Codec DSS LTD

Grant and Grants Management

Efficiently assess grant applications and manage finances. Automated workflows, ensures financial and regulatory compliance, tracks budgets, and simplifies reporting, provides a centralised platform for end-to-end grant administration. Streamlines the grant lifecycle, from application to financial oversight and impact assessment and reduces fraud and fraudulent applications.

Features

• Safe and secure microsoft trusted Azure cloud services
• Security aligned with role based access controls RBACS
• Microsoft Azure Disaster Recovery
• Define your own Circumstances and Award rules
• Workflow and automation across all service functions
• Integration to ERP and Finance systems
• Back-end lightweight ERP and Finance solution

Benefits

• Consistent data model for Government Services
• Integration to back office systems via rich API
• Award and payment letter generation
• Compliance management delivered by design
• Compliance to regulation and statutory requirements
• Microsoft Gold Certified
• Business Applications Solution Designation
• Microsoft Advanced Specialism

£350 to £1,450 a device a day

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 UKTenders@codecsystems.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

816216360619895

Contact

Martin Daly
+447776152578
UKTenders@codecsystems.co.uk

Planning

• Planning service: Yes
• How the planning service works: Codec minimise risk through our Accelerated Value Realisation project methodology. Proven on CrossRail2 and other complex UK public sector projects, this hybrid lean-agile methodology has four distinct attributes:; - Certainty; - Acceleration; - Engagement ; - Value realisation; ; Better user adoption comes from progressively building knowledge of the system, reducing user resistance. Clients gain certainty of timing and costs throughout as AVR delivers value early, with maximum flexibility of project priorities and minimal risk.; ; Blending agile and lean best practices, continuous learning cycles are tailored for each environment. Incorporating a set of field-tested best practices combined with project disciplines, our incremental development process and user-friendly tools enable deployment, migration, configuration and upgrade of solutions. ; ; Benefits as opposed to conventional approaches include:; - Accelerated time-to-market; - Increased implementation transparency and visibility; - Reduced risk and costs from testing early (and often); - Improved ability to address unclear or evolving requirements; - Improved collaboration through alignment of resources including management, operations, IT, and Codec’s team; - Immediate use of the product ; - Improved scalability ; - Unexpected changes such as legislative requirements more easily accommodated; ; Our planning reduces long development cycles and often high development and production costs, helping drive continuous innovation and improvement.
• Planning service works with specific services: No

Training

• Training service provided: Yes
• How the training service works: Approach. A comprehensive focus on design of training to meet needs of each organisation. With onsite and remote delivery to the full user community, a needs assessment ensures the Training Plan is tailored to:; - capture business objectives; - document key requirements and pain points ; - identify challenges; - outline types of training and schedule required for various roles and stakeholders; Documentation includes: Training Manuals and Guides, Frequently Asked Questions and Quick Reference Guides (cheat sheets).; ; Additional training and knowledge transfer activities include:; - ‘Train the Trainer’ approach, engages with super users to promote the system, project goals and ongoing knowledge transfer. Hands-on training in a “lab” environment is most effective and gives users confidence to explore further on their own. ; - Administration focus. Codec delivers official Microsoft courses. We tailor the training to ensure staff can take ownership of basic administration tasks, including user management and backups.; - Remote Training has been successfully practiced at Codec for several years using best in class tools and techniques. ; - Knowledge Transfer is ensured during a four-week hyper-care period, with floorwalking and users clinics. Video tutorials are provided as a self-learning facility for portal users.
• Training is tied to specific services: No

Setup and migration

• Setup or migration service available: Yes
• How the setup or migration service works: Best practice aligned.; Our migration solution which includes a comprehensive implementation and adoption roadmap is tailored for each environment. As well as public or hybrid cloud, we align to the Microsoft Cloud Adoption Framework which incorporates Azure best practices. ; ; Approach. ; Our structured methodology reduces the risk and complexity of onboarding a cloud solution by aligning the project lifecycle with Design, Plan, Build, Test, Migrate and Implement phases. This follows a ‘Cloud Readiness’ assessment of business and technical requirements, including existing platforms or estate, which is then considered in the design of a cloud architecture, optimised for your needs. ; The assessment also includes current on-premise or cloud software and analysis of existing integrations or bespoke code. ; Once the cloud infrastructure has been deployed, we manage migration of existing servers, applications and data into the new cloud environment. ; ; Optimisation .; Because cloud is agile by nature, your platform and services will continually evolve. By undertaking periodic architectural and operational reviews, Codec make sure that the platform is still configured to provide the best return on investment. This approach helps ensure that the cloud deployment goes right first time and minimises risk to the project and the organisation.
• Setup or migration service is for specific cloud services: No

