Allocate Software Limited

Allocate StaffDirect

Allocate StaffDirect is a workforce management solution that changes the way you engage with your workforce. The system supports a direct engagement model to source temporary doctors, AHPs and more. The system ensures end-to-end governance for agency candidates, directly sourcing compliant candidates, saving you up to 20% on agency costs.

Features

• Automatically calculate agency charges, eliminating the need for manual input.
• Automated timesheet approval notifications and run payroll internally or outsource.
• Set organisational rate rules and exception process.
• Sophisticated audit trail provides evidence aiding regulatory requirements compliance
• Process payments quickly with single file upload, streamlining invoicing.
• Real-time information on filled/unfilled, suggested candidates and booking status
• SaaS application providing scalability and flexibility with self-service capability
• Flexible tailored reporting ensures accurate and meaningful data
• Agency performance management data provides valuable KPIs
• Directly source compliant candidates

Benefits

• End-to-end governance with Allocate’s workforce management solutions.
• Fill duties via a direct engagement model for 20% savings.
• Increase fill rates and easily demonstrate HMRC compliance.
• Control over end-to-end worker booking process, including payroll.
• Set compliance requirements and security levels to access to data.
• Real-time data and rate management provides accurate information for reporting.
• Effective operational cost management and changes to workforce optimisation
• Reduce admin time with pre-agreed and configured rates.
• Holistic data views across the whole workforce identifies gaps earlier
• Available for multiple staff groups (medics, AHPs, Non-medical non-clinical)

£0.37 to £0.73 a transaction

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at bid.manager@rldatix.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

937084542738131

Contact

UK Sales
+44 (0)20 7355 5555
bid.manager@rldatix.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Allocate will normally perform Scheduled Maintenance activities during Out of Hours. ; ; Emergency Maintenance may be required as a result of identifying a problem through on-going monitoring and management that could potentially cause an outage or failure of the SaaS Services. Allocate will use reasonable endeavours to provide the Customer advance notification if possible and manage such Emergency Maintenance in such a way as to minimise impact on the Customer's operations.; ; Emergency Maintenance may be conducted at any time.
• System requirements:
  • Internet access to public cloud
  • Compliant standard web browser

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Support is provided Monday to Friday, 09:00 – 19:00 excluding UK Bank Holidays (Support Service Hours). Support is telephone and web-based. ; ; Operational Support Services ; Response and Resolution Target Service Level: ; ; * Priority 1 - Within one (1) hour - Four (4) Support Service Hours; * Priority 2 - Within one (1) hour - Sixteen (16) Support Service Hours; * Priority 3 - Within one (1) Business Day - Forty-eight (48) Support Service Hours; * Priority 4 - Within one (1) Business Day - Within the next Software 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: No
• Support levels: Allocate Software provide a single, priority-based support model which is included, at no additional cost, within the pricing document provided. * Priority 1 - Within one (1) hour - Four (4) Support Service Hours * Priority 2 - Within one (1) hour - Sixteen (16) Support Service Hours * Priority 3 - Within one (1) Business Day - Forty-eight (48) Support Service Hours * Priority 4 - Within one (1) Business Day - Within the next Software release At the point of “Go Live” the customer shall be assigned a Customer Success Analyst who shall focus on two key areas in their support of the customer: *Software Adoption – The Customer Success Analyst will visit customers and work with them to help them on their journey to realise financial and non-financial benefits from the software. Once baseline information has been assessed, an Adoption Account Plan will be prepared to identify and address key areas to help organisations better utilise the software. *Proactive Support – Using dashboards to monitor performance, engagement and the level of adoption, the Customer Success Analyst in collaboration with Customer Support, will be able to alert concerns proactively or provide assistance where a situation could be improved.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Free Implementation. Allocate Software provides bespoke onsite training and online training according to customer requirements. Documentation is standard and available from the Support website.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Customers have access to their data. During notice period, Allocate Software will provide free access to download data as required. After contract closure, data is archived and can be retrieved by Allocate Software on written request.
• End-of-contract process: Please refer to the terms and conditions attached.

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: There is no difference to end-users between mobile devices and workstations.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: Allocate StaffDirect has a graphical user interface (GUI) that allows users to interact through graphical icons and visual indicators, and has been designed for efficiency and ease of use.
• Accessibility standards: None or don’t know
• Description of accessibility: The solutions attribute a number of accessibility standards, including the use of colour, text resize, focus order, link purpose, headings and labels.
• Accessibility testing: No other interface testing has been completed.
• API: No
• Customisation available: Yes
• Description of customisation: Customers can configure features to optimise the user experience; this occurs during implementation.

Scaling

• Independence of resources: Provision is made within the application to upscale server size, space and memory demands as required.

