NHS North of England Commissioning Support Unit (Hosted by NHS England)

Workforce

Workforce is an intuitive and secure people management system designed to streamline various processes within organisations. It facilitates the management and processing of annual leave, sickness and other absences, expense claims, timesheets, eLearning, and appraisals, promoting a paperless environment for staff and the organization as a whole.

Features

• Enhanced adherence to organisational policies and procedures
• Instant reporting of annual leave and sickness statuses
• Seamless synchronisation with ESR and workflow management
• Assistance with year-end financial processes
• Fulfillment of statutory data collection obligations, such as equalities data
• Time savings for staff and decreased paper usage
• Accessibility from any device with a web browser

Benefits

• Ensures adherence to established guidelines and regulations
• Minimises risk of non-compliance issues
• Enables timely and accurate tracking of absences
• Facilitates efficient workforce management and planning
• Streamlines HR processes by integrating with existing systems
• Enhances data accuracy and consistency across systems
• Simplifies the reconcilliation of payroll and accounting data
• Supports diversity and inclusion initiatives through collection of relevant data
• Increases productivity and contributes to environmental sustainability efforts
• Supports a modern and mobile-friendly work environment

£50,000.00 to £100,000.00 an instance

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 necsu.busdev@nhs.net. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

734807379309172

Contact

Business Development
0191 3751789
necsu.busdev@nhs.net

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: No constraints
• System requirements:
  • Modern Internet browser access
  • UK facing internet connection

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Typically within 2 hours but always within 24 hours (Mon - Fri, 8am - 5pm)
• User can manage status and priority of support tickets: No
• Phone support: No
• Web chat support: No
• Onsite support: No
• Support levels: Technical account managers and technical developers are part of the cost and they will help mitigate problems. Unlimited support included in the package regardless of issue.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We offer an on-boarding process where we meet with the client to discuss their needs. We also provide them with virtual training and ensure it is technically sound for them and working. We are hands on with the on-boarding process. The PMO and project management can be handled by us.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Data is exported and available as .xlsx, .csv, .xml, .json, .pdf file formats.
• End-of-contract process: We run a standard offboarding process to ensure a smooth transition back to the customer. There is no additional cost associated. We would ensure there are no technical issues from out of the product with timescales communicated to ensure there is no business risk.

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: Most elements of Workforce are mobile enabled. Some elements such as timesheets revert to desktop mode when accessed by a mobile browser.
• Service interface: No
• User support accessibility: None or don’t know
• API: No
• Customisation available: Yes
• Description of customisation: There are elements of Workforce such as Appraisals and Learning & Development which can be tailored to local organisation processes

Scaling

• Independence of resources: We provide a service in-line with our service level agreement (SLA).

Analytics

• Service usage metrics: Yes
• Metrics types: KPIs are discussed with client.
• Reporting types:
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Staff screening not performed
• Government security clearance: None

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: Complies with a recognised standard (for example CSA CCM version 3.0)
• 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: Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Data can be exported in .csv format or into pre-formatted reports based on user requirements. On-screen dashboards are also exportable in PDF format. These reports can be run online from the tool whenever required.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Xlsx
  • PDF
• Data import formats:
  • CSV
  • Other
• Other data import formats: Xlsx

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: We have a 99.99% network uptime guarantee.
• Approach to resilience: We have a 99.99% uptime guarantee which is supported by UK Fast in a high availability environment i.e. if a server goes down, another automatically kicks in maintaining seamless uptime.
• Outage reporting: We report outages via email and other communications or issues through online messaging via user dashboards. Any planned maintenance / outages are reported to customers at least 2 weeks in advance and typically take place between midnight to 3am on Saturday or Sunday mornings.

Identity and authentication

• User authentication needed: Yes
• User authentication: 2-factor authentication
• Access restrictions in management interfaces and support channels: Access control lists.
• Access restriction testing frequency: At least once a year
• Management access authentication: 2-factor authentication

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 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: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSI
• ISO/IEC 27001 accreditation date: 26/04/22
• What the ISO/IEC 27001 doesn’t cover: 14.1.3 Protecting Application services transactions; 14.2.1 Secure development policy; 14.2.5 Secure development environment; 14.2.6 Outsourced development
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: Yes
• Any other security certifications: IG Toolkit Level 2

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: Our policies and procedures ensure adherence to both UK and NSA law and professional requirements and are fully compliant with, but not limited to, the latest GDPR, Data Protection Act (DPA), Caldicott Principles and the 10 Data Security Standards (National Data Guardian). We hold an IG Toolkit score of Level 2 and the governance of our ICT service is underpinned by a workforce of engineers with ITIL version 3 certification. Whilst we have not sort formal certification for information security governance, the majority of our policies and procedures have been designed to adhere to ISO 27001 Security Standards.

