Empactis Ltd

Empactis Employee Health, Absence & HR Case Platform

Empactis provide a comprehensive platform to help organisations build a high performing workforce. It covers health, absence management (planned & unplanned), ER / HR case management, health case management and health surveillance. The health module includes the capability to manage all aspects of occupational health and associated resources.

Features

• Reporting and requesting of all absences (planned and unplanned)
• ER case management with configurable workflow, documentation and reporting
• Health case management, health surveillance, risk assessments etc.
• Comprehensive real-time insights and Power BI dashboards
• Organisation manager stores org structure and interfaces with core systems
• Notifications via email/SMS and tracking of all communications
• Step-by-step task guidance for each user
• Integrated with Microsoft Office 365 and Sharepoint
• Works with single sign-on, incl. active directory and SAML

Benefits

• Improves engagement between managers and employees
• Reduces frequency and volume of unplanned absence episodes
• Assists with GDPR compliance for HR & ER cases
• Manages all 3rd party suppliers related to employee health
• Supports compliance with equality and HSE legislation
• Provides a platform to improve employee health
• Manages workflow for all HR & ER case types
• Guided management of absence episodes and cases
• Detailed insights into employee health and absence data
• Full visibility of absence, HR and health policy compliance

£7 to £35 a licence 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 mbsmith@empactis.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

863967360945899

Contact

Matt Bergmann Smith
02037939536
mbsmith@empactis.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: Office 365
• Cloud deployment model: Public cloud
• Service constraints: No - the platform is highly configurable and has numerous integration options
• System requirements: Only requirement is a modern internet browser

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: All detailed in SLAs. Response times depends on the severity of the issue raised. For high severity issues response times remain the same at weekends. Lower severity issues are dealt with normal working hours Monday to Friday.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: Support is provided to trained super users within our clients who then provide 1st line support to employees and managers. Empactis provides 2nd line support to trained users.; ; Support costs are included in the annual license fees, with no limits placed on support volumes.; ; Every client also has an account manager with whom support requests can be escalated if required.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Depending on the scale of the implementation, a suitable project is set up. This can range from a simple "onboarding" web session to a full-scale corporate implementation consisting of teams from both sides. ; Larger projects usually include onsite and online training.
• Service documentation: No
• End-of-contract data extraction: Clients can extract data at any time, not just the end of a contract. On request, all data can be supplied in a format to suit a clients requirement - as agreed on the signing of the contract.
• End-of-contract process: This is dependent on the client's requirement and how many other systems have been integrated with. Usually, end of contract processes and data extraction is agreed before signing the contract.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The design is fully responsive, so mobile devices get a user interface designed for use on small screens and with finger touches and swipes.
• Service interface: Yes
• User support accessibility: WCAG 2.1 AAA
• Description of service interface: There are various options for the service interface.
• Accessibility standards: WCAG 2.1 AAA
• Accessibility testing: None
• API: Yes
• What users can and can't do using the API: The API is used for transfer of data to and from the platform, not for set up.; ; The use of the API is set up and managed as part of a client implementation project.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
  • Other
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: There are a lot of configuration options. Too many to list here, although there are also "out of the box" set up options.; Main configuration options cover:; -Workflow; -Online documentation; -Reporting; -Notifications via email, SMS

Scaling

• Independence of resources: The platform is hosted in the Microsoft Azure cloud utilising the latest platform and infrastructure as a service. This allows us to monitor service demand in real time and adjust resources accordingly. In addition, the platform is a modular architecture, so individual module performance is managed. User page time and responsiveness is monitored at all times.

Analytics

• Service usage metrics: No

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: 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 CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
  • Other
• Other data at rest protection approach: We use Microsoft Azure data centres and platform as a service
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Via a request to their superuser who can provide a data export file, which is normally a zip file containing all data
• Data export formats: CSV
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: 99% Service Availability excluding scheduled downtime.; ; Refunds against SLA's are agreed depending on the scale of the implementation.
• Approach to resilience: A full resilience statement is avialble on request.; ; In summary, syncronised data centres across the Microsoft Azure platform are used.
• Outage reporting: Outage alerts are sent to registered super users at each client. Alerts and ongoing communications are sent from the support desk.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Each access requirement is assessed against the need before any access is provided. Access may be permanent or temporary and time-limited.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

• Access to user activity audit information: Users contact the support team to get audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: Yes
• Any other security certifications: Microsoft ISO and security accreditation for data centres

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: Security is a major concern and taken very seriously, with the CEO taking personal responsibility.; ; Security is considered from conceptual design, through the development and into testing.; ; In addition, we utilise all the latest security measures as they become available via Microsoft Azure.; ; Our security processes, policies and design has been audited by numerous large scale clients.
• Information security policies and processes: All policies are available on request.; ; In summary, we have numerous policies and processes related to security.; ; A regular data and security forum is held, chaired by the CEO. A dedicated DPO is present as is a senior representative from each key business function.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: We have a detailed change management process and development process.; ; The Change process is a client facing process with development process managed and enforced by a 3rd party management platform.; ; All changes are managed in via development,UAT, pre live and production environments. ; ; All system changes and config changes are logged and all core platform security managed by the Azure PaaS.
• Vulnerability management type: Undisclosed
• Vulnerability management approach: As much as possible we leverage the threat monitoring, protection, and support from Microsoft Azure.; ; In addition, we monitor performance to highlight suspicious activity or threats.; ; Any deployment speed of patches is assessed against teh risk of the threat Vs the risk of rapid deployment. The normal release cadence is 10 days and micro releases can be applied as and when required.
• Protective monitoring type: Undisclosed
• Protective monitoring approach: We monitor and log all data access, log on activity and other metrics to highlight a potential compromise. This is all in addition to the protective monitoring provided by Microsoft Azure.; ; When a potential threat or compromise is flagged, our incident process is invoked - this can be initiated by any employee.; ; Speed of response will be as close to immediate as possible with further action decided once the threat level is formally classified.
• Incident management type: Undisclosed
• Incident management approach: There is a common process for incidents and all incidents are managed by the support team.; ; Users report incidents via the support team.; ; Incident reports are provided regularly back to clients via the support team with a final report provided once the incident is confirmed resolved by all parties involved.

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: Yes
• Connected networks:
  • NHS Network (N3)
  • Health and Social Care Network (HSCN)

Social Value

• Social Value:

  Social Value

  Wellbeing

  Wellbeing

  The Empactis Platform is designed from the ground up to support the health and wellbeing of an organisation's entire workforce.

Pricing

• Price: £7 to £35 a licence 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 mbsmith@empactis.com. Tell them what format you need. It will help if you say what assistive technology you use.