Invoka Consulting

Smartsheet Licenses, Resource Management, Premium Applications

Invoka Consulting offer strategic advisory services for organisations looking to transform their ways of working through the use of Smartsheet Intelligent Work Management (IWM) software. Invoka provides advisory, implementation, training and support for all Smartsheet solutions including Project and Resource Management, to improve processes, increasing automation and transform data visualisation

Features

• Project Management
• Portfolio Management
• Programme Management
• Resource Management
• Project & Portfolio Reporting
• Analytics
• Digital Asset Management

Benefits

• Reduced project risks
• Improved project and portfolio visibility & reporting
• Improved resource management and capacity planning
• Reduced costs
• Increased collaboration
• Increased project success

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

Framework

G-Cloud 15

Service ID

265209592481629

Contact

Ben Flatman
+44 (0) 207 264 2151
ben.flatman@invokaconsulting.com

About your service

• Service categories:

  Applications

  Collaborative

  • Team collaboration
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: None
• System requirements: Web browser

User support

• Email or online ticketing support: Yes, at extra cost
• Support response times: Invoka aims to respond to questions within 2 hours. Tailored SLAs are available based on the organisation's requirements
• 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, at an extra cost
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: We test our web chat functionality as part of our wider accessibility and usability assurance activities. This includes testing with assistive technologies such as screen readers (including NVDA and VoiceOver), keyboard-only navigation, and browser zoom and reflow at increased magnification.
• Onsite support: Yes
• Support levels: Invoka offers a standard level account management support for all customers, which includes email and phone support during UK working hours, with a 24hr response time. Additional levels of support, online ticketing, and reduced email and phone response times are all available at request and tailored to customer-specific requirements.
• Support available to third parties: Yes
• AI chatbot: No

Onboarding and offboarding

• Getting started: Invoka Consulting provides advisory services to help design and implement Smartsheet. We also provide onsite training, virtual training as well as comprehensive user documentation to enable organisations and users to use, update and maintain the solution.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Data can be exported from Smartsheet in a number of formats: MS Project, Excel, CSV, PDF, Google Sheets. This can be managed in bulk or for individual sets of data.
• End-of-contract process: At the end of the contract, Invoka can offer advisory services to support organisations that wish to migrate to a new software or system. We offer support to export the data into a suitable format. This is offered at no additional cost.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • MacOS
  • Windows
  • ChromeOS
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Enhanced experience to enable an optimised interface for use on mobile devices. Some offline functionality available through the app
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: Smartsheet provides access to manage customer accounts effectively through the online portal
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: Smartsheet performs regular testing of its interface in line with assistive technology standards
• API: Yes
• What users can and can't do using the API: Smartsheet has an open API enabling integration with other systems and tools.
• API documentation: Yes
• API documentation formats:
  • HTML
  • PDF
  • Other
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Smartsheet is a highly configurable platform that can be tailored to the needs of any organisation. Solutions are developed to generate the functionality and outcomes of the particular use case.; ; Users are granted access at certain levels, based on their needs.

Scaling

• Independence of resources: Smartsheet's infrastructure is elastic and fault-tolerant. The Smartsheet service is hosted within AWS cloud which is the leader in cloud services in terms of security, reliability, and the breadth of their offerings. Smartsheet takes advantage of their service's resiliency to ensure that our service is highly-available. We also maintain automation to ensure consistent system configuration and teams tasked with monitoring the application for performance.

Analytics

• Service usage metrics: Yes
• Metrics types: Administrative users are able to access a web interface that provides statistics and real-time information on service usage.; ; Information can be exported, if required.
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: No

Resellers

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

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
  • 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: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Physical access control, complying with SSAE-18 / ISAE 3402
• 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: Data can be exported from Smartsheet easily and quickly. This can be managed in bulk or for individual sets of data through the Smartsheet platform. Organisations are able to control whether end-users can perform this or whether administrative users should manage this process.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Excel
  • PNG
  • Google Sheets
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • MS Project
  • Google Sheets
  • Trello
  • Excel

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: Smartsheet offers its current service availability on status.smartsheet.com. Customers are also able to subscribe to alerts from this site. Smartsheet also currently targets a 99.9% uptime for our core platform.; Further information on SLAs, including applicability, can be found here at; https://www.smartsheet.com/legal/sla.
• Approach to resilience: Information is available on request
• Outage reporting: Clients can subscribe to an automatic alerts updates and Smartsheet offers its current service availability on status.smartsheet.com.

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: Only users with relevant levels of access are provided with permissions to access management interfaces and support channels. User access levels can be set by your organisation based on your needs.
• 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: 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 contact the support team to get 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

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: Other
• Other security governance standards: Cyber Essentials
• Information security policies and processes: Invoka Consulting's Data Protection Officer (DPO) and Chief Information Security Officer (CISO) are responsible for the organisation's security processes and policies.; ; Information Security policies are communicated to all employees, as well as mandatory information security training, to ensure compliance with policies. Policies are reviewed regularly to comply with the latest guidance.; ; Information security tools and systems have been implemented to ensure the highest level of security and protection for Invoka and client data.; ; Invoka is Cyber Essentials certified.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Information available on request. Non-disclosure agreement (NDA) required from Smartsheet. Smartsheet's security statement is available at: https://www.smartsheet.com/trust/security
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Information available on request. Non-disclosure agreement (NDA) required from Smartsheet. Smartsheet's security statement is available at: https://www.smartsheet.com/trust/security
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Information available on request. Non-disclosure agreement (NDA) required from Smartsheet. Smartsheet's security statement is available at: https://www.smartsheet.com/trust/security
• Incident management type: Supplier-defined controls
• Incident management approach: Information available on request. Non-disclosure agreement (NDA) required from Smartsheet. Smartsheet's security statement is available at: https://www.smartsheet.com/trust/security
• 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: No

Pricing

• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Smartsheet's free trial gives you access to a Business plan.; ; The trial gives access to the following features:; ; Create up to 50 sheets to manage work; Share sheets; Visualise your data with dashboards; Create reports from your sheet; Track your team’s workload on various projects

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

• Less than £250,000: 0%
• Between £250,000 and £500,000: 5%
• Between £500,001 and £1,000,000: 10%
• Between £1,000,001 and £2,500,000: 15%
• Between £2,500,001 and £5,000,000: 20%
• Over £5,000,001: 35%

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: Yes
• Please provide your Cyber Essentials Certificate Number: E82c0e92-11d8-4d03-8717-b389475c5a00
• 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: 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

    • 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
    • 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
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • 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
    • 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 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • 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)

  • 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
    • 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
    • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it

  • 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

    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide 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.

    • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Understanding of issues relating to entering 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 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
    • 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 ben.flatman@invokaconsulting.com. Tell them what format you need. It will help if you say what assistive technology you use.