Essential Computing

Extranet User Manager for guest management, data rooms and data portal

EUM support your collaboration strategy with vendors, partners/contractors or can provide a knowledge base to your customers.

EUM provides seamless external user onboarding, data rooms and management for Microsoft 365 and custom applications.

Enable straightforward management of rules around access, access management, sign up/sign-in and lifecycle of access.

Features

• Business to business SharePoint extranet
• Secure sharing and collaboration with external colleagues
• Active Directory Integration
• Policy based management
• PowerBI Dashboard reporting
• Delegate administration to stakeholders
• Secure logon through Microsoft365 SSO
• Contact list importing
• Self service registration options
• Support remote workers

Benefits

• Enable remote workers access to training services
• Securely manage subscriber-only content outside the organisation

£12 a licence a year

• Education pricing 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 info@essential.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

344965156785308

Contact

Clare Knight
01275 343199
info@essential.co.uk

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: Microsoft 365, Microsoft Office 365, Azure Active Directory, Microsoft Entra ID, SharePoint Online, Teams
• Cloud deployment model: Private cloud
• Service constraints: Azure (Entra ID) susbscription required. Subscription must be in the same tenant as Azure AD (Entra ID) and SharePoint.
• System requirements:
  • SharePoint
  • Microsoft 365
  • Azure subscription- PAYGO or Enterprise

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Web based support- response within one hour Monday- Friday 9am-5.30-pm UK time.
• 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: Our Support Service, which includes: email, phone and remote access support from our Bristol based offices is available Mon-Fri, 9-5.30pm . Support is provided by our trained technical support team. Installation services are carried out by our Implementation Team who hand over to the support and customer care team following planning, install and configuration to suit your organisations needs. ; ; Where subsequent on site support is needed this would be quoted as needed on a day rate basis. Your customer account manager will work closely with Support to help and advise following initial technical installation and set up. In addition, the vendor provides out of UK hours support via email Monday-Friday.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Essential provides a full onboarding service. Our approach is to kick off with a planning workshop to gather and document the project requirements, before moving into technical installation and configuration of the user interface to suit your requirements. Our team are on board to assist with testing, training and ongoing support. Our approach is always to ensure you have the necessary skills to provide first line support in house, backed by our customer success team supporting you for the duration of the agreement.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats: Word
• End-of-contract data extraction: Data is retained within your own tenant, no need for extraction.
• End-of-contract process: Simply advise us in writing no less than 60 days before subscription expiry date and we will work with you to ensure everything is closed off.

Using the service

• Web browser interface: Yes
• Supported browsers: Microsoft Edge
• Application to install: Yes
• Compatible operating systems: Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Regardless of the device the user is accessing your portal on, the experience and user interface is optimised to work on both desktop as well as mobile devices
• Service interface: No
• User support accessibility: None or don’t know
• API: No
• Customisation available: Yes
• Description of customisation: A number of areas within the product can be branded to suit your corporate branding.; ; In addition the full rich text editor gives admins the ability to customise all email templates that are sent to external users as part of the onboarding process.

Scaling

• Independence of resources: The system is deployed into your own Office365 tenant.

Analytics

• Service usage metrics: Yes
• Metrics types: All Administrative tasks as well as user activity is audited in log files that can be extracted into reporting solutions including Power BI
• Reporting types: Real-time dashboards

Resellers

• Supplier type: Reseller providing extra support
• Organisation whose services are being resold: Envision IT

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to 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)
• 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: Physical access control, complying with SSAE-16 / ISAE 3402
• Data sanitisation process: Yes
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Data remains within your tenant.
• Data export formats: Other
• Data import formats: Other

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: 99.5%
• Approach to resilience: The solution is deployed into your own tenant, following your resiliency structure within Azure.
• Outage reporting: Email alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Access is strictly defined by role, following principle of least privilege.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • 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: 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: User-defined
• 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: No
• Security governance approach: Our governance framework follows an ISO27001 Standard. Envision IT are in the process of certifying for ISO27001; certification is expected to be complete Q4 2022.
• Information security policies and processes: Our ISMS Program outlines our IS policy and framework across the business.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: The Change Management team utilise Jira change control systems and framework. The key objective is to protect the client production services from outage and disruption resulting from change.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: TBC
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: TBC
• Incident management type: Supplier-defined controls
• Incident management approach: TBC

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  We are committed to reducing our environmental impact as part of how we operate as a digital business.; As a digital services provider, we enable our customers to realise sustainable hybrid workplaces for positive wellbeing and environmental impact through the technology solutions we provide, and through the way we collaborate to implement the solutions for long term success.; Our focus is on reducing energy and resource usage, reducing the need to travel where possible, and enabling team communications and education to support these objectives. We proactively support our customers, and vendors to do the same by delivering projects in a way which considers environmental factors at the planning stage. ; In recent years, we have reduced our office footprint to support hybrid working, minimising travel requirements for our teams. Our services are delivered fully remotely to customers, to pass on the same benefits.

  Equal opportunity

  We provide technology solutions which help level the playing field for people across the workforce. Accessibility is a key consideration, and we work with solutions which integrate with Microsoft’s advanced accessibility capabilities wherever possible.

  Wellbeing

  The solutions we provide are aimed at making day to day working life better for the people using it, by enabling them to achieve more from within their Microsoft365 applications, reducing digital friction.; Doing the right thing is a core value of our business. This starts with commitment to our team, to be a responsible, fair and supportive employer, by offering a safe and welcoming environment to do their best work and providing development pathways where possible.; Our belief is that if our people are supported well, they can do the best they can for our customers.; Underpinning all the above, is the choice to work with vendors with aligned values in terms of their positive impact on their people, teams, partners, and customers.

Pricing

• Price: £12 a licence a year
• Discount for educational organisations: Yes
• Free trial available: No

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 info@essential.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.