SPHERA SOLUTIONS UK LIMITED

SpheraCloud Health & Safety Management

Sphera’s Health & Safety Management solution is a fully integrated, enterprise wide solution to reduce the likelihood of disasters and operational losses. Our advanced tools help you build workflows to capture, track, investigate, report and analyze Health & Safety information, control operational risks, improve performance and implement corrective actions.

Features

• Report incidents, near-misses and hazards from any device
• Automate audit planning, scheduling and alerts
• Define workflows for maintenance, emergency and change management types
• Upload, publish and distribute documents in a customizable workflow
• Plan course logistics, notify participants, monitor attendance, automate feedback
• Standardize risk assessments so you can compare sites and divisions
• Manage statements of work, schedules, permits to work and contracts
• Collect data via template based questionnaires for corporate reporting
• Centralized action management across all capabilities
• Comprehensive reporting, data visualization and analytics

Benefits

• Quickly understand and respond to incidents
• Reduce documentation and inaccuracies with a centralized repository
• Ensure that all stakeholders are engaged in change management
• Comply efficiently with regulatory requirements, guidelines and reporting
• Manage training with tools to identify gaps and expirations
• Manage hazards centrally to ensure adequate controls
• Manage contractors, ensure compliance with safety practices and reduce risk
• Automate notifications to ensure on-time and accurate standardized data reporting
• Centralize and standardize data to improve reporting and business insights
• Standard configurations based on industry best practices to maximize value

£31,000 a unit 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 jsinkinson@sphera.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

826815850697760

Contact

James Sinkinson
447557539514
jsinkinson@sphera.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: None
• System requirements:
  • Browser including Edge or Chrome
  • Access to the Internet

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: 24 hour support, 7 days per week. ; Telephone: 85% immediate contact with a Customer Care Representative. ; Voicemail: Return call within 1 business hour.; Web: Assigned to Customer Care Representative within 1 business hour.; E-mail: Assigned to Customer Care Representative within 1 business hour.
• 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: 24 hours, 7 days a week
• Web chat support: Web chat
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: None or don’t know
• How the web chat support is accessible: Webchat accessible via Sphera Customer Network (SCN) Online Self-Service portal as well as on the login screen for the SpheraCloud platform.
• Web chat accessibility testing: None
• Onsite support: Yes, at extra cost
• Support levels: Customer Care provides assistance following software; implementation and user training. The Customer Care; team’s role is to provide responsive assistance by; answering questions or helping troubleshoot any; Production software issues that may arise.; ; The Customer Care team does not perform; implementation or software upgrades,; enhancements, user training, or assistance with; modifications (customizations) of the software. These; functions are provided by our Sphera Professional; Services Team
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Sphera provides standard product configurations, user documentation and one-time setup and implementation services to onboard customers. Sphera also provides additional implementation support and training services for an extra fee.
• Service documentation: Yes
• Documentation formats: HTML
• End-of-contract data extraction: Upon request, Sphera will provide a data extract to the user/customer at the end of the contract in a structured file format.
• End-of-contract process: Upon request, Sphera will provide a data extract to the user/customer at the end of the contract in a structured file format. Sphera's copies of the customer data will be destroyed and the user/customer will be provided with a Letter of Destruction.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Chrome
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The SpheraCloud Mobile application is designed to support specific use cases and not the full SpheraCloud application feature set. Sphera is adding new use cases over time. Please consult with Sphera to determine if your needs are addressed.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: SpheraCloud provides standard APIs.
• Accessibility standards: None or don’t know
• Description of accessibility: SpheraCloud utilizes many accessibility standards such coloring limitations, font styles, font size, contrasting etc. for effective interaction by users with special needs. Additionally, since SpheraCloud is browser based, standard browser tools for accessibility are available.
• Accessibility testing: None
• API: Yes
• What users can and can't do using the API: Sphera continuously updates the available APIs that are available. Please consult with Sphera to determine if your needs are addressed.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: No
• Customisation available: No

Scaling

• Independence of resources: SpheraCloud customers are provisioned on computing resources that are proactively managed via a suite of application performance monitoring tools to ensure the application performance is within target. If performance degradation is identified, Sphera makes appropriate changes to its infrastructure services.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• 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: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Explicit overwriting of storage before reallocation
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Users may export data using standard reports, exports to structured file formats or via a data warehouse.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • PDF
  • XLS/XLSX
• Data import formats:
  • CSV
  • Other
• Other data import formats: XLS

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)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: SaaS Service Availability: ; Sphera aims to ensure SaaS Service availability for twenty four (24) hours per day seven (7) days per week. Availability is measured monthly on a continuous 24 hour 7 day basis, Sphera strives for 99% availability of the SaaS Service (the “Monthly Availability”). ; ; If Sphera fails to meet the SaaS Service Monthly Availability , Client, shall, as its sole and exclusive remedy for such failure, be entitled to request a credit as described below: ; ; Actual Availability Percentage Service Credit; >/=99.0% No Service Credit; 98.9% - 98.0% Availability 3% of the prorated monthly SaaS Service Fee; 97.9% to 97.0% 6% of the prorated monthly SaaS Service Fee; </=96.9% 10% of the prorated monthly SaaS Service Fee
• Approach to resilience: Available upon request
• Outage reporting: Email alerts via Sphera Customer Care.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Access is restricted using corporate security policies that are implemented through restricted software user roles and system access that limit access to permitted information and systems.
• 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: User-defined
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: User-defined
• 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: DQS, Inc.
• ISO/IEC 27001 accreditation date: 27-01-2020
• What the ISO/IEC 27001 doesn’t cover: Not Applicable
• 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: Sphera has an Information Security Management System (ISMS) that covers the security of the application, hosting environment and operating procedures. Our ISMS is fully audited and we maintain an ISO 27001:2013 accreditation.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Sphera maintains fully documented change management procedures. Software is delivered in an Agile framework with Continuous Integration/Continuous Development (CI/CD) pipelines. Infrastructure follows an Information Technology Infrastructure Library (ITIL) framework with documented changes/approvals.; ; Sphera has an Information Security Management System (ISMS) that covers the security of the application, hosting environment and operating procedures. Our ISMS is fully audited and we maintain an ISO 27001 accreditation.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Dynamic Application Security Testing is performed continuously. Static Application Security Testing is used during code development. Code and application assessments are done during SDLC. Sphera utilizes OWASP Top 10 as a baseline standard.; ; Annual penetration tests are performed, findings are submitted for resolution. Vulnerability assessments are executed monthly. System Patches are deployed in a timely manner based on the severity of the vulnerability. We use Microsoft Azure managed patching service to apply security patches.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Sphera monitors vulnerabilities across its technology base. Vulnerabilities are patched on a timeline based on severity with Critical being patched in 2 weeks or less.
• Incident management type: Supplier-defined controls
• Incident management approach: Incidents are reported in various ways. First, alerts are generated through a SEIM. Second, users/colleagues can submit issues to a specific email box that is monitored 24/7. Incident reports are internal only. In the event a customer's data is breached, customer is notified within 48 hrs or less.

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

  Wellbeing

  Wellbeing

  SpheraCloud HSM software helps organizations be aware of health and safety risks through worker reporting of incidents and observations, change management (MOC), risk assessments, auditing and inspection, and more so that action can be taken to ensure ongoing health and safety of workers.

Pricing

• Price: £31,000 a unit 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 jsinkinson@sphera.com. Tell them what format you need. It will help if you say what assistive technology you use.