eGov Solutions LTD

Attendance & Attainment Collection Service for CIC/CIN/CP/EHCP

We offer a secure cloud-based Attendance & Attainment Collection and Monitoring Service. Fully supported ePEP application for all Vulnerable cohorts: Children Looked After (CLA/LAC),Children in Need (CIN),Child Protection (CP) and children with EHCP/SEN plans. Live ePEP analytic dashboards, automatic reminder notifications and alerts for attendance officers for daily AM-PM collections.

Features

• Single Sign-on Cloud-based attendance platform accessible 24/7.
• Automatic attendance and attainment collection notifications/extraction - live calling.
• Live daily or weekly AM-PM fully managed-dedicated collection service.
• Attendance officer profile landing page for live cohort collection results.
• Report Builder for self-build bespoke live attendance & attainment reporting.
• ILO/OLA automatic attendance/punctuality/suspension notifications and alerts.
• Multiple 3rd party Attendance API-live date extractor and importer.
• Real-time advanced attendance dashboards with customisable management interface.
• Self-Build look-up tables for customised-streamlining DfE attendance codes.
• Assessment data collected i.e termly teacher assessments, SATs, GCSE’s, A-levels

Benefits

• Improved accuracy and quantity of attendance data collection results guaranteed.
• Significantly reduced costs saved from outsourcing data management.
• Reduced administration through automated collections and absent alerts.
• Access to real-time ILO-OLA attendance data for full accountability.
• Defined roll (Attendance Officer) improved information sharing from schools.
• Individual school/provider attendance dashboards for clear report visualisation.
• Alerts and self programmable notifications for improved safeguarding.
• Parent-Carer portal for essential feedback and absent validation.
• SIMs-Bromcom-RM data extractor directly from schools improving accuracy.
• Our support team will fully manage attendance collections saving time.

£0.50 to £0.78 a licence a week

• 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 gary.daniels@egov.uk.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

829624226768481

Contact

Gary Daniels
0333 772 0944
gary.daniels@egov.uk.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: EPEP Online Single Sign-on Cloud based platform for looked after children. Attendance will directly link into the online PEP within the attendance section and filter into live dashboards and analytical reports. The attendance collection service and by used as a standalone application hosted within a secure online environment.
• Cloud deployment model: Private cloud
• Service constraints: All updates and maintenance are carried outside normal working hours and we can guarantee 99.9% uptime without effecting service.
• System requirements:
  • Internet access
  • Connection through a current supported internet browser
  • Individual corporate email address

