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INGENTIVE LIMITED

Ingentive Microsoft Teams

Ingentive has extensive experience in supporting organisations with Microsoft Teams implementation and optimisation, facilitating enhanced collaboration and communication. Our expertise guides clients in structuring Teams, channels, and integrations for optimal functionality. We also offer tailored training sessions to maximise employee adoption and utilise the full range of Microsoft Teams features.

Features

  • Microsoft Teams and integration
  • Employee Experience
  • 1-2-1 meeting, group conversations and webinars
  • Ability to invite external users
  • Content collaboration, storage and sharing
  • Robust access management
  • Publish 3rd party applications
  • Engagement
  • Productivity
  • Instant messaging

Benefits

  • Improved employee experience
  • Enhanced productivity
  • Better employee engagement through collaboration
  • Improve employee communication

Pricing

£0.00 a licence

  • Education pricing available

Service documents

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

Framework

G-Cloud 14

Service ID

3 1 2 2 3 3 7 5 4 2 4 9 1 5 3

Contact

INGENTIVE LIMITED Hemraj Tatur
Telephone: 02081323255
Email: hemraj.tatur@ingentive.com

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
Microsoft Teams seamlessly integrates with a wide range of third-party ecosystems, enabling organisations to extend its functionalities. This integration helps reduce duplication, improve information accuracy, and provide additional features not available within the existing modules.
Cloud deployment model
  • Public cloud
  • Private cloud
  • Hybrid cloud
Service constraints
Microsoft Teams presents several modules to improve employee experience, yet certain constraints should be noted:

Deployment Restriction: It is designed to be deployed exclusively on the Microsoft platform.

Licensing Requirements: Access necessitates appropriate licensing, ensuring compliance and access.

Integration Limitations: While it offers extensive integration capabilities, some third-party applications may have limitations. Organisations should thoroughly assess integration requirements to ensure seamless operation with existing systems.

Data Privacy and Compliance: Organisations must adhere to Microsoft's data privacy and compliance regulations when using Teams, particularly concerning data storage and transmission.

Internet Connectivity: As a cloud-based platform, it relies on stable internet connectivity.
System requirements
  • Microsoft Teams, SharePoint and OneDrive
  • Microsoft licenses
  • Any other Microsoft/3rd party licenses for products published into Teams

User support

Email or online ticketing support
Yes, at extra cost
Support response times
Ingentive can offer a flexible support service (Flexi, Plexi Plus and Complete). These have different features but all have an response SLA of:
- Major: 1hour
- Intermediate: 4hours
- Minor: 8hours
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
WCAG 2.1 AA or EN 301 549
Phone support
Yes
Phone support availability
9 to 5 (UK time), 7 days a week
Web chat support
Yes, at an extra cost
Web chat support availability
9 to 5 (UK time), 7 days a week
Web chat support accessibility standard
WCAG 2.1 AA or EN 301 549
Web chat accessibility testing
Microsoft assesses products using three accessibility standards:

Web Content Accessibility Guidelines (WCAG) are internationally adopted technical standards for making web content accessible. Each guideline has testable success criteria. Microsoft assesses products and services against WCAG levels A and AA criteria. The WCAG are developed and maintained by the Worldwide Web Consortium (W3C), an international organisation for the development of web standards.

US Section 508 guidelines were developed by the US Access Board for use by federal agencies in implementing Section 508 of the US Rehabilitation Act. Federal agencies use the Section 508 guidelines to develop, procure, maintain, and use accessible Information and Communication Technology (ICT). The guidelines contain scoping and technical considerations to facilitate accessibility for individuals with disabilities.

ETSI EN 301 549 is a European-developed accessibility standard for ICT products and services developed by the European Standards organisations CEN (European Committee for Standardization), CENELEC (European Committee for Electrotechnical Standardization), and ETSI (European Telecommunications Standards Institute). The standard contains accessibility criteria for ICT products and services and incorporates the WCAG standards for web accessibility. The standard was originally developed for purposes of public procurement in the European Union and is also referenced by jurisdictions outside of Europe.
Onsite support
Yes, at extra cost
Support levels
At Ingentive, we offer three support levels to suit different needs and budgets:
Basic Support:
- Essential support services, including general inquiries and basic troubleshooting.

Premium Support:
- Priority response times, extended support hours, and dedicated support agents.