Quality assurance and performance testing

• Quality assurance and performance testing service: Yes
• How the quality assurance and performance testing works: We have the accreditations, capabilities and procedures to deliver solutions to the highest quality standards. ; ; - Assurance. Our quality plan encompasses all aspects of delivery and is systematically built into our approach, it describes how quality is managed throughout the project lifecycle. This includes checks against best practice and using automated testing tools to validate configuration, customisation and performance. ; ; - Tailored Approach. Many organisations already have a standardised quality system which is considered by our team as we agree an appropriate quality approach for each project.; ; - Accreditations. ISO 20000-1:2011 is a customer-focused international standard that contains the IT Infrastructure Library (ITIL) best practices for IT service management. Achieved in 2017, Codec was evaluated across comprehensive requirements for planning, establishing, implementing, operating, monitoring, reviewing, maintaining and improving a service management system. ; ; You can expect us to maintain exceptional service quality, underpinned by numerous industry accreditations including ISO 9001:2015, 20000-1:2011, Cyber Essentials Standard Certification and Cyber Essentials plus Standard Certification by accrediting body Certification Europe.

Security testing

• Security services: No

Ongoing support

• Ongoing support service: Yes
• Types of service supported:
  • Buyer hosting or software
  • Hosting or software provided by your organisation
  • Hosting or software provided by a third-party organisation
• How the support service works: Codec provides ITIL aligned support services validated within our ISO 20000 certification. Support is aligned with evolving customer needs, so you don’t need to worry about your business being disrupted by technological failures. ; ; SLAs detail contracted support and how performance is measured. Extensive dashboard reports are provided and discussed at regular performance review meetings. Key elements of our services are summarised as:; - Easy access to local people with knowledge of your business and technology; - Comprehensive performance tracking and reporting; - Escalation process ; ; Our Autotask interface records and tracks all cases logged. Customers receive a case reference number automatically via e-mail. Customers receive regular updates and reports can be provided on a daily, weekly, monthly or quarterly basis. Contact options include:; - Telephone: From 8:00am to 6:00pm, Monday to Friday via a Local UK phone number; - Out of hours on-call service for P1 issues ; - Portal: 24x7 web-based incident logging directly to the service desk via Autotask; - E-mail: All emails sent to the service desk, are automatically logged; ; Cases are closed with customer agreement. A final report is then issued, and details of the closed incident will continue to be available to view on the system.

Service scope

• Service constraints: Codec provides comprehensive service with availability onsite or working remotely, our approach emphasises training, user adoption and change management processes. Customers get implementation and integration services with particular expertise in Microsoft and Oracle product suites.; ; Our support team size and skill set is reviewed regularly to address possible constraints or changes in demand. We ensure services are tailored to suit clients and strive to remove constraints for our customers. ; ; Services include; Windows Server, Dynamics CRM/365, SharePoint, Active Directory, ADFS, Portals, SQL Server DBA (Database, Reporting Services, Integration Services), TFS, Antivirus, Exchange, IIS, Clustering & Load Balancing, Disaster recovery.

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Support is available 8.00am to 6.00pm Monday to Friday. 24-hour support is available for P1 issues. Response times depend on seriousness of issues and can be less than 1 hour on 24/7/365 basis, we customise support for each client including weekends if necessary. Mon-Fri times are typically as follows:; - P1 (Critical) Complete system failure, system ‘down’, urgent support required. 1 Hour; - P2 (High) Significant disruption to service or support required with high impact issue. 2-4 Hours ; - P3 (Medium) Software malfunction impacting non-critical functionality. 3-8 Hours; - P4 (Low) Routine advice, guidance request, minor/irritant functionality loss. 24-48 Hours
• 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
• Support levels: P1 – P4 (low to critical) levels of support are provided. Costs of support levels vary depending on SLAs which are tailored for each client; however our flat management structure and lean operating model helps us keep costs to a minimum and to pass saving onto clients.; ; Regular support from Customer Success Managers (CSM) is an additional service we provide. Like an ambassador, the CSM is assigned to clients once projects transition to support. They immerse themselves into client organisation to deepen Codec’s understanding of client operations and ensure relevant parts of Codec are appropriately aligned. ; ; Your CSM will spend regular time on your site to help resolve any issues and identify efficiency gains, as well as other opportunities which may be relevant from current and future Codec Labs innovation initiatives. ; ; Weekend times and after hours service can be tailored for each client. Out of hours access is facilitated by ‘Autotask’, a ticketing system that facilitates “self-service” web-based incident logging cases directly to the Codec Servicedesk 24/7. Email case logging is also available.; ; Interactions with our service desk are quick and easy, you can expect our team to have relevant product expertise and a keen interest in solving problems promptly.

