ICS Solutions Ltd

FLEX Digital Workplace

FLEX is a Self-Service Digital Workplace solution for Office 365 and SharePoint. Powered by automation, FLEX facilitates an Intranet, Collaboration platform and a Digital Workplace in a matter of weeks, driving employee engagement and productivity. Plus, FLEX reduces Office 365 and SharePoint deployment time and costs by a staggering 70%


  • Automates the deployment of SharePoint and Office365
  • Best-of-breed Intranet
  • Next generation collaboration platform
  • Digital Workplace
  • Seamless, intuitive, mobile responsive user experience
  • Wide-ranging library of business Apps
  • Selection of collaboration Apps
  • Extensive list of business forms
  • Simple video tutorials for training
  • Embeds governance and compliance


  • Reduces Office 365 deployment time and costs by 70%
  • Empowers employees to self-serve
  • Drives internal and external collaboration
  • Drives engaging internal communications
  • Decreases SharePoint and Office 365 adoption costs by 60%
  • Achieves an 83% Year 1 Office 365 user adoption rate
  • Reduces 4-year ownership costs by 50%
  • Improves organisation efficiency by embedding best practice
  • Enhances productivity through storing business critical documents in one place
  • Boosts business social interactions by embedding Yammer


£2.99 per person per month

Service documents

G-Cloud 9


ICS Solutions Ltd

Lorna Mclelland

01256 403800


Service scope

Service scope
Software add-on or extension Yes
What software services is the service an extension to SharePoint 2013/16 and Office 365
Cloud deployment model Hybrid cloud
Service constraints Microsoft licensing required for chosen software, eg SharePoint or O365 or Azure
System requirements
  • Windows Server 2015+
  • IIS 8.0+
  • SQL Server (Std/Express) 2012+
  • SharePoint 2013/2016/online
  • .NET FRamework 4.0+

User support

User support
Email or online ticketing support Email or online ticketing
Support response times 1hr initial response, options for 24hr, 72hr and 120hr SLA response thereafter, based on priority. Working hours only.
User can manage status and priority of support tickets Yes
Online ticketing support accessibility WCAG 2.0 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 Onsite support
Support levels Incidents categorised by priority level with response time linked to priority. Technical Account Manager assigned to customers.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Embedded training videos, access to adoption campaign and material support, product help desk service.
Service documentation Yes
Documentation formats PDF
End-of-contract data extraction Extraction not required, no customer data stored within product.
End-of-contract process At the end of the contract the customer is offered renewal of licence, the licence to use the product ends if not renewed, support/maintenance coverage ends if licence not renewed and service is requested to be in-installed from customer environment.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 10+
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
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 Standard internet browser interface, untested for assistive technology.
Accessibility testing None.
What users can and can't do using the API All features are accessible via the API.
API documentation Yes
API documentation formats PDF
API sandbox or test environment Yes
Customisation available Yes
Description of customisation End users can change contents and layout of their home page. Administrators can secure and limit functionality to users and can change branding and navigation. Developers can modify and extend the product using the API.


Independence of resources The service is installed either locally or on 3rd party dedicated cloud resources, for each individual customer. Service infrastructure scaled according to customer requirements.


Service usage metrics No


Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
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 European Economic Area (EEA)
User control over data storage and processing locations Yes
Datacentre security standards Managed by a third party
Penetration testing frequency Never
Protecting data at rest
  • Physical access control, complying with CSA CCM v3.0
  • Other
Other data at rest protection approach No user content is stored within th FLEX configuration database, all content is store in Office 365/SharePoint.
Data sanitisation process No
Equipment disposal approach A third-party destruction service

Data importing and exporting

Data importing and exporting
Data export approach No customer data stored within product.
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
  • Other
Other protection between networks No data is transferred from customer managed networks.
Data protection within supplier network
  • TLS (version 1.2 or above)
  • Other
Other protection within supplier network No data is transferred from customer managed networks.

Availability and resilience

Availability and resilience
Guaranteed availability Availability is governed by infrastructure design as part of a deployment project. Load balancing an DR options are available.
Approach to resilience Client facing application can be hosted on multple servers and back end processes can be moved between servers in the event of a primary server outage.
Outage reporting Windows monitoring tools (System Centre, Nagios, etc) can be used to monitor service and report on outages.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication Identity federation with existing provider (for example Google Apps)
Access restrictions in management interfaces and support channels O365 session credentials passed to the service on access.
Access restriction testing frequency At least every 6 months
Management access authentication Identity federation with existing provider (for example Google Apps)

Audit information for users

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 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 User-defined

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification No
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security accreditations No

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance accreditation No
Security governance approach Achieved by the responsible Director mandating & reviewing organisation-wide information security policy that is supported by lower level security policies, procedures and guidelines (such as the information security, risk and compliance management structures, reporting lines, divisions of responsibility, delegated authorities and so forth).
Information security policies and processes The Business Operations Director is responsible for setting and reviewing the following:
Password Policy
Backup Policy
Network Access Policy
Remote Access Policy
Virtual Private Network (VPN) Policy
Guest Access Policy
Third Party Connection Policy
Network Security Policy
Mobile Device Policy
Retention Policy
Physical Security Policy
Email Policy

Operational security

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 Microsoft Solution Framework (MSF)
Vulnerability management type Undisclosed
Vulnerability management approach The FLEX Service is hosted on servers within the customers network and we recommend that Windows Server security and hardening best practices are followed where applicable. The FLEX Service requires authentication and any security vulnerabilities are patched as a priority once discovered. Penetration test can be arranged at the request of the customer.
Protective monitoring type Supplier-defined controls
Protective monitoring approach The FLEX Service is hosted on servers in the customer network. The FLEX Service requires authentication to access and through the use of web server logs and FLEX Service logs patterns of inappropriate use can be identified. When an incident is reported ICS works with the customer to resolve the issue and update any configuration issues and will provide a patch or update where necessary. Security issues are logged as priority 1 calls are dealt using appropriate SLAs.
Incident management type Supplier-defined controls
Incident management approach The product support team follow defined processes around logging, assigning, escalating and resolving issues. End users can report issues via a dedicated web portal, email address or telephone number and are regularly informed of incident progress. Incident report updates are available via the web portal or by contacting the support team.

Secure development

Secure development
Approach to secure software development best practice Supplier-defined process

Public sector networks

Public sector networks
Connection to public sector networks No


Price £2.99 per person per month
Discount for educational organisations Yes
Free trial available Yes
Description of free trial Limited period access to demo version.
Link to free trial http://www.flexautomation.net/


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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