UNIT4 BUSINESS SOFTWARE LIMITED

Unit4 Enterprise Resource Planning

Unit4 Enterprise Resource Planning provides an integrated Cloud/SaaS platform: Finance, General Ledger, Budgeting, Accounting, Creditors, Debtors, Financial Planning, Cash and Income Management (HeyCentric), Procurement, Purchasing, HR, Payroll, Talent Management, Expenses, Absence, Timesheets, Project Management, Accounting/Costing, Research Funding Management (GrantsNow), Reporting/Analytics, Asset Management, Source-to-Contract, Strategic Sourcing, Spend Analytics, Contract Management.

Features

• Full coverage of ERP for Public Sector and Education Sector
• Full suite of Source to Contract Solutions
• Fully Managed Azure Cloud Solution with UK / EU Datacentre
• Dual Site Disaster Recovery
• Mobile Applications available
• Support for Collaboration
• Securely Accessible from anywhere using Single Sign On (SSO)
• Comprehensive API Integration capabilities
• Integrated Reporting Tools
• Full suite of Financial Management and Accounting Solutions

Benefits

• Total Low Cost of Ownership
• Ability to adapt to Business Change
• Sector Specific Functionality
• Ease of Access
• Imbedded Artificial Intelligence (AI)
• Secure Cloud operation with Azure
• Streamline processes with process automation
• Automatic updates and inovation
• Ease of integration
• Access to real time management information

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 bids.uki@unit4.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

167524823086733

Contact

James Arvin - Public Sector Sales Director UKI
+44 7791797749
bids.uki@unit4.com

About your service

• Service categories:

  Applications

  Enterprise resource management

  • Payroll management
  • Procurement
  • Order management and orchestration
  • Enterprise performance management
  • Project and portfolio management
  • Asset life-cycle management

  Financial

  • Financial and Accounting Applications
  • Accounts Payable Applications
  • Accounts Receivable Applications
  • Travel and Expense Management Applications
  • Corporate Tax Management Applications

  Human capital management

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

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Support inline with SLA'S contained within service definition document.
• System requirements: Supported HTML5 web browsers

User support

• Email or online ticketing support: Yes
• Support response times: As per response times in our SLA within our Service Definition Document
• 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: Yes
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: None or don’t know
• How the web chat support is accessible: Web Chat is available via the Support4u page on Unit4 Community4u to interact with Unit4 Support teams.
• Web chat accessibility testing: N/a
• Onsite support: Yes, at extra cost
• Support levels: Unit4 Customer Support is the single point of contact for all Service issues regardless of type of issue.; Unit4 Support and Operations activities:; ; • Deploy solution updates.; • Management and maintenance of all infrastructure.; • Network connectivity of Unit4 SaaS to public internet.; • Back-up and disaster recovery.; • Security of application operating environment and infrastructure.; • Monitoring of application and infrastructure.; • Performance tuning.; • Trouble-shooting and resolving issues, both customer-initiated and those raised by monitoring alerts.; • Database copy between environments upon request, e.g. Production to Preview.; ; Unit4 provided a Fully Managed ERP Solution deployed as a SaaS Service on the Microsoft Azure Cloud.; Incident logging and escalation for Unit4 Cloud is carried out through the Support4u page on Unit4 Community4u portal which is available 24 hours per day. Incidents will be logged by the customer suitable trained named individuals who will set a priority based upon system and business variables. Once logged unit 4 will progress these to resolution within the target response and resolution times for the given SLA. An Account Manager is provided for all Unit4 Customers.
• Support available to third parties: Yes
• AI chatbot: No

