Ultan Technologies

Training Platform - Employee Inductions & Training Records Register Software

Safeguard your workforce's safety and compliance with our Training Register. Effortlessly manage personnel records, track training courses, and certificates with expiry dates. Generate comprehensive reports for enhanced safety and regulatory compliance. Enjoy beautifully designed PDF outputs and dashboards highlighting expiring certifications at a glance.

Features

• Mobile Form Filling: Convenient on smartphones/tablets, online/offline.
• Training Needs Identification: Easily pinpoint areas needing training for compliance.
• Conditional Fields: Simplify form filling with dynamic field display.
• Builders: Easily create and update forms, workflows, reports, dashboards.
• Automated Review Dates: Manage record reviews effortlessly.
• Filter Options: Sort records by various criteria for efficient management.
• Drillable Dashboards: Interactive graphs and charts for detailed analysis.
• Unified Document Compilation: Combine documents & photos into comprehensive PDFs.
• Documentation Storage: Store all training certificates and documents securely.
• API Integration: Seamlessly integrate with CRM, SharePoint, existing HR systems.

Benefits

• Enhanced Visibility: Clear insight into people's competence and compliance.
• Simplified Planning: Easy training needs and budget planning.
• Trend Identification: Quickly spot trends and gaps for improvement.
• Automated Reminders: Receive timely notifications for training and health checks.
• Comprehensive Tool: All-in-one training management solution.
• User-Friendly: Intuitive interface for quick data entry.
• Bulk Record Addition: Efficiently add multiple records and employees.
• Compliance Demonstration: Easily prove compliance to stakeholders and authorities.
• Time Saving: Simplify training management and reduce administrative burden.
• Environmental Impact: Helps ESG, reduce paper, travel-less, support sustainability.

£2 to £30 a user a month

• Education pricing available
• Free trial 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 cathal.brady@ultantechnologies.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

816763965052393

Contact

Cathal Brady
+35312530680
cathal.brady@ultantechnologies.com

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: Available Modules: HSE, EHS, HSS, Quality Assurance, Environmental, ESG, Incident and Accident Reporting, Risk Assessments, Audits, Action Management, Vehicle/Plant Checks, Training Records, Housing and Facilities mgt, more.; ; As a field-based reporting solution mWorkerCIS was designed to integrate with common ERP, CRM, Housing (NEC), file-storage solutions. Our APIs enable any integration.
• Cloud deployment model:
  • Public cloud
  • Private cloud
  • Hybrid cloud
• Service constraints: There are no major limitations or constraints that the buyer should know about. mWorkerCIS will work with all modern iOS and Android smartphones and tablets.; ; Tested Android version: 12+; - Device requirements:; - CPU 1 x 1.2 GHz +; - RAM 1 GB +; - Storage 2GB+; ; Tested iOS version: 13+; Tested devices: ; - iPad 2+; - iPhone 8+; ; Other devices/versions can be used but they are not actively tested currently. If an additional device/version/browser combination is required, please let us know and we can carry out an investigation as to whether the system will execute flawlessly on it.
• System requirements:
  • Tested Android version: 12+. This is reviewed regularly.
  • Tested iOS version: 13+. This is reviewed regularly.
  • Any modern browser for our web application.