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: 24/7 - 365 days support log facility normally 60 minute resolution. ; ; Priority 1: The entire system is completely inaccessible - response within one to two business hours. ; ; Priority 2: Operation of the system is severely degraded, or major components are not operational and work cannot reasonably continue - response to within two business hours.; ; Priority 3: Certain non-essential features of the system are impaired while most major components remain functional. - response within 12 business hours. ; ; Priority 4: Change requests or issues that are cosmetic and/or have little or no impact of the Services. - response within 24 business hours.
• 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: 24 hours, 7 days a week
• Web chat support: Web chat
• Web chat support availability: 9 to 5 (UK time), 7 days a week
• Web chat support accessibility standard: WCAG 2.1 AA or EN 301 549
• Web chat accessibility testing: Extensive web chat testing has be carried out with Cyber Essentials and InteliSecure. Users can use the web chat facility once they have successfully completed the duel password authentication and accessed the live ePEP platform. Testing has been to a WCAG 2.1 AA or EN 301 549 standard.
• Onsite support: Yes, at extra cost
• Support levels: Each authority will be allocated with a individual relationship account manager, for first line support and specialist advice. We provided all our customers with the same high quality level of support and aftercare. EGOV Solutions offers both customer service and technical support via online training, termly webinars, online training videos, user documentation and dedicated telephone support. We also arrange and host regular national workshops with other authorities using the service. This provides the opportunity to deploy developments and share best practice. Our technical team will take full responsibility for the configuration, maintenance, updates and support for the hosted cloud platform. EGOV Solutions will provide onsite reviews every 6 months to guarantee customer satisfaction of our service/software.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: EGOV Solutions provides an initial kickstart meeting to discuss the clients requirements and demonstrate the service. All professionals will be offered onsite training, access to video training as well as online training material. Professionals have access to user documentation, online webinars, and if necessary one2one training online with a dedicated eGOV support specialist. We will work closely with the Virtual School and key staff to bespoke the collection fields and features. Once the platform has been agreed we will provided a testing environment which is vital to establish a successful delivery. Every authority is allocated with a dedicated account manager for tweaking ongoing changers and to review each stage of rolling out the service to schools and providers. User documentation and online training material can be easily distributed using our unique broadcast facility by Virtual School administrators. Our company experience and knowledge with rolling out attendance collect will guarantee a successful and smooth transition from manual collection or different electronic application. We will also include ongoing Self Report Builder training for self bespoke reports and data mining. Administrators will be trained on how to use the Live Dashboards to look for patterns in large cohorts or at child individual level.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: All data is returned to the client by secure encrypted data transfer in a readable and useful format. On official request by the client we will hard delete all data and ensure this is destroyed in line with GDPR guidelines.
• End-of-contract process: End of contract life exit will be discussed and agreed with the client to ensure that all statutory obligations are undertaken. Depending on the level of additional work and timeframe required there may be additional charges made to cover the technical involvement.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Scaleability of the eGOV platform has been designed and developed to fit mobile devices and smart devices. The service has also been developed as a direct APP with no differences to the service specification or requirements.
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: EGOV Online administration control panel allows users to maintain and manage their own account CORE details including password resets and the ability to change their rememberable duel layer security question. Users can also access the live support log and broadcast facility.
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: The eGOV interface is tested with assistive technology for visual impairments (reversed colours, high contrast, grey-scale etc) as well as screen readers and Makaton keyboard compatibility. Our technical team have a suite of tools to identify accessibility issues as code is produced.
• API: Yes
• What users can and can't do using the API: Our technical team will provide documentation on how to connect to our eGOV API this will involve instructions on how to use the service and the rules of engagement. CORE data can be changed using our RESTful ePEP API with Laravel and PHP. We currently limit changes to the CORE data only for new children in and out of care.
• API documentation: Yes
• API documentation formats:
  • HTML
  • ODF
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: The platform can be uniquely customised using the eGOV administration tools if you have access rights as a system administrator. We will provide training on how to make feature changes, add additional sections, change questions, modify lookup tables and drop down menus. We will work closely with the client to ensure we meet all requirements and expectations. Our technical will develop additional sections/forms and also adapt current modules on request. We have a broad range of standard features which we are continually developing with other authorities to ensure the application is accommodating for the changing environment. We offer bespoke self service reporting and VS analytics using the Self Report Builder, plus the option to request additional custom reports on request.

Scaling

• Independence of resources: High redundancy, auto load balancing and scalable bandwidth on demand. We monitor server performance and ensure high redundancy to deliver a fast service for users 24/7. Automatic load balancing enables 100% speed of service guarantee for all clients on our dedicated servers. Typical load times for reports are 2 to 3 seconds.

Analytics

• Service usage metrics: Yes
• Metrics types: System usage and performance statistics, database reporting including self service activity logs for user accountability, additional bespoke reports on request.
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

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
• User control over data storage and processing locations: Yes
• Datacentre security standards: Supplier-defined controls
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest: Physical access control, complying with SSAE-16 / ISAE 3402
• Data sanitisation process: Yes
• Data sanitisation type: 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: Users have multiple options when exporting data out of the platform using our bespoke self report builder, historical collected data, daily or weekly attendance data, attainment collection data including documents and images. Exports can be filtered to different formats before downloaded i.e csv, xlsx and pdf.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • XML
  • PDF
  • PNG
  • JPEG
  • DOCX
  • EXCEL
  • TSV
  • SPSS
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • XLSX
  • TSV
  • XLS
  • HTML
  • ODS

