Advanced Business Solutions

ePortfolio (formerly “Smart Assessor”)

ePortfolio is the market leader in outstanding e-portfolio technology platform, tracking progression throughout the learning journey for apprenticeship standards, traineeships, NVQs, AEBs, SQAs, commercial courses.

Used by learners, employers, assessors,quality assurers and managers for tracking learning progresssion, providing dashboards and reporting providing insight and Ofsted compliance."

Features

• Evidence Library
• Session Planning
• Recording and monitoring off the job hours
• Smart Rooms for remote delivery
• Resource repository
• EILP
• Reporting (out of the box and custom)
• In app forms can be built and shared for use
• IQA process built in
• Access can be granted for EQA purposes

Benefits

• Improved Learner Tracking
• Enhanced Reporting
• Less Paperwork
• Improved Compliance
• Better Communication
• Safety and Top Level Security
• GDPR Compliance
• ISO Accredited
• Standardisation
• Governance

£27.20 to £94.25 a user a year

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

Framework

G-Cloud 14

Service ID

968019853154653

Contact

Bid Support
0330 343 8000
bidmanagementteam@oneadvanced.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: No
• System requirements: Mobile app (Assessors and Learners only) iOS versions 12+

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Priority 1 - Target within 1 hour; Priority 2 - Target within 4 hour; Priority 3 - Target within 8 hour
• 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: Standard availability service levels of a minimum of 99.5% will apply, dependent on contracted services.; ; Support is provided around a priority and escalation system. When an incident is reported, a priority level is established based upon the information provided, understanding business impact is essential. Target service levels and response times are assigned based on an initial appraisal of the problem but can be revisited at any time by the client. The escalation procedure is designed to progress each call as efficiently as possible. OLA's are in place for escalations beyond support into the development and professional service teams.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Consultancy and training is provided
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats: Pendo in app guides
• End-of-contract data extraction: Standard and custom reporting is available. Standard reporting functionality is used to export data in CSV, Excel or XML formats for archiving.
• End-of-contract process: When the contract is no longer needing to be service data is removed and destroyed in line with the ISO27001 disposal policy. The customer can download that data as part of the SLA and inline with GDPR, and this is done via TLS1.2 Data retention policies are in place that form part of ISO27001 accreditation and inline with GDPR.

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:
  • Android
  • IOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The app is a cut down version of the desktop service allowing assessors and learners to upload evidence when offline and sync to their portfolio when connection is available. Learner sessions and forms can also be accessed via the app. The web app has not been designed around mobile but does work.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: Swagger is the dedicated API page allowing clients to call preset APIs. ; This is the only method that allows back and forth integration with ePortfolio. ; APIs are set up by the client.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Content, reports, qualifications, block session booking, evidence mapping, IQA configuration, learner feedback, RAG rating commencement, mandatory session types, welcome email, automatic gateway checklists, EILP and off the job calculations can be configured by a Master Administrator.

Scaling

• Independence of resources: EPortfolio is a cloud based service hosted on a web farm consisting of 2 servers, a load balancer distributes the requests across the web servers that host ePortfolio.

Analytics

• Service usage metrics: Yes
• Metrics types: User log in / evidence / time log / EILP / resources
• Reporting types:
  • Real-time dashboards
  • Regular reports

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: Supplier-defined controls
• Penetration testing frequency: At least once a year
• Penetration testing approach: In-house
• Protecting data at rest: Other
• Other data at rest protection approach: Data is stored in line with our ISO27001 controls, data at rest is stored encrypted. Access to data assets and encryption are governed by access control policies ensuring data is available only to those that need it.; ; Access is controlled using Active Directory, with logging in place for recording both successful and unsuccessful attempts to access data.; ; Encryption and key management are controlled and audit under ISO27001 framework.
• Data sanitisation process: No
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: In-built report builder to easily export data
• Data export formats: CSV
• Data import formats:
  • CSV
  • Other
• Other data import formats: XML

