Initial Onboarding:
The process begins with an initial onboarding session where Engagesoft's team works closely with the client's HR leaders to understand their specific needs and requirements.
This session sets the stage for a tailored implementation that addresses the client's unique organizational structure and goals.
Data Integration:
Engagesoft integrates with the client's existing HR systems to gather relevant employee data, ensuring a comprehensive and accurate view of the organization.
This integration process typically involves connecting with HR information systems (HRIS), payroll systems, or other relevant data sources.
Configuration and Customization:
The Engagesoft team configures the platform to align with the client's organizational structure, including departments, locations, and job roles.
Customization involves setting up the platform to accommodate the client's specific engagement drivers and metrics.
Employee Data Segmentation:
Engagesoft segments the employee data by various dimensions such as departments, locations, career levels, and gender to provide detailed insights into engagement patterns.
This segmentation enables HR leaders to drill down into specific areas of the organization and identify targeted improvement opportunities.
Survey and Feedback Setup:
Engagesoft sets up short, regular questionnaires to continuously gather honest and real-time feedback from employees.
These surveys are designed to be concise and easy to understand, ensuring high participation rates and accurate feedback.
AI-Powered Analytics and Reporting:
Engagesoft's AI-powered analytics engine processes the gathered data and provides easy-to-digest reports highlighting engagement trends, areas of improvement, and predictive insights.
These reports enable HR leaders to make data-driven decisions and drive impactful actions to boost engagement and retention.
Training and Support:
Engagesoft provides comprehensive training and support to ensure that HR leaders and managers are equipped to effectively use the platform and interpret the insights it provides.
Ongoing support is available to address any questions or concerns that may arise during the implementation process.
Launch and Rollout:
Once the implementation is complete, Engagesoft is launched and rolled out across the organization.
This typically involves a phased rollout to ensure a smooth transition and minimize disruption to normal operations.
The duration of the implementation process can vary depending on the size and complexity of the organization. However, Engagesoft's team works closely with clients to ensure a swift and efficient implementation, typically taking several weeks to a few months.
Engagesoft
By Engagesoft
Configuration Screens: Engagesoft provides configuration screens that allow users to personalize their employee engagement strategy. Users can enable or disable questions, change the frequency of surveys, and tailor the platform to their organization's specific needs.
Customizable Surveys: Engagesoft offers customizable surveys that can be tailored to fit the specific needs of different departments, career levels, and locations within an organization.
Integration with Existing Systems: Engagesoft can be integrated with existing HR systems, communication tools, and other software used within the organization, ensuring seamless data flow and minimizing disruptions.
Customizable Reporting and Analytics: Engagesoft provides customizable reporting and analytics tools that allow users to track engagement metrics, identify trends, and make data-driven decisions. Users can create custom dashboards and reports to fit their specific needs.
Benchmarks and Comparisons: Engagesoft offers benchmarks and comparisons against similar organizations in the MENA region, allowing users to gauge their employee engagement levels against industry standards.
Employee Lifecycle Analysis: Engagesoft provides employee lifecycle analysis, which helps organizations understand the various stages of an employee's tenure and identify areas for improvement. This feature can be customized to fit the specific needs of different departments and career levels.
Organizational Chart Analysis: Engagesoft offers organizational chart analysis, which helps organizations visualize their structure and identify areas where employee engagement may be impacted. This feature can be customized to fit the specific needs of different departments and career levels.
Employee Exit Analysis: Engagesoft provides employee exit analysis, which helps organizations understand the reasons behind employee turnover. This feature can be customized to fit the specific needs of different departments and career levels.
Customizable Alerts and Notifications: Engagesoft offers customizable alerts and notifications that can be set up to notify HR leaders and managers of areas that require attention. Users can customize the frequency and content of these alerts to fit their specific needs.
API and Integration Capabilities: Engagesoft provides API and integration capabilities that allow developers to integrate the platform with other systems and tools, enabling seamless data flow and customization.
