Civica UK Limited

Civica Modern.Gov

Modern.Gov is designed to facilitate the committee and decisions management within your organisation.
Alongside core meeting management, Modern.Gov also facilitates paperless meetings, In App Voting/Attendance Management, Report Management/Workflow, Corporate Meeting Calendar, Elected Members Profile pages, Forward Work Programmes and Plans, and a host of democratic and Member related functions.

Features

• Meeting, committee and decision management: production and publication.
• Dedicated paperless meeting apps for tablets, with in-app voting.
• Forward plans, work programmes, report management and workflow.
• Decision lists, tracking, digests, and Call-in.
• Members website, Register of interests, and Declarations of interests.
• Election results, outside bodies, and integrated IPSV support.
• Web-based calendars, consultation, e-Petitions and web library.
• Action tracking, notification facilities, ability to Subscribe to updates.
• Webcast, social networking integration and Web Services.
• Welsh Language Support.

Benefits

• Deliver good governance and improve transparency.
• From an ISO27001 accredited supplier.

£16,850 a unit

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 g-cloud@civica.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

996401612281272

Contact

Civica UK Limited
+44 (0) 3333 214 914
g-cloud@civica.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: The Cloud application has some additional functionality currently only available using a Windows thin client or alternatively via our Cloud RDS solution. The remaining functionality is being transferred into our web based portal.
• System requirements: Windows based PC for administrators (for additional functionality)

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Category 1: Major - Critical: 30mins/4 working hours.; Category 2: Major - Significant impact: 30mins/6 hours.; Category 3: Minor - 60mins/2 working Days; Category 4: Minor inconvenience - 2 working hours/5 working days; Category 5: System not impacted - TBA
• 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: Yes, at extra cost
• Support levels: Support in line with Support Service Level Agreement; Dedicated Account Manager.; Online help system and customer forum also available.; Trainer support available remotely and on site in line with our Support Service Level Agreement
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Onsite and remote training, online help service, user documentation, and telephone support service
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: In the event of offboarding, data stored by the Program is held on the Licensor’s equipment. Upon request by the Licensee, the Licensor will make available the Licensee’s data to enable it be stored on alternative equipment.; The Licensor will provide reasonable assistance with regards to any support regarding offboarding, but reserves the right to charge for bespoke work requested to be undertaken.
• End-of-contract process: In the event of offboarding, data stored by the Program is held on the Supplier’s equipment. Upon request by the Buyer, the Supplier will make available the Buyer’s data to enable it to be stored on alternative equipment. The Supplier will provide reasonable assistance with regards to any support regarding offboarding, but reserves the right to charge for bespoke work requested to be undertaken.

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
  • MacOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: NA
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: Websites (Internal / Public); Desktop Admin Client (Windows); Tablet Apps (iOS/Windows/Android)
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: We have worked with customers who use screen reading technology to ensure our webpages can be provided in an accessible format.
• API: Yes
• What users can and can't do using the API: Users can pull selected data out of our system using our API or Webservices.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: The system is hugely configurable, from website branding, agenda / minute / decision sheet / plan templates, to system parameters. Customisable elements are a mix between our support service and users being able to undertake the changes.

Scaling

• Independence of resources: We monitor resources across our server estate and scale appropriately to make sure services are performant for all users.

Analytics

• Service usage metrics: Yes
• Metrics types: Basic public webpage usage is recorded by the system and includes an Issues and Reports Dashboard
• Reporting types:
  • Real-time dashboards
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• 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: ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest: Physical access control, complying with another standard
• Data sanitisation process: Yes
• Data sanitisation type: Explicit overwriting of storage before reallocation
• 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: Reporting data can be exported using our Extracts feature within the system.
• Data export formats:
  • CSV
  • Other
• Other data export formats: Excel
• Data import formats: ODF

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Other
• Other protection between networks: All access to networks into our datacentres are protected by Cloudflare WAF's and Windows Defender for Cloud monitors all activity. SIEM systems are used to monitor for any suspicous activity
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: 99.95% uptime within specified Service Hours.
• Approach to resilience: Available on request.
• Outage reporting: Via our customer facing forum (which can also trigger email alerts).

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Username or password
  • Other
• Other user authentication: ADFS / IP restrictions / Azure AD External Authentication
• Access restrictions in management interfaces and support channels: Access is restricted by system administrators
• Access restriction testing frequency: At least every 6 months
• Management access authentication: Other
• Description of management access authentication: ADFS / IP restriction / Azure AD External Authentication

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 have access to real-time 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: 06/07/2022
• What the ISO/IEC 27001 doesn’t cover: NA
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: Viking Cloud
• PCI DSS accreditation date: 11/08/2023
• What the PCI DSS doesn’t cover: Civica is a PCI-DSS Tier1 service provider, all controls are in scope
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications:
  • ISO27701 Privacy Management
  • ISO22301 Business continuity
  • PCI-DSS

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: All policies are approved by Exec Board.; ISO27001 - Information security; ISO27701 - Privacy Management; ISO22301 - Business Continuity; PCI-DSS; Cyber Essentials

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Internal policies compliant with ISO27001
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Internal policies compliant with ISO27001
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: All our services are configured to log to a SIEM system. This system is monitored 24/7 by a 3rd party organisation's security personnel who alert Civica to any suspicious activity.; Within the network and databases we use Microsoft Defender for Cloud that monitors for unusual activity and alerts our infrastructure teams.
• Incident management type: Undisclosed
• Incident management approach: Civica have developed an Incident Management process (PRM07) under ISO 20000 standards which details both the Incident and Service Request Management processes. ; The Civica Service Desk manages end user Service Requests, Incidents and Requests for Change (RFCs) which can be logged by e-mail, telephone and web portal. ; Monthly customer reports will detail incident information.

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

  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, underpinned by cloud-based services employing energy efficient technology.; • We support carbon neutrality with workforces/facilities to reduce carbon consumption over 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 much greater responsibility and leadership in eliminating unnecessary single-use plastics; we will 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 and 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

  Civica is committed to providing equal opportunities and building an inclusive and diverse culture. The more diverse our workforce, the more informed the decisions we can make for our customers, supporting the communities in which we work. ; ; 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 promotes 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 and 40+ Mental Health Champions 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, which provides 24/7 access to websites, e-mail, phone and face-to-face counselling on all personal issues.; • 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 to aid physical and mental health.; • Weekly fruit drop for offices, encouraging a healthier diet.; • We 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 employees can use this individually, join-up as a team or take part in Civica coordinated events. ; ; Suppliers/subcontractors are subject to Civica’s Sub-contractor Selection Process as defined in our ISO9001 QMS, which includes criteria for assessing health and wellbeing policies.; ; Our commitment to providing equality of opportunity supports the delivery of the policy outcomes for Wellbeing under PPN 06/20.

Pricing

• Price: £16,850 a unit
• 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 g-cloud@civica.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.