JONES LANG LASALLE LIMITED

Archibus Cloud SaaS

Archibus SaaS is a full Integrated Workplace Management (IWMS) offering modules to support key areas of Workplace, Real Estate and Facilities Management.

Features

• Standard best practice workflows, screens, data fields & user profiles
• Single integrated database; leverage all data across every module
• Real estate, space, maintenance, asset, soft services & reservation solutions
• Real-time visual reporting; financial, operational & strategic
• Flexible/agile working through IoT-driven optimisation
• Industry leading UI; enhanced user engagement via intuitive visuals
• Web-based, no local installation, mobile optimised platform
• Private, secure hosting with unlimited scalability, back-up and recovery plan.
• Fully certified delivery practice, extensive implementation experience across sectors
• Truly customer centric hyper-care; delivery, support, account management

Benefits

• True SaaS solution; scalable, automatic upgrades & reduced IT costs
• Rapid Time-to-Value; multi-module enterprise system easily deployed in 30-90 days
• COTS fully functional, integrated software suite for utmost ROI
• Central platform; understand & visualise true estate performance
• Improve operational efficiency & visibility for greater cost control
• Management analytics; enabling enhanced service delivery and strategic planning
• Boost customer engagement via visually led self-service processes
• Helps to reduce bottom-line costs whilst improving top-line revenue
• Guarantee & audit statutory & legislative compliance across the estate
• Become part of a vast & engaged user community

£20,000 an instance a year

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 christine.houghton@eu.jll.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

152434392296926

Contact

Christine Houghton
020 7493 4933
christine.houghton@eu.jll.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: As a true SaaS offering, clients are required to use Archibus out-of-the-box, as customisations are not permitted.; The client contract dictates portfolio size (sq ft/sq m); if clients exceed these limitations without updating their contract, overage fees may be incurred.; Archibus Cloud does not offer the full extent of applications as Archibus Enterprise; clients who wish to have larger functionality are encouraged to reference our Archibus Enterprise PaaS offering.
• System requirements:
  • Browser: Edge, Chrome, FireFox
  • Compatible with AutoCAD 2020
  • Compatible with Revit 2020

User support

• Email or online ticketing support: Yes, at extra cost
• Support response times: According to published SLA's.
• 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: - Annual Maintenance Plan (unlimited support); - Hourly Technical support
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: JLL utilises a variety of training modes, such as end user training and train-the trainer, depending on the client’s needs. We enable our clients with a variety of training materials; depending on JLL’s scope of work, materials to support training sessions can include:; - Detailed user guide (Word); - Classroom learning guide (PowerPoint); - Quick reference guide (tri-fold or one page); Training materials are designed to be process-oriented and promote user understanding by following a step-by-step progression. Real world examples are used to convey training concepts. As required, they include process descriptions, instructions, exercises, and screen shots specific to the defined user roles.; JLL can conduct training classes in person as well as via WebEx to initially train as well as to refresh users on key application and process concepts. This training has been performed for customers with employees all around the world.; With a successful outcome of the training process, JLL participates in a readiness assessment to be conducted jointly with an organisation's leadership to ensure that the production environment and project team are fully prepared to go-live.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Archibus has data retention and destruction policies as defined in our information security policy (ISP). At end of contract, data will be handled in accordance with this policy and the service terminated.; Users can export their data in a variety of file formats for use in additional systems. RestAPI's, customer download or service provider extracts.
• End-of-contract process: The above end of contract process is included as part of Archibus' ongoing services with a client. Additional costs are dependent on the nature of the request; for instance, formating the data for acceptance into a new system would not be part of the standard contract.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Mobile offers pertinent data only via a responsive web application that provides consistent user experience across device types and sizes and is catered towards everyday users. The desktop experience is more extensive and catered towards power users.
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: Archibus SaaS Workplace is a simplified interface for self-service users to access services. The responsive design uses configurable graphical icons, quick pick lists and searches and selectable floorplans displays, to allow users to simply find, request and book the resources and services they need.
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: Archibus SaaS Service interface was tested with Assistive technologies to ensure equivalent user experience.
• API: Yes
• What users can and can't do using the API: As our SaaS offering, Archibus serves as the technical resource to configure and make changes to the API to meet an organisations business need. Archibus will establish, in consultation with the client, which data points need to be transferred between systems, how those files get transferred, how frequently the transfer occurs etc.. Changes or modifications made to the API are performed by Archibus at the request of the client.
• API documentation: Yes
• API documentation formats: HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: By contracting with an approved Archibus Business Partner and leveraging the developer portal.