Onboarding and offboarding

• Getting started: Training can be provided as a mix of “Train the Trainer” and eLearning techniques. Unit4 will ensure a customer’s super users are provided with sufficient training to be able to conduct a detailed User Acceptance Testing session, and have a through understanding of all aspects of the solution including the relevant knowledge for creating user defined reports. The Unit4 training will also ensure that customers have sufficient capabilities to support their own System Administration going forward into and beyond Go-live. This training will be a combination of hands on and classroom/elearning training for project team. There is also functionality with in the product to assist in supporting end users such as the Knowly experience pack which allows both Super users and Individuals to make notes on tasks and actions on specific screens. System documentation is supplied in pdf format in line with government open document standards.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Upon final exit Unit4 will export the final copy of the Production Database to a Unit4 controlled Azure storage location. The export will be in a format usable with the latest version of Microsoft SQL Server. Customers can manually download this export from this location. Unit 4 will maintain a secure read only copy of the production environment including database for a period on 1 month post exit, this copy will then be deleted unless the Customer informs Unit4 otherwise.; ; Customer responsibilities include:; • Customer access responsibility – control who has permission to download the export; • Ensuring data privacy during and after download; • Establishing, monitoring and managing the download process; • Restoring or importing the export once downloaded; • Licensing, operating and installing in the customer’s IT infrastructure any applications that will be used in the retrieval process and subsequent use of the export
• End-of-contract process: Upon any termination of the Agreement Unit4 shall, provided that it has received a request in writing from the Customer no less than 3 months prior to the scheduled termination date, continue to provide the Software Service to Customer under the same terms for a transitional period of up to six (6) months. Access to the Software Service during the Transition Period will be subject to the fees set out in the applicable Call Off Agreement, prorated on a monthly basis and payable in advance, based on the annual fees charged to Customer for the Software Service during the twelve month period immediately preceding the termination date plus an additional ten percent (10%).; ; During the Transition Period, Unit4 will provide cooperation and assistance as Customer may reasonably request to support an orderly transition to another provider of similar software, services, or to Customer’s internal operations. Such cooperation and assistance will be limited to consulting regarding the Software Service and will be subject to a fee based on Unit4’s then-current rates for Professional Services and such services will be set out in an Call Off Agreement.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Documentation is accessible via Unit4s Community Portal which is available to all Unit4 customers.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Mobile service accessed through propriety apps or HTML5 rendered browser. Desktop service typically used for high volume transactions and system administration.
• Service interface: No
• User support accessibility: WCAG 2.2 AA
• API: Yes
• What users can and can't do using the API: Unit4 ERP Web Services provide a way of processing data, in a secure manner adhering to modern industry standards, but requiring some technical expertise. Unit4 ERP Web Services include options to create and maintain Absences, Applicants, Employee balances, Commitment transactions, Customer master maintenance, Document archive, Employments, HR maintenance, Masters and Attributes, Payroll transactions, Planner transactions, Position master file, Project master file, Rates register, Resource master file, Supplier master maintenance, Timesheets, Travel expenses, User status and maintenance, Value Reference Rates, Workflow. Where a Web Service is not yet exposed, ACT (Customisation Tool can often be used to modify or expose new Web Services.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Unit4 products are highly configurable through the application itself, so very few of our customers find a need to customise the solution. ACT is a customisation tool that is only available to Unit4 Integration consultants to increase the functionality of Unit4 products.

Scaling

• Independence of resources: In Unit4 Cloud, processing resources are shared, but Unit4 monitors and leverages elastic resourcing to ensure all get sufficient to meet the SLAs, and to handle activity peaks. Azure provides the first level of network separation, upon which Unit4 adds further isolation using VNETs. Unit4 customers always have a dedicated database to ensure data separation.

Analytics

• Service usage metrics: Yes
• Metrics types: Service metrics for key performance indicators.
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: Yes
• 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: 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 CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Encryption of all physical media
  • Other
• Other data at rest protection approach: Data at rest is encrypted with AES 256 encryption algorithm
• 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
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: User can export their data in a variety of formats including .xls, .csv, or xml.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Xml
  • Direct to xls
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Xml
  • Direct from xls

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)
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

• Guaranteed availability: Unit4’s service availability commitment for any given calendar month is that the Production Service will be available at least 99.8% of the time. Service Availability is calculated per month as follows:; ; Total time - Service Outage divided by total time times 100 = greater than 99.8%; ; “Service Outage” means the time (in minutes) that the Production Service is unavailable (as measured in accordance with this Section A, paragraph 1) in any month, but excludes any unavailability for those reasons set out below under the heading “Exclusions”;; “Total Time” means the total number of minutes in any month;; Exclusions; Unit4’s service availability commitment excludes any unavailability for the following reasons:; • Planned Maintenance;; • Unplanned Preventative Maintenance;; • failure of any circuits or connections provided by third party telecommunication providers or common carriers;; • failure of any external internet service provider or an internet exchange point;; • acts or omissions of the Customer or any Users permitted to access the Production Service;; • behavior of Customer applications, equipment or managed operating systems;; • Force Majeure events (as described in the supplier terms).
• Approach to resilience: Available upon request
• Outage reporting: Service outages will be reported via the Unit4 customer portal. Which all customers will have access too. Customers can also subscribe to email alerts via the portal.