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: Full Configuration & Change Management - ITIL based approach utilising enterprise level ITSM tools.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Our vulnerability management processes follow an ITIL based approach utilising enterprise level ITSM tools.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Our protective monitoring processes follow and ITIL based approach utilising enterprise level ITSM tools.
• 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: ITIL based approach utilising enterprise level ITSM tools.

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
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  NECS is dedicated to assisting customers, though the delivery of our services, in achieving their strategic and operational objectives and ultimately enhancing outcomes and efficiency. ; Led by NECS' Organisational Development and Corporate Services Director our Corporate Social Responsibility (CSR) Group, is responsible for ensuring we meet our CSR Strategy. Our Strategy underscores our commitment to environmental sustainability. We aim to achieve 'Net Zero' carbon emissions, within our control, by 2040 and 'Net Zero' for emissions, we can influence, by 2045. To fulfil this pledge, we continually adapt our processes, harnessing digital platforms to minimise emissions and resource consumption.; To digitalise service delivery, we leverage tools like SharePoint and Microsoft Teams to create accessible real-time digital collaboration workspaces. This fosters seamless communication and enables sharing of insights, comments, and revisions, whilst minimising our carbon footprint.; By embracing digitalisation processes and Artificial Intelligence, we enhance efficiency, accessibility, and collaboration, while simultaneously reducing the environmental impact associated with traditional paper-based processes.; We continuously monitor and analyse our environmental impact, employing proven continuous improvement techniques to mitigate any increase in emissions or resource consumption.; We commit to a 20% reduction in our carbon footprint, a 30% decrease in paper consumption, and a 15% improvement in overall operational efficiency.; Our method statement includes implementing cloud-based project management tools, minimising in-person meetings through Microsoft Teams, reducing paper usage by adopting electronic documentation, optimising travel routes to minimise transportation emissions, and transparently monitoring and reporting on Key Performance Indicators for continual improvement.; Our healthcare procurement team ensures compliance with the Social Value Act 2012, considering economic, social, and environmental factors in commissioning services. We support clients to achieve health improvements, reduce health inequalities, and meet Net Zero and Carbon Reduction targets. Our team have gained invaluable knowledge and experience which we utilise when delivering our solutions.

  Covid-19 recovery

  As an integral part of the NHS, NECS played a pivotal role in supporting NHS England, Integrated Care Boards and Foundation Trusts in navigating and recovering from the challenges posed by COVID-19. We took a proactive approach in managing resources and internal capacity, ensuring our customers received the necessary support to alleviate pressure on services. Despite pandemic restrictions, our employees swiftly adapted to new working methods, embracing innovation to meet evolving demands.; We continue our commitment in supporting COVID-19 recovery efforts in several ways:; 1. Providing Strategic Guidance: We offer guidance and support to navigate the complexities of COVID-19 recovery planning. This includes assisting the development and implementation of recover strategies tailored to each providers unique needs and challenges. ; 2. Delivering Operational Support: We provide operational support to help providers manage and recover from the impacts of COVID-19. This involves assisting with workforce planning, resource allocation and service redesign to meet challenging demands. ; 3. Facilitating Innovation: We encourage innovation in solution delivery to address the challenges posed by COVID-19. This includes supporting the adoption of digital solutions to improve efficiency. ; 4. Promoting Health and Well-being: Our mental health "first aiders" provide support and signposting to resources to promote physical and mental wellbeing. We collaborated with trade unions to develop a new framework for flexible working, reflecting our commitment to adaptability amidst COVID-19 and the recovery period. Our framework emphasises decentralisation from traditional office setups, prioritising wellbeing, and accelerating carbon footprint reduction efforts. ; NECS is dedicated to playing a proactive and supportive role in COVID-19 recovery efforts, leveraging its expertise, resources, and partnerships to help provider organisations and communities emerge stronger from the pandemic. We are keen to share our experiences and best practices with both providers and customers, fostering collaborative efforts toward sustainability and efficiency.

