Pi Ltd

Contract Management

Pi recognises that one of the key success factors with centralised contract management systems is the usage level outside of the core procurement team. These users value simplicity and intuitiveness over complex functionality. Pi’s Contract Management solution successfully addresses these requirements without undermining the capabilities of the core team.

Features

  • Contract performance monitoring
  • Notifications based on expiry and extension dates
  • Realisation of negotiated savings against rebates or discounts
  • Contracted values versus spend figures with spend integration
  • Increased spend leverage
  • Identification of maverick buying when there are contracts in place

Benefits

  • Compliance monitoring, contract integration and supplier managemen
  • Maximise spend against preferred suppliers
  • Measure the extent to which preferred suppliers are being used

Pricing

£25000 to £100000 per unit per year

Service documents

G-Cloud 9

426002438328978

Pi Ltd

Keesup Choe

+44 (0)808 204 0344

info@p-i.net

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Private cloud
Service constraints None
System requirements We deliver Software-as-service so clients only need a browser

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Within 24 hours during business days.
User can manage status and priority of support tickets Yes
Online ticketing support accessibility None or don’t know
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 We provide 3 levels:
1) Help desk support via online or phone
2) Part-time analyst support to assist clients with functions periodically
3) Full-time dedicated analyst support to assist clients with functions periodically
Support available to third parties No

Onboarding and offboarding

Onboarding and offboarding
Getting started We provide a range of training services including onsite, online dedicated sessions, and open regular client webinars.

We typically do initial training as part of our implementation program with a client.
Service documentation No
End-of-contract data extraction They can download their files.
End-of-contract process At the end of a contract we typically have a renewal and expansion of services. If a customer is leaving then we help them extract their data.

What is included in the price is access to the analytics software and any services to enable it.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 10+
  • Firefox
  • Chrome
Application to install No
Designed for use on mobile devices Yes
Differences between the mobile and desktop service None
Accessibility standards None or don’t know
Description of accessibility Users access the service by logging into a dedicated private portal via their browser. They will then have access to their private data to be able to review all dashboards, reports and data.
Accessibility testing None
API Yes
What users can and can't do using the API Can be made available on request
API documentation Yes
API documentation formats Other
API sandbox or test environment Yes
Customisation available Yes
Description of customisation Buyers can, with training, create their own reports to visualise data.

Scaling

Scaling
Independence of resources We have independent multi-tenant data base structure that enables us to scale easily and without risk of impact across customers.

Analytics

Analytics
Service usage metrics Yes
Metrics types Our metrics focus mainly on user counts and activity to share with our customers how much they are using the service.
Reporting types Regular reports

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Conforms to BS7858:2012
Government security clearance Up to Security Clearance (SC)

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations United Kingdom
User control over data storage and processing locations No
Datacentre security standards Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency At least every 6 months
Penetration testing approach In-house
Protecting data at rest Physical access control, complying with CSA CCM v3.0
Data sanitisation process No
Equipment disposal approach A third-party destruction service

Data importing and exporting

Data importing and exporting
Data export approach Download to CSV
Data export formats CSV
Data import formats CSV

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks Private network or public sector network
Data protection within supplier network TLS (version 1.2 or above)

Availability and resilience

Availability and resilience
Guaranteed availability SLA agreements with 99.999% uptime. The DR is completely developed, managed, and executed by Pi. In terms of RTO, this is virtually instantaneous, thus the RPO concerns are not applicable as the user will not be aware that DR has been invoked and the service has shifted to the DR location.
As described above Pi has build a dynamic DR environment that automatically and virtually instantly shifts service provision to DR if service at the primary facility is disrupted.

Users are refunded based on the agreement outlined in the individual contracts
Approach to resilience In the event of failures any one of the website stacks can operate independently providing the full service with the current state of all data. Cluster replication ensures that all servers are kept up to date so all servers have current data and documents.
Clients will usually be configured with two servers at the primary site, Equinix LD5 datacentre in Slough. These will provide the service under normal operation. In addition we will run a single server at Equinix LD3 datacentre in Park Royal to act as a live offsite standby. Any one of these servers is capable of providing the full service. All servers are kept fully up to date via the clustering capabilities of Galera and Gluster.
Access to the primary servers is via our main load balancer in LD5, Slough. This load balancer will normally direct traffic at the primary servers in LD5. If none of these servers are available then traffic will be directed to the offsite standby in LD3. An alternate web address will be allocated on the standby load balancer in LD3, Park Royal to provide access to the same backend servers in the unlikely event of loss of communication to LD5.
Outage reporting Resilience is configured on all Pi equipment - dual Internet connections, Dual Cisco F/W, dual core S/W, dual network S/W dual load balancers, dual servers, in the event of any outage or unavailabity of services the users are informed by email alerts and web based dashboards