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: There is no direct user access to the servers in Unit4 Cloud; but read-only SQL access is offered to a replicated database. Internal Unit4 Cloud operations, (system and database administrators) have access rights to manage and maintain the Cloud Services provided to customers, which are regularly reviewed and a formal change-control and audit log documented. Guidelines and processes regarding access are governed by SSAE and ISO standard compliances that Unit4 has achieved. Unit4 Service desk staff do not have direct access to servers and the production database, so all changes are made by Unit4 Cloud operations.
• 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: You control when users can access 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: Unit4 maintains a comprehensive set of information security policies which can be provided upon request.; ; All employees are required to complete annual security training, which includes understanding and applying these policies. Line managers are directly accountable for ensuring staff completion of security training, which includes testing understanding of the policy framework.; ; The Unit4 Board of Directors oversees information security, supported by the Audit and Risk Committee and the Global Leadership Team (GLT). The Chief Information Security Officer (CISO) is responsible for strategic direction and reports to a subcommittee of the GLT on security performance and risk. Compliance Managers are responsible for implementing and maintaining ISMS requirements and reporting on performance. Security Champions are embedded across the organization as required; ; Unit4 SaaS service hold the following:; • ISO 27001; • ISO 27017; • SOC 1; • SOC 2; • Cyber Essentials
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Unit4 Cloud relies on the expert services of Azure, who provide the underlying platform, network connectivity and System software. The Azure platform offers High Availability, Fault Tolerance, and redundancy at all levels, and components are automatically replaced at the end of their lifetimes or when failed – all contributing to the Unit4 system availability SLA of 99.8% Unit4 software, both Major Feature Releases and Service Updates, are updated automatically as part of the Unit4 Cloud service. Deployments within Azure allow everyone to benefit from their experience of running highly secure and compliant online services.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Deployments in Microsoft Azure leverage global expertise in secure, compliant online services, including the Microsoft Cyber Defense Operations Centre. Unit4 Cloud utilises leading antivirus, IPS, and IDS solutions, collaborates with R&D to address risks, and monitors logs for anomalies. Software patches are applied during maintenance windows, while security patches are installed immediately.; ; Vulnerability scanning at host-level is performed on a monthly cadence. Remediation of vulnerabilities follows risk-based approach based on the severity of the vulnerability and existing mitigating controls.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Unit4 Cloud’s end to end service includes hardware and system software, monitoring, management and maintenance of the Unit4 software and environment in Unit4 Azure. A continuous 24x7x365 monitoring program is in place to detect and resolve infrastructure and application issues in order to meet Unit4’s application availability targets. The monitoring covers solution health, availability and response times. Priority 1 alerts generated are handled by Unit4 staff 24x7x365. See also the response concerning Incident Management Approach.
• Incident management type: Supplier-defined controls
• Incident management approach: Unit4 maintains a documented Incident Management Policy and Incident Response Program with predefined processes for common security events. Users report incidents to local management and the Corporate Information Security and Data Protection Office, logging details in IT service management tools. The cybersecurity team manages execution and escalation. After resolution, a formal Security Incident Report is produced, analyzing the response and recommending improvements.
• Post-quantum cryptography secure: Yes

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: No
• Free trial available: No

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: National Quality Assurance (NQA)
• ISO/IEC 27001 accreditation date: Tuesday 11 May 2010
• What the ISO/IEC 27001 doesn’t cover: Third Party Services
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: National Quality Assurance (NQA)
• ISO 9001 accreditation date: Tuesday 10 May 2011
• What the ISO 9001 doesn’t cover: Occupational Health & Safety, Environmental Management, Financial Management
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 9923b548-67ce-42e9-9194-54b85ee30526
• Cyber essentials plus: No
• Cyber Essentials Alternative: None of the criteria
• Other security certifications: Yes
• Any other security certifications:
  • ISO27017
  • SOC1 Type II
  • SOC2 Type II
  • C5:2020 Type I
  • Unit4 confirms alignment with the Cloud Controls Matrix (CCM)
  • Unit4 complies with CAIQ 4.0, the Consensus Assessments Initiative Questionnaire
  • ISO9001

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
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • Volunteering opportunities for staff

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 bids.uki@unit4.com. Tell them what format you need. It will help if you say what assistive technology you use.