Orovia Group Ltd

EduPay (Payroll, HR, bureau & software, BPS (budget planning software)

We provide budget planning (BPS) and payroll bureau service as well as payroll software (EduPay) to the education sector including schools, Academies, MATs and Local Authorities. Our software is award winning from CIPP and so is our support team, supporting over 4500 schools and academies.

Features

  • Award winning payroll system built only to serve education sector
  • Single data entry for budgeting payroll and HR
  • CIPP software product of the year
  • Education employee portal and EduPay app
  • Full reporting suite
  • EFA structured funding scenarios
  • Multi-year salary calculator
  • Budget monitoring against actual spend
  • In year budget and up to a 5-year budget forecast
  • Maternity calculator in employee app and portal

Benefits

  • Premium support avaialble
  • Highly flexible and will grow with school, academy or Trust
  • Integration with most major finance systems
  • GAG reports in format required to meet the EFA's requirements
  • Automatically produces iconnect file MDC MCR file for TPS
  • Integration between EduPay and Orovia BPS
  • Single database for multi-sites
  • Cloud web based software
  • Automated statutory payments calculator including maternity / paternity & sickness
  • Produce in year budgets as well as five-year forecasts and

Pricing

£0.90 to £990.00 a unit

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 info@orovia.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

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

Contact

Orovia Group Ltd Laura Aitchison
Telephone: 0113 8800 995
Email: info@orovia.com

Service scope

Software add-on or extension
No
Cloud deployment model
Private cloud
Service constraints
There are no constraints.
System requirements
Ability to connect to the internet

User support

Email or online ticketing support
Email or online ticketing
Support response times
Our support desk can be contacted during normal office hours between 08:00 and 17:00 hours.

The majority of telephone queries can be resolved straight away.

Our Service priority levels are as follows;
1. A critical Issue will receive a response within 1 hour and a resolution within 2 days.
2. A material Issue will receive a response within 4 hours and a resolution within 5 days.
3. A cosmetic Issue will receive a response within 8 hours and a resolution within the next release.
4. All change Requests are to be agreed on a case by case basis.
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
Web chat
Web chat support availability
9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard
None or don’t know
How the web chat support is accessible
This is accessible through our website.
Web chat accessibility testing
This is tested internally on a regular basis to make sure that messages are received.
Onsite support
Onsite support
Support levels
On the award of the contract customers are appointed an experienced Account Manager for the duration of the contract and will have full access to our expert support team straight away.

Our premium support service is included within the cost, there is no additional charge for our support. Service support is delivered through our service support desk in line with our Support Services SLA. Support is our must important aspect and its why our customers stay with us long term and have 97% retention rate.

EduPay customers will also have full access to our CIPP payroll experts in house.

Onsite or webinar training sessions will be provided at the start of the contract and training sessions can be arrange as and when needed throughout the contract at a small additional charge.

We also hold multiple user groups with our customers so we can share best practices and learn from feedback given to help improve the system.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
From the issue of the contract customers are allocated a dedicated account manager who will always be on hand for any queries for the lifetime of the contract.

Onsite training sessions are provided for both EduPay and BPS at the start of the contracts as well as parallel runs for EduPay during the set-up process. Additional onsite / webinar training sessions can be arranged as and when needed. User guidance notes are available for download in the system in order to provide additional support and guidance to customers.

Customers have unlimited access to our support helpdesk. Our premium support service is all included within the licence fee, there is no additional charge for our support. Service support is delivered through our service support desk in line with our Support Services SLA.

We also hold multiple user groups with our existing customers so we can share best practices and learn from feedback given to help improve the system. Not only this but we also hold meetings on site, at their convenience, with their account manager and a company Director so that they know that their feedback is being listened to.
Service documentation
No
End-of-contract data extraction
All data at the end of a contract can be exported to the client (the
Data Owners) using a range of formats available such as excel, PDF and charts and graphs.
End-of-contract process
At the end of any contract we will discuss any data that a customer requires and the format that they would like this returning in if needed and the destruction of all data from sites.

The software is compliant with its requirements of data security, GDPR and destruction where necessary. Customers will also have the ability to implement its retention policy and also have the flexibility to deviate from this if a scenario ever arises where this would be required. Our hosting partner UK Fast are also fully compliant with GDPR and support numerous local and national government contracts https://www.ukfast.co.uk/

There are no additional charges for either returning data to customers or for the secure destruction of data.

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
There are aspects of payroll (EduPay) that use mobile application. Both BPS and EduPay products are available through browsers and can be used on mobile devices.
Service interface
No
User support accessibility
None or don’t know
API
No
Customisation available
Yes
Description of customisation
For BPS each customer has their own instance of the service. This allows us to configure each instance to specifically match the requirements of the customer. Most of these bespoke elements are configured by our deployment team at set up. The customer is able to apply customised visual elements for example applying school logos to reports.

EduPay can be supplied as a separate instance for customers wishing to offer their own payroll services to their own customer base. In this case separate instance can be branded to suit customers requirements. Within EduPay a managerial hierarchy can be customised for each customer along with customised reports and within the HR workflow and Compliance module we will set up customised folder structures.

Scaling

Independence of resources
Our servers are continually monitored for usage both in terms of data capacity and processing capacity. If any load on the servers becomes excessive then additional servers or server capacity is brought online to accommodate the additional loads. If new clients are brought on board that could potentially give a significant increase in load then the server capacity is considered before the customer is set live on the servers.

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 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
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
  • Physical access control, complying with SSAE-16 / ISAE 3402
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
Data can be exported in a range of formats including csv, excel, raw excel and PDF.
Data export formats
  • CSV
  • Other
Other data export formats
  • PDF
  • Excel
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)
  • Legacy SSL and TLS (under version 1.2)
Data protection within supplier network
TLS (version 1.2 or above)

Availability and resilience

Guaranteed availability
Service support is delivered through our service support desk in line with our Support Services SLA. Our support desk can be contacted during normal offices hours between 8.00am5.00pm Monday to Friday. Critical support e.g. system failure is available 8.00am-5.00pm 7 days a week. Out of hours support cover will be available during March/April at critical times through our out of hour’s technical support number. 90% of fault calls are down to User Error rather than a software/data error. These faults are predominantly resolved and closed during the initial call to the
help desk. System downtime is handled out of hours (unless specifically agreed otherwise between Orovia’s development team and the customer), normally between the hours of 3.30am to 8.00am during weekdays or during a weekend.

Our SLA Uptime Target is 99.999% .

Our Service priority levels are as follows;

1 - Critical Fault response within 2 hours and resolution within
two days.
2 - Material Fault response within 4 hours and resolution within 5
days.
3 - Cosmetic Fault response within 8 hours and resolution within
the next release.
4 - Change Requests are to be agreed on a case by case basis.
Approach to resilience
Available on request.
Outage reporting
All planned outages and maintenance tasks are carried out between the hours of 23:00 hrs and 06:00 hrs. Information relating to any planned maintenance tasks or planned outages will be provided in advance via email and / or telephone calls.

Identity and authentication

User authentication needed
Yes
User authentication
2-factor authentication
Access restrictions in management interfaces and support channels
Each employee with access to management interfaces or employee acting as a support operator has their own user ID and password to access the applications required for undertaking these roles. Each change undertaken within customers applications is recorded with a user, date and time stamp.
Access restriction testing frequency
At least once a year
Management access authentication
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
User-defined
Access to supplier activity audit information
Users have access to real-time audit information
How long supplier audit data is stored for
User-defined
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
UK-Fast are accredited
ISO/IEC 27001 accreditation date
2013
What the ISO/IEC 27001 doesn’t cover
UK-Fast has ISO27001 data centre accreditation for all locations
in which data is held or transmitted.
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Cyber essentials
Yes
Cyber essentials plus
No
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
  • Other
Other security governance standards
We are fully compliant with the Data Protection Act and GDPR regulations. Our systems are also tested to CREST standards and are Cyber Essentials accredited.

The software and its deployment with its hosting partner UKFast are fully compliant with ISO 27001.
Information security policies and processes
We are fully compliant with the requirements of the Data Protection Act, and Information Security Policy. If the solution is hosted externally then data is stored in a password protected database. Any connection strings
stored within the database are encrypted to make them unavailable to system administrators. All data retention and disposal policies are in line with the Data Protection Act.

Our servers have pro-active monitoring of the webserver logs to identify malicious activity these observations can identify threats and raise warnings to system administrators to action any required intervention.

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
For security reasons this information is undisclosed.
Vulnerability management type
Undisclosed
Vulnerability management approach
For security reasons this information is undisclosed.
Protective monitoring type
Undisclosed
Protective monitoring approach
For security reasons this information is undisclosed.
Incident management type
Undisclosed
Incident management approach
For security reasons this information is undisclosed.

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 v3.0)

Public sector networks

Connection to public sector networks
No

Social Value

Fighting climate change

Fighting climate change

We are committed to minimising the environmental impact of our operations. In particular, we will achieve this through our commitment to:
• complying with all relevant legislation and regulations;
• regularly review the environmental impact of our activities, endeavour to reduce our overall environmental impact and prevent waste using best practice techniques;
• involve employees in our environmental programme and provide necessary training to enable them to discharge their responsibilities;
• sustain a programme of continual improvement in environmental performance incorporating suitable measurement and monitoring mechanisms;
• work with key suppliers to encourage them to develop environmental best practice; and
• improve resource efficiency (including our use of water, energy and raw materials).
Covid-19 recovery

Covid-19 recovery

All employees have the option and ability to work from home if needed and are supported at all times by the Directors and Team Leaders, both working in the office and home working. The office has a new layout in order to improve the workspace and to provide more social distancing between employees when sitting at their desks.

Re-training and support is provided to all employees and employment oportunities created.

We work with a telephone VOIP system which means that all employees are able to plug in their telephone handset from any location with internet connection to be able to answer and make calls as usual.

Our customer support has remained first class throughout as customers have been able to call direct on the numbers they know, as well as email us and we have been able to provide support and training to customers via remote MS Teams webinar sessions. As restrictions ease more on-site training sessions and meetings will become possible again as per customer request.
Tackling economic inequality

Tackling economic inequality

All employees are paid fairly and above the national minimum wage. Employment opportunities have been created and in support of apprentices and further aiding employees to obtain further qualifications.
Equal opportunity

Equal opportunity

The Company is fully committed to providing equality in the workplace and all opportunities for, and during employment, will be afforded to individuals fairly and irrespective of age, disability, gender, gender reassignment, marital or civil partnership status, pregnancy or maternity, race including colour, ethnic or national origins and nationality, religion or belief or sexual orientation. We aim to create a working environment that is free from discrimination and harassment in any form, in which all employees are treated with dignity and respect.

The Company will not discriminate in the arrangements we make for recruitment and selection or in the opportunities afforded for employment, training or any other benefit. All decisions will be made fairly and objectively. We aim to ensure that all our working practices are applied fairly and consistently and, where necessary, we will take reasonable steps to avoid or overcome any particular disadvantage these may cause and to promote equality.

The HR Department is responsible for monitoring and reviewing the Equal Opportunities policy and for ensuring that all employment-related policies, procedures and practices adhere to this policy.

All employees have a responsibility not to discriminate or harass other employees and to report any such behaviour of which they become aware to their Manager.
Wellbeing

Wellbeing

Employee wellbeing is always a priority at Orovia. All Directors and Team Leaders are available at all times for employees should they have any concerns. Regular team and company meetings occur in order to provide value to employees and keep all employees updated on all company matters. All employees are encouraged to share their ideas with their team and management.

The directors arrange regular incentives and team building activities each year which all promotes employee wellbeing and helps to create a strong team relationship.

Pricing

Price
£0.90 to £990.00 a unit
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 info@orovia.com. Tell them what format you need. It will help if you say what assistive technology you use.