Enterprise Support:
- Tailored for complex needs with personalised support from a technical account manager or cloud support engineer. At Premium and Enterprise levels, clients can work with a dedicated technical expert for personalised guidance and proactive assistance
Support available to third parties
No

Onboarding and offboarding

Getting started
To begin using Microsoft Teams, users should follow these steps:

License: Users need to be assigned appropriate licenses, which are typically managed within the Microsoft 365 platform by a Global Admin or designated personnel.

Accessing: Once licenses are allocated, users can access via the web interface, desktop application, or mobile app. They can sign in using their organizational credentials provided by their IT department.

Onboarding : Microsoft offers a wealth of onboarding resources, including tutorials, guides, and training modules, accessible through the Microsoft Teams Help Centre. These resources help users familiarise themselves with the platform's features and functionalities.

Training and Support: Microsoft provides various training options, including live webinars, virtual training sessions, and self-paced learning modules. Additionally, users can access support through Microsoft's official support channels, such as the Microsoft 365 Admin Center/ Microsoft Community forums.

Feedback and Improvement: Users are encouraged to provide feedback on their experience, which helps Microsoft identify areas for improvement and prioritise feature enhancements. Feedback is submitted through the Teams interface or through official Microsoft feedback channels.

By following these steps and leveraging the available resources, users can quickly integrate Microsoft Teams into their workflow and maximise its benefits for communication, collaboration, and productivity.
Service documentation
Yes
Documentation formats
HTML
End-of-contract data extraction
When a contract ends, users may need to extract their data from Microsoft Teams. Microsoft does not provide a direct mechanism for data extraction. Therefore, utilising a third-party tool is recommended to extract any data stored within the service.

Upon the termination or expiration of a paid subscription, Microsoft retains customer data stored in Microsoft Teams for a limited period. Users can access and export their data during this time frame. However, the retention period may vary and is subject to Microsoft's data management policies.

If a subscription remains expired or terminated for an extended period, Microsoft may eventually disable the account and delete all customer data within it. It's essential for users to extract their data promptly to avoid data loss.

For assistance with data extraction or any questions regarding the end-of-contract process, users can reach out to Microsoft support or consult the Microsoft 365 Admin Centre for guidance.
End-of-contract process
At the end of a contract with Microsoft Teams, users typically handle the cancellation process through the Microsoft 365 admin console within the platform. If the cancellation involves revoking one or all of the Microsoft Teams licences for certain users, immediate action is taken to deactivate access to the service for those affected.

If the organisation still retains other licences, data associated with the service will remain accessible. However, if all licences are cancelled, data may be subject to expiration according to Microsoft's data retention policies.

It's important to note that for partners acting as administrators on behalf of a customer (AOBO), subscription cancellations may not reflect immediately in the admin centre. It can take up to 90 days for the system to update and reflect the change in subscription status.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
Application to install
Yes
Compatible operating systems
  • Android
  • IOS
  • Linux or Unix
  • MacOS
  • Windows
  • Windows Phone
  • Other
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
Microsoft Teams has been meticulously designed to ensure seamless functionality across a variety of mobile devices.

The Teams mobile app is available for both iOS and Android platforms, providing users with access to essential collaboration tools on-the-go.

This mobile application offers a user-friendly interface optimised for smaller screens, allowing users to participate in meetings, chat with colleagues, access files, and collaborate on documents from virtually anywhere. Microsoft Teams' mobile compatibility empowers users to stay connected and productive regardless of their location or device preference.
Service interface
No
User support accessibility
WCAG 2.1 AA or EN 301 549
API
No
Customisation available
Yes
Description of customisation
Microsoft Teams offers customisation options to tailor the platform to your organisation's needs:

Teams Connections:
- Users can customise the banner, dashboard content, and navigational links.
- Through the Teams admin centre or by designated administrators.
- Administrators or users with appropriate permissions.

Teams Goals:
- Teams Goals allows organisations to define and track employee goals.
- Users can set up and manage goals within Teams or administrators can configure organisational settings.
- Both users and administrators.

Teams Insights:
- Teams Insights provides personal and team insights.
- Users can personalise their Insights settings.
- Individual users or administrators.

Teams Learning:
- Teams Learning enhances learning experiences by connecting internal resources.
- Setting up Teams Learning involves creating a Teams team and a SharePoint site.
- Administrators typically oversee setup, but users may contribute content.

Scaling

Independence of resources
To ensure users aren't affected by demand from others, we employ these strategies:

Resource: We allocate resources to meet peak demand, ensuring each user has necessary computing power, bandwidth, and storage without performance issues.

Load Balancing: distributed evenly across servers to prevent resource monopolisation and maintain consistent performance.

