SERVICE WORKS GLOBAL LIMITED

Archibus Integrated Workplace and Facilities Management Solution

Archibus is a comprehensive Integrated Workplace Management System (IWMS) offering services for space management, asset tracking, maintenance, real estate portfolio management, sustainability, project management, workplace services, and integration/reporting. It optimises organisational efficiency by streamlining operations and providing insights for informed decision-making.

Features

• Space & Occupancy: Maximise, assign, evaluate workspace, utilisation, occupancy
• Moves, Room & Desk Booking: Relocations, room, desk booking, coordination
• Asset Lifecycle: Full lifecycle tracking, monitoring, enhancement, asset optimisation
• Maintenance & Compliance: Plan, oversee, log upkeep, regulatory adherence, scheduling
• Mobile Access: OnSite app, field tasks, diagnostics, mobile workflows
• Sustainability & Risk: Energy, carbon, waste, hazard, incident, training, PPE
• Property & Projects: Capital planning, condition surveys, property, lease, commissioning
• Integration: BIM, AutoCAD, Revit, Tandem, Forge, REST API, interoperability
• Insight Tools: Analytics, dashboards, business intelligence, metrics, visual, trends, summaries
• Security & Multi-Tenancy: Permission, scalable, adaptable, segregation, control, protection, access

Benefits

• Optimise workspace, improve occupancy rates, reduce costs, enhance space utilisation
• Enable self-service moves, room & desk booking, streamline coordination
• Track assets lifecycle, monitor status, reduce losses, improve asset performance
• Automate maintenance, ensure compliance, schedule tasks, evidence inspections, reduce downtime
• Complete tasks onsite, upload photos, sync data instantly, work remotely
• Reduce carbon footprint, monitor energy, manage risk, ensure safety
• Manage property portfolios, plan capital projects, oversee leases, commission surveys
• Visualise data, publish dashboards, accelerate decisions, gain actionable business insights
• Protect sensitive data, enforce permissions, support multi-tenancy, ensure secure access
• Seamlessly connect systems, automate workflows, eliminate data silos, boost productivity

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 tenders@swg.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

282192901536519

Contact

SWG Sales Team
02088774080
tenders@swg.com

About the service

• Service categories:
  • Application Development and Deployment
    • Analytics and business intelligence
      • Business Intelligence
        • Business Intelligence
      • Advanced and predictive analytics
        • Advanced and predictive analytics
      • Location and geospatial data management and analytics
        • Location and geospatial data management and analytics
• Multi cloud support: Yes

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Planned maintenance will be scheduled on the hosting service. Any planned outages will be communicated and agreed in advance to minimise any impacts to operations.
• System requirements:
  • Chrome
  • Edge
  • Firefox
  • Safari
  • Android 7
  • IOS 10