  Tackling economic inequality

  NECS, as an NHS organisation, is guided by core values of professionalism, honesty, integrity, and high-performance standards. We prioritise both short-term objectives and long-term sustainability, striving for a balance between acquired skills, employment opportunities, and societal impact.; Embracing a culture of continuous learning, we offer an online platform with diverse courses for NECS employees and customers. We track participation and completion rates to inform future course offerings, aiming for an 8% annual increase in course completions over the next two years.; Recognising the importance of hands-on experience, we launched the NECS100 Programme for Graduate trainees and Apprenticeships in 2020. In the first year, this programme saw the recruitment of 100 graduates and apprentices into our organisation. We continue to increase apprenticeships and graduate trainee opportunities annually, ensuring diversity in recruitment and providing mentorship for knowledge sharing and skill development.; We conduct periodic assessments of staff skills and expertise to identify gaps and areas for improvement. Collaborating with contracting authorities helps us tailor services to evolving customer needs. Our Business Development Team and members of our Executive Team have access to HSJ intelligence, which is a digital platform offering real-time information exchange. This helps us anticipate market needs and adapt the services that we provide accordingly. ; Feedback loops with customers provide insights into service effectiveness and emerging needs. ; Our method statement outlines ongoing efforts to enhance online learning platforms, strengthen apprenticeship programs, conduct needs assessments, and address inequalities in skill development. Through measurable Key Performance Indicators, we ensure transparency, accountability, and adaptability in achieving desired outcomes.; Overall, our skills policy aims to elevate the overall skill level of our workforce, bridge gaps, and reduce inequalities in skill development, creating a diverse, inclusive, and adaptable workforce prepared for the dynamic healthcare environment.

  Equal opportunity

  NECS is committed to addressing inequalities within our organisation, evidenced by our ongoing reporting against the Workforce Race Equality Standard (WRES) and Workforce Disability Equality Standard (WDES). Through continuous efforts, we strive to enhance performance across all WRES and WDES indicators, gaining crucial insights into the challenges we face and working towards fostering a fairer, more inclusive workplace.; Our recruitment and selection policy reflects our commitment to positive discrimination through the Disability Confident scheme, ensuring that candidates are assessed solely based on their skills and relevant experiences. We take proactive measures to minimise opportunities for discrimination during recruitment by anonymising application forms and applying objective selection criteria. Furthermore, we maintain equitable pay across the organisation by adhering to NHS Agenda for Change pay rates.; Our training programmes prioritise Equality, Diversity, Inclusion, and Respect, creating an environment where diversity is celebrated, and equal opportunities are provided. We establish ground rules within teams to cultivate safe and inclusive learning environments, empowering every individual to realise their full potential.; To address inequality in training and development, we revamped our Talent Management Programme in 2020, offering stretch assignments and mentoring opportunities. Additionally, we introduced a 'reverse mentoring' programme, facilitating knowledge-sharing and enhancing employment prospects for colleagues from under-represented groups.; NECS focuses on enhancing experience, culture, and outcomes for all colleagues through an equality lens to support both protected and vulnerable groups. Leveraging insights from various reports and surveys, we have developed an Inclusion and Equality strategy encompassing communication pathways, workplace accessibility improvements, educational enhancements, workforce development support, and promotion of inclusive leadership.; These initiatives and policies are fundamental to our operations and will be upheld during the delivery of any call-off agreement. We remain open to sharing best practices with our suppliers and customers, fostering a culture of inclusivity and equity across our ecosystem.

  Wellbeing

  NECS prioritises good mental health and wellbeing among our employees, recognising the impact we have on wellbeing, longevity, physical health, and productivity. We are committed to implementing measures that encourage and promote a healthy workforce.; Our approach to managing health and wellbeing is integrated and comprehensive, overseen by our Health and Wellbeing Group who ensure that NECS takes a proactive and engaging stance towards enhancing the health and wellbeing of our employees, thereby fostering a supportive and nurturing work environment.; Our health and wellbeing champions play a pivotal role in promoting a culture that prioritises both the physical and mental health of our workforce. These champions not only support their colleagues but also receive support and development opportunities themselves, contributing to a mutually beneficial environment.; In line with our commitment to supporting mental health concerns, NECS has trained several employees as Mental Health First Aiders (MHFAs). While MHFAs are not clinically trained in mental health treatment, they are equipped to recognise early signs of mental health issues and provide responsive assistance, including signposting individuals to appropriate support services.; To further support employee wellbeing, we offer an Employee Assistance Programme, providing access to online Cognitive Behavioural Therapy (CBT), mindfulness exercises for mental health, a virtual gym, advice on sleep and nutrition for physical health.; We encourage employees to engage in volunteering initiatives through allocated time and funding. Since launching this programme in July 2023, employees have reported improvements in self-esteem, confidence, and work-life balance, along with the opportunity to learn new skills.; These initiatives and policies are integral to our operations and will be upheld during the delivery of any call-off agreement. Furthermore, we are committed to sharing our best practices with suppliers and customers, fostering a collaborative approach to promoting mental health and wellbeing across our ecosystem.

Pricing

• Price: £50,000.00 to £100,000.00 an instance
• 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 necsu.busdev@nhs.net. Tell them what format you need. It will help if you say what assistive technology you use.