Scalability: Our infrastructure scales dynamically based on demand, ensuring consistent performance.

Isolation: We segregate resources to prevent one user's actions from affecting others, ensuring uninterrupted service.

Performance Monitoring: We monitor system performance to maintain optimal performance for all users.

Service Level Agreements (SLAs): We offer SLAs guaranteeing service availability and performance.

Analytics

Service usage metrics
Yes
Metrics types
Service metrics for Microsoft Teams cover various aspects:

Usage Metrics: Track Teams usage, including active users, calls, meetings, messages, and file sharing.

Performance Metrics: Monitor platform reliability, uptime, latency, and service availability.

Adoption and Engagement Metrics: Measure user engagement, adoption rates, satisfaction, and feature usage.

Security and Compliance Metrics: Track data encryption, access controls, compliance, security breaches, and policy violations.

Cost Metrics: Monitor subscription costs, licensing fees, and expenses.

These metrics enable organisations to make informed decisions and improve Teams' performance and usage.

Resellers

Supplier type
Reseller providing extra features and support
Organisation whose services are being resold
Microsoft

Staff security

Staff security clearance
Conforms to BS7858:2019
Government security clearance
Up to 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
No
Datacentre security standards
Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency
At least every 6 months
Penetration testing approach
‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
Protecting data at rest
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
Data sanitisation process
Yes
Data sanitisation type
Explicit overwriting of storage before reallocation
Equipment disposal approach
In-house destruction process

Data importing and exporting

Data export approach
Users can export data through various methods:

Native Export Options: With built-in export options for chat messages, files, and other content.

Compliance and eDiscovery Tools: Organisations may use Microsoft 365 compliance tools for data export to meet regulatory standards.

Third-Party Tools: Users can leverage third-party backup and migration tools designed for Microsoft Teams.

Microsoft Graph API: Advanced users can access Teams data programmatically through Microsoft Graph API.

Microsoft 365 Admin Centre: Administrators can manage data export requests and perform bulk exports within the Admin Centre.

By using these methods, users can effectively manage their Teams data, ensuring compliance and security.
Data export formats
CSV
Data import formats
CSV

Data-in-transit protection

Data protection between buyer and supplier networks
IPsec or TLS VPN gateway
Data protection within supplier network
TLS (version 1.2 or above)

Availability and resilience

Guaranteed availability
Microsoft 365 prioritises availability, ensuring uninterrupted access to its services. Here’s how it achieves this:

Service Health and Continuity:
- Admins can monitor service status and scheduled maintenance.
- Service health provides real-time updates on disruptions and outages.
- Planned maintenance is communicated in advance through the Message Center.
- Unplanned downtime notifications address unexpected service unavailability .

Recent Worldwide Uptime:
- Microsoft maintains transparency. Recent uptime data (excluding U.S.
- Government DoD and GCC High) shows:
> 2023: 99.98% (Q1), 99.99% (Q2), 99.99% (Q3), 99.996% (Q4).
> 2022: 99.98% (Q1-Q3), 99.99% (Q4).
> 2021: 99.97% (Q1), 99.98% (Q2-Q4) .

Notification Policy:
- Timely communication during service incidents is crucial.
- Microsoft aims for accuracy and transparency in notifications

In summary, Microsoft 365 maintains high availability, empowering users with reliable and secure services.
Approach to resilience
Microsoft's approach to M365 resilience is multi-faceted and involves several layers of protection to ensure the availability and reliability of the service. Some of the key measures include:

- Datacenter redundancy: Microsoft has multiple datacenters in different regions, ensuring that if one datacenter experiences an outage, the service can failover to another datacenter with minimal disruption.

- Network resilience: Microsoft's network infrastructure is designed to be highly resilient, with multiple redundant paths and automatic failover mechanisms.

- Data backup and recovery: Microsoft has robust data backup and recovery processes in place to ensure that customer data is protected and can be restored in the event of a disaster.

- Monitoring and incident response: Microsoft continuously monitors the M365 service for any issues and has a dedicated incident response team to quickly address and resolve any problems that arise.
Overall, Microsoft's approach to M365 resilience is focused on providing a highly available and reliable service to its customers.
Outage reporting
Microsoft reports on Microsoft 365 outages through the Service Health Dashboard and the Microsoft 365 Admin Center.

These tools provide real-time information on the status of the service, including any current or recent outages. Administrators can view the details of the outage, including the cause, impact, and estimated time of resolution.

