Capita Business Services Limited

Software - University Planning (Capita)

Capita University Planning Solutions is a suite of 5-modules to help Universities plan university activity in a standardised/secure fashion. The suite contains Student Number Planning, Staff-Planning, Estates-Planning, Research-Planning and Finance-Planning. The different modules can be procured individually/in-combinations, in an integrated solution. The solution can be deployed on premise/in the cloud.

Features

• Effectively manage student types to accurately predict student numbers/requisite resources
• Introduces standardisation and rigour to the planning process
• Automate/streamline the planning process, removing manual management of spreadsheets
• Enables versions of the plan to be retained, using snapshots
• Automate the workflow and approval process
• Near-real-time scenario-planning; models how changes to student-numbers affect departments/budgets
• Better integrate strategic objectives with operational and financial plans
• Regulate the timely delivery of plans and forecasts
• Greater data accuracy/creates “single-version of truth” improving collaboration/output

Benefits

• Standardisation of the planning process between faculties, schools and departments
• Reduction in data collection time and automation of workflow
• See impact on the plan immediately with real-time data input
• Allows University to see change-impact immediately using “what-if” scenario planning.
• Saves time, effort and money across the whole planning process.

£20,000 a licence a year

• Education pricing available

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 engagewithus@capita.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

804872796480593

Contact

Capita Business Services Ltd
08702407341
engagewithus@capita.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: See full terms and conditions for any platform restraints
• System requirements: Access to internet via web browser

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: The Capita online support desk system supports logging and tracking of service requests through its web browser-based customer interface. Customers can create service requests based on priority, product/solution type, status and customer contact. The process of capturing important details relating to the service request is done via a web form interface and gives the customer the ability to add and update the request. Customers can also raise urgent issue via email or our dedicated support phone number.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 AAA
• 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: WCAG 2.1 AAA
• Web chat accessibility testing: Refer to service description.
• Onsite support: Yes, at extra cost
• Support levels: We provide support levels based on four severity levels: 1-4. A critical call would attract a 30 minute response with a non-critical call attracting a four hour response. We provide our support plan for this service as standard with no additional costs within standard operating hours. We provide a client engagement manager to all clients who subscribe to the platform to ensure we provide a consistent service throughout the term of the contract.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Yes, initial training provided as part of the implementation package.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: It is the responsibility of the University to ensure a final backup is taken if required.
• End-of-contract process: User access is terminated at contract end in the case of a SaaS installation unless the service is renewed for an additional period. On Premise licences are bought in perpetuity, and will remain available for use. If the customer requires ongoing support and maintenance, an additional period will need to be bought.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: Yes
• Compatible operating systems: Windows
• Designed for use on mobile devices: No
• Service interface: Yes
• User support accessibility: WCAG 2.1 AAA
• Description of service interface: Refer to service description.
• Accessibility standards: WCAG 2.1 AAA
• Accessibility testing: Refer to service description.
• API: Yes
• What users can and can't do using the API: Each model will have a unique port for API communication to go through. API is technically available to any user who has been granted appropriate access. API can be used to control/update objects, read/write data, run processes/chores etc. Planning Analytics Workspace (a main user interface) communicates to the Planning Analytics database solely through rest API.
• API documentation: Yes
• API documentation formats:
  • HTML
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Any user with a modeler licence and has been granted Admin privileges to the model has full control over the model. What any other user can customise is controlled through security within the model which may be updated by any modeler (admin) user. Some tools/functionality are restricted depending on the type of licence that has been assigned to the user. Any modelers should be made aware of this to ensure you remain audit compliant.

Scaling

• Independence of resources: Underlying cloud infrastructure is designed to meet scalability and resilience requirements to ensure no impact as above.

