BESTOUTCOME LIMITED

PM3 - Project and Portfolio Management Platform

PM3 is a cloud based project programme portfolio and time management service that supports public sector organisations in planning, delivering, governing and reporting on change initiatives through a single system of record with integrated resource, financial, benefits and time tracking capabilities.

Features

• Project planning, milestone based scheduling, Project Schedule Planning
• Resource planning, capacity management, Resource Capacity Management
• RAIDD management with configurable risk matrices, risk matrix management
• Financial Benefit realisation tracking, non financial benefits realisation tracking
• Business Change Programme Portfolio Management
• Lifecycle stage gateway management, approvals management
• CIP planning and CIP tracking, capital investment programme tracking
• Project timesheet capabilities, task timesheet capabilities
• Automated real time reporting and dashboards, automated dashboard reporting
• Project Portfolio Prioritisation, project demand prioritisation.

Benefits

• Single version maintenance, delivery information version control
• Improve project programme visibility, improve portfolio visibility
• Standardise governance processes, standardise reporting processes
• Real time data informed decision making, real-time data reporting
• Planned outcome benefits tracking, track benefits delivery
• Cross initiative resource management, multiple initiative resource management
• Reduce spreadsheet reliance, reduce manual reporting reliance
• Remote working team support, hybrid working teams support
• Simplify audit activities, simplify assurance activities
• Capacity based prioritisation, risk based prioritisation, value based prioritisation

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

Framework

G-Cloud 15

Service ID

301059637424127

Contact

Joginder Pandha
01753 885864
sales@bestoutcome.com

About the service

• Service categories:
  • Applications
    • Enterprise resource management
      • Project and portfolio management
        • Project and portfolio management
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: PM3 is delivered as a cloud based service accessed via standard web browsers and does not require local installation. Planned maintenance is scheduled outside of core business hours wherever possible and communicated in advance. The service relies on internet connectivity and supported browser versions. Configuration is available through standard administrative settings. Software functionality is provided off the shelf and does not include bespoke development. Support is provided in line with published service support arrangements.
• System requirements:
  • Modern web browser such as Chrome Edge or Firefox
  • Reliable internet connection for web based access
  • User account with appropriate PM3 role permissions
  • Supported operating system for chosen web browser
  • JavaScript enabled in browser settings
  • Secure network access to cloud hosted service
  • Email access for notifications and user communications
  • Optional Microsoft Azure Active Directory for single sign on
  • Optional Power BI licence for advanced external reporting
  • Optional third party system access for integrations

User support

• Email or online ticketing support: Yes
• Support response times: BestOutcome responds to support queries during standard business hours Monday to Friday. Initial response times are defined within the support agreement and are prioritised based on issue severity. Critical service impacting issues receive the highest priority. Response times may differ outside standard business hours, including weekends and public holidays, where cover is provided for critical incidents only. All requests are logged, tracked, and managed through the support service to ensure timely communication and resolution.
• 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, at extra cost
• Support levels: BestOutcome provides structured support for PM3 as part of the standard cloud service, with optional enhanced support available where required.; ; Standard Support (Included):; Standard support is provided during business hours Monday to Friday. This includes access to the support desk for incident reporting, service requests, and issue resolution. Requests are prioritised based on severity. A named Account Manager is provided as the primary non technical point of contact.; ; Enhanced Support (Optional, Additional Cost):; Enhanced support options can be agreed where required and may include extended support hours, higher priority response times, and additional service reviews. Costs are defined in the pricing document or agreed via the Order Form.; ; Onsite Support (Optional, Additional Cost):; Onsite support can be provided where required for activities such as onboarding, workshops, or focused support sessions. This is delivered on a time and materials basis at published day rates.; ; Technical Support Roles:; Technical support is delivered by BestOutcome’s cloud support team. A dedicated technical account manager or cloud support engineer can be provided as part of an enhanced support arrangement if required.; ; All support services are delivered using standard PM3 functionality and do not include bespoke software development.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: BestOutcome supports users in starting to use PM3 through a structured onboarding approach using standard service capabilities.; ; Initial onboarding includes guidance on service setup, user access, and configuration using administrative settings. Users are supported in understanding core functionality relevant to their role.; ; Training is primarily delivered through PM3Learn, which provides modular online learning content to support self paced onboarding and ongoing use. This includes role specific guidance and standard usage scenarios.; ; User documentation is available to support day to day use of the service.; ; Optional additional support is available where required and may include remote training sessions, workshops, or onsite training. Onsite training is provided at additional cost and agreed in advance.; ; This approach supports consistent adoption while allowing organisations to scale usage efficiently across projects, programmes, and portfolios.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats: HTML
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Onboarding and offboarding documentation for PM3 is provided through an online knowledge hub that is accessible via standard web browsers. The knowledge hub is designed to support accessibility features commonly available within modern browsers and operating systems, including screen readers, keyboard navigation, and adjustable text size.; ; Documentation is presented in clear, structured formats to support ease of use and understanding. Content can be accessed remotely, allowing users to review materials at their own pace and revisit guidance as needed throughout the service lifecycle.; ; The online knowledge hub supports consistent access for all users without the need for specialist software or local installation. Content is maintained and updated centrally to ensure users have access to current guidance for onboarding, day to day use, and offboarding activities.
• End-of-contract data extraction: At the end of the contract, customers can request extraction of their data held within PM3. Data is provided in commonly used electronic formats to support transfer to alternative systems or for internal retention purposes.; ; Data extraction is coordinated by BestOutcome to ensure data integrity and security. The scope, format, and timing of the extraction are agreed with the customer prior to contract end. Where required, data can be provided in structured files suitable for reporting or archiving.; ; Once data extraction has been completed and confirmed, customer data is securely deleted in line with BestOutcome’s data retention and deletion policies, unless otherwise agreed.; ; This approach supports a controlled and auditable exit process while ensuring customers retain access to their data at contract end.
• End-of-contract process: At the end of the contract, customers retain access to the PM3 service for the agreed contract term. Prior to contract expiry, BestOutcome will work with the customer to agree exit arrangements, including data extraction requirements and timelines.; ; The contract price includes standard end of contract activities, including coordination of contract closure and support for data extraction in standard formats.; ; Where customers require additional support beyond the standard exit process, this may be provided at additional cost. This can include extended access beyond the contract end date, additional or customised data extraction, or advisory support to assist with transition to another service.; ; Following completion of agreed exit activities, customer access to the service is withdrawn and data is securely deleted in line with data protection and retention policies, unless otherwise agreed.; ; All end of contract activities are managed in a controlled and auditable manner to support a smooth and secure exit.