These customization capabilities ensure that Engagesoft can be tailored to fit the specific needs of different organizations, departments, and career levels, making it a versatile and effective employee engagement platform.
Setup Fees
Setup fees are often a one-time cost incurred during the initial implementation of the software. These fees can cover various activities such as:
Initial Configuration: Customizing the software to fit the specific needs of the organization, including setting up user roles, permissions, and workflows.
Data Migration: Transferring existing data from legacy systems to the new software platform.
Integration: Connecting the software with other existing systems within the organization, such as HRIS, payroll systems, or communication tools.
Maintenance Costs
Maintenance costs are ongoing expenses required to keep the software running smoothly and up-to-date. These costs can be significant and are typically a percentage of the initial development or purchase cost. According to ScienceSoft, software maintenance and support costs usually range from 15-20% of the initial development costs per year and can account for up to 90% of the total cost of ownership (TCO) over the software's lifecycle.Maintenance activities include:
Corrective Maintenance: Fixing bugs and errors that arise during the software's operation.
Adaptive Maintenance: Updating the software to ensure compatibility with new hardware or operating systems.
Perfective Maintenance: Enhancing the software with new features or improvements based on user feedback.
Preventive Maintenance: Regularly updating the software to prevent potential issues and ensure optimal performance.
Support Charges
Support charges can vary depending on the level of support required and the chosen support model. These charges can include:
Help Desk Support: Providing assistance to users for troubleshooting and resolving issues. This can be billed per ticket or as a bucket of hours.
Real-Time Support: Offering immediate assistance through live chat, phone, or email. This is often included in premium support packages.
Training and Onboarding: Providing training sessions and resources to help users get acquainted with the software. This can be a one-time cost or an ongoing expense depending on the organization's needs.
Sourcing Models and Their Impact on Costs
The choice of sourcing model can significantly impact the overall costs of maintenance and support:
In-House Maintenance: Involves higher costs due to salaries, benefits, and training for the in-house team. It also requires investments in tools and licenses for configuration and help desk operations.
Outsourced Maintenance: Generally more cost-effective, providing access to external expertise and reducing the workload on the internal IT team. However, it may involve risks related to vendor reliability and data security.
Hybrid Model: Combines in-house management with outsourced resources, offering a balance between control and cost optimization. This model can be challenging to manage due to the need for smooth cooperation between in-house and outsourced teams.
Example from Engagement Multiplier
For instance, Engagement Multiplier charges $7.20 per employee per month, which includes access to all features and real-time support from engagement specialists.This pricing model simplifies budgeting by bundling support costs into the subscription fee, but organizations should still consider potential additional costs for setup and customization.
Initial Onboarding:
Engagesoft beginswith an initialonboarding sessionwhere their teamworks closelywith the client'sHR leaders tounderstand theirspecific needsand requirements.
Thissession includesa detailed walkthroughof the platform's features andfunctionalities, ensuring thatusers are familiarwith the toolsavailable tothem.
Customized TrainingPrograms:
Engagesoft offerscustomized trainingprograms tailoredto the specificneeds of theorganization. These programscan be designedto address theunique requirementsof differentdepartments, careerlevels, and locationswithin the organization.
Trainingsessions canbe conductedin various formats, including in-person workshops, webinars, andonline tutorials, to accommodatedifferent learningpreferences andschedules.
Ongoing Support:
Engagesoft providesongoing supportto address anyquestions orconcerns thatmay arise duringthe use of theplatform. Thissupport includesaccess to a dedicatedsupport teamthat can assistwith troubleshootingand resolvingissues.
Users can reachout to the supportteam via multiplechannels, includingemail, phone, and live chat, ensuring thathelp is readilyavailable whenneeded.
Resource Library:
Engagesoft maintainsa comprehensiveresource librarythat includesuser guides, FAQs, video tutorials, and best practicedocuments. Thislibrary is accessibleto all usersand providesvaluable informationto help themmake the mostof the platform.