Analytics

• Service usage metrics: Yes
• Metrics types: All admin users will have access to a monitoring console which can be used to view memory/disk usage and what threads are running in the model. Admin users will also have access to logs which contain what processes have been run and by whom. Other metrics could be provided but would need designing.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Reseller providing extra support
• Organisation whose services are being resold: IBM Planning Analytics toolset to develop Planning Solutions.

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
  • European Economic Area (EEA)
• User control over data storage and processing locations: No
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: In-house
• Protecting data at rest: Physical access control, complying with another standard
• Data sanitisation process: No
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: Built in functions allow this requirement to be met.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • PDF
  • Excel
• Data import formats: Other
• Other data import formats: To be defined and agreed by CBSL

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: Standard availability of the service runs at 99.5%. No service credits are available if this is not met. Further details available on request if necessary.
• Approach to resilience: On Premise deployments subject to clients own resilience arrangements. IBM resilience arrangements would apply for SaaS deployments.
• Outage reporting: Users are contacted via phone and/or email regarding any outages in a SaaS deployment.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Dedicated link (for example VPN)
  • Username or password
• Access restrictions in management interfaces and support channels: If the solution is cloud based, all communication is secured via HTTPS and access to web interfaces/rest API is limited to only users whom have been granted access. IBM would provision RDP clients for any admin users and direct access to file shares would be limited to those with credentials issued via IBM's welcome back.; If the solution is local, access may be restricted to a select number of ports and can be configured for HTTP or HTTPS communication. Access could also be limited to only permitted IP Addresses.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Dedicated link (for example VPN)
  • 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: At least 12 months
• Access to supplier activity audit information: No audit information available
• 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: British Assessment Bureau - UCAS
• ISO/IEC 27001 accreditation date: 31/03/2021
• What the ISO/IEC 27001 doesn’t cover: Further information is available on request regarding ISO27001 certification
• 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
• Information security policies and processes: All policies are available on request. As a minimum we meet ISO27001-2013.

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: The ITIL v 4 Change and Release Management Process is used to manage all changes. A ticket is raised in the SysAid Service Desk tool for each task to allow tracking services, license renewals, patch updates. An expiry date is set against each ticket to ensure timely testing through the lesser environments, Dev, UAT is conducted. Change Request forms must be completed by the SME who will implement the change, and this must detail each step of the change process. This must be accompanied by a release flight plan to be present to CAB for review and approval.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: As part of Vulnerability management, the processes are Patch management, File Integrity Monitoring, Internal Scanning using the Qualys tool, and PEN testing. If any threats are recognised patch deploys are implemented immediately if a high-level threat is recognised and progressed via the eCAB process. If the threat level is medium to low level the CR will be progressed via the Change and Release process. Information of potential threats are received via Capita Cyber, AWS notifications, Azure updates, code forums and cyber security updates forums.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Protective monitoring is conducted on all devices via McAfee virus and Malware scanning. File Integrity Monitoring is conducted as part of the security practices to verify the integrity of the operating systems and applications files to detect if any tampering or security attempts. Any incident in regard to security, virus or malware attack is raised as a P1 and has immediate continuous effort to resolve. If changes are required to resolve hot fixes will be applied and the eCAB process implemented.
• 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 v Incident Management process is used to manage all incidents. The client will raise an incident ticket via the SD Portal and receive an automated response containing a unique ticket ID. The ticket is tagged with a status, priority scale between 1 – 4, and category and is escalated to the relevant team for progress. Incidents report for P3 and P4 issues are reported on the ticket. P1 and P2 incidents have a Root Cause Analysis provided detailing the resolution steps, root cause analysis and recommendations to prevent any future occurrence.

