3i Studio

Estates and Facilities Management Software - CAFM

3i Studio’s suite of Estates, Property and Facilities Management Software (EPFMS) is probably the friendliest Computer Aided Facilities Management (CAFM) available. Use it to securely collect, store, manage, analyse and report your estates data and activity; PPM, Reactive Helpdesk, Property Terrier, Asset Management, Risk Management, Compliance, Mobile Working, Condition Appraisal.

Features

• Complete building asset and facilities management (CAFM) software solution
• Track running costs in real time against budgeted expenditure
• Fault reporting and PPM with semi-automated / reactive Helpdesk
• Hold stock condition appraisal alongside backlog and budget costs
• Store and report detailed space utilisation and occupancy information
• Report on your entire estate simply and easily
• Secure cloud hosting meeting the most demanding Government requirements
• Data upload tools for your survey partners
• Remote access for your engineers and contractors with live feedback
• Securely store, manage and access detailed property and estates information

Benefits

• Easy to install and use; doesn't require IT experience
• Secure, straightforward access to your data, onsite or remote
• Ongoing in-house development; ensuring up-to-date products and live help
• Unlimited calls to our knowledgeable experts for supported clients
• Friendly training as required; single, group, online, new-starter, refresher
• Best value modular CAFM; low lifetime cost, no tie-in
• Secure access however it suits you; laptop, tablet, smartphone
• Developed and supported by techie's who are also property experts
• Automatic free upgrades to latest version for supported clients
• Compliant with HSG264 and HSG227

£1,995 a licence

• 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 info@3istudio.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

239558014095772

Contact

Tim Andrew
0345 675 5051
info@3istudio.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: None
• System requirements: Access to a web browser

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Email support, and support via our Helpdesk system, are available 9am to 5pm Monday to Friday.; Urgent requests are normally responded to within 2 working hours.; Non-urgent requests are normally responded to within 1 working day.; Unless out of standard working hours support has been arranged, (for example during set-up), requests submitted over the weekend will be responded to on Monday.
• 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: 3i Studio’s software modules each come with annual support, which gives you all you need to maintain your estate data and helps you make the most of all the features and services.; ; We allow all users (from basic users to those with advanced access rights) to access our support systems as our support often includes user guidance. Requests for change or upgrades are limited to nominated key users.; ; Our support includes unlimited access to our knowledgeable and helpful Client Support Team via our helpdesk (which is accessible via the telephone, email or web portal).; ; Support clients also benefit from a dedicated Account Manager and free upgrades to the latest software versions so you can keep up-to-date with the latest developments and innovations.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We are with our clients every step of the way during implementation and operation, and this includes training. We help set up the system to meet your needs, support you with importing or populating historic data, and of course ensure you fully understand how to use it. If you are taking on multiple modules, we will help you bring them on board at the right speed for you, which may be one module at a time.; ; 3i Studio deliver in-depth to basic user role specific training for all our modules and are also happy to ‘train the trainers’ so that you can continue to train your teams in-house.; ; Whether you are a new client, would like some refresher training, or you have new team members, we will deliver training for you or your team in a friendly and accessible way to meet your specific needs. This speeds up implementation across your organisation and maximises your operational benefits.; ; Our in-depth training equips users with the skills to make the most of your software; and your knowledge can be added to as you become more familiar with our software, enabling you to use it for more and more useful functions.
• Service documentation: No
• End-of-contract data extraction: At the end of a contract, users can extract their own data by running reports to export to MS Excel or we can do it on their behalf. We can also provide SQL Database backups or extracts from specific data tables. Furthermore, we can provide a database backup containing all the data or, at extra cost (quoted at our standard day rates), to provide specific outputs of required information.
• End-of-contract process: When contracts come to an end, we can provide a database backup containing all the data at no extra cost, or at extra cost provide specific outputs of required information. Any extra costs are charged for fairly at our standard day rates and will be quoted for in advance. We treat exiting clients with the same care as existing clients and do not seek to make offboarding difficult.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Because our software is cloud based, it is accessible via standard smart phones / mobile phones like any other web enabled page. Further mobile modules are also available to enable mobile phones to be used for data collection services. These are particularly useful for locations with poor mobile signal; where the data collected during a survey or risk assessment can be uploaded once the mobile returns to an area with reception.; With other modules, Engineers and Contractors can also access building or machinery documentation or sign off work requests or raise queries via their mobiles whilst out in the field.
• Service interface: No
• User support accessibility: WCAG 2.1 A
• API: No
• Customisation available: Yes
• Description of customisation: Our software modules run out of the box but are fully customisable either by us, as part of the setup process, or by the end user as the system is populated.; ; Customisation includes:; ; 1) Customisable screen views and content (for individuals or the whole organisation).; 2) Customisation of fields (e.g. re-naming).; 3) Making fields advisory or mandatory.; 4) Customisation of pick-lists and lookup items.; 5) Specifying what data can be seen by the type / level of user.; 6) Setting filters, groupings and sorting.; 7) Menu customisation.; 8) Setting up bespoke reports.; 9) Creating questionnaires.; 10) Creating risk assessments.; 11) Selecting the graphs, images and updates to appear on your Live Dashboard.; ; Customisation permissions vary depending upon the access and security rights of the user.