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Phone and email support operates at Mon-Fri, 9:-00-17:00. The system is automatically monitored on the weekend with alters sent to support if a problem occurs.; ; A user can log a support request at any time day or night (24/7) using email, phone or the client portal. When a support ticket is logged outside of regular availability hours, it will be picked up and acted on by the support team as soon as the service desk resumes. ; ; Depending on severity ranked Level 1-4 the client should expect an initial response within 1-4 hours.; ; Alternative support hours can be catered for.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 AA or EN 301 549
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Yes, at an extra cost
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: WCAG 2.1 AA or EN 301 549
• Web chat accessibility testing: Testing has been carried out by our ticketing system partners - Zendesk. See https://www.zendesk.com/company/policies-procedures/accessibility/.
• Onsite support: Yes, at extra cost
• Support levels: Ultan Technologies provides System Admin, level 1, level 2 and level 3 support. Annual subscription pricing includes hosting, system upgrades, phone and email support as well as constant improvements and configuration support. Telephone and email support are available to all system users. Ultan Tech provides all clients with Technical, Engineering and Sales Account Managers. ; ; Included under training - end user training, trainer-the-trainer and system support personnel and provision of relevant documentation, e.g. user manuals, system admin guides, troubleshooting guides, training presentations, etc.; ; Support requirements are tailored to the clients' project needs. Day rates:; ; Training & Implementation - £400-£900 per day. ; Design & Configuration - £400-£900 per day.; ; See pricing document for full details of pricing.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Effective training is important for users, offered through in-person and online sessions along with user guides. Training varies based on users' tasks and technical proficiency with devices. Simply filling in forms is straightforward and a user guide suffices for this but training can still be provided if required. Multimedia presentations and live demonstrations cover system navigation, data input, and administrative tasks.; ; Admins receive a train-the-trainer approach, enabling them to train new users. This methodology fosters a deep understanding of training methodologies and processes. Trainers utilize screen-sharing tools like MS Teams, Zoom, and Google Meets. Additionally, screencast demo videos offer comprehensive guidance and serve as quick references.; ; Ultan Technologies provides customised support documentation, including importing and other job creation methods, job assignment using the various methods, form completion guides, dashboards and reporting, system admin manuals, and tailored resources. These resources, such as training presentations, recordings, and a knowledge base, are tailored to the organisation's specific needs, ensuring effective implementation and ongoing support.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: At any point, all data is exportable in various formats.; ; Data can be extracted from mWorkerCIS in a number of ways, including:; ● Printing reports; ● Pulling/pushing data through an API; ● Pushing data through automatic reports (email for example); ● Exporting forms to PDF, Excel, CSV and more; ● Exporting dashboard data to PDF, Excel, CSV and more; ; At end of contract we can provide customers with a full database extract of their data.
• End-of-contract process: During the contract, all data is the property of the client and can be downloaded by the client at any point. At the end of the contract, all data will be subject to an agreed retention policy. ; ; Evidence of the data having been deleted can be provided if required.; ; There is no additional cost for contract end services.

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:
  • Android
  • IOS
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: MWorkerCIS prioritises mobile functionality for field data capture, offering offline access. There is every data collection type for example; text, numbers, dates, searchable drop-down and asset menus, radio buttons, checkboxes, RAG rating, sliders, signatures, photos, documents, videos, voice recordings, action buttons (inc. Send email, retrieve some data using API, etc.). There are options of mandatory, validation, and conditional fields. There are also grids for multiple data entries of the same fields, and much more!; ; Additionally, the web portal supports desktop form filling, admin tasks, and reporting. Users can also build forms, reports, and dashboards as needed.
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: There are a number of service interfaces:; 1) Web App - a web app that allows users with appropriate permissions to ; a) customise form type, workflows, dashboards and reports; b) review all data that has been submitted; c) fill forms; d) review forms and audits; e) assign tasks; f) use dashboards for reporting; e) generate various reports; g) import tasks, data items, assets, etc.; ; and much more; ; 2) Mobile app - an app on Android and iOS devices that users with appropriate permissions use to review the tasks assigned to them, get directions to them, complete forms, and more.
• Accessibility standards: None or don’t know
• Description of accessibility: It is accessible on all standard browsers and the device types listed in the service definition document. We are continuously updating our interfaces to meet and exceed these standards. Our goal is not only to meet the industry standard, WCAG 2.1 AA, but to go beyond it wherever possible.
• Accessibility testing: There has been no formal testing. Users of assistive technology are currently using our system successfully.
• API: Yes
• What users can and can't do using the API: From its infancy mWorkerCIS was designed with integration in mind, a large proportion of our customer base successfully use our APIs to push/pull information to and from CRMs (e.g. Dynamics CRM, SalesForce, SugarCRM, ZohoCRM), databases, ERP tools, Housing Management systems (e.g NEC Housing Software), SharePoint storage or bespoke software systems. ; ; mWorkerCIS has an established API for integration with other systems. Examples of the APIs include; ; Login: ; /Home/APILogin; ; Create a job: ; - /api/Job/CreateJob; ; Create multiple jobs: ; - Get a template file: /api/job/Get; - ImportTemplate: Use Excel file to create jobs /api/Job/ImportJobs; ; Get a list of jobs: ; - Without submitted data: /api/Job/GetDisplayJobs; ; With submitted data: ; - /api/Job/GetActualJobsWithData; ; Get a job: ; - Without submitted data: /api/Job/GetJob/{jobId} ; - With submitted data: /api/JobForm/GetJobData/{jobId}; ; Get a file attached to a job: ; - /api/Content/GetJobFile; ; We have several case studies where companies are not using our admin portal for anything - all jobs are pulled from other systems using our APIs and completed forms are pushed in the same way.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Admin users can create, delete, change and enhance the forms, dashboards, reports and workflows. Once an existing element is edited and published, operational users will see the new or edited version immediately.; ; Scoring systems for forms can be completely changed to suit the customers' needs; ; With our drag-and-drop tools, users can easily add/remove/edit the fields on an existing form template or create a new one from scratch. Such templates can then have a workflow built around them. Our form building tool eliminates the need for expensive and time-consuming development.; ; The reports and dashboards can also be custom created by the clients' admin users. Displays such as charts (bar, pie, treemaps, sparklines, doughnut, etc.), gauges, pivot tables, maps and more to allow users to configure reporting, showing the statistics they desire engagingly.; ; mWorkerCIS allows for custom user types to be configured depending on the clients' preferences. Allowing access to be limited to exactly what the roles needs.; ; Integration through APIs also allows for extensive customisation.

