Agilisys Ltd

M365 Collaboration Tools

Agilisys delivers a variety of custom collaboration solutions on the Microsoft 365 platform.These include custom productivity solutions for Project Management, HR, JML, Scheduling & Booking solutions, M365 Governance such as provisioning and disposition and custom compliance tools.

Features

• Projects and PMO Hub
• Custom Intranet Components
• Custom Extranet Components
• Custom HR task driven portal
• Custom HR Service desk
• Employee On/Off boarding
• Workspace governance solution including external sharing control
• Solutions such as dashboards for your Deskless Frontline workers

Benefits

• Share information using a secure and dedicated portal
• Provide relevant information to different personas or departments
• Streamline business processes that drives productivity
• Reduce risk in manual processes through automation and standardising workflows
• Manage projects centrally and support Project Team workspaces
• Mobile responsive, allowing users to access the solutions from anywhere
• Enhances collaboration and knowledge sharing
• Communicate effectively with partners, schools, citizens, patients
• Efficiently manage joiners, movers and leavers
• Easily share content with external parties

£22.60 a licence a year

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@agilisys.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

587924878551295

Contact

Gemma Teagle
07792 169644
info@agilisys.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: SharePoint Online custom solutions are dependent upon Office 365 Licences being in place and the availability of modern infrastructure and appropriate bandwidth. More detailed constraints available in the Microsoft SharePoint Online Description at https://docs.microsoft.com/en-us/office365/servicedescriptions/office-365-service-descriptions-technet-library
• System requirements:
  • Definitive specifications at: https://products.office.com/en-GB/office-system-requirements
  • End user devices compatible with Microsoft 365 and associated apps

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Response times within service hours as per selected management service are:; P1 15 minutes, P2 30 minutes, P3 2 hours, P4 4 hours
• 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: We are able to provide training and support for all of the software services included in the Agilisys 365 Custom Collaboration Tools. Early-life support would be included in each of the solution deliveries and we are also able to offer ongoing support. This can include general user support, adoption training, ongoing proactive support, and can either be specific to the solution which has been delivered, or the scope can be extended to all of Microsoft 365. Further details can be found in the Agilisys Microsoft 365 Modern Teamwork listing.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Training is a vital element for staff to embrace change, it needs to be delivered well and in a timely manner. Agilisys can deliver targeted adoption training to the solution owners as part of the deployment of a persona-based solution, and if required, can extend this to the solution users. We also provide clear concise user documentation which can support successful user onboarding. Where further assistance is required, Agilisys offer extended user support services through the Microsoft 365 Modern Teamwork service in Lot 3 of G-Cloud. As part of our extended services, we can provide wider Microsoft 365 accelerated adoption programmes and ongoing support in addition to solution-specific training / on-boarding.
• Service documentation: Yes
• Documentation formats: HTML
• End-of-contract data extraction: Data resides within the customers own Microsoft 365 tenancy. Data can be extracted in line with Microsoft approach for data extraction.
• End-of-contract process: Upon expiration or termination of your Microsoft 365 subscription or contract, Microsoft will provide you, by default, additional limited access for 90 days to export your data. It may help to note that in Microsoft's Online Service Terms they specify that the customer owns their data. Microsoft acts as Data Processor. For more see http://trustoffice365.com/ Upon expiration or termination of your contract with Agilisys, any solutions provided to you by Agilisys which extend the capabilities of Microsoft 365 will continue to function (as long as you still have your Microsoft 365 subscription) - however, no further support or new features will be provided to you by Agilisys after this point. Any additional services required after this time will be chargeable.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • Linux or Unix
  • MacOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The service is optimised for mobile, desktop and tablet use. Core functionality is available across all platforms, and Microsoft mobile applications are available for most of the Microsoft 365 apps. See https://support.office.com/en-us/article/Office-Online-browser-support-AD1303E0-A318-47AA-B409-D3A5EB44E452
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: Please see the associated service description
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: For users with disabilities Microsoft run the Disability Answer Desk (DAD), and for enterprise customers with accessibility questions or accessibility related compliance questions the enterprise Disability Answer Desk (eDAD). See https://www.microsoft.com/en-us/accessibility/
• API: Yes
• What users can and can't do using the API: The Microsoft Office suite and portfolio of associated products is capable of significant enhancement by third parties and end customers using the Microsoft Graph, and product-specific API connectors. We utilise these APIs in order to extend the native capabilities of Microsoft 365, integrate with other systems, and automate business processes.
• API documentation: Yes
• API documentation formats: HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Microsoft 365 is hugely configurable and customisable whether from the user perspective (interface, styles, use of tools, etc.), administrator (access, features, sharing, etc) or security team (policy, posture, implementation, etc.). For additional details please see https://technet.microsoft.com/en-us/office/dn788774.aspx. Agilisys can provide customisations utilising the associated rate card.

