CIVICA UK LIMITED

ECLIPSE PEP

ECLIPSE PEP provides a secure, cloud-based platform for management of your Personal Education Plans. Information can be collected, stored and shared securely with professionals and partners on any device. The flexible nature of the ECLIPSE platform means that PEPs are easily created or amended locally to your needs.

Features

• Secure access for a range of professionals
• Access on any device
• Easy to use interface with embedded help
• Mobile Capability
• Secure access to records

Benefits

• Improved PEP completion rate and consistency
• Locally configurable PEP
• Improved communication channels between professionals
• Oversight for the Virtual School
• Task reminders and configurable processes

• Education pricing 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 BidSupport@civica.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

882233626252532

Contact

Civica UK Limited
+44 (0) 3333 214 914
BidSupport@civica.com

About your service

• Service categories:

  Applications

  Customer relationship management

  • Customer service
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Configuration and maintenance schedules are provided and agreed with clients as required.
• System requirements:
  • Microsoft Windows 10 or later
  • Microsoft Edge
  • Google Chrome (PC, Mac, iOS, Android)
  • Mozilla Firefox
  • IOS 14+
  • Android 11+
  • Apple Safari (Mac and iOS)
  • MacOS 10+

User support

• Email or online ticketing support: Yes
• Support response times: Civica provides tiered support levels, allowing customers to select coverage that aligns with their operational needs and budget. Response times are based on the priority of the query and the contracted support tier.; ; - Weekdays (Monday–Friday (excluding public holidays): Response times to questions follow the agreed service level for the selected tier, with faster responses for higher-priority issues.; - Weekends: For customers with 24x7 coverage, critical issues receive immediate attention at any time.; - Self-service: In addition to live support, customers have 24x7 access to an extensive knowledge base within Civica Support Cloud, enabling immediate self-service for common questions.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• 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 2.2 AA
• Web chat accessibility testing: As of 2026, Civica Support Cloud is designed to be accessible and is built on the Salesforce Service Cloud platform, which maintains high global accessibility standards. Civica generally aims for all its web-based services to adhere to the WCAG 2.2 Level AA standard.
• Onsite support: Yes, at extra cost
• Support levels: Civica offers three flexible support levels to suit different organisational needs across its product range:; • Standard Support: Provides helpdesk access during business hours (09:00–17:00, Monday to Friday, excluding public holidays), including incident logging, troubleshooting, and 24/7 access to an online knowledge base. Standard Support is typically included in the annual maintenance fee at no extra cost.; • Enhanced Support: Extends coverage to 08:00–18:00, Monday to Friday, and offers 24/7 cover for high-priority incidents. Benefits include prioritised ticket handling, faster response, service reviews, and limited technical consultation. Enhanced Support is charged as an add-on, generally 15–20% above the standard maintenance fee, depending on requirements.; • Premium Support: Delivers 24/7 assistance, the fastest response times, proactive monitoring, health checks, and direct access to expert staff. It is custom-priced (typically 30–50% above standard rates), ideal for mission-critical operations, and includes tailored service management and technology planning.; Customers choosing Enhanced or Premium Support may access a dedicated Technical Account Manager, while Premium or Enhanced Support (with add-on) includes Cloud Support Engineers for cloud-hosted services. Pricing is reviewed annually, with discounts available for multi-product or multi-year contracts.
• Support available to third parties: Yes
• AI chatbot: Yes