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: Microsoft, Oracle

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Security Clearance (SC)

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Certification Europe
• ISO/IEC 27001 accreditation date: 30/08/2019
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: No

Social Value

• Social Value:

  Social Value

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

  Fighting climate change

  Codec has developed is rolling out a Carbon Management Plan. The strategy provides carefully identified carbon reduction targets for the future and defined actions to achieve the goals set by the organisation, which is to move towards NetZero by 2040. The Carbon Reduction Plan has specific KPIs across Scope 1, 2 and 3.; (i) Prevention or minimisation of waste: the following represents the core methods Codec deploys to prevent and minimise waste: ; a. Turn unused equipment off; b. Endorse a paperless office ; c. Source supplies locally to reduce carbon footprint in deliveries ; d. Filtered water is available thus less need for employees to purchase water in plastic bottles. ; e. Teleworking is encouraged where possible to minimise travel ; f. Volunteers every quarter take part in local beach clean-ups ; g. Implemented funding for employees to take part in a bike to work scheme; h. Recycling bins are available in all the offices for plastic and food waste recycling ; i. Employees are provided with a corporate eco-friendly water bottle that can be re-used ; j. Volunteers every quarter take part in local beach clean-ups and recycle all materials collected ; k. Business has recently changed all its light fitting to LEDs ; l. Employees are encouraged to turn off unused electronic equipment & remove power source from laptops when fully charged ; ; (ii) Tracking Green House Gas Emissions:; a. ISO14001 certification secured; b. Carbon-neutral remanufactured laptops ; c. 5 trees planted per contract awarded; d. Beehive established - circa 50 honey gift sets are sent to our customers annually

  Covid-19 recovery

  At Codec, we are committed to aiding the recovery from the COVID-19 pandemic by leveraging our expertise in IT solutions to support local communities, businesses, and individuals. Our strategy encompasses the following key activities aligned with the government’s objectives:; 1. Enhancing Employment Opportunities: We will create employment and retraining programs targeted at those unemployed due to COVID-19. Focusing on high-growth sectors such as cybersecurity, cloud computing, and data analytics, we will offer virtual training workshops and certification courses, enabling a swift transition into these burgeoning fields.; 2. Supporting Vulnerable Groups and Communities: Codec will deploy tailored IT solutions to assist those severely affected by the pandemic, including the elderly and shielded individuals. We will provide accessible digital platforms that enable remote social interactions and community support networks, helping to alleviate isolation and support mental well-being within communities we are working.; 3. Assisting Organisations in Transition: Recognising the need for businesses to adapt to new operational models post-pandemic, Codec will offer specialised services in digital transformation. This includes the implementation of efficient remote working systems, development of e-commerce platforms, and deployment of AI-driven analytics to optimise new working environments.; 4. Promoting Health and Well-being: We will collaborate with health organisations to develop systems that support both physical and mental health. Tools such as remote health monitoring and teletherapy sessions will be emphasised to reduce pressure on healthcare services and to support individuals in managing their health during recovery.; 5. Improving Workplace Safety: Codec will innovate solutions that facilitate effective social distancing and sustainable travel options for workplaces. This includes developing smart office systems that monitor and manage office capacities and air quality, and enhancing IT infrastructure to support robust, secure remote working.