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

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Capita will work with buyers to find suitable initiatives that align with the social value theme of Fighting Climate Change during call-off stages of G-Cloud 14. These will be customised to meet buyers' specific requirements and fit with our overall environmental strategy. This ensures that the commitments we deliver are relevant and impactful for the specific community and stakeholders involved ensuring a legacy of social impact that is both achievable and meaningful.; ; Capita is dedicated to delivering environmental benefits as part of its services. We understand the need to work towards net zero greenhouse gas emissions and to support environmental protection and improvement. Our Net Zero Strategy aims to achieve operational net zero by 2030, operational plus travel net zero by 2035, and full net zero, including the supply chain, by 2045. The strategy involves switching to renewable energy sources, cutting travel emissions, and moving to electric vehicles for our fleet. Capita also wants to help our clients and suppliers in their environmental efforts, by providing technology and solutions that support environmental sustainability and by engaging in partnerships that advance climate action.; ; To inspire our 43,000 employees to work more environmentally sustainably, we introduced a new environmental standard in 2023, which sets out Capita’s environmental commitments and obligations and includes an environmental training module for all employees to back up the environmental standard and net zero commitment. We encourage our employees to use their one-day volunteer allowance to support environmental activity such as litter picks or beach clean-up days and will leverage existing relationships and programmes to fulfil our commitments.; ; To provide transparency and accountability, Capita has set up reliable measurement and reporting mechanisms. These include environmental targets covering energy, climate change, conservation, and biodiversity, which are publicly reported to track progress towards the net zero goals.

  Covid-19 recovery

  Capita's G-Cloud service provision is strategically positioned to support and deliver against the social value theme of Covid-19 recovery. The G-Cloud services facilitate a robust digital infrastructure that enables public sector organizations to operate with greater efficiency and resilience, which is crucial for ongoing recovery efforts. The provision supports social value by enhancing access to digital services, thereby promoting inclusivity, and enabling remote work and learning environments. This is particularly significant in addressing the digital divide that was highlighted during the pandemic, ensuring that all members of society have equal opportunities to access essential services and information.; ; Capita has undertaken various initiatives to aid in the recovery from Covid-19, focusing on supporting people and communities, as well as organizations and businesses. These initiatives include improving workplace conditions for safe operations, providing digital and financial support programs, and setting up virtual contact centre solutions. Additionally, Capita's Enterprise Risk Management ensures operational resilience, while wellbeing initiatives promote physical and mental health recovery.; ; Capita will work with buyers to find suitable initiatives that align with the social value theme of Covid-19 recovery during call-off stages of G-Cloud 14. This would include working with local communities and economies, especially through employment, re-training, and return to work opportunities, community support, developing new ways of working, and supporting the health of those affected by the virus, including those suffering from Long Covid.; ; We understand the need for sustainable solutions that not only respond to immediate crises but also build resilience against future disruptions. Our approach demonstrates a forward-thinking mindset, ensuring that the lessons learned from the pandemic continue to inform and improve service delivery for a more resilient and equitable society.

  Tackling economic inequality

  Capita's G-Cloud service provision will be designed to support and deliver against the social value theme of Tackling Economic Inequality by fostering an inclusive and diverse business environment. We will aim to create new businesses, jobs, and skills, particularly in high-growth areas such as STEM, and to increase supply chain resilience and capacity.; ; Capita will collaborate with buyers during G-Cloud 14's call-off stages to identify initiatives aligned to the social value theme of Tackling Economic Inequality. Tailored to the buyers' specific needs, these initiatives will integrate with our responsible business strategy, ensuring that our commitments are impactful for the involved community and stakeholders, fostering a lasting social legacy. Our approach includes creating apprenticeships, skills gap training, promoting remote working, and establishing offices in areas of deprivation to provide opportunities for disadvantaged groups. We have developed a framework for responsible automation, supported people within our communities to harness the power of automation, advocated greater diversity within the tech sector and promoted accessible digital skills education. Our commitment to inclusive recruitment and the use of a diverse supply chain, which includes small and medium-sized enterprises (SMEs), voluntary, community, and social enterprises (VCSEs), and mutuals, further demonstrates our dedication to reducing economic inequality.; ; Capita's supplier charter outlines equitable supplier relationships, and we are an active member of Business in the Community which reflects our ongoing efforts to identify and address inequality within our workforce and operations. With a significant portion of our supply chain (92%) comprising SMEs, Capita's practices promote greater use of these entities, thereby contributing to a more balanced economic landscape.; ; Through these measures, Capita's G-Cloud service provision will not only support the social value theme of Tackling Economic Inequality but also align with the company's purpose-led, responsible business ethos, creating better outcomes for society at large.

