NEXT GENERATION USER EXPERIENCE LTD

Microsoft 365 Software Asset Management

Smarter 365, the only cloud-based Software Asset Management solution that optimises Microsoft Office 365 subscriptions, automatically recommends how to reduce IT costs whilst finding the best Office 365 subscriptions for every user.

Features

• Complete license overview of all Office 365 subscriptions
• Subscription optimisation and analysis
• Automatic downgrade calculation
• Subscription re-harvesting recommendations
• Fast and always available
• Available now on a pay as go basis
• Hosting on Cloud platform
• Optimise Teams usage
• Increase subscription usage
• View usage of Exchange, OneDrive, SharePoint and Teams

Benefits

• Measure usage efficiency
• Identify each user and application
• Identify what elements of Office 365 are used
• Make specific decisions with dashboard recommendations
• Fully automated analysis
• Save on licensing costs, improve ROI
• Fully optimise license usage
• Achieve software compliance
• Maximise Security and efficiency
• Benchmark and improve usage score

£1.57 a user a year

• Education pricing available
• Free trial available

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

  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 jack.masters@ngux.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

366675643494983

Contact

Jack Masters
02045268080
jack.masters@ngux.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Not Applicable
• System requirements: Existing Microsoft 365 licensing agreements

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: The priority of the service call is also agreed with the Customer ranging from P1 (critical) with a 15 minute response through to P5 (information request) which is entered into our ticketing system.; ; The NextGen UX Service Desk has a team of Analysts who provide 24x7x365 support for P1 & P2 calls on a rotational basis.
• 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: 24 hours, 7 days a week
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: NextGen UX Flexible Support solutions are tailored to individual business IT requirements, and provide out-tasking and out-sourcing options for customer Platform Management and Support. NextGen UX may augment existing operating models with technology expertise to call upon when required, or provide full monitoring and maintenance all managed via our UK Operations Centre. NextGen UX follow the ITIL framework and introduce a communication programme that suits your availability and will conduct Service Reviews either via conference call or face to face at your premise.; ; Our Executive Report concentrates on your business and will be delivered 5-10 days before we meet so this gives you time to digest and feedback during the Service Review.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: User manual documentation - Online/ onsite deployment & training via the NextGen UX operations team
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Export data to .CSV file
• End-of-contract process: Service will end. We simply shut off the service as the data is extracted through 4 web links.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: Yes
• Compatible operating systems: Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: You can view data on mobile device the same as web-browser
• Service interface: No
• User support accessibility: WCAG 2.1 AAA
• API: No
• Customisation available: Yes
• Description of customisation: The dashboard can be customised in various ways to cater to the analysis and data you would like to view. You can edit the amount of days monitoring the licenses and view everything in a downloadable .CSV file.

Scaling

• Independence of resources: Each organisation database is hosted on separate servers, users will not be affected.

Analytics

• Service usage metrics: Yes
• Metrics types: Smarter365 is an agentless, web-based solution that is quick and easy to deploy, business user focused (Non-code approach), scalable for the largest of organisations, with powerful reporting and analysis capabilities on Microsoft Office 365 licenses.; ; It measures live usage providing usage reports, data, and recommendations on how to save through downgrades, reharvesting, and optimizing with surplus.
• Reporting types: Real-time dashboards

Resellers

• Supplier type: Reseller providing extra support
• Organisation whose services are being resold: The Business Software Centre Ltd

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: None

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: Managed by a third party
• 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 another standard
  • Encryption of all physical media
• Data sanitisation process: No
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: Export data to .CSV file
• Data export formats: CSV
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks: Other
• Other protection between networks: No direct network connection to customer environment is required. Data is extracted through API's to the Microsoft portal
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

• Guaranteed availability: Not Applicable
• Approach to resilience: Not Applicable
• Outage reporting: Outage and incident reporting is available via email alerts. This includes planned change notifications in line with standard change control processes.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Dedicated link (for example VPN)
  • Username or password
• Access restrictions in management interfaces and support channels: Available upon request from the software provider
• Access restriction testing frequency: At least once a year
• Management access authentication: Dedicated link (for example VPN)

Audit information for users

• Access to user activity audit information: No audit information available
• Access to supplier activity audit information: No audit information available
• How long system logs are stored for: Between 1 month and 6 months

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• 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: Not Applicable
• Information security policies and processes: Not Applicable

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Available upon request from the software provider
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Available upon request from the software provider
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Available upon request from the software provider
• Incident management type: Supplier-defined controls
• Incident management approach: Available upon request from the software provider

Secure development

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

Public sector networks

• Connection to public sector networks: No

Social Value

• Fighting climate change:

