Civica Learning Management System
A mobile, scalable and secure Learning Management System (LMS) with optional Mobile Learning Apps for iOS and Android devices. Schedule, target, deliver and manage a wide range of learning content, including eLearning and microlearning courses, videos, podcasts, PDF and Word documents, and weblinks.
Features
- Administration interface: schedule, target and deliver digital training resources
- Rapid trouble free implementation
- True cloud based LMS, allowing massive scalability
- Integrated Learning Records Store: fuller reporting with Experience API
- Branded learner portals and multiple separately branded sub-portals
- Offline delivery and tracking of learning materials via mobile Apps
- Social options including comprehensive learner forums and content ranking
- Gamification options: points, achievement awards, rules and competitive leaderboards
- Manage online and classroom-based training events
- CPD capabilities, planning, recording, progress tracking and auditing
Benefits
- Deliver learning and communications efficiently from a central point
- Improve staff performance with training and support wherever needed
- Publish content to PCs, laptops, tablets and mobiles
- Track and measure all learning activities, not just SCORM
- Easily access multiple forms of learning and reference materials
- Deliver training immediately with no infrastructure / implementation complexities
- Encourage use of resources with social and gamification options
- Support large numbers of staff and/or people in your community
- Target learning content to different user group’s specific needs
- Capture, manage and audit all CPD activities
Pricing
£0.30 to £0.45 a user a month
Service documents
Request an accessible format
Framework
G-Cloud 14
Service ID
9 5 4 0 4 6 7 5 3 5 1 7 4 7 3
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
- Public cloud
- Service constraints
- No. Civica will use commercially reasonable endeavours to ensure that the service is available 24 hours per day, 7 days per week, except during periods of downtime due to circumstances beyond Civica’s control.
- System requirements
- Internet access
User support
- Email or online ticketing support
- Email or online ticketing
- Support response times
- Civica will acknowledge issues reported to the Help Desk within 2 hours during standard United Kingdom business working hours (9:00am to 5:00pm). Weekends and United Kingdom bank holidays can take longer.
- User can manage status and priority of support tickets
- Yes
- Online ticketing support accessibility
- WCAG 2.1 A
- Phone support
- Yes
- Phone support availability
- 9 to 5 (UK time), Monday to Friday
- Web chat support
- No
- Onsite support
- Onsite support
- Support levels
-
Whilst subscribed to the service, customers will have access to standard support, which includes access to the Help Desk, user forums, FAQs, online training content, plus email and telephone support.
Civica support services are available during standard United Kingdom business working hours (9:00am to 5:00pm), excluding weekends and United Kingdom bank holidays. - Support available to third parties
- No
Onboarding and offboarding
- Getting started
- Civica provides full individual support to new customers and will work with customer’s own staff to arrange a swift and trouble free implementation. In its standard form it can typically be live within 1 day of contracting, once requirements are confirmed. Any customisation and data migration required will take longer and we will work with customers to agree a successful, fully project managed process.
- Service documentation
- Yes
- Documentation formats
- HTML
- End-of-contract data extraction
- Customer administrators can extract their company’s and employees’ data at the end of contract, by using the administration portal. This includes user data, content, and user learning history. A request at end of contract can also be made to Civica for the return and erasing of customer data.
- End-of-contract process
- At end of contract, the customer’s Civica instance is de-provisioned and all data returned to the customer. The customer’s endpoint address is taken offline making it inaccessible. The customer instance and databases remain by default for a 12-month period after the contract ends, although data can be cleared earlier on request.
Using the service
- Web browser interface
- Yes
- Supported browsers
-
- Internet Explorer 11
- Microsoft Edge
- Firefox
- Chrome
- Safari
- Opera
- Application to install
- No
- Designed for use on mobile devices
- Yes
- Differences between the mobile and desktop service
- The Civica Learning portal is fully responsive, enabling users to access digital learning content from any device.