  Equal opportunity

  Capita champions Equal Opportunity, striving for an inclusive environment that mirrors the diversity of the communities we serve. We have recently been recognised as one of the top companies for women by Forbes, ranking at number 18 on their list and won the Race Equality Advocate award at Vercida's Inclusive Employer Awards. This is a testament to our commitment to diversity, inclusion, and equality in our workplace and in our society. Capita will work with buyers to find suitable initiatives that align with the social value theme of Equal Opportunity during call-off stages of G-Cloud 14. Our approach includes:; ; Increasing Representation: Capita is committed to increasing workforce diversity, targeting multi-year goals for disabled, gender, and ethnic representation. For example, to tackle racism and enhance ethnic diversity, we have set a target for our UK workforce to have 15% Black, Asian and minority ethnic and 5% Black representation across all levels of the organisation.; ; Inclusive Recruitment: Capita employs inclusive recruitment practices, advertising roles broadly and emphasizing outreach to hard-to-reach groups. This is complemented by partnerships with organizations like Forces Family Jobs and Vercida, the UK's largest disability-focused jobs website. ; Promotion, pay and reward processes: We recognise the contributions of all colleagues, supporting and paying them fairly for the work they do. Efforts to narrow gender and ethnicity pay gaps include monitoring diversity in senior management, targeting 60% women and 20% ethnic minorities on senior management shortlists, enhancing shared parental leave pay, implementing structured interviews, and promoting career growth through mentoring.; ; Training and Development: Capita provides mandatory training in equality, diversity, and inclusion, as well as unconscious bias training for all new employees, which is repeated annually. ; ; Capita's strategy is to create a legacy of social impact by providing equal employment opportunities to disadvantaged groups, offering in-work progression, and enhancing skills.

  Wellbeing

  Capita is committed to supporting and delivering against the social value theme of Wellbeing. We will collaborate with buyers during call-off stage to find initiatives that support the social value theme of Wellbeing. Our structured Group Wellbeing Framework, supported by our Group Wellbeing Policy and Standard, will ensure a consistent approach to identifying wellbeing needs and implementing appropriate interventions to address those needs.; ; We care about creating workplaces that safeguard, help and enhance the wellbeing of all our colleagues. We are committed to:; ; • Prioritising the wellbeing of employees and managing factors that may cause negative emotional, psychological, physical, or social impacts.; • Creating a culture and environment throughout Capita that actively supports and promotes wellbeing.; • Providing the necessary training and awareness to protect the wellbeing of our employees.; • Enabling working conditions and providing guidelines for those working remotely, to ensure our business activities are safe from a wellbeing perspective.; • Fulfilling current wellbeing legal and other obligations that apply to us wherever we operate and assuring compliance with our Group Wellbeing Policy and Standard.; • Listening to the wants and needs of our employees to ensure we provide wellbeing support that is valued by all.; ; Capita's Wellbeing Hub serves as a central place for employees to access advice, support, and information to manage their wellbeing effectively. It includes resources to support physical, financial, mental, and social wellbeing, such as Time to Change training, financial wellbeing apps, emotional resilience tools, and guidance for team managers on supporting employees. We also provide an Employee Assistance Programme, offering independent services including counselling and practical advice on personal or work matters.; ; Capita's approach to wellbeing is holistic, encompassing not just the workplace but also the wider community, ensuring that social value is embedded in every aspect of our operations.

Pricing

• Price: £20,000 a licence a year
• Discount for educational organisations: Yes
• 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 engagewithus@capita.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.