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CIVICA UK LIMITED

Civica MDM Proof of Value

The Civica MDM Proof of Value Service provides organisations with a discrete platform that quantifies the value and benefits that can be directly derived from implementing an MDM platform, in addition to identifying duplicates and critical data quality issues.

Features

  • Hosted solution with no installation required and minimal customer resources
  • Secure processes and environment to minimise risk
  • Proven pre-defined matching and data quality rules
  • Automated data processing
  • No requirement for Data Stewardship
  • Rapidly achieve accurate matching results
  • Preconfigured comprehensive data model
  • Enhance data quality

Benefits

  • Quickly establish an objective view of your organisational data quality
  • Identify the value and potential benefits from deploying MDM
  • Re-usable configurations and knowledge that will reduce MDM implementation timescales
  • Demonstrate the automation possible from cleansing, matching and merging data
  • Create complete and accurate person/property views across all sources
  • Eliminate duplicate records
  • Identify records that span multiple sources
  • Support data migration and data quality projects

Pricing

Service documents

Request an accessible format
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Framework

G-Cloud 15

Service ID

9 6 7 5 1 7 0 7 9 7 2 0 4 0 7

Contact

CIVICA UK LIMITED Civica UK Limited
Telephone: +44 (0) 3333 214 914
Email: BidSupport@civica.com

About your service

Service categories

Applications

Customer relationship management

  • Customer service
Multi cloud support
No

Service scope

Software add-on or extension
No
Cloud deployment model
Public cloud
Service constraints
Azure based
System requirements
Deploys into Azure

User support

Email or online ticketing support
Yes
Support response times
Civica provides tiered support levels, allowing customers to select coverage that aligns with their operational needs and budget. Response times are based on the priority of the query and the contracted support tier.

- Weekdays (Monday–Friday (excluding public holidays): Response times to questions follow the agreed service level for the selected tier, with faster responses for higher-priority issues.
- Weekends: For customers with 24x7 coverage, critical issues receive immediate attention at any time.
- Self-service: In addition to live support, customers have 24x7 access to an extensive knowledge base within Civica Support Cloud, enabling immediate self-service for common questions.
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
EN 301 549
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
Civica offers three flexible support levels to suit different organisational needs across its product range:
• Standard Support: Provides helpdesk access during business hours (09:00–17:00, Monday to Friday, excluding public holidays), including incident logging, troubleshooting, and 24/7 access to an online knowledge base. Standard Support is typically included in the annual maintenance fee at no extra cost.
• Enhanced Support: Extends coverage to 08:00–18:00, Monday to Friday, and offers 24/7 cover for high-priority incidents. Benefits include prioritised ticket handling, faster response, service reviews, and limited technical consultation. Enhanced Support is charged as an add-on, generally 15–20% above the standard maintenance fee, depending on requirements.
• Premium Support: Delivers 24/7 assistance, the fastest response times, proactive monitoring, health checks, and direct access to expert staff. It is custom-priced (typically 30–50% above standard rates), ideal for mission-critical operations, and includes tailored service management and technology planning.
Customers choosing Enhanced or Premium Support may access a dedicated Technical Account Manager, while Premium or Enhanced Support (with add-on) includes Cloud Support Engineers for cloud-hosted services. Pricing is reviewed annually, with discounts available for multi-product or multi-year contracts.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
There are a number of stages involved in the implementation of Civica MDM, these are listed below:

[Bulk Loading] source system data, analysing & cleansing.

[Matching]. Identifies matches ranging from definite to probable to unlikely, with a score indicating the confidence of each match.

[Merging]. Creating a confidence level for matches. Matches scoring above a confidence score agreed with the customer are then merged to create a ‘golden record’.

[Keeping in-sync]. Create integrations to keep Civica MDM synchronised with the source systems. This integration would handle instances where new customers are added to a system, or when existing customer details are amended.

[Testing & Go-live]. Civica would undertake a rigorous testing phase, prior to the system being made available for User Acceptance Testing. Our Consultants will then migrate the environment to Production.

[Business as usual]. Configuration of out of the box reports for Data Stewards.

[Training & documentation (on-site)]. Civica offer a comprehensive training program for Technical System Administrators and Data Stewards.
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
Civica would work with customers to determine the most appropriate means of exporting data, dependent on the capabilities and integration standards offered by source systems as well as the frequency with which data is updated. Civica MDM is not prescriptive as to the format and minimum data set for any such external system data source load.
End-of-contract process
In order to ensure that a smooth and effective handover is possible at the end of the contract, a framework needs to be agreed prior to the contract commencement that provides both parties with a clear indication of the areas for which they will be responsible when the contract ceases.
To provide both parties with the necessary assurance that a successful handover can be achieved within the provisions of the contract, this framework should identify all of the main areas in which detailed arrangements need to be made in advance of the contract commencement. Should there be any areas where it is not possible to agree in advance, as some issues will be dependent on the circumstances at the time, these will need to be agreed following notification of termination.
Civica’s price contains provision for discharging these responsibilities comprehensively in the event of the expiry of the contract.
Documentation accessibility standard
EN 301 549

