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Onefile Ltd

OneFile RPL Funding Calculator

OneFile RPL Funding Calculator enables an apprenticeship provider to set up the cost of delivery per standard. Pre sign up the apprentice scores their prior learning which adjusts the funding, identifies what the funding should be and if the learner should be signed up.
Right learner Right course Right price.

Features

  • Set up cost to deliver an apprenticeship standard (fixed/variable)
  • Set minimum viable funding an apprenticeship could be delivered for
  • Learner scores their prior learning based on the apprenticeship standard
  • Learner can provide evidence as to their prior learning
  • Funding automatically recalculates based on the prior learning
  • Highlights if recalculated funding falls below viable profitable level
  • Seamless integration with other OneFile products
  • Reports for audit

Benefits

  • Less chance of funding clawback
  • Robust, standardised funding calculation - not just guesswork
  • Evidence for ESFA audit
  • Save money as able to do initial assessment remotely
  • Proof to employer that you are taking RPL into account
  • Cloud based solution available 24/7 with remote access
  • Apprentice gets a real understanding of the KSBs required
  • Robust starting point for learner journey and progression.

Pricing

£16.60 to £25.00 a unit

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 Davinder.Aujla@onefile.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 9 1 6 9 0 3 9 2 3 7 7 8

Contact

Onefile Ltd Davinder Aujla
Telephone: 0161 638 3876
Email: Davinder.Aujla@onefile.co.uk

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
OneFile Enrol - Ability to electronically enrol an applicant to a programme of learning

OneFile eportfolio - for the delivery of an apprenticeship programme

OneFile ILR - submit to ESFA for funding
Cloud deployment model
Public cloud
Service constraints
Planned maintenance is completed outside of normal working hours and 2 days notice will be provided for minimal downtime. Uptime is 99.99%
System requirements
Modern browser (IE 11+, Edge, Chrome etc) https://onefile.co.uk/browser-policy/

User support

Email or online ticketing support
Email or online ticketing
Support response times
SLA will be 12 working hours however, 90% of tickets are responded to within 4 hours.
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
Web chat
Web chat support availability
9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard
WCAG 2.1 A
Web chat accessibility testing
OneFile's support via 'Live Chat' supports on average over 200 Users per month and is part of the Freshworks suite of products utilised by OneFile.
Onsite support
Yes, at extra cost
Support levels
Training for end users is from £770 (onsite) for a full day and from £120 from remote, in addition to the Onboarding support.

Premium support services to create forms is £700 per day.

We do not offer a technical account manager or a cloud support engineer. OneFile do provide a Customer Success Manager (CSM) to support the management of the account/system
Support available to third parties
Yes

Onboarding and offboarding

Getting started
*An allocated onboarding specialist will guide you through the process of setting up the system, feature set up and training. They will be your point of contact if additional support outside of normal tech support enquiry required. *Dedicated onboarding landing page which has user guides and videos to support the onboarding and ongoing process. *Knowledge library with a search function to help users find what they need support with quickly.
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction
At the end of contract a customer will be able to export their data in a machine readable format
End-of-contract process
When a customer no longer wishes to use RPL Funding Calculator they will give notice and after 90 days the data will be deleted unless requested sooner.
The customer will be able to export their data in a machine readable format or request a data dump for a negotiated cost.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Chrome
  • Safari
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
The web application is a responsive application and typically provides the same functionality as a normal desktop browser depending on the mobile device/browser being used.
Service interface
No
User support accessibility
WCAG 2.1 A
API
Yes
What users can and can't do using the API
OneFile operates an at rest API which customers are provided access to following a formal request.

https://cdn2.hubspot.net/hubfs/2231823/Explore_content/Working%20together%20(1).pdf
API documentation
Yes
API documentation formats
  • Open API (also known as Swagger)
  • HTML
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
*Able to customise the providers’ fixed cost for delivery
*Per standard weight the cost of delivery against each knowledge, skill and behaviour
*Weight the cost depending on the score the applicant rates themselves

Scaling

Independence of resources
We have a production team who monitor systems, they identify any emerging performance issues and take action to ensure it does not escalate. We use rate limiting on APIs and we have fair usage policies in-place.

When we plan infrastructure changes, forecasting future growth with at least 3 years of user growth in mind.

Our data centre provider enables us to scale quickly should we require.