User support

• Email or online ticketing support: Yes
• Support response times: SWG's target response times are as follows: Priority 1: 30 minutes Priority 2: 1 hour Priority 3: 4 hours Priority 4: 8 hours. Standard support time is based on Monday to Friday 8.30 am - 6pm excluding public holidays.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Yes
• Support levels: SWG's target response times are as follows: Priority 1: 30 minutes Priority 2: 1 hour Priority 3: 4 hours Priority 4: 8 hours. Standard support time is based on Monday to Friday 8.30 am - 6pm excluding public holidays. ; ; The support relationship includes an account manager, access to the support portal 24/7/365, Staff working times as stated above. SWG manage the infrastructure 24/7/365 with a technical consultant available for application support during the time shown above.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide a broad range of training courses which enable users to gain a deeper understanding of QFM software. Whether you require training for end-users or technical system administrator, we deliver a solution to meet your needs. Our training consultants have extensive hands-on experience and requisite technical/communication skills to help your organisation optimise return on software investment. All courses can be delivered at either your premises or at any of Service Works’ dedicated training facilities. Hands-on training exercises provide practical understanding of key areas. Foundation, intermediate, advanced courses tailor training to users’ ability level. Training can be delivered using your own (training) database, enabling delegates to learn applications using familiar and relevant terminology. ‘Train-the-trainer’ service delivers an economical/flexible option for training large numbers of personnel. Online courses offer a cost-effective means of training remote/geographically diverse users. Specialist courses, including System Administrators, Training certification and full documentation provided for all courses. Product documentation is available, including Release Notes/User Guides.; ; Training is provided on a time and materials basis at the day rate shown in the pricing document including preparation/delivery/follow-up. ; ; Bespoke training can be arranged to suit specific customer requirements. Pricing is charged at the day rate stated in the pricing document.
• Service documentation: Yes
• Documentation formats: PDF
• Documentation accessibility standard: WCAG 2.2 AA
• End-of-contract data extraction: Organisations have access to retrieve their data using the methods described below provided it is completed within the contracted period. After this period, we can provide a copy of the database where required. The primary methods for data extraction include:; • Data Source API: Authorised users or connected systems can use the Archibus Data Source API to retrieve all relevant data, including asset records, project data, documents, and compliance logs. This API allows for bulk export in standard formats (such as Excel or Word), making migration or archiving straightforward.; • Smart Client Export Tools: The Archibus Smart Client provides a user-friendly interface for exporting data. Administrators and users with appropriate permissions can select tables or modules and export data directly to Excel or other formats. This is especially useful for large datasets or when a specific export structure is required.; • Built-in Reporting/Export Tools: Archibus also offers built-in reporting features that allow users to generate and export reports or data extracts as needed.; Typically, system administrators or users with elevated permissions manage the extraction process. For complex or custom requirements, it’s recommended to coordinate with your Archibus administrator or support team before contract end to ensure a smooth transition.
• End-of-contract process: Upon termination, at the end of the contact period, most data is available for download by the customer as long as the subscription is still live. So in most cases this is a simple self service process. As part of the termination process SWG discuss the data extraction requirement, if for any reason the standard tools are not adequate. SWG will provide any or all client data at (no extra cost) within the subscription period. It should be noted SWG will typically provide data in CSV format. However other formats can be discussed if required. As standard SWG do not perform any data transformation or manipulation however this can be discussed and provided as an optional service. This will be costed as time and material consultancy against the day rate stated within the pricing document.

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: Archibus offers four interfaces for different user needs. Web Central is the full professional platform for FM teams, supporting detailed operations such as asset management, space planning, SLAs, and advanced reporting. Workplace is a simple, modern self service interface for employees to book rooms, find people or spaces, and submit service requests. Mobile is built for field teams, enabling fast inspections, technician tasks, equipment lookups, and offline data capture. OnSite is streamlined for maintenance engineers, focusing on work execution with clear task lists, status updates, time tracking, photos, and findings.
• Service interface: Yes
• Description of service interface: The service interface operates via the service portal where certain aspects are mandatory and some optional in the interface provided.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: The user interface is simple and intuitive and does not present a complex user interface as result none of our clients are using specific assistive technology however all testing has been carried out internally.
• User support accessibility: WCAG 2.2 AA
• API: Yes
• What users can and can't do using the API: Archibus Hosting Services (AHS) fully supports the official REST-APIs provided by Eptura in current Archibus versions.; ; Database Exporter APIs are used to transfer data records from one table of the database into an output stream or a file stored on the server.; ; Java API to Generate Cross-tab XLS Reports.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Archibus provides a highly flexible platform that enables organisations to tailor the system to their unique requirements. Users can customise a wide range of modules, including Space Management, dashboards, forms, workflows, and business rules. The platform also supports integration with external systems such as BIM (Building Information Modelling), BMS (Building Management Systems), and IoT devices, allowing for seamless data exchange and enhanced functionality.; Customisation is managed through the Archibus Administration module and configuration console. For straightforward changes—like adjusting dashboards, modifying forms, or updating field labels—users can utilise intuitive graphical tools. More advanced customisation, such as developing new business rules or integrating with third-party systems, may require scripting or use of the Archibus API. Importantly, most customisations are web-based and do not alter the core application code, which helps ensure that system upgrades remain smooth and low-risk.; Customisation rights are role-based: system administrators or users with elevated permissions can implement broad changes, while end-users are empowered to personalise their own dashboard layouts and saved searches. Deeper system modifications require administrative access or technical expertise.

Scaling

• Independence of resources: Continuous real time monitoring of the ASC-HS Hosted Environment ensures we have total visibility of resource usage and SWG will increase resources appropriately if load increases.

Analytics

• Service usage metrