ContractsWise Limited

ECAS (The Effective Contract Administration Solution)

ECAS is an ISO-27001 certified tool designed to improve control of contracts and associated documents.
ECAS provides a searchable contract register, database and document repository with controllable access permission levels, automated key date reminders and alerts and KPI tracking.
Can be easily upgraded to the ECMS contract performance management tool.

Features

  • Searchable, unlimited contract database.
  • Unlimited key date reminders plus a reminders calendar.
  • Secure document storage.
  • Maintain notes against each contract.
  • Archive expired contracts.
  • Access permissions variable at contract level.
  • Upload and download data in .csv format.
  • Organise contracts into groups.
  • Create your own unique database fields.
  • Configurable dashboard

Benefits

  • Quick and easy search for contract information saves time
  • Never miss a milestone date - avoids unplanned costs
  • Prevent loss of corporate information.
  • Improve security of sensitive and confidential information.
  • Supports compliance to ISO or other standards.
  • Meet audit and/or regulatory requirements.
  • Improve achievement of key performance indicators.
  • Supports paperless offices.
  • Faster retrieval of live and archived contracts.
  • Easily scalable to meet the needs of a changing organisation.

Pricing

£80.00 an instance a month

  • Free trial available

Service documents

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

Framework

G-Cloud 13

Service ID

6 3 6 6 2 6 8 8 4 9 2 5 6 4 8

Contact

ContractsWise Limited Noel Green
Telephone: 01684 215455
Email: info@contractswise.com

Service scope

Software add-on or extension
No
Cloud deployment model
Public cloud
Service constraints
Requires a browser version still supported by the browser provider.
System requirements
Requires a browser version still supported by the browser provider.

User support

Email or online ticketing support
Email or online ticketing
Support response times
Urgent requests responded to within 4 hours.

Other requests will be responded to within 2 working days and are normally responded to in the same day.
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, at extra cost
Support levels
System availability support available 24/7.

Operational support available 9am to 5pm Monday to Friday excluding bank holidays.

Support available by phone, e-mail online web meetings with screen sharing and online ticketing.

Support as described above is included in the subscription cost.

We provide a technical account manager.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
ECAS is very easy and intuitive to use and is very flexible as to how it can be used. A free on-line demonstration is available on request.

A new customer will have access to ECAS within 1 day of placing an order.

User help and user documentation is available within ECAS.

We recommend that you bring us on-site to help with initial configuration and training. 1 or 2 days should be sufficient but this is not obligatory.
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
All the customers data is available for the customer to download at any time during the contract and this is included in the subscription cost.

If a customer wants ContractsWise to extract their data and send it to them then there will be a nominal charge which would be agreed before the data is extracted and sent.
End-of-contract process
An authorised official of the customer would write to us to say that they want to end the contract and the date they want the contract to end.

Access will be removed from the start of the first unpaid for billing period. Refunds for unused billing periods are not possible.

The customer has the ability to download their own data and this is included in the subscription cost.

Alternatively they can write to us requesting us to extract their data and send it to them via a secure method. There will be a nominal cost for this and the charge which would be agreed with the customer before the data transfer is completed.

Back ups of the customer data will be deleted within 30 days.

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
The screens will reconfigure to display appropriately on the mobile device which could look different to how they appear on a desktop or laptop screen.
Service interface
No
User support accessibility
None or don’t know
API
No
Customisation available
Yes
Description of customisation
The contract register can be customised to make different fields mandatory or remove fields or add new database fields.

Each user can change the contract register display for their own use without changing it for other users.

Data field names can be changed to meet the users preferred terminology. This has to be completed by ContractsWise on behalf of the customer.

The e-mail address name from which alerts and reminders are sent can be made specific for each customer. This has to be completed by ContractsWise on behalf of the customer.

Scaling

Independence of resources
Each instance is a separate instance so the usage by one customer will not affect the operation of another customer.

We constantly monitor the speed at which our servers respond to requests and make any necessary changes to maintain or improve that speed.

Analytics

Service usage metrics
Yes
Metrics types
Monthly service availability and speed information is available on request.
Reporting types
Reports on request

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
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
Less than 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
  • Scale, obfuscating techniques, or data storage sharding
Data sanitisation process
Yes
Data sanitisation type
Deleted data can’t be directly accessed
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
There is a standard function within ECAS that enables a Super User to download all or some of their data in .csv file format.
Data export formats
CSV
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
We guarantee 99.5% availability except where the cause of the lack of availability is outside of our control.

Average availability runs at over 99.96%.
Approach to resilience
Potential Disaster Preventative Measures
Flood - Location is outside and away from any known risks.
Fire - FM200 Fire Suppression System installed
Power Surge - All racks are installed with APC Switched PDUs
Electrical power failure - N+1 redundancy:
11,000 Volt direct grid connection - Diverse LV transformers
2N A & B UPS Systems
2N diesel power generators on site.
Loss of communications network services - Carrier Neutral facility with multiple Tier 1 transit links.
Outage reporting
E-mail alerts if we expect an extended outage which may jeopardise our minimum 99.5% availability standard.

Identity and authentication

User authentication needed
Yes
User authentication
Username or password
Access restrictions in management interfaces and support channels
Customer Super Users define which of their staff have different permission levels.
These are set at contract level so the same user can have different permission levels for different contracts.
Access restriction testing frequency
At least every 6 months
Management access authentication
Username or password

Audit information for users

Access to user activity audit information
Users contact the support team to get audit information
How long user audit data is stored for
Less than 1 month
Access to supplier activity audit information
Users contact the support team to get audit information
How long supplier audit data is stored for
Less than 1 month
How long system logs are stored for
Less than 1 month

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
SOCOTEC
ISO/IEC 27001 accreditation date
23/12/2016
What the ISO/IEC 27001 doesn’t cover
All our contract management services are covered by the certification.
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Cyber essentials
No
Cyber essentials plus
No
Other security certifications
Yes
Any other security certifications
ISO27001

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
Certified to ISO27001 since December 2013.

The majority shareholder in the business is the Responsible Officer.

We manage our security processes in line with our Statement of Applicability and our Security Manual.

We have a Service Level Agreement and Disaster Recovery Policy with our 3rd party data hosting provider.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
Our change management process is described in our security manual which is keypart of our ISO27001 policy and therefore all changes are assessed in terms of their potential security impact.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
We maintain a security events log where we record all events, incidents and breaches.

Our 3rd party hosting provider continuously monitor for potential threats and immediately deploy patches for major threats.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Our security manual describes the regular checks we make to ensure that any incidents or breaches are identified.

We have never had a security breach or incident.
Incident management type
Supplier-defined controls
Incident management approach
There are no common events for us to have a pre-defined process for although we do have a pre-defined disaster recovery process.

If users identify an incident (No users have yet identified an incident) they can submit a support ticket with an urgent status and this would be responded to within 4 hours.

Our security events log would keep a record of all incidents.

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

Fighting climate change

Fighting climate change

We are certified carbon neutral

Pricing

Price
£80.00 an instance a month
Discount for educational organisations
No
Free trial available
Yes
Description of free trial
Full use of the ECAS system for unlimited users.

Configuration and training support is not included.

Up to 30 days but longer can be negotiated in exceptional circumstances.

Service documents

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