Civica UK Limited

Civica eSAFETY

Health & Safety Management software to assist organisations manage Incident/Accident/Event/Near Miss reporting.RIDDOR reporting.Investigations of Incidents/Accidents/Events/Near Misses. Action raising, allocating and tracking to completion. Mange Audit and Inspections, on a scheduled or ad hoc basis including the raising of corrective and preventive actions which can be allocated and tracked to completion.

Features

  • •Online Health & Safety management solution
  • •Online forms to complete on laptop, desktop & mobile
  • •GDPR features to support record retention, SARs, processing restrictions etc
  • •Reports securely delivered within online portal
  • •RIDDOR reporting
  • •Automated letters, emails and reports
  • •Realtime reports & dashboards
  • •configurable by WICS and client
  • •All data reportable & ability to create own reports simply
  • •Inbuilt document module

Benefits

  • •Access anywhere with web connectivity, mobile working, business continuity
  • •Accessible reduces reliance on paper available 24/7
  • •Demonstrate compliance with GDPR & HSE RIDDOR reporting etc.
  • •Securely delivered sensitive information 24/7 on self serve basis
  • •Streamlined process to report RIDDORs without leaving the application
  • •Reduces administration & streamlines processes in consistant manner
  • •Evidence compliance, status of activity & visibility of risk
  • •Manage costs,ensure system reflects change in process,requiremnts etc.
  • •Powerful MI, track, trend, manage costs, react quickly
  • •Keep all documents relating to health & safety within application

Pricing

£7,695 a licence

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 13

Service ID

7 8 7 0 9 5 0 5 6 9 2 8 1 1 6

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
  • •Internet access
  • •Main application (used by the core Health & Safety team)
  • •IE versions 8, 9, 10 and 11
  • •Portal used to report and investigate incidents, assign&complete actions
  • •View&review risk assessments, carry out audits&inspections is cross browser
  • •(no reliance on IE)

User support

Email or online ticketing support
Email or online ticketing
Support response times
Our SLAs state between 1 - 4 hours depending upon severity however we aim to respond to all questions immediately they enter the support department
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
None or don’t know
Phone support
Yes
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
No
Onsite support
Onsite support
Support levels
Unlimited phone, email, Zendesk support Monday - Friday 08:30 - 17:30 for issues and 'how to' type queries+ 20 hours of report writing time. Dedicated Account Manager
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Training is delivered as part of the implementation project, training documentation is supplied and accessible at any time
Service documentation
Yes
Documentation formats
  • PDF
  • Other
Other documentation formats
  • MS Word
  • Videos
End-of-contract data extraction
Data can be provided to our clients at the end of their contract
End-of-contract process
Data provided in format required, system decommissioned

Using the service

Web browser interface
Yes
Supported browsers
  • Microsoft Edge
  • Firefox
  • Chrome
Application to install
Yes
Compatible operating systems
  • Android
  • IOS
  • MacOS
  • Windows
  • Windows Phone
  • Other
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
N/A
Service interface
No
User support accessibility
WCAG 2.1 AAA
API
Yes
What users can and can't do using the API
Interfaces to upload Personnel and Demographic data. Data can also be extracted for use in external systems in CSV or XML format.
API documentation
Yes
API documentation formats
  • PDF
  • Other
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
Field names can be changed, new forms can be created, existing forms changed, triggers and actions can be set i.e. automated emails. Automated Letter templates can be created and amended, new processes created etc.

Scaling

Independence of resources
The support and project departments have the largeset teams of any at WICS. IBM Cloud easily scalable.

Analytics

Service usage metrics
No

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Conforms to BS7858:2019
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
Yes
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
Explicit overwriting of storage before reallocation
Equipment disposal approach
In-house destruction process

Data importing and exporting

Data export approach
By using advanced searches/queries
Data export formats
Other
Other data export formats
Data can be exported by users in Excel,PD XML&XPS
Data import formats
  • CSV
  • Other
Other data import formats
Excel

Data-in-transit protection

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

Availability and resilience

Guaranteed availability
The availability of the application is monitored from a remote location to ensure the system is available over the Internet. We strive for 99.5% uptime and regularly achieve 100% uptime during the month.
Approach to resilience
"eSAFETY is deployed using Microsoft Internet Information Services (IIS) and utilises Microsoft SQL Server for data storage. The application is accessed using a JavaScript enabled web browse and has a zero client footprint. Remote monitoring tools are used to monitor capacity:
• The Corporate and hosted infrastructures are monitored with PRTG & Spiceworks
• WAN links are monitored with PRTG
• Bandwidth is monitored by PRTG.
Thresholds have been set up and automated alerts are in place. The dashboard alerts page in the IT Helpdesk is also checked daily for warnings and any problems are recorded on the IT Help Desk.
Planning is a management function and capacity requirements are established prior to the introduction of any systems, taking into consideration requirements for future growth etc.
Testing and Development facilities are made available for the sole purpose of providing an isolated environment in which new application roll out, upgrades or modifications (changes) can be evaluated prior to implementation.
Warwick International test and development environments are physically and logically separated from the production systems.
Warwick International data, software and system images are backed up regularly, using schedules designed to provide minimum loss information to Warwick International & it’s hosted customers.
Outage reporting
All services are monitored for uptime by WICS IT Team. They will be notified as soon as there is any outage and remedial action taken as soon as possible. Customers will be notified by WICS Support Desk if they are affected by any outage.

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Username or password
  • Other
Other user authentication
Since the eSAFETY application is hosted within IIS, authentication to the application can make use of all the security elements IIS provides, i.e.: IP and Domain Filtering, file and folder permissions etc.
eSAFETY supports any authentication method that provides access to a domain and username. Typically, this is Windows Integrated Authentication for on-premise and Basic Authentication for Hosted deployments .
As previously mentioned, only the Genohsis_Start.aspx page is secured, with all other resources being granted anonymous access. Internal control measures prevent dynamic resources being accessible if not logged in.
Access restrictions in management interfaces and support channels
Since the eSAFETY application is hosted within IIS, authentication to the application can make use of all the security elements IIS provides, i.e.: IP and Domain Filtering, file and folder permissions etc.
eSAFETY supports any authentication method that provides access to a domain and username. Typically, this is Windows Integrated Authentication for on-premise and Basic Authentication for Hosted deployments .
As previously mentioned, only the Genohsis_Start.aspx page is secured, with all other resources being granted anonymous access. Internal control measures prevent dynamic resources being accessible if not logged in.
Access restriction testing frequency
At least every 6 months
Management access authentication
2-factor authentication

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
At least 12 months

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
27001 ISOQAR
ISO/IEC 27001 accreditation date
06/10/2020
What the ISO/IEC 27001 doesn’t cover
NA
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
Yes
Who accredited the PCI DSS certification
EMEA Global Compliance and Risk Services
PCI DSS accreditation date
11/08/2016
What the PCI DSS doesn’t cover
Civica UK's certificate is Level 1 - Service Provider.
Cyber essentials
Yes
Cyber essentials plus
No
Other security certifications
Yes
Any other security certifications
  • Cyber Essentials
  • ISO22301
  • DSTP (NHS Service Provider)
  • PCI-DSS

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
Civica is committed to ensuring the fulfilment of customer needs and continuity of its business in the face of security breaches and unwanted events and has implemented an Information Security Management System (ISMS). This ISMS is compliant with ISO/IEC 27001 the international standard for information security.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
Systems will have antivirus deployed as per the Hosted Servers Policy / Internal Systems Policy. • Systems will be patched in accordance with the Internal Systems Policy / Hosted Servers Policy• Penetration testing will be performed by an agreed third party as part of the application development process (Development Procedures) or as the need arises as part of application or infrastructure improvement.Warwick International maintains an ongoing risk analysis of its information security assets in order to assess:
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Systems will have antivirus deployed as per the Hosted Servers Policy / Internal Systems Policy. • Systems will be patched in accordance with the Internal Systems Policy / Hosted Servers Policy• Penetration testing will be performed by an agreed third party as part of the application development process (Development Procedures) or as the need arises as part of application or infrastructure improvement.Warwick International maintains an ongoing risk analysis of its information security assets in order to assess:
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Remote monitoring tools are used to monitor capacityThe Corporate and hosted infrastructures are monitored with PRTG & SpiceworksWAN links are monitored with PRTG Bandwidth is monitored by PRTGAll Warwick International event logs are protected and shall be maintained until the laptop or server’s event log repository exceeds 10MB. Following this, the oldest logs will be overwritten, as per Internal Systems Policy.
For hosted environment additional log files are retained for the purposes of tracing activity on a customer’s system as per the Hosted Server Policies and Procedures.The software installed on the Cloud Systems are entered into WICS asset management system.
Incident management type
Supplier-defined controls
Incident management approach
At the point an Information Security Incident occurs the employee should notify the Information Security Forum of this at the earliest possible opportunity. For this purpose, a form named ‘Information Security Incident’ form has been created on the company’s internal, Information Security SharePoint Site. This form should be used as the primary method for an employee to report all Information Security Incidents. Upon completion of the form, this facility will immediately alert the Information Security Forum by email when an incident has taken place.

