ELCOM SYSTEMS LIMITED

Elcom Contract Management

ELCOM Contract Management, covering all contracts, contract register, reminders, suppliers, documents, amendments, extensions and user defined KPIs, reporting and analytics. Integration with other ELCOM solutions, buy as a module or build your own solution to create seamless Spend Management.

Features

• All contracts, services, goods and products
• Manage Reminders, Suppliers, Meetings and KPIs
• Integrates with eSourcing, Catalogues
• Management information in dashboards, reports and analytics
• Notifications of actions, events and reminders
• Manage Amendments and Extensions
• Fully cloud based, hosted in the UK
• Manage contract documents with full versioning control

Benefits

• All contracts managed and maintained in the same place
• Avoid contract overruns and costs
• Forecast and plan contract renewal opportunity
• Grow relationships with key suppliers
• Better informed for supplier negotiations
• Enhanced contract compliance

• 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 sales@elcom.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

129929622903034

Contact

Mike Brothers
020 3920 8054
sales@elcom.com

About your service

• Service categories:

  Applications

  Content workflow and management

  Content services

  • Enterprise Content Management Applications
  • Content Sharing and Collaboration Applications
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: None
• System requirements: Reasonably up to date Browser

User support

• Email or online ticketing support: Yes
• Support response times: Based on agreed KPI's upon contracting and priority they have been logged under
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• 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 is 24/7/365. This is standard with no additional cost in the normal case. We are happy to agree SLAs.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: To ensure that when Elcom solution are deployed system users are able to get up and running as quickly as possible, Elcom provide tailored and comprehensive training for local system administrators and users of the system help customers become self-sufficient in use of the service. This is further supported through provision of user documentation including how to guides and online and video guides where available.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: At close of contract, users advise the format in which they wish to receive their data and we provide it for them as required.
• End-of-contract process: Provision of user data in requested format is included as standard; any transformation of the data is likely to be a chargeable professional service.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: For Smart Phones, UI and functionality are configured for the format and restricted to common actions.; ; Full functionality is available on tablets
• Service interface: No
• User support accessibility: WCAG 2.2 AA
• API: Yes
• What users can and can't do using the API: Elcom uses SOAP and RESTful APIs as required and has extensive knowledge and experience of developing and managing APIs across multiple platforms and systems.
• API documentation: No
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: The service can be branded. The service can also be integrated into third-party systems. Certain configurations are allowed to set up and manage workflows, permissions and authorities within solutions.

Scaling

• Independence of resources: All customers have their own sites which are separate from other customers. All infrastructure components are monitored constantly for performance and availability and all customers are load balanced across multiple infrastructure components. In the event of an issue systems can be isolated if necessary.

Analytics

• Service usage metrics: Yes
• Metrics types: Volume of Contracts; Value of Contracts; Live Contracts; Expired Contracts; Full audit trail of all activities; Service up time; All by user-defined period
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Baseline Personnel Security Standard (BPSS)

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: Complies with a recognised standard (for example CSA CCM version 4.0)
• 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: Data at rest is encrypted on a SAN device in the data center
• 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 importing and exporting

• Data export approach: Elcom exports data to users in a specified format, for example into a data warehouse, or through flat file transfer, including SFTP transfer.
• Data export formats:
  • CSV
  • Other
• Other data export formats: MS Excel
• Data import formats:
  • CSV
  • Other
• Other data import formats: MS Excel

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • 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
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

• Guaranteed availability: Please see Service Definition Document for full details of SLAs
• Approach to resilience: Backup, disaster recovery and resilience plans and measures are in place. Details are available on request.
• Outage reporting: Email alerts and/or telephone calls to impacted customers.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: No one, including ELCOM staff, has access to any part of the system without a username and password. All access is logged and a full audit trail is kept. ELCOM are currently developing a MFA solution for our next software release.
• Access restriction testing frequency: At least once a year
• Management access authentication: Username or password

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: User-defined
• Access to supplier activity audit information: Users have access to real-time 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: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Elcom has a written security policy.; ; Security roles are defined and allocated to specific individuals. Responsibilities include firewalls and access security as well as the network.; ; A security incident is 'any breach of security on the Elcom infrastructure which may potentially lead to the disclosure of client data'. Logs are monitored and reviewed and incidents, or potential incidents, are reported and investigated immediately. The team works directly to the VP of IT who is a member of the management team reporting directly to the Chairman and CEO.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: All elements of the service are routinely monitored against emergent security threats and vulnerabilities. This includes potential future releases and features being brought into point releases.; ; Assessment is by internal review and third-party external quality control testing before changed or new elements are handed over to customers to complete there own testing.; ; Post go-live, annual penetration tests reconfirm security.; ; All changes go through a change control process and follow the QA/Test/Production path for deployment.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Monitoring and assessment is continuous. Our aim is to deploy patches or counter-measures before potential threats become real.; ; We work closely with Data Centre providers, network managers and industry partners who advise of potential threats as they are identified.; ; Annual Penetration tests are performed annually by qualified Third party vendors.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Proactive monitoring, alerting and assessment of potential issues is a continuous process. Our aim is to mitigate potential compromises before they become real. This also includes working with local auditors if requested. We work closely with datacentre providers, network managers and industry partners who advise of potential threats as they are identified. Our team subscribe to industry alerts such as cert.gov.uk.; ; All potential compromises are dealt with as a matter of urgency, requiring immediate assessment then mitigation as appropriate.
• Incident management type: Supplier-defined controls
• Incident management approach: Incident management is agreed with customers at set up. In the normal case, incidents are reported via a named person in the customer organisation to the Elcom service help desk. Usually reports are by email or phone call and logged immediately on the help desk system.; ; Customers can have access to the system to validate the incident is properly recorded and track progress to resolution.; ; Reporting is either through the help desk system or, if the customer wishes, separate incident reports for each incident.
• Post-quantum cryptography secure: Yes

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 v4.0)

Public sector networks

• Connection to public sector networks: Yes
• Connected networks: Scottish Wide Area Network (SWAN)

Pricing

• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Discussed on a case by case basis.

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

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

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Peers Quality Assurance Limited
• ISO/IEC 27001 accreditation date: Tuesday 18 March 2025
• What the ISO/IEC 27001 doesn’t cover: None
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 5e7b723b-af71-4039-9852-db782e36034c
• Cyber essentials plus: No
• Cyber Essentials Alternative: In relation to the services you do not have a current and valid Cyber Essentials Plus certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials Plus certificate by one of the government approved accreditation bodies within 12 months of the date of award.
• Other security certifications: Yes
• Any other security certifications: Data Security Protection Toolkit

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

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Support for the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors

  • 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 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications

  • 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 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
    • Plans for positive actions with community groups.

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Collaborative ways of working with the supply chain to deliver additional environmental benefits in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Delivery of additional environmental benefits through the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
    • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion

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 sales@elcom.com. Tell them what format you need. It will help if you say what assistive technology you use.