Theresource libraryis regularlyupdated withnew content toreflect the latestfeatures andenhancementsof the platform.
Real-Time Feedbackand Analytics:
Engagesoft's platformincludes toolsfor gatheringreal-time feedbackfrom employeesthrough shortquestionnaires. This feedbackhelps managersaddress issuespromptly andoptimize teamengagement andperformance.
The platform's AI-powered analyticsprovide easy-to-digest reportsthat highlightengagement trendsand areas forimprovement, enablingHR leaders tomake data-driven decisions.
Expert Consultations:
Engagesoft offersexpert consultationswith organizationalpsychologistsand HR advisorswho can provideinsights andrecommendationsbased on thedata collectedby the platform.
Data Encryption:
Engagesoft encrypts user data both during transmission and storage to prevent interception or unauthorized access. This includes using strong cryptographic standards such as AES encryption for data at rest and TLS for data in transit.
Encryption ensures that even if data is intercepted, it remains unreadable to unauthorized users.
Access Controls:
Engagesoft employs role-based access controls to limit data visibility to verified personnel only. This ensures that only authorized users can view or manipulate sensitive data.
Access controls are configured to provide the minimum necessary access based on the user's role within the organization.
Regular Security Audits:
Engagesoft conducts regular security audits to identify and rectify potential vulnerabilities in the platform. These audits help ensure that the security posture of the platform remains strong and up-to-date with the latest security practices.
Audits include assessments of the platform's infrastructure, codebase, and data handling processes.
Continuous Monitoring and Anomaly Detection:
The platform includes continuous monitoring and anomaly detection capabilities to quickly identify potential security breaches. Machine learning algorithms are used to detect unusual data access patterns and trigger alerts for further investigation.
This proactive approach helps mitigate risks before they can cause significant harm.
Data Masking and Tokenization:
Engagesoft uses data masking and tokenization techniques to protect sensitive information during processing and storage. These techniques replace sensitive data with anonymized or tokenized values, reducing the risk of data exposure.
Data masking ensures that sensitive information is not exposed in non-production environments, such as during testing or development.
Compliance with Data Protection Regulations:
Engagesoft ensures compliance with data protection regulations such as GDPR and CCPA by incorporating legal standards into its architecture. This includes data minimization, consent management, and providing users with control over their data.
The platform includes features that enable users to access, rectify, and delete their personal data, fulfilling 'right to be forgotten' requests.
Employee Training on Data Security:
Engagesoft provides regular training for staff on compliance and data protection best practices. This training ensures that employees are aware of the latest security threats and how to mitigate them.
Frequency of Updates:
Engagesoft follows a continuous improvement model, releasing updates periodically to address bugs, introduce new features, and enhance existing functionalities. While the exact frequency of updates is not explicitly stated, it is common for SaaS platforms to release updates on a monthly or quarterly basis.
Types of Updates:
Bug Fixes: Regular updates include fixes for any bugs or issues reported by users. This ensures the platform remains stable and reliable.
Feature Enhancements: Updates often introduce enhancements to existing features based on user feedback and evolving industry standards.
New Features: Periodically, Engagesoft releases new features to expand the platform's capabilities and address emerging needs in employee engagement and analytics.
Security Patches: Security updates are critical and are released as needed to address vulnerabilities and ensure data protection.
Management of Updates:
Release Notes: Each update is accompanied by detailed release notes that outline the changes made, including new features, enhancements, and bug fixes. These notes help users understand what has been updated and how it impacts their use of the platform.
Testing: Before any update is released, it undergoes rigorous testing to ensure it does not introduce new issues. This includes both automated testing and manual testing by quality assurance teams.
User Communication: Engagesoft communicates updates to users through various channels, including email notifications, in-app messages, and updates on their website. This ensures users are aware of new features and changes.