Analytics

Service usage metrics
No

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Baseline Personnel Security Standard (BPSS)

Asset protection

Knowledge of data storage and processing locations
Yes
Data storage and processing locations
  • United Kingdom
  • European Economic Area (EEA)
User control over data storage and processing locations
No
Datacentre security standards
Managed by a third party
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
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
CSV data exports can also be made available on request
Data export formats
  • CSV
  • Other
Other data export formats
HTML
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)
  • IPsec or TLS VPN gateway

Availability and resilience

Guaranteed availability
Service Level Commitment a) The “Monthly Uptime Percentage” for the Services is calculated by the following formula: 𝑈𝑠𝑒𝑟 𝑀𝑖𝑛𝑢𝑡𝑒𝑠 − 𝐷𝑜𝑤𝑛𝑡𝑖𝑚𝑒/𝑈𝑠𝑒𝑟 𝑀𝑖𝑛𝑢𝑡𝑒𝑠 𝑥 100 where Downtime is measured in user-minutes; that is, for each month, Downtime is the sum of the length (in minutes) of each Incident that occurs during Normal Business Hours that month multiplied by the number of Contracted User Subscriptions impacted by that Incident. b) If the Monthly Uptime Percentage falls below 99.93% for any given month, the Customer will be eligible for the following Service Credit: Monthly Uptime Percentage Service Credit < 99.93% 6 hours < 99.86% 12 hours < 99.79% 18 hours < 99.72% 24 hours 3. Service Credit Claim a) The Customer must submit a claim to the Supplier that includes: (i) a detailed description of the Incident; (ii) information regarding the duration of the Downtime; (iii) the number and location(s) of affected users (if applicable); and (iv) descriptions of attempts to resolve the Incident at the time of occurrence. b) The Supplier will issue the Customer with a Credit Note to the value of 1/365th of the Applicable
Approach to resilience
We use 2 Microsoft Azures data centres (UK South and UK West).
The data centres operate with independent power and networking supplied to their data centres and maintain numerous independent certifications covering the breadth of security.
When setting up our environments in the data centres where possible we use at least the local features to minimise the risk of a local failure, combined with our own processes to backup data to another data centre. In some situations we use some of the Zone Redundancy Features where the protection mechanisms meet our requirements. We load balance users over several servers and also have the ability to increase server resources on demand to accommodate higher demand that may not have been anticipated - we operate with sufficient "headroom" to easily handle more usage than the peak usage we estimate.

The DR site has a SQL server constantly restoring configured to achieve our Recovery Point Objective (RPO) of 30 minutes and we have alerts for if there are issues with this. Our Business Continuity plans are designed with a target RTO of 30 minutes, if management choose this course of action needs to be taken.
Outage reporting
Website - this is kept on completely separate infrastructure operated by a third party in-order to be-able to communicate in the event our infrastructure is unavailable.
Support system - this is also managed by an independent third party enabling to communicate in the event our infrastructure is unavailable.
Twitter
Email announcements
Public dashboard - we have a status page

Identity and authentication

User authentication needed
Yes
User authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels
Each user role has defined permissions based on what information is required for them to fulfil their role. These can vary from full access, partial access, read only access or no access.

If the user does not have the user login for a specific role they are unable to access the information or reports.

Users can only access learner data for learners they are responsible for.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • Dedicated link (for example VPN)
  • 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
Between 1 month and 6 months
Access to supplier activity audit information
Users contact the support team to get audit information
How long supplier audit data is stored for
Between 1 month and 6 months
How long system logs are stored for
Between 6 months and 12 months

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
Centre for Assessment
ISO/IEC 27001 accreditation date
13/11/2023
What the ISO/IEC 27001 doesn’t cover
Nothing is out-of-scope, our statement of applicability covers our entire organisation.
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Cyber essentials
Yes
Cyber essentials plus
Yes
Other security certifications
No

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
ISO/IEC 27001
Information security policies and processes
Our ISO27001 covers our entire organisation and within this we have policies and processes covering
* Asset management
* Access Management
* Communications Security
* Physical and Environmental Security
* Operations Security
* Cryptography
* Supplier Relationships
* System Acquisition, Development and Maintenance
* Human Resource Security
* Security Event and Incident Management
* Legal Compliance
* Business Continuity

The ISMS rep hold monthly security forum meeting with a designated security team, that includes members of the Senior Leadership Team (SLT)

We ensure policies are followed through
* Staff sign an information security agreement
* Awareness training when staff join
* On going programme of awareness and annual training programmes
* Internal audits (ISO9001 and ISO27001) to identify policy and process breaches
* Logging of policies breaches with actions taken
* HR actions taken against serious breaches or repeat breaches

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
Within our ISO27001:2013 we define configuration and change management Policies, Processes and Procedures.

