Time and Attendance Management System

Transcription

1 Management System

2 CONTENTS Overview... 3 OUR SERVICES AND ASSURANCES 4 Information Assurance 4 On-boarding and Off-boarding Processes 4 Service Management Details 4 Service Levels 4 Financial recompense model for not meeting service levels 5 Training 5 IMPLEMENTATION AND PROJECT MANAGEMENT 7 Technical requirements 7 ENGAGING WITH EQUINITI 8 Ordering and invoicing process 8 Termination terms 8 Customer responsibilities 8 ABOUT EQUINITI ICS 9

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4 Overview Our time and attendance solution, VisionTime, with our partner Flextime enables organisations to deploy flexible working hours giving employees greater control over their jobs. It is a web-oriented time and attendance system and accommodates many different approaches to the monitoring of working time including flexible, shift arrangements and hourly paid staff. Our system increases employee loyalty, allows your business to manage employee attendance, reduce overtime costs, reduce job turnover, increase employee motivation, reduce time required to manage shift swaps. Our time and attendance solution empowers employees, improves work/life balance and improves job control. Our time and attendance solution operates over the organisation's computer network, using the intranet or internet. Employees can check-in and out locally or remotely using, mobile, tablet, PC, time terminals, access control readers. These can be activated via card, RFID or biometrics such as face recognition, fingerprint readers or hand biometrics. Additional Modules include: VT Timesheet - employees can enter working hours and/or times of the day without having to clock in and out in real-time VT Job Time and Location - records the times that the employee spends on jobs, projects or at locations. The programme can be used in real-time with the employee making inputs while still in the standard clocking screen within the VisionTime system VT Visitor - visitor registration and badge production to identify people while they are on your premises VT Mobile - Web Application for mobile phones from FlexTime 03

5 OUR SERVICES AND ASSURANCES Information Assurance Equiniti is accredited to ISO/IEC 27001:2005, these accreditations ensure we maintain and continually review all Security Management Systems and carry out regular risk assessments. We currently provide hosted solutions for Government bodies which require a high level of security and resilience and where we are hosting sensitive data requirements at OFFICIAL and Official-SENSITIVE (previously IL2 and IL3) classification. On-boarding and Off-boarding Processes Equiniti works with customers to define and validate their requirements to determine the exact configuration of the solution. The on-boarding and off-boarding process will be dependent on the specific requirements of the solution. We will provide a detailed estimate of effort required for the implementation and an outline implementation plan within 10 working days. A standard implementation will normally take one to two months to complete the configuration work and provide a pilot system for the organisation. Service Management Details Equiniti takes full responsibility for the delivery and on-going maintenance of the total delivered solution. We provide Service Management arrangements based on ITIL principles. Using this Service Management methodology, the support will ensure Equiniti comply with the contract Service Level Agreement with respect to response times, remote connectivity, defect resolution, maintenance, upgrades and change controls. Service Levels Standard Equiniti support and maintenance agreements provide guaranteed acknowledgement or resolution of issues within the agreed service level. Equiniti ICS standard response times are as follows: Response time target for accessing screens of the system will be within 3 seconds (at a minimum) 99% of the time. Response time target for simple searches for information and displaying results within the system should be within 5 seconds 95% of the time (Response times exclude network latency) 04

6 Standard system availability target of the service is 99.99%. We provide a single contact point for all problems including advice on all aspects of the solution, be it on the hardware or software side. Financial recompense model for not meeting service levels Equiniti endeavour to meet all SLA and KPI s. As standard Equiniti will provide an Account Manager, a Project Manager and a Support Manager for all of our projects with the responsibility to ensure we are meeting any agreed SLA s. Equiniti operate a partner relationship engagement that we believe is key to support a long-term, successful service. Our approach offers an open and honest interactive service that delivers clear outputs that can be reported against with agreed MI reporting and regular meetings. We would offer and encourage the framework client to have strong links within the Equiniti delivery team and provide forums for both formal and informal discussions where required. Training Equiniti are highly experienced in training delivery in the public, private and third sectors with projects ranging from 18,000 users to one-to-one training for people with disabilities. Equiniti aim to ensure that all training is closely tailored to project requirements and provided by training professionals with project-specific application expertise, meaning all of our G-Cloud clients can be confident in the quality and efficacy of the service. 05

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8 IMPLEMENTATION AND PROJECT MANAGEMENT Equiniti work closely with the customer to produce an implementation plan, which will be produced to incorporate: Timescales and resource requirements System configuration including user setup and organisation specific static data and content System verification User training on the system Project management and governance Communication to users and stakeholders We work closely with the customer, providing the necessary expertise and guidance to ensure a smooth implementation and go-live, and subsequently to provide ongoing system support and service management. Technical requirements Our system will be able to use standard computer hardware available for the past five years using Windows X86 or X64 (Browsers must be in 32-bit mode) 1.6-gahertz or higher processor with 512-MB of RAM. 07

9 ENGAGING WITH EQUINITI Equiniti is an experienced partner in the delivery of business systems and solutions and project management. Our dedicated consultants are always keen to engage with you to discuss your requirements, even if these are at the very early stages. You can contact Equiniti ICS through any of the following ways: Telephone: +44 (0) (ask for Laura Douglas, our Bid Manager) You can also follow us on twitter or connect to our LinkedIn network to see our dedicated IT Services content. Ordering and invoicing process Customers will complete standard registration/order form, provided on-line. They will be invoiced on a monthly basis. Payment must be made within 30 days using bank transfer to the Equiniti ICS banking details provided. Where this is our standard approach, Equiniti is focused on making engaging with us as simple as possible. If you would like to discuss further options please contact us on the above address. Termination terms Our standard terminations contract notice is as following: Customers will give one months' notice of termination. Equiniti will provide one years notice of a service being withdrawn. However we understand every customer has a unique set of requirements and we work with all our clients to develop Terms and Conditions which will work for both parties. Please refer to Equiniti ICS Terms and Conditions for more details. Customer responsibilities Customers shall be responsible for providing all agreed information and data to enable Equiniti to perform its obligations under this Agreement. Customers shall provide Equiniti with reasonable access to appropriate members of the consumer s staff, as may reasonably be required, after reasonable notice having been given by Equiniti, so that Equiniti can discharge its obligations under this Agreement. 08

10 ABOUT EQUINITI ICS Equiniti ICS keeps things running smoothly behind the scenes for some of the best-known brands and public sector organisations in the UK. We specialise in providing smart technology solutions including case, complaint and customer relationship management to clients in complex and highly-regulated markets. We work with our clients to deliver real solutions with real results. We understand that every customer is different, so we create customised solutions and offer flexible delivery, SLA and workforce models. Our mission is to make the complex simple About the Equiniti Group The Equiniti Group is a leading business process services outsourcing provider. It was formed in 2010 by combining the resources and expertise of two businesses: Xafinity and Equiniti. With over 2,700 employees and over 2,200 clients Equiniti Group is a trusted player in the both public and private sectors and in industries as diverse as health, education and finance. 09

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