- Service interface
- Yes
- User support accessibility
- WCAG 2.1 AA or EN 301 549
- Description of service interface
- The Civica Learner Portal interface, accessible via a browser, provides users with the ability to browse, search and access a wide range of learning content, including eLearning and microlearning courses, videos, podcasts, eBooks, PDFs and Office documents, and weblinks. Users can also register to attend classroom and online based training events.
- Accessibility standards
- WCAG 2.1 AA or EN 301 549
- Accessibility testing
- Testing in compliance with WCAG 2.1AA standards. Periodic manual testing of code and testing with assistive technologies.
- API
- Yes
- What users can and can't do using the API
- A secured, REST-based Web API enables external systems to programmatically manipulate data within the Civica learning platform.
- API documentation
- Yes
- API documentation formats
- HTML
- API sandbox or test environment
- Yes
- Customisation available
- Yes
- Description of customisation
-
Civica Learning can be configured to meet the needs of specific customers.
Standard configuration includes - User interface: The colours, fonts and logo of the interface are defined by a customisable skin. Server address (URL): Each customer gets their own unique URL to their LMS server. Emails: Emails are template driven and the following can be configured; From address, Email subject line, Email body, Email signature and Email style / fonts. System name and support email addresses: Both can be configured based on the needs of a specific customer. Other configurable items include certificates, user profile properties, organisational unit structures, notifications, CPD templates, reports and more.
Scaling
- Independence of resources
-
As a cloud solution, our services and databases are horizontally and vertically scaled based on the demands of our combined customer workloads.
Scaling is designed to ensure that we can accommodate peaks in demand. Our operations team use performance monitoring and alerting to ensure that sufficient headroom is maintained at all times.
Analytics
- Service usage metrics
- No
Resellers
- Supplier type
- Not a reseller
Staff security
- Staff security clearance
- Conforms to BS7858:2019
- 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
- Yes
- Datacentre security standards
- Managed by a third party
- Penetration testing frequency
- At least once a year
- Penetration testing approach
- ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
- Protecting data at rest
- Other
- Other data at rest protection approach
- Customer data is encrypted at rest.
- Data sanitisation process
- Yes
- Data sanitisation type
- Deleted data can’t be directly accessed
- Equipment disposal approach
- In-house destruction process
Data importing and exporting
- Data export approach
- The user database (or subsets based on applied filters) can be exported to CSV.
- 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
- Civica will use commercially reasonable endeavours to ensure that the service is available 24 hours per day, 7 days per week, except during periods of planned maintenance, or downtime due to circumstances beyond Civica’s control.
- Approach to resilience
- Available on request.
- Outage reporting
- Any downtime due to circumstances beyond Civica’s control, Civica will distribute a notification via email to a nominated contact.
Identity and authentication
- User authentication needed
- Yes
- User authentication
-
- 2-factor authentication
- Username or password
- Access restrictions in management interfaces and support channels
- Civica have a restricted number of administration accounts providing access to management interfaces and support channels. Civica adopt the principle of least privilege when assigning account permissions and ensure that individual admin accounts are used for accountability i.e. no shared admin accounts.
- Access restriction testing frequency
- At least every 6 months
- Management access authentication
-
- 2-factor authentication
- Username or password
Audit information for users
- Access to user activity audit information
- Users contact the support team to get 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
Standards and certifications
- ISO/IEC 27001 certification
- Yes
- Who accredited the ISO/IEC 27001
- ISOQAR
- ISO/IEC 27001 accreditation date
- 07/11/2023
- What the ISO/IEC 27001 doesn’t cover
- Civica's ISO 27001:213 certification is limited to its operation within the United Kingdom, it excludes its operations within other geographic locations (United States).
- ISO 28000:2007 certification
- No
- CSA STAR certification
- No
- PCI certification
- Yes
- Who accredited the PCI DSS certification
- EMEA Global Compliance and Risk Services
- PCI DSS accreditation date
- 11/08/2016
- What the PCI DSS doesn’t cover
- Civica UK's certificate is Level 1 - Service Provider.
