Genial Compliance Systems Ltd

iPassport QMS

Passport is an electronic quality management system designed to significantly reduce the time, frustration, costs and risk associated with achieving and maintaining recognised quality standards.

iPassport digitally centralises documentation and compliance records and helps improve the day to day management of quality and compliance.

Features

• Document Management including automating document review and approvals processes
• Schedule and monitor internal and external audits
• Non compliance and CAPA Management
• Competency management to monitor staff training and qualification records
• Supplier management including performance reviews and audits
• Risk management to raise, mitigate and monitor risks
• Asset and stock management including maintenance events
• Customer management for feedback and complaints
• Task driven for comprehensive reporting, data trending and metrics
• Configurable change management module for planned and unplanned changes

Benefits

• Ensure a full and correct document management cycle
• Easily demonstrate evidence of compliance to standards and regulations
• Time savings with intuitive tasks and reminders
• Track and trend events to ensure continuous improvement
• Provide access to records from a central controlled environment
• Partition Organisational Units (OUs) to scale organisational and departmental access
• Reduce non-conformities
• Work from any location with internet connectivity
• No local IT support or VPN access required

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

Framework

G-Cloud 15

Service ID

929516683444692

Contact

Rob Christie
01244757155
sales@genialcompliance.com

About your service

• Service categories:

  Applications

  Production and operations

  Service industry and public sector operations

  • Healthcare
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: No
• System requirements: Access to modern web browsers for users

User support

• Email or online ticketing support: Yes
• Support response times: All support requests acknowledged including a ticket reference within one working day (Monday - Friday 09:00 - 17:30 GMT).; ; All requests then triaged and prioritised as documented within our SLA
• 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: No
• Onsite support: No
• Support levels: Unlimited telephone, email and online product support is included as standard within any agreement. Support is accessed through a dedicated link within the system as well as a central email address and telephone number.; ; Access to support is available 09:00 - 17:30 (GMT) Monday - Friday, excluding public holidays.; ; Genial will aim to respond to product related questions within one working day. Technical support requests are triaged and prioritised as outlined in our service level agreement.; ; A named account manager is assigned to all new accounts who will act as primary contact during implementation.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: An initial implementation kick-off meeting is arranged to ensure a good understanding of training and implementation requirements.; ; Training is then provided remotely, typically in hourly sessions on a "train-the-trainer" approach.; ; Users are also provided with access to a dedicated training account for testing before deploying new processes in the live environment.; ; Users are also provided with access to a comprehensive online knowledge base (user guides, knowledge base articles), and in-application E-Learning content.
• Service documentation: Yes
• Documentation formats: HTML
• End-of-contract data extraction: Users can subscribe to the iPassport export service which provides an export of all documents, including previous versions and associated attachments through a password protected download.; ; Any further export of data can be discussed with our professional services team.
• End-of-contract process: At the end of the contract, access to the iPassport live and training accounts will be disabled. Data is stored for a further 1 year as part of our backup cycles, after which, the data is overwritten. Should there be requirement to purge the data immediately after cessation of iPassport then this can be facilitated on request.
• Documentation accessibility standard: WCAG 2.2 AA

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: No
• Service interface: No
• User support accessibility: WCAG 2.2 AA
• API: No
• Customisation available: Yes
• Description of customisation: -Admin users can create their own Organisational Units to group records and then manage and share securely.; -Staff access levels and permissions are highly configurable by admin users. This is done via creating User Groups which are given Roles (a group of permissions) which determine what users within that group can and cannot do within an OU.; -Modules and sub modules can be enabled/disabled via preferences.; -Names of those modules/sub modules can be amended via preferences.; -Cover pages/document footers/spine information can be customised if desired.; -iPassport includes customisable workflows which can be applied to document reviews and publishing processes and non conforming events.; -iPassport includes the functionality to create customisable risk assessment templates and form templates (including user-definable custom fields).; -Configurable dashboards are available to users, comprising of user defined metrics and widgets which can be defaulted to be the landing page when logging in to the system.

Scaling

• Independence of resources: We provision with headroom, isolate critical workloads, and front all traffic through the host-restricted WAF/tunnel stack. We monitor continuously and add capacity or reroute work as required.

