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EDUCATION SOFTWARE SOLUTIONS LTD

UNIT-e Student Records

UNIT-e is a secure, comprehensive data management system designed for education providers like colleges, universities, schools, and local authorities. It features robust capabilities for managing, analysing, and reporting on student data, enabling statutory compliance, informed decisions, and improved educational outcomes for all stakeholders. This centralised platform streamlines essential administrative tasks.

Features

  • Comprehensive student lifecycle management.
  • Real-time, accurate data reporting.
  • Multi-institution support from one platform.
  • Enhances statutory compliance effortlessly.
  • Secure, encrypted cloud-based access.
  • Customisable to specific educational needs.
  • Streamlined student recruitment and onboarding.
  • Automation of routine administrative tasks.
  • Robust disaster recovery capabilities.
  • Comprehensive integration with CEDAR for enhanced engagement.

Benefits

  • Streamline enrolment, boosting student retention rates.
  • Instantly update academic records, enhancing data accuracy.
  • Enable flexible, secure remote learning access.
  • Automate compliance reporting, focusing more on teaching.
  • Foster collaboration, improving student and staff engagement.
  • Manage academic content effectively while on the move.
  • Drive better decision-making with real-time analytics.
  • Ensure regulatory compliance, maintaining educational standards.
  • Optimise resource use, supporting targeted learning interventions.
  • Enhance communication, boosting student support and success.

Pricing

£3,751 an instance a month

  • Education pricing available

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 SMB-ESS-BidTeam@parentpay.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

9 6 5 5 2 2 8 0 9 9 4 2 2 4 8

Contact

EDUCATION SOFTWARE SOLUTIONS LTD Rob Clark
Telephone: 01234 322100
Email: SMB-ESS-BidTeam@parentpay.com

Service scope

Software add-on or extension
No
Cloud deployment model
Hybrid cloud
Service constraints
Depending on the customisation of the service by the Customer constraints such as planned maintenance, levels of support and hardware configurations would apply.
System requirements
  • Supported Operating System
  • Supported Browser
  • Supported VPN Compatibility
  • Reliable Network
  • Antivirus
  • Firewall

User support

Email or online ticketing support
Email or online ticketing
Support response times
Our Application Support Desk operates Monday to Friday, from 08:00 to 17:30, excluding English bank holidays. We prioritise timely responses to support calls. Priority 1 & 2 issues are attended to within 4 working hours, ensuring urgent matters are promptly resolved. Similarly, Priority 3 issues receive attention within 8 working hours.
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
WCAG 2.1 AA or EN 301 549
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
Our comprehensive support package ensures rapid assistance for any operational challenges your institution may encounter. Priority 1 & 2 issues are prioritised, with resolution targeted within 4 working hours, while Priority 3 matters receive attention within 8 working hours. Our standard support is available on weekdays from 08:00 to 17:30, excluding English bank holidays, ensuring assistance when you need it most.

We've streamlined our support system, making it effortless to log calls via phon, email or online. This user-friendly approach includes clear priorities to swiftly address urgent concerns, allowing your team to stay focused on core activities.

Your dedicated account manager plays a crucial role as a liaison, ensuring seamless coordination with our technical and cloud experts. They facilitate access to the right resources promptly, ensuring optimal service levels and a smooth resolution process for any issues that may arise.
Support available to third parties
No

Onboarding and offboarding

Getting started
To ensure a smooth transition to UNIT-e, ParentPay Group offers a robust support package designed to facilitate system adoption and enhance user experience. This process is meticulously coordinated by a dedicated Project Manager who oversees the entire migration journey.

The transition begins with a detailed requirements gathering exercise, which includes reviewing technical prerequisites and evaluating how UNIT-e can integrate seamlessly with existing business processes. This tailored approach ensures that our solutions meet each customer's unique operational needs.

ParentPay Group provides a variety of training and support options to help users become proficient with UNIT-e:

Onsite Training: Our experts deliver hands-on training at customer sites, ideal for addressing complex setups or specific operational needs.
Online Training: We offer comprehensive online sessions accessible remotely, providing flexibility for staff training at all levels.
User Documentation: Detailed documentation supports users in navigating the system, offering a valuable ongoing reference.
Consultancy Services: Our consultancy services are available post-implementation to help optimise the use of UNIT-e, ensuring customers achieve maximum benefits from its features.

