Elcom Systems Ltd

EVOLVE Spend Management

EVOLVE Spend Management, seamlessly integrated Source to Pay process including MultiQuote, eSourcing, Tracker, Tail Spend, eAuction, Contract Management, Catalogues, Inventory Management (inc. Scan4Safety), Community Stores, PPE Central Store, Purchase to Pay (P2P), Analytics, Electronic Trading (PEPPOL access point), Supplier Financing and eMarketplaces.

Integration with legacy, supply chain and external systems.

Features

  • Tail Spend Management using MultiQuote
  • UK Procurement Rules and regulations built in to eSourcing
  • Manage contracts, catalogues, products, GS1 and suppliers centrally
  • Workflow management of Purchase to Pay for complex organisations
  • Inventory Management, automatically reorder when thresholds are reached
  • Management information in dashboards, reports and analytics
  • Trade electronically, PEPPOL Access Point, XML, PDF, etc.
  • Managed eMarketplace
  • Fully integrated or as modules that integrate with legacy systems
  • Finance supply chains and SMEs

Benefits

  • Cash releasing and cost avoid savings
  • Enforcement to comply with UK Procurement Rules
  • Single point of truth of data stored for consumption
  • Seamless PO/receipt/invoice matching, control budgets/maverick spend
  • Live access to stock levels and automatic reordering
  • Information available immediately to help inform decisions
  • Reduce back office overheads and streamline process
  • Integrated marketplace of buyers and suppliers trading securely and compliantly
  • Interoperable, buy all or build your own integrated solution
  • Encourage SME and local business engagement providing cash flow

Pricing

£10,000 a unit a year

  • Education pricing available
  • Free trial available

Service documents

Framework

G-Cloud 12

Service ID

2 0 4 3 3 8 0 1 6 3 5 8 0 2 5

Contact

Elcom Systems Ltd Steve Quinn
Telephone: 0151 482 9230
Email: steve.quinn@elcom.com

Service scope

Software add-on or extension
No
Cloud deployment model
Private cloud
Service constraints
None known
System requirements
Reasonably up to date Browser

User support

Email or online ticketing support
Email or online ticketing
Support response times
Yes, help desk response is 8:30-5:30 Monday to Friday except English bank holidays.
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
WCAG 2.1 AA or EN 301 549
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 is 24/7/365. This is standard with no additional cost in the normal case. We are happy to agree SLAs.

Support is by:
• service desk
• email
• phone
• onsite

Professional Services are as per our rate card.

Technical support is included as standard.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Multiple options for management implementation and if required change management. Implementation varies from customer to customer from a simple remote installation and training to onsite consultation, stock take, internal implementation team building and is therefore project managed according to the requirement.

Getting started includes full implementation, including interfaces to finance and legacy systems; onsite and remote support 24/7; onsite training, train the trainer, user documentation, and brokering relationships with existing users for sharing best practice.

Implementation also includes mirroring organisational hierarchy, finance codes, etc.

Comprehensive training is provided for local system administrators. This training is designed to help customers become self-sufficient in use of the service.
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction
At close of contract, users advise the format in which they wish to receive their data and we provide it for them as required.
End-of-contract process
Provision of user data in requested format is included as standard; any transformation of the data is likely to be a chargeable professional service.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 7
  • Internet Explorer 8
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
For Smart Phones, UI and functionality are configured for the format and restricted to common actions.

Full functionality is available on tablets.
Service interface
No
API
Yes
What users can and can't do using the API
Elcom uses SOAP and RESTful APIs as required and has extensive knowledge and experience of developing and managing APIs across multiple platforms and systems.
API documentation
No
API sandbox or test environment
No
Customisation available
Yes
Description of customisation
The service can be branded. The service can also be integrated into third-party systems. Certain configurations are allowed to set up and manage workflows, permissions and authorities within solutions.

Scaling

Independence of resources
All customers have their own sites which are separate from other customers. All infrastructure components are monitored constantly for performance and availability and all customers are load balanced across multiple infrastructure components. In the event of an issue systems can be isolated if necessary.

