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Civica UK Limited

Civica TranSend ePOD

TranSend electronic proof of delivery (ePOD) reduces cost, time and paper involved in managing deliveries and collections, providing accurate, timely delivery information, creating operational efficiency for transport & logistics operators, and organisations with their own delivery fleet, including subcontractors.
Configurable for any delivery or collection process scenario, including specified time-windows.

Features

  • Electronic proof of delivery mobile app and back office system
  • Vehicle checks and defect reporting via mobile app
  • Incident and accident reporting, delivery asset management
  • Real-time job and vehicle tracking
  • Predictive ETAs using live traffic information
  • Real-time customer service information and delivery compliance
  • Customer service analysis and reporting with operational dashboards
  • Provide self-service access via a customer portal
  • Alerts via email and SMS notifications for exception management
  • Document management for access to key information.

Benefits

  • Make the most efficient use of vehicles and drivers
  • Deliver better customer services
  • Improve invoice accuracy and cash flow
  • Simplify vehicle checks for driver safety and vehicle roadworthiness
  • Reduce driving time and failed deliveries
  • View live fleet delivery status with real-time map view
  • Reduce paper processes and administration time and costs
  • Guarantee customer-specific job workflow
  • Reduce customer claims and disputes
  • Keep customers up to date with the latest delivery ETAs.

Pricing

£69.00 a device a month

Service documents

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 g-cloud@civica.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

9 1 0 8 2 1 5 6 7 1 1 1 6 1 1

Contact

Civica UK Limited Civica UK Limited
Telephone: +44 (0) 3333 214 914
Email: g-cloud@civica.co.uk

Service scope

Software add-on or extension
No
Cloud deployment model
Private cloud
Service constraints
None
System requirements
  • No specific software requirements, see browser list below
  • Web Interface for Management
  • PDA/Phone application for execution

User support

Email or online ticketing support
Email or online ticketing
Support response times
Provides 24x7 monitoring/alerting of infrastructure and resources for cloud-based solutions.
P1: 8 working hours
P2: High - 5 working days
P3: Normal - 20 working days
P4: Low - No commitment but may be considered for a future release
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
Level 1 Support - Call Centre and Help Desk Support
Level 2 Support - Technical Help and Support
Level 3 Support - Bug fixing and software development
Support available to third parties
No

Onboarding and offboarding

Getting started
Each Civica customer is provided with a hosted instance of the solution. This is set up by the Civica operations team. Based on the customer's specific requirements, the Civica Project Manager will work with the users to configure the Civica system and load/setup all required static data. In addition, consultancy will be provided to enable the user to interface live operational data into and from the solution. As part of the implementation, customer specific documentation will be generated by the Project Manager for the customer. The specific documentation for each project will vary based on customer requirements, key documents normally include Solution Design, PDA user guide, Integration documentation.
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
As all operational data is exported back to the customer's own system in near real-time, there is generally no requirement for data to be extracted at the point of contract end. However, in very rare circumstances if there is a requirement for certain data to be extracted, this can be defined by the user and as a discreet project Civica services and operations team can extract and copy the required data to a portable drive
End-of-contract process
At contract end the Customer's instance and all data is deleted within the hosting environment.

As described above, all operational data is exported back to the customer's own system in near real-time, so there is generally no requirement for data to be extracted at the point of contract end. However, in very rare circumstances, if there is a requirement for certain data to be extracted, this can be defined by the user and as a discreet project Civica services and operations team can extract and copy the required data to a portable drive. This would incur an additional project charge.

