PROPERTY TECTONICS LIMITED

Lifespan Housing Asset and Compliance Management Software

Lifespan Housing is cloud-based asset management and compliance software, encompassing the necessary elements to manage properties and reduce compliance risks. Lifespan Housing allows flexible integration of asset and compliance information, allowing interrogation across all areas, to produce reports needed to efficiently manage current and future stock and potential compliance risks.

Features

• Cloud-based
• Real time and Custom reporting
• Unlimited data storage
• Intelligent analysis tools
• User defined data structure
• Helpdesk support provided
• Intuitive and easy to use
• Integrated compliance,Fire Risk Assessment, Asbestos, Water, Gas, Radon
• Integrated compliance Decent Homes, HHSRS, WHQS2023, SHQS,
• Government approved integrated RdSAP

Benefits

• Manage your data on site (if required)
• Update data from a mobile device (phone or tablet)
• API integration & Import /export content in various file formats
• View and report live information with a single click
• The ability to manage and smooth costs over multiple years
• Quickly determine what data is held against a property
• Customisable RAG rates risk assessment
• Manage risk and compliance
• Manage financial forecasts
• Create and store custom reports and filters for future use

Service documents

• Pricing document

  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 manchester@property-tectonics.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

227157049994101

Contact

Patrick Brady
+441617274305
manchester@property-tectonics.co.uk

About your service

• Service categories:

  Application Development and Deployment

  Analytics and business intelligence

  • Business Intelligence
  • Advanced and predictive analytics
  • Location and geospatial data management and analytics
• Multi cloud support: Yes

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: None
• System requirements:
  • Microsoft Edge
  • Chrome 21+
  • Firefox 29+.
  • Mobile devices require Android 5.0 onwards / iOS 12.0 onwards.
  • Synchronisation can be done using WIFI or via 4G/5G connectivity
  • A modern JavaScript-enabled web browser

User support

• Email or online ticketing support: Yes
• Support response times: 9:00 to 5:00pm Monday to Friday, Excluding Bank Holidays & weekends.; Total loss of service - Within 1 - 4 Hours; ; Severe loss or reduction of service. An important function is experiencing a reproducible problem causing serious inconvenience. No workaround available at the time - Within 4 Hours - 1 Working Day ; ; Minor loss or reduction of service. Secondary function causing an intermittent problem. ; Medium effort workaround available - Within 1 - 10 working days ; ; Minor inconvenience of service. A less common operation fails occasionally causing low level inconvenience. ; Low effort workaround available - Within 1 – 90 Working Days
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 A
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Yes
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: EN 301 549
• Web chat accessibility testing: Site improve review
• Onsite support: Yes, at extra cost
• Support levels: All day to day queries are logged, by the customer, onto the helpdesk. ; ; These queries are then managed by our customer support team and we ensure a maximum of a 24 hour turn around. Customers can run reports, set KPIs and track all support work via the service desk, providing them with a completely transparent and responsive support facility. ; ; The helpdesk is available from 0900 to 1700 Monday to Friday, excluding bank holidays. This service comes at no additional cost to the users.; The helpdesk also contains a knowledge base for self help and reference, which the users can access 24/7.
• Support available to third parties: Yes
• AI chatbot: No

Onboarding and offboarding

• Getting started: Phase 1; Implementation of Lifespan Housing is undertaken in two phases, split by a UAT testing and consultation period.; ; The first phase begins with the Lifespan customer signing agreement, and then providing a copy of their existing data along with any attached photographs, documents and plans.; ; Property Tectonics (pt) will then conduct an analysis of the data and advise on its import and implementation. Where data does not exist then pt are able to assist in its collation and implementation. ; ; At this point a 1-day introductory training session will be carried out, and will include a breakdown of how their data has been imported into the new format.; ; Users will be given access to all training material and instruction videos after this introductory session.; ; User Acceptance Testing (UAT); At this point it is recommended that the client carry out an appropriate period of UAT and consultation within their organisation using the TEST site.; ; Phase 2; Once the customer has completed the UAT period, Phase 2 will begin.; The customer will provide pt with any feedback.; ; pt will review and agree any solutions or provide appropriate advice (2 days).; ; The customer will sign-off the data import; COMPLETION
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Data from each module can be exported separately using the built in import / export interface. This can be done by the user or by Property Tectonics on a time charge basis.
• End-of-contract process: As Lifespan Housing is cloud based, and is opertaed on an annual rolling licence process,there are no requirements to uninstall software or destroy installation media at the end of the contract.; Property Tectonics simply switch off users access. Users are required to provide a minimum of '60 days notice' to cease use of the software before their annual renewal date. ; Data exports are not included in the price of the contract but can be carried out by Property Tectonics on a time charge basis.
• Documentation accessibility standard: EN 301 549

