PROACTIS LIMITED

Marketplace

Proactis eMarketplace connects employees to your major suppliers’ websites and catalogues. Within a single shopping cart, employees can browse across multiple suppliers, compare and choose the product or service providing the best value. Intended purchases are passed through your normal purchase authorisation process and, when approved, the order is placed.

Features

  • Cloud-based solution with web browser access.
  • Use negotiated supplier catalogues to control user content.
  • Drive best-practise purchasing through preferred suppliers.
  • Compare products to ensure the best-value.
  • Punch-out to supplier's eCommerce websites for browsing and purchasing.
  • Automatically track common items and make available for quick purchase.
  • Manage and approve supplier catalogues before publishing them to users.
  • Promote supplier self-service for catalogue uploads and amendments.
  • Pass orders from FMS through Marketplace to suppliers.
  • Streamline RFQ processes for buying non-standard products/services.

Benefits

  • Greater buyer adoption of your organisation’s purchasing process.
  • Increased savings from greater on-contract spend.
  • Decreased maverick buying of un-needed or un-authorised goods and services.
  • Increased savings from better buyer purchase decisions.
  • Better spend visibility within categories.
  • Reduced administrative cost within Procurement.
  • More value-added time freed up for buyers.

Pricing

£10000 per unit per year

Service documents

Framework

G-Cloud 11

Service ID

7 1 2 1 4 8 0 4 7 2 9 2 7 9 8

Contact

PROACTIS LIMITED

Shirley Watson

01670 597127

shirley.watson@proactis.com

Service scope

Service scope
Software add-on or extension Yes, but can also be used as a standalone service
What software services is the service an extension to P2P, Supplier Self Management, SRM, Contract Management, e-sourcing, E-Invoicing, DPS.
Cloud deployment model Private cloud
Service constraints None.
System requirements All services are browser based using latest version of browsers

User support

User support
Email or online ticketing support Email or online ticketing
Support response times These are defined with specific priorities - as outlined in our Helpdesk Support Guide or in our Standard Agreement - SCHEDULE 2: MAINTENANCE AND SUPPORT SERVICES, AND SERVICE LEVEL.
The Service Desk normally operates from 9:00am until 17:30pm Monday to Friday (local time) excluding Bank Holidays.
Support cases are primarily logged using the online PROACTIS Central helpdesk application which can be reached by using http://www.proactissupport.com
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 one fully comprehensive level of support. The support desk is available from 8.00am to 6.00pm Monday to Friday. We have a team of full time staff that are all very experienced and have considerable knowledge of the product and the specific configurations of our customers. This service provides second line support to your own administrators. This support will be provided for the lifetime of your contract.
Support available to third parties No

Onboarding and offboarding

Onboarding and offboarding
Getting started PROACTIS have a comprehensive on-boarding service which includes scoping and configuration workshops, onsite training for administrators and end users (if required), documentation and unlimited 2nd line support from our support desk. Our system has a number of different import routine which allow customers to upload configuration data e.g. suppliers, catalogues, users etc.
Service documentation No
End-of-contract data extraction PROACTIS has defined customer exit strategy which can be provided upon request. For shared multi-tenancy systems, data is extracted using reports and custom scripts in the customer's required format. If the customer has opted for a private system (single tenancy), then a database export can be provided.
End-of-contract process Within 14 days of termination we will provide the customer, in encrypted format a full copy of their data in SQL format (other formats are available at additional costs), this is performed once FOC as part of standard off-boarding processes. Any additional works required, e.g. extract of documents from data, querying or additional extracts of specific data are additionally charged based on requirements. Once data has been successfully transferred, PROACTIS will either destroy any data still in its possession or anonymise if system integrity is affected by deletion. For more information on all the services available please contact your Account Manager.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
Application to install No
Designed for use on mobile devices No
Service interface Yes
Description of service interface The Service Interface allows users (Administrators, Buyers and Suppliers) to access the application via a GUI. Administrators can configure, manage and monitor all aspects of the system relating to their organisation. Buyers can create, modify and view basket, orders, receipts, invoices and all data relating to their purchasing activities. Suppliers can receive and respond to order and invoices relating to their organisation.
Accessibility standards None or don’t know
Description of accessibility The Service Interface allows users (Administrators, Buyers and Suppliers) to access the application via a GUI. Administrators can configure, manage and monitor all aspects of the system relating to their organisation. Buyers can create, modify and view basket, orders, receipts, invoices and all data relating to their purchasing activities. Suppliers can receive and respond to order and invoices relating to their organisation.
Accessibility testing We have tested using these technologies ourselves without involving third parties.
API Yes
What users can and can't do using the API We have many different interfaces for our product, most are based on RESTful web services and we try to use open XML standards where possible. Custom interfaces can be designed as required.
API documentation Yes
API documentation formats PDF
API sandbox or test environment Yes
Customisation available Yes
Description of customisation For this product, as this is a multi-tenanted environment, product customisations occur through Enhancements. These can be suggested by customers and are also determined internally by Proactis. Proactis provides customers with channels to make suggestions for product changes. Feedback is provided to customers, whether the Enhancement is accepted or not. The product has functionality configuration which is controlled through the application. The scale of this, and the control of which users within each organisation can do this, is also configurable (typically by a Sysadmin or such super users).

