3I STUDIO LIMITED

Estates and Facilities Management Software - CAFM

3i Studio’s suite of Estates, Property and Facilities Management Software (EPFMS) is probably the friendliest Computer Aided Facilities Management (CAFM) available. Use it to securely collect, store, manage, analyse and report your estates data and activity; PPM, Reactive Helpdesk, Property Terrier, Asset Management, Risk Management, Compliance, Mobile Working, Condition Appraisal.

Features

• Complete building asset and facilities management (CAFM) software solution
• Track running costs in real time against budgeted expenditure
• Fault reporting and PPM with semi-automated / reactive Helpdesk
• Hold stock condition appraisal alongside backlog and budget costs
• Store and report detailed space utilisation and occupancy information
• Report on your entire estate simply and easily
• Secure cloud hosting meeting the most demanding Government requirements
• Data upload tools for your survey partners
• Remote access for your engineers and contractors with live feedback
• Securely store, manage and access detailed property and estates information

Benefits

• Easy to install and use; doesn't require IT experience
• Secure, straightforward access to your data, onsite or remote
• Ongoing in-house development; ensuring up-to-date products and live help
• Unlimited calls to our knowledgeable experts for supported clients
• Friendly training as required; single, group, online, new-starter, refresher
• Best value modular CAFM; low lifetime cost, no tie-in
• Secure access however it suits you; laptop, tablet, smartphone
• Developed and supported by techie's who are also property experts
• Automatic free upgrades to latest version for supported clients
• Compliant with HSG264 and HSG227

• Free trial available

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 info@3istudio.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

930152634613273

Contact

Tim Andrew
0345 675 5051
info@3istudio.com

About the service

• Service categories:
  • Application Development and Deployment
    • Data management
      • Database administration and development
        • Database Administration
        • Data Modelling
        • Database Development and Optimization
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: None
• System requirements: Access to a web browser

User support

• Email or online ticketing support: Yes
• Support response times: Email support, and support via our Helpdesk system, are available 9am to 5pm Monday to Friday.; Urgent requests are normally responded to within 2 working hours.; Non-urgent requests are normally responded to within 1 working day.; Unless out of standard working hours support has been arranged, (for example during set-up), requests submitted over the weekend will be responded to on Monday.
• 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: 3i Studio’s software modules each come with annual support, which gives you all you need to maintain your estate data and helps you make the most of all the features and services.; ; We allow all users (from basic users to those with advanced access rights) to access our support systems as our support often includes user guidance. Requests for change or upgrades are limited to nominated key users.; ; Our support includes unlimited access to our knowledgeable and helpful Client Support Team via our helpdesk (which is accessible via the telephone, email or web portal).; ; Support clients also benefit from a dedicated Account Manager and free upgrades to the latest software versions so you can keep up-to-date with the latest developments and innovations.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We are with our clients every step of the way during implementation and operation, and this includes training. We help set up the system to meet your needs, support you with importing or populating historic data, and of course ensure you fully understand how to use it. If you are taking on multiple modules, we will help you bring them on board at the right speed for you, which may be one module at a time.; ; 3i Studio deliver in-depth to basic user role specific training for all our modules and are also happy to ‘train the trainers’ so that you can continue to train your teams in-house.; ; Whether you are a new client, would like some refresher training, or you have new team members, we will deliver training for you or your team in a friendly and accessible way to meet your specific needs. This speeds up implementation across your organisation and maximises your operational benefits.; ; Our in-depth training equips users with the skills to make the most of your software; and your knowledge can be added to as you become more familiar with our software, enabling you to use it for more and more useful functions.
• Service documentation: Yes
• Documentation formats: PDF
• Documentation accessibility standard: WCAG 2.2 A
• End-of-contract data extraction: At the end of a contract, users can extract their own data by running reports to export to MS Excel or we can do it on their behalf. We can also provide SQL Database backups or extracts from specific data tables. Furthermore, we can provide a database backup containing all the data or, at extra cost (quoted at our standard day rates), to provide specific outputs of required information.
• End-of-contract process: When contracts come to an end, we can provide a database backup containing all the data at no extra cost, or at extra cost provide specific outputs of required information. Any extra costs are charged for fairly at our standard day rates and will be quoted for in advance. We treat exiting clients with the same care as existing clients and do not seek to make offboarding difficult.

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: Because our software is cloud based, it is accessible via standard smart phones / mobile phones like any other web enabled page. Further mobile modules are also available to enable mobile phones to be used for data collection services. These are particularly useful for locations with poor mobile signal; where the data collected during a survey or risk assessment can be uploaded once the mobile returns to an area with reception.; With other modules, Engineers and Contractors can also access building or machinery documentation or sign off work requests or raise queries via their mobiles whilst out in the field.
• Service interface: No
• User support accessibility: WCAG 2.2 A
• API: No
• Customisation available: Yes
• Description of customisation: Our software modules run out of the box but are fully customisable either by us, as part of the setup process, or by the end user as the system is populated.; ; Customisation includes:; ; 1) Customisable screen views and content (for individuals or the whole organisation).; 2) Customisation of fields (e.g. re-naming).; 3) Making fields advisory or mandatory.; 4) Customisation of pick-lists and lookup items.; 5) Specifying what data can be seen by the type / level of user.; 6) Setting filters, groupings and sorting.; 7) Menu customisation.; 8) Setting up bespoke reports.; 9) Creating questionnaires.; 10) Creating risk assessments.; 11) Selecting the graphs, images and updates to appear on your Live Dashboard.; ; Customisation permissions vary depending upon the access and security rights of the user.

Scaling

• Independence of resources: Resource monitoring is applied and resources are adjusted as necessary.

Analytics

• Service usage metrics: No

Supplier type

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• 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: Another external penetration testing organisation
• Protecting data at rest: Physical access control, complying with another standard
• Data sanitisation process: Yes
• Data sanitisation type: Explicit overwriting of storage before reallocation / Secure Erase
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Users can run reports to export to Excel. We can provide SQL Database backup or extracts from specific data tables. Furthermore, we can provide a database backup containing all the data or, at extra cost (quoted at our standard day rates), also provide specific outputs of required information.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • SQL
  • Excel
  • PDF
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • XLS
  • XLSX
  • CAD

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: With our dedicated 9am to 5pm, Monday to Friday, helpdesk fast response times you can be assured of the smooth operation of your systems and a friendly voice at the end of the phone. With regular software updates you can be sure your system will be up-to-date and in touch with the latest changes as they occur.; ; Our load balanced servers deliver a reliable up-time of 95%+ and along with server redundancies, regular system backups, and multiple physical server location, should the worst happen interruption to your service will be minimal.
• Approach to resilience: We regularly review our server systems to ensure they are suitably designed and configured to provide a system with optimum protection. As part of this process we will identify potential threats and weak points in the system and resolve them. Load balancing and server redundancy also aid in the resilience of our systems.
• Outage reporting: Should the worst happen and something does go wrong at our end that impacts any of our systems, email alerts will be sent to key users within each client organisation. Our website will be updated to include details of the issue and expected resolution time, but most importantly we will contact key users by telephone to notify them directly should any critical issues arise.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
• Access restrictions in management interfaces and support channels: Server management interfaces are restricted to 3i Studio staff only. In-software management interfaces are restricted by only being accessible to users with advanced access rights (Super-User or Administrator). Only users approved by the client's management team are given advanced access.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
  • Other
• Description of management access authentication: Management logins are also restricted to UK only IP address ranges by default and can be further restricted to a limited IP range.

Audit information for users

• Access to user activity audit information: Users contact the support team to get 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

Security governance

• Named board-level person responsible for service security: Yes
• Software Security Code of Practice: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: We base our approach to security governance on various standards such as ISO 27001, Cyber Essential, and other best practice guidance, and whilst we are not specifically certified we do keep abreast of changes to Government guidance and regulation and wherever possible run our systems in line with these requirements.
• Information security policies and processes: With many years of experience hosting for our clients we have developed internal policies and management systems to deal with security and system accessibility covering areas including data at rest, data in transit, physical storage security, and data disposal. When combined with the security built into our software, we are confident that our security meets the needs and requirements of even our clients with the most demanding security requirements.; ; As part of our security management process, we regularly review our server systems to ensure they are suitably designed and configured to provide the system with optimum protection. As part of this process we will identify potential threats and weak points in the system and solve any issues that arise.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Our change management follows a standard pattern; each system is delivered with a test and live environment and changes are rolled out to test environments for user acceptance testing before being moved to the live system. Server updates are carefully managed in the same fashion with a test environment being used to access any security or functionality updates before these are rolled out to our client environments.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: We work closely with our service providers to monitor security threats, as well as monitoring new information and security updates from Microsoft. Further still, we carry out regular penetration testing on our systems to confirm the robustness and identify any potential security threats / issues which need to be resolved either by update or by monitoring and management.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: To enable us to focus on delivering best service we employ a third party specialist to monitor the performance and security of our systems. This gives us the best possible view of our systems and enables us to better manage outcomes to any potential issues. This process also allows us to use competent specialist who are best qualified to access this type of information.
• Incident management type: Supplier-defined controls
• Post-quantum cryptography secure: Yes
• Incident management approach: Users can report incidents to us via email, telephone or web portal at which point an incident number will be generated and the issue logged on our internal helpdesk system. Issues are then assessed for severity and priority and any system changes undertaken as required. Clients are informed of the outcome of any changes / investigations and software updates that may be applied. Issues that arise around software usage and guidance can also be resolved in this way with email updates being sent as any work moves forward, and on completion.

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 v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Request a login for a free demo system to test drive, via email. We will provided you with sample data and guidance on how to use it, which will enable you to try all the functionality of our software. There is no time limit for this.
• Link to free trial: Info@3istudio.com

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%

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber Essentials Certificate Number: Ce58c8bd-81a0-40ed-9f25-34e9c846b70b
• Cyber essentials plus: Yes
• Cyber Essentials Plus Certificate Number: 978cd7d7-dbd2-4c99-87d7-1e431f87627e
• Other security certifications: No

Social value

• 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
  • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
  • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
  • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
  • 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
  • Plans for an appropriate income replacement policy for staff who are required to spend time away from work to care for a sick dependent or close relative
  • 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 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
  • 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
  • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain

  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

  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

  • Plans for positive actions with community groups.
• 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
• 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

  • Working conditions which promote an inclusive working environment and promote retention and progression

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

  • 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

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 info@3istudio.com. Tell them what format you need. It will help if you say what assistive technology you use.