We are Lean and Agile

Engage Process Software

We offer software and training/knowledge transfer to help you improve processes and identify benefits. The software is used by over 50 LA's in UK and over 50% of LA's in the Netherlands. We provide the software and training to help make improvement easier for you.

Features

• Automatic drawing during live process mapping workshops.
• Calculates times and costs of processes automatically.
• Customizable icons for easier map interpretation.
• Centralized process data storage within maps.
• One-click multi-perspective process views.
• Add structured data with custom tables.
• Share and collect feedback directly on digital maps.
• Create and share digital process handbooks.
• Customizable reports and data exports.
• Facilitate mapping in real-life or virtual workshops.

Benefits

• Live Mapping: Map processes dynamically during live workshops.
• Cost Analysis: Automatically calculate times and costs for efficiency.
• Custom Icons: Enhance maps' readability with personalized icons.
• Data Integration: Centralize all process data within maps.
• Multiple Views: View processes from different perspectives instantly.
• Structured Data: Incorporate structured data through custom tables.
• Collaborative Feedback: Share and receive feedback directly on maps.
• Digital Handbook: Easily create and distribute process handbooks.
• Custom Reporting: Generate tailored reports and export data seamlessly.
• Proven platform with >200 public sector clients

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

Framework

G-Cloud 15

Service ID

176837390120374

Contact

Andrew Sandford
01803 424050
sales@weareleanandagile.com

About the service

• Service categories:
  • Application Development and Deployment
    • Application development
      • Business rules management
        • Business rules management
      • Modelling and architecture
        • Object Modelling Tools
        • Business Process Modelling Tools
        • Enterprise Architecture Tools
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: A modern browser and an internet connection are the service's only constraints.; ; The platform is available to users 24/7. Engage Process guarantees an availability of 99.5%. An interruption or delay in the availability due to planned and communicated maintenance, a force majeure, like a power outage or network-outage, is not considered part of this service level.
• System requirements:
  • Any HTML5 compliant browser
  • Internet connection

User support

• Email or online ticketing support: Yes
• Support response times: Support requests will be handled within 24 hours, during office hours.; Weekend/Bank holiday requests will be dealt with within 24 hours of the next working day starting.
• User can manage status and priority of support tickets: No
• 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
• AI chatbot: No
• Web chat support accessibility standard: None or don’t know
• How the web chat support is accessible: Engage Process provides web-based chat functionality accessible through a standard web browser via our website. The chat allows users to contact the support team to ask questions, report issues, and request assistance related to the service. Users can submit messages and receive responses during supported hours without installing additional software. The chat does not provide real-time system administration, configuration changes, or access to service data. Support staff respond using authorised accounts, and conversations are used solely for support and service-related communication. Where required, issues raised via web chat may be progressed through formal support or incident management processes for resolution.
• Web chat accessibility testing: Engage Process uses HubSpot web chat as part of its website technology. We have not conducted formal usability testing of the web chat specifically with assistive technology users. However, the chat has been used in live environments by our customer base, including users accessing the service through standard web browsers and common accessibility tools. HubSpot provides accessibility features as part of its platform, and we rely on the vendor’s ongoing accessibility improvements and compliance commitments. Accessibility considerations are reviewed as part of wider website updates, and feedback received through customer interactions is used to inform future improvements where appropriate.
• Onsite support: Yes, at extra cost
• Support levels: Engage will perform the following support services for Customer:; • Service Center: Engage’s service centre is available during office hours by; telephone at +31 20 530 7280 or e-mail at support@engage.nl. Support requests will be handled within 24 hours, during office hours.; • An extensive digital and printable manual has been incorporated in all; products.; • Instruction videos: An extensive library is available via the Internet.; • User conferences are organized on a regular basis.; ; Our customers also have access to technical support direct from We are Lean and Agile in addition to Engage Process.; ; All support is provided as part of the licences. On-site support would cost standard consulting rates.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: A free trial is available for a month for customers to ensure the product is right for your needs. During the trial we will set up your environment for your trial users and provide virtual training and support during the month to help you get started.; ; Getting started on a subscription with our software is done with a well defined 2-phase programme. Not all steps are necessary for each new customer. The onboarding of our software will generally take 3-4 days.; ; Phase 1; 1. Direct access to Engage Process; 2. Single Sign-On; 3. Administrator Training; 4. Initial project setup; 5. Modular Configurator, first priorities; 6. Guidelines for mapping and administ.; 7. User Training with 'launch' group; 8. Import from other process applications; ; Phase 2; 1. Rollout to larger group modellers; 2. Rollout to whole organisation, communicate with video’s, quick guides and other items; 3. Modular Configurator other priorities; 4. Knowledge Base
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• Documentation accessibility standard: WCAG 2.2 AA
• End-of-contract data extraction: This can be done through a wide variety of export possibilities. All 'common' formats are supported: ao MS formats (Word, PPT, Excel, Etc.), XPDL, BPMN, Visio.; ; Next to this data will also be kept online for 6 months beyond the contract end.
• End-of-contract process: 3 months before the end of each contract one of Engage Process' Account Managers will contact your organisation to check if and how you would want to proceed for next term. If a contract is cancelled this leaves us plenty of time to support with the transition, no additional charges are made for this.; All customers can export their data free of charge using built-in export tools, with no vendor lock-in. Data exports are included within the contract price and are provided in commonly used formats to ensure portability. There are no additional costs associated with contract exit, data extraction, or off-boarding. Once the contract has ended and data export is complete, customer data is managed in line with contractual and legal obligations.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
  • Other
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Engage Process runs platform independent. To support mobile integration we developed some additional apps.; ; Brainstorm app: to facilitate a digital process workshop; Viewer app: to have processes (handbooks) available on a mobile device
• Service interface: No
• User support accessibility: WCAG 2.2 AA
• API: No
• Customisation available: Yes
• Description of customisation: Every aspect of our services and software product are set-up to be cusomisable.; ; for example, all characteristics of processes and process-steps can be customised to fit specific customers' needs.; ; The Process Handbook can also be customised to reflect the profile and needs of the customer.