Scaling

Scaling
Independence of resources Proactis pre-build sufficient capacity into the Marketplace platform, ahead of customer demand. The infrastructure is continuously monitored and additional capacity is implemented as existing capacity nears predetermined thresholds. Many aspects of the system capacity are monitored including storage, CPU utlilsation, memory usage, network usage and many have real time alerts built in. In addition, analysis is carried out for all development. All projects include a risk assessment which includes impacts on functionality, security and system capacity & performance.

Analytics

Analytics
Service usage metrics Yes
Metrics types These are configurable depending on the customer requirements.
Reporting types Regular reports

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Baseline Personnel Security Standard (BPSS)

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 Managed by a third party
Penetration testing frequency At least once a year
Penetration testing approach ‘IT Health Check’ performed by a CHECK service provider
Protecting data at rest
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Other
Other data at rest protection approach Access to the hosted environment is only by approved Proactis personnel commensuate to their requirement in order to provision the service. All data is held on a secure back end network and securables (e.g. passwords etc) are 1 way salt encrypted.
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 importing and exporting
Data export approach All our solutions come with advanced reporting tools allowing customer to extract the data they require in the format they require it in.
Data export formats
  • CSV
  • Other
Other data export formats
  • PDF
  • RTF
  • HTML
Data import formats
  • CSV
  • Other
Other data import formats
  • XML
  • EDI

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)
  • Other
Other protection between networks Some elements of the system are limited by IP address, e.g Invoice images, SSO metadata.
Data protection within supplier network
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)
  • Other
Other protection within supplier network TLS (Version 1.2 or above) is the preferred protocol.

Availability and resilience

Availability and resilience
Guaranteed availability 99.9% during core business hours (8am-6pm), Monday to Friday, excluding English bank holidays.
Approach to resilience We operate our systems under no single point of failure. Additionally we operate warm DR systems in a separate data-centre meaning we are capable of bringing live systems back with a 6hr RTO and 30 minute RPO.
Outage reporting Proactis will notify any customers affected should an outage occur to the customers nominated representatives.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
Other user authentication The is up to the customer but we support both username and password and SAML2 for Single Sign on capabilities.

Either by username and password over TLS connection or by single sign on (SAML2 configuration to verify users identity back to the customers Active Directory).
Access restrictions in management interfaces and support channels Support channels can only be used by recognised and registered personnel. Management interfaces and access to them are fully controlled by the customer who can assign roles and responsibilities as required.
Access restriction testing frequency At least every 6 months
Management access authentication
  • Dedicated link (for example VPN)
  • Username or password

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 have access to real-time 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

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 QMS International
ISO/IEC 27001 accreditation date 18/12/2018
What the ISO/IEC 27001 doesn’t cover NIL.
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications Yes
Any other security certifications ISO9001

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified Yes
Security governance standards ISO/IEC 27001
Information security policies and processes Security governance forms part of our accreditations. As such, all staff members must sign to state they have read and understood the IS policies and this to be repeated no less than annually. Failure is reported at Board level. All new starters are required to read and confirm all policies and procedures and again at least annually. Any changes made during the period are notified to all staff. As part of our externally-audited standards, we operate a Compliance committee headed up by the Group Compliance Manager. He reports to the Executive Vice-President of IT Availability Services, who reports to the CIO, a member of the Proactis Board.

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 All our source code is tracked through life using Jira, Crucible and Subversion which logs all changes made and impacts, additionally, all changes made to our hosted environments follow a full electronc change control process both are audited as part of our ISO27001 accreditations.
Vulnerability management type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach We use a variety of sources to recognise potential threats, we also scan our enviornments for known threats on a weekly basis. Additionally, any code fix issues can be patched and deployed within 24 hours depending on the severity of the issue.
Protective monitoring type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach Through our ISO/ISAE requirements, we have specific processes and procedures in place to actively monitor and react to any potential compromises, as does our Service Provider. This process includes Board Level notification of any such suspected breaches. If such a comprise is discovered them an immediate impact assessment is performed and necessary actions taken based on this immediate review. Normally we would inform any customers affected as soon as is practical except for where criminal investigations must take place, in which case notifications would be done as soon as authorised by relevant authorities.
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 Our incident management process is audited through our ISO accreditations, the exact process would differ based on the type and severity of incident and whether forensic analysis or legal conformance is required.

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 No

Pricing

Pricing
Price £10000 per unit per year
Discount for educational organisations No
Free trial available No

Service documents

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