Analytics

• Service usage metrics: Yes
• Metrics types: Key Performance Indicator (KPI) reports are configured during implementation in accordance with customer requirements.
• Reporting types:
  • Regular reports
  • 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
  • European Economic Area (EEA)
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest: Physical access control, complying with CSA CCM v3.0
• Data sanitisation process: No
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: Using a compliant standard browser.
• Data export formats: CSV
• Data import formats: Other
• Other data import formats: Customers can upload in any format to defined fields

Data-in-transit protection

• Data protection between buyer and supplier networks: Legacy SSL and TLS (under version 1.2)
• Data protection within supplier network: Legacy SSL and TLS (under version 1.2)

Availability and resilience

• Guaranteed availability: The planned service availability is 99.8% availability, which equates to 87 minutes downtime per month. This is the total availability of Cloud Services measured on the successful response of virtual services, which is continually measured over each month. If the service is unavailable through Force Majeure in excess of two months the customer may terminate the agreement.
• Approach to resilience: Such information is confidential and is not available for release in the public domain. We do, however, have a technical brief available which outlines the standards to which we adhere. Allocate StaffDirect has Cyber Essentials Plus accreditation and discrete security measures in place to protect assets and data. Datacentre resilience is available on request.; ; We look after our part, the application at the top level, and leave the rest to the experts.
• Outage reporting: In the event of an outage or failure of the service, Allocate Software will endeavour to provide the Customer advance notification if possible and be managed in such a way as to have minimum impact on the Customer's operations via email.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: Access to software is controlled by log-in and password; access to certain data is restricted by user level permissions.
• Access restriction testing frequency: At least once a year
• Management access authentication: 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: User-defined
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: DNV GL
• ISO/IEC 27001 accreditation date: 04/12/19
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications: NHS Digital Data Security and Protection Toolkit

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 Accreditation and Department of Health - Information Governance Accreditation.
• Information security policies and processes: The company executes security procedure under direction of the Board Level Security Contact: CEO with the following appointments: - Chief Information Officer - Company IT Installation Security Officer: Infrastructure Manager - Company Security Controller & Company Clearance Contact Access Controller: Office Coordinator. The company has a published Policy and Procedures. Security warnings and updates are provided at log on and off. Security training is provided as part of induction training with updates notified by email to all staff when they occur. Company security manuals include: 1 Company Security Policy, 2 Company Security Instructions, 3 Risk Management and Accreditation Document Set, 4 Employee Handbook, 5 Disaster Recovery Plan (DRP), 6 Information Security Management System (ISMS).

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: New items are subject to penetration testing. All product components are similarly subjected to penetration testing.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Threat to Allocate Software’s services are assessed and responded to in accordance with ISO27001. In the event of the discovery of a vulnerability Change Advisory Board may execute an unscheduled change to remediate the situation. Every change to the Allocate Software Cloud Infrastructure, including operating systems, computer hardware, networks, and applications, is subject to the Change Management Policy and follows Change Management Procedures. Patches can be deployed in less than 24 hours. Information from potential threats is derived from open source material and the National Security Secretariat on cyber security.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Antivirus and malware protection is in place on all systems. Dual layers of firewalls secure the network layer from intrusion and provide a basic form of IDS in accordance with Cloud ISMS Policy, Antivirus Protection. Automated alerts are in place for Antivirus alerts. Daily reports show updates process.
• Incident management type: Supplier-defined controls
• Incident management approach: Allocate Software has a defined process for incident management set out in Cloud information Security Policy. This sets out a hierarchy of responsible persons and action to be taken. The Software’s Data Controller’s notification registration number is available on the public register of data protection notifications at www.ico.gov.uk.; Incident reports and action are provided by telephone, email. Thereafter action approving the procedure should be received in writing or approved verbally and confirmed in writing during the incident follow-up.

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

  Fighting climate change

  Fighting climate change

  Fighting climate change and supporting Net Zero RLDatix recognises that it has a responsibility to the environment beyond legal and regulatory requirements. We are committed to reducing our environmental impact and continually improving our environmental performance as an integral part of our business strategy and operating methods. To achieve this, RLDatix has completed the following: • RLDatix has an Environmental Policy that is reviewed on an annual basis to ensure it is relevant to the business • RLDatix has engaged our travel partners to ensure travel is as carbon efficient as possible, i.e., recommends trains rather than flights • Throughout all RLDatix offices we provide waste receptacles for recycling and general waste, supporting the reduction of waste to landfill • We encourage the reduced use of water and electricity and actively encourage the staff to consider the environment whilst printing • Many of our solutions assist our customers in reducing their own carbon footprint, i.e., assisting with route planning for community-based staff • RLDatix is working to be carbon neutral in the next few years and achieve ISO 14001 accreditation Many of these environmental proposals help us and will help you in your path to Net Zero. We are firmly committed to carbon reduction, as demonstrated by our Carbon Reduction Plan, published here: https://rldatix.com/en-uke/corporate-responsibility/

Pricing

• Price: £0.37 to £0.73 a transaction
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at bid.manager@rldatix.com. Tell them what format you need. It will help if you say what assistive technology you use.