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Phoenix Software Ltd

SharePoint Online Plan 1

Easily create and manage team-focused and project-focused sites for collaboration. In addition, you can deploy an organisation-wide intranet portal to disseminate information and news across the organization. Use it as a secure place to store, organize, share, and access information from almost any de

Features

  • Content management portal.
  • Enterprise content management.
  • Electronic document and records management.
  • Team portal and project portals.
  • Site creation.
  • File storage and file sync.
  • Team sites and project sites.
  • Retention policies.
  • Ediscovery / e-discovery / electronic discovery search

Benefits

  • Create collaboration sites for information shared across teams/projects.
  • Synchronise content to remote devices.
  • Sync to PCs, MacsPhonesWindowsAndroidiPad tablets.

Pricing

£3.19 a user a month

  • Education pricing available
  • 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 ccs@phoenixs.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

6 8 6 6 5 5 7 8 7 6 3 3 5 1 1

Contact

Phoenix Software Ltd Jonny Scott
Telephone: 01904 562200
Email: ccs@phoenixs.co.uk

Service scope

Software add-on or extension
No
Cloud deployment model
Public cloud
Service constraints
See https://support.office.com/en-gb/article/Office-365-system-requirements-08def54e-1435-4fad-bc03-974014caf91e
System requirements
See https://support.office.com

User support

Email or online ticketing support
Email or online ticketing
Support response times
Critical: Available 24/7, response in 1 hour. High: 24/7 next day for Enterprise. See also https://products.office.com/en-us/business/office-365-for-business-support-options
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
WCAG 2.1 AA or EN 301 549
Phone support
Yes
Phone support availability
24 hours, 7 days a week
Web chat support
No
Onsite support
Yes, at extra cost
Support levels
Premier Support is available at further cost. https://www.microsoft.com/en-us/microsoftservices/support.aspx
Support available to third parties
No

Onboarding and offboarding

Getting started
The FastTrack service from Microsoft includes scenarios which help users adopt new, more productive ways of working. See http://fasttrack.microsoft.com/
Service documentation
Yes
Documentation formats
HTML
End-of-contract data extraction
Please see https://products.office.com/en-us/business/office-365-online-data-portability
End-of-contract process
Upon expiration or termination of your Office 365 subscription or contract, Microsoft will provide you, by default, additional limited access for 90 days to export your data. As part of our Online Service Terms we specify that the customer always own its date. Microsoft acts as Data Processor. For more see http://www.microsoftvolumelicensing.com/Downloader.aspx?DocumentId=13655 and http://trustoffice365.com/

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
  • Windows Phone
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
The service is optimised for mobile, desktop and tablet use and there are differences. Core functionality is available across all platforms. See https://support.office.com/en-us/article/Office-Online-browser-support-AD1303E0-A318-47AA-B409-D3A5EB44E452
Service interface
Yes
User support accessibility
WCAG 2.1 AA or EN 301 549
Description of service interface
Please see https://products.office.com/en-gb/business/office-365-administration
Accessibility standards
WCAG 2.1 AA or EN 301 549
Accessibility testing
For users with disabilities we have the Disability Answer Desk (DAD), and for enterprise customers with accessibility questions or accessibility related compliance questions we have theenterprise Disability Answer Desk (eDAD).
API
Yes
What users can and can't do using the API
The full API details are avilable online at dev.office.com
API documentation
Yes
API documentation formats
HTML
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
Please see https://technet.microsoft.com/en-us/office/dn788774.aspx

Scaling

Independence of resources
Please see https://www.microsoft.com/en-us/microsoft-365/blog/2013/08/08/cloud-services-you-can-trust-office-365-availability/

Analytics

Service usage metrics
Yes
Metrics types
https://support.office.com/en-us/article/Activity-Reports-in-the-Office-365-admin-center-0d6dfb17-8582-4172-a9a9-aed798150263?ui=en-US&rs=en-US&ad=US
Reporting types
  • API access
  • Real-time dashboards

Resellers

Supplier type
Reseller providing extra support
Organisation whose services are being resold
Microsoft