Onboarding and offboarding

• Getting started: We provide a complete on-boarding service for our users, this includes access to trial an Test environments as well as onsite and online training.; ; We deliver user training in a number of ways to meet your specific requirements. We offer the following approaches to delivery of training and support:; • Classroom; • Workshops; • Webinars; • Train the Trainer.; ; In addition, all users are provided with extensive user guides and documentation.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • ODF
  • PDF
• End-of-contract data extraction: Customers can extract their data from the reporting database using any standard SQL-based tool. Documents need to be provided for customers and are placed on an sftp site for collection by the customer. 3 document extracts are provided as standard.
• End-of-contract process: At contract end, Civica executes a structured exit management process, including data extraction, secure transfer, and deletion in compliance with regulations. Data is exported in agreed formats and validated for integrity. Civica collaborates with new providers to ensure a smooth transition, coordinating handover plans with defined roles and timelines. The contract price covers secure data handling, deletion, and decommissioning. Additional costs may apply for non-standard conversions, bespoke services, or extended support. This transparent approach ensures compliance and minimal disruption, while allowing customers flexibility for extra services if required.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: ECLIPSE has been designed to work across all web-enabled devices with zero installation necessary. There is no difference in functionality offered in the mobile or desktop versions of ECLIPSE.
• Service interface: No
• User support accessibility: WCAG 2.2 AA
• API: Yes
• What users can and can't do using the API: Our API enables integration covering all levels of functionality which enables client server calls through a non vendor provided client application.
• 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: ECLIPSE has been developed to allow and support extensive configuration.; ; End users can customise the system to meet their specific requirements and business needs without support from the supplier.; ; Workflows can be created and deployed to meet changing business requirements on the fly.; ; Intelligent forms with in built logic and data mapping to define data flow across multiple forms can be created and edited by specified users.; ; Users with appropriate rights can modify the entries in Drop down lists to meet a change in terminology or requirements.

Scaling

• Independence of resources: Each client instance is designed to self contained and independent of any other instance and not impacted by the performance and maintenance of another clients instance. Clients environments are not dependent upon one another.

Analytics

• Service usage metrics: Yes
• Metrics types: The level of service usage metrics are defined with your Account Manager and are in place to support your requirements.
• Reporting types:
  • Regular reports
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: 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 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Physical access control, complying with SSAE-18 / ISAE 3402
• Data sanitisation process: Yes
• Equipment disposal approach: A third-party destruction service
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Physical Destruction / Hardware containing data is completely destroyed

Data importing and exporting

• Data export approach: Data can be exported by users by using SQL statements on the reporting database. Documents are recovered using sftp.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Documents - Original Format
  • Database data - Format supported by SQL based tool
• 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: Civica guarantees 99.5% availability.; ; To support the standard availability commitment, Civica provides structured service level agreements for incident response and resolution. These include:; - Priority 1 (Critical): Response within 1 support hour, resolution within 4 support hours; - Priority 2 (High): Response within 2 support hours, resolution within 24 support hours; - Priority 3 (Medium): Response within 4 support hours, resolution within 5 working days; - - Priority 4 (Low): Response within 6 support hours; ; * Resolution action is defined as a fix, a workaround or an action plan.; ; Suppliers can procure higher service levels through our tiered support if needed.; ; Supplier is happy to agree to Service Credits in principle. However, this point requires further negotiation. The Service Credits should be capped and bear direct relevance to the monthly charge. The Supplier will not be liable for Service Credits where any issues in performance are outside of their control.
• Approach to resilience: This is available on request.
• Outage reporting: Civica reports system outages to customers using a clear, multi-channel communication process:; How We Report Outages; - Direct Notifications:; Customers are informed via email and telephone.; Messages include the outage window, reason, and expected impact and incident number (as this would be logged through our web portal support desk system (Civica Support Cloud). ; ; - Customer Portal Updates:; Status pages and update notes are posted on Civica Support Cloud for transparency.; ; - Emergency Situations:; For urgent incidents, notifications are sent as soon as possible, often by phone and email.; Critical issues are worked on continuously until resolved.; ; - Support Channels:; Customers can log and track issues through Civica Support Cloud.; Civica also proactively monitors hosted services and initiates recovery without requiring customer action.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Other
• Other user authentication: Single sign-on with Microsoft Azure Active Directory is provided as an option.
• Access restrictions in management interfaces and support channels: Access to services is defined by user role, all users are required to authenticate prior to access.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

• Access to user activity audit information: Users receive audit information on a regular basis
• 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: User-defined
• How long system logs are stored for: At least 12 months

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: ISO 27701 – (PIMS) ; PCI-DSS – Payment Card Industry Data Security Standard ; Cyber Essentials Plus ; PSN CoCo; NCSC 14 Principles – Alignment with UK National Cyber Security Centre guidance.; ; Civica complies with physical access control requirements (ISO/IEC 27001 Annex A.11) and aligns with CSA CCM v4.0 domains for datacenter/identity security.
• Information security policies and processes: Civica maintains a robust Information Security Management System (ISMS) aligned with ISO/IEC 27001 and supported by frameworks such as ISO 27701, PCI-DSS, Cyber Essentials Plus, and UK NCSC principles. Key policies include an overarching Information Security Policy, Acceptable Use, Data Protection, Data Sharing, Password Policy, Removable Media, and Secure Development Lifecycle (SSDLC). Operational Security Policy defines standards for risk management, compliance, resilience, and awareness, while the Incident Management Process ensures formal breach notification and escalation with minimal disruption. The SSDLC integrates OWASP Top 10 testing, code reviews, and penetration testing.; Information security is governed by Board Oversight, with the Chief Information Security Officer (CISO) responsible for security governance and board-level reporting. The Compliance & Improvement Team conducts internal audits and monitors data privacy, while Divisional Compliance Leads (DCLs) ensure consistent policy implementation. Information System Owners manage access controls, patching, logging, and incident response.; Civica enforces policies through mandatory annual training, phishing simulations, internal and external audits, continuous vulnerability scanning, penetration testing, and compliance checks. Automated compliance tools, including Microsoft Defender for Cloud, support real-time monitoring and threat detection, with compliance metrics and incidents reviewed by senior management.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: Our configuration and change management processes maintain service integrity and security throughout the lifecycle. Each component receives a unique identifier and is tracked in a central inventory, updated for modifications, replacements, or decommissions. Proposed changes undergo thorough security impact assessments, including stakeholder consultation and formal approval. Where needed, changes are tested in a controlled environment before implementation. All changes and assessments are documented for audit and review, ensuring transparency and the quick identification of unauthorised alterations.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: This is available on request.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: This is available on request.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: Civica’s incident management process swiftly identifies, assesses, and resolves incidents affecting services or systems. Incidents, detected by users, staff, or automated tools, are categorised by severity, prioritised, and managed by a dedicated incident manager who coordinates resolution and keeps stakeholders updated. Pre-defined processes address common events like outages or breaches, with regular reviews and staff training ensuring effectiveness. Users can report incidents via an online portal, email, or 24-hour helpline, receiving a reference number and prompt support. Responsibility for the process lies with the Civica Group CISO, ensuring transparency and continuous improvement.
• Post-quantum cryptography secure: No

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 v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: Yes
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: ISOQAR
• ISO/IEC 27001 accreditation date: Friday 15 August 2025
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: ISOQAR
• ISO 9001 accreditation date: Friday 15 August 2025
• What the ISO 9001 doesn’t cover: N/A
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 192154bb-d1b4-4c33-a961-8419a0f8e734
• Cyber essentials plus: No
• Cyber Essentials Alternative: None of the criteria
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Support for the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Volunteering opportunities for staff
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
    • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
    • Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating to the contract

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
    • Structuring of the supply chain selection process to ensure fairness (e.g. anti-corruption) and encourages participation by a diverse range of businesses, including with regard to new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutual
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Methods for engaging with different parts of the community (including the education system and charities representing the community) and how communities come together to inform decisions, strategy and projects to leave a positive legacy for future generations
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Collaborative ways of working with the supply chain to deliver additional environmental benefits in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Delivery of additional environmental benefits through the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement
    • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
    • Delivery of training schemes and programmes to address any identified skills gaps and under-representation in the workforce for the contract (e.g. prison leavers, care leavers, kinship carers, disabled people)
    • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Collection of the views and expertise of disabled people and their representative organisations on successfully supporting disabled employees or applicants
    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
    • Introducing transparency to pay and reward processes
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Understanding of issues relating to entering the contract workforce

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition
    • Actions to invest in the physical and mental health and wellbeing of the contract workforce

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 BidSupport@civica.com. Tell them what format you need. It will help if you say what assistive technology you use.