Scaling

• Independence of resources: 1) We can provide private cloud hosting; 2) We have the ability to automatically increase the power, memory and number of servers available to deal with unusual loads

Analytics

• Service usage metrics: Yes
• Metrics types: The system offers comprehensive auditing and tracking capabilities, including login activity and usage metrics. mWorkerCIS provides insights such as user activity, account status changes, login volumes, and system data modifications. Administrators can access Audit Trail Reports to monitor changes, while users track downloads, additions, and edits, with detailed API-integrated data updates.
• Reporting types:
  • API access
  • 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: 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: Yes
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
• 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: Any data from the system or specific forms, reports and dashboards can be configured to be exported in both tabular and graphical format. Data can also be downloaded and printed by the user in various methods and formats (Excel, PDF, Word, CSV, etc.).; ; Forms can even be sent via a set of predefined automated triggers or downloaded and sent to the required persons.; ; APIs can be used to extract data in other formats.
• Data export formats:
  • CSV
  • ODF
  • Other
• Other data export formats:
  • PDF
  • XLS
  • XLSX
  • RTF
  • DOCX
  • MHT
  • HTML
  • Text
  • Image
• Data import formats:
  • CSV
  • ODF
  • Other
• Other data import formats:
  • Excel
  • Via an API integration
  • Any document can be attached to forms
  • CSV
  • PDF or Word Doc Scanning (Requires Configuration per doc template)
  • Converters can be easily configured for most formats

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: 99% up-time guaranteed outside of maintenance windows.; ; Users are refunded for any time that the system is not available. This has not happened to date.
• Approach to resilience: This is available on request. Our data centre is Amazon's AWS.
• Outage reporting: There are email alerts.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password
  • Other
• Other user authentication: 2-factor authentication will be possible shortly
• Access restrictions in management interfaces and support channels: Access to the management interface is restricted through authentication in the first place and then through roles. Multiple roles can be defined and each role can have different sets of functionality assigned.; ; Access to the support channels is restricted through authentication.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • 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: 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: User-defined

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: CDL
• ISO/IEC 27001 accreditation date: 2020
• What the ISO/IEC 27001 doesn’t cover: We are fully certified. Renewed in 2024
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: Commodo
• PCI DSS accreditation date: 2018
• What the PCI DSS doesn’t cover: Storing card details.
• 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: The Board of Directors (“the Board”) is ultimately accountable for corporate governance as a whole. The management and control of information security risks is an integral part of corporate governance. In practice, however, the Board explicitly delegates executive responsibilities for most governance matters to the Executive Directors, led by the Chief Executive Officer (CEO).; ; The Executive Directors give overall strategic direction by approving and mandating the information security principles and axioms but delegate operational responsibilities for physical and information security to the Security Committee (SC) chaired by the Information Security Manager (ISM). ; ; We have a set of security policies that are available on request. These are certified as part of our ISO27001 certification process.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Our change management processes gather product change requests from clients, from internal stakeholders and from the results of various security checks that are carried out regularly.; ; Each quarter, these change requests are prioritised and gathered into releasable packages. Any change that can impact security is escalated to the Security Committee who agree appropriate tests.; ; Development is carried out to implement the changes.; ; All development is subject to manual and automated tests, some of which include testing for security vulnerabilities.; ; Emergency change requests are treated in the same way.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Various internal and external regular security checks are carried out on a defined schedule.; Each threat identified is highlighted to the Security Committee which decides on when a patch is required - we can deploy them extremely quickly if necessary.; Information on potential threads is obtained from third party providers and from our own security experts.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Potential compromises are identified through automated analysis of our systems - activities, log files, memory usage, cpu usage, etc.; ; Potential compromises are addressed immediately with our Security Committee as described in earlier responses.; ; We respond immediately on the day of the incident.
• Incident management type: Supplier-defined controls
• Incident management approach: We have run-books that cater for any common events - they are processes detailing how to deal with each of them.; ; Users report incidents through our standard ticketing systems - through email, telephone or through the client portal.; ; Incident reports are provided through emails and our client portal.