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
  • European Economic Area (EEA)
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
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, Office 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.
In some scenarios, we use file-level encryption. For example, the files and presentations uploaded by meeting participants are encrypted by using AES encryption. OneDrive for Business and SharePoint Online also use file-level encryption to encrypt data at rest.
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
https://products.office.com/en-us/business/office-365-online-data-portability
Data import formats
  • CSV
  • ODF
  • Other
Other data import formats
http://fasttrack.microsoft.com/office/onboard/50

Data-in-transit protection

Data protection between buyer and supplier networks
Other
Other protection between networks
Office 365 is not directly connected to any public sector networks, but can be configured to do so by the customer and their telecoms operator.
Data protection within supplier network
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)
  • Other
Other protection within supplier network
https://docs.microsoft.com/en-us/azure/security/azure-network-security

Availability and resilience

Guaranteed availability
https://www.microsoft.com/en-us/microsoft-365/blog/2013/08/08/cloud-services-you-can-trust-office-365-availability/
Approach to resilience
https://docs.microsoft.com/en-us/office365/Enterprise/office-365-data-resiliency-overview
Outage reporting
Via the service status portal

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
With the exception of internet sites for anonymous access created with SharePoint Online, users must be authenticated when accessing Office 365 services.
Modern authentication Modern authentication brings Active Directory Authentication Library (ADAL)-based sign-in to Office client apps across platforms. This enables 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. It also removes the need for Microsoft Outlook to use the basic authentication protocol. For more information, including the availability of modern authentication across Office applications, see How modern authentication works for Office 2013 and Office2016 client apps
Access restrictions in management interfaces and support channels
Office 365 comes with a set of administrator roles that you can assign to users in your organization. Each admin role maps to common business functions, and gives those people permissions to do specific tasks the Office 365 admin center.

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

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 6 months and 12 months
Access to supplier activity audit information
Users receive audit information on a regular basis
How long supplier audit data is stored for
Between 6 months and 12 months
How long system logs are stored for
Between 6 months and 12 months

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
BSI
ISO/IEC 27001 accreditation date
15/01/2019
What the ISO/IEC 27001 doesn’t cover
Service scope for Office 365 is decribed 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
02/12/2011
CSA STAR certification level
Level 1: CSA STAR Self-Assessment
What the CSA STAR doesn’t cover
Service scope for office 365 is decribed 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 27018, SOC 1
  • SOC 2, FEDRAMP, FIPS 140-2
  • NIST 800-171, HIPAA/HITECH
  • ISB 1596,, CCSL (IRAP)
  • Cyber Essentials Plus

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
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
Office 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 datacenters 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.

Additional information may be found in the relevant service descriptions and Service Level Agreement (SLA).
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
Office 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.

Proactive monitoring continuously measures the performance of key subsystems of the Office 365 services platform against the established boundaries for acceptable service performance and availability. When a threshold is reached or an irregular event occurs, the monitoring system generates warnings so that operations staff can address the threshold or event.
Incident management type
Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach
Please see http://aka.ms/Office365SIM

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

Phoenix is Carbon Neutral - eight years ahead of government targets. We have achieved this by offsetting our operational emissions with carbon credit-approved schemes. By 2026 we will have further reduced our emissions by 50%, and by 2040 we will be Carbon Net-Zero.

We are ISO 14001 certified and hold IEMA membership. In addition, we have developed a Sustainability Carbon Accounting System, which is updated monthly and work closely with suppliers to ensure compliance and best practice throughout our supply chain and operations.

Contract waste will be minimised by recycling wherever possible, removing any general waste we create, and most crucially using cloud technology:

Our clean air low carbon initiatives reduce the impact of our car emissions on the environment and support people's health:

• All company cars are electric vehicles
• Car Share programmes
• Flexible working hours for public transport timetables
• Electric vehicle charging points in the car park for all employees to use on personal or company vehicles
• Use of public transport centrally arranged and promoted for customer visits as the preferred choice of travel
• Hybrid working environment with staff only required to travel to the office 2-3 times a week.
• No 'car idling' policy

To support customers on G-Cloud in fighting climate change, we will deliver the following sustainability workshops free of charge:

• Explore how Microsoft technology can help you record, report, and reduce your carbon emissions in one platform
• Understand how to procure ICT kit for a circular economy, accounting and mitigating for the carbon cost of your hardware
• Discover how you can implement ISO 14001 principles for robust environmental governance and compliance
• Learn how to engage your workforce and change their behaviours to work in greener ways, reducing paper and mileage
Tackling economic inequality

Tackling economic inequality

Phoenix takes our responsibilities seriously around our supply chain to tackle economic inequality, increase resilience and capacity, and create new business, new jobs, and new skills.

We are committed to working with a diverse supply chain to provide a route to market, with over 70% of our services supply chain represented by SMEs. In addition, Phoenix is a signatory of the Prompt Payment Code to show our dedication to driving change towards fair payment terms and boosting the economy.

A member of our Alliances Team works with each partner to give them the necessary support to help them achieve their goals. We operate open-book pricing models with most of our partners to ensure fair margin allocation and encourage implementing improvements for mutual gain-share.

Phoenix ensures its suppliers are treated fairly, ensuring invoices are paid on time as well as promoting fair commercial arrangements. Phoenix encourages all suppliers that the products they supply are from sustainable sources and have excellent quality and environmental practices. This includes ensuring that human rights are adhered to throughout the supply chain. Phoenix is an ethical employer and is committed to raising its staff's well-being, living standards, skills, and health.

These values are upheld in our Supplier Code of Conduct (www.phoenixs.co.uk/about-us/corporate-policies/supplier-code-of-conduct) with our suppliers audited for compliance to ensure our customers are confident they are working with an ethical, social and sustainable supply chain.
Equal opportunity

Equal opportunity

We are committed to ensuring equality, diversity, and inclusion throughout our workforce and eliminating unlawful discrimination. You can read our Diversity and Inclusion Policy at www.phoenixs.co.uk/about-us/corporate-policies/equality-diversity-and-inclusion-policy.

We are passionate about helping women to advance in the IT industry by providing them with access to and support from other women working within the industry, as well as flexible working for every employee and an enhanced parental leave package. This commitment has proved hugely successful with 32% of positions at Phoenix held by women – well above the 20% industry average.

We have also begun our grassroots work by speaking in schools to highlight the roles available within the tech industry and encourage more women to consider careers in tech from an early age.

We are proud to be an accredited Living Wage Employer, supporting an important socially responsible policy and investing in our people.In addition to this, when establishing partnerships with parnters, and suppliers, we also check their living wage status to ensure that the message is heard and acted upon by all.

We are a proud signatory on the Race at Work Charter which underpins our commitment to take practical steps to ensure that we are tackling barriers that people face in recruitment and progression.

We work with our customers and employees to ensure that they can utilise the accessibility options available to them within the technology, apps, and services we all use daily. Whether this is the device they use, the accessibility checker within Outlook or Word, or live captions that can be added to all Microsoft Teams meetings, we ensure that how we work is as inclusive as possible.

We are a Disability Confident Committed employer, this scheme supports organisations like Phoenix to make the most of the talents people with disabilities bring to the workplace.
Wellbeing

Wellbeing

We are committed to creating a compassionate workplace where all employees feel supported personally and professionally by challenging the stigma surrounding mental health, raising awareness, and offering education opportunities. In 2020, we signed Mind’s ‘Time to Change Employer Pledge’ to back our commitment.

We ensure that our team are supported, remain in communication with management and each other, and understand that they can speak openly to their managers about their health and wellbeing to encourage discussion about how we can help them. Our programme of activities is run by our internal mental health and wellbeing ambassadors to help promote positive mental health and embed it into the culture of the organisation.

We hold internal monthly calls where employees are invited to openly discuss mental health and wellbeing, covering topics such as: loneliness, body image, Pride month, menopause support, and parental wellbeing. The aim of these sessions is to remove the stigma often associated with mental health by providing a platform that encourages open and honest conversations about mental wellbeing.

Each employee at Phoenix is given one hour a month on a Wednesday, to do something that supports their wellbeing.That’s 3,732 hours across the entire company each year dedicated to wellbeing.

We have undertaken research and engaged in internal conversations about menopause in the workplace to understand how we can better support our employees with the physical and emotional symptoms of the menopause.

We use the Microsoft Viva platform to help our employees manage their digital well-being and understand how they can change how they work to improve well-being across the organisation.

We have eight mental health first aiders across the business who are professionally trained to provide mental health support and guidance to members of our team who require it.

Pricing

Price
£3.19 a user a month
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
30 day trial

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 ccs@phoenixs.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.