Professional Data Management Services Limited

Oceans HQ Cloud Service

OHQ Cloud is designed to manage ship registries, seafarer certifications and compliance processes. It offers digital certificates, secure e-signatures, online payments, and self-service portals, reducing administrative overhead and ensuring adherence to international maritime standards. OHQ Cloud provides secure, browser-based access while streamlining workflows for vessel registration, surveys and audits.

Features

• Vessel Registration Management: Complete lifecycle for ship registration.
• Seafarer Certification: Handles STCW endorsements and licences.
• Survey & Inspection Tracking: Schedules audits and manages compliance.
• Digital Certificates: Secure issuance of electronic certificates.
• E-Signature Integration: Uses GlobalSign for secure signing.
• Online Self-Service Portal: Customers can apply, pay, and track requests.
• Integrated Payment Gateway: Supports card payments for transactions.
• Compliance Reporting: Generates reports for IMO and flag state audits.
• Cloud-Based Access: No on-premises infrastructure required.
• Multi-Browser Compatibility: Works on Edge, Chrome, Safari, and Firefox.

Benefits

• Reduced Administrative Overhead: Automates manual processes.
• Improved Compliance: Ensures adherence to international maritime standards.
• Faster Certificate Issuance: Digital workflows speed up approvals.
• Enhanced Security: Digital signatures and secure cloud hosting.
• Global Accessibility: Access from anywhere via browser.
• Cost Efficiency: Eliminates hardware and maintenance costs.
• Better Customer Experience: Self-service reduces wait times.
• Scalable Solution: Adapts to growing registry needs.
• Audit Readiness: Simplifies preparation for mandatory inspections.
• Real-Time Data Visibility: Provides instant status updates and analytics.

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

Framework

G-Cloud 15

Service ID

266727115645796

Contact

Catriona Watt
+44 (0) 1624 664000
tenders@pdms.com

About your service

• Service categories:

  Applications

  Enterprise resource management

  • Enterprise performance management
• Multi cloud support: Yes

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: Can be extended to a range of other services
• Cloud deployment model: Public cloud
• Service constraints: Upgrades are planned at quarterly intervals, whilst every effort is made to minimise disruption there may be occasions where the service is unavailable. Notifications of updates are published at least two weeks in advance of the planned date.
• System requirements: Microsoft Windows

User support

• Email or online ticketing support: Yes
• Support response times: A response to a support request can typically be expected to be received within four working hours of the support call being raised, however PDMS will work to agree SLAs with the buyer and can provide higher levels of service where required.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Yes
• Support levels: As standard, PDMS provide support 09.00 - 17.00 Monday to Friday excluding UK bank holidays. The support level depends on the type and scope of the solution being supported, and the support hours required. Please see they SFIA rate card for our standard rates. Technical account management / support engineers are available where required.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Support can be offered via any of the following methods: ; Documentation (online); Webinar; Onsite training (additional cost)
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Admin users have the ability to export both reference data configurations and case data as XML.
• End-of-contract process: PDMS can provide a backup of the client's data from any module or modules, subscribed to. This data can then be deleted from the hosting infrastructure. Assistance outside of the above or as described within our Service Definition document may attract an additional cost.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers: Microsoft Edge
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The service is designed to operate in most standard browsers and should show no difference between mobile and desktop.
• Service interface: No
• User support accessibility: WCAG 2.2 AA
• API: No
• Customisation available: Yes
• Description of customisation: All reference data is user configurable. Report templates can be configured and saved. Configuration ability is controlled by role within the application. All configuration is done via admin screens within the application itself.

Scaling

• Independence of resources: PDMS Software-as-a-Service is hosted on a highly resilient infrastructure using multiple storage, memory and processing units across multiple locales in multiple Data Centres on the Isle of Man – an architecture aimed at achieving extremely high availability. The Data Centres adhere to best practices described by the EU Code of Conduct for Data Centre Operations, and meet the Uptime Institute Tier Level 3 classification. PDMS holds ISO 27001:2022 Information Security Management System standard certification and Cyber Essentials Plus.

Analytics

• Service usage metrics: Yes
• Metrics types: Configurable Audit history can provide activity and usage metrics.
• Reporting types:
  • Real-time dashboards
  • 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
• 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: Other
• Other data at rest protection approach: Secure Tier 3 Data centres Secure containers, racks or cages Physical access control Encryption of Physical media Safe destruction of physical media
• 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: Admin users have the ability to export both reference data configurations and transactional case data as XML. In addition, report data can be downloaded as .csv files.
• Data export formats:
  • CSV
  • Other
• Other data export formats: XML
• Data import formats:
  • CSV
  • Other
• Other data import formats: XML