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

  Ultan Technologies' software plays a crucial role in reducing carbon emissions across 85,000 buildings managed by 4,000 organizations, aiding Ireland in reaching its national carbon reduction goals. The platform achieves a 30% efficiency improvement, saving around 200,000 tonnes of CO2 annually. This results in approximately £60 million in energy savings for the public sector, promoting environmental responsibility.; ; Looking ahead, the platform aims to help organisations meet a target of a 51% reduction by 2030. Predictive analytics suggest that Ultan Technologies' software could prevent over 300,000 tonnes of CO2 emissions annually, with financial savings potentially reaching up to £90 million each year.; ; This platform continues to be used by thousands of organisations on a daily basis to identify opportunities for saving emissions and becoming more energy efficient. Organisations also use it to conserve water.; ; Our Social Value Method Statement has more detail on our efforts in this regard. We would be willing to work with all clients to discuss ways in which this expertise can be used to assist their employees, clients and other stakeholders.

  Covid-19 recovery

  Our flexible working model has been implemented across our workforce of 30 employees, reducing the need for commuting by 60%, which in turn has diminished our carbon footprint and contributed to employee well-being. This approach is projected to save around 94,000 commuting miles per year, equating to a reduction of 40 tonnes of CO2 annually. Additionally, by supporting remote working, we have helped maintain operational continuity during the pandemic, with an estimated value of increased productivity worth £500,000 in saved downtime.; ; These approaches to our working methods were put in place during and after Covid-19 and we continue to adjust them to suit our ongoing needs. We have proven ourselves to be resilient to events like this, and after a period of reduced activity due to Covid 19, we have come back stronger than ever.; ; Our Social Value Method Statement has more detail on our efforts in this regard and we are willing to work with our clients in order to help them achieve similar targets.

  Tackling economic inequality

  Through partnerships with women's return-to-work organisations, Ultan Technologies has recruited 6 employees, effectively adding £300,000 annually to the local economy based on average salary scales. Moreover, our commitment to employing 25% of our workforce from these programs not only supports gender equality but also boosts local economic activity through increased spending and economic participation.; ; We are continuing our partnerships with these programmes and expect to get at least 25% of future hires through them.; ; Our Social Value Method Statement has more detail on our efforts in this regard and we are willing to discuss with all clients, ways in which we can work together to achieve proportionate targets in projects that we work on together.

  Equal opportunity

  Our commitment to diversity is evident as we maintain a workforce with 50% female and 50% immigrant employees. This diverse staffing strategy has resulted in innovative product development and a 20% increase in client satisfaction scores, directly linked to diverse perspectives in team dynamics. The social value here, beyond compliance with equal opportunity, is reflected in a more inclusive technology sector and the promotion of multicultural integration, with an estimated social cohesion value of £200,000 annually through community engagement and CSR initiatives.; ; We continue to monitor our numbers in this regard and we intend to keep the percentages as high as possible as we grow.; ; Our Social Value Method Statement has more detail on our efforts in this regard.

  Wellbeing

  The implementation of our flexible work policy has led to a 30% reduction in reported stress and a 25% increase in overall job satisfaction among our employees. By enhancing well-being, we've observed a 15% increase in productivity, which translates into an additional £200,000 in annual revenue. Moreover, the health benefits correlate with lower healthcare costs, estimated to save approximately £50,000 per year in reduced absenteeism and healthcare claims. It has also resulted in a very stable workforce - it is over two years since someone left our organisation.; ; By quantifying the social value delivered through these initiatives, Ultan Technologies not only demonstrates its commitment to impactful outcomes but also provides a clear and measurable benefit that aligns with governmental expectations for contract performance. This comprehensive approach ensures that the social value is not only envisioned but also delivered in measurable terms, making a strong case for Ultan Technologies' alignment with PPN guidelines.; ; Our flexible working policy is in constant review - we are always looking for ways to improve it so that our employees enjoy their work life.

Pricing

• Price: £2 to £30 a user a month
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: On occasion, Ultan Technologies will work with prospective clients to make a free trial available. ; ; The free trial includes all features, functions, support, maintenance and hoasting that an existing paying customer would experience. ; ; Free trails are limited to an agreed amount of time, e.g. two months.
• Link to free trial: http://ultantechnologies.com/book-a-demo/

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 cathal.brady@ultantechnologies.com. Tell them what format you need. It will help if you say what assistive technology you use.