Bestoutcome

PM3Time - time management, cost management and expense management

PM3time is a timesheet application widely used in the NHS, Police, Councils and other public sector organisations. It is easy-to-use and has been designed by project management practitioners. PM3time functionality includes expenses, time recording, reporting and an interface to Xero accounting package.

Features

• Xero Interface. Integration with Xero to automatically generate invoices
• Timesheet approval. Timesheets and expenses management within email
• Utilisation management. Calculate utilisation, set targets by role and person
• Fast and easy data entry. Mobile or desktop
• Time recording. Create timesheets from templates
• Expense Management. Multiple rates per person and by role.
• Cost Reporting. Generated by role and person
• Time and Expenses reporting via Excel and other formats

Benefits

• Improved accuracy of time recording with Xero integration
• Future project estimation solution
• Team performance management
• Team utilisation. Set utilisation by role and person
• Identification of non-productive activities
• Accurate project billing and reporting solution
• Performance and productivity through reports and email

£21 a user a month

• Education pricing available
• Free trial available

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

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

Framework

G-Cloud 14

Service ID

847064619781499

Contact

Martin Sheehan
01753 885864
info@bestoutcome.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: No. Maintenance is usually carried out at weekends to minimise disruption. Bestoutcome plans for three upgrades a year.
• System requirements:
  • Internet enabled device
  • Monitor resolution: Minimum 1280 x 720 Recommended 1280 x 1024
  • Recommended specification CPU: 2GHz or higher RAM: 1GB+ storage
  • Updated Chrome, Firefox and Edge browsers supported

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Support available Monday to Friday excluding bank holidays, between 9am to 5pm. If support required outside of this, this will be based on needs against our consultancy day rate. Our service levels are contained in our terms and conditions. ; ; Service Levels: The standard SLA can be provided on request and has the following support: Incident Response Times: 30 minutes for hours 24x7x365, Hardware Response Times: 4/8/24 hours for critical/impact/standard cases for hours 24x7x365. Standard SLA for PM3Time product support: ; Critical – 2 hours, ; High – 4 hours, ; Medium – 8 hours,; Low – 16 hours.
• User can manage status and priority of support tickets: No
• 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: Licence costs include hosting, backups, monitoring, bandwidth and all help desk support. ; ; Second line support via email Hotfixes for critical issues ; PM3Time has a comprehensive built in Help Guide and Videos. As part of the setup, we also create a bespoke Quick Start Guide to match your local configurations in PM3Time. ; ; Additional training and support services can be provided both virtually and on-site.; ; Professional Services (Charged at rates in our pricing document): ; Virtual or Classroom Training, ; Data Load, ; PMO Analyst.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide on-site and remote training based on our consultancy pricing, and on-line videos which can be watched on-demand. User Guides including a quick-start guide are provided, and the product has an extensive on-line Help system. We also provide support to the client for planning their PM3time implementation.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats:
  • Word
  • PPT
• End-of-contract data extraction: Off-Boarding is simply a case of the customer providing sufficient notice, followed by both parties jointly agreeing the retirement schedule of their service and associated data. This process is designed to be as quick and seamless as possible, providing the customer with full control of the downloading and destruction of their data. All customer data can be provided by Bestoutcome in the form of a SQL Server database extract from which the client can extract their data. There is no charge for this. If data is needed to be extracted in another format, this can be done but there may be a charge for this which is calculated from our consultation day rates based on the time needed to complete the tasks requested. 30 days after termination the client data is permanently destroyed from all devices and infrastructure.
• End-of-contract process: Off-Boarding is simply a case of the customer providing sufficient notice, followed by both parties jointly agreeing the retirement schedule of their service and associated data. This process is designed to be as quick and seamless as possible, providing the customer with full control of the downloading and destruction of their data. All customer data can be provided by Bestoutcome in the form of a SQL Server database extract from which the client can extract their data. There is no charge for this. If data is needed to be extracted in another format, this can be done but there may be a charge for this. 30 days after termination the client data is permanently destroyed from all devices and infrastructure.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: PM3Time is a Software as a Service solution that is accessible on any internet-enabled device. We have an app that provides a lighter feature set that allows you to check milestones actions tasks, risks and issues. Access via a browser exactly mirrors the desktop experience and features.
• Service interface: No
• User support accessibility: WCAG 2.1 AA or EN 301 549
• API: Yes
• What users can and can't do using the API: PM3TimeTime Data is available for Management Information Analysis via SOAP and REST web services.; The service itself is not setup via API - PM3Time is setup and configured through the UI. The API enables read-only access to the PM3Time data.I; The API is read only and provides access to the PM3Time data using a browser or BI tools. All changes to data are made through the UI.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Some of the fields in PM3Time can be customised by the user.; ; PM3time has many configuration options that the customer can change. We can also offer a customised consulting support model if required.; ; Virtually every screen in PM3time has the ability to be configured by the user.