Scaling

• Independence of resources: We provide a SaaS solution hosted on the servers of Microsoft Azure. The platform is designed to scale hosting resources in line with demand, ensuring performance remains consistent as usage increases. Capacity is managed centrally and scaled dynamically, meaning demand from one customer does not negatively impact the performance or availability experienced by other users. Individual users have no impact on each other.

Analytics

• Service usage metrics: Yes
• Metrics types: General use of Engage Process can be monitored in the Dashboard function:; - number of logins; - number of processes made, times opened, etc.; - handbook users; ; Within processes there are a lot of metrics that can be added to process steps and as a result can be quantified for the entire process:; - Cost analysis; - Lead time; - Processing time; - Lean factor (PR/LT); - Efficiency (%); - Throughput (%); - And many more
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: No

Supplier type

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: Engage Process

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Security Clearance (SC)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: European Economic Area (EEA)
• User control over data storage and processing locations: No
• 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: Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Data Erasure
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: Users can export data from Engage Process using built-in export functionality, allowing process documentation and related metadata to be extracted in standard, non-proprietary formats (e.g. CSV • BPMN • XPDL • Engage Process Format • Excel • Visio • PDF • Word • PNG ). Exports can be generated on demand by authorised users, supporting data portability, business continuity, and exit requirements. This ensures organisations retain full access to their process data independently of the platform.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Word
  • XPDL
  • BPMN
  • Visio
  • Engage Process format
  • PNG
  • PDF
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Engage Process files
  • Visio
  • BPMN
  • BPMOne
  • Protos
  • Mavim
  • XPDL

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Other
• Other protection between networks: Data exchanged between the buyer’s network and our service is protected using multiple security controls. All data in transit is encrypted using industry-standard TLS encryption. In addition, access to the service can be restricted using IP address checking (IP whitelisting), ensuring only approved networks are permitted to connect. These measures protect data from interception, unauthorised access, and tampering while in transit between networks.
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Engage Process/ the platform is available to users 24/7. Engage Process guarantees an availability of 99.5%. An interruption or; delay in the availability of the solutions due to planned and communicated maintenance, a force majeure, like a power outage or; network-outage, is not considered part of this service level.Any availability issues are managed through incident management processes, root cause analysis, and corrective actions to prevent recurrence.
• Approach to resilience: Our services are hosted on Microsoft Azure. Details are available on request.
• Outage reporting: Service outages are communicated to customers via email alerts. Where an outage is identified, affected users are notified as soon as reasonably practicable with details of the issue, its impact, and progress updates until resolution. The service does not currently provide a public status dashboard or outage reporting API.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Dedicated link (for example VPN)
  • Username or password
  • Other
• Other user authentication: Access to management interfaces and support channels is restricted through the assignment of dedicated user licences. Each licence is associated with defined roles and permissions, ensuring users can only access functions appropriate to their role. Additional authorisation settings can be configured within each licence to further limit access to administrative or sensitive features, supporting least-privilege access and reducing the risk of unauthorised actions. Access can also be limited by IP address.
• Access restrictions in management interfaces and support channels: Access can be restricted by assigning dedicated licences. Also within assigned licenses further authorisation settings can be set.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Dedicated link (for example VPN)
  • Username or password
  • Other
• Description of management access authentication: Management users authenticate to the service using individual user accounts with username and password credentials. Authentication is enforced at login and linked to role-based permissions assigned to management users. In addition, management access can be restricted to approved IP ranges through IP whitelisting to further reduce the risk of unauthorised access.

Audit information for users

• Access to user activity audit information: Users contact the support team to get audit information
• How long user audit data is stored for: Between 1 month and 6 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: Between 1 month and 6 months
• How long system logs are stored for: Between 1 month and 6 months

Security governance

• Named board-level person responsible for service security: Yes
• Software Security Code of Practice: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Engage Process follows documented information security policies to protect the confidentiality, integrity, and availability of customer data. Overall responsibility sits with the Chief Technology Officer (CTO), a member of the Management Team. The CTO oversees compliance with data protection and privacy regulations and ensures policies are implemented across the organisation. In the event of a suspected or actual security incident, the CTO leads investigation, root cause analysis, and corrective actions, reporting findings to the Management Team. Serious incidents are escalated to the CEO. All incidents are documented, corrective actions implemented promptly, and affected parties notified in line with GDPR requirements. Policies are reviewed and updated as required.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Configuration and change management for Engage Process is controlled through documented procedures and version-controlled deployments. All application, infrastructure, and database components are tracked throughout their lifecycle using Git repositories in Azure DevOps, providing full version history, traceability, and rollback capability. Changes are implemented by authorised technical staff only, following approved deployment scripts reused across test, staging, and production environments. Proposed changes are assessed by senior developers and the CTO for operational and security impact, including access controls, data handling, and platform configuration. Security-relevant changes follow a four-eyes review principle and are logged via Azure DevOps audit trails.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Engage operates a proactive vulnerability management process. Potential threats are assessed using automated vulnerability detection within development tools, Microsoft Azure security monitoring for all PaaS services, and ongoing developer review during development/maintenance. Information on emerging threats is sourced from Microsoft Azure security advisories, built-in tooling alerts, and industry best practice awareness within the development team. Azure-managed services are patched automatically by Microsoft, ensuring timely deployment of security updates. Application dependencies and the single internally managed virtual machine are patched by authorised senior developers, with critical vulnerabilities prioritized/remediated as soon as practicable. All fixes are verified through testing and monitored post-deployment.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Engage Process uses protective monitoring to detect, respond, and manage potential compromises. Infrastructure and application activity is monitored using Azure Monitor, Application Insights, and Log Analytics, alongside application-level error reporting and usage trend analysis to identify anomalies or unusual behaviour. Alerts are generated automatically and reviewed by authorised technical staff. When a potential compromise is identified, incidents are triaged immediately, investigated using log/monitoring data, and escalated based on severity. Critical incidents are responded to as soon as they are detected, with mitigation actions initiated without delay. Monitoring effectiveness is reviewed regularly by senior technical staff and the Information Security Officer.
• Incident management type: Supplier-defined controls
• Post-quantum cryptography secure: No
• Incident management approach: Engage Process operates pre-defined incident management processes for common operational and security events. Incidents are identified through automated Azure monitoring alerts, application error notifications, customer reports, and manual log review. Users report incidents via established support channels, including email and direct contact. All incidents are logged, tracked, and prioritised based on impact and severity, with critical issues addressed immediately by the technical team under senior oversight. When incidents affect users, incident reports and status updates are provided through appropriate communication channels, detailing impact, actions taken, and resolution. Post-incident reviews identify root causes and drive improvements to prevent recurrence

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: One-month free trial.; ; We also provide set-up and remote training for your trial users.; ; Your trial environment becomes your live environment upon subscription.

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

• Less than £250,000: 3%
• Between £250,000 and £500,000: 5%
• Between £500,001 and £1,000,000: 5%
• Between £1,000,001 and £2,500,000: 8%
• Between £2,500,001 and £5,000,000: 8%
• Over £5,000,001: 9%

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber Essentials Alternative: In relation to the services you do not have a current and valid Cyber Essentials 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 certificate by one of the government approved accreditation bodies within 12 months of the date of award.
• Cyber essentials plus: No
• Cyber Essentials Alternative: None of the criteria
• Other security certifications: No

Social value

• 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
  • 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
  • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented

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

  • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
  • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications

  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
  • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
• 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

  • Delivery of training schemes and programmes to address any identified skills gaps and under-representation in the workforce for the contract (e.g. prison leavers, care leavers, kinship carers, disabled people)
  • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
  • 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

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

  • Other measures to offer development opportunities for the target cohort(s) in the contract workforce
• 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 barriers to access to health and social care services or employment opportunities e.g. digital inclusion
  • Actions to invest in the physical and mental health and wellbeing of 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 sales@weareleanandagile.com. Tell them what format you need. It will help if you say what assistive technology you use.