Support and Training: Following major updates, Engagesoft may provide additional training resources or support to help users adapt to new features and functionalities. This can include updated user guides, webinars, and tutorials.
Data Ownership:
Customer Data Rights: Engagesoft customers retain ownership of their data. The platform grants Engagesoft a non-exclusive license to copy, reproduce, store, distribute, publish, export, adapt, edit, and translate the customer data to the extent reasonably required for the performance of the service.
Confidentiality: Engagesoft is committed to keeping customer data confidential. The platform uses the same degree of care to protect customer data as it does for its own confidential information. This includes not disclosing customer data to any third party without prior written consent, except as required by law or for the performance of services.
Data Portability:
Right to Access and Export Data: Customers have the right to access their data and request its export. Engagesoft ensures that data can be transferred to another platform or service at the customer's discretion. This is facilitated through data export functionalities that allow customers to download their data in a usable format.
Backup and Restoration: Engagesoft creates daily backups of customer data and retains these backups for a minimum of 30 days. In the event of data loss or corruption, Engagesoft can restore data from these backups within one business day of receiving a written request from the customer.
Data Analysis and Insights: While Engagesoft uses customer data for analysis purposes to generate anonymous insights and trends, these insights are made available to third parties only in an aggregated and anonymized form, ensuring individual customer data remains protected.
Compliance with Data Protection Regulations:
Engagesoft complies with relevant data protection regulations, such as GDPR and CCPA, ensuring that customers' rights to data access, portability, and deletion are upheld. This includes providing mechanisms for customers to request data access, correction, and deletion as required by law.
Transparency and Control:
User Control: Customers have control over their data, including the ability to modify, delete, or export it as needed. Engagesoft provides tools and interfaces that allow customers to manage their data effectively.
Transparency: Engagesoft maintains transparency about how customer data is used, stored, and protected. The privacy policy and terms of service clearly outline the data handling practices and customer rights.
By adhering to these policies, Engagesoft ensures that customers have full control over their data and can transfer it as needed, while also maintaining high standards of data protection and confidentiality.
Scalability Options:
Vertical Scaling(Scaling Up/Down): Verticalscaling involvesincreasing ordecreasing thecomputing poweror resourcesallocated tothe platform. This can beuseful for handlingpeak workloadsor reducing costsduring periodsof lower demand.
Horizontal Scaling(Scaling Out/In): Horizontalscaling involvesadding or removinginstances ofresources, suchas additionalservers or databases. This approachallows the platformto handle increaseddemand by distributingthe load acrossmultiple instances, and to scaleback down whendemand decreases.
Autoscaling:
Engagesoft supportsautoscaling, whichautomaticallyadjusts resourcesbased on real-time demand. Thisensures optimalperformance andcost-efficiency bydynamically allocatingresources asneeded.
Autoscaling ismore commonlyapplied to horizontalscaling, as itallows for seamlessaddition or removalof resourceswithout interrupting service.
Terms and Conditions:
Flexible Licensing: Engagesoft offersflexible licensingterms that alloworganizationsto adjust thenumber of licensesbased on theircurrent needs. This includesthe ability toadd or removelicenses as theorganizationgrows or contracts.
Pro-Rata Billing: When additionallicenses areordered, theyare invoiced ona pro-rata basis, reflecting thenumber of calendardays remaininguntil the nextbilling cycle. This ensuresthat organizationsonly pay forthe resourcesthey use.
Automatic Adjustments: Any changesin the numberof licenses areautomaticallyreflected insubsequent invoices, simplifyingthe billing processand ensuringaccurate charges.
Support forScaling:
Contract Renewal:
Automatic Renewal: Contracts with Engagesoft typically renew automatically for successive periods unless either party provides notice of termination. This ensures continuity of service without the need for manual intervention.
Notice Period: Either party may terminate the agreement by providing at least 30 days' prior written notice to the other party. This notice must be given before the expiration of the initial period or the current renewal period.