  Fighting climate change

  The NextGen UX potential impact on the environment stems largely from office-based operations and, to a large extent, this dictates where the company can make progress in improving its environmental performance. We have shut one office and staff work from home. NextGen UX recognises the global challenge posed by climate change and other environmental issues; and also recognises its responsibility to reduce the environmental impacts of its business operations. The company is committed to reducing its carbon (CO2) emissions and is also committed to managing its direct environmental impacts in a responsible manner. Key areas where we can focus attention are property management, information technology, business travel and purchasing & contracts. The company aims to protect the environment through effective management of these areas and by adopting best practice where reasonably practicable.; NextGen UX will:; • Ensure compliance with the requirements of all relevant environmental legislation and codes of practice.; • Reduce the amount of waste generated and improve levels of recycling.; • Raise awareness and encourage use of audio and video conferencing and live meeting facilities to reduce the dependency on business travel.; • Develop and maintain processes / systems to monitor and record environmental performance data.; • Set targets for continuous improvement.; • Incorporate specific environmental requirements into contracts with suppliers.; • Specify products from sustainable sources wherever reasonably practicable.; • Ensure that colleagues are aware of relevant environmental issues, and understand their own responsibilities in meeting any targets set by the company.; ; These commitments are backed by a programme of continuous assessment, checking achievements against targets and seeking opportunities to raise awareness of environmental policy amongst employees. Responsibility for environmental policy rests with the company Executive Management Team.
• Covid-19 recovery:

  Covid-19 recovery

  We look at five areas as recommended by Deloitte.; • Reflect. - Create the time to reflect on what’s next and think about what has worked, what you learned, and what has been missed in the response.; • Recommit. - Reinforce commitment to well-being and purpose through a focus on physical, physiological, and financial concerns.; • Re-engage. - Redeploy workforce and maximise the workforce’s contribution and potential, while preparing the workforce with the skills and capabilities for the return.; • Rethink. - Utilise new business priorities to rethink and reconfigure the work, workforce, and workplace and balance ongoing and evolving business needs.; • Reboot. - Realign HR and people operations priorities with the most pressing business and workforce priorities.; ; As we emerge from the pandemic, our objectives for COVID-19 recovery as recommend by the UK Government are as follows:- to support the staff to take action and look after their mental wellbeing to prevent the onset of mental health difficulties, by taking action to provide assistance through managerial support also using private medical assistive help line numbers to ensure private medical services to continue to expand and transform to meet the needs of the staff who require specialist support We also point to various Government resources such as the NHS website; Public Health England etc.
• Tackling economic inequality:

  Tackling economic inequality

  With extreme poverty already on the rise as a result of the pandemic and with climate change threatening to deepen inequality still further as vulnerable communities are hit first and worst by its effects an economic system that is fairer, more trustworthy and capable of addressing humanity’s most profound challenges is urgently needed. Business is, of course, a critical actor in forging that system. With revenues bigger than some countries and supply chains that wrap around the globe, business exerts incredible influence over societies and ecosystems. Rightly, people increasingly expect the companies they work for, buy from and invest in to channel their knowledge, resources and influence toward tackling society’s toughest challenges, including social inequality.; ; At NextGen we believe that income levels are set correctly along with opportunities for further education and training of employees.
• Equal opportunity:

  Equal opportunity

  At NextGen we are committed to encouraging and achieving a working environment which is underpinned by fairness to all individuals, where equality and diversity are recognised, encouraged and valued, and the concept of individual responsibility is accepted by all. All Employees have a duty to co-operate with us to ensure that this policy is effective in ensuring equal opportunities for all employees and to help prevent all forms of discrimination and/or harassment and victimisation. Failure of individual employees to comply with our policy will be treated as a disciplinary offence. Serious breaches of the equal opportunities policy will be treated as gross misconduct and could render the employee liable to summary dismissal. Employees can be held personally liable as well as, or instead of, the organisation, for any act of unlawful discrimination. Employees who commit serious acts of harassment may be guilty of a criminal offence. Individuals will be made aware of the policy at the time of their induction and through details provided in the Employee Handbook.
• Wellbeing:

  Wellbeing

  At NGUX we focus on nurturing employee well-being and understand that it is critical to developing workplace resilience. There are seven key areas we focus on. • Physical ensuring the employee has routine in their role and enough time for exercise; sleep; work-life balance and food. • Career. Ensuring the employee has learning and development programs • Financial. Ensuring employees are rewarded and there is no financial stress which has been more prominent due to the pandemic. • Social. We at NGUX ensure there are social events especially now with people having lived through isolation • Community. Engaging where possible with local schools, colleges and apprenticeship companies • Emotional. Supporting employees and offering 121's or an external forum for assistance and guidance • Purpose. Regular team meetings set the purpose for weekly work and what the company as whole is working towards.

Pricing

• Price: £1.57 a user a year
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: There is a limited time period for the free trial of 30 days - time period may vary. Please ask for more details. You will have an introduction to the data and analysis but will not have access to downloading the .CSV file.

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

  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 jack.masters@ngux.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.