Using the service

Web browser interface
Yes
Supported browsers
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
Application to install
Yes
Compatible operating systems
  • Android
  • IOS
  • MacOS
  • Windows
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
The application uses html5 and is built to scale to the screen size in use. obviously the smaller the device, the more restrictive the working area is but this is not a feature of the application but the device itself.
Service interface
Yes
User support accessibility
WCAG 2.1 AA or EN 301 549
Description of service interface
Web browser
Accessibility standards
None or don’t know
Description of accessibility
Through a web browser
Accessibility testing
None
API
Yes
What users can and can't do using the API
Load routes / Orders / Accounts / Vehicles / Drivers
API documentation
Yes
API documentation formats
  • PDF
  • Other
API sandbox or test environment
No
Customisation available
Yes
Description of customisation
The module and function access are limited to those a user requires to fulfil their role and that are configured in the system. The appearance can be customised with your own logos and colour schemes plus all text can be translated to either an alternative language or simply for terminology.

this configuration is controlled with a mix of both central and individual user.

Scaling

Independence of resources
Management software is used to monitor Underlying Hardware to ensure additional resources are allocated as required. Microsoft Hyper-V enables virtual servers to be migrated to different physical hardware so system availability is maintained during planned or unplanned maintenance. Storage is allocated via a flash storage array capable of maintaining high IOPS throughput

Analytics

Service usage metrics
Yes
Metrics types
Civica ePOD does not provide service usage metrics. It does, however, enable the user to define and measure service performance metrics for the drivers, vehicles, routes and stops that Civica ePOD is recording. These can be configured by the user and based on the nature of the metric, can be provided in Civica ePOD through an API, dashboard, report or enquiry.
Reporting types
  • API access
  • Reports on request

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Developed Vetting (DV)

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 another standard
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
All enquiry screens can be exported to Excel and there are various export functions that can be set up to provide data in various formats
Data export formats
CSV
Data import formats
  • CSV
  • Other
Other data import formats
  • XML
  • Webservice Call

Data-in-transit protection

Data protection between buyer and supplier networks
  • 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
Outside of any scheduled downtime, the Performance Target is for the system to be available 99.5% of the time measured over a period of one month
Approach to resilience
Available on request
Outage reporting
Email alerts.
Infrastructure related scheduled maintenance will not occur between 07:00 and 19:00 Monday to Friday excluding English Bank Holidays. Maintenance will be arranged with a minimum of 3 working days' notice, and will include a detailed description of the planned works, planned outcomes, and a detailed back-out plan, unless otherwise stated

Identity and authentication

User authentication needed
Yes
User authentication
Username or password
Access restrictions in management interfaces and support channels
Access is controlled with Roles that are applied to users and these roles define the access they have. Support will only accept calls from nominated individuals.
Access restriction testing frequency
Never
Management access authentication
Username or password

Audit information for users

Access to user activity audit information
No audit information available
Access to supplier activity audit information
No audit information available
How long system logs are stored for
User-defined

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
ISOQAR
ISO/IEC 27001 accreditation date
06/10/2022
What the ISO/IEC 27001 doesn’t cover
N/A
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
Yes
Who accredited the PCI DSS certification
Viking Cloud
PCI DSS accreditation date
11/08/2023
What the PCI DSS doesn’t cover
The certification for CivicaPay only
Cyber essentials
Yes
Cyber essentials plus
No
Other security certifications
Yes
Any other security certifications
  • ISO22301
  • ISO27701
  • Cyber Essentials

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
ISO27701 - Privacy Management
ISO22301 - Business Continuity
PCI-DSS
Cyber Essentials
Information security policies and processes
In order to provide a wide range of services to public and private sector organisations, Civica maintains an active information security programme. This programme requires regular internal and external audit inspection of both physical and logical data protection structures. The policies and procedures are aligned to ISO 27001 and Cyber Essentials certifications.