Through these tailored services, ParentPay Group guarantees not only a smooth adoption of UNIT-e but also maximises the system's potential for each institution.
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
At the end of a contract, ParentPay Group ensures a seamless and secure transition of data to a new supplier through a well-defined exit strategy. This strategy is customised for each customer to facilitate a smooth handover.

Key elements of our exit strategy include:

Collaboration with the Incoming Supplier: We work closely with any new contractor to ensure they receive all necessary data and information for a continuous service provision.
Defined Roles and Timelines: We establish clear roles and responsibilities for all parties involved, with precise timelines to manage the data transfer efficiently and transparently.
Documentation and Service Records: We provide comprehensive documentation of all key service inputs, ensuring the new supplier has a full understanding of the system and data landscape.
Secure Data Transfer: All data belonging to the institution is transferred securely, adhering to protocols that safeguard information integrity and privacy.
Handling of Proprietary Information: We determine and implement methods for the removal of proprietary information, ensuring that sensitive data is not compromised during the transition.

ParentPay Group prioritises data security and privacy, guaranteeing that all transitions are conducted meticulously and in compliance with relevant regulations. This approach allows institutions to move to new services confidently and securely.
End-of-contract process
At the conclusion of a contract with ParentPay Group, operational access to the UNIT-e system will cease. However, to support continuity and data retention, we offer the option of read-only access to the database server. This access includes a licence for a report generator, allowing for continued data extraction beyond the contract period. It is important to note that this service incurs an additional annual recurring cost.

In terms of the contract pricing, the initial agreement covers the use of the UNIT-e system for its operational life within the terms of the contract. Services that extend beyond the operational phase, such as read-only access and data extraction tools, are considered additional services and are not included in the base price of the contract.

ParentPay Group approaches each contract with the expectation that UNIT-e will serve the institution's needs for many years. We do not typically anticipate or prepare for an offboarding scenario as part of the initial contract setup. However, we ensure provisions are in place to facilitate a smooth and secure data transition should the need arise, with clear costs outlined for any services extending beyond the standard contract terms. This foresight ensures transparency and preparedness for all eventualities.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
Application to install
Yes
Compatible operating systems
  • MacOS
  • Windows
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
Our service offers web-based modules accessible on mobile devices through browsers with responsive design. However, certain desktop-specific features may not be available on mobile platforms. This approach ensures a seamless user experience across devices while tailoring functionalities to the specific needs of mobile usage.

Moreover, some functionalities, like timetabling and data manipulation, are optimised for desktop usage due to their complexity and visualisation requirements. We prioritise delivering a flexible and user-centric experience to empower productivity and efficiency across all operational aspects.
Service interface
Yes
User support accessibility
WCAG 2.1 A
Description of service interface
Our service interface offers web-based modules accessible on mobile devices through browsers with responsive design complaint to WCAG 2.1 A. However, certain desktop-specific features may not be available on mobile platforms. This approach ensures a seamless user experience across devices while tailoring functionalities to the specific needs of mobile usage.

Moreover, some functionalities, like timetabling and data manipulation, are optimised for desktop usage due to their complexity and visualisation requirements. We prioritise delivering a flexible and user-centric experience to empower productivity and efficiency across all operational aspects.
Accessibility standards
WCAG 2.1 A
Accessibility testing
We recognise the importance of ensuring accessibility for all users, including those who rely on assistive technologies. To achieve this, we have conducted thorough interface testing with assistive technology.

Throughout our testing process, we collaborated closely with assistive technologies such as screen readers, voice recognition software, and alternative input devices. The feedback has been invaluable in evaluating the accessibility and usability of our interface across various platforms and devices.

Our focus has been on assessing the effectiveness of our interface in providing seamless navigation, clear content presentation, and compatibility with assistive technology tools. Through iterative testing, we've identified areas for improvement and made necessary adjustments to enhance accessibility.

