EXACTLY TECH LTD

Exactly Property Services Mobilisation

Exactly provides expert support to social housing, property management organisations and repairs and maintenance contractors to end-to-end digital services between residents and the repairs provider (DLO or contractor) during new contract mobilisation. Covers project management and implementation for any housing repairs and maintenance cloud based system.

Features

• "Exactly" the "Tech" you want, need and asked for!
• Assessment of solution options against contract and ICT strategies.
• System design and integration using multiple systems, application, services.
• System configuration to match to-be processes with integration into websites.
• User, system, integration and security testing.
• Data migration strategy from legacy systems. Data cleansing.
• User, Champions and SysAdmin training (with supporting documentation).
• Programme and project management. Assist client and suppliers
• Contingency planning.
• Experienced team who have worked for contractor ICT services.

Benefits

• Experienced, knowledgeable and skilled is utilising contractor systems.
• System and vendor neutral integration.
• Mobile, portal and smart-phone device options.
• Agile resources and approach to meet implementation deadlines.
• Seamless exchange of data between client and contractor systems.
• Reduce risks for both parties - acts as independent broker.
• Ensure service and performance not adversely impacted.
• Multiple contractors managed concurrently.
• Access to marketplace for immature contractors.
• Respectful partnership working between housing providers, vendors and suppliers.

£975 to £1,250 a unit a day

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 Richard.Libby@Exactly.tech. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

100593531777096

Contact

Richard Libby
07376 782551
Richard.Libby@Exactly.tech

Planning

• Planning service: Yes
• How the planning service works: Exactly will ensure the proposed solution is suitable for all stakeholders taking account of business plans, asset management strategies, contractual ethos and ICT system architecture / integration policy.; ; Typically, the planning and discovery phase would include:; - Review of contract and project objectives; - Joint discovery workshops with client, vendors and contractors; - Vendor system demonstrations; - User and customer awareness; - Readiness assessment – focus on main risks; - Agree project approach – default Agile; - Digital / Project Roadmap; - Resource management planning; - Solution scope definition and requirements; - Develop some proof of concepts or working models; - Set-up of (sub) project board or alternative project governance arrangements
• Planning service works with specific services: No

Training

• Training service provided: Yes
• How the training service works: Exactly.Tech will provide a training solution as part of an agreed communications plan and implementation plan.; Training for users will commence at the start of the project with vision, demonstration and awareness communications. We would recommend to appointment of subject-area experts and Champions who can deliver training in partnership with Exactly.Tech trainers so that they can provide ongoing support in the workplace environment.; Remedial, new starter and floor walking (user) activities are provided in a post go-live environment to ensure that the service experience we provide is delivered to a high standard. ; Training is typically organised in functional groups of users, for example system administrators, contact-centre staff, surveyors, planners. Training will utilise multi-media materials including online documentation, videos and e-learning.; We would expect client organisations to be reasonable for event planning, administration, logistics and training environment including event ICT equipment.
• Training is tied to specific services: No

Setup and migration

• Setup or migration service available: Yes
• How the setup or migration service works: This service includes set-up and migration activities. This includes a data migration strategy with an agreed plan for data cleansing.; We have experience of set-up and integration of all marketplace products (cloud and on-premise including MS Dynamics 365) used by housing providers and repairs contractors.; We will identify the requirements for this phase during planning and agree a detailed cut-over plan within project governance framework, involving all stakeholders.
• Setup or migration service is for specific cloud services: No

Quality assurance and performance testing

• Quality assurance and performance testing service: Yes
• How the quality assurance and performance testing works: Exactly.Tech will encourage to formation of an all-stakeholder project governance board with agreed protocols for quality assurance and sign-off. This includes risk assessment, ITIL management and PRINCE2 or Agile methodologies as led by the client organisation.; ; We will provide full quality assurance and performance testing or support existing ICT Technical Teams as agreed. Testing regimes include functional, performance, stress, security and vulnerabilities testing.

Security testing

• Security services: No

Ongoing support

• Ongoing support service: Yes
• Types of service supported:
  • Hosting or software provided by your organisation
  • Hosting or software provided by a third-party organisation
• How the support service works: Exactly will provide second-line support to in-house Service Desk and Application Support Teams within ITIL framework best practice protocols.; During implementation we will handover support to the in-house support teams, providing relevant documentation and training. We will continue to provide onsite support for up to one month whilst users familiarise themselves with process and system routines.; Longer-term support is provided by Exactly through virtual Service Desk, accessible by email and telephone. We will respond to service critical issues within two hours and provide an initial assessment within four hours. Non-critical issues will be assessed within 24 hours with a planned date for resolution communicated back to client.

Service scope

• Service constraints: Support is available between 09:00 and 17:00 Monday to Friday (excluding bank holidays). Support calls can be via telephone or email.

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Support is available between 09:00 and 17:00 Monday to Friday (excluding bank holidays). Support calls can be via telephone or email.
• 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
• Support levels: We will respond to service critical issues within two hours and provide an initial assessment within four hours. Non-critical issues will be assessed within 24 hours with a planned date for resolution communicated back to client.

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Developed Vetting (DV)

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: No

Social Value

• Social Value:

  Social Value

  Wellbeing

  Wellbeing

  Effective property services implementation can significantly demonstrate social value, particularly in enhancing wellbeing and fostering a supportive community environment. Here’s how it can make a meaningful impact:; 1. Improving Living Conditions: Effective property services ensure that residential and commercial buildings are well-maintained and safe. This includes timely repairs, routine maintenance, and upgrades that improve the structural integrity and aesthetics of properties. Enhancing living and working conditions contributes directly to the wellbeing of occupants by providing a comfortable, functional, and safe environment.; 2. Accessibility and Inclusivity: Implementing services that focus on accessibility modifications, like ramps, lifts, and adapted facilities, demonstrates social value by making buildings more accessible to everyone, regardless of their physical abilities. This inclusivity supports the wellbeing of individuals with disabilities, promoting their independence and integration into the community.; 3. Community Spaces: Property services that involve the development and maintenance of communal areas such as parks, playgrounds, and meeting rooms can foster a sense of community and belonging. These spaces provide opportunities for social interaction, recreational activities, and community engagement, all of which are crucial for mental health and social wellbeing.; 4. Energy Efficiency and Sustainability: Implementing energy-efficient solutions and sustainable practices in property management not only reduces environmental impact but also can decrease utility costs for tenants. This financial saving can relieve economic stress on individuals, contributing further to their wellbeing.; 5. Responsive and Responsible Management: Effective property services also include responsive management practices that address tenant concerns and needs promptly. A management approach that values communication and transparency can significantly enhance tenant satisfaction and trust, improving overall wellbeing.; Through these approaches, effective property services can enhance the physical, economic, and social wellbeing of individuals and communities, showcasing a strong commitment to social value.

Pricing

• Price: £975 to £1,250 a unit a day
• Discount for educational organisations: No

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 Richard.Libby@Exactly.tech. Tell them what format you need. It will help if you say what assistive technology you use.