Oxford Informatics

Lightscope Contract Management

Lightscope contract management is an easy to use cloud based contract management system that enables users to upload contract documents to the cloud, search, view, collaborate and digitally sign these contracts on line. Contract renewal pipeline, workflow & notifications supports contract management lifecycle.

Features

  • Upload and view online all your contracts
  • Easy to use
  • Deep search functionality for all document types
  • Ability to collaborate with external parties on review
  • Add comments and notes to the contracts
  • Contract meta data stored for each contract
  • Access contracts from desktop, laptop, tablet or phone
  • Digitally sign contracts
  • Clean modern user interface
  • Contract pipeline provides overview of contract renewals & notifications

Benefits

  • Centralise all your contract data in a single respository
  • Control who accesses what folders / files
  • Accelerate contract workflow using digital signatures
  • Monitor and manage your contract portfolio
  • Identify and manage strategic & preferred supplier relationships
  • Control external party access with time based document links
  • Collaborate with stakeholders in real time online

Pricing

£4980 per instance per year

  • Education pricing available
  • Free trial available

Service documents

Framework

G-Cloud 11

Service ID

3 8 5 7 0 2 2 5 6 6 3 8 5 2 6

Contact

Oxford Informatics

Todd Collinson

0208 064 1885

toddcollinson@lightscope.com

Service scope

Software add-on or extension
No
Cloud deployment model
Private cloud
Service constraints
None
System requirements
  • All services are browser based
  • Internet access

User support

Email or online ticketing support
Email or online ticketing
Support response times
During core working hours, response times to logged calls is within 30 minutes
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 service is provided by a dedicated support team, who are contactable by email or phone and is included as part of the Lightscope service. All support staff are thoroughly trained in the application and take
ownership of delivering the agreed support outcome
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Both onsite and online training is made available, with detailed user documentation supporting insight. The Lightscope system is designed for ease of use and uploading of files is based on drag and drop or file selection. Short training videos are available through the platform and one on one support is provided by screen sharing technology.
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
Contracts loaded into the Lightscope platform is extracted and returned to the user in the format originally submitted.
End-of-contract process
At contract end, contracts are removed from the lightscope platform, user accounts are disabled and after an agreed period, the client account and instance will be deleted. All contract closure services are free of any additional charge.

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
Mobile service is based on a responsive design with the user interface scaling to the appropriate screen size. All system functionality is available either via desktop or mobile.
Service interface
No
API
No
Customisation available
No

Scaling

Independence of resources
Speed of response is one of the key metrics we monitor to provide an exceptional user experience. The Lightscope servers are actively monitored using performance alerts to ensure service levels and CPU processing capacity is within a defined threshold. Our infrastructure can be scaled horizontally and vertically to ensure response time delivery.

Analytics

Service usage metrics
Yes
Metrics types
The Lightscope platform has a range of service metrics related to system use, user access and service level performance metrics
Reporting types
  • Regular reports
  • Reports on request

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
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
  • European Economic Area (EEA)
  • EU-US Privacy Shield agreement locations
User control over data storage and processing locations
Yes
Datacentre security standards
Managed by a third party
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 CSA CCM v3.0
Data sanitisation process
Yes
Data sanitisation type
Deleted data can’t be directly accessed
Equipment disposal approach
In-house destruction process

Data importing and exporting

Data export approach
The Lightscope platform enables users to easily export contract documents using simple download functionality. User can also create hyperlinks to documents and invite external collaborators to avoid having to download data
Data export formats
Other
Other data export formats
Documents are exported based on the uploaded file type
Data import formats
Other
Other data import formats
Lightscope contract management supports all major document types

Data-in-transit protection

Data protection between buyer and supplier networks
TLS (version 1.2 or above)
Data protection within supplier network
TLS (version 1.2 or above)

Availability and resilience

Guaranteed availability
A range of service level agreements are established to support the platform based on availability requirements and hours of operation.

The Lightscope platform has a 99.5% up time service level during core business hours. Down times are conducted, to facilitate system upgrades, outside of core business hours and are notified with agreed lead times.
Approach to resilience
Lightscope has multiple data centres for high resiliency. In case of failure,
automated processes move customer data traffic away from the affected area. Core applications are deployed in an N+1 configuration, so that in the event of a data centre failure, there is sufficient capacity to enable traffic to be load-balanced to the remaining sites.
Outage reporting
Email alerts

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Username or password
Access restrictions in management interfaces and support channels
Users are configured to a minimum role based requirement. New users are configured with no access and need to be actively assigned a role by administrators to enable access.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • 2-factor authentication
  • Username or password

Audit information for users

Access to user activity audit information
Users contact the support team to get audit information
How long user audit data is stored for
At least 12 months
Access to supplier activity audit information
Users contact the support team to get 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
No
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
Yes
Any other security certifications
Cyber Essentials

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
Other
Other security governance standards
Cyber Essentials
Information security policies and processes
We follow the Cyber Essentials process and have an internal security policy based on the Cyber Essentials principles

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
Oxford Informatics operates an agile development methodology with a 2 week sprint and a 6 week release cycle.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
Infrastructure and security vulnerabilities are continually monitored through dedicated monitoring tools. Potential threats are monitored through infrastructure service providers.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
Any attempt to attack Lightscope infrastructure is closely monitored with a series of system monitor alerts. Alerts are provided in real time when predefined thresholds have been exceeded. Responses to incidents are executed in line with our defined methodology.
Incident management type
Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach
The Lightscope incident management process is based on a series of defined steps: identification, logging, classification, resolution, closure and review.

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
No

Pricing

Price
£4980 per instance per year
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
The Proof of Concept is a fully functional implementation of Lightscope contract management platform. The platform will be made available for a limited time period.

Service documents

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