Operational security

Configuration and change management standard
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach
All hosted assets metadata is stored in a Configuration Management Database. This database is access controlled to authorised staff only. The CMDB provides information essential to the secure hosting of client critical services. Civica's Change Management process ensures that all changes are considered and planned, and appropriate, and that there is a clear audit trail of all changes.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
Civica has vulnerability management processes in place for ISO27001 and PCI-DSS. These processes are externally audited on an annual basis to ensure continued compliance.
For eternal vulnerability scanning, Civica employs the services of an external 'CHECK' approved provider to perform an annual penetration test against the external management IP interface. Supporting this, Civica is also certified to the CESG approved Cyber Essentials scheme. For high value financial hosted systems, Civica also maintains a PCI-DSS v3.1 certification. In scope systems are subject to monthly internal and external vulnerability scans as well as a full penetration test twice a year.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
Civica takes a proactive approach to information security through a process of continual monitoring and review. As part of a documented risk assessment methodology to identify and manage information security risks a dedicated security team update the risk register monthly.
Civica has a network monitoring solution in place, 'OpsView', as well as a full anti-virus and anti-malware solution. These technologies check the hosted services for errors, infections and unexpected network traffic and are supported by Cisco IPS/IDS at the perimeter layer. This monitoring service provides defence in depth, against compromise, by detecting infections and suspicious networking activity within the environment.
Incident management type
Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach
Civica have developed an Incident Management process (PRM07) under ISO20000 standards which details both the Incident and Service Request Management processes.
The Civica Service Desk manages end user Service requests, Incidents and Requests for Change (RFCs), which an be logged by e-mail, telephone and web portal.
Monthly customer reports will details incident information.

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
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

Fighting climate change

As a company, we’ve made an ambitious commitment to achieve Net Zero Carbon emissions by 2040 (or sooner) by supporting our customers net zero ambitions, creating software with inbuilt sustainability and reducing our own impact.

Our Carbon Reduction Plan demonstrates our ambition to become industry leaders in reducing our environmental impact in support of the UK’s Net Zero Target. Underlining this ambition, we are focusing not only on our direct emissions sources but also actively engaging with our wider supply chain to understand, measure and develop meaningful emissions reductions targets in line with our Net Zero Target.

We are accredited to the ISO14001 Standard and to support delivery of our commitment our Environment, Social Value and Governance provides clear focus for the ongoing development of our environmental policy.

• We develop innovative software-based services that reduce power requirements.
• We help customers opt for more sustainable choices, through digital platforms/apps which remove paper, support flexible/agile working, underpinned by cloud-based services employing energy efficient technology.
• We support carbon neutrality with workforces/facilities to reduce carbon consumption over 10-years.
• We prioritise the use of green energy in Civica owned facilities within the next 10 years.
• We promote recycling through our ‘Zero to Landfill’ and ‘Zero Print’ schemes.

Our commitment to continue to promote with employees and customers a much greater responsibility and leadership in eliminating unnecessary single-use plastics; we will continue to look to make more innovative and systematic changes to further reduce our use of single-use plastics across the organisation and to openly share our outcomes and learnings.

We undertake SECR Streamlined Energy and Carbon Reporting on our environmental footprint and the progress we are making to becoming Net Zero.

Our commitment to fighting climate change will help deliver the policy outcomes for fighting climate change under PPN 06/20.

Tackling economic inequality

Civica is committed to building an inclusive and diverse culture that tackles inequality in employment, skills and pay. We promote equal opportunity through all our activities and ensure rights for all employees are always protected. We are listed as a 2020 Financial Times Diversity Leader and we are a ‘Gold’ Investors in People company.

We have increased our focus and commitment to ensure we proactively implement equal and non-discriminatory treatment to all our workers. We have implemented a Diversity & Inclusion Strategy and have a Diversity and Inclusion Lead to drive the implementation of this strategy. This aims to tackle inequality in recruitment practices, team development, skills and pay through the following actions:

• We are a Living Wage accredited employer.
• We recruit locally to where services are delivered.
• We are committed to developing the skills of young people near our client’s businesses e.g., for a local authority, we have developed a programme of engagement workshops for young people with the potential for digital work experience.
• Our staff act as mentors for Youth Enterprise schemes in schools/universities.
• We are a member of the 5% club, an industry-led initiative focused on creating momentum behind the recruitment of apprentices into the UK workplace.
• Over 2.5% of our workplace is made up of apprentices or graduates and we intend to increase this to 5% by the end of 2025.
• We provide our own apprenticeship programme for managers, giving them access to training and development that may not be accessible outside the workplace.

