Retinue Solutions

Applicant Tracking system - ATS365

ATS365 is a cloud based software solution that allows recruiters, employers and applicants to work in a more efficient and effective way to manage permanent recruitment process. Creating a hosted market place that stream-lines the recruitment process through technology, potentially providing reduction in recruitment costs and time to hire.

Features

• Simple dashboard approach
• Template use for standardisation
• Client website integration
• Talent pool functionality
• Candidate location matched to client location
• Management of internal re-deployment/ at risk pools
• Standardised candidate application
• System generated client invoicing
• Social media integration

Benefits

• Increase control over recruitment cost
• Potential reduction in time to hire
• Potential reduction in recruitment costs
• Process and policy enforcement
• Reduction in manager's time spent on recruitment
• MI to drive informed decision making

£1,000 a licence a month

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 j.graham@ngagerecruitment.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

760997855898099

Contact

Jonathan Graham
0845 521 9481
j.graham@ngagerecruitment.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: Supported web browsers are ; - Internet Explorer 9 ; - Internet Explorer 10+ ; - Microsoft Edge ; - Firefox ; - Chrome ; - Safari ; - Opera. ; ; Service functions on IE8 however this is not supported by ourselves. All maintenance is completed outside of working hours and the customer will be notified of this beforehand
• System requirements:
  • If using IE must be 9 or above
  • Pop-up blocker disabled

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Working hours Monday - Friday 8:45am - 5:30pm. On-call service offered outside of 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: As a standard Retinue Solutions provide customer technical support Monday - Friday 8:45am - 5:30pm and an on-call service outside of these times.; Retinue Solutions's expected support levels are ; ; - First line: Client technical support ; - Second line: Retinue Solutions technical support ; ; E-mail response time: 1-6 business hours Calls: 10-15 seconds Setting updates: Immediate Notification of system downtime: Minimum 48 hours notice
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Implementation project management is offered to the client, the involvement of Retinue Solutions in this is defined by the client's needs i.e. size of company, number of users etc. The training to support this is detailed in the service document however can be approached in 2 ways - Train the trainer service for client to train business themselves - Client wide training (face to face, webex and documentation options available)
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats:
  • Word
  • Excel
• End-of-contract data extraction: Utilisation of "excel exports" allows us to quickly and easily provide clients with their own data e.g. client users, job information throughout life of contract, candidates used throughout life of contract etc. Any data that cannot be provided via the "excel export" functionality will be provided by Retinue Solutions in the client's desired format.
• End-of-contract process: Retinue Solutions have a standard exit strategy that is managed through a stage of deliverables defining at which points in time information will be provided and the technology switched off. Timeline will depend on size of client and the amount of information required to be exported. Will also depend on number of third party users the client has expanded the technology to include and when the client no longer wishes to provide the service to them.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Site built on responsive web pages, scales to be used on mobiles.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: API feed of job details that can be provided to a client to utilise job information for their own platforms.
• API documentation: No
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: There are multiple features within the technology that can be "switched on/ off" depending on the activities/ business the client intends to put through the technology. In addition to this the site is customised to hold the customer's specific details relevant only to them. All drops downs and data configurable to client's requirements.

Scaling

• Independence of resources: Our scalable architecture means that additional resources can be added in real time if usage peaks occur.

Analytics

• Service usage metrics: Yes
• Metrics types: We review how and when user's access the system to feed into UI designs. These statistics can be provided to clients, however predominantly used to form opinion and changes on the system design.
• Reporting types: Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Staff screening not performed
• Government security clearance: Up to Security Clearance (SC)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: 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: Physical access control, complying with CSA CCM v3.0
• Data sanitisation process: Yes
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
• 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: Technology is built predominantly on a number of "grid pages" that present the information in a table formation. These tables can have a search applied and all information be "exported to excel". This is achieved by simply pressing a button and opening the file. The information accessible will depend on the user's rights and profile within the system
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • PDF
  • Xls
  • Xlsc
  • Rtf
  • Mht
  • HTML
  • Text
  • Image
  • CSV
• Data import formats:
  • CSV
  • Other
• Other data import formats: Xls

