PDMS Limited (Professional Data Management Services Limited)

Rostering and Workforce Management Solutions

Nextrasoft are a leading edge provider of Next Generation Workforce Management Solutions to both the public and private sector for over 15 years. We have successfully implemented rostering, time and attendance, absence management and scheduling systems within a number of industry sectors through direct sales, partnerships and reseller agreements.


  • Demand Driven Rostering
  • Resource Planning
  • Time and Attendance
  • Employee Self Service
  • Absence Management
  • Shortfall Resolution
  • Agency / Bank Staff Manageent
  • Expenses Management
  • Contract Management and Invoicing
  • Realtime Reporting


  • Reduced and easily identified labour costs
  • Reduction in under utilisation of labour
  • Massively reduced time spent planning and scheduling
  • Rapid Resolution cover for absence via SMS and email messaging
  • Greater visibility and fairness in shift, day and role allocation
  • Ensured compliance with WTD rules
  • Much earlier notification of published rosters
  • Automatic and transparent implementation of union agreed rules


£45000 to £195000 per unit per year

Service documents

G-Cloud 9


PDMS Limited (Professional Data Management Services Limited)

Aimee Buchanan

+44 (0) 1624 664000


Service scope

Service scope
Software add-on or extension No
Cloud deployment model Hybrid cloud
Service constraints No
System requirements WIndows7 or above PCs

User support

User support
Email or online ticketing support Email or online ticketing
Support response times 09:00 to 17:00 Monday to Friday, excluding UK public holidays. (24/7 and public holidays can be agreed).
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 Yes, at extra cost
Support levels Support availability 09:00 to 17:00 Monday to Friday, excluding UK public holidays. (24/7 and public holidays can be agreed). A response to a support request can be expected to be received within 4 (four) Working Hours of the support call being raised. A resolution, or work-around, can, in most cases, be expected to be received within 7.5 (seven and a half) Working Hours of the support call being raised for Priority 1 incidents. Further information is available within our Service Definition document.
Support available to third parties No

Onboarding and offboarding

Onboarding and offboarding
Getting started Super-users are fully trained via on-site training and a comprehensive personalised 150+ page user guide. End-users are generally trained through a train-the-trainer approach, although direct training is also available where required.
Service documentation Yes
Documentation formats
  • PDF
  • Other
Other documentation formats Microsoft Word
End-of-contract data extraction Data Extracts can be agreed and provided via the Web-Service API, or alternatively via CSV download. Another option is also for direct database data extraction using the provided database schema.
End-of-contract process If the Service is terminated either by the Customer or by PDMS, PDMS will contact the Customer to establish your off-boarding requirements.
PDMS will supply your data to you on Termination as described below;

▪ A standard extract of data in a delimited form to facilitate uploading to an alternative service. This will include suitable definitions of the extracted files and delimited fields.
▪ Relationships between entities will also be retained/supported through the use of appropriate keys
▪ Bespoke data extract requirements can also be provided on request, but would form part of a service request.

The cost of this is not included in the subscription to the service.

Other mechanisms are available and can be requested by Contacting PDMS (either at Take-up or at Termination). Use of another mechanism may incur an additional service charge.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 10+
  • 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 Solution runs as standard on any web enabled modern smartphone browser and is fully compliant with iOS, Android and Windows devices.
Accessibility standards WCAG 2.0 A
Accessibility testing No specific interface testing with assistive technology has been undertaken, however the product also supports a wide range of personalisation options to accommodate specific accessibility requirements if needed.
What users can and can't do using the API The API is provided as standard via Web Services. Bespoke options for direct database integration are also available. The API fully supports upload and download of data. The method for setting up the API is to visit a 'discovery' URL that will provide the details of the supported methods. Once this has been configured, data can be sent and received from the API. There are no limits to the numbers of users using the API.
API documentation Yes
API documentation formats PDF
API sandbox or test environment Yes
Customisation available Yes
Description of customisation The whole product is designed from the ground up to be extensible. Every screen, function and process can be bespoked if required. Configuration is carried out using a mixture of built in tools and external SQL Management Tools. Users can attend a series of training courses in order to learn the necessary skills for customization.


Independence of resources PDMS can either host on a highly resilient infrastructure using multiple storage, memory and processing units across multiple locales or on premise if requested by the customer.
Each instance of the product is allocated dedicated resources which are not impacted by other users.
PDMS holds ISO 27001:2013 Information Security Management System standard certification and Cyber Essentials.


Service usage metrics Yes
Metrics types Service usage metrics can be provided to include user logins, data transfer and session login time. These are usually configured to specific client requirements however as required.
Reporting types
  • API access
  • Real-time dashboards
  • Reports on request


Supplier type Reseller providing extra features and support
Organisation whose services are being resold Nextrasoft

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 United Kingdom
User control over data storage and processing locations Yes
Datacentre security standards Supplier-defined controls
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
  • Other
Other data at rest protection approach Secure Tier 3 Data centres, Secure containers, racks or cages, Physical access control Encryption of Physical media, Safe destruction of physical media.
Database data is securely encrypted at database level
On premise installations/access agreed with client.
Data sanitisation process Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • 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 The product has built in reports that can be viewed on screen, sent straight to a printer or converted to PDF or CSV. Key reports will also be provided via the Web-Service API in XML format for analysis using 3rd product analysis tools.
Data export formats
  • CSV
  • Other
Other data export formats XML via the Web-Service API
Data import formats
  • CSV
  • Other
Other data import formats Demand Data etc. can be uploaded for certain functions.

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • Private network or public sector network
  • 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

Availability and resilience

Availability and resilience
Guaranteed availability Service Availability is set at 99.9%.

SLA's are typically;
P1 - A consultant will start to address the problem no later than 4 working hours from the time of the call being logged.

SLAs can be tailored to meet the needs of each individual customer.

Refunds are managed on a case-by-case basis and pre-agreed at contract stage
Approach to resilience Available on request.
Outage reporting Email alerts inform PDMS of any unplanned outage. Planned outages are communicated to customers via email and telephone well in advance of the outage. Mobile or locally installed copies of the system can operate whilst the central system is offline.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
  • Other
Other user authentication The user is authenticated against a recorded username and password. The passwords are not stored as plain text, but are compared to a password hash that is stored against each account. If required access can also be allowed only from white-listed IP addresses.
Access restrictions in management interfaces and support channels All management interfaces and support channels require users to login with a username and password. Access is restricted to the items / area that are relevant to the user.
Access restriction testing frequency At least once a year
Management access authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
  • Other

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 User-defined

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 LRQA
ISO/IEC 27001 accreditation date 02/09/2016
What the ISO/IEC 27001 doesn’t cover Nothing - All areas of the business and our services are in scope.
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security accreditations Yes
Any other security accreditations Cyber Essentials

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 As part of its ISMS, PDMS have the following policies and processes; Information Security Policy, Secure Development Process, Acceptable Use Policy, Change Control Policy, Data Classification and Handling Policy, Data Protection Policy, Business Continuity Policy and an Incident Management Process, all of which are governed, managed and audited through our ISO certifications. All policies are owned and regularly reviewed by the relevant departmental manager. It is the responsibility of each departmental manager to ensure that all of their staff follow the information security policies and processes, however compliance is audited by the Quality and Standards Manager, with any issues identified reported to the relevant manager, for rectification. Operationally, Information Security is managed by the Chief Technical Officer who reports directly to the Managing Director and has overall ownership at Board Level for Security, allowing issues that require immediate escalation to be reported to the Directors. Operational Issues that do not require immediate escalation are discussed at the monthly management meetings, where it is a standing issue. All issues discussed during these meetings that require escalation are reported upwards to Board of Directors for it to be discussed, where appropriate.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach All software released to test machines/environments for customer sign off prior to promotion to live environments.
Online web changes can be subject to 3rd party penetration testing at additional cost.
Vulnerability management type Supplier-defined controls
Vulnerability management approach Constant reviews of supported software versions and patches available will determine the frequency they are applied to customer test and then live environments.
Info received from 3rd party software provider and anti virus providers.
Protective monitoring type Supplier-defined controls
Protective monitoring approach Available on request
Incident management type Supplier-defined controls
Incident management approach PDMS allow all staff the ability to report security incidents through a number of methods, including email, telephone, and system based forms. Ultimately all reported incidents are managed by the Chief Technical Officer, who follows the Incident Management Process, which identifies how the incident should be managed, including when to provide updates to any customers that may be affected. Customer Incident Reports are normally provided in a written document. All incidents are reviewed following their satisfactory conclusion, in order to determine what lessons can be learned, in order to improve the process or prevent future occurrences.

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 £45000 to £195000 per unit per year
Discount for educational organisations No
Free trial available No


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