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

Fighting climate change

Fighting climate change

Civica’s Environment and Social Governance (ESG) committee provides focus for ongoing development and implementation of our environmental policy, supported by our ISO 14001 standard. We commit to working with staff, customers, suppliers, contractors and partners to recognise and reduce our environmental impact. Simultaneously we’re optimising our services to support environmental and community initiatives.

We support fighting climate change by:
- Helping employees reduce their environmental footprint at work. Initiatives include: recycling facilities across our offices, single use plastic reduction, timer switches for office devices, cistern water saving devices, installing LED lighting when refreshing offices, WEEE recycling all hardware, print reduction, phone and printer cartridge recycling, FSC certified paper; weekly employee communications encouraging and advising employees on positive approaches to reduce carbon. Employees have carbon saving benefits such as cycle to work scheme.
- Socially responsible purchasing, sustainable procurement, reduced consumption.
- Selecting suppliers, goods and services that demonstrate sustainable, socially responsible, ethically sound standards.
- Leading by example via activities such as: reducing single use plastic consumption by 70% within the next 5 years; prioritising use of green energy; promoting recycling through ‘Zero to Landfill’ and ‘Zero Print’ schemes; working towards carbon neutrality with workforces and facilities over the next 10-years.
- Creating software with sustainability in built in; net-zero is a key theme in our product roadmaps.
- Partnering customers to co-create public services fit for the future. Civica's NorthStar innovation lab creates physical and virtual opportunities to jointly explore trends and technologies supporting customers Net Zero ambitions.
- Meeting/exceeding environmental legislation through ISO audits.

We have a Carbon Reduction Plan and commitment to achieve Net Zero by 2040 (latest). We are reviewing our energy mix, materials we use and working with partners to begin to plant a ‘Civica Forest’ whilst maintaining awareness of the Greenwashing issue.
Covid-19 recovery

Covid-19 recovery

In the spring of 2020, Civica were an early signatory to the C-19 Business Pledge. We focused on safeguarding our people and communities and ensuring the successful ongoing provision of our business-critical software and services.

Supporting customers: Alongside business as usual for our customers, we have worked hard to support the national and local level response through practical, innovative and updated software capability. We have delivered a range of new capabilities quickly, such as those listed below, and continue to provide system advice, configuration and data insights to ensure effective action.
- COVID-19 App (the first of its kind in the UK and Ireland) was developed and launched with the Northern Ireland Department of Health, and helped reduce the pressure on the 111 helpline.
- Developed local track and trace solution for London Borough of Redbridge, enabling it to support localised contact tracing/escalations.
- Community Helper software - built on the iCasework platform to help local authorities co-ordinate rapid support for vulnerable people while minimising safeguarding risks.
- Our Trac e-recruitment software was used to help NHS recruiters get the right candidates into posts quickly and fast-track DBS checks.
- Supporting social housing tenants - assisted teams to re-focus resources and provide vital support to tenants.
- Supporting Revenues and Benefits teams - software solutions for the two largest UK government measures, Business Rates Grant fund and the Council Tax Hardship fund.

Supporting employees: We proactively provide guidance and support for our people, from keeping remote workers engaged, to our mental health champions and free-to-access Employee Assistance programme. We have adopted a blended working model enabling colleagues to work safely and flexibly at various locations and hub offices, enhanced how we communicate, and continue to look for new ways to share ideas and inspiration.
Tackling economic inequality

Tackling economic inequality

Create opportunities for entrepreneurship and help organisations to grow. Civica is committed to working with its customers to deliver value into the community by supporting young people, developing skills and mentoring businesses to attract inward investment and growth that brings with it employment and skills.

We support innovation through our NorthStar innovation lab, a company-wide initiative focused on enhanced client outcomes by applying fresh ideas on data, automation and new technologies. We work with our customers to co-create public services that are fit for today and for the future. Our Civica NorthStar innovation lab creates physical and virtual opportunities for us to jointly explore trends and technologies.

Create employment and training opportunities
Civica is a member of the 5% Club, and aims to have 5% of its UK work force as either apprentices, graduates or work experience students by the end of 2025. We employ apprentices and graduates into a number of different disciplines and locations, with a focus on ensuring they are long term employees of Civica.

Support educational attainment
Learning and development is at the core of the Civica Quality Management Framework. We believe in investing in our people and are proud of our Investors in People Gold accreditation and in being a top rated Glassdoor Employer.

We run our own Civica Academy for employee development and skills enhancement, which delivered over 220,000 hours of training during 2021. We provide our own apprenticeship programme (team leader level 3) for our aspiring and current managers that are considered stars of the future.

We are working on building some new apprenticeship standards such as the UX degree apprenticeship. This will benefit not only Civica’s Digital Team but all companies and customers that need UX talent.
Equal opportunity

Equal opportunity

Civica is a 2022 Financial Times Diversity Leader and is ‘Gold’ Investors in People accredited, demonstrating our commitment to promoting equal opportunity by tackling inequality in employment, skills and pay in our workforce. We proactively implement equal opportunities for employment and personal development among diverse groups and local areas, and ensure rights for all staff are always protected. This is led by our Group Diversity and Inclusion (D&I) team, championed by our CEO who is also our Chief Diversity Sponsor. The strategy and policy manages:
- Interview training, focusing on unconscious bias/equal opportunity.
- Anonymising CVs and ensuring interview panels represent minority groups.
- Using a decoder to ensure job advertisements use gender and culturally neutral language.
- Attracting/recruiting from minority backgrounds/disadvantaged groups across the organisation, especially into under-represented areas.
- Advertising vacancies in a wide variety of places and diversity/disability portals (including; BME jobs, Disability jobs and LGBT job sites), to increase gender diversity and ethnicity.
- Company-wide Diversity & Inclusion network, including affinity groups relating to under-represented groups.
- Mandatory Diversity & Inclusion training for all staff.
- Pay equity reviews addressing inequality and UK gender pay gap.
- Flexible Working to encourage higher uptake for women, working parents and disabled groups.
- Partner with a social innovator company to help recruit and support employees with Autism Spectrum Disorder.

We gather and analyse data on our performance from regular surveys such as ENPS, IIP, Pulse survey, employee engagement surveys.

Our D&I team monitor the take-up, use and effectiveness of our measures, such as the number of new recruits from minority backgrounds, women, parents and diverse groups, and provide statistics for our Annual Review on performance against targets. For example, we report on the number of people attending training sessions and the split of male to female attendees.
Wellbeing

Wellbeing

Civica actively promote a mentally healthy workplace and workforce through our 40+ Mental Health Champions (MHC) and our ‘Health and Wellbeing’ policy, encouraging a flexible and realistic work/life balance. We integrate mental health and general wellbeing in all that we do from recruitment and ‘First Impressions’ to appraisals and strategic management.

Our ‘Health and Wellbeing’ policy and programme for all employees provide a foundation to support both the mental and physical health of our staff. Examples include:
- Employee Assistance Programme and online Wellbeing Hub, which provides 24/7 access to websites, e-mail, phone and face-to-face counselling on all personal issues.
- 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 to aid physical and mental health.
- Weekly fruit drop for offices, encouraging a healthier diet.
- We 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’ physical and mental wellbeing through: Employee ‘Donate-a-Day’ to local charities; Local events organised through “Charity Champions”; Directors providing guidance to local community health and wellbeing projects; Supporting social housing tenants to re-focus resources and provide vital support to tenants.

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 and their promotion.

Pricing

Price
£7,695 a licence
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.