Scaling

• Independence of resources: Archibus leverages auto-scaling so that the environment increases resources to accommodate load.

Analytics

• Service usage metrics: Yes
• Metrics types: - Homepage Dashboards; - Module reporting; - Usage statistics and data update audit records.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: Space iQ/ Archibus Software

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Developed Vetting (DV)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
  • Other locations
• User control over data storage and processing locations: Yes
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: In-house
• Protecting data at rest:
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Archibus offers export features throughout the platform. Exports can include .XLS, .DOC, PDF, JPEG, PNG, JSON or RDBMS backup file etc. depending on the desired data and the format.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • .xls
  • CSV
  • JSON
  • RDBMS backup file.
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • .xls
  • RDBMS backup file
  • JSON

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network:
  • IPsec or TLS VPN gateway
  • Other
• Other protection within supplier network: Encrypted in transit and at rest.

Availability and resilience

• Guaranteed availability: Archibus Cloud provides a 99% guaranteed uptime with premium support options available for a guaranteed uptime up to 99.9% (excluding planned downtime for sysem maintenance).
• Approach to resilience: Full fail-over to multiple AWS availability zones.
• Outage reporting: We have monitoring alerts and notification policies. Minor system outages (<2 minutes) are not necessarily reported, as clients should not experience any impact to their systems operations. Major outages are communicated to the client by their dedicated account manager. For all unplanned outages, an incident report is produced; this can be provided to the client upon request in redacted form, as it contains sensitive system information.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password
• Access restrictions in management interfaces and support channels: Single sign on with 2-factor authentication. Access is based on job function / role and access controls.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • Username or password

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: User-defined
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: UKAS, ANAB and others.
• ISO/IEC 27001 accreditation date: 24/01/2022
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications:
  • EU-US Privacy Shield Certified
  • Swiss-US Privacy Shield Certified
  • SOC2

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: ISO27001, General Data Protection Regulation (GDPR)

Operational security

• Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Configuration and change management approach: Please see our Information Security Policy
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Archibus uses automated vulnerability scanning using industry leading scanning applications. Combination of identifying, evaluating, treating, and reporting.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Please see our Information Security Policy.
• Incident management type: Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
• Incident management approach: Please see our Information Security Policy

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 v3.0)

Public sector networks

• Connection to public sector networks: No

Social Value

• Fighting climate change:

  Fighting climate change

  JLL is determined to play a full part in mitigating climate change. In addition to our own sustainability target, through the advice and services we provide to our clients, we will work to fulfil our corporate purpose of shaping the future of real estate for a better world.; ; JLL has a net zero carbon target certified by the Science Based Targets initiative (SBTi). In 2021, by signing The Climate Pledge, we committed to achieving net zero carbon emissions by 2040 across all areas of our operations, including the client sites we manage globally.; ; In November 2021, the annual UN Climate Change Conference (COP26) in; Glasgow provided a forum to discuss the fight for climate change. JLL was honoured to attend COP26 and to be appointed as one of the built environment leads for the High-Level Climate Champions team to rally business leadership towards a net zero carbon and resilient built environment. JLL’s efforts included engaging with stakeholders to encourage them to align their climate commitments with the UN Race to Zero campaign.; ; Our conversations at COP26 were focused on the role of commercial buildings in addressing climate change. We welcomed many positive outcomes from COP26. Many countries committed to new net zero targets, with 90% of emissions now covered by; a net zero target. ; ; While COP26 confirmed that the real estate industry is making progress,; there’s still a long way to go. By partnering with the World Economic; Forum, JLL has established 10 Green Building Principles to guide real; estate investors and occupiers on how to implement and achieve their; net zero portfolios. Simplifying the process using a roadmap offers; the potential to accelerate action across every across all industries, asset types and regions.
• Covid-19 recovery:

  Covid-19 recovery

  JLL has a strong commitment to contributing positively to society. During and post the COVID-19 crisis we have supported our employees, our clients and their communities through those challenging times. ; Battles like Covid-19 often help people focus on what's truly important. We are a company comprised of human beings and it is important to understand how a crisis can impact us and how we do business. Covid has raised concerns around employee burnout, safety and well-being, as well as questions about finding and retaining talent.; For employees, JLL’s return-to-work guidance is underpinned by our “Flex for your Day” policy. Flex for your Day is about agreeing where and when work is done in a way which works for the employee role, the team and clients. Flex for your Day empowers employees to agree informal changes to their working pattern with their manager. This includes working from work or a location other than the contracted office and/or temporary flexibility in your usual working hours. ; JLL is also supportive of employees who wish to pursue a formal change to their working arrangements post-Covid and employees may formally request such a change.; As a technology company, JLL is using the latest technology to support the comfort, well-being and security of employees as they return to the office. These include technology for occupancy planning and monitoring, booking resources such as a locker or desk, social distancing, employee experience and office hygiene. At our facilities, JLL promotes social distancing, enhance cleaning protocols, and temperature screening.; In parallel, JLL supports its client by deploying for them technology solutions to ensure the safety of their staff and compliance with local occupancy and health regulations. Our solutions address areas such as managing Covid-19 procedures, ensuring compliance, optimising cleaning, PPE tracking, employee communications and contact management.
• Tackling economic inequality:

  Tackling economic inequality

  We are working with clients and charity partners to make an impact on social issues that matters to us to advance economic inequality. We are focused on contributing to a world where quality of life and social resilience is improved across all communities.; In the UK JLL have partnered with Crisis as our national charity partner since 2017. The partnership raised over £1.28 million to help over 1,300 people into housing, and has seen us collaborate on a range of initiatives to try and create sustainable solutions to end homelessness. ; The partnership has seen JLL lend its property expertise and influence to support Crisis’ Plan to End Homelessness, as well as providing strategic input to Crisis’ Best Practice, Policy, Retail and Senior Management teams. JLL also worked pro bono to establish a new location for the Crisis UK Skylight centres in London and Edinburgh, creating a truly holistic collaboration across all areas of Crisis services and JLL teams.; JLL colleagues climbed mountains, hiked hills and organised countless raffles, bake sales and quizzes for Crisis. Our fundraising specifically funds housing coaches in each of the Crisis Skylight centres across the UK, who are dedicated to giving more people access, support and advice on housing. ; Many JLL staff have also volunteered with Crisis, working directly with people transitioning out of homelessness.; JLL also contributed to a feasibility study for an innovative solution to end homelessness – 'Housing First' – which informed the Government's £28 million investment to Housing First.
• Equal opportunity:

  Equal opportunity

  JLL is committed to a work environment where our people and clients feel valued, welcome and comfortable being themselves. Promoting equality and ensuring we have an inclusive culture where we recognise and address unconscious bias or prejudice – whether involving race, sex, background, disability, sexuality, or other factors - creating a supportive environment that drives innovation, creativity and results.; JLL’s commitment to diversity and inclusion includes initiatives and trainings throughout the year. For example, regions hold unconscious bias trainings, celebrate Diversity & Inclusion Week, Black History Month, National Coming Out Day and International Day Against Homophobia, Transphobia and Biphobia. ; In 2018, we successfully established and committed to a goal to improve representation of females in senior leadership over the next three years. We also developed a three-year global strategy to build a more diverse talent pipeline. We have made considerable progress in gender balance at the executive level, increasing our women in leadership by five points, from 12.9% to 18.1%. Despite the additional pressures on caregivers during the Covid-19 lockdowns, we maintained stability in our gender representation numbers and further committed to developing the internal pipeline of diverse talent: in 2020, women account for 50% of our promotions in executive leadership roles. ; Our global toolkit for LGBTQ and Pride branding, campaign assets and marketing materials enables business and local initiatives.; JLL has published its first Ethnicity Pay Gap (EPG) report in the UK entitled Ethnicity Pay Gap Report 2020: Race Action Plan. As part of the report, JLL has published its Race Action Plan that it has put in place to narrow the EPG. This includes targets to ensure that 15% of employees and 10% of directors are from ethnically underrepresented groups by 2025. JLL wants to ensure it is a place where everyone from all backgrounds and perspectives succeeds.
• Wellbeing:

  Wellbeing

  At JLL, we want our people to feel supported, engaged and healthy. Well-being is critical. This fuels performance and drives business results. We take care of each other. We support our employees and their mental, physical, and financial well-being with our online Well-being toolkit. ; With ongoing programming – including a webinar series, tips and tricks, and e-learning content and beyond – our employees have a library of wellbeing resources at their fingertips (whether they’re in the office or working from home). Webinars include topics for Inspiring Well-Being, Stress Management, Building Resilience, Reducing Financial Risk, Inclusion and Diversity, and Flexible Working. We encourage our workforce to stay in the moment, focus on what you can control, set boundaries, take time to unplug and change your perspective. ; JLL is the first corporate occupier in the world to receive a WELL Portfolio Score from The International WELL Building Institute (IWBI) by applying the WELL Building Standard to its own office portfolio.

Pricing

• Price: £20,000 an instance a year
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 christine.houghton@eu.jll.com. Tell them what format you need. It will help if you say what assistive technology you use.