Using the service

Web browser interface
Yes
Supported browsers
  • Microsoft Edge
  • Chrome
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
None
Service interface
No
User support accessibility
EN 301 549
API
Yes
What users can and can't do using the API
Users would use the main Civica Master Data Management (MDM) API which provides both synchronous and asynchronous methods for connecting to data sources or an Enterprise Service Bus (ESB). Typically, Civica MDM is connected to an ESB through Azure Service Bus. The messaging queue technology provides guaranteed message delivery and ensures data integrity throughout the life-cycle of any data. The data governance policies that have been identified and agreed by the key data stakeholders will be modelled and configured within Civica MDM, allowing data to flow bi-directionally to and from source systems and/or an ESB. The validated data held within Civica MDM will then be published as a set of services allowing both data sources and other connected applications to leverage the data held within the Civica MDM to allow the organisational data held to truly be treated as an asset. The introduction of the MDM functionality as services, that are consumable from all aspects of the organisation, allow the implementation of Civica MDM to support a prioritised list of source systems as well as integration with external partner agencies and their data sources in the future.
API documentation
Yes
API documentation formats
  • Open API (also known as Swagger)
  • PDF
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
Our implementation approach is highly collaborative and based on providing training and knowledge transfer during implementation to empower customers to fully support their own environment, including self-sufficiency enabling customers to carry out their own data integrations into the Civica MDM technology in the future. This reduces total cost of ownership over time. Civica MDM is a COTS application which can be implemented and integrated rapidly. It is a standards based, flexible technology, such that additional source systems and changes to data definitions can be accommodated with limited technical effort. Full training and knowledge transfer on these tasks would be delivered during an implementation project. Civica MDM is designed to be configurable for a number of uses based on its flexible model and Civica’s approach to data integration. The product provides intuitive user-interface screens to configure the system and are aimed at the relevant user-group for that particular feature. Administrators have full control over configuration of the following: • Security, access credentials, auditing controls etc. Information Workers / Data Stewards can configure: • Matching rules, merging thresholds, report distribution etc. Developers can configure: • Civica MDM services, data adaptor, messaging infrastructure etc. All of these components can be reused.

Scaling

Independence of resources
Civica MDM is designed to be highly scalable using Azure Kubernetes and Azure Cosmos. Each Civica MDM customer can have their own instance installed on the Microsoft Azure cloud infrastructure so that there are no performance implications from additional customers subscribing to the service.

Analytics

Service usage metrics
No

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
Developed Vetting (DV)

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
Complies with a recognised standard (for example CSA CCM version 4.0)
Penetration testing frequency
At least once a year
Penetration testing approach
In-house
Protecting data at rest
  • Physical access control, complying with CSA CCM v4.0
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
  • Other
Other data at rest protection approach
Data is fully encrypted at rest within Azure Cosmos database using AES 256 with either platform managed or customer managed keys.
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

Data importing and exporting

Data export approach
Civica would work with customers to determine the most appropriate means of exporting data, dependent on the capabilities and integration standards offered by source systems as well as the frequency with which data is updated. Civica MDM is not prescriptive as to the format and minimum data set for any such external system data source load.
Data export formats
  • CSV
  • Other
Other data export formats
  • XML
  • SQL Server
  • Oracle
  • Any supported by Azure Data Factory
Data import formats
  • CSV
  • Other
Other data import formats
  • XML
  • SQL Server
  • Oracle
  • Any Supported by Azure Data Factory

Data-in-transit protection

Data protection between buyer and supplier networks
  • Private network or public sector network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Other
Other protection within supplier network
Cloudflare is used to protect front end access.

Data is hosted within a Microsoft Azure environment and is encrypted at rest.

Azure managed identities and private end points are used within the solution.

Availability and resilience

Guaranteed availability
Civica MDM can support up to 99.99% availability depending on a customer's requirements.

For continuous operation of Civica MDM with high volume batch feeds or real-time trickle feeds.
Where there is a requirement, Civica MDM can be configured in a high availability configuration.

A single Civica MDM instance is not a single process, but a group of processes orchestrated to deliver the matching pipeline running in Azure Kubernetes.

This provides application level resilience and scalability, allowing Civica MDM to scale up and down in response to demand on the instance.
Approach to resilience
Civica utilises Microsoft Azure which provides high levels of availability and resilience and is designed from the ground up to be resilient, leveraging capabilities on Azure Kubernetes and Azure Cosmos to ensure highly resilient service,
Outage reporting
Civica MDM utilises a combination of tools within the Azure.
This includes the use of event logs and metrics and can make use of Azure Function Triggers to notify of any issues.

