PROACTIS LIMITED

Contract Management

The Proactis Contract Management online platform is for the maintenance and management of supplier contracts, with the ability to integrate into existing purchasing systems and provide visibility to buyers for purchasing, category management, contract activity, reminders for key milestones, storage and monitoring of contract documents and ongoing supplier performance management.

Features

• Full Contract Authoring with document and template libraries
• Manage items and services contracts using pre-defined processes and tasks
• Promote and monitor on-contract spend and performance to ensure compliance
• Manage supplier performance against your organisation’s key performance indicators
• Correspond securely and record all communications with suppliers
• Link contracts and integrate with your ERP/Purchasing/Finance systems
• Manage contract variations and defects including approvals and remedies
• Monitor events to ensure key milestones/expirations are addressed
• Receive notifications when updates are required, or expiries are close
• Manage all contract reviews and associated documentation and communication

Benefits

• Greater on-contract spend will increase value and savings.
• Reduced cost of unintended contract renewals and overruns.
• Better information and analysis for contract negotiation and consolidation.
• Reduced cost of admin support in Procurement and Accounts Payable.
• Increased contract commitment visibility allows for better financial planning
• Less risk on supplier non-performance with contract provisions
• Stronger contract governance helps to mitigate risks
• Enhanced strategic relationships with all key suppliers
• Maximise productivity of Procurement resource
• Gain insight into areas exposed to off-contract spend and non-compliance

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

Framework

G-Cloud 15

Service ID

604338513067097

Contact

James Horlock
01937545979
bid.management@proactis.com

About your service

• Service categories:

  Applications

  Enterprise resource management

  • Procurement
• Multi cloud support: Yes

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: The service connects to other modules in an end-to-end Source-to-Pay suite
• Cloud deployment model: Private cloud
• Service constraints: None. Maintenance is conducted outside of generally accepted working hours
• System requirements: An approved up-to-date browser

User support

• Email or online ticketing support: Yes
• Support response times: Calls are allocated priorities. Urgent tickets are acknowledged within one hour
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 A
• Phone support: No
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: There is a single standard support and SLA model.; All customers benefit from 24x7 access to the service portal, all product updates when they are released and the services of a customer account manager.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide customised training programmes for each customer using a combination of capabilities.; The use of our online Training Academy is widely used by customers and is our preference for both new and existing clients.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: We extract all customer data and transfer it to the customer in a mutually agreed format by a mutually agreed method.; Customer data is removed from our systems according to the timescale and triggers we have agreed with the customer.
• End-of-contract process: There is a defined Exit Plan which describes the scope of the services provided as part of exit. This explicitly includes data transfer and removal. Continued use of the service, in a reduced way, is possible but is subject to costs. These costs are prepared according to a specific customer's requirements.
• Documentation accessibility standard: WCAG 2.2 A

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: Yes
• User support accessibility: WCAG 2.2 A
• Description of service interface: The customer administrator(s) have access to an administrators desktop. This is available according to the roles and permissions model.
• Accessibility standards: WCAG 2.2 A
• Accessibility testing: This has been tested both internally and across Proactis customers
• API: Yes
• What users can and can't do using the API: We provide comprehensive online documentation regarding the API definitions and their use. This can be accessed using a username and password
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
• API sandbox or test environment: Yes
• Customisation available: No

Scaling

• Independence of resources: Proactis uses virtualisation and storage area network (SAN) technologies to deliver these solutions. The environment is constantly monitored to ensure that there are no capacity issues. This includes monitoring of both the physical host and virtual machines to ensure CPU, network, memory and disk utilisation are not exceeding usage thresholds. ; The infrastructure design allows us to add more capacity quickly and easily when required, with little or no impact on service availability. This may be via adding more CPU/Memory resource from the existing physical infrastructure or adding additional physical resources to the environment.

Analytics

• Service usage metrics: Yes
• Metrics types: Principally around availability and utilisation
• Reporting types: Reports on request
• Resource tagging: Yes
• 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
• User control over data storage and processing locations: Yes
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Encryption of all 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
  • Physical Destruction / Hardware containing data is completely destroyed

Data importing and exporting

• Data export approach: Data can be exported in standard formats including (.csv) (.xls) and others. During the life of the contract, data is generally only exported when requested for reporting services.
• Data export formats:
  • CSV
  • ODF
  • Other
• Other data export formats: XLS
• Data import formats:
  • CSV
  • ODF
  • Other
• Other data import formats: XLS

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 standard global Service Level Agreement provides a minimum acceptable service availability of 99.5%
• Approach to resilience: The service is provided from dual UK data centres. A high level service design document (Proactis UK Hosted Services High Level Design) is available upon request and has been specifically created for customer review.
• Outage reporting: Email alerts & public dashboard

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: All user access/authentication is restricted to encrypted HTTPS connections
• 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:
  • CSA CSM version 4.0
  • ISO/IEC 27001
• Information security policies and processes: We have fully documented Information Security policies. These are updated annually and are an essential part of our accreditations
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: We have robust, comprehensive policies in place that address the management of change and the continued development of our solutions. These include:; - Change Management Procedure; - Asset Management Policy; - Secure Software Development Policy; - Secure Coding Policy
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: We have a documented Technical Vulnerability and Patch Management Policy, which is available upon request
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Proactis operates a full 24/7/365 security service within our environments which includes Managed Detection and Response (MDR/XDR/EDR) and User Behaviour Analytics (UBA). All logs are transferred to a secure offsite vault which cannot be tampered with. Security events generated from these logs or endpoint detections are recorded in a central portal where the event is tracked through to remediation.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: We have a comprehensive Incident Management procedure, which is updated annually.; Proactis internal and customer facing versions are available upon request.
• 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: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Alcumus Isoqar
• ISO/IEC 27001 accreditation date: Tuesday 23 September 2025
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: Alcumus Isoqar
• ISO 9001 accreditation date: Tuesday 23 September 2025
• What the ISO 9001 doesn’t cover: N/A
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: Ae1ed22a-51e7-457e-be45-bfb12d0a2092
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 3b2f1856-e786-49a8-a803-b7c6a2d16ea3
• 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
    • Ensuring new workers are informed of their right to join a trade union
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Plans for an appropriate income replacement policy for staff who are required to spend time away from work to care for a sick dependent or close relative
    • Volunteering opportunities for staff
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors

  • 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 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges

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