Microsoft also provides regular updates on the progress of resolving the issue. Additionally, Microsoft may send email notifications to administrators to alert them of any service disruptions.

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password
Access restrictions in management interfaces and support channels
To restrict access in management interfaces and support channels, Microsoft Teams employs:

Role-Based Access Control (RBAC): Administrators assign roles and permissions based on user responsibilities.

Multi-Factor Authentication (MFA): Extra verification layers prevent unauthorised access.

Conditional Access Policies: Control access based on conditions like location or device compliance.

Audit Logging: Tracks and reviews access events for security.

Restricted Admin Mode: Limits access to essential administrative tasks.

Encryption and Data Protection: Secures data transmission and sensitive information storage.

These measures ensure restricted access to management interfaces and support channels, enhancing security and protecting sensitive information
Access restriction testing frequency
At least every 6 months
Management access authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)

Audit information for users

Access to user activity audit information
You control when users can access audit information
How long user audit data is stored for
Between 6 months and 12 months
Access to supplier activity audit information
You control when users can access audit information
How long supplier audit data is stored for
Between 6 months and 12 months
How long system logs are stored for
Between 6 months and 12 months

Standards and certifications

ISO/IEC 27001 certification
No
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Cyber essentials
Yes
Cyber essentials plus
No
Other security certifications
No

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
  • CSA CCM version 3.0
  • ISO/IEC 27001
Information security policies and processes
Microsoft follows a wide range of information security policies and processes to protect its customers' data and ensure the security of its products and services. Some of these include:

- Risk management: Microsoft has a comprehensive risk management program that identifies, assesses, and mitigates potential security risks.

- Compliance: Microsoft complies with various industry standards and regulations, such as ISO 27001, SOC 2, and GDPR.

- Data protection: Microsoft uses encryption, access controls, and other security measures to protect customer data.

- Incident response: Microsoft has a dedicated security response team that handles security incidents and works to prevent future occurrences.

- Employee training: Microsoft provides regular security training to its employees to ensure they are aware of the latest threats and best practices for protecting customer data.

Operational security

Configuration and change management standard
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach
Configuration and Change Management for Microsoft Teams:

Lifecycle Tracking: We meticulously track each component's lifecycle in Microsoft Teams, ensuring accurate records from deployment to retirement.

Security Impact Assessment: Proposed changes undergo thorough assessment for security impact, evaluating scope, vulnerabilities, and risks to meet industry standards.

Release Strategy: Our release management considers various options for Microsoft Teams, assessing changes' impact on availability, performance, and security, with stakeholder coordination and testing.

Communication Channels: Planned changes are communicated via formal channels like service notifications and release notes. Unplanned changes, particularly security updates, receive immediate communication through emergency notifications to keep users informed.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
Microsoft online services use machine state scanning to make sure the machines comprising our infrastructure are up to date with the latest patches and that their base configurations correctly align with relevant frameworks.

Machine state scanning uses patching, anti-malware, vulnerability scanning, and configuration scanning (PAVC). Microsoft online services apply effective PAVC by installing a custom security agent on each asset during deployment. This security agent enables machine state scanning and reports results to our service teams.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
Microsoft Teams employs robust protective monitoring processes to ensure security and reliability. Synthetic transactions are used to continuously test Teams functionalities. These tests, conducted regularly, provide extensive coverage across Teams services, identifying potential issues promptly.

Millions of synthetic transactions daily establish a robust baseline for Teams' service. A dedicated incident response team promptly investigates any potential compromises, aiming to acknowledge and respond to security incidents within minutes.

Through these processes, Teams maintains security and reliability, offering users a trusted collaboration platform.
Incident management type
Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach
Microsoft online services security teams and service teams take the same approach to security incidents, which is based on the NIST 800-61:

Preparation: Organisational preparation that is needed to be able to respond, including tools, processes, competencies, and readiness.

Detection & analysis: Activity to detect a security incident in the environment and to analyse all events to confirm the authenticity of the security incident.

Containment-eradication-recovery: Required and appropriate actions taken to contain the security incident based on the analysis.

Post-incident activity: Post-mortem analysis performed after the recovery of a security incident.

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 v3.0)

Public sector networks

Connection to public sector networks
Yes
Connected networks
  • Public Services Network (PSN)
  • Police National Network (PNN)
  • NHS Network (N3)
  • Joint Academic Network (JANET)
  • Scottish Wide Area Network (SWAN)
  • Health and Social Care Network (HSCN)

Social Value

Social Value

Social Value

  • Fighting climate change
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

Fighting climate change

Ingentive is committed to delivering services sustainably, supported by our annually updated environmental policy, dynamic roadmap of environmental initiatives, and a scorecard.

Under the leadership of Ingentive’s CFO, our Greening Committee (GC) drives environmental & sustainability initiatives with set targets. The GC includes representation from every department, ensuring innovation and participation across the organisation through annual member rotations. The GC meets quarterly & sets the agenda for driving environmental policy improvements. Market research responsibility revolves through GC members and feedback on environmental impacts and benefits form part of the quarterly agenda and are presented back to the GC for further action and consideration.

Aligned with Microsoft’s commitment, Ingentive provides services focused on being carbon-negative, water-positive, and zero waste by 2030, in line with the government's 25-year plan objectives. Our research efforts encompass:

Clean Air: Researching technologies like virtualisation and cloud computing to promote clean air & aligning with Microsoft’s air quality policies.

Clean and Plentiful Water: Researching water-efficient data centre design, recycling & engaging with Microsoft stakeholders on water-related challenges in IT services.

Reducing Risks of Harm: Analysing environmental hazards in IT operations such as electronic waste, hazardous components & pollution.

Using Resources Sustainably: Investigating resource-efficient IT infrastructure technologies, collaborating with suppliers & partners to optimise IT services lifecycle.

Mitigating Climate Change: Researching climate mitigation strategies like carbon offsetting and renewable energy adoption & collaborating with Microsoft to deploy climate-resilient IT solutions.

Minimising Waste: Researching waste minimisation services & sustainable product design & partnering with waste & recycling facilities for optimised waste recovery & disposal processes.

Tackling economic inequality

At Ingentive, we're deeply committed to tackling economic inequality and promoting social equity. We recognise that economic disparities disproportionately affect marginalised groups. To drive positive change, we're taking proactive steps through various initiatives:

Diversity and Inclusion: Prioritising diversity in hiring, procurement, and vendor selection.

Equal Pay and Benefits: Ensuring fair compensation and benefits for all employees.

Supplier Diversity: Supporting minority-owned and women-owned businesses.

Community Investments: Investing in community development and workforce training.

Mentorship and Skills Development: Offering mentorship programs and skills workshops.

Advocacy and Policy Engagement: Advocating for equitable policies and initiatives.

Community Partnerships: Collaborating with non-profits agencies.

Transparency and Accountability: Maintaining transparency in our efforts.

Through these initiatives, we're working towards a more inclusive and prosperous future for all.

Equal opportunity

At Ingentive, we are dedicated to fostering an inclusive and diverse work environment. We believe in equal opportunity employment practices, where decisions regarding hiring, promotion, discipline, or dismissal are made solely on the basis of merit, competence, performance, and business needs. We actively promote diversity and do not discriminate against individuals based on race, colour, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, or any other legally protected status.

Our commitment extends beyond our own organisation to our supply chain partners. We ensure that all organisations within our supply chain share our values and principles of equal opportunity employment.

Through collaboration and engagement, we work with our partners to uphold these standards and create a culture of inclusivity across all aspects of our business operations.

Wellbeing

At Ingentive, we prioritise the health and wellbeing of our employees. We believe that fostering a supportive and nurturing work environment is essential for individual and collective success.

Our commitment to employee wellbeing includes:

Comprehensive Health Benefits: We provide robust health insurance coverage, including medical and dental plans, to ensure that our employees have access to quality healthcare services.

Mental Health Support: We offer resources and programs to support mental health, including counselling services, employee assistance programs, and mindfulness workshops.

Work-Life Balance: We promote work-life balance by offering flexible work arrangements and remote work options.

Ergonomic Workspaces: We prioritise ergonomic design in our workspaces to promote comfort and reduce the risk of injury or strain.

Employee Assistance: We provide access to confidential support services for employees facing personal or professional challenges.

Training and Development: We invest in employee training and development programs to enhance skills, promote career growth, and foster a sense of fulfilment and accomplishment.

Recognition and Appreciation: We recognise and celebrate the contributions of our employees through various recognition programs, rewards, and incentives.

Open Communication: We maintain open and transparent communication channels to encourage feedback, address concerns, and foster a culture of trust and collaboration.

Community Engagement: We encourage employees to participate in community service and volunteer activities to give back to society and promote social connectedness.

Through these initiatives, we strive to create a workplace where every employee feels valued, supported, and empowered to thrive personally and professionally.

Pricing

Price
£0.00 a licence
Discount for educational organisations
Yes
Free trial available
No

Service documents

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