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BookWise Elements Scheduling System

BookWise Elements is a scheduling system that has been developed as a web-based application allowing users to easily manage meeting rooms, training rooms and resources at a click of a button. It enables real-time room availability and transparency across NHS Trusts, guaranteeing improved efficiency and cost savings.

Features

• Powerful web-based application that assists in managing room bookings
• Simple, logical and user friendly - shows real-time room availability
• Reducing emails and telephone calls, vastly decreasing administration time
• Avoiding missed appointments with automated reminders
• Powerful, real-time management reports
• Identifying under-utilised resources
• System is backed up by a comprehensive helpdesk support service
• View real-time room activity on welcome screens
• Product updates for the life of the system
• Monitor all activity in the centre and track income generated

Benefits

• Guaranteed improved efficiency and cost savings
• Maximisation of room utilisation
• Improvement of departmental communication
• Management of room bookings and cancellations by a dedicated administrator
• Empowering requesters to see real-time room availability
• Controlling all of your resources centrally
• Avoiding missed appointments with automated reminders
• Identifying under-utilised resources
• Reutilisation of cancelled rooms maximising efficiency
• Receive automatic email notification of booking confirmation

£11,220.00 a unit

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 john.wood@bookwisesolutions.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

192536906349617

Contact

John Wood
01283510533
john.wood@bookwisesolutions.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: No constraints
• System requirements:
  • Client PCs, processor: 1 gigahertz or faster x86 or x64
  • Client PCS, memory (RAM): 4 gigabytes (GB) or higher
  • Client PCs, operating system: Windows 7, Windows 10
  • Client PCs, browser: Chrome, Edge, Firefox
  • Client PCs, software: Microsoft Office 2013 or later

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Email and phone support available during the business day (9.00am to 5:30pm, Monday to Friday excluding Saturdays, Sundays and national holidays in UK). We endeavour to resolve issues within a maximum of 4 hours of the fault being reported to the IT service desk. All calls are given a priority, with higher priority calls being managed first. We respond to all support queries within 2 hours and we expect to resolve the majority of problems affecting the product within 4 hours.
• 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: Web chat
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: None or don’t know
• How the web chat support is accessible: N/A
• Web chat accessibility testing: N/A
• Onsite support: Yes, at extra cost
• Support levels: BookWise provide one level of support and so can guarantee the same high level of service for every customer. As part of this service, all customers receive the services of a BookWise Technical Account Manager and Cloud Support Engineer.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: BookWise provide full training to new users upon subscription to the service. Our dedicated team are experts in their field and are able to advise you throughout delivery and implementation. The system is backed up by a comprehensive after sales support service via our freephone helpdesk number. Our committed and friendly support staff are on hand to assist with any queries you may have when using the software - we will be with you every step of the way.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Users are able to export data through 27 different reports in Excel format once their contract has expired.
• End-of-contract process: To initiate contract cancellation, customers are required to provide 3 months’ written notice. Upon the end of this period, the system will be made unavailable and any remaining data transfer as of yet exported may be chargeable.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: BookWise Elements has been developed as a web-based application allowing users to easily manage meeting and training rooms alongside resources. The system offers real-time room availability and transparency by controlling resources from one screen. The booking form captures information regarding the room, the usage, the type of booking and who is using it, alongside functionality to track invoicing, catering and sponsorship. Additional modules allow for requesters to see room availability, automatic reminders to be sent to reduce non attendance, live link to a screen to show bookings for the day, and delegates to be tracked on courses that are attended.
• Accessibility standards: None or don’t know
• Description of accessibility: N/A
• Accessibility testing: N/A
• API: No
• Customisation available: Yes
• Description of customisation: Users can edit BookWise Elements to meet the bespoke nature of their own organisation, ensuring room details, room layouts, equipment details, centre costings, department details, category details, invoice details, bespoke text on confirmation emails and user access rights are all accurately reflected during use. Further customisation can be made to by adding logos and changes to drop down menus in the administration area to reflect room individual requirements.

Scaling

• Independence of resources: Users are logged into their own individual account on our web-based portal hosted on a dedicated private server, ensuring that they will not be affected by any other user.

Analytics

• Service usage metrics: Yes
• Metrics types: The service usage metrics available on the BookWise Elements include the user being able to access an audit history of activity on the system.
• Reporting types: Regular reports

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Staff screening not performed
• Government security clearance: None

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: European Economic Area (EEA)
• 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: Never
• Protecting data at rest: Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: CSV
• Data export formats: CSV
• Data import formats: CSV

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: During normal supported hours, we will endeavour to resolve issues within a maximum of 4 hours of the fault being reported to the IT service desk. Outside of normal supported hours, the issue will not be resolved until the start of the next full working day. Where disruption is caused by external organisations or a third-party organisation, BookWise Solutions Limited cannot guarantee when the application will be available. Where the problems are not resolved within 4 hours a progress report will be issued within the first 24 hours and each day thereafter until satisfactory resolution has been reached. For our hosted applications we use Microsoft Azure, who state that the service is available 99.9% of the time.
• Approach to resilience: Standard upgrades to the software are included. This is included within the annual support charge for the software. Additional upgrades may also be released during the year depending on requirements.
• Outage reporting: We do not provide outage reporting.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: User access can be restricted in the following ways:; User account deactivated; User password reset; Amend user controls to revoke actions the user may conduct; Amend user access to revoke ability to view particular types of data
• Access restriction testing frequency: At least once a year
• Management access 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: 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: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications: DSPT - Organisation code: 8J088

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: Data is processed in line with our internal Data Protection Policy, Privacy Policy and the principles of GDPR.
• Information security policies and processes: Everyone who works for or with BookWise Solutions Ltd has responsibility for ensuring data is collected, stored and handled appropriately. Any individual that handles personal data must ensure that it is handled and processed in line with our internal Data Protection Policy and the principles of GDPR. Data Representative John Wood is responsible for:; • Keeping directors updated about data protection responsibilities, risks and issues.; • Reviewing all data protection procedures and related policies, in line with an agreed schedule.; • Arranging data protection training and advice for the people covered by this policy.; • Handling data protection questions from staff and anyone else covered by this policy.; • Dealing with requests from individuals to see the data BookWise Solutions Ltd holds about them (also called ‘subject access requests’).; • Checking and approving any contracts or agreements with third parties that may handle the company’s sensitive data.; ; Data access requests and security breach reports can be made via our online web portal.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All product changes are peer reviewed and audited. Before release to production environments they must pass through a rigorous QA process.; ; Any change to customer environments is risk assessed and always mitigated against through the use of backups, snapshots and rollback procedures.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Our internal QA team conduct threat assessments on our services. Security logs are reviewed when suspicious activity is detected and when necessary changes are made to address the issue in the next product release.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We have proactive alerting across our attack surface. All alerts enter a queue for review by our most senior team members to ensure appropriate actions are carried out as necessary without delay. The Microsoft Azure platform where we host our applications also provide us with additional alerts that we monitor.
• Incident management type: Supplier-defined controls
• Incident management approach: Incidents are reported through and managed via Salesforce Case Management software. Its incident management functionality allows us to proactively address problems before they have a chance to affect our service. AI can point out incidents based on high volumes of similar incoming cases. Clients can also report incidents via our online portal, which is directed to Salesforce. Clients can be kept informed of the status of cases through this same platform.

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
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  As an ever more pressing issue, combatting climate change is a major priority for BookWise Solutions Ltd. Consequently, we act in accordance with the Environment Act 2021. We provide staff with training which encourages behavioural environmentalism within the workplace. Further information regarding this can be found within our Corporate Social Responsibility Policy.; ; Remote Working and Climate Change:; BookWise’s remote friendly working environment has reduced our carbon footprint significantly though:; ● Reduction of emissions as staff may choose to work remotely and thus not drive into work. This results in a reduction of greenhouse gases, which contributes to the fight against climate change.; ● Reduction of energy output due to staff working off premises.; ● The amount of waste produced is minimised as our systems are now remote to facilitate online working, making us mostly paperless. Fewer staff in-house means less waste.; ; Further efforts we will take as a company to fight climate change include:; ● Utilising renewable energy responsibly to reduce carbon emissions.; ● Reducing single use plastic consumption within our offices using reminders on noticeboards and posters, as well as environmental management strategies, disseminated to staff through their employee handbooks.; ● Organising recyclable waste properly and recycling all paper products, ink and toner cartridges.; ; We will also employ the DMAIC (Define, Measure, Analyse, Improve, Control) method to monitor and improve our sustainable processes when needed throughout this project.

  Covid-19 recovery

  In response to the challenges presented by the Coronavirus pandemic, BookWise undertook the development of new functionality to overcome the obstacles and challenges faced by Outpatient Departments across the country, such as waiting room restrictions and virtual clinics. BookWise Outpatients now manages:; • Waiting room capacity - due to social distancing; • Virtual clinics - with the increase in virtual consultations; • Virtual and face to face appointments - helping to manage hybrid clinics; • Room equipment - to facilitate the new normal; • Provides easy control - extend regular clinics (from 2 weeks to multiple years); ; Furthermore, with our hosted solution the system can be securely and seamlessly accessed from wherever a customer is working.

  Tackling economic inequality

  BookWise are committed to overcoming economic inequality within the local community of Burton-on-Trent and wider Staffordshire. Since 2015, we have expanded significantly and have been able to recruit several members of staff. This commitment to providing high quality, well-paid jobs that contribute to the overall wider success of several NHS Trusts is one we take seriously and will continue to pursue. We advocate further economic development by providing career and development opportunities in order to upskill local people alongside providing apprenticeship opportunities for younger people.

  Equal opportunity

  BookWise ensure an equal opportunities recruitment process in line with the Equality Act 2010, with a commitment to eradicating discrimination. In order to ensure that our recruitment activities promote equal opportunities, we advertise vacancies on multiple job boards including Indeed and Totaljobs. We advertise on as many websites as possible to broaden the audience of potential candidates we may reach. Furthermore, our job descriptions will not be drafted with a particular candidate in mind, so as to ensure that leading statements/language do not discourage applicants with protected characteristics from applying. Our Equality and Diversity Policy and Procedure acknowledges the responsibilities we have and outlines our commitments to ensuring that we promote equal opportunities and that we do not tolerate bullying and/or harassment in any form.

  Wellbeing

  BookWise Solutions Ltd are active contributors to charities based both locally and nationally. This included taking part in the Annual Duck Race for BBC Children in Need for their 40th year. Twenty ducks, including Flewis Capaldi, James Pond and Breaddie Mercury to name a few, were entered and we managed to raise £125.00 which will go to local charities and projects across the UK.; ; BookWise also give customers the chance to win £500 for their chosen charity through a regular competition held in our monthly newsletter. The latest winner chose the British Heart Foundation as his chosen charity, and previously we have contributed towards a new defibrillator for use by a neighbouring gym and surrounding business units. Other charities supported in this way include Veterans Orthopaedic Centre Appeal, The Teenage Cancer Trust, Mia Moo’s Foundation, Star Throwers, The Alzheimer’s Society, St Luke’s Hospice Plymouth, Harrogate Hospital Charity, and Macmillan in Derby. In October 2020, we took part in the World's Biggest Coffee Morning to help raise some money for Macmillan. Through sales and competitions, we raised a fantastic £360.24.

Pricing

• Price: £11,220.00 a unit
• Discount for educational organisations: No
• Free trial available: 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 john.wood@bookwisesolutions.com. Tell them what format you need. It will help if you say what assistive technology you use.