Our commitment to building an inclusive and diverse culture will help deliver the policy outcomes for tackling economic inequality under PPN 06/20 and will dramatically improve job prospects and increase earning potential for the young and job seeking communities.

Equal opportunity

Civica is committed to providing equal opportunities and building an inclusive and diverse culture. The more diverse our workforce, the more informed the decisions we can make for our customers, supporting the communities in which we work.

We are proud to have been ranked as one of the top European companies for workforce diversity and equality, as chosen by in the Financial Times in 2020.

We are committed to building and maintaining an inclusive and supportive culture where diversity thrives:

• To ensure our recruitment practices support the attraction and hiring of diverse candidates, all vacancies are advertised on multiple Diversity & Inclusion platforms.
• We run attraction campaigns targeting females and BAME applicants. We use a process of anonymised applications, competency-based questions and scoring to remove bias. We also use decoders to ensure job advertisements use gender and culturally neutral language. We also ensure mixed panel interviewing.
• We advertise vacancies on https://disabilityjob.co.uk/ and share diversity statements on all job adverts.
• We have made training on diversity and inclusion mandatory.
• We aim to ensure increased diversity of new starters in technology/sales/leadership roles by 10% per annum over the next 3 years.
• We aim to ensure that at least 50% of shortlisted people are being considered from a diverse background for roles above £35k.
• We promote affinity groups within the company who represent a group of people linked by a common characteristic, often underrepresented, or historically excluded, which acts as a ‘safe space’ for such individuals. This identity could be related to race, gender, sexual orientation, language, nationality, physical or mental ability, socioeconomic class, family structure, religion, amongst others.

Our commitment to providing equality of opportunity will support the delivery of the policy outcomes for equal opportunity under PPN 06/20.

Wellbeing

Civica actively promotes a mentally healthy workplace and workforce integrating mental health and general wellbeing in all that we do from recruitment, appraisals to strategic management.

Through our Health and Wellbeing Policy and 40+ Mental Health Champions we encourage a flexible and realistic work/life balance. Our HWP provides a foundation to support both the mental and physical health of our staff through:

• Employee Assistance Programme and online Wellbeing Hub, which provides 24/7 access to websites, e-mail, phone and face-to-face counselling on all personal issues.
• Aviva DigiCare+ Workplace App providing external mental health consultancy.
• Mental Health Champions who support colleagues’ wellbeing in the workplace.
• RedArc Personal nurse service.
• Management Coaching - managers are trained in GROW (Goals, Reality, Options and Will) and in being Health and Wellbeing Advisors, supporting employees with mental/physical health needs.
• Health assessments/advice aimed at improving physical health.
• Cycle to Work scheme to aid physical and mental health.
• Weekly fruit drop for offices, encouraging a healthier diet.
• We provide free eye tests for all VDU users, encourage staff to take advantage of NHS flu vaccinations services, and support people wishing to use the NHS Stop Smoking Service.

We also support our customers’ and communities’ through The Civica Foundation, our home for all charity, community, volunteering and social value. Our Days of Difference initiative gives every Civica employee 3 days a year to make a difference to charitable or community causes. Our employees can use this individually, join-up as a team or take part in Civica coordinated events.

Suppliers/subcontractors are subject to Civica’s Sub-contractor Selection Process as defined in our ISO9001 QMS, which includes criteria for assessing health and wellbeing policies.

Our commitment to providing equality of opportunity supports the delivery of the policy outcomes for Wellbeing under PPN 06/20.

Pricing

Price
£69.00 a device a month
Discount for educational organisations
No
Free trial available
No

Service documents

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 g-cloud@civica.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.