  Tackling economic inequality

  We are committed to having a diverse workforce that is inclusive to attract/retain/develop people from all sections of society by employing clear EDI policies, mandatory training, and Employee Network Groups to address inequality. Current efforts to encourage diversity include:; • a recruitment process that welcomes candidates from all backgrounds and promotes a variety of working arrangements (Codec Attained Bronze Level with Diversity Mark accreditation in 2022).; • Balanced Workforce & Equal Pay; • Increased female ratio: we have a male:female ratio of 60:40; • We ensure there is No wage discrimination policy for women; • Codec has its own internal “fair and equal pay policy” that is written into all its employment contracts.; • Flexible Working Arrangements; • Codec is committed to regularly conducting appropriate checks with our suppliers, to ensure that the way in which we work does not contribute to the use of illegal or unethical employment practices within our supply chain. ; ; We make these additional commitments: ; • Conduct a Workforce Audit: we will regularly perform comprehensive audits to assess diversity and identify disparities in pay, representation, and progression opportunities on this contract. ; • Industry Benchmarking: Compare our organisation's diversity and inclusion metrics against industry standards to identify areas for improvement.; • Diversity and Inclusion Training: Offer regular training for all employees, including leadership, to foster an inclusive culture and reduce unconscious bias in hiring, promotions, and daily interactions. ; • Establish Diversity Recruitment Goals: Set specific, measurable targets for improving the representation of underrepresented groups within our workforce.; • Mentorship and Sponsorship Programmes: Create opportunities for underrepresented employees to be mentored by senior leaders within Codec; • Skills Development and Training: Invest in training and upskilling programs, especially for employees from disadvantaged backgrounds; • Audit supplier employment practices to ensure equality in employment, skills, and pay.

  Equal opportunity

  We are committed to having a diverse workforce that is inclusive to attract/retain/develop people from all sections of society by employing clear EDI policies, mandatory training, and Employee Network Groups to address inequality. Efforts to encourage diversity include a recruitment process that welcomes candidates from all backgrounds and promotes a variety of working arrangements.; ; Fair Work Practices: The following Fair Work Practices are deployed: ; • Industry leaders in wage levels; • No use of agency staff where possible ; • Fair contracts/Stability of employment; o No zero-hour contracts; o Health insurance ; o Minimum 22 holiday leave days (plus Bank Holidays); o All bank holidays; o No weekend work is required; o Flexible working encouraged, reducing stress levels; o Working from home facilitated and encouraged ; o Travel expenses paid at higher that industry averages ; • Diverse workforce: Codec Attained Bronze Level with Diversity Mark accreditation in 2022.; • Balanced Workforce & Equal Pay: We are an equal opportunities employer and do not discriminate on age, gender, religion or belief, race, sexual orientation and disability. With over 300 full-time employees, we have a male:female ratio of 60:40, which is far larger than the tech industry average of 74:26. We are aiming to bring this to 50:50 over the next 5 years. ; • We ensure there is No wage discrimination for women; • Codec has its own internal “fair and equal pay policy” that is written into all its employment contracts.

  Wellbeing

  Codec is committed to supporting health and wellbeing within its contract workforce and provides a comprehensive range of measures/benefits to support this including the creation of an annual Wellbeing Plan, our dedicated Wellbeing intranet site and our Staff Ideas portal to allow staff to submit ideas for improving wellbeing.; ; Mental health - We implement all 6 standards of the Mental Health at Work commitment. Codec is committed to the core and enhanced Thriving at Work standards, ensuring transparency, providing clear signposting of our support services, improving our disclosure process, creating and publicising our reasonable adjustments policy and extending our support.; ; Physical Health - Our measures include providing flexible and home working, encouraging staff to make use of our office spaces as and when it suits the work they are doing. As part of our ongoing office refurbishments, we are implementing infrastructure to support the physical health of our staff. ; ; During delivery projects, we will:; ; • Ensure all managers on the project are trained in Wellbeing conversations. ; • Appoint Wellbeing leads for each team; • Arrange regular active/outdoor ‘team’ social events, supporting our flexible working practices.; • Promote health/wellbeing volunteering within our team; • Anonymous quarterly staff engagement survey to identify health/wellbeing issues ; • Seek applications for our Bike to Work Programme where we fund 40% of the cost of a new bicycle. ; • Participate annually in the Belfast Marathon Relay Team ; • Reduce social isolation and associated health risks by including social contact as a valued outcome

Pricing

• Price: £350 to £1,450 a device a day
• Discount for educational organisations: 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 UKTenders@codecsystems.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.