Scaling

• Independence of resources: We regularly review our server systems to make sure they are meeting the demands of the systems installed on them. We do extensive software testing including testing various import and export processes.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• 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
• User control over data storage and processing locations: No
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with another standard
• 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: Users can run reports to export to Excel. We can provide SQL Database backup or extracts from specific data tables. Furthermore, we can provide a database backup containing all the data or, at extra cost (quoted at our standard day rates), also provide specific outputs of required information.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • SQL
  • Excel
  • PDF
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • XLS
  • XLSX
  • CAD

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: With our dedicated 9am to 5pm, Monday to Friday, helpdesk fast response times you can be assured of the smooth operation of your systems and a friendly voice at the end of the phone. With regular software updates you can be sure your system will be up-to-date and in touch with the latest changes as they occur.; ; Our load balanced servers deliver a reliable up-time of 95%+ and along with server redundancies, regular system backups, and multiple physical server location, should the worst happen interruption to your service will be minimal.
• Approach to resilience: We regularly review our server systems to ensure they are suitably designed and configured to provide a system with optimum protection. As part of this process we will identify potential threats and weak points in the system and resolve them. Load balancing and server redundancy also aid in the resilience of our systems.
• Outage reporting: Should the worst happen and something does go wrong at our end that impacts any of our systems, email alerts will be sent to key users within each client organisation. Our website will be updated to include details of the issue and expected resolution time, but most importantly we will contact key users by telephone to notify them directly should any critical issues arise.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Username or password
  • Other
• Other user authentication: Logins can be restricted to UK only IP address ranges by default, and client specific access can be further restricted to a limited IP range.; Systems can also be configured for Single Sign On with your own Azure systems.
• Access restrictions in management interfaces and support channels: Server management interfaces are restricted to 3i Studio staff only. In-software management interfaces are restricted by only being accessible to users with advanced access rights (Super-User or Administrator). Only users approved by the client's management team are given advanced access.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Username or password
  • Other
• Description of management access authentication: Management logins are also restricted to UK only IP address ranges by default and can be further restricted to a limited IP range.

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: 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: Yes
• Cyber essentials plus: Yes
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: We base our approach to security governance on various standards such as ISO 27001, Cyber Essential, and other best practice guidance, and whilst we are not specifically certified we do keep abreast of changes to Government guidance and regulation and wherever possible run our systems in line with these requirements.
• Information security policies and processes: With many years of experience hosting for our clients we have developed internal policies and management systems to deal with security and system accessibility covering areas including data at rest, data in transit, physical storage security, and data disposal. When combined with the security built into our software, we are confident that our security meets the needs and requirements of even our clients with the most demanding security requirements.; ; As part of our security management process, we regularly review our server systems to ensure they are suitably designed and configured to provide the system with optimum protection. As part of this process we will identify potential threats and weak points in the system and solve any issues that arise.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Our change management follows a standard pattern; each system is delivered with a test and live environment and changes are rolled out to test environments for user acceptance testing before being moved to the live system. Server updates are carefully managed in the same fashion with a test environment being used to access any security or functionality updates before these are rolled out to our client environments.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: We work closely with our service providers to monitor security threats, as well as monitoring new information and security updates from Microsoft. Further still, we carry out regular penetration testing on our systems to confirm the robustness and identify any potential security threats / issues which need to be resolved either by update or by monitoring and management.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: To enable us to focus on delivering best service we employ a third party specialist to monitor the performance and security of our systems. This gives us the best possible view of our systems and enables us to better manage outcomes to any potential issues. This process also allows us to use competent specialist who are best qualified to access this type of information.
• Incident management type: Supplier-defined controls
• Incident management approach: Users can report incidents to us via email, telephone or web portal at which point an incident number will be generated and the issue logged on our internal helpdesk system. Issues are then accessed for severity and priority and any system changes undertaken as required. Clients are informed of the outcome of any changes / investigations and software updates that may be applied. Issues that arise around software usage and guidance can also be resolved in this way with email updates being sent as any work moves forward, and on completion.