- Cyber essentials
- Yes
- Cyber essentials plus
- No
- Other security certifications
- Yes
- Any other security certifications
-
- Cyber Essentials
- ISO22301
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
-
Civica operate a comprehensive ISO 27001 compliant Information Security Management System (ISMS) that ensures policies are maintained, followed and regularly reviewed. Within our ISMS policies are divided into the following sections: Risk Assessment, Organisation of information security, Human resources management, Asset management, Access control, Cryptography, Physical and environmental security, Operations security, Communications security, System acquisition, development and maintenance, Supplier relationships, Information security incident management, Information security aspects of business continuity management and Compliance.
Security committee meetings occur monthly with two members of the security committee also sitting on the Civica Group Board ensuring a top down application of processes and procedures.
Operational security
- Configuration and change management standard
- Supplier-defined controls
- Configuration and change management approach
- All significant, non-routine changes to organisational information processing facilities (hardware or software) are subject to change control. IS Managers are responsible for carrying out a risk assessment to identify potential risks. Change Managers are responsible for authorising the change to proceed. Where required by a risk assessment, fall-back procedures or a roll-back strategy must be prepared. A testing plan, with clear acceptance criteria is documented prior to the change testing. Business unit representatives must accept changes prior to completion of testing. Change Managers authorise transfer to the operational environment, ensuring business processes aren't disturbed and business continuity plans are updated.
- Vulnerability management type
- Supplier-defined controls
- Vulnerability management approach
-
Identified vulnerabilities for organisational assets are prioritised as:
• Critical (immediate threat of data loss, corruption or unauthorised access)
• Urgent (non-immediate threat of data loss, corruption, or unauthorised access)
• Non-Critical (no current threat)
Civica has the following timeline requirements for reacting to notifications of relevant vulnerabilities:
• Critical – 1 business day
• Urgent – 3 business days
• Non-critical – 5 business days
The Risk Committee receives monthly reports on vulnerability management, including information about the number of vulnerabilities in each organisational asset, what controls are in place, outstanding issues, and what's changed since the previous meeting. - Protective monitoring type
- Supplier-defined controls
- Protective monitoring approach
-
The Risk Committee performs the risk assessment to identify the type and level of audit logging and monitoring that might be required for each individual information asset. The Network Manager is responsible for configuring the information systems to meet the requirements of this procedure.
System administrators are prohibited from erasing or de-activating logs. If investigating a fault, members of the IT Department are permitted to turn on additional audit logging. After investigation of a fault, they may return to the original configuration or leave the new logging in place, but may not reduce below the default configuration. - Incident management type
- Supplier-defined controls
- Incident management approach
-
Civica operate an incident management procedure. Responsibilities are as follows:
• Civica employees follow a standard procedure for reporting information security weaknesses or events.
• Information security events and weaknesses are reported to the IS Manager.
• Head of HR is responsible user training and events that can be used to support training activities.
IS weaknesses and events are reported using a Security Incident Log on Civica’s internal SharePoint site. The IS Manager reports on how the event was dealt with and closed. Resolution notes are added to Security Incident Logs and security incidents are reviewed during risk committee meetings.
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, all underpinned by cloud-based services employing energy efficient technology.
• We support carbon neutrality with workforces/facilities to reduce carbon consumption over the next 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 greater responsibility and leadership in eliminating unnecessary single-use plastics; we 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/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
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 promote 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 (HWP) and 40+ Mental Health Champions (MHC) 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, providing 24/7 access to websites, e-mail, phone and face-to-face counselling
• 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 aiding physical and mental health.
• Weekly fruit for offices, encouraging a healthier diet.
• 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 employee’s can use this individually, join up as a team or take part in coordinated events.
Suppliers/subcontractors are subject to Civica’s Sub-contractor Selection Process as defined in our ISO9001 Quality Management System, which includes criteria for assessing health and wellbeing policies.
Our commitment to providing equality of opportunity will support the delivery of the policy outcomes for Wellbeing opportunity under PPN 06/20.
Pricing
- Price
- £0.30 to £0.45 a user a month
- Discount for educational organisations
- No
- Free trial available
- No