OTAGEM CONSULTING LIMITED

Otagem Tasks

Otagem Tasks is a task management solution built on Microsoft 365, enabling organisations to create, assign, prioritise, and track tasks. It supports recurring tasks, deadlines, notifications, and completion notes, with clear visibility of upcoming and overdue work. Optional integration with Intapp Collaboration links tasks to matters, with Power BI reporting.

Features

• Power Apps-based task management interface deployed within Microsoft 365
• Creation and management of one-off and recurring tasks
• Assignment of tasks to users or Microsoft 365 groups
• Task priorities, due dates, and status tracking
• Optional linkage of tasks to Intapp Collaboration matter references
• SharePoint-based storage and archiving of task data
• Power Automate workflows for task notifications and reminders
• Management dashboards showing workload, deadlines, and overdue tasks
• Power BI integration for advanced reporting and trend analysis
• Role-based access control using Microsoft Entra ID permissions

Benefits

• Manage tasks linked to Projects and Intapp Collaboration Matters
• Assign tasks to individuals or groups with role based access
• Support recurring tasks with automated scheduling and deadline management controls
• Configurable task priorities and due dates stored securely in SharePoint
• Power Automate workflows for task notifications reminders and escalation rules
• Task reassignment and status tracking with full change history retention
• Record task completion with notes timestamps and audit friendly metadata
• Archive completed tasks to maintain performance and long term records
• Management dashboards showing upcoming overdue and completed tasks across teams
• Integrates with Power BI for advanced task analytics and reporting

• Education pricing available
• Free trial available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at tony.ogilvie@otagem.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

109115337714973

Contact

Tony Ogilvie
07952709175
tony.ogilvie@otagem.com

About your service

• Service categories:

  Applications

  Enterprise resource management

  • Enterprise performance management

  Human capital management

  • Core Human Resources Applications
  • Talent Management Applications
• Multi cloud support: No

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: Otagem Tasks is an extension to the following software services:; ; Microsoft 365, including SharePoint and Microsoft Teams; ; Microsoft Power Platform, including Power Apps and Power Automate; ; Optionally, Intapp Collaboration, for logging tasks against Intapp matters; ; The service can also operate independently within Microsoft 365 without Intapp integration.
• Cloud deployment model: Public cloud
• Service constraints: Otagem Tasks is deployed within the customer’s Microsoft 365 tenant.; ; Integration with Intapp matters requires an existing Intapp Collaboration implementation.; ; The service uses standard Microsoft Power Platform components and supported configurations. Ongoing support and enhancements are provided by agreement.
• System requirements:
  • Active Microsoft 365 tenant
  • Microsoft Power Apps and Power Automate licences
  • SharePoint Online enabled
  • Microsoft Entra ID for user authentication
  • Supported web browser or mobile device
  • Power BI licence for reporting, if required
  • OPTIONAL - Intapp Collaboration licence for matter integration if required
  • Appropriate user and administrator permissions
  • Internet connectivity for remote access

User support

• Email or online ticketing support: Yes
• Support response times: Within One Working Day
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: EN 301 549
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Yes, at an extra cost
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: EN 301 549
• Web chat accessibility testing: N/A
• Onsite support: Yes, at extra cost
• Support levels: Otagem provides a single, standard support level for Otagem Tasks.; ; Support covers issue diagnosis, configuration guidance, and resolution of application-level issues relating to the Tasks Power Apps solution, associated Power Automate workflows, and SharePoint components. ; ; Support is provided remotely and focuses on keeping the solution working as intended within the customer’s Microsoft 365 environment.; ; Support is included within the agreed service price or provided on a time-and-materials basis by agreement. Enhancements, new features, or functional changes are not included unless separately agreed.; ; Support is delivered directly by an experienced cloud support engineer with detailed knowledge of the Tasks solution. A separate technical account manager role is not provided.
• Support available to third parties: Yes
• AI chatbot: No

Onboarding and offboarding

• Getting started: Otagem provides online training for users, as well as comprehensive user guide documentation and videos.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: All data is held in SharePoint Online, so there is no need to extract data from Otagem Tasks when the contract ends.
• End-of-contract process: At the end of the Contract, the Otagem Tasks service is deactivated by removing the Otagem Tasks App from the customer's PowerApps environment. All data - including Task Data - remain in the customers SharePoint Online tenant, which is unaffected by Contract End.
• Documentation accessibility standard: EN 301 549

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Chrome
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: None apart from smaller screen size
• Service interface: Yes
• User support accessibility: EN 301 549
• Description of service interface: Otagem Tasks provides a SharePoint-based Administrative Interface which allows configuration and diagnostic capabilities.
• Accessibility standards: EN 301 549
• Accessibility testing: None
• API: No
• Customisation available: No

Scaling

• Independence of resources: Otagem Tasks is deployed within each customer’s own Microsoft 365 tenant and uses that tenant’s SharePoint and Power Platform resources. ; ; Customers do not share infrastructure, environments, or data with other organisations. ; ; User activity within one tenant does not affect the performance or availability of the service for other customers. ; ; Capacity, performance, and service limits are governed by Microsoft 365 and Power Platform service boundaries within each customer’s environment.