Moreover, we've ensured compliance with accessibility standards such as the Web Content Accessibility Guidelines (WCAG). Our commitment to accessibility goes beyond testing; we continuously strive to make our interface inclusive and accessible to all users, irrespective of their abilities or assistive technology requirements.
API
Yes
What users can and can't do using the API
The UNIT-e Web API acts as a bridge between third-party applications and UNIT-e’s web-based services, enabling external software to interact with and manipulate UNIT-e application data. Specifically, this API facilitates access to crucial data such as UNIT-e Student records.

To set up the API, users must authenticate using a Key/Secret combination for external access. For internal deployments, LDAP authentication is available, though this is less common. The handbook provided caters to staff experienced with Web APIs, detailing setup procedures, available methods, and how to initiate interactions with the system through example endpoints and JSON formatted POST requests.

Users can also make changes to the UNIT-e systems by leveraging the API's predefined functions. This includes modifying student records or other data accessible through the API, ensuring dynamic interaction with the UNIT-e system based on real-time needs.

However, there are limitations. The API's accessibility and functionality might be restricted based on the licensing terms for using LDAP or other security mechanisms. Also, the level of access and the types of changes permissible are contingent upon the user’s authentication credentials and the specific configuration of the UNIT-e system they are interfaced with.
API documentation
Yes
API documentation formats
PDF
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
At ParentPay Group, we understand the importance of tailoring our service to meet the unique needs of each user. Here's how you can customise your experience with us:

Firstly, you have the flexibility to adjust the number of users who will access our platform. Whether you're a small school a college or a large university, our service scales to accommodate your requirements.

Next, you can customise the depth and breadth of your requirements. This means you can fine-tune the specifics of what features and functionalities you need from us. Whether it's timetabling, communication, or reporting capabilities, we've got you covered.

Furthermore, we offer customisable service implementation packages. Depending on your preferences and resources, you can choose the level of support and guidance you need during the onboarding process. Whether you prefer a hands-on approach or more autonomy, we'll work with you to ensure a seamless transition.

Ultimately, anyone within your organisation who interacts with our service can customise it to their specific needs. From administrators managing students to parents checking students progress, everyone can personalise their experience to maximise efficiency and convenience.

Scaling

Independence of resources
ParentPay Group ensures that the demand from other users does not adversely affect any individual user's experience by implementing robust scalability and resource allocation strategies. Our infrastructure is designed to manage high loads efficiently, using advanced load balancing techniques to distribute user requests evenly across servers. Additionally, we continuously monitor system performance and dynamically adjust resources to meet demand spikes without compromising service quality. This approach guarantees high availability and consistent performance for all users, regardless of the overall system load, ensuring that each user's interaction with our service remains stable and reliable.

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
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
‘IT Health Check’ performed by a CHECK service provider
Protecting data at rest
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
Data sanitisation process
Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • 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
During the contract period with ParentPay Group, users can actively export their data as needed. The system includes built-in functionalities that allow for efficient data extraction. Users have access to various tools within the UNIT-e system, such as Report Generator, which enable them to retrieve and export data in various formats. This capability is part of the core service provided under the contract, ensuring that institutions can manage and utilise their data effectively throughout the duration of their agreement with no additional cost. This feature supports ongoing operational needs and decision-making processes, enhancing the overall utility of the system.
Data export formats
CSV
Data import formats
CSV

Data-in-transit protection

Data protection between buyer and supplier networks
IPsec or TLS VPN gateway
Data protection within supplier network
IPsec or TLS VPN gateway

Availability and resilience

Guaranteed availability
SLA available on request
Approach to resilience
Significant redundancy and resilience is built into the infrastructure and server capacity to ensure the service is always available. Enterprise monitoring solutions are deployed and the service is maintained on a 24x7 basis by a full IT team. Capacity management processed and procedures are established.
Outage reporting
Email based notifications are provided where appropriate.

Identity and authentication

User authentication needed
Yes
User authentication
  • Dedicated link (for example VPN)
  • Username or password
Access restrictions in management interfaces and support channels
ParentPay Group restricts access within management interfaces and support channels by implementing robust user privilege controls. Only staff with the appropriate privileges can make changes or access specific functionalities within the UNIT-e system. These privileges are institution-defined, allowing precise control over how stakeholders interact with various modules and functionalities.

