Awaken Learning

BeOnline &Manage: Fire Risk Assessment And Action Tracker Software

BeOnline &Manage is a flexible fire risk and action tracker management system to control, record and evaluate fire risk assessments, inspections and other checklists, bespoke or off the shelf. A tailored built register effectively manages actions undertaken, tracking to completion with interfaces for managing COSHH and Assets Registers.

Features

• Available through any browser, as an SaaS solution, mobile compatible
• Easy to customise and fully upscalable risk management system
• Create own risk assessment and inspections templates with bespoke workflow
• Use your own templates or access our library for free
• Multi-tier access provides customisable management levels tailored to your organisation
• Flexible customisable reports to identify trends and map risk profiles
• Create, manage, assign, and check progress of actions in registers
• Upload and store documents, pictures, findings and audits
• Manage and locate chemical and hazardous substances
• Manage drivers records, first aiders/fire wardens qualifications and ratio

Benefits

• Easy to deploy, with free ongoing training and support
• Simplified management and tracking of actions through completion
• User friendly, simple interface to promote uptake across the organisation
• Easily set risk assessments/actions review dates with cost/outcome evaluation
• Enable branded and bespoke escalations, reminders and notifications
• Simplify approval of special events and travelling risk assessments
• Effectively analyse risk control measures in place
• Easy monitoring of chemical distribution and location of assets
• Achieve national and international regulatory and best practice compliance (ISO/OHSAS)
• Designed for staff of all levels/skills to use with ease/confidence

£1,500 to £8,950 an instance a year

• 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 marco.bulmer-rizzi@awakensoftware.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

256869589821410

Contact

Marco Bulmer-Rizzi
02083556144
marco.bulmer-rizzi@awakensoftware.com

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Private cloud
  • Hybrid cloud
• Service constraints: Not applicable
• System requirements:
  • 2GHz Intel Processor (or equivalent)
  • 2GB RAM (or higher)
  • 1024 x 768, 32-bit screen resolution
  • Internet Explorer 8 or higher - Javascript enabled
  • Safari, Opera, Firefox and Google Chrome – latest version
  • Adobe Acrobat Reader – latest version

User support

• Email or online ticketing support: Yes, at extra cost
• Support response times: Response time averages from between 4 to 6 working hours Monday through Friday. Support is restricted to system administrators (unlimited number)
• 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: Unlimited support is available to client's designated system administrators during normal office hours, Monday through Friday 8:30AM to 6:30PM, excluding UK Bank Holidays.; ; Support is available via service desk, email, telephone and webex/remote connection.; ; On site support can be provided at a the published daily rate.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Unlimited, ongoing training and support is provided at no additional charge. System training is designed around clients' needs and requirements and delivered onsite, online or via user documentation if applicable.; ; Initial system training is delivered at key milestones during the initial roll out process maximizing user experience and knowledge.
• Service documentation: No
• End-of-contract data extraction: Data exports are available to all system administrators and managers in the reporting section of the management system. All data can be exported in CSV or Excel format, selected information is also available for export in PDF or Word format.
• End-of-contract process: As all data is available for export in CSV or Excel format directly from the management interface of the system, clients can extract data as and when needed. The full data exports allow clients to easily manage all data for future reference or further editing (i.e. for import in a new system). ; ; Clients can remove any information that they do not wish to migrate or that is deemed not required. If additional, bespoke formatting of data is required - such as in the case of a client requiring specific formatting of information or other data manipulation - our daily rate for bespoke development would apply.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: There are no differences between mobile and desktop services for management and reporting functionalities. ; ; Some training content may not be suitable for mobile learning and not available for mobile access.
• Service interface: No
• User support accessibility: WCAG 2.1 AA or EN 301 549
• API: No
• Customisation available: Yes
• Description of customisation: Branding of the application interface is carried out as on behalf of clients by Awaken team as part of the onboarding process.; ; Clients appointed system administrators can easily customise the application interface including structure, management reporting and access and email content and frequency is accessible by client from front end.; ; Full content customisation of training modules is carried out as required on behalf of clients by Awaken module development team at no additional cost as and when required.

Scaling

• Independence of resources: Each client instance is logically separated and we implement live monitoring of each individual client instance resources, availability, and environment as well as higher-level monitoring for the entire hosted environment.

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 SSAE-16 / ISAE 3402
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: Yes
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Data exports are available to all system administrators and managers in the reporting section of the management system. All data can be exported in CSV or Excel format, selected information is also available for export in PDF or Word format.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • XCL
  • WORD
  • PDF
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

• Guaranteed availability: We guarantee our services to meet 99.9% availability, except in the cases of Force Majeure. Planned maintenance and software upgrades are carried out after business hours. Most maintenance and software upgrades are delivered with no service interruptions, where any temporary service downtime is required for the maintenance and software upgrade this will be limited to no more than 15 minutes and always carried out after working hours and with prior notification to the client.; ; Any issues reported through our service desk or telephone support will be answered according to the priority level (Level 1 - Fatal to Level 4 - Minor). Response time varies based on the priority level (60 seconds for Level 1 issues, 2 hours for Level 4 issues). Updates and resolution are provided at regular intervals of 2 hours until resolution. Specific SLAs and response times can be agreed with clients on request. Credit on the account would be issued in case service levels are not met.
• Approach to resilience: Information available on request.
• Outage reporting: We have live reporting including a dashboard, email alerts and other methods of notifications.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password
• Access restrictions in management interfaces and support channels: Access is restricted by both role and domain of responsibility.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • 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: 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: Yes
• Any other security certifications:
  • Our hosting and cloud provider is ISO/IEC 27001
  • Our hosting and cloud provider is ISO 28000:2007
  • Our hosting and cloud provider isPCI certified

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: Our datacentre and hosting services meet ISO/IEC 27001 standards and are certified. Internal security governance is tested independently by a third party audit. Senior Management and IT Director have responsibility for implementing any recommendation or changes as appropriate.
• Information security policies and processes: Our Information Security policy is reviewed regularly and managed by senior management. Responsibility for information security policy rests with the IT Director and the Managing Director. Our security policies are reviewed at least every 6 months and appropriate training delivered to all staff every year.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Our change control board manages the configuration and change management processes for all our services.; ; All changes and new development are tracked from original change request/new development submission to live deployment. Our change control board uses a variety of tools (including JIRA and Bitbucket) to manage the process, including security impact analysis and testing. ; ; All changes and tests results are documented and versioned.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: All our environments have real-time scanning and logging of suspicious activity, network scanning and system monitoring. ; ; We follow a regular security and penetration test schedule using industry standard tools and best practices. We also work closely with a number of leading organisations to remain at the forefront of data security and drive our development forward. ; ; Security patches and cloud environment upgrades and patches relating are fully managed by our hosting provider in real time, 24/7. Non-critical patches and security enhancement features are released as part of scheduled upgrade and maintenance schedule, typically every 4 to 6 weeks.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Our systems are scanned 24/7 for potential compromises by automated systems as well as direct supervision by qualified personnel. ; ; If a potential threat or compromise is detected an alert is generated and immediate investigation is launched to assess issue and identify remedial action. ; ; Investigation is launched immediately on discovery of potential compromise and follows a regularly tested protocal and escalation process. Additional information is available on request.
• Incident management type: Supplier-defined controls
• Incident management approach: Users can report incidents through our service desk around the clock and as well as by contacting our offices during normal working hours. Incident updates and reports are provided by email and service desk ticket update.

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

  Covid-19 recovery

  Covid-19 recovery

  We have designed our services to include specific guidance, training and assessments tool to manage return to work and working remotely arrangements.

Pricing

• Price: £1,500 to £8,950 an instance a year
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Content sample evaluation for up to 14 days

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 marco.bulmer-rizzi@awakensoftware.com. Tell them what format you need. It will help if you say what assistive technology you use.