HERESAFE LIMITED

Accord Contract Management System

Contract Management, Workload Planning and Compliance.

A downstream contract management tool providing a centralised register of supplier expenditure/income contracts and key supplier/customer.

Visibility on spend under contract, KPI tracking, renewal reminders and forward-look reporting helps procurement, category, and contract managers work strategically and collaboratively to achieve best value and savings.

Features

• Unlimited Users and configurable user permissions linked to organisational hierarchy
• 12-24 month Forward-Look for workload planning
• Built-in procedural compliance and workflow
• Collaborative working environment for all stakeholder
• Clear visibility on Expiries, Renewals, Extensions and End Dates
• Centralised supplier and contract document repository and control
• Individual team member homepages of tasks and contract status
• Integrated Procurement Projects Tracker OJEU Compliant
• Integrated Spend Analytics tool
• KPI tracking and schedule reminders for regular Reviews

Benefits

• Automated Alerts and Escalations ensure nothing gets missed
• Automated task emails to augment your workflow processes
• One version of the truth around your spend under contract
• Secure permission based access with visibility/audit for GDPR compliance
• Eliminate unwanted contract renewals, reduce costs
• Longer lead time for supplier renegotiations achieving better value
• A customer relationship manager for effective contract stakeholder management
• Achieve procedural and auditable compliance
• Better managed distributed contracts and greater contract spend under management
• Cost-saving opportunities with Category querying and identify duplicate requirements

£14,750 an instance

• 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 tenders@targetis.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

395304661402197

Contact

Phil Atkinson
07702 248 948
tenders@targetis.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: Each deployment of Accord comes with Unlimited Users, Suppliers and Contracts.; ; The only limit is the initial data storage of 50GB. Additional storage is available on request.
• System requirements:
  • A desktop or table computer
  • A modern Internet browser
  • A connection to the Internet

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: The ticket response times range from 1 hour to 48 hours depending on the priority level assigned to the ticket.
• User can manage status and priority of support tickets: No
• 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: Support. ; All support matters are to be first raised to the support email: support@targetis.co.uk. ; ; Target provides application support between the hours of 9.00am and 5.30pm Monday to Friday excluding Bank Holidays. ; ; A support matter emailed to the support email can be followed up with a call in office hours to: 01226 212 056. ; ; Support incidents are split into three priorities: ; ; Priority One; This is where an application is unavailable and users are unable to access the system. This will be responded to in one hour in business hours and have a resource dedicated to the problem until it is resolved. Target will work 24/7 on this problem until it is resolved. ; ; Priority Two ; This is for intermittent, non-critical support matters where the application is available and an error is occurring which does not affect normal usage of the system. Priority two matters will be responded to within four business hours, and typically resolved within 72 hours. ; ; Priority Three ; For minor matters such as layout issues, spelling mistakes in graphical text or minor amends; these will either be resolved within seven working days or scheduled for an agreed date/time.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Accord is configured to follow the established policies, procedures and processes of our clients.; ; Accord is capable of having data imported from existing databases or spreadsheets.; ; We also offer Intelligent Hands services, either on-site or off-site, to make the step to Accord as easy as possible for our clients.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Data can be exported at anytime into CSV or TXT files.
• End-of-contract process: At the end of the contract the client may export any or all data into CSV or Text files.; ; Exporting into formats for posting to a new database may incurr additional cost.; ; We make it as easy as possible for our clients when On-Boarding and Off-Boarding.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Views on tablets and Smart phones may be limited due to screen size
• Service interface: No
• User support accessibility: None or don’t know
• API: No
• Customisation available: Yes
• Description of customisation: Accord has been developed to be readily configured to meet any customisation needs of its users. ; ; Fields, category types and drop down options, folder structure, user permissions, workflow, schedule of alerts and escalations may be configured. Some items can be done by the user in the platform some would be done during project mobilisation,; ; This customisation is scoped at Project Mobilisation and, where required, charged for as a Change Request.

Scaling

• Independence of resources: Accord is delivered software as a service on high-end hosting with access to powerful CPUs, scaleable server memory and storage.

Analytics

• Service usage metrics: Yes
• Metrics types: Any as required by the client
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

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
• User control over data storage and processing locations: Yes
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: Less than 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: No
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: There is a tool for searching the database and exporting 1 or many records into CSV or TXT.
• Data export formats: CSV
• Data import formats: Other
• Other data import formats: Data imports are managed by Accord at time of mobilisation

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: 99.9% uptime
• Approach to resilience: Available on request.
• Outage reporting: Planned and unplanned outages are communicated to clients via email and followed up with phone calls where appropriate.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Accord is configured to clients requirements where the permissions to access the database are configured at time of mobilisation.; ; Certain users/ system admin users have permission to set what access Users have to the database.
• Access restriction testing frequency: At least once a year
• Management access authentication: 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 have access to real-time audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: NQA
• ISO/IEC 27001 accreditation date: 1 July 2020
• What the ISO/IEC 27001 doesn’t cover: We were assessed on all the control measures in the standard.
• 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: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Accord is a product of Target Information Systems Limited who operate policies and procedures under ISO27001

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Configuration of Accord is documented at the time of mobilisation, shared with software engineers and then accepted/rejected by the client under our ISO9001 processes.; ; Changes are managed through our Change Management Process through requirements gathering, documentation, accept/reject by the client then passed to software engineers who pass changes to the Project Account Manager for testing then back to client for accept/reject under our ISO9001 processes.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Risk assessments are undertaken to identify, rank and mitigate risks that can be reasonably identified. In general terms, security incidents will have one or more of the following impacts:; Release of sensitive personal data eg. in a data breach;; Loss of reputation;; Loss of funding streams;; Inability to meet legal obligations;; Loss of business continuity;; ; The following timescales apply to updates and patches:; Critical or high risk vulnerabilities – 7 days o Medium – 30 days;; Low – 60 days; ; Further policy details available on request.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We check server logs daily and undertake monthly vulnerability scans. ; ; When vulnerabilities are identified they are dealt with in accordance with their potential risk:; Critical or high risk vulnerabilities – 7 days;; Medium risk – 30 days;; Low risk – 60 days;; ; Further details available on request.; ; Available on request.
• Incident management type: Supplier-defined controls
• Incident management approach: Incidents are handled effectively in a manner that minimises the adverse impact to the client and risk of data loss according to Target's incident management policy &process. ; ; Employees' responsibility to report security incidents actual, suspected, threatened or potential and observed security weaknesses through the appropriate known channels. Users report incidents through support/to their dedicated account manager.; ; Incidents are handled by appropriately authorised and skilled personnel and escalated to appropriate levels of management to determine response. All impacted subjects are informed, incidents are recorded and documented, evidence is gathered and maintained in a form that will withstand scrutiny.; ; Full policy available.

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: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Wellbeing

  Fighting climate change

  Target is working towards achieving Net Zero and has sent team members on Net Zero courses to support our agenda. Influencing customers through the delivery of the contract to support environmental protection and improvement by offering alternative tools and approaches from paper-based systems.

  Wellbeing

  Target supports the health and wellbeing, including physical and mental health, of our contract workforce through the training and assignment of a mental health first aiders, monthly wellbeing 1-1's and has achieved Barnsley Council's Be Well@ Work Silver Award to demonstrate our commitment to wellbeing: https://www.barnsley.gov.uk/services/business-information/health-and-safety-at-work/be-well-work-award/

Pricing

• Price: £14,750 an instance
• 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 tenders@targetis.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.