Server capacity as a whole is provided on the basis of regular reviews of load and trends in user activity.

Analytics

Service usage metrics
Yes
Metrics types
-volume of transactions
-value of transactions
-transactions by type
-transactions by user, budget code, product classification, etc.
-full audit trail of all activities
-service up time
All by user-defined period
Reporting types
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Developed Vetting (DV)

Asset protection

Knowledge of data storage and processing locations
Yes
Data storage and processing locations
  • United Kingdom
  • EU-US Privacy Shield agreement locations
User control over data storage and processing locations
Yes
Datacentre security standards
Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency
At least once a year
Penetration testing approach
Another external penetration testing organisation
Protecting data at rest
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Other
Other data at rest protection approach
Data at rest is encrypted on a SAN device in the data center
Data sanitisation process
Yes
Data sanitisation type
Deleted data can’t be directly accessed
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
Elcom exports data to users in a specified format, for example into a data warehouse, or through flat file transfer, including SFTP transfer.
Data export formats
CSV
Data import formats
  • CSV
  • Other
Other data import formats
MS Excel

Data-in-transit protection

Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

Guaranteed availability
Please see Service Definition Document for full details of SLAs
Approach to resilience
Backup, disaster recovery and resilience plans and measures are in place. Details are available on request.
Outage reporting
Email alerts and/or telephone calls to impacted customers

Identity and authentication

User authentication needed
Yes
User authentication
2-factor authentication
Access restrictions in management interfaces and support channels
No one, including Elcom staff, has access to any part of the system without 2-factor authentication. All access is logged and a full audit trail is kept..
Access restriction testing frequency
At least once a year
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
User-defined
Access to supplier activity audit information
Users have access to real-time audit information
How long supplier audit data is stored for
User-defined
How long system logs are stored for
User-defined

Standards and certifications

ISO/IEC 27001 certification
No
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
Yes
Any other security certifications
SAS 70 Level II (Data Centre)

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
No
Security governance approach
Our security governance aims for compliance with iso27001:2013
Information security policies and processes
Elcom has a written security policy.

Security roles are defined and allocated to specific individuals. Responsibilities include firewalls and access security as well as the network.

A security incident is 'any breach of security on the Elcom infrastructure which may potentially lead to the disclosure of client data'. Logs are monitored and reviewed and incidents, or potential incidents, are reported and investigated immediately. The team works directly to the VP of IT who is a member of the management team reporting directly to the Chairman and CEO.

Operational security

Configuration and change management standard
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach
All elements of the service are routinely monitored against emergent security threats and vulnerabilities. This includes potential future releases and features being brought into point releases.

Assessment is by internal review and third-party external quality control testing before changed or new elements are handed over to customers to complete there own testing.

Post go-live, annual penetration tests reconfirm security.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Monitoring and assessment is continuous. Our aim is to deploy patches or counter-measures before potential threats become real.

We work closely with datacentre providers, network managers and industry partners who advise of potential threats as they are identified.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Monitoring and assessment is continuous. Our aim is to mitigate potential compromises before they become real. This includes working with local auditors if requested. We work closely with datacentre providers, network managers and industry partners who advise of potential threats as they are identified.

All potential compromises are dealt with as a matter of urgency, requiring immediate assessment then mitigation as appropriate.
Incident management type
Supplier-defined controls
Incident management approach
Incident management is agreed with customers at set up. In the normal case, incidents are reported via a named person in the customer organisation to the Elcom service help desk. Usually reports are by email or phone call and logged immediately on the help desk system.

Customers can have access to the system to validate the incident is properly recorded and track progress to resolution.

Reporting is either through the help desk system or, if the customer wishes, separate incident reports for each incident.

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
Yes
Connected networks
Scottish Wide Area Network (SWAN)

Pricing

Price
£10,000 a unit a year
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
Discussed on a case by case basis.

Service documents