Changes to our products go through change management covering planning through to deployment with reviews performed indepedent of the implementing team, and quality checks from the QA team, before sign-off from stakeholders and deployment of the change with an individual taking responsibility for deploying the change and post-implementation monitoring and review.

Infrastructure and organisational changes also go through similar change management to ensure that changes are planned, communicated, implemented and then their effectiveness reviewed.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
Within our ISO27001 we define vulnerability management Policies, Processes and Procedures this includes ensuring that authoritative sources are monitored daily for new security threats.

Emerging security threats which are relevant are logged and risk assessed. Where a recognised security threat exists which we are vulnerable to, we look for a resolution as a priority however sometimes it is necessary to apply mitigation due to the lack of availability of a resolution.

In either case the risk mitigation/resolution steps are implemented as soon as possible with the changes deployed through the change management processes.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
Within our ISO27001 we have a Monitoring Policy with supporting processes and procedures, these describe Protective Monitoring and Performance/Capacity Management Monitoring.

Protective Monitoring is achieved through a combination of systems including user event logging within our software products, aggregation and alerts from the SIEM gathering various log sources (web server error logs, OS events on systems, Firewall event logs etc)

Some of these systems are monitored in realtime by our Production Team with alerts and dashboards, whilst others are reviewed at the end of each month when creating summary reports.

Potential incidents are investigated as the highest priority.
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
Within our ISO27001 we have our Security Incidents Policy. All staff are expected to report suspicious activity to the Production Team and/or Management. Users can report via Tech Support or their Centre Manager.

Suspected incidents are investigated as highest priority, where validated the incident goes through incident management, where the incident relates to customers (such as availability, integrity or confidentiality of services and data) then customer facing staff are informed of the incident and risk/impact. Customer nominated contacts receive communication explaining the incident as well as service announcements being made through our products.

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
No

Social Value

Social Value

Social Value

  • Equal opportunity
  • Wellbeing

Equal opportunity

OneFile maintains strong roots within the Greater Manchester region, having begun in a house in Burnage, relocating to Newton Heath, the Arndale Centre and now Corner Block at the heart of Deansgate.

OneFile have continually supported projects and utilise internal marketing and operational strategies for charities to help secure their future. As well as supporting local projects such as The Moston Brook Project (www.friendsofbroadhurst.org.uk/home-page/moston-brook-project) - enabling access to nature and green space, partnering with Tameside Council to support young people during half term with coding ‘Hackathons’ and forging close links with Levenshulme all-girls school, providing ongoing access to work experience for several years now and will continue to provide careers advice and guidance.

OneFile are a value driven organisation and through these values provide each employee with a ‘volunteer day’ to provide their time to a charity/project enabling OneFile to support others in need of advice, guidance and direction. OneFile are a living wage employer and support employees wellbeing in a variety of ways; a designated team embracing diversity, equality and Inclusion across the business, hybrid operating and “OneFile in Nature” where all employees are encouraged to spend time each day outside.

Wellbeing

OneFile maintains strong roots within the Greater Manchester region, having begun in a house in Burnage, relocating to Newton Heath, the Arndale Centre and now Corner Block at the heart of Deansgate.

OneFile have continually supported projects and utilise internal marketing and operational strategies for charities to help secure their future. As well as supporting local projects such as The Moston Brook Project (www.friendsofbroadhurst.org.uk/home-page/moston-brook-project) - enabling access to nature and green space, partnering with Tameside Council to support young people during half term with coding ‘Hackathons’ and forging close links with Levenshulme all-girls school, providing ongoing access to work experience for several years now and will continue to provide careers advice and guidance.

OneFile are a value driven organisation and through these values provide each employee with a ‘volunteer day’ to provide their time to a charity/project enabling OneFile to support others in need of advice, guidance and direction. OneFile are a living wage employer and support employees wellbeing in a variety of ways; a designated team embracing diversity, equality and Inclusion across the business, hybrid operating and “OneFile in Nature” where all employees are encouraged to spend time each day outside.

Pricing

Price
£16.60 to £25.00 a unit
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 Davinder.Aujla@onefile.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.