Property Tectonics Limited

Lifespan Housing Asset and Compliance Management Software

Lifespan Housing is a cloud-based asset management and compliance system that encompasses the necessary elements allowing asset managers to manage properties and compliance. Lifespan Housing allows the flexibility to integrate all asset and compliance information, interrogate across all areas to produce reports needed to manage 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, asbestos, Decent Homes, WHQS, Water, Gas, Radon
• Government approved integrated RdSAP

Benefits

• View and manage data on the move
• view and update data from a mobile device
• Import/export content in a variety of file formats including API
• view and report live information with a single click
• The ability to smooth out costs simply
• quickly determine what data is held against a property
• customisable RAG rates risk assessment
• Manage risk and compliance
• store custom reports and filters for future use
• manage financial forecasts

£1,578 to £81,600 a licence a year

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

Framework

G-Cloud 14

Service ID

151786581980453

Contact

Leanne Rigby-Hughes
+441617274324
leanne.rigby-hughes@property-tectonics.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: None
• System requirements:
  • Modern JavaScript-enabled web-browser. Microsoft Edge Chrome21+ Firefox29
  • Mobile devices require Android4.3 or later/iOS9.2 or later
  • Mobile Synchronisation completed using WIFI or via 4G/5G connectivity

User support

• Email or online ticketing support: Email or online ticketing
• 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 2.1 A
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Web chat
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.1 AA or EN 301 549
• Web chat accessibility testing: Siteimprove review
• Onsite support: Yes, at extra cost
• Support levels: All day-to-day queries are logged, by the customer, onto the service desk. These queries are then managed by our customer support team and we ensure a maximum of a 24 hour turnaround. Customers can run reports, set KPIs and track all support work via the service desk providing a completely transparent and responsive support facility. The service desk also contains a knowledge base for reference. The helpdesk is available from 0900 to 1700 Monday to Friday, excluding bank holidays.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Phase 1; Implementation of Lifespan Housing is undertaken in two phases, split by a 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 web based, there are no requirement to uninstall software or destroy installation media at the end of the contract, we simply switch off users access. Data exports are not included in the price of the contract but can be carried out by property Tectonics on a time charge basis.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • 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.
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: The user interface to Lifespan 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 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: WCAG 2.1 A
• Accessibility testing: Siteimprove review
• API: Yes
• What users can and can't do using the API: Our API will typically enable the same functionality as the software itself – so, it will allow the creation 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: Select between different packages

Scaling

• Independence of resources: The application servers are load balanced. The load balance distributes client requests or network load efficiently across multiple servers and ensures high availability and reliability by sending requests only to servers that are online.

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 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 CSA CCM v3.0
  • Encryption of all physical media
• Data sanitisation process: No
• 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: 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 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 B2B 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 sofware. 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:
  • 2-factor authentication
  • 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:
  • 2-factor authentication
  • 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

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: Worldpay
• PCI DSS accreditation date: 06/04/2017
• What the PCI DSS doesn’t cover: N/A
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: Other
• Other security governance standards: Cyber Security
• 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 out 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.

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 scans 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 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.

Secure development

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

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Property Tectonics has always been committed to environmental issues, and this is reflected in our work in energy, sustainability, waste recycling and protection against the use of hazardous materials. For example, we have been involved in energy efficiency for over thirty years and have pioneered and developed several unique tools to help society reduce carbon. We were one of the first professional services firms to attain ISO 14001 accreditation in 2008.

  Tackling economic inequality

  We have operated from our head office based in Manchester for 32 years employing over fifty people. Property Tectonics is a great believer in supporting local communities either through the provision of training and development, forging relationships with charitable organisations or creating local jobs and supporting local businesses. The company has strong links with Salford University and we collaborate on research and teaching initiatives. We are particularly keen on education and recognise how this can help lift people who are in less fortunate circumstances or in poverty to reach their goals. We are proud to sponsor the annual - Property Tectonics – The Trevor Mole Award for Innovation in Building Surveying at the University of Salford. The prize is awarded in recognition of the student who has contributed the most to the Building Surveying faculty. We have over the last 30 years had a constant flow of graduates who are recruited to undertake RICS-approved training leading to a chartered qualification and many Chartered Surveyors have qualified through Property Tectonics. Our senior staff also act as RICS Assessors and Councillors for the RICS. We adopted Salford Foundation Trust (SFT) as our main charity a few years ago because its objectives are aligned very much with one of our aspirations of allowing everyone to reach their ambitions and aspirations. The Trust is a grant-giving charity that helps children and young people between the ages of 5 - 25 years old living in Salford to develop their hobbies, skills and talents but who are otherwise prevented because of limited family income and circumstances. We provide free office space and business services to the Trust allowing them to have minimal overhead and running costs so that more of their resources can be used to help children in our local community.

  Equal opportunity

  Property Tectonics is committed to the development of positive policies to promote equal opportunities in employment. We believe diversity brings valuable perspectives to our work. Inclusion ensures those perspectives make for richer, more innovative solutions for our clients. Diversity and inclusion are woven into our purpose and values, and we value our employees' unique differences and perspectives. We’re committed to cultivating an environment that fosters respect, equity, and opportunity for all our employees—a place where you can bring your whole self to work. We commit to: • Ensuring that the company meets its legal responsibilities under the Equality Act 2010 and the Equality & Human Rights Commission statutory code of practice. • Conforming to the recommendations outlined in the Code of Practice for the elimination of racial discrimination and the promotion of equality of opportunity in employment issued by the Commissions for Racial Equality. • Ensuring that there are no divisions of labour or vocational training based on the grounds of an employee’s gender, sexual orientation, self-identity, religious beliefs, or age. • Promote effective use of resources and ensure no employee and job applicant receives less favourable treatment or is disadvantaged by any condition or requirement which cannot be shown to be justifiable.

  Wellbeing

  Well-being is often overlooked, hard to define and is misused as a catch-all to cover a number of discrete areas. We base our understanding of well-being on the What Works Well-Being’s definition “We define wellbeing as having 10 broad dimensions which have been shown to matter most to people in the UK. The dimensions are the natural environment, personal wellbeing, our relationships, health, what we do, where we live, personal finance, the economy, education and skills, and governance.” www.whatworkswellbeing.org As articulated in this definition, wellbeing transcends mental health, applying instead to all aspects of human life, including an individual’s education, skills, and personal finance. We always promote and provide in these areas for our own team and where we can, with the communities we work in. All of our staff have access to private health and free, independent financial advice. We operate as a shareholder company and each member of staff is gifted shares in the company so we all share in the success of the business. We regularly run free CPD courses, and each member of staff has a 12-month personal improvement plan to encourage further learning in their field and skill set requirements. We promote health and wellbeing activities with an on-site gym and we incentivise programmes that benefit us, our community, and the environment – such as a bike-to-work scheme and a ‘Lets Quit’ programme for people who wish to give up smoking. We review and measure our activities and annually assess what we are achieving and where we need improvement. This is one of the many things that we include in our continuous improvement reviews and activities. We always welcome feedback from customers and suppliers if they think we could do better and are happy to change per other organisations’ frameworks and parameters of social value.

Pricing

• Price: £1,578 to £81,600 a licence a year
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: We can provide a free trial period to the whole software for around 4 weeks

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