West March Systems Ltd

TERMS Evolution Managed

We manage your entire MIS for you, all funding validations and submissions, provide a full web site, all technical updates, reporting and analysis. With an MIS manager responsible for data accuracy while you retain control Learner contact. ILR produced data with supporting data validation and automated reporting.


  • Fully Managed MIS
  • ILR Funding and Statistics with Ofsted Reporting and Analysis
  • Online Courses
  • Staff and Tutor Tracking with Pay Claims
  • Accounts and Finance
  • Room and Facility Booking
  • Courses, Curriculum, Exam and Enrolment Management
  • Vulnerable Learner details
  • Custom Report Designer


  • Full ILR Management with retained history of returns
  • Data Entry
  • Designed for Adult Education and Training Providers
  • Assists with Ofsted Inspections
  • Complete MIS Management


£2,000 a unit a year

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 mark.lancaster@westmarchsystems.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.


G-Cloud 13

Service ID

8 8 8 9 5 5 0 8 6 0 9 4 4 2 7


West March Systems Ltd Mark Lancaster
Telephone: 08712 342499
Email: mark.lancaster@westmarchsystems.co.uk

Service scope

Software add-on or extension
Cloud deployment model
Private cloud
Service constraints
No constraints
System requirements
HTML5 Compliant Browser

User support

Email or online ticketing support
Email or online ticketing
Support response times
Within 2 hours during normal business hours which are Monday to Friday 9:00am to 5:30pm
User can manage status and priority of support tickets
Phone support
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
Web chat
Web chat support availability
9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard
None or don’t know
How the web chat support is accessible
A simple pop-up chat box via our online support desk.
Web chat accessibility testing
Onsite support
Yes, at extra cost
Support levels
This system comes with a single standard support level package. Additional support or training is chargeable.
Support available to third parties

Onboarding and offboarding

Getting started
Online training and full user documentation with the option for onsite training.
Service documentation
Documentation formats
  • HTML
  • PDF
  • Other
Other documentation formats
Integrated pop-up Help
End-of-contract data extraction
Data can be exported from the system
End-of-contract process
The user is assisted through exporting of data for local retention and then the held data is securely destroyed to ensure GDPR compliance.

Using the service

Web browser interface
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
Application to install
Designed for use on mobile devices
Differences between the mobile and desktop service
No difference, both work via an HTML 5 compatible browser
Service interface
User support accessibility
WCAG 2.1 AA or EN 301 549
Customisation available


Independence of resources
Isolated and managed servers with 24/7 monitoring and alerts. The scaling is based upon over 10 years of active monitoring and known usage levels.


Service usage metrics
Metrics types
Build in statistics on user connectivity, enrolments and new learners. Web site Google Analytics.
Reporting types
  • Real-time dashboards
  • Reports on request


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
Data storage and processing locations
United Kingdom
User control over data storage and processing locations
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 CHECK service provider
Protecting data at rest
Physical access control, complying with CSA CCM v3.0
Data sanitisation process
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • 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
There is a large suite of export options from which the user may choose the data to be exported. The export is then sent to the client.
Data export formats
Data import formats
Other data import formats
  • Excel for Course Planning to a set planning template
  • XML for ILR importing

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
WMS shall provide at least a 99.5% uptime service availability level (Uptime Service Level) in respect of the software hosting services. This availability refers to an access point on WMS hosting provider's backbone network. It does not apply to the portion of the circuit that does not transit the hosting provider's backbone network, as the Customer is responsible for its own internet access. Availability does not include Maintenance Events, Customer-caused or third party-caused outages. If availability falls below the Uptime Service Level in a given calendar month, WMS shall credit the Customer's account by an amount calculated as the product of the total cumulative downtime.
Approach to resilience
The use of Rackspace Data Centres with enterprise-grade infrastructure, managed by data centre specialists utilising highly trained engineers that monitor systems around the clock, constantly overseeing the security and uptime of the infrastructure. Multiple layers of redundancy with physical security, power, cooling and networks are each at least N+1 redundant.
Outage reporting
Public announcements via our support forum and social media if serious outage. Direct email alerts to customers with telephone contact if serious.