Analytics

• Service usage metrics: Yes
• Metrics types: Otagem can provide a Power BI Report which will report on service metrics such as time recording and system usage. ; ; Additional reporting is available with customisation in Power BI.
• Reporting types: Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Security Clearance (SC)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
  • Other locations
• 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 SSAE-18 / ISAE 3402
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Data Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: All data is held in SharePoint online, meaning data can be exported using standard Microsoft 365 techniques.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Native File Formats
  • Excel Workbook
• Data import formats:
  • CSV
  • Other
• Other data import formats: Native File Formats

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Otagem Tasks is deployed within the customer’s own Microsoft 365 tenant and relies on the availability of Microsoft 365, SharePoint Online, and the Microsoft Power Platform. Otagem does not provide a separate availability SLA for the underlying platform services.; ; Availability is therefore aligned to Microsoft’s published service commitments for Microsoft 365 and Power Platform. Otagem does not provide service credits or refunds for platform-level availability issues outside its control.
• Approach to resilience: Otagem Tasks is deployed within the customer’s Microsoft 365 tenant and uses Microsoft SharePoint Online and the Microsoft Power Platform. Resilience of the service is provided through Microsoft’s cloud infrastructure, including geographically distributed datacentres, redundancy, and platform-level resilience controls.; ; Customer data remains within the customer’s Microsoft 365 environment and benefits from Microsoft’s backup, replication, and disaster recovery capabilities. Otagem does not operate or manage datacentres directly and relies on Microsoft’s published cloud security and resilience measures.
• Outage reporting: Otagem Tasks does not operate a separate public status dashboard or outage API. As the service is delivered within the customer’s Microsoft 365 tenant, platform availability and outages are reported through Microsoft’s standard service communications, including the Microsoft 365 Service Health Dashboard and related notifications.; ; Where an outage or issue relates specifically to the Tasks solution, Otagem communicates updates directly with customers by email or agreed support channels.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Access to management interfaces is restricted using role-based access controls and least-privilege principles. Administrative access is limited to authorised personnel and protected through Microsoft Entra ID authentication and multi-factor authentication. Customer administration is restricted to nominated users within the customer organisation.; ; Access to support channels is limited to authorised customer contacts and reseller support staff. Support interactions are logged and controlled to prevent unauthorised access to customer data. Platform-level administrative access is managed by Intapp in line with their security controls.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

• Access to user activity audit information: You control when users can access audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: Otagem Tasks is deployed within the customer’s Microsoft 365 tenant and operates under the customer’s existing security, identity, and governance policies. Access is controlled using Microsoft Entra ID, role-based permissions, and standard Microsoft 365 security controls.; ; Otagem designs the solution to follow Microsoft best practice and the principle of least privilege. No customer data is extracted from the tenant unless explicitly agreed. Security governance for the underlying platform is provided by Microsoft, with Otagem responsible for secure solution configuration and support.
• Information security policies and processes: Otagem follows documented information security policies covering access control, data protection, incident management, and secure system configuration. These policies align with Microsoft 365 and Power Platform best practice and the shared responsibility model.; ; Security responsibilities sit with Otagem’s principal consultant, who is responsible for solution design, delivery, and support. Compliance with security policies is ensured through controlled access, least-privilege permissions, change discipline, and regular review of solution configuration.; ; Customer data remains within the customer’s Microsoft 365 tenant at all times unless explicitly agreed. Any security incidents are managed in line with agreed customer processes and escalation routes.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Otagem Tasks is built using standard Microsoft Power Platform and SharePoint components within the customer’s Microsoft 365 tenant. Solution components, including Power Apps, Power Automate flows, and SharePoint lists, are versioned and tracked using Microsoft’s native versioning and environment management capabilities.; ; Changes are assessed prior to implementation to understand functional and security impact, including permissions, data access, and integrations. Where changes may affect security or governance, these are discussed and agreed with the customer before implementation. Access to make changes is restricted to authorised administrators, and changes are applied in line with agreed customer change control processes
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Otagem Tasks operates within the customer’s Microsoft 365 tenant and relies on Microsoft’s cloud platform for underlying infrastructure security and patching. Otagem monitors Microsoft security advisories, Power Platform release notes, and public vulnerability disclosures to stay informed of potential threats.; ; Potential vulnerabilities are assessed based on their relevance to the Tasks solution, including impact on data access, permissions, and integrations. Configuration changes or mitigations are applied promptly where required, following customer change control processes. Platform-level patches are deployed by Microsoft in line with their standard security update processes.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Otagem Tasks operates within the customer’s Microsoft 365 tenant and relies on Microsoft’s native security monitoring and logging capabilities, including audit logs, activity logs, and security alerts, to identify potential compromises.; ; Where a potential security issue affecting the Tasks solution is identified, Otagem works with the customer to assess impact, contain the issue, and recommend corrective actions. ; ; Otagem responds to reported or detected incidents promptly during agreed support hours and supports escalation to Microsoft where platform-level investigation is required.; ; Incident response times and actions follow agreed customer processes and priorities.
• Incident management type: Supplier-defined controls
• Incident management approach: Otagem follows defined incident management processes for common events affecting the Tasks solution, including access issues, configuration errors, and workflow failures. Incidents are reported by users through agreed support channels, typically email or an agreed service contact.; ; Reported incidents are triaged to assess impact and urgency, with actions agreed in line with customer priorities. Where required, Otagem coordinates investigation and resolution with Microsoft. Incident updates and outcomes are communicated directly to customers, and incident summaries are provided by email or written report where appropriate.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Otagem can provide a 20 day trial of Otagem Tasks

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 2%
• Between £500,001 and £1,000,000: 4%
• Between £1,000,001 and £2,500,000: 6%
• Between £2,500,001 and £5,000,000: 8%
• Over £5,000,001: 10%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber Essentials Alternative: None of the criteria
• Cyber essentials plus: No
• Cyber Essentials Alternative: None of the criteria
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at tony.ogilvie@otagem.com. Tell them what format you need. It will help if you say what assistive technology you use.