And the use of Civica MDM provides the capability to monitor and report on items such as batch load performance and completion, workflow execution statistics, data quality of master data and business process metrics via an HTML user interface.

Identity and authentication

User authentication needed
Yes
User authentication
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password
  • Other
Other user authentication
Civica MDM can integrate with Microsoft EntraID in order to provide user and service authentication and authorisation. The configuration, management and revoking of user accounts is under the direct control of the IT administrators. All aspects of the solution honours strict role based access controls which can be used to restrict access to system features as well as data held within it. In addition, this can be controlled with Microsoft configuration management tools to enforce IT policy and conform to any internal network restrictions.
Access restrictions in management interfaces and support channels
Civica MDM has a built in role based authentication capability (RBAC) which can be integrated with 3rd party authentication mechanisms.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password
  • Other
Description of management access authentication
Civica MDM can use Microsoft EntraId in order to provide user and service authentication and authorisation including Multi Factor Authentication (MFA)

The configuration, management and revoking of user accounts is under the direct control of the IT administrators. All aspects of the solution honours strict role based access controls (RBAC) which can be used to restrict access to system features as well as data held within it. In addition,

Solution uses Azure Network Security Groups for controlling network access, and internally within the solution private end points.

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
User-defined
Access to supplier activity audit information
Users have access to real-time audit information
How long supplier audit data is stored for
User-defined
How long system logs are stored for
User-defined

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
Cyber Essentials
ISO22301
ISO9001
ISO27001
ISO27701
Information security policies and processes
In order to provide a wide range of services to public and private sector organisations, Civica maintains an active information security programme. This programme requires regular internal and external audit inspection of both physical and logical data protection structures. The policies and procedures are aligned to ISO 27001 and Cyber Essentials certifications.
Software Security Code of Practice
Yes

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
Product enhancement requests are captured by the Product Management Team and then presented to our internal Product Review Board (PRB). Once the changes have been agreed and prioritised, they are passed to Product Development to add to a subsequent release. The customer will be notified at each stage of the process and provided a release schedule. Civica implement an Agile Development approach with tasks split into manageable iterations. Prior to the start of each iteration, Civica determine what will be delivered within the development period and taken from the product roadmap.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Industry standard static and dynamic code scanning tools are utilised as part of the build pipeline to identify any known vulnerabilities in addition to annual penetration tests by in house CREST accredited penetration test team. Any issue identified are addressed with updates made.

Due to the containerised nature of Civica MDM, updates can be quickly deployed as needed to address any identified vulnerabilities.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Civica MDM logs key events to a centralised logging mechanism IT monitoring tools to identify system warnings.
Proactive monitoring takes place through Azure Portal and management tools.

Civica MDM also retains an audit trail of key user events on interactions with the user interface. This includes logging in to the system, amendments to configuration and domain models as well as actions such as search, record manipulation and record viewing. Each event is timestamped using the date, time and meta data about the origin of the event, including the user, is retained.
Incident management type
Supplier-defined controls
Incident management approach
Any potential incidents will be logged and reported initially to a line manager. Depending upon the severity of the incident, it may be escalated to the Head of Technical Services and ultimately the Chief Executive Officer. Any direct impact on a customer or their data will be communicated immediately and an appropriate remedy agreed upon.
Monthly customer reports will detail incident information.
Post-quantum cryptography secure
Yes

Secure development

Approach to secure software development best practice
Conforms to a recognised standard, but self-assessed

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
ISOQAR
ISO/IEC 27001 accreditation date
Friday 15 August 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
ISOQAR
ISO 9001 accreditation date
Friday 15 August 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
192154bb-d1b4-4c33-a961-8419a0f8e734
Cyber essentials plus
No
Cyber Essentials Alternative
None of the criteria
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
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • 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
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • 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
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Support for the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • 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
    • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
    • Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating to the contract
  • 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
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering
  • 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 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
    • Structuring of the supply chain selection process to ensure fairness (e.g. anti-corruption) and encourages participation by a diverse range of businesses, including with regard to new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutual
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Methods for engaging with different parts of the community (including the education system and charities representing the community) and how communities come together to inform decisions, strategy and projects to leave a positive legacy for future generations
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Collaborative ways of working with the supply chain to deliver additional environmental benefits in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Delivery of additional environmental benefits through the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement
    • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it
  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
    • Delivery of training schemes and programmes to address any identified skills gaps and under-representation in the workforce for the contract (e.g. prison leavers, care leavers, kinship carers, disabled people)
    • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Collection of the views and expertise of disabled people and their representative organisations on successfully supporting disabled employees or applicants
    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
    • Introducing transparency to pay and reward processes
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition
  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Understanding of issues relating to entering the contract workforce
  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition
    • Actions to invest in the physical and mental health and wellbeing of the contract workforce

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