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: The Service Availability is set at 99.9% The Service Availability stated above is the percentage of the time the Service is available for use when measured over any one calendar month subject to Exceptions (see below) calculated according to the formula: (The number of minutes the service is available to the Customer PLUS The number of minutes the service is unavailable to the Customer due to exceptions) DIVIDED BY The total number of minutes in the month If the Service availability over any one calendar month is less than the above defined Service Availability, the Customer may request financial recompense. The financial recompense shall be calculated as a portion of the monthly Subscription fee to the Customer proportionate to the unavailability of the system, i.e. {1 MINUS [(The number of minutes the service is available to the Customer PLUS The number of minutes the service is unavailable to the Customer due to exceptions MINUS The number of minutes the service is unavailable to the Customer due to other reasons) DIVIDED BY The total number of minutes in the month]} TIMES BY The monthly Subscription fee. Further information can be found in the Service Definition Document
• Approach to resilience: PDMS Software-as-a-Service is hosted on a highly resilient infrastructure using multiple storage, memory and processing units across multiple locales in multiple Data Centres on the Isle of Man – an architecture aimed at achieving extremely high availability. The Data Centres adhere to best practices described by the EU Code of Conduct for Data Centre Operations, and meet the Uptime Institute Tier Level 3 classification. PDMS holds ISO 27001:2022 Information Security Management System standard certification alongside Cyber Essentials certification. Further information is available on request and also within the Service Definition document.
• Outage reporting: In the event of a planned outage, a notice is displayed on the system homepage and also via email to the system administrator.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Public key authentication (including by TLS client certificate)
  • Username or password
• Access restrictions in management interfaces and support channels: Access (to management interfaces and support channels) is restricted by least privilege access using active directory accounts with strong username and password combinations. Access is restricted on both a need and time basis with the default being that support staff do not have access.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Public key authentication (including by TLS client certificate)
  • 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: ISO/IEC 27001
• Information security policies and processes: As part of its ISMS, PDMS have the following policies and processes; Information Security Policy, Secure Development Process, Acceptable Use Policy, Change Control Policy, Data Classification and Handling Policy, Data Protection Policy, Business Continuity Policy and an Incident Management Process, all of which are governed, managed and audited through our ISO certifications. All policies are owned and regularly reviewed by the relevant departmental manager. It is the responsibility of each departmental manager to ensure that all of their staff follow the information security policies and processes, however compliance is audited by the Quality and Standards Manager, with any issues identified reported to the relevant manager, for rectification. Operationally, Information Security is jointly managed by the Chief Security Officer and the Quality and Standards Manager, both of whom report directly to the Managing Director, who has overall ownership at Board Level for Security, allowing issues that require immediate escalation to be reported to the Directors. Operational Issues that do not require immediate escalation are discussed at the monthly management meetings, where it is a standing issue. All issues discussed during these meetings that require escalation are reported upwards to Board of Directors for it to be discussed, where appropriate.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All changes made to PDMS systems and core infrastructure are subject to PDMS' change management processes. These are either performed through the code tools, or through services utilised by our internal departments. Where a change is identified, the staff member proposing the change must document the reason for the change, any known implications including security impacts, and any proposed times for the change to occur. All changes are then reviewed prior to implementation by any relevant staff to ensure their awareness of the potential change. The potential change is then approved and the change can be made.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: PDMS subscribe to a number of forums and internet based information sources, that provide information about potential vulnerabilities in the systems and services that we use. Information provided by these is analysed and, where necessary, verified by our Infrastructure Team. Once a manufacturer releases a patch for their services and systems this will be deployed to the live environment within a week. Test environments are patched first to ensure that operational issues are not caused by the patch.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: The principle method of identifying potential security issues in our systems and network is through penetration testing, which is undertaken both internally and, where appropriate, through approved third parties. When a potential compromise in the security of our systems and network is identified a suitably qualified member of staff is tasked with investigating and providing a solution to the issue. If as a result of the tests it is determined that an actual incident has occurred, our incident management protocols commence immediately upon discovery, to enable rectification as soon as possible.
• Incident management type: Supplier-defined controls
• Incident management approach: PDMS allow all staff the ability to report security incidents through a number of methods, including email, telephone, and system based forms. Ultimately all reported incidents are managed by the Chief Security Officer, who follows the Incident Management Process, which identifies how the incident should be managed, including when to provide updates to any customers that may be affected. Customer Incident Reports are normally provided in a written document. All incidents are reviewed following their satisfactory conclusion, in order to determine what lessons can be learned, in order to improve the process or prevent future occurrences.
• Post-quantum cryptography secure: No

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: 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: 1%
• Between £500,001 and £1,000,000: 2%
• Between £1,000,001 and £2,500,000: 3%
• Between £2,500,001 and £5,000,000: 4%
• Over £5,000,001: 5%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Lloyd's Register Quality Assurance Limited
• ISO/IEC 27001 accreditation date: Tuesday 25 March 2003
• What the ISO/IEC 27001 doesn’t cover: Provision of specialist business application development, software framework and products, application hosting, managed services ; and support, IT consultancy, design and project management. (Information Security only - Statement of Applicability v 5.x)
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: Lloyd's Register Quality Assurance Limited
• ISO 9001 accreditation date: Tuesday 25 March 2003
• What the ISO 9001 doesn’t cover: Provision of specialist business application development, software framework and products, application hosting, managed services ; and support, IT consultancy, design and project management. (Information Security only - Statement of Applicability v 5.x)
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: F639af6e-af84-4553-963d-6547357f1f17
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: A9278ccd-092b-4f14-936f-2c030a3e1ca6
• 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

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