Analytics

• Service usage metrics: Yes
• Metrics types: In application "User's Activities" Tab allows admin users to track their user licence usage.; ; Service desk allows customers to monitor their support requests and track over time.
• Reporting types: API access
• 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: Yes
• 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: NCSC 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
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Data Erasure

Data importing and exporting

• Data export approach: There are "Export to CSV" options within the application to bulk export various types of records. An optional subscription service is available to generate a bulk export of all documents along with their metadata (in csv). The export is available to download through a password protected .zip file.
• 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: IPassport's availability SLA is 99.9% uptime, excluding planned maintenance work. We achieved 100% uptime in previous 12 months at the time of writing.; ; Service level penalties can be negotiated into the contract.
• Approach to resilience: Available on request
• Outage reporting: Emails to key customer contacts. System notices published in the in-application dashboard are used for pre-planned maintenance downtime and can also be used to communicate any signifiant issue with performance or functionality

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
• Access restrictions in management interfaces and support channels: Access is provided on the least privilege level to ensure that only employees who require access to the management interfaces have access, access is then controlled through role-based permissions. Only dedicated members of the support team have access to the system, while only the developers have access to the system database to provide technical support.; ; Additional access is granted to the quality manager and the information security manager for audit purposes but as they are independent of the operation this is restricted to read-only.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • 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: 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

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
• Information security policies and processes: Genial Compliance operates a comprehensive set of information security policies and procedures as part of our ISO 27001:2022 certification and our own best practice. This includes Information security policy, information transfer policy, acceptable use policy, risk management which includes classification, secure development, teleworker.; ; All our policies and procedures are reviewed on an annual basis, with a full audit trail stored against them which is reviewed as part of our external ISO 27001:2022 certification.; ; Our core documents are communicated to new starters and any significant changes are communicated through our internal quality management system, each user then has to read and acknowledge the changes to the policy or procedure. Staff members have access to a version comparison tool which highlights the changes between versions making it easy for staff members to identify these adjustments. Acknowledgement is reviewed at internal audit in these policy and procedure areas and is validated at external audit.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Software; iPassport development goes through multiple levels of peer review and testing. System updates can only be triggered if all tests pass. During the update process the system automatically deploys an instance of the new code and ensures it works before bringing up new nodes and retiring old ones.; ; IT Systems and Databases; Our change control process requires significant infrastructure changes to be peer review and risk assessed. Typically any such change would be preceded by a trial run, identifying issues and allowing detailed step-by-step instructions to be documented.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: We watch key application and infrastructure components (app layer, databases, storage, network/perimeter) via AppSignal, AWS native tooling and Cloudflare events, with alerts routed to the on-call team. ; ; Core services and dependencies follow a regular patch window, with urgent fixes pulled forward when required.; ; Snyk is used for continuous scanning of images and dependencies.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: IPassport is hosted on AWS and utilises Cloudflare's Web Application Firewall. In addition to blocking malicious traffic our development team are alerted to any suspicious activity. These are reviewed immediately and action is taken according to our Information Security Incident Management procedure.
• 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: All staff are required to report information security weaknesses and events to the Information Security Manager.; ; Events and weaknesses are immediately upon receipt logged within Genial's own iPassport system where they are assessed and categorised. Depending on the severity, the item will be prioritised and resources will be assigned to action and resolve the issue.; ; Incidents reported by customers would be treated as above but would be reported via our support email or phone line.; ; The Information Security Manager is responsible for closing out the incident, managing reporting and preventative actions.
• 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: No
• 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: 10%
• Between £500,001 and £1,000,000: 10%
• Between £1,000,001 and £2,500,000: 10%
• Between £2,500,001 and £5,000,000: 10%
• Over £5,000,001: 10%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: SOCOTEC Certification UK Ltd
• ISO/IEC 27001 accreditation date: Thursday 12 December 2024
• What the ISO/IEC 27001 doesn’t cover: N/A - all business activity is covered.
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: SOCOTEC Certification UK Ltd
• ISO 9001 accreditation date: Thursday 12 December 2024
• What the ISO 9001 doesn’t cover: N/A - all business activity is covered.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: A7728ecf-ca23-40f2-a40b-6f658a52795b
• Cyber essentials plus: No
• Cyber Essentials Alternative: None of the criteria
• Other security certifications: Yes
• Any other security certifications: NHS Digital Data Security and Protection Toolkit

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
    • 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
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • 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
    • 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
    • How these flow down the supply chain and are monitored Illustrative examples include reporting, site visits, audits, etc.
    • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain

  • 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 to identify opportunities to open up sub-contracts under the prime contract to a diverse range of businesses, including 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
    • Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees
    • 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)
    • Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered

  • 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

  • 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
    • 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
    • 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
    • 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 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 sales@genialcompliance.com. Tell them what format you need. It will help if you say what assistive technology you use.