Professional Data Management Services Limited

Themis Financial Intelligence Management System

PDMS’ sophisticated and secure Themis platform allows Financial Intelligence Units (FIUs) and police forces to manage anti-money laundering and countering of terrorist financing activities. A back-office system provides functionality to record, manage, analyse and report on financial intelligence, while a separate online portal allows MLROs to submit suspicious transaction reports.

Features

• Anti-money laundering and Financial Intelligence platform
• GDPR Compliant Record Management Solution
• Financial Intelligence & Case Management Reporting
• Secure Financial Intelligence Reporting Portal and management platform
• Configurable Financial Intelligence management & reporting system
• Full Record Management Audit & Traceability
• Money Laundering Reporting Officer (MLRO) portal
• Suspicious Transaction / Activity Reporting (SAR)
• Customisable workflows to capture and facilitate Financial Intelligence investigations
• Secure Financial Intelligence Correspondence and Document Management

Benefits

• Reduced administrative overhead with electronic reporting
• Ability for reporting parties to self-serve
• Functionality to reduce data duplication, improving data and reporting accuracy
• Facilitation of communications with 3rd parties
• Populate intelligence reports to meet internationally recognised standards/formats
• Flexible and powerful reporting
• Comprehensive auditing and full traceability
• Secure public facing MLRO portal and back office platform
• Highly configurable to suit working practices for investigative officers
• Complete Managed Service encompassing hosting, maintenace and support offered

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

Framework

G-Cloud 15

Service ID

574356962966823

Contact

Catriona Watt
+44 (0) 1624 664000
tenders@pdms.com

About your service

• Service categories:

  Applications

  Enterprise resource management

  • Enterprise performance management
• Multi cloud support: Yes

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Public cloud
  • Private cloud
• Service constraints: No
• System requirements: There are no specific system requirements

User support

• Email or online ticketing support: Yes
• Support response times: A response to a support request can typically be expected to be received within four working hours of the support call being raised, however PDMS will work to agree SLAs with the buyer and can provide higher levels of service where required.
• 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
• Support levels: As standard, PDMS provide support 09.00 - 17.00 Monday to Friday excluding UK bank holidays. The support level depends on the type and scope of the solution being supported, and the support hours required. Please see the rate card for our standard rates. Technical account management / support engineers are available where required.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We will work with the you and help identify the onboarding services that align with your digital transformation strategy and objectives. ; ; We can help ensure that the desired business outcomes are identified and realised.; ; Onboarding services often include assistance in user story refinement, configuration support, data migration assistance and user training.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats: In-system help
• End-of-contract data extraction: Data Extracts can be agreed and provided
• End-of-contract process: If the Service is terminated either by the customer or by PDMS, PDMS will contact the customer to establish your off-boarding requirements. PDMS will supply your data to you on termination as described below for an agreed fee:; ; A standard extract of data in a delimited form to facilitate on-boarding elsewhere. This will include suitable definitions of the extracted files and delimited fields. ; ; Relationships between entities will also be retained/supported through the use of appropriate keys Bespoke data extract requirements can also be provided on request, but would form part of a service request. ; ; Other mechanisms are available and can be requested by contacting PDMS (either at take-up or at termination). ; ; Use of another mechanism may incur an additional service charge.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: No
• User support accessibility: WCAG 2.2 AA
• API: No
• Customisation available: Yes
• Description of customisation: The following are configurable during implementation: - Logo and branding of back office/front office websites - Letter/email templates - User types and permissions - Help Custom features are available upon request.

Scaling

• Independence of resources: PDMS can either host on a highly resilient infrastructure using multiple storage, memory and processing units across multiple locales or on premise if requested by the customer. Each instance of Themis is allocated dedicated resources which are not impacted by other users. PDMS holds ISO 27001:2022 Information Security Management System standard certification and Cyber Essentials Plus.

Analytics

• Service usage metrics: Yes
• Metrics types: Reports and audit history can provide activity and usage metrics including number of suspicious activity reports and response times.
• Reporting types:
  • Regular reports
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Security Clearance (SC)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
  • Other locations
• 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: In-house
• Protecting data at rest: Other
• Other data at rest protection approach: Secure Tier 3 Data centres Secure containers, racks or cages Physical access control Encryption of Physical media Safe destruction of physical media
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Themis has built in reports that can be viewed on screen, sent straight to a printer or converted to PDF or CSV for export.
• Data export formats:
  • CSV
  • Other
• Other data export formats: PDF
• Data import formats: CSV

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: The Service Availability is set at 99.9% The Service Availability stated above is the percentage of the time the Service is available for use when measured over any one calendar month subject to Exceptions (see below) calculated according to the formula: (The number of minutes the service is available to the Customer PLUS The number of minutes the service is unavailable to the Customer due to exceptions) DIVIDED BY The total number of minutes in the month If the Service availability over any one calendar month is less than the above defined Service Availability, the Customer may request financial recompense. The financial recompense shall be calculated as a portion of the monthly Subscription fee to the Customer proportionate to the unavailability of the system, i.e. {1 MINUS [(The number of minutes the service is available to the Customer PLUS The number of minutes the service is unavailable to the Customer due to exceptions MINUS The number of minutes the service is unavailable to the Customer due to other reasons) DIVIDED BY The total number of minutes in the month]} TIMES BY The monthly Subscription fee. Further information can be found in the Service Definition Document
• Approach to resilience: PDMS Software-as-a-Service is hosted on a highly resilient infrastructure using multiple storage, memory and processing units across multiple locales in multiple Data Centres on the Isle of Man – an architecture aimed at achieving extremely high availability. The Data Centres adhere to best practices described by the EU Code of Conduct for Data Centre Operations, and meet the Uptime Institute Tier Level 3 classification. PDMS holds ISO 27001:2022 Information Security Management System standard certification alongside Cyber Essentials certification. Further information is available on request and also within the Service Definition document.
• Outage reporting: Email alerts inform PDMS of any unplanned outage. Planned outages are communicated to customers via email and telephone well in advance of the outage.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Username or password
• Access restrictions in management interfaces and support channels: Access (to management interfaces and support channels) is restricted by least privilege access using active directory accounts with strong username and password combinations. Access is restricted on both a need and time basis with the default being that support staff do not have access.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • 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: At least 12 months
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

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: As part of its ISMS, PDMS have the following policies and processes; Information Security Policy, Secure Development Process, Acceptable Use Policy, Change Control Policy, Data Classification and Handling Policy, Data Protection Policy, Business Continuity Policy and an Incident Management Process, all of which are governed, managed and audited through our ISO certifications. All policies are owned and regularly reviewed by the relevant departmental manager. It is the responsibility of each departmental manager to ensure that all of their staff follow the information security policies and processes, however compliance is audited by the Quality and Standards Manager, with any issues identified reported to the relevant manager, for rectification. Operationally, Information Security is jointly managed by the IT Manager and the Quality and Standards Manager, both of whom report directly to the Chief Executive Officer, who has overall ownership at Board Level for Security, allowing issues that require immediate escalation to be reported to the Directors. Operational Issues that do not require immediate escalation are discussed at the monthly management meetings, where it is a standing issue. All issues discussed during these meetings that require escalation are reported upwards to Board of Directors for it to be discussed, where appropriate.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: We have change management processes in place for both system and software changes. These processes are part of the lifecycle of each system or service. They involve the use of tools and technical controls, as well as policies and procedures for our engineers to follow.; ; All changes are documented and tracked. This includes peer review and approvals before any changes are implemented in our environments.; ; We control changes and releases through automated pipelines. This provides repeatable, audited, and secure methods for introduction of environment changes.; ; Notifications from the change management process ensures that relevant stakeholders are aware of the changes.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Firstly, we promptly apply updates from the providers/manufacturers of devices and operating software that constitute our hosting platform. Updates are typically applied within a 14-days of release, barring any exceptional circumstances hindering successful deployment.; ; Secondly, we employ vulnerability management tools to scrutinise the installed software/configuration within our environments. The data generated is aggregated and examined by our engineers. If modifications are deemed necessary, they are managed through change management processes.; ; Lastly, through our software development lifecycle, we use code analysis and vulnerability scanners to detect known vulnerabilities within our developed software. This proactive approach addresses potential issues before impacting systems/services.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We operate systems that gather/process telemetry from a range of aspects related to our hosting/service offerings, extending the scope of vulnerability management system monitoring.; ; Telemetry provides valuable insight to our operations teams, who maintain security/stability of hosted systems. Identified issues/operational enhancements are prioritised/delegated/resolved appropriately.; ; Security findings are overseen by qualified engineers, allowing for a customised response/remediation process.; ; Where telemetry indicates potential compromise, it’s escalated through incident management procedures.; ; The tools/methods we use continually evolves. As new insights/remediations are discovered, they contribute to ongoing improvement of operational procedures and overall environment. This iterative process ensures systems remain secure, efficient and up-to-date.
• Incident management type: Supplier-defined controls
• Incident management approach: PDMS allow all staff the ability to report security incidents through a number of methods, including email, telephone, and system based forms. Ultimately all reported incidents are managed by the Chief Operating Officer, who follows the Incident Management Process, which identifies how the incident should be managed, including when to provide updates to any customers that may be affected. Customer Incident Reports are normally provided in a written document. All incidents are reviewed following their satisfactory conclusion, in order to determine what lessons can be learned, in order to improve the process or prevent future occurrences.
• Post-quantum cryptography secure: No

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: No

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

• Less than £250,000: 0%
• Between £250,000 and £500,000: 1%
• Between £500,001 and £1,000,000: 2%
• Between £1,000,001 and £2,500,000: 3%
• Between £2,500,001 and £5,000,000: 4%
• Over £5,000,001: 5%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Lloyd's Register Quality Assurance Limited
• ISO/IEC 27001 accreditation date: Tuesday 25 March 2003
• What the ISO/IEC 27001 doesn’t cover: Provision of specialist business application development, software framework and products, application hosting, managed services ; and support, IT consultancy, design and project management. (Information Security only - Statement of Applicability v 5.x)
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: Lloyd's Register Quality Assurance Limited
• ISO 9001 accreditation date: Tuesday 25 March 2003
• What the ISO 9001 doesn’t cover: Provision of specialist business application development, software framework and products, application hosting, managed services ; and support, IT consultancy, design and project management. (Information Security only - Statement of Applicability v 5.x)
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: F639af6e-af84-4553-963d-6547357f1f17
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: A9278ccd-092b-4f14-936f-2c030a3e1ca6
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • 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

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