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

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  We recognise that it is important for every company and individual to be good environmental stewards and do everything we can to make a positive difference.; ; Whilst we work on continual improvements, to date we have already implemented:; ; 1. Enabling our staff to work remotely – which reduces our employees carbon footprint by removing the drive to the office.; ; 2. Enabling our clients to work remotely – by providing them with the software and secure access they need to be able to manage their teams and projects remotely.; ; 3. Moved most of our client meetings to online – reducing the travel for both our employees and our clients, and again reducing carbon footprints.; ; 4. Changing work practices to supplying all documentation (invoices, brochures, instruction manuals, etc.) electronically rather than printed and posted. ; ; 5. Encouraging our clients to work in a paperless way through our software, which enables them to work on and save all documentation, surveys, reports etc, electronically rather than as paper copies.

  Covid-19 recovery

  It has been important to us to help both our local and national communities manage and recover from the impact of COVID-19. We have played our part by:; ; 1. Supporting clients and our staff who were shielding to work remotely; by providing the training and software to deliver new ways of working in order for them to continue to work and deliver their services seamlessly, from a safe location.; ; 2. Our software has also reduced the demand on health and care services by providing a reactive helpdesk solution, which enables end users and stakeholders to log in and report faults and monitor the progress themselves, enabling the Health Estates Departments to free up valuable manpower to work on other things.; ; 3. We have also improved our workplace conditions which support the COVID-19 recovery effort by including effective social distancing, remote working, and more sustainable travel solutions by moving our offices to an out-of-town location.

  Tackling economic inequality

  Tackling economic inequality is important to us and we are delighted that our software is so simple to use that it enables people that are manually skilled but not that IT literature to be able to effectively use it as part of their work. Our bespoke training is conducted at the right level for the user, and includes support and top up sessions to ensure that they can succeed. This opens up roles to people that would previously have not been considered for them.; ; As an employer we have actively recruited people without experience and made the effort to train them up and help them get on the career ladder, rather than purely employing experienced people who have already had good opportunities in life.

  Equal opportunity

  We believe that it is important to reduce the disability employment gap, so we support disabled employment opportunities. ; ; We are fortunate in that our work is desk based software development and support, which along with our working remotely policy, can be undertaken securely from home as well as the office which significantly opens up equal opportunities. Our new offices also have good accessibility; from easy access car parking, good public transport, to automatic doors, lifts and wide corridors, with generous office space.; ; We also encourage all our staff to continue to develop new skills relevant to their roles, which include training schemes that result in recognised qualifications.; ; We have also ensured that our software is accessible and adheres to WCAG 2.2 AA, the accessibility standard for all UK Government public sector websites and mobile apps.; ; Additionally we have always positively tackled inequality in employment. We can demonstrate this through:; ; 1. Employing people based upon their ability and skill set rather than their gender, ethnicity or belief. We are proud that this can be seen from junior roles right through to the senior level in our organisation.; ; 2. We pay fairly based upon the work staff do, their skill base and their experience, and are confident that we have no gender, ethnicity or belief variation.; ; 3. We have actively employed people with no qualifications or experience, and trained them up to be skilled and highly capable members of our team. We have actively supported their progression, enabling them to move into higher paid roles as they develop new skills and increase their experience.; ; 4. We have ensured we understand modern slavery to make sure this does not happen within our organisation or supply chain. We have a modern slavery policy and adhere to this, as do our suppliers and clients.

  Wellbeing

  We understand that health and wellbeing are an important part of everyone’s life, and where we are able to, we have made positive steps to support our staff with this.; ; We can demonstrate this through making the effort to understand our staffs individual physical and mental health needs and supporting them in ways that include:; ; 1. Flexible working in order to have the time and space to do other things that are important to them (e.g. exercise, rest, looking after family members etc). ; ; 2. Remote working.; ; 3. Office working (remote working isn’t healthy for everyone).; ; 4. Reducing working hours to those that suit individuals needs and requirements.; ; 5. Introducing social activities in work time.

Pricing

• Price: £1,995 a licence
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Request a login for a free demo system to test drive, via email. We will provided you with sample data and guidance on how to use it, which will enable you to try all the functionality of our software. There is no time limit for this.
• Link to free trial: Info@3istudio.com

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 info@3istudio.com. Tell them what format you need. It will help if you say what assistive technology you use.