Identity and authentication

User authentication needed
User authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
  • Other
Other user authentication
Point to Point IP restricted access via Firewall
Access restrictions in management interfaces and support channels
User defined access via the SLA with user provided access levels.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
  • Other
Description of management access authentication
Peer to Peer IP restriction via Firewall

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
Who accredited the ISO/IEC 27001
Certification Plus
ISO/IEC 27001 accreditation date
What the ISO/IEC 27001 doesn’t cover
Cryptographic controls as these are not applicable
ISO 28000:2007 certification
CSA STAR certification
PCI certification
Who accredited the PCI DSS certification
PCI DDS D Self Certification
PCI DSS accreditation date
April 2019
What the PCI DSS doesn’t cover
Full Self Certification under PCI D - no hosted PCI information.
Cyber essentials
Cyber essentials plus
Other security certifications

Security governance

Named board-level person responsible for service security
Security governance certified
Security governance standards
ISO/IEC 27001
Information security policies and processes
Certified ISO 27001 ISMS processes with full Risk Management, System Controls, Incident Management, Environmental Security, Document Control, Disaster Recovery and Business Continuity.

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
Certified ISO 27001 processes with ICT Patching and Log management, structured Software Development, Data Retention and Data Centre appraisal reviews. Managed via scheduled IT Exec audits and meeting with asset management control, review and change management.

External procedure and process auditing, internal and external PEN testing.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
Certified ISO 27001 and Cyber Essentials provide internal and external process for identifying managing and controlling threats and vulnerabilities. In additional external identification via PEN testing, anti-virus security and personnel checks. Threats are dealt with under ISMS and patches are deployed once assessed and approved.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
Strict anti-virus, malware and associated tracking via industry standard professional software. System monitoring and management. Threats are managed and tracked via Asset Management System and escalated as necessary.
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
Processes defined under ISO 27001 with full incident management. External incidents reported via support desk electronically or via telephone communications with management via the Asset Management system utilising Incident Control processes, which can provide full reporting.

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

Social Value

Fighting climate change

Fighting climate change

West March Systems is committed to helping fight climate change. We achieve this by:
Holding customer and client meetings predominantly online to eliminate CO2 emissions from travelling. Where travel to on-site is required, public transport is used where possible to keep emissions to a minimal level;
Complying with all relevant environmental legislation, regulations and approved codes of practice;
Protecting the environment by striving to prevent and minimize our contribution to pollution of land, air, and water;
Seeking to keep wastage to a minimum and maximize the efficient use of materials and resources;
Managing and disposing of all waste in a responsible manner;
Providing training for our staff to create an environmentally aware culture;
Covid-19 recovery

Covid-19 recovery

West March Systems were able to retain all jobs and skills throughout the Covid-19 crisis with 0% of staff being furloughed. We are committed to providing long term job security for all of our staff.
Clients have been supported in managing and recovering from the impacts of Covid-19 by being provided with new ways of working so that they are able to continue working and provide services remotely along with making the transition back into the workplace.
Local businesses are used where possible for products and services required by West March Systems to help grow the local economy and support small businesses in the area.
Tackling economic inequality

Tackling economic inequality

West March Systems support paying the Real Living Wage, with 96% FTE of staff receiving the Real Living Wage rate or above.
We offer free IT consultation sessions to local charities on topics such as Cyber Security. Many small charities are unable to afford IT services and can have vulnerable systems without having the knowledge to secure them. We provide our expertise and time to improve their IT knowledge and skills.
Equal opportunity

Equal opportunity

West March Systems is committed to achieving a working environment which provides equality of opportunity and freedom from unlawful discrimination on the grounds of race, colour, nationality, ethnic origin, gender, marital status, disability, religious beliefs, age or sexual orientation. This Policy aims to remove unfair and discriminatory practices within the Company and to encourage full contribution from its diverse community. The Company is committed to actively opposing all forms of discrimination.
The Company also aims to provide a service that does not discriminate against its clients and customers in the means by which they can access the services and goods supplied by the Company. The Company believes that all employees and clients are entitled to be treated with respect and dignity.
• Whistleblowing Policy - we encourage all employees, customers and suppliers to report any suspicion of slavery or human trafficking without fear of retaliation. We provide a confidential helpline to protect the identity of whistle-blowers.
• Code of Conduct - our code encourages employees to do the right thing by clearly stating the actions and behaviour expected of them when representing the business. We strive to maintain the highest standards of employee conduct and ethical behaviour when operating abroad and managing our supply chain.
• Purchasing Code - we have updated our Purchasing Code and supplier contracts to make explicit reference to slavery and human trafficking.


West March Systems supports staff in their health and wellbeing by introducing additional learning opportunities in the workplace to enhance employee’s careers. Staff are encouraged to take regular breaks and flexible work arrangements are available to create a positive work/life balance.
West March Systems supports a local martial arts club which encourages physical and mental health, wellbeing and social community.


£2,000 a unit a year
Discount for educational organisations
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 mark.lancaster@westmarchsystems.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.