customers net zero ambitions, creating software with inbuilt sustainability and reducing our own impact.

Our Carbon Reduction Plan demonstrates our ambition to become industry leaders in reducing our environmental impact in support of the UK’s Net Zero Target. Underlining this ambition, we are focusing not only on our direct emissions sources but also actively engaging with our wider supply chain to understand, measure and develop meaningful emissions reductions targets in line with our Net Zero Target.

We are accredited to the ISO14001 Standard and to support delivery of our commitment our Environment, Social Value and Governance provides clear focus for the ongoing development of our environmental policy.

• We develop innovative software-based services that reduce power requirements.
• We help customers opt for more sustainable choices, through digital platforms/apps which remove paper, support flexible/agile working, all underpinned by cloud-based services employing energy efficient technology.
• We support carbon neutrality with workforces/facilities to reduce carbon consumption over the next 10-years.
• We prioritise the use of green energy in Civica owned facilities within the next 10 years.
• We promote recycling through our ‘Zero to Landfill’ and ‘Zero Print’ schemes.

Our commitment to continue to promote with employees and customers a greater responsibility and leadership in eliminating unnecessary single-use plastics; we continue to look to make more innovative and systematic changes to further reduce our use of single-use plastics across the organisation and to openly share our outcomes/learnings.

We undertake SECR Streamlined Energy and Carbon Reporting on our environmental footprint and the progress we are making to becoming Net Zero.

Our commitment to fighting climate change will help deliver the policy outcomes for fighting climate change under PPN 06/20.

Tackling economic inequality

Civica is committed to building an inclusive and diverse culture that tackles inequality in employment, skills and pay. We promote equal opportunity through all our activities and ensure rights for all employees are always protected. We are listed as a 2020 Financial Times Diversity Leader and we are a ‘Gold’ Investors in People company.

We have increased our focus and commitment to ensure we proactively implement equal and non-discriminatory treatment to all our workers. We have implemented a Diversity & Inclusion Strategy and have a Diversity and Inclusion Lead to drive the implementation of this strategy. This aims to tackle inequality in recruitment practices, team development, skills and pay through the following actions:

• We are a Living Wage accredited employer.
• We recruit locally to where services are delivered.
• We are committed to developing the skills of young people near our client’s businesses e.g., for a local authority, we have developed a programme of engagement workshops for young people with the potential for digital work experience.
• Our staff act as mentors for Youth Enterprise schemes in schools/universities.
• We are a member of the 5% club, an industry-led initiative focused on creating momentum behind the recruitment of apprentices into the UK workplace.
• Over 2.5% of our workplace is made up of apprentices or graduates and we intend to increase this to 5% by the end of 2025.
• We provide our own apprenticeship programme for managers, giving them access to training and development that may not be accessible outside the workplace.

Our commitment to building an inclusive and diverse culture will help deliver the policy outcomes for tackling economic inequality under PPN 06/20 and will dramatically improve job prospects and increase earning potential for the young and job seeking communities.

Equal opportunity

Civica is committed to providing equal opportunities and building an inclusive and diverse culture. The more diverse our workforce, the more informed the decisions we can make for our customers, supporting the communities in which we work.

We are proud to have been ranked as one of the top European companies for workforce diversity and equality, as chosen by in the Financial Times in 2020.

We are committed to building and maintaining an inclusive and supportive culture where diversity thrives:

• To ensure our recruitment practices support the attraction and hiring of diverse candidates, all vacancies are advertised on multiple Diversity & Inclusion platforms.
• We run attraction campaigns targeting females and BAME applicants. We use a process of anonymised applications, competency-based questions and scoring to remove bias. We also use decoders to ensure job advertisements use gender and culturally neutral language. We also ensure mixed panel interviewing.
• We advertise vacancies on https://disabilityjob.co.uk/ and share diversity statements on all job adverts.
• We have made training on diversity and inclusion mandatory.
• We aim to ensure increased diversity of new starters in technology/sales/leadership roles by 10% per annum over the next 3 years.
• We aim to ensure that at least 50% of shortlisted people are being considered from a diverse background for roles above £35k.
• We promote affinity groups within the company who represent a group of people linked by a common characteristic, often underrepresented, or historically excluded, which acts as a ‘safe space’ for such individuals. This identity could be related to race, gender, sexual orientation, language, nationality, physical or mental ability, socioeconomic class, family structure, religion, amongst others.

Our commitment to providing equality of opportunity will support the delivery of the policy outcomes for equal opportunity under PPN 06/20.

Wellbeing

Civica actively promote a mentally healthy workplace and workforce integrating mental health and general wellbeing in all that we do from recruitment, appraisals to strategic management.

Through our Health and Wellbeing Policy (HWP) and 40+ Mental Health Champions (MHC) we encourage a flexible and realistic work/life balance. Our HWP provides a foundation to support both the mental and physical health of our staff through

• Employee Assistance Programme and online Wellbeing Hub, providing 24/7 access to websites, e-mail, phone and face-to-face counselling
• Aviva DigiCare+ Workplace App providing external mental health consultancy.
• Mental Health Champions who support colleagues’ wellbeing in the workplace.
• RedArc Personal nurse service.
• Management Coaching - managers are trained in GROW (Goals, Reality, Options and Will) and in being Health and Wellbeing Advisors, supporting employees with mental/physical health needs.
• Health assessments/advice aimed at improving physical health.
• Cycle to Work scheme aiding physical and mental health.
• Weekly fruit for offices, encouraging a healthier diet.
• Provide free eye tests for all VDU users, encourage staff to take advantage of NHS flu vaccinations services, and support people wishing to use the NHS Stop Smoking Service.

We also support our customers’ and communities’ through The Civica Foundation, our home for all charity, community, volunteering and social value. Our Days of Difference initiative gives every Civica employee 3 days a year to make a difference to charitable or community causes. Our employee’s can use this individually, join up as a team or take part in coordinated events.

Suppliers/subcontractors are subject to Civica’s Sub-contractor Selection Process as defined in our ISO9001 Quality Management System, which includes criteria for assessing health and wellbeing policies.

Our commitment to providing equality of opportunity will support the delivery of the policy outcomes for Wellbeing opportunity under PPN 06/20.

Pricing

Price
£865 to £1,481 a licence a month
Discount for educational organisations
No
Free trial available
No

Service documents

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 g-cloud@civica.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.