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: No
• Service interface: Yes
• Description of service interface: Users interact with the Service interface via the front-end UI which is accessed via a web browser
• Accessibility standards: WCAG 2.2 A
• Accessibility testing: PM3 is accessed through a web based interface designed to be usable with standard accessibility features provided by modern browsers and operating systems. The service has been tested for compatibility with common assistive technologies such as screen readers, keyboard navigation, and browser zoom functions. Accessibility considerations are incorporated into interface design and ongoing improvements are informed by user feedback and periodic reviews.
• User support accessibility: WCAG 2.2 A
• API: Yes
• What users can and can't do using the API: PM3 provides a limited set of standard APIs designed to support basic data exchange with other systems.; ; What users can do using the API:; The API allows approved external systems to write basic information into PM3 using predefined data structures. Typical use cases include submitting simple records such as project requests or updates from external forms or workflows.; ; Service setup and changes:; The API is not used to provision or configure the PM3 service. Core configuration, governance structures, lifecycle settings, user roles, and permissions are managed through the PM3 user interface by authorised administrators.; ; Limitations:; API functionality is intentionally limited in scope. The API does not provide full read access to PM3 data, complex transactional processing, workflow automation, or bulk data manipulation. Changes made via the API are subject to validation rules and access controls within PM3.; ; API access is controlled and enabled as part of the standard service, with scope and usage agreed prior to use.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: No

Scaling

• Independence of resources: PM3 is delivered on a cloud based infrastructure designed to support scalable and independent use across customers. Each customer operates within a logically separated environment with dedicated data storage. Compute and storage resources are managed centrally and scaled to meet demand. Resource usage is monitored continuously to ensure performance is maintained and to prevent one customer’s activity from impacting others. This approach ensures consistent service performance regardless of usage levels across the wider service.

Analytics

• Service usage metrics: No

Supplier type

• 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: NCSC approved service provider
• Protecting data at rest: Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed / Cryptographic Erasure
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Users can export their data at contract end by requesting a database export from BestOutcome. Data is provided as an SQL backup file containing the customer’s dedicated PM3 database. The export is transferred securely using an agreed method and timing. If required, BestOutcome can also provide supporting guidance on restoring the SQL backup into the buyer’s chosen environment.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • .doc
  • .xls
  • .png
  • Pdf
• Data import formats:
  • CSV
  • Other
• Other data import formats: .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)

Availability and resilience

• Guaranteed availability: BestOutcome provides PM3 as a cloud hosted service designed to deliver a reliable and resilient user experience. The service is supported by an in house technical and support team and is operated in line with BestOutcome’s standard Maintenance and Support arrangements.; ; PM3 availability is supported through proactive maintenance, regular software updates, and monitoring of the live service. BestOutcome uses reasonable endeavours to minimise unplanned service disruption and to avoid unscheduled downtime. Planned maintenance activities, including upgrades and patches, are communicated in advance wherever possible and managed to reduce impact on users.; ; BestOutcome operates a defined support model with prioritised response targets based on incident severity. Critical incidents are responded to within two normal business hours, with lower severity issues handled in line with agreed response times. All incidents are managed through BestOutcome’s support desk and tracked to resolution.; ; Where availability issues occur, BestOutcome works closely with customers to restore service promptly and provide clear communication throughout. Any service credits or remedies for failure to meet agreed service levels are applied in accordance with BestOutcome’s standard contractual terms and Service Level Agreement
• Approach to resilience: Available on request
• Outage reporting: Service outages and service impacting incidents are communicated to customers via email alerts issued by the BestOutcome support team. Notifications are sent to agreed customer contacts once an incident is identified and include details of the issue, current status, and progress updates.; ; Ongoing communication is provided until the incident is resolved, with confirmation sent once normal service has been restored. Post incident information may be shared where appropriate.; ; PM3 does not currently provide a public status dashboard or outage reporting API. All incident communications are managed directly through the support function to ensure accurate and timely updates.