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: Users are only charged for the usage they make of the system and therefore any instances of outage directly reduce client spend. This reduction would be pro-rated if a minimum charge was levied.
• Approach to resilience: Retinue Solutions has implemented a Business Continuity Management System (BCMS) based on the BS25999 standards. As part of this BCMS Retinue Solutions maintains a disaster recovery plan to cater for total site loss of a production data centre with the objective of performing service recovery at a secondary production data centre within the Retinue Solutions secure service network that is prepared for the purpose. The technology is hosted using a server virtualisation approach based upon VMware vSphere. vSphere allows a flexible and rapid approach to service provision but also supports high availability of services, protecting against server hardware failure. In order to maintain good visibility of service levels, i-resource monitors infrastructure and service condition using the Nimsoft monitoring solution supplemented by proprietary service monitoring components provided with infrastructure components, for example the Compellent SAN.
• Outage reporting: System outages are reported immediately to the Software Product Manager who will communicate to the Client Executive sponsor or a nominated contact within the client. Immediate response will be to notify users or the system outage, the next step is to diagnose the problem. If the system outage is anticipated to be longer than 20 minutes then a time estimation is made and the Software Product manager will inform client of expected length of time. When system is resumed again nominated point of contact is informed and a full diagnostic report of cause is provided within 6 working hours.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: User cannot access software unless profile is created by an Administrator in the system. User is then provided with a unique username (e-mail address) and password to access the system. When logging in technology will use Captcha technology to authenticate user. All actions completed by that user when logged in is time and date stamped for audit trail.
• Access restriction testing frequency: At least every 6 months
• Management access 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: User-defined
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSI
• ISO/IEC 27001 accreditation date: 27/03/2020
• What the ISO/IEC 27001 doesn’t cover: The certification covers nGAGE IT services. It does not cover our IT service desk level 1 and 2 which is outsourced to Optimising IT who are themselves ISO 27001 certified
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Retinue Solutions use Dell Sonicwall Firewalls and these are hosted in separate data centres. Each data centre provides perimeter protection against DDOS (denial of service) attacks and diverse routing to external connections as well as perimeter protection for publically available sites.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: When Retinue Solutions conduct functionality development this goes through the life span of ; - understand customer requirements ; - design of possible solution ; - apply use cases to design ; - confirm and sign off by client ; - develop functionality ; - Retinue testing cycle (including security/ data impact) ; - Client testing cycle ; - Client sign off ; - Implement ; - Post implementation analysis. ; All functionality development is tracked through the project management tool JIRA as are all issues during testing phase. Release note completed and sent to all clients following implementation
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Retinue Solutions subscribe to a number of industry threat alert systems and use these to provide day to day information on current threat levels, active vulnerabilities and patch requirements. Our primary detection products are Sophos, McAffee, MalwareBytes and Mimecast.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Monitoring system alerts from McAfee, Sophos, Mimecast, Kaspersky and Mimecast. Immediate response, monitored by our helpdesk. Alerts to operational and IT management.
• Incident management type: Supplier-defined controls
• Incident management approach: Incidents reported by user to the client technical support. If they cannot resolve then escalated to Retinue Solutions technical support team. This is raised through our helpdesk portal and a ticket number assigned to each issue. When raising ticket must define if impact is to individual user, group of users, system wide etc. and issue is applied priority status. Dependant on severity of issue will define course of action i.e. time in which it is addressed, communication to whole client or individual user. All fixes always reported within release notes.

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: No

Social Value

• Tackling economic inequality:

  Tackling economic inequality

  Increase Supply Chain Resilience and Capacity:; ; In addition to candidates applying directly to jobs and talent pooling, candidates made available to the user is expanded by allowing outsourcing directly to recruitment agencies. An unlimited number of suppliers can be added to the supply chain for each category of staff required by the client, allowing a robust and expansive supply chain to be built to cover all client needs. They are easily managed and can be moved up and down the tiering structure as and when required by the user. Automatic outsourcing to the supply chain enables agencies to begin working on jobs and sourcing candidates quickly and efficiently. The hiring manager can see all candidates from all agencies that have been submitted to them in one place to enable fairness across the supply chain when the hiring managed is selecting a candidate to hire.

Pricing

• Price: £1,000 a licence a month
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 j.graham@ngagerecruitment.com. Tell them what format you need. It will help if you say what assistive technology you use.