DSEasy: Frequently Asked Questions.

1. Some of our workstations don’t have Internet access.
2. What is your policy with regard to back-ups?
3. As Chaos Ergonomics would be holding personal data about us, would they be prepared to enter into a confidentiality agreement to satisfy the requirements of the Data Protection Act 1998?
4. Is the system running over HTTPS?
5. Is the up loading of employee information handled by us and is it possible for Excel spreadsheets to be used in the initial loading?
6. In the Training section will there be instruction specific to laptop users?
7. What assistance / training is provided in the initial setting up of the system?
8. Is it possible for our corporate identity to be included in the Home page?
9. How does archiving work? Is it possible for us to download all the completed Assessments and archive them onto our systems?
10. If our number of users increases - what happens? Do we just buy more "capacity" from you?
11. How secure is the hosting server?
    11a. The issue raised is that our staff names and email addresses will be on it. Will you have access and be able to download details?
    11b. Will these details be sent onto third party organisations for any purpose?
12. How long does the training take (on average) if you were to do it in one complete session?
13. Chase up emails - these will be sent out automatically?
14. Can we set the times when chase mails will be sent?
15. Are Assessors / Administrators automatically updated by email when someone completes training, test and checklist?
16. Are the Session Manager records automatically updated or do these have to be done manually when completion mails are received?
17. Who has access to the assessments on the hosted server?
18. In putting our staff details onto the remote server, can this be done automatically and by bulk transfer or is it necessary to put these on manually when we set up the Business Map?

1. Some of our workstations don’t have Internet access.

If workers don’t have a need for internet access their network connection is configured to prevent any access at all. With an increasing number of key business services now being made available via the web, controlled web access allows workers to reach sites providing business services while preventing limitless web surfing.

Company network based internet connections, as opposed to dial up access, are managed via a proxy server. This server can be configured to allows access to only listed sites for specific workstations or groups of workstations. By adding the DS Easy application server to this list staff can be provided with the DS Easy program without giving them global internet access. A link from your intranet to DSEasy will appear to most staff that the DS Easy application is part of your intranet.

2. What is your policy with regard to back-ups?

Nightly.

3. As Chaos Ergonomics would be holding personal data about us, would they be prepared to enter into a confidentiality agreement with us to satisfy the requirements of the Data Protection Act 1998?

Yes. As a developer/supplier to you the data protection act is complied with vis-a -vis the owner and holder of the data. A confidentiality clause will state that we won't pass on any data to third parties.

4. Is the system running over HTTPS?

This is an optional cost.

5. Is the up loading of employee information handled by us and is it possible for Excel spreadsheets to be used in the initial loading?

Yes.

6. In the Training section will there be instruction specific to laptop users?

Yes.

7. What assistance / training is provided in the initial setting up of the system?

A half day’s Training Course, fee £350 + Expenses incurred re travel.

8. Is it possible for our corporate identity to be included in the Home page?

Yes, chargeable, based upon receipt of a brief and how the information is supplied.

9. How does archiving work? Is it possible for us to download all the completed Assessments and archive them onto our systems?

There is no archiving. User records are disabled when they leave the company but can be reactivated.

10. If our number of users increases - what happens? Do we just buy more "capacity" from you?

Yes. As easy as that, you buy extra User Record Licences. With the new DSEasy you can de-activate a workstation and their user, and re-use it at no increase in the Licence number. So, as members of staff leave, they can be de-activated and their workstation re-issued. They are not deleted, the records are kept, but not ‘live’. There is a de-activate and an Activate button. DSEasy counts only Activated workstation and their users.

11. How secure is the hosting server?

DSEasy.net provides a secure infrastructure to protect client data both during transfer and as stored on the application server.

Encrypted data transfer (Optional)
128bit SSL encryption as used for all on line transactions with banks and credit card companies is used for all traffic between the browsers at the client site and the application server.

Secure server configuration and application architecture
The development team behind DSEasy.net are accredited contractors to the NHS and are experienced in protecting the most sensitive level of data held within a web application.

11a. The issue raised is that our staff names and email addresses will be on it. Will you have access and be able to download details?

No, we have no access to your site or records.

11b. Will these details be sent onto third party organisations for any purpose?

As we have no access, this matter just does not arise.

12. How long does the training take (on average) if you were to do it in one complete session?

Timings vary, I can complete the whole of DSEasy Training Test and Checklist in 20-25 minutes. Others might take a bit longer, say average 35 minutes. DSEasy is programmed to enable users to leave the site at any time during the training, test and checklist and return to exactly where they left off. In your launch advice E Mail you may like to ask users to complete DSEasy in sections per day, or in spells of 10 minutes.

13.Chase up emails - these will be sent out automatically?

Yes.

14.Can we set the times when chase mails will be sent?

Yes, and the copy that accompanies the E Mail. You can set they chasing period differently for each location if you want.

15. Are Assessors / Administrators automatically updated by email when someone completes training, test and checklist?

Yes. You are advised of this and what their Issues score is. The higher the score the higher priority to be assessed. So if an assessor sees an Issue score of say 100, they may immediately want to see what the Issues are. A couple of clicks later and all is displayed before you.

16. Are the Session Manager records automatically updated or do these have to be done manually when completion mails are received?

Session Manager automatically updates the ‘state of play’ of each user. So when they have completed the Checklist, prior to viewing by an assessor they move from Checklist column to Assessments Pending, when an assessor has looked at the Issues they go into the Assessments live column, when Issues have been resolved they go to Assessments completed.

17. Who has access to the assessments on the hosted server?

No one, we do not have your Password to access.

18. In putting our staff details onto the remote server, can this be done automatically and by bulk transfer or is it necessary to put these on manually when we set up the Business Map?

Both. Bulk transfer by CSV file import. Or add individually.