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

£0.90 to £990.00 a unit

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

  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 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

795270862701501

Contact

Laura Aitchison
0113 8800 995
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

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

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