Staff Absence Management Limited

SAMpeople

Developed by education HR specialists, SAMpeople is a complete HR system for schools and trusts, helping you manage casework, performance, development, absence and compliance. Reducing time and duplication with a contract builder, links to school data systems and an employee portal for signing contracts and requesting leave.

Features

• Store historical contracts and multi-working patterns
• Build contracts of employment and track acceptance in employee portal
• Monitor and manage probationary periods, induction and performance improvement
• Build and track performance management objectives, record appraisals and activity
• Track attendance of training and upload certificates
• Manage and track HR cases (e.g Disciplinary, complaints, capability, grievance)
• Full employee portal, where staff see, read and sign documents
• Compliance tracker showing policy acceptance levels and expiry dates
• Request/track TOIL, annual leave, absence and TermTime+
• Filterable reporting suite

Benefits

• Bespoke system for schools and trusts built by HR specialists
• Developed with schools and trusts to identify key process improvements
• HR tools to save you valuable time and streamline processes
• Links with existing school data systems to remove duplication
• Central management and overview of schools for Multi-Academy Trusts
• Employee portal accessible online anytime, anywhere, assisting a flexible workforce
• Incorporates leading staff absence management software SAM to reduce costs
• Model templates, policies and guides written by education HR specialists
• Dedicated account management and technical support team on hand
• Help centre with tutorials and guides accessible whenever you need

£2 to £2.50 a person a month

• Education pricing available

Service documents

• Pricing document

  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 enquiries@staffabsencemanagement.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

811811614211888

Contact

Kathryn Birch
01924 907319
enquiries@staffabsencemanagement.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Not that we are aware of.
• System requirements:
  • Modern internet browser access e.g. Chrome, Edge, Firefox
  • No Javascript restrictions
  • Accessibility in relation to firewalls

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: The team respond promptly to questions between 8:30am - 4:30pm, Monday to Friday. For more information please see the Service Definition Document
• 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: 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: Users can access the web chat via our website. They can free type their question. If the web chat is offline their message will be emailed directly to the appropriate member of staff.
• Web chat accessibility testing: N/A
• Onsite support: Onsite support
• Support levels: We provide onsite demonstrations and onsite training for schools and Multi-Academy Trusts within Yorkshire. For those who are not based in Yorkshire we offer remote training and onsite for an additional fee. There are exceptions to this rule where required. Online tutorials and guides are also available free to all clients and webinars are also hosted. Setup is charged as a one-off fee and is broken down according to the size of school (based on staff numbers). The support team are freely available to all clients.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: - Set-up of current and historical school data - school; details/users/calendar/terms.; - Importing current and historical employee information and absence; data.; - Configuration of triggers and absence types; - Set up of MIS Link if required ; - Import of contracts and documents ; - Technical support (Includes Helpdesk, Online Guides,; Webinars); - Remote training included, on-site training is available at an additional cost.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats: Video
• End-of-contract data extraction: Data reports can be extracted at any time. Case notes can be printed and saved as pdfs. With the MIS write back, data would write back into SIMS. When a contract is terminated all client data will be deleted from our systems in line with our retention policy. We recommend that you keep copies of any documents needed. At the expiry or termination of the licence the client may request all data held by SAM or SAMpeople no later than 6 months from this date. Beyond this date all data will be destroyed as specified in our terms and conditions.
• End-of-contract process: The Customer is required to pay all licence fees due for the entire Initial Term. At the end of the Initial Term, the Agreement shall automatically renew for successive one (1) year terms (“Renewed Term”) at SAMpeople’s then current pricing for the respective software service, unless either party provides written notice of termination at least 90 days in advance of the end date of the Initial Term or the applicable Renewed Term. If the Customer does not confirm in writing that it wishes the Agreement to end, the Agreement shall renew and the Customer shall be responsible for payment of the licence fees in full for the Renewed Term.; ; If the Customer cancels or reschedules delivery of any Service that involves attendance by representatives of Staff Absence Management Ltd at the Customer’s premises without giving 7 days prior written notice, Staff Absence Management Ltd reserves the right to charge for such Service in full.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: It is a responsive website and therefore, renders differently by the browser for mobile.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: We use freshdesk to create a service portal where the customer can access support materials, log and track tickets securely.
• Accessibility standards: None or don’t know
• Description of accessibility: They register for the portal to access the help centre and also log tickets
• Accessibility testing: None at present
• API: No
• Customisation available: Yes
• Description of customisation: - Customisable triggers, which the SAMpeople team or client can setup; ; - Defined level of access for users, which the SAMpeople team or client can setup; ; - Choose whether to add the MIS integration; ; - Client can create and colour code progress tags; ; - Customisable sickness categories; ; - Customisable departments; ; - Import personalised letters and documents for mail-merging; ; - Customisable performance management activities including customisable RAG ratings; ; - Customisable CPD and learning activities; ; - Customisable tags to track HR casework; ; - Bespoke user permissions across the platform; ; - Employment contract builder using own contact templates

Scaling

• Independence of resources: Independent Server with large capacity. Utilise Azure platform with quicker access and increased monitoring facilities. Services are hosted in the cloud and configured with Autoscale.

Analytics

• Service usage metrics: Yes
• Metrics types: Dashboards show usage
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: None

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: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: No
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Reports can be downloaded at any time. Case notes can be saved and printed as pdfs. Dashboards can be exported to excel and printed. If the user has the MIS write back, data is written back to SIMS overnight.
• Data export formats: Other
• Other data export formats:
  • PDF
  • Excel
• Data import formats: CSV

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: The Licenced Service will be provided through a centrally hosted system from data centre(s) within the UK, chosen by Staff Absence Management Ltd, that provides for application performance consistent with what is reasonable for similar Licensed Services and their typical use. Staff Absence Management Ltd will use reasonable endeavours to ensure that the Licensed Service is operating in accordance with its respective agreements. Staff Absence Management Ltd does not however warrant that the specific response time or performance benchmarks of any kind will be guaranteed for the Licensed Service. Staff Absence Management Ltd will use reasonable endeavours to actively monitor network performance, and make or recommend alterations to improve such performance as it becomes necessary.; ; Staff Absence Management Ltd agrees that when it becomes necessary to take the Licensed Service out of service for repair or maintenance, Staff Absence Management Ltd will use reasonable endeavours to notify the Customer of this service outage at least one (1) calendar week in advance, save that in emergency situations, when the Licensed Service needs to be taken out of service for immediate repair, such advance notice may not be possible.
• Approach to resilience: Available on request; We host in two locations, so if there is a failure the service will transfer to the second site.
• Outage reporting: Email Alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: Clients have individual login details and can set levels of user access.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor 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: Between 1 month and 6 months
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: Between 1 month and 6 months
• How long system logs are stored for: Between 1 month and 6 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: British Assessment Bureau
• ISO/IEC 27001 accreditation date: 26/01/2022
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• 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: SAM has the following processes in place in relation to information security management in line with our ISMS certified to ISO27001:2017. It is a requirement of all staff within SAM to read and sign to confirm they understand the personal obligations in regards to data management. We also have the following policies in place to keep data secure. Privacy Policy, Data Protection Policy, Statement of Compliance, Terms and Conditions, Disaster Recovery Plan, Breach Reporting Procedures, Data Retention Policy, Subject Access Management Procedures, Information Security Policy and Data Handling Procedure.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Agile development process which documents change. Devops is used to record. Constant development, user groups, web application providing facility for quick updates. All changes would be consulted and tested.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Server vulnerabilities are monitored and updates deployed. Azure where our server is hosted would inform us of any potential threats and they would deploy updates on our behalf for quick response.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Our server is not publically available and is monitored by a third party. If any compromise is found, it is quickly escalated to the Leadership Team and Data Protection Officer. Any action would then sought to be taken within 72 hours.
• Incident management type: Supplier-defined controls
• Incident management approach: We use our own service desk to report any incidents and then they are tracked in the Dev Ops system.

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

  N/A
• Covid-19 recovery:

  Covid-19 recovery

  N/A
• Tackling economic inequality:

  Tackling economic inequality

  N/A
• Equal opportunity:

  Equal opportunity

  SAMpeople provides the opportunity for clients to collate and maintain an accurate database of equality monitoring information and KPIs. Providing the opportunity to carry out effective assessments of their equality monitoring duties in the public sector, create high-level KPIs and carry out targeted recruitment to immediately address any gaps in their workforce equality.
• Wellbeing:

  Wellbeing

  Our software supports the improvement of wellbeing due to the monitoring of absence trends, wellbeing checks and return to work documentation. This is complemented by the fact that clients can also purchase an EAP for clients as well and log this on the system. We take the same approach with our staff here, using SAM, supplied EAP, Medical benefit scheme and wellbeing focused days.

Pricing

• Price: £2 to £2.50 a person a month
• Discount for educational organisations: Yes
• Free trial available: No

Service documents

• Pricing document

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