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: Minimum 99.5% (Based on Monday to Friday - 9 - 5pm, excluding public holidays)
• Approach to resilience: OneAdvanced's Managed Hosting platforms span two geographically diverse Tier 3 Data Centres and has been architected to provide a highly available N+1 architecture with sufficient resilience and capacity to sustain component failures. ; ; The resilient features built into the platform consist of clustered server nodes, redundant PSUs, network interfaces and storage adaptors, dual connections to redundant SAN hardware, connection to a network layer through stacked chassis switching architecture and a redundant dark fibre path to the second data centre. The data centre environments include uninterruptible power supplies and generators that are capable of maintaining at least 72 hours continual operation without mains power as well as redundant cooling devices to maintain optimal environmental conditions within the server rooms.; ; OneAdvanced’s optional DR service provides a replicated standby environment, which can be delivered in the event of service outage and provides:-; ; > Full replication design provides rapid failover to standby infrastructure; > Reserved capacity held to ensure safe failover; > Improved Recovery Time Objectives; > Improved Recovery Point Objectives
• Outage reporting: App Insights provide automatic alerts when there is a service outage.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: OneAdvanced uses the principles of least privileges and role based access control. This is line with best practise as outlined in ISO 27001 and implemented within OneAdvanced ISMS.
• Access restriction testing frequency: Never
• 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: At least 12 months
• Access to supplier activity audit information: No audit information available
• 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: BSI
• ISO/IEC 27001 accreditation date: 30/06/2021
• What the ISO/IEC 27001 doesn’t cover: All activity on G-Cloud is covered by ISO 27001
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: Cyber Essentials Plus
• Information security policies and processes: Under the ISO27001 controls, the primary policies we maintain that are related to information are listed here :; ; Information Security Policy,; Access Control Policy,; Encryption Policy,; Key Management Policy,; Disposal Policy,; Supplier Policy,; Retention Policy,; Acceptable usage,; Password Policy,; Asset Management,; Server Management,; Teleworking and Mobile Device Policy,; Monitoring and Logging Policy,; DR and BCP

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: The configuration and change management process ensures operational systems, services and application software are subject to change control. All staff are responsible for submitting completed change requests to the change authorisation board (CAB) using the change request form. Change requests forms, before submission to the CAB must be peer reviewed and pre-authorised by the appropriate system service owners and or business stake holder. All changes are recorded, tested and verified prior to implementation, (where possible), and are communicated to relevant members of staff and users as appropriate.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Vulnerability management is an essential component of OneAdvanced Information Security Program and the process of vulnerability assessment is vital to effective vulnerability management. The vulnerability assessment process provides visibility into the vulnerability of critical assets deployed in the IT Infrastructure. The process comprises of identifying critical systems, their corresponding owners, vulnerability scanning on regular basis, determining and assessing potential vulnerabilities, documenting and establishing a time line to remediate critical vulnerabilities.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: OneAdvanced complies with protective monitoring in line with GPG 13.
• 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: Incident management control objectives are defined within our ISO 27001:2013 certified Information Security Management System and the procedures for Incident management are aligned to ITIL v3 industry best practice.

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
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  We are committed to building a better tomorrow for our staff, customers and wider community through outstanding environmental sustainability performance. Our vision is underpinned by five core principles: ; ; To protect the environment by reducing our carbon footprint ; To reduce the environmental impact of our operational activities through effective management of our estate ; To create and maintain a positive environmental sustainability culture ; To maximise the positive impact of our sustainability actions through effective communication, collaboration and partnership ; To fulfil all environmental compliance obligations and seek to exceed regulatory requirements ; ; To achieve this vision, we continuously invest in and develop our ESG strategy to provide a structured and meaningful approach to our climate activity. Our success also relies on effective engagement with staff, utilising and developing their skills, knowledge and understanding. ; ; We have launched a number of initiatives to reduce our GHG emissions on an annual basis, since 2018 we have seen a reduction in 36% in our total GHG emissions. ; ; We are proactive in the property management of our offices, maintaining pressure on landlords and staff to ensure energy efficiency. Home working is facilitated and encouraged, and unnecessary travel is minimised by the delivery of consultancy, training and implementation services remotely, where appropriate. Reducing the amount of paper we generate is a key focus, and we use recycled paper - which we then recycle ourselves. We have also taken steps to recycle other materials such as plastics, food and cardboard. We comply with WEEE regulations and recycle our electrical items. All our UK based offices are entirely using green electricity and we have undertaken an office consolidation project to minimise unnecessary carbon expenditure. ; ; We are focused on our transition to a Cloud service company ensuring our customers have solutions which are future proofed and don’t require costly or energy inefficient hardware.

  Covid-19 recovery

  In the event of a similar incident OneAdvanced has a documented Health and Safety policy regarding Covid-19 Arrangements, which focuses on handwashing, hygiene, self-isolation and social distancing. ; ; As part of our transition to hybrid working we provided all employees with the materials and processes to allow them to work at home indefinitely. In the event of a similar incident all staff are able to work from home for as long as is required. This allows them to prioritise their health and safety and avoid risk of transmission. ; ; Working from home is undoubtedly challenging and may have a negative impact on the wellbeing of our employees. We provided guidance for staff working from home to stay connected e.g., quizzes, coffee mornings and time allocated for informal catch ups. ; ; We have also made changes to our approach to visiting customers on-site. Where appropriate, training and consultancy can be provided virtually. ; ; With the increase in remote work and changes in the software landscape we have invested significantly in digital transformation and cyber security to ensure the safety of the business, employees and customers. This includes protection of personal data.

  Tackling economic inequality

  OneAdvanced is committed to tackling economic inequality. We are renowned for our recruitment processes which seek to eradicate biases that can perpetuate economic inequality. We hire for potential rather than based on experience. ; ; Our commitment to tackling economic inequality is also exemplified in our pay reporting transparency. In addition to the legal requirements to produce a Gender Pay Gap Report, we have also released our Diversity Pay Gap Report to ensure accountability and so that we can take steps to address economic inequality within our own employee base. ; ; As we develop as an organisation and embrace our role in bettering society we are building features into our products to assist us in tackling economic inequality. One example of this is our education software that is used by prisons in the UK to help educate individuals that have been in the prison system and broaden their opportunities for education. Another example is the service we provide to many NHS offices across the country which allow them to act more efficiently and see more patients each day. ; ; A focus of OneAdvanced is to commit to increasing our community outreach. As part of our strategy we are planning to implement a regular schedule of community education workshops for local schools, colleges and other groups. Examples include ‘How to get started in Tech’ and coding classes. Each employee is entitled to 1 paid day they can use to volunteer for a cause close to their heart including those that are aimed at helping those from lower socio-economic areas. ; ; Our learning and development team are in place to allow our staff the opportunity to develop their skillset and further their professional career. This can allow disadvantaged individuals to increase their opportunities to secure high paying jobs both within the software industry and outside of it.

  Equal opportunity

  Cultivating a diverse workforce and inclusive culture is a priority for OneAdvanced. Diversity of experience, age, race, ethnicity, culture, gender and sexual orientation provides a wide range of talent from entry level through to our leadership teams creating richer perspectives and a powerful frame of reference. ; ; Not only is it right to recognise and celebrate differences, and ensure everyone has the opportunity to thrive, but creating a culture that is genuinely committed to a meritocratic workplace is important to our success. Ensuring all our employees understand and engage with our values, and have the opportunity to realise their full potential, is fundamental to our business. ; ; We have published 4 Diversity Pay Gap reports that extend beyond the legal requirement for gender to ethnicity, sexuality, education, disability and socio-economic status. This data provides transparency and will aid us significantly on our journey to creating a fair and equitable workplace for all. ; ; OneAdvanced is delighted to have been announced as one of the top 100 Diversity Leaders of 2020 across UK businesses following an independent survey carried out on behalf of the Financial Times. The award assesses diversity across gender, age, ethnicity, disability and sexual orientation, and ranks organisations in Europe on the extent to which they offer diverse and inclusive workplaces. The survey focused on two broad areas, looking at the scale in which employers promoted diversity within the workforce, and identifying companies that stood out when it came to encouraging diversity and equal opportunities. ; ; OneAdvanced is renowned for its innovative recruitment process, which seeks to eradicate bias – unconscious or otherwise – when hiring. In our recruitment, we use tools that give us additional insight into intellect and attitude, and remove CVs from the interview process, so managers go in without preconceptions.

  Wellbeing

  We take wellbeing very seriously at OneAdvanced, employees have access to the following initiatives to promote wellbeing: ; ; Our Employee Assistance Program (EAP) is a 24/7 phone line where our employees can speak to a trained professional regarding any matters. Whether that is related to their current workload, or whether it is related to their finances for example. This service is 100% confidential. ; ; The Wellbeing hub on our internal website is central point for resources, such as the Thrive app to which our employees have an access code. In addition, the Hub is a link to our partnership with Perks at Work who offer discounts and classes for wellbeing, fitness, and meditation. ; ; Our offices have been made more friendly and accessible than ever before as part of our office changes brought on by the new, flexible ways of working. All our offices now contain a ‘wellbeing room’, sharp boxes for needles and free sanitary products in all bathrooms (available to guests as well as our staff). ; ; We are undertaking an exercise to update our employee value proposition and undertook research to identify what factors employees themselves want. This was done so we can provide benefits that our employees will value from the most and benefit their health and wellbeing.

Pricing

• Price: £27.20 to £94.25 a user a year
• 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 bidmanagementteam@oneadvanced.com. Tell them what format you need. It will help if you say what assistive technology you use.