Fixed Charges: Charges for licenses are fixed for the initial period and any applicable renewal periods. Any changes to the charges will be communicated in writing at least 90 days before they take effect.
Cancellation:
Termination by Either Party: Either party can terminate the agreement with immediate effect by giving notice if the other party breaches the terms of the agreement. This includes failure to make payments or violating usage terms.
Suspension of Services: If payment is not received within 30 days after the due date, Engagesoft may suspend the licenses and disable access to the services until payment is made. This includes the right to pursue legal remedies and charge interest on overdue amounts.
Non-Refundable Charges: All charges stated in the agreement are non-cancellable and non-refundable, even if the number of subscribers decreases during the applicable period.
Additional Licenses:
Pro-Rata Invoicing: Additional licenses ordered during the contract term are invoiced on a pro-rata basis, reflecting the number of days remaining until the next billing cycle.
Automatic Adjustment: The total number of licenses and corresponding charges are automatically adjusted in subsequent invoices, ensuring accurate billing.
Data Handling Post-Termination:
Data Backup and Restoration: Engagesoft creates daily backups of customer data and retains these backups for a minimum of 30 days. Upon termination, customers can request the restoration of their data within one business day.
General Data Protection Regulation (GDPR):
Overview: GDPR is a comprehensive data protection regulation that applies to all organizations handling the data of European Union (EU) citizens. It mandates strict guidelines on data collection, processing, and storage to protect individual privacy.
Compliance Measures: Engagesoft ensures GDPR compliance by implementing robust data protection measures, including obtaining explicit consent from users before collecting their data, providing users with the right to access and delete their data, and ensuring data is stored securely.
ISO/IEC 27001:
Overview: ISO/IEC 27001 is an international standard for information security management systems (ISMS). It provides a framework for managing and protecting sensitive information through a systematic approach to managing risks.
Compliance Measures: Engagesoft adheres to ISO/IEC 27001 by establishing an ISMS that includes policies and procedures for managing information security risks, conducting regular security audits, and ensuring continuous improvement of security practices.
ISO 22301:
Overview: ISO 22301 is an international standard for business continuity management systems (BCMS). It helps organizations prepare for, respond to, and recover from disruptive incidents.
Compliance Measures: Engagesoft complies with ISO 22301 by implementing a BCMS that ensures the platform can continue to operate during and after a disruption. This includes planning for potential risks, conducting regular drills, and maintaining backup systems to ensure data integrity and availability.
Payment Card Industry Data Security Standard (PCI DSS):
Overview: PCI DSS is a set of security standards designed to protect cardholder data during and after a financial transaction. It applies to any organization that handles credit card information.
Compliance Measures: Engagesoft ensures PCI DSS compliance by implementing stringent security measures to protect cardholder data, including encryption, access controls, and regular security assessments. This is particularly relevant for any financial transactions processed through the platform.
Health Insurance Portability and Accountability Act (HIPAA):
Overview: HIPAA is a US regulation that sets standards for the protection of health information. It applies to organizations that handle protected health information (PHI).
Compliance Measures: While not explicitly stated, if Engagesoft handles any health-related data, it would need to comply with HIPAA by ensuring that PHI is securely stored, transmitted, and accessed only by authorized personnel. This includes implementing encryption, access controls, and regular audits to ensure compliance.
Ethical and Privacy Standards:
Overview: Beyond legal and regulatory compliance, Engagesoft adheres to ethical standards in software development. This includes ensuring that the software is inclusive, accessible, and respects user privacy.
Compliance Measures: Engagesoft implements privacy-by-design principles, ensuring that user data is handled responsibly and transparently. This includes obtaining user consent, minimizing data collection, and providing users with control over their data.
Quality Assurance (QA) Standards:
Overview: QA standards ensure the reliability, performance, and overall quality of software. This includes testing methodologies, code review processes, and documentation practices.