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication 2-factor authentication
Access restrictions in management interfaces and support channels Access rights & Access control policy enforced - Access rights for PI staff members are controlled by the systems support team. Final authority lies with the Head of IT. Access to technical resources such as drive shares, e-mail etc. is also controlled by the systems support team. PI staff members do not have administrative rights on their machines to install unauthorised software. Access to various areas of the PI software suite is allocated by a role based access mechanism.
Access restriction testing frequency At least every 6 months
Management access authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password

Audit information for users

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 receive audit information on a regular basis
How long supplier audit data is stored for User-defined
How long system logs are stored for At least 12 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 BSI
ISO/IEC 27001 accreditation date 2014
What the ISO/IEC 27001 doesn’t cover EU GDPR
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security accreditations Yes
Any other security accreditations
  • PCI/DSS compliance
  • QMS ISO27001:2013

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance accreditation Yes
Security governance standards ISO/IEC 27001
Information security policies and processes ISO 27001/27002/31000 (ISMS), DPA, recent implementation ongoing with Cyber Essentials and EU GDPR.

Information Governance Security Policy - this is the documented information that is shared across the organisation that covers the security requirements and the procedures.

Confidentiality disclosure agreement,
ISO 27001:2013 Certification,
EU GDPR & Data Protection Registration,
NHS Information Governance Toolkit,
HR Procedure for PI staff,
Staff Clearance,
IT Policy and Procedure,
Patient/Customer level Datasets,
Client Data,
Network & Servers Security plus Monitoring,
Secure configuration & Removable Media control,
Data Security ,
Data Disposal, Backup and Business Continuity,
Server Hosting at Equinix Data Centre,
User Access Rights,
Malware prevention,
User education and awareness,
Incident management,
Patch management,
Home & Mobile working,
Enforced Policies,
Care and HealthTrak,

Pi carried out internal IT Awareness training programme on quarterly or on ad hoc basis to ensure employees are competence in their role and security aware and adhere to company policies and GPG. (Good practice guidelines)

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach Change control policy enforced that defines and outlines the change management process where Information technology systems are subject to formal change control procedures. Such procedures provide a managed and orderly method by which changes are requested, tested, approved, communicated prior to implementation and logged and assessed for security impacts with defined change control process.
Vulnerability management type Supplier-defined controls
Vulnerability management approach Network / Application vulnerabilities by Third party PEN Testers & QualysGuard, Vulnerabilities detection through service monitoring & Nagios Monitoring. Linux servers are protected by Selinux security patch updates and Fail2ban process running in realtime. Additionally the server internal firewalls are configured for required services - network, protocols and ports. Information on threats through security information web sites and by proprietary vendors
Protective monitoring type Supplier-defined controls
Protective monitoring approach This is automated within Nagios - Nagios monitoring tool has a plugin for Cisco, Servers, Networks and Applications for realtime monitoring of any changes and is configured to send out alerts/warnings. Any failing services are detected and are picked up instantaneously Additionally, Cisco Firewall, Systems, Application logs are centralized on the log server for any forensic processes and requirements
Incident management type Supplier-defined controls
Incident management approach Change control policy is enforced and is managed through Jira, an internal web base DB application. Information technology systems are subject to formal change control procedures. Such procedures provide a managed and orderly method by which changes are requested, tested, approved, communicated prior to implementation and logged. All Incidents are recorded in a central document that is web based for data gathering that provides incident reports

Secure development

Secure development
Approach to secure software development best practice Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

Public sector networks
Connection to public sector networks Yes
Connected networks Public Services Network (PSN)

Pricing

Pricing
Price £25000 to £100000 per unit per year
Discount for educational organisations No
Free trial available No

Documents

Documents
Pricing document View uploaded document
Skills Framework for the Information Age rate card View uploaded document
Service definition document View uploaded document
Terms and conditions document View uploaded document
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