PROACTIS Group Ltd

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
  • Supplier website punch-out connects buyers to your major suppliers’ websites
  • Online catalogues for goods and services without an appropriate website
  • Product comparisons give information needed to make best-value purchase decision
  • Transmission of orders from FMS through Marketplace to suppliers
  • RFQ capabilities streamline the process for buying non-standard products/services

Benefits

  • Greater buyer adoption of your organisation’s purchasing process
  • Increased savings from greater on-contract buying
  • Reduced maverick buying of un-needed or un-authorised goods and services
  • Increased savings from better buyer purchase decisions
  • Better spend visibility by increasing spend made within your system
  • Reduced administrative cost within Procurement
  • Reduced non-value-added time spent by buyer

Pricing

£10000 per unit per year

Service documents

G-Cloud 9

887508373072275

PROACTIS Group Ltd

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 During core working hours (between 8am - 6pm) we aim to respond to calls logged within 30 minutes.
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 Yes
Documentation formats
  • PDF
  • Other
Other documentation formats Word.
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 We will engage with the customer to plan an exit strategy which is suited to their ongoing requirements and future plans. This can include help with migration to a new system, extraction of data as required, off-boarding, re-routing of transactions and deletion of data.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 10+
  • Firefox
  • Chrome
  • Safari 9+
Application to install No
Designed for use on mobile devices No
Accessibility standards None or don’t know
Description of accessibility The service is accessed via a browser. User must enter a username and password to enter the system unless single sign is active. The system supports the concept of user roles via a central security schema based on granular functions and roles. It is through this schema that the precise set of functionality is delivered to each type of user.
Accessibility testing None.
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 All customisations fall into three categories:
1. Enhancements which are of interest to only one customer. The customer will be asked if they would like a quotation for the bespoke change. If the customer accepts then a quotation will be provided. If not then the request will be closed.
2. Enhancements of interest to other customers who can be approached to find out if they might mutually benefit from the enhancement and therefore share the cost of development. The process for producing a quotation is the same as in 1.
3. Enhancements which are deemed to be of strategic importance to the future of the product. PROACTIS may decide that certain enhancements are important enough that they should be included in the product without charge to any customers.
For any enhancements that are customer specific (1. and 2.), PROACTIS will agree a specification and provide a price quotation and agreed time-scale for user acceptance testing and delivery.

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 Conforms to BS7858:2012
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 every 6 months
Penetration testing approach ‘IT Health Check’ performed by a CHECK service provider
Protecting data at rest
  • Physical access control, complying with another standard
  • 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 & Legacy TLS, Boundary and host based Firewalls, encryption of some elements of data.

Availability and resilience

Availability and resilience
Guaranteed availability 99% 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
  • Identity federation with existing provider (for example Google Apps)
  • 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 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 Last Audited Dec 2016
What the ISO/IEC 27001 doesn’t cover NIL.
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security accreditations Yes
Any other security accreditations ISO9001

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 Security governance forms part of our ISO accrediatations, all staff member must sign to state they have read and understood and this to be repeated no less than annually, failure is reported at Board level.

As part of our ISO's we operate an ISMS committee headed up by the Director of Operations. 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.

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 requirements we have specific processes and procedures in place to actively monitor (through both our own technologies and those used by our Service Provider) and react to any potential compromises. 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

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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