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: Access to management interfaces and support channels is restricted through authenticated controls. Management interfaces are accessible only via an authenticated VPN, ensuring that access is limited to authorised personnel. User authentication is enforced and permissions are role based, applying the principle of least privilege. Support systems are similarly restricted, with access limited to authorised support staff and protected through secure authentication mechanisms. This approach ensures that administrative and support access is controlled and auditable.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)

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: User-defined
• 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: Between 6 months and 12 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: BestOutcome maintains information security policies and processes designed to protect the confidentiality, integrity, and availability of customer data within the PM3 service.; ; Information security is governed through documented policies covering areas such as access control, data protection, incident management, and acceptable use. These policies are reviewed periodically to ensure continued alignment with legal, regulatory, and operational requirements.; ; Responsibility for information security sits with senior management, with operational delivery supported by the technical and support teams. Access to systems and data is role based and granted on a least privilege basis.; ; Compliance with information security policies is supported through operational controls, staff awareness, and ongoing service monitoring. Security incidents are logged, managed, and escalated in line with defined procedures.; ; Where appropriate, information security practices align with recognised standards and public sector expectations. Policies and processes are applied consistently across the service to ensure secure and reliable operation.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: BestOutcome manages configuration and change through defined service management processes. Core service components are version controlled and tracked throughout their lifecycle, from development through deployment and retirement. Changes are assessed prior to implementation to evaluate functional impact, service risk, and potential security implications. Security impact assessments are undertaken where changes affect data handling, access controls, or infrastructure. Changes are implemented in a controlled manner and monitored post deployment to ensure service stability and security are maintained.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: BestOutcome manages vulnerabilities through defined security processes. Potential threats are assessed using Microsoft Defender vulnerability management, which provides continuous monitoring and risk assessment. Threat intelligence is informed by Microsoft security advisories and automated alerts. Operating system updates are applied using automated patching to ensure timely protection. Application and infrastructure patches are deployed based on severity, with critical vulnerabilities prioritised. All updates are implemented in a controlled manner to maintain service stability while addressing security risks.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: BestOutcome uses protective monitoring capabilities provided within the Azure cloud platform to identify potential security compromises. Monitoring tools generate alerts for unusual activity, security events, and potential threats across the service environment. Alerts are reviewed by the support and technical teams, and incidents are assessed and responded to in line with defined incident management processes. Response actions are prioritised based on severity, with critical incidents investigated and addressed promptly to reduce risk and restore service security.
• Incident management type: Supplier-defined controls
• Post-quantum cryptography secure: No
• Incident management approach: BestOutcome operates defined incident management processes for service and security incidents. Pre defined procedures are in place for common events such as service outages and security alerts. Users report incidents through the HubSpot support system, which logs and tracks all requests. In addition, automated monitoring within the cloud platform generates alerts for service and security events. Incidents are prioritised based on severity and impact. Progress updates and incident reports are communicated to users through the support process.

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: Yes
• Description of free trial: The free version provides time limited access to core PM3 functionality for evaluation purposes. It includes standard features with restricted user numbers and data volumes. Configuration options, integrations, and support are limited. Access is provided for a defined trial period agreed in advance.

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

• Less than £250,000: 5%
• Between £250,000 and £500,000: 25%
• Between £500,001 and £1,000,000: 30%
• Between £1,000,001 and £2,500,000: 35%
• Between £2,500,001 and £5,000,000: 40%
• Over £5,000,001: 45%

Standards and certifications

• ISO/IEC 27001 certification: Yes
• ISO/IEC 27001 accredited by: NQA
• ISO/IEC 27001 accreditation date: Wednesday 2 December 2015
• What the ISO/IEC 27001 doesn’t cover: All BestOutcome operations and products are in scope
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• ISO 9001 certification accredited by: NQA
• ISO 9001 accreditation date: Tuesday 2 December 2025
• What the ISO 9001 doesn’t cover: All BestOutcome operations and products are in scope
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber Essentials Certificate Number: 8fba36d9-1365-4070-ab3f-5ac2b5aaca58
• Cyber essentials plus: Yes
• Cyber Essentials Plus Certificate Number: D18f8278-7983-4472-b1d1-d3567da6c643
• 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
  • 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
  • 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 educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
  • Volunteering opportunities for staff
  • 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
  • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
  • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling

  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

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

  • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
  • 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
  • Understanding of the issues affecting inequality in employment, skills and pay in 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 tackle inequality in employment, skills and pay in the contract workforce

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

  • Understanding of the issues affecting the development of new skills by target cohort
  • 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

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