Data-in-transit protection

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

Availability and resilience

• Guaranteed availability: We can guarantee a network connectivity SLA level of 99.9 % uptime/availability results in the following periods of allowed downtime/unavailability: Daily: 1m 26s Weekly: 10m 4s Monthly: 43m 49s Yearly: 8h 45m 56s. This is to allow for service security updates and full data backups scheduled from 00.01 every day. This allows us to guarantee 100% network connectivity and availability in normal day time and extended working hours. We will refund the client one months total costs if service is disrupted without a 3 minute response and resolution.
• Approach to resilience: Load balanced environment with scalable bandwidth on demand using AWS; ; The eGOV infrastructure is built on AWS Cloud which provides multiple physically separated and Isolated data centres providing high availability and highly redundant networking. All those communications run inside our VPN that is protected by a strict system of Firewall rules. The backup system is managed in different ways: Hourly snapshots: copies of application servers and databases are automatically generated, creating a fast and secure restore point. The database failure system is fully automatic and does not require administrative intervention. Individual: a backup script is scheduled hourly to generate an individual file for each client, allowing quick access to restore or analyse data without affecting other clients.; The data is stored in the AWS S3 storage service with high levels of durability and availability. External: all backup files are mirrored on a storage service with a different data centre in the UK to guarantee 99.9% uptime and secure storage disaster recovery.
• Outage reporting: Outage reporting is automatically measured and monitored with the AWS data centre. Cloud performance, usage meters, availability alerts, triggers and notifications are immediately emailed to our internal technical team and actioned accordingly. We provide the client with access to their own performance dashboard and included them into alerts with a chosen designated security office.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
• Access restrictions in management interfaces and support channels: All users must authenticate and verify their individual email address and password. Once verified they need to complete specific characters from a memorable word at a ISO/IEC 27034 standard. Failed results will be blocked after 3 attempts and will be recored/alerted to the client and the eGOV support team. The user would need to contact the national eGOV help number 24/7 to request and lift restrictions with additional verification.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • 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: EY CertifyPoint
• ISO/IEC 27001 accreditation date: 12/10/2016
• What the ISO/IEC 27001 doesn’t cover: Everything outside of the hosted environment.
• ISO 28000:2007 certification: No
• CSA STAR certification: Yes
• CSA STAR accreditation date: 01/02/2020
• CSA STAR certification level: Level 3: CSA STAR Certification
• What the CSA STAR doesn’t cover: Everything outside the hosted platform application.
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: Yes
• Any other security certifications:
  • Cyber Essentials (Plus)
  • Business Continuity Management ISO 9001:2015

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: Cyber Essentials Plus accredited
• Information security policies and processes: We systematically evaluate our information security risks, taking into account the impact of threats and vulnerabilities. Risks raised through internal and external audits are reviewed at management meetings by our information security manager and head of business. We design and implement a comprehensive suite of information security controls and other forms of risk management to address possible security risks to new and existing ePEP developments and services. We continually review and update our security policies inline with ISO/IEC 27001:2013 security management standards. We are ICO registered, Cyber Essentials Plus accredited following legislation: DATA Protection Act (2018)/GDPR, Freedom of Information Act 2000, The Computer Misuse Act (1990) and Business Continuity Management ISO 9001:2015 / 27001. ; ; Certification can be provided on request.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All changes are checked before implementation by the technical team then the technical lead within a secure testing environment. Following the ITSM framework guidelines all version control, code changes are ticket logged, itemised and timestamped. All code branch changes are recorded and linked to each developer for accountability. Code is then automatically checked using GitLab CI/CD and then finally checked and signed off by senior level 3 developer before pushing to the live environment.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: We monitor a variety of sources including the National Vulnerabilities Database for new software vulnerabilities and vulnerability reports. The eGOV application undergoes internally and/or externally conducted penetration testing. New vulnerabilities are risk assessed and deployed to the live environment accordingly. Security risks can be actioned in less than one hour.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We identify potential compromises and risks through using Anti-Virus software alerts configured to email triggers and notifications to our technical team and security officer. Technical availability is provided 24/7 365 day a year to ensure full detection protection is guaranteed. Once any compromise is detected a remedy is immediately implemented and timestamped, logged, followed by a risk assessment including the client.
• Incident management type: Supplier-defined controls
• Incident management approach: We have pre-defined processes for common events detailed within our company security procedures. Incidents are reported by telephone, secure email, live support log and are all automatically allocated with a unique ID. Technical support monitor and receive support ID alerts 24/7 and will set the level of priority agreed by the client. All security incidents are actioned immediately by our security officer. We follow legal guidelines for everything else, most common events are responded, resolved within 1 hour. Incident reports are provided and discussed with the client at each review meeting, the client can access this report within the portal.

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: Yes
• Connected networks: Public Services Network (PSN)

Social Value

• Fighting climate change:

  Fighting climate change

  eGOV Solutions delivers and communicates through the clients and supply chain work. Our services are online products which paperless meaning we help the environment by embracing cloud storage technology. We promote diverse working, meaning that our clients don’t have to visits school directly which helps cut back on emissions and co2 carbon footprint. We provide online video training without the need of on-site training, meaning that emissions are being cut down for everyone that is involved within the child’s education. eGOV staff are also encouraged to use public transport if on site meetings are taking place.
• Covid-19 recovery:

  Covid-19 recovery

  eGov Solutions staff members that have been consistently working through out COVID 19 pandemics, meaning remote working was promoted. We have helped the community by making sure that all professionals still have access to teams where they can keep in contact with us and where we can still offer 100% support. We have developed software adaptations to account for the change within schools supporting vulnerable children. The company now provides additional services to collect children's attendance automatically with manual intervention if necessary. We have promoted remote communication between the local authorities, schools and colleges to ensure heath and wellbeing is maintained.
• Tackling economic inequality:

  Tackling economic inequality

  By providing the online version of children’s platform, we support and encourage vulnerable children to be successful in their educational development. Future generations will benefit from a well-educated workforce of previously looked after children, as these children, as a result of the support they receive from regular PEP meetings, have the potential to be creative and innovative entrepreneurs. This will positively impact economic growth as they progress in their professional careers. The platform assists with the successful development of vulnerable children, who without this support may have faced barriers to employment should they have not received necessary educational qualifications. eGOV Solutions works with many different local authorities, helping vulnerable children, regardless of whether they are deprived areas or not. We provide detailed training on the use of the system to all users on request, regardless of their role or location. We are creating the opportunity for vulnerable children to become qualified in industries with known skills shortages or in high growth sectors by ensuring they are supported in their educational setting. Within our platform attainment levels and progress is included so that the educational attainment progress of vulnerable children can be monitored. Professionals with access to the child can view attainment levels for each school subject every time a PEP is created. We customise our services to the requirements and innovations outlined by the authority, allowing for a higher quality service to be provided. Continuous improvement strategies are in place in order to meet the growing demands of innovation in technology and software. Any urgent issues are addressed immediately by our technical team in order to streamline their daily use of the system.
• Equal opportunity:

  Equal opportunity

  eGOV Solutions proudly embeds accessibility as a priority into every stage of the recruitment process by adapting to suit the candidate’s needs e.g recruitment documents can be provided an easy read large print version or in Braille, and interviews can be performed via telephone. Working arrangements can be modified to be inclusive of those with disabilities e.g our office space is wheelchair accessible, and a quiet area within the office can be provided for those with neuro-divergent conditions such as autism, ADHD or dyslexia. We provide the option to work from home in cases where public transport options are not easily accessible for those with mobility issues. All members of staff, regardless of whether they have a disability, are offered equal training opportunities. For those where mobility issues may arise, these training courses can be modified to be taken remotely. Should the training course be held at an external location, eGOV Solutions will always ensure said location is accessible for all members of the team. Locations are vetted for these qualities prior to any training days being organised. Microsoft Teams meetings are used in order to promote the inclusivity of those with disabilities. These are done remotely in order to assist those with mobility issues. All staff are paid above the National Living Wage and staff are not discriminated upon as a result of their race, age or gender. The company has HR processes in place that align with the employment law we must follow under The Equality Act (2010). Support in-work progression to help people, including those from disadvantaged or minority groups, to move into higher paid work by developing new skills relevant to the contract. Training is offered to all members of staff dependant on the nature of their role, with the aim to enhance their professional development.
• Wellbeing:

  Wellbeing

  eGOV Solutions provide regular health and safety risk assessments performed in our office location to ensure the physical safety of staff eg, sufficient lighting, office is cleaned regularly, no trailing leads or cables, supplying staff with fully adjustable chairs and monitoring employee posture, fire exit signs are well lit and clear. We are a workplace that values flexibility in working hours and location eg hybrid working arrangements to support staff within the current post Covid working environment . We encourage the professional development of staff through regular training around different business areas. As a result staff are motivated to advance in their career, having a positive impact on mental health. Positive reinforcement is used as a method of coaching and mentoring staff to create a supportive working environment. Regular healthy communication between staff is encouraged allowing the workforce to form positive and successful working relationships. Influence staff, suppliers, customers and communities through the delivery of the contract to support health and wellbeing, including physical and mental health. The platform allows authorities to monitor the emotional health and well-being of children as they can better access the areas that children may need further support. It is paramount for the company that sensitive data such as the personal details and whereabouts of children in care is protected by DFA using a password and memorable word to log-in. By protecting their details securely, the safety of children in care is ensured. Virtual School’s are able to edit the content of their ePEP’s in order to maximise the benefit for children in care, for example the interactive section for children provides them with an engaging method of answering questions about their wellbeing. Influencing staff, suppliers, customers and communities through the delivery of the contract to support strong, integrated communities.

Pricing

• Price: £0.50 to £0.78 a licence a week
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: We offer a 6 week collection trial for prospective clients.; Onsite training if required and trial setup costs will be applicable.
• Link to free trial: https://epep.tv/epep-platform-free-trial/

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 gary.daniels@egov.uk.com. Tell them what format you need. It will help if you say what assistive technology you use.