Scaling

• Independence of resources: Usage of disk space and CPU are actively monitored and assessed by us. PM3Time is installed on a virtual infrastructure in Microsoft Azure which is secure and scalable, allowing us to easily turn on more disk and CPU as needed at no extra cost to our customers.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Baseline Personnel Security Standard (BPSS)

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: Managed by a third party
• 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
  • Encryption of all physical media
• Data sanitisation process: No
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: All customer data can be provided by Bestoutcome in the form of a SQL Server database extract from which the client can extract their data.; ; We can also provide a SQL Server Backup which the client's technical people can extract data from.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Excel
  • PowerBI
  • Microsoft BI
  • Cliq
  • Sisense
• Data import formats:
  • CSV
  • Other
• Other data import formats: Excel (for some screens)

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: Our PM3Time system is on a virtual stack which is replicated. This virtualisation allows our computing resources to be ‘elastic’ and we can immediately uprate resources as the demand on our service expands. Extra resources are managed by Bestoutcome and our data centre provider and are essentially invisible to the customer. Our uptime is in excess of 99.99 %. ; SLAs for availability are specified in the software licences contract, and are summarised below :; - Non-resilient option: 99.7% available; fee credit – pro-rated unavailable time of monthly charge; - Resilient option: 99.9% avail; fee credit – 2% of monthly charge for each 120 minute period; A more detailed plan can be provided to buyer on request; Support is available during Monday to Friday excluding bank holidays and between 9am to 5pm. If support is required outside of these hours, this can be negotiated with Bestoutcome based on additional need against our consultancy day rate. Our service levels are contained in our terms and conditions.
• Approach to resilience: Our PM3Time infrastructure is replicated to a secondary data centre. In the event of a 'disaster' at the primary data centre, services are failed over to the secondary data centre. Further details of these procedures can be provided on request.
• Outage reporting: We report any outages via e-mail alerts.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: Management interfaces are restricted to named users from white listed IP addresses only.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • 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 contact the support team to get 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

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: British Assessment Bureau
• ISO/IEC 27001 accreditation date: 1st February 2016, current expiry date 31st January 2025
• What the ISO/IEC 27001 doesn’t cover: Bestoutcome holds ISO 27001 certification for the design, development and testing of software, including sales and support of licensed software. Anything else is excluded.
• ISO 28000:2007 certification: No
• CSA STAR certification: Yes
• CSA STAR accreditation date: 19/06/2020
• CSA STAR certification level: Level 2: CSA STAR Attestation
• What the CSA STAR doesn’t cover: None. Our services are fully hosted on the Microsoft Azure platform which has CSTAR Level 2 accreditation
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• 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:
  • CSA CCM version 3.0
  • ISO/IEC 27001
  • Other
• Other security governance standards: Cyber Essentials and Cyber Essentials +
• Information security policies and processes: Bestoutcome holds ISO 27001 certification for the design, development and testing of software, including sales and support of licensed software. This certification includes independent verification that we operate effective and sufficient processes for restricting access in management interfaces and support channels. This includes physical separation of the client databases.; ; We also have the Cyber Essentials Plus accreditation.; ; We have a board member who is responsible for Security and we also have a Security Officer who reports to the Security Director.; ; A copy of our Information Security Management System can be provided on request.