Scaling

• Independence of resources: Microsoft maintain a whitepaper titled 'Tenant Isolation in Microsoft Office 365' available at http://aka.ms/Office365TI. This addresses tenant isolation both for reasons of security and assurance that the activities of another customer will not adversely affect any other.

Analytics

• Service usage metrics: Yes
• Metrics types: Analysis and metrics for Agilisys Persona-based solutions are available through standard Microsoft tools. Please see the Business admins section found here https://support.office.com/en-gb. Where assistance is required and customers have bought management services from Agilisys, there will be specific reporting included as part of the agreed scope. In addition, we also offer a Microsoft 365 reporting add-on service which provides adoption and engagement analytics across the tenant.
• Reporting types:
  • API access
  • Real-time dashboards
  • Reports on request

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 once a year
• 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
  • Encryption of all physical media
  • Other
• Other data at rest protection approach: For data at rest, Microsoft 365 deploys BitLocker with AES 256-bit encryption on servers that hold all messaging data, including email and IM conversations, as well as content stored in SharePoint Online and OneDrive for Business. BitLocker volume encryption addresses the threats of data theft or exposure from lost, stolen, or inappropriately decommissioned computers and disks. Your organisation’s files are distributed across multiple Azure Storage containers, each with separate credentials, rather than storing them in a single database.
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• 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: Please see https://products.office.com/en-us/business/office-365-online-data-portability
• Data export formats:
  • CSV
  • ODF
  • Other
• Other data export formats: Please see https://products.office.com/en-us/business/office-365-online-data-portability
• Data import formats:
  • CSV
  • ODF
  • Other
• Other data import formats: Please see http://fasttrack.microsoft.com/office/onboard/50

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)
  • Other
• Other protection between networks: For data in transit, all customer-facing servers negotiate a secure session by using TLS/SSL with client machines to secure the customer data. This applies to protocols on any device used by clients, such as Skype for Business Online, Outlook, and Outlook on the web. See also the whitepaper 'Content Encryption in Office 365' http://aka.ms/Office365CE
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Other
• Other protection within supplier network: The whitepapers 'Tenant Isolation in Microsoft Office 365' http://aka.ms/Office365TI and 'Content Encryption in Office 365' http://aka.ms/Office365CE are detailed and worthy of review.

Availability and resilience

• Guaranteed availability: Please see Service Level Agreement for Microsoft Online Services May 1, 2018 http://www.microsoftvolumelicensing.com/Downloader.aspx?documenttype=OST&lang=English
• Approach to resilience: Please see the whitepaper 'Data Resiliency in Microsoft Office 365' http://aka.ms/Office365DR
• Outage reporting: Office 365 reports outages via the service status portal https://portal.office.com/servicestatus/servicestatus.aspx, Alert or Mobile Application

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
• Other user authentication: Modern authentication brings Active Directory Authentication Library (ADAL)-based sign-in to Office client apps across platforms, enabling sign-in features such as Multi-Factor Authentication (MFA), SAML-based third-party identity providers with Office client applications, and smart card and certificate-based authentication.
• Access restrictions in management interfaces and support channels: Microsoft 365 comes with a set of administrator roles that you can assign to users in your organisation. Each admin role maps to common business functions, and gives those people permissions to do specific tasks the Office 365 admin centre.; ; https://support.office.com/en-gb/article/About-Office-365-admin-roles-da585eea-f576-4f55-a1e0-87090b6aaa9d?ui=en-US&rs=en-GB&ad=GB; ; https://support.office.com/en-gb/article/Assign-admin-roles-in-Office-365-eac4d046-1afd-4f1a-85fc-8219c79e1504?ui=en-US&rs=en-GB&ad=GB
• 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
  • Other
• Description of management access authentication: Please see the whitepaper 'Office 365 Administrative Access Controls' http://aka.ms/Office365AAC

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: Between 1 month and 6 months
• Access to supplier activity audit information: Users receive audit information on a regular basis
• How long supplier audit data is stored for: Between 1 month and 6 months
• How long system logs are stored for: Between 1 month and 6 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: LRQA
• ISO/IEC 27001 accreditation date: 11/03/2024
• What the ISO/IEC 27001 doesn’t cover: Service scope for office 365 is described in this document: http://download.microsoft.com/download/1/4/3/1434ABAB-B8E9-412D-8C3A-187B5FCB7A2F/Compliance%20Framework%20document.pdf
• ISO 28000:2007 certification: No
• CSA STAR certification: Yes
• CSA STAR accreditation date: 29/04/2016
• CSA STAR certification level: Level 1: CSA STAR Self-Assessment
• What the CSA STAR doesn’t cover: Service scope for office 365 is described in this document: http://download.microsoft.com/download/1/4/3/1434ABAB-B8E9-412D-8C3A-187B5FCB7A2F/Compliance%20Framework%20document.pdf
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: Yes
• Any other security certifications:
  • ENISA IAF
  • EU Model Clauses
  • EU-U.S. Privacy Shield
  • ISO 27001, ISO 270018
  • SSAE 16 SOC 1, SOC 2
  • FIPS 140-2, NIST 800-171, HIPAA/HITECH. ISB 1596, CCSL (IRAP)

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: FISMA/FedRamp, EU Model Clauses, HIPAA/HITECH, ISB 1596, ISO 27018, SASE16 SOC1 & SOC 2
• Information security policies and processes: The Microsoft Cloud Security Policy is available via the Service Trust Platform aka.ms/stp; ; THE APPROACH; An ISMP has been established to enable Office 365 to maintain and improve its management system for information security. Through establishment of the ISMP, Office 365 plans for and manages protection of its assets to acceptable security levels based on defined risk management processes. In addition, Office 365 monitors the ISMS and the effectiveness of controls in maintaining the confidentiality, integrity and availability of assets to continuously improve information security. ; ; The ISMS framework encompasses industry best-practices for information security and privacy. The ISMS has been documented and communicated in a customer-facing Information Security Policy, which can be made available upon request (customers and prospective customers must have a signed NDA or equivalent in place to receive a copy). ; ; Office 365 performs annual ISMS reviews, the results of which are reviewed by management. This involves monitoring ongoing effectiveness and improvement of the ISMS control environment by reviewing security issues, audit results, and monitoring status, and by planning and tracking necessary corrective actions.

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: Microsoft 365 has developed formal standard operating procedures (SOPs) governing the change management process. These SOPs cover both software development and hardware change and release management, and are consistent with established regulatory guidelines including ISO 27001, SOC 1/SOC 2, NIST 800-53, and others. ; Microsoft also uses Operational Security Assurance (OSA), a framework that incorporates the knowledge gained through a variety of capabilities that are unique to Microsoft. OSA combines this knowledge with the experience of running hundreds of thousands of servers in datacentres around the world.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: In support of the Information Security Policy, Office 365 runs multiple layers of antivirus software to ensure protection from common malicious software. Servers within the Office 365 environment run anti-virus software that scans files uploaded and downloaded from the service for viruses or other malware. Additionally, all mails coming into the service run through the Exchange Online Protection engine, which uses multiple antivirus and antispam engines to capture known and new threats against the system. Microsoft has its own Security Response Centre (MSRC) that also supplies information to all our customers covering the whole range Microsoft products.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Microsoft 365 employs sophisticated software-defined service instrumentation and monitoring that integrates at the component or server level, the datacenter edge, our network backbone, Internet exchange sites, and at the real or simulated user level, providing visibility when a service disruption is occurring and pinpointing its cause.
• Incident management type: Supplier-defined controls
• Incident management approach: Our Incident Management process is aligned to the ITIL Standard and has been audited and approved by external auditors as part of our ISO 27001 certification.; Agilisys’ Servicedesk function provides the single contact point for all Incidents, Requests and Changes. Operating 24x7 the service desk agents provide core services, including help and advice, and Major Incident Management. Accessible by telephone and email, once an incident call ticket has been raised, the desk retains control of the call. Escalations and communications including updates are accessible via the Servicedesk.; Major Incident reports are provided for all P1 incidents within 5 working days.

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
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Agilisys’ Environmental Management System is ISO140001:2015 certified, we understand the critical importance of addressing climate change and have committed to reducing our own carbon footprint while helping our customers to reduce theirs. Through our current initiatives, we have already reduced our GHG emissions by ~13% from our initial baseline, set in FY2021/22. In tackling climate change, we have both client facing and internal objectives to lessen Agilisys’ impact on the environment. Our client focussed objectives include - Providing timely Emissions information; Ensuring that all clients are informed of their GHG emissions on a regular basis as part of standard service reporting; Provide advice and guidance on reducing emissions; Provide information of optimising and efficient utilisation of services to reduce GHG emissions. Our internal objectives have been set to address the mix of emissions that we have across all three scopes and are summarised as - Improving awareness - Ensuring that all employees are informed about Agilisys' net-zero targets, environmental policies, principles, and procedures; Reducing business mileage - business mileage should be within 10% of the 71,611 miles travelled in 2022-23 now that COVID restrictions have been fully lifted; Improved Baselining - We're improving our data collection to create a thorough baseline for tracking all emissions, including non-mandatory aspects. Agilisys is committed to sustainability, through baselining, targeted emission reduction initiatives, and transparent reporting practices and we are continually improving our Environmental Management System. This benefits our clients through - Demonstrable Environmental Impact - our approach ensures a demonstrable reduction in environmental impact through rigorous baseline measurement and optimisation initiatives; A responsible track record - Our EMS is ISO14001:2015 certified and has already delivered a ~13% reduction in tCO2e and our reporting and management are being continually improved; Transparent Reporting - We publish environmental reporting annually, measuring ourselves against our environmental commitments.

  Covid-19 recovery

  Agilisys’ passion and commitment to supporting the recovery from COVID-19 is demonstrated by our co-founder, Manoj Badale, holding a role as Commissioner of the COVID Recovery Commission. The following examples evidence the scale of our commitments and proven approach and ability to deliver exceptional outcomes with our customers: North Lanarkshire Council – Agilisys has designed and developed a series of online modules, in playbook format, to be used by senior phase pupils and modern apprentices. The modules are designed to increase young people’s awareness, motivation, resilience and persistence and include activities and practical exercises to assist them in writing a personal statement or CV, preparing for interview and ultimately tips to help them adjust to the workplace. Helping Hands – In response to the pandemic, Agilisys designed and built a contact management solution that is designed to track both outreach contacts with vulnerable people and identify their specific needs. This solution was deployed on an ’at cost’ basis to thirteen authorities in 2020. Agilisys understands the profound consequences that COVID-19 has had on communities across the UK and has a deep understanding of how to make a positive impact to help stimulate recovery across key areas. Agilisys is operating in the highest growth sector in the UK economy. As a technology and Digital transformation company, we continue to work with our customers in successfully building Digital Skills within communities across the UK. For this reason, we believe Digital Skills is the best and most effective way for us to deliver best value and tangible benefits. In developing the focus of our social value offer we have concentrated on the creation of employment opportunities and the enablement activities of sponsoring and supporting re-training of young people – one of the most impacted generations of our community impacted by COVID-19.

  Tackling economic inequality

  We recognise the problem of workplace inequality and its pernicious impact. Agilisys is committed to ethical behaviour, transparency, and accountability, ensuring trust with clients and partners as part of our core value of Integrity. We are committed to fair working practices for workers in our sphere of influence, including everyone engaged in the delivery of our services. Our approach to tackling workforce inequality is multifaceted, integrating ethical considerations, compliance measures, and committing to fair working practices. We believe that being inclusive is fundamental to project and service delivery, and fair practices are an essential component of workplace wellbeing. Our Chief Executive Officer is responsible for compliance with our workforce inequality policy, which he also sponsors, this is reviewed annually. Under this policy, Agilisys has taken the following steps in relation to slavery and human trafficking: Expanding our whistleblowing policy to cover concerns about slavery or human trafficking; Ensuring practices for checking that all employees are paid at least the minimum wage and have the right to work in the UK; Updating template commercial agreements to include an obligation that suppliers will comply with the Modern Slavery Act, corresponding local legislation or, where no such legislation exists, the spirit of the Modern Slavery Act; Identifying and prioritising high-risk areas in the supply chain. Agilisys is committed to fair working practices for all, and takes rigorous steps at policy and operational levels to tackle workplace inequality. Ethical Framework - Our commitment to an ethical framework ensures the identification and mitigation of modern slavery and human trafficking risks. Legal Compliance - Our rigorous processes manage compliance with all applicable employment laws ensuring legally sound and responsible service delivery. Positive Outcomes - Our regular staff surveys show that our employees value Agilisys’ commitment to workplace equality and making the world a better place.

  Equal opportunity

  We have an active Diversity and Inclusion strategy with initiatives across Agilisys, ensuring that we are a truly welcoming place to work, actively promoting diversity and inclusion. Initiatives include: Reach Network - Agilisys is committed to consistently improving the level of ethnic diversity within the company. The company conducts itself with the following principles in mind: Zero tolerance of Racism and prejudice; Encourage education about racial inequalities; Support for staff is always available. Our Diversity & Inclusion committee drives the notion of a level playing field forward Agilisys has made diversity and inclusion central to its policies. Women in IT - Agilisys actively recruits and develops in-house female talent. Below are some of the initiatives implemented to address gender inequality: Work Shadowing to encourage girls to start their careers in technical roles. Partnering with ADA academy to hire female BAME and LGBTQ+ early tech talent. Embrace & Enable - This network aims to bring together members of the Agilisys community with a physical or mental impairment, developmental condition, or other condition covered by disability legislation in an informal and relaxed way. Through this network, we want to empower Agilisys to be more disability confident, leverage diversity of thought, and create a collaborative, supportive working space where our people can flourish, everyone feels comfortable and safe in the workplace. LGBTQ+ network- This network provides a platform to celebrate the LGBTQ+ community, to challenge prejudice, and to help shape Agilisys into a place where everyone feels safe and comfortable to be their true selves. People don’t need to identify as LGBTQ+ to be involved - the network is for anyone who has an interest in creating a support network, raising awareness, and keeping the business honest in providing equal opportunities as a diverse and inclusive place of work.

  Wellbeing

  Confidently Digital - Invest in new technology to improve people's health, lives and digital services; The rapid pace in the development of ‘Gen-Tech’ such as ChatGPT provides huge potential to improve people’s health, lives, and digital services. Examples of initiatives include: Development of software products that predict frailty amongst the elderly, enabling proactive intervention by Adult Services to help keep people living independently in their own homes for longer, delivering a better quality of life and reducing expenditure on care homes; Gen-Tech powered solutions that can propose optimized care packages for care workers to review/amend/approve, freeing up time to focus on interventions and driving better outcomes; Our RPA, Data and IoT capabilities can, we believe, support our clients in effectively harnessing the future digitally aspirational workforce, and enable deliver of better services at lower cost. Agilisys uses the following approach to ensure our Social Impact commitments on our contracts deliver significant value and maximum impact for the communities, staff, customers and patients that they are intended for. Step 1: Defining Outcomes is a process of agreeing the outcomes with our clients. Step 2: Is the process of agreeing the priorities and cycle of activities. Step 3: Involves a detailed schedule of stakeholder engagements to ensure we communicate and gain buy in to the Social Value Plan and where appropriate sponsors are in place to guide and lead the approach and communications in their localities. We have over 70 local authority partners across the UK. Step 4: Is the Implementation Phase. We will ensure that the plan is well resourced and clear governance is in place to maintain momentum and ensure decisions and activities are kept on track.

Pricing

• Price: £22.60 a licence a year
• Discount for educational organisations: No
• 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@agilisys.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.