EVIFILE LIMITED

eviFile for Rail

eviFile enables you to capture digital field data that you can trust. Our focus is on Infrastructure projects that deliver possessions, blockade management and real time reporting. Tracking completions, actual work and progressively assuring quality. eviFile delivers real time reports in Power BI including commissioning and digital process management.

Features

• Real time data from your devices into instant PowerBI reports
• Geo-Tag your Tasks/jobs and provide GPS location information
• Digital photographic evidence across all of your jobs and reports
• Highly secure cloud storage to protect all your Project data
• evitrack - real time location tracking of your field operatives
• Advanced custom workflow component to digitise any project or task
• Fully customisable tool through eviFile's web based control panel
• Interactive reports and dashboard in Power BI customised to you
• Exportable PDF reports to provide the Golden Thread your project
• Manage and control your project workflows for maximum reuse

Benefits

• Your eviFiles are proof for suppliers and court
• Location information for avoidance of doubt
• View your tasks and projects providing localised context
• Reduced IT costs through a cloud based managed service
• Accurate location based data for tracking and evidence
• Business process alignment. Digitise your tasks for real time reporting
• Control over how work is distributed, streamline, reduce costs
• Single source of truth all from an integrated reporting solution
• One location to see how your projects are performing, live
• Total control to manage all data through the control panel

£10 to £100 a licence a month

• Education pricing available
• 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 luke.allen@evifile.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

103992763280703

Contact

LUKE ALLEN
07792423969
luke.allen@evifile.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: The web platform for eviFile needs to be utilised on a modern browser such as Edge or Chrome and there are a minimum device specs for any device utilising the app.
• System requirements:
  • Per user licensing
  • Mobile App (android/iOS)
  • Web app via a browser

User support

• Email or online ticketing support: Yes, at extra cost
• Support response times: 24/7/365 within 4 hours
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• Phone support: No
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: EviFile will provide assistance during the implementation of eviFile. Support services include:; Configuration; End-User Training; Support User training; User documentation; ; The eviFile support desk is available to support all projects and this is covered through our service level agreement, available on request. Onboarding and technical support are provided by eviFile's dedicated teams who focus on getting your project digitised and working alongside you for the life cycle of your project. ; ; eviFile enterprise customers utilise the eviFile team and success function to ensure they have everything they require to deliver all projects through a single web and mobile platform.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Evifile will provide assistance during the implementation of eviFile. Support services include:; Configuration; End user training; support user training; User Documentation; ; The eviFile onboarding and success teams will work with you from project inception, through to delivery and then into the on-going life cycle of your project to ensure that the system delivery meets your exact needs. This includes regular governance meetings, reviewing performance against your projects KPI's. eviFile work in partnership with our clients to deliver your project to your exact requirements.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Users have the ability to to export their data into PDF and CSV formats. eviFile will provide a complete offboarding solution for each client, as is defined in our standard terms and conditions. This includes data handback, destruction of data (if required) and de-commissioning of all servers and resources.
• End-of-contract process: EviFile offer an off-boarding service. The data in the eviFile environment belongs to the customer. Customers' data is extracted from the eviFile Data warehouse and is securely available for the customer. ; ; An alternative to off-boarding, at the end of a project, is Archiving. eviFile offer an archiving solution for clients who may need reporting access to their data for a period of time after a project has finished. ; ; The data is migrated from the production environment into a lower maintenance environment in the same data centre, where a limited number of named users have reporting access via a browser based application to the data. Due to varying requirements and legal constraints the length of time that data needs to be held for varies. ; ; Typically, this is 7-11 years. eviFile will liaise with the client company to ascertain the length of time that reporting access to archive data will be needed. The costs for archiving can be provided if required.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • Linux or Unix
  • MacOS
  • Windows
  • Windows Phone
  • Other
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Mobile app is used to create, locate and update an eviFile and is available in iOS and Android through the Apple/Google stores. The Web app is used by managers to review, share, allocate and approve a job/task. The web version also holds the Control Panel where each project, form and task can be setup and managed, for us on the mobile platform. All of the PowerBI reporting functions are managed through the browser and deliver real time insights collected from the mobile devices in the field.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: The service interface is managed through the web platform for users granted permissions and comes with full training and support. Full training is available for your to self configure your eviFile platform and manage the end to end data collection and reporting tasks from a single application.
• Accessibility standards: None or don’t know
• Description of accessibility: Manual testing against: https:/www.w3.org/TR/WCAG20/requirements; ; Users have complete control of all of the configuration requirements for eviFile - from user management and control right through to workflow management and data exports - the system is entirely self configurable.; ; The PowerBI reporting can be managed and built by eviFile or the user can have access to the eviFile data warehouse so they can build their own reports to your specification. Any other requests for data or solutions can be requested from the eviFile service desk team
• Accessibility testing: We operate full unit, user and automated testing for all versions of the application prior to release. These are automated unit tests, automated end user testing across the web and mobile versions as well as a complete regression test for every release.
• API: No
• Customisation available: Yes
• Description of customisation: Because eviFile has been built using the latest scaleable technology we have the flexibility to customise the application and business process to accommodate exact needs, within the capability of the product and the future plans detailed in the road map. The eviFile Control Panel enables a power user to setup and manage projects, manage users and permissions and have full control over their specific project requirements. This includes data collection, workflow and process management alongside reporting and data management.