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: Bestoutcome holds ISO 27001 certification for the design, development and testing of software, including sales and support of licensed software.; This certification includes independent verification that our Configuration and Change Management processes and tools are effective and sufficient. We can provide full details on request. We use Carbonite for backup and restore, and Webroot anti-virus software for malware protection.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Bestoutcome holds ISO 27001 certification for the design, development and testing of software, including sales and support of licensed software.; This certification includes independent verification that we have effective and sufficient processes in place for vulnerability management. Security Issues are treated as Incidents. Security Risks are recorded in the Risk Treatment Plan (which is part of our ISO 27001 certified Information Security Management System) and are managed through the monthly Management Reviews.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Bestoutcome holds ISO 27001 certification for the design, development and testing of software, including sales and support of licensed software.; This certification includes independent verification that we operate effective and sufficient processes for protective monitoring. Our ISP is responsible for monitoring of the live servers, and their systems include DNS and virus protection. As part of our ISO 27001 processes we regularly review the log files on the servers for irregularities, and take appropriate measures to log these Issues and resolve them.
• Incident management type: Supplier-defined controls
• Incident management approach: Bestoutcome holds ISO 27001 certification for the design, development and testing of software, including sales and support of licensed software. This certification includes independent verification that we operate effective and sufficient processes for incident management. Our Information Management Security System Policy determines that any and all incidents must be reported immediately in the Information Security Officer. Incidents are recorded in the Issues Log. Bestoutcome’s primary goal is to re-establish secure access to the customer’s systems as rapidly as possible and ensure there is no loss of data or data integrity.

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
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  As a group we have a 2030 Net Zero roadmap to reduce our carbon footprint; Produced a group environmental policy; Switched to 100 per cent cloud-based servers in the UK.; Partnered with a ‘zero waste to landfill’ certified electronics company to recycle electronic equipment.; Currently using 45% renewable energy supplies.; 19% of our vehicles are electrified.; CO2 production reduced by 18%.; Energy consumption reduced by 18%.

  Covid-19 recovery

  Bestoutcome provide a fully hybrid work environment with all team members fully supported either at home or in the office.

  Equal opportunity

  BestOutcome is committed to reducing the disability employment gap and tackling workforce inequality. ; We operate a hybrid working environment policy to support inclusivity; Our office building is accessible/wheelchair friendly; BestOutcome does not discriminate and actively opposes all kinds of discrimination; We are committed to ensuring that there is no modern slavery or human trafficking in our supply chains or in any part of our business. We have in place a supply chain compliance programme that is maintained by our account managers. This consists of client reviews; audits; and self-certification declarations.

  Wellbeing

  We want to make a positive impact on stakeholders and the wider society, including current and prospective customers, our shareholders and suppliers, as well as our own colleagues and their families; ; Achieved Great Place to Work® accreditation in the UK; Developed a ‘Behavioural Framework’ linking company values to the behaviours of our teams.; Implemented the option for employees to use one volunteering day per year.; Embedding our values and behaviours in reward/ recognition and talent/ succession management; 75% employee satisfaction score; Investing in the physical and mental health and wellbeing of the contract workforce; Implement the 6 standards in the Mental Health at Work commitment; Processes for acting on issues identified; Methods for engaging with the local community, local stakeholders to inform how the contract is performed; Supporting community-led initiatives relevant to the contract, e.g. reducing homelessness, poverty and hunger, reducing loneliness, helping with English language proficiency, and meaningful social mixing among people with different backgrounds.

Pricing

• Price: £21 a user a month
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: We provide a free trial for one month. We don't provide an ongoing free usage of PM3Time. For the free trial we'll configure the system for you and implement PM3TimeLearn for training. During the one month free trial, we'll support your users - maximum 10 - during this trial period.

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

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