This approach ensures that individuals can only view, add, or modify information that is relevant to their role, enhancing security and maintaining data integrity. By carefully managing these privileges, we prevent unauthorized access and ensure that all interactions within our system are both appropriate and secure.
Access restriction testing frequency
At least once a year
Management access authentication
  • Dedicated link (for example VPN)
  • 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
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
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
Active Group Limited, trading as British Assessment Bureau
ISO/IEC 27001 accreditation date
11/04/23
What the ISO/IEC 27001 doesn’t cover
Providers and end users' own local computer systems and networks and their associated physical locations are outside of the ISMS scope.
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Cyber essentials
Yes
Cyber essentials plus
No
Other security certifications
No

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
  • CSA CCM version 3.0
  • ISO/IEC 27001
Information security policies and processes
ParentPay operate an ISO 27001 certified Information Security Management System (ISMS) - this has been certified by a UKAS accredited certification body.

A dedicated security team of qualified specialists maintain, monitor and enforce technical and organisational security controls.

We are audited by independent specialist third parties at least four times per year.
ParentPay operate a comprehensive catalogue of security policies, processes and procedures; Including but not limited to:

Security Policy.
ISMS Manual.
Acceptable Use Policy.
Access Control and Onboarding-Offboarding.
Business Continuity Strategy.
Business Continuity Plans.
BYOD Policy.
Capacity Management Policy.
Change Control Process.
Clear Desk Policy.
Cryptography, Certificates and Key Management Policy.
Data Protection Policy.
Data Retention and Disposal Policy.
Development Process Standards and Practices.
Firewall & Router Configuration Strategy.
Incident Response Procedures.
Information Classification and Handling.
IT Decommission Process.
ParentPay Fraud and AML Strategy.
Password Policy.
Patch and Vulnerability Management Strategy.
Physical Security Policy.
Security within Project Management.
Remote Working and Mobile Device Policy.
Security Considerations for Key Decision Makers.
Social Media Policy.
Supplier and Third Party Management Policy.
System Build Standards.
IT Documented Operating Procedures.

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
Full change control process is applied to the product and hosting infrastructure. This applies to all assets. Changes require CAB review and approval. Security considerations are specifically identified as a strict requirment.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
Internal and external components are assessed by industry leading vulnerability scanners on a weekly basis. Additional cyber risk assessment tools monitor OSINT data feeds on an ongoing basis. PCI-DSS ASV scans take place every three months. Any and all findings are subject to risk assessment and suitable remediation through change control processes. Critical and Security updates to be installed within one month of release. All other available vendor updates to be installed within 3 months of release. We actively participate in a threat sharing community and monitor special interest security groups continuously.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
We operate network and host based intrusion detection systems. All infrastructure components and logging is supported by a SIEM platform, including User-Behaviour-Analytics (UBA) capabilities. Endpoint and back-office systems run DLP controls to help detect and prevent data loss events. External breach indicators are also independently monitored on an ongoing basis. Canary tokens and honeypot technology is also applied. We operate, train and regularly test a comprehensive Incident Response Programme - including forensics evidence collection capabilities. Security Incidents are responded to immediately following identification, by a dedicated security team.
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
Our detailed Incident Response Programme has developed a full array of specific response processes for particular events. We operate, train and regularly test the full process - including forensic evidence collection processes. Security Incidents are responded to immediately following identification, by a dedicated security team. All employees are required to report any confirmed or suspected security incidents. The security team can be contacted by customers, users or employees at any time via email or telephone. Detailed incident reports are provided as necessary - including an executive summary, event timeline, investigative and containment steps, root cause analysis, remediation and lessons learned.

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
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

Fighting climate change

Environmentally friendly solution, low carbon emissions, recycled decommissioned equipment. Offers are assessed on an individual basis and dependent on client's priorities and strategic objectives.

Tackling economic inequality

Offers are assessed on an individual basis and dependent on client's priorities and strategic objectives.

Equal opportunity

We are an equal opportunities employer. We support our clients in promoting digital skills. Offers are assessed on an individual basis and dependent on client's priorities and strategic objectives.

Wellbeing

Offers are assessed on an individual basis and dependent on client's priorities and strategic objectives.

Pricing

Price
£3,751 an instance a month
Discount for educational organisations
Yes
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 SMB-ESS-BidTeam@parentpay.com. Tell them what format you need. It will help if you say what assistive technology you use.