Scaling

• Independence of resources: Evifile is SaaS platform that provides ability to create a dedicated system for each client (own Independence website, separate data storage). For special requests, the client system can be moved on separated protected servers.; ; The Client System supports vertical as well as horizontal scaling (adding hardware resources in response of high workload).

Analytics

• Service usage metrics: Yes
• Metrics types: The system provides reports reports that provides usage metrics for final users and is all reported in Power Bi as part of the standard application reporting suite. The eviFile onboarding team also provide regular usage and update presentations to ensure adoption.
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• 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: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: Yes
• 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 Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest: Physical access control, complying with SSAE-16 / ISAE 3402
• Data sanitisation process: Yes
• Data sanitisation type: Explicit overwriting of storage before reallocation
• 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: Administrators can export data
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • PDF
  • JPG
  • Video
  • Excel
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Excel
  • API

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 System works in High-availability mode, SLA 99%, all refunds are specified in contracts
• Approach to resilience: Hosting provider of eviFile provides >99.5% of SLA on their resources. eviFile works in High Availability mode and provides 99% for software availability.
• Outage reporting: Email and sms alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: On firewall level for particular IP addresses. Strict lock out account mechanisms to prevent any brute force attacks and string password definition and reset policy to protect the solution.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

• Access to user activity audit information: Users receive audit information on a regular basis
• 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: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: EviFile's SDLC defines security governance on all stages of development and maintenance including regular web security analysis on the platform and regular infrastructure security review.
• Information security policies and processes: NIST Publication. Transitions: Recommendation for Transitioning the Use of Cryptographic Algorithms and Key Lengths; NIST Digital Signature Standard (DSS); UK Government electronic signatures guide; Own evFile SDLC for development

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Supplier-defined controls
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Defined by internal policies that include regular vulnerabilities and patch scans, antivirus support, risk management; Risk for all potential threats are estimated according to OWASP Risk Rating Methodology https://www.owasp.org/index.php/OWASP_Risk_Rating_Methodology; Development of critical patches is based on estimated risks and can be started on the same day as found vulnerability; Own eviFile SDLC process defines collecting potential threats and define their mitigations on all stages of development (Define, Design, Develop, Test, Deploy, Maintain).
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Regular web security analysis based on OWASP Testing methodology and infrastructure security reviews allows to support security on high level; Dhound.io product (intrusion detection system) allows receiving quickly alerts about suspicious activities on servers
• Incident management type: Undisclosed
• Incident management approach: Developed response plan defines response time on user concerns, assessing issues, responsible people. eviFile provides email and phone support for final users. Work with incidents is private between eviFile and users.

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

Social Value

• Social Value:

  Social Value

  • Equal opportunity
  • Wellbeing

  Equal opportunity

  We operate equal opportunity measures across everything we do at eviFile - recruitment to onboarding to day to day ways of working. We have a diverse team structure in terms of gender and BAME representation and we support neurodiverse employees where we are able. Our hybrid working practices support our equal opportunity goals also and we have in-house training that educates around important inclusion, diversity and equity matters.

  Wellbeing

  Wellbeing is a key focus for us at eviFile. We ensure that our benefits package encompasses wellbeing offerings from gym discounts, to birthday annual leave bonus days, to a 24/7 365 EAP. We seek regular employee feedback around well-being and it's an evolving piece where we can quickly implement new initiatives according to feedback insights.; We also carefully monitor employee hours and we have thresholds that trigger well being check-ins managed through Performance Managers and our own power BI data insight dashboard.

Pricing

• Price: £10 to £100 a licence a month
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Details on request - we will take a project scope and offer a free pilot where applicable

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 luke.allen@evifile.com. Tell them what format you need. It will help if you say what assistive technology you use.