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: The mobile data collection application has been optimised for mobile devices. The user interface and associated screens are different than the desktop service. The mobile application has been optimised for easy, efficient data collection, especially when on site collecting survey data.
• Service interface: Yes
• User support accessibility: EN 301 549
• Description of service interface: The user interface to Lifespan Housing is a dynamic web page that has been developed to mimic the Microsoft Office layout with the ribbon bar across the top of the screens. The different modules are laid out in different tabs that are accessed via the ribbon bar. Each module has widgets to view and export data and or dahsboard visuals with a single mouse click and each module also has the facility to add / edit or delete data. Lifespan has been developed in ASP.NET
• Accessibility standards: EN 301 549
• Accessibility testing: N/a
• API: Yes
• What users can and can't do using the API: The Lifespan Software API will typically enable the same functionality as the software itself – so, it will allow creating of new assets, editing of existing assets and deletion of assets. ; Access is restricted based on an API key, so functionality will be limited to what that key has been granted access to. ; Our API typically supports all the main HTTP Methods that you’d expect (GET, PUT, POST, DELETE), with GET having the most support since a lot of data is typically read-only or just for reference purposes only. ; As well as updating assets, it also supports retrieval and updating of other resources such as documents (images, Word, PDF, Excel etc.). APIs are only focused on assets and their associated data, rather than any sort of user or access management.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: We have a 'core package' which is Lifespan Housing software, this can be customised by the user when the purchase the additional modules that are available. These modules/ packages are not essential for the core asset management function, but they enhance the usability and functionality of the software due to the nature of the modules. They have been built to provide specific functionality that some customers need/ desire to further enhance their asset management performance and portfolio.

Scaling

• Independence of resources: N/A

Analytics

• Service usage metrics: No

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: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Encryption of all physical media
• Data sanitisation process: No
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: Data from each module can be exported separately using the built in import / export excel interface. The user would open up the interface, select the survey module to export the data from, for example planned maintenance, click the export button and Lifespan would export the planned maintenance data for all properties selected into an excel spreadsheet. Data can also be exported via the reporting wizard where any user generated report can be exported to excel.
• Data export formats: Other
• Other data export formats: XLS
• Data import formats: Other
• Other data import formats:
  • XLS
  • XML

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: The servers are managed by Hudson Hill and come with SLA’s that promise:; • 100% Power availability; • 99.5% Network availability; • Hardware faults fixed within 1 hour; • 24/7 Support; • OS and Hardware management with proactive monitoring; ; Property Tectonics’ staff is on call 24/7 to support system availability. ; Please see our services definition document attached with our SLAs further
• Approach to resilience: This information is available on request.
• Outage reporting: Planned outages will be notified in advance by way of email alert and a notification within the software. ; Unplanned outages are reported via our service desk. Email alerts are also sent to all resistered users of the software.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
• Access restrictions in management interfaces and support channels: Access to management interfaces is restricted by user and confined to approved laptops and desktops. Any remote access is restricted to the company network and is restricted to IP addresses from Property Tectonics' external IP range.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • 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: 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: Other
• Other security governance standards: Cyber Essentials, ISO 9001 & ISO 14001 certificate number 2388 and currently working towards ISO 27001
• Information security policies and processes: We take an ITIL based approach to information security management. Our information security policies form part of our ISO9001 certification. We carry our regular internal audits and reviews and are subject to yearly audits by an external agency. The information security manager holds ITIL and Security certifications and reports directly to the Managing Director.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Any changes are assessed for risk, both to the business and to the process.; The change is then assigned to the senior developer, who’s first job is to plan the change in detail.; ; If all stakeholders agree with the plan, the delivery team will build the solution, which will then be tested as part of the defined software development processes.; ; Once testing has been successfully completed the changes are implemented. Following implementation, a review would take place with stakeholders.; ; When the client agrees that the change was implemented correctly, the change can be signed off.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: • Preparation. Define the scope, which systems will be scanned, which vulnerabilities will be identified by the vulnerability scanner.; • Vulnerability scan. Carry out scan using vulnerability scanning tools.; • Define re-mediating actions. If any vulnerabilities are discovered, the IT manager will define re-mediating actions. The IT manager will analyse vulnerabilities, determine associated risks and will provide input on risk remediation.; • Implement re-mediating actions within the agreed timescales.; • Re-scan. Once a vulnerability is re-mediated, a re-scan is scheduled to verify the re-mediating actions have been implemented. ; We get information about potential threads via email notification from notification services.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: • Preparation. Define the scope, which systems will be scanned, which vulnerabilities will be identified by the vulnerability scanner. • Vulnerability scan. Carry out scan using vulnerability scanning tools. • Define re-mediating actions. If any vulnerabilities are discovered, the IT manager will define re-mediating actions. The IT manager will analyse vulnerabilities, determine associated risks and will provide input on risk remediation. • Implement re-mediating actions within the agreed timescales. • Re-scan. Once a vulnerability is re-mediated, a re-scan is scheduled to verify the re-mediating actions have been implemented. We get information about potential threads via email notification from notification services.
• Incident management type: Supplier-defined controls
• Incident management approach: Identification - detect or report the incident; Categorisation - the incident is categorised by priority, SLA etc. ; Prioritisation - the incident is prioritised; Diagnosis - reveal the full symptom of the incident; Escalation - should the Support Staff need support from other organisational units; Investigation and diagnosis - if no existing solution from the past could be found the incident is investigated and root cause found.; Resolution and recovery - once the solution is found the incident is resolved.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Supplier-defined process

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: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: Alcumus ISOQAR
• ISO 9001 accreditation date: Friday 2 December 2022
• What the ISO 9001 doesn’t cover: All of our services are covered by our ISO9001.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: C2ee51d9-cec7-4af6-9b7f-02eb17424316
• 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

    • 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
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce

  • 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.

    • Delivery of apprenticeships, supported internships and T Level industry placement opportunities (Level 2, 3 and 4+) in relation to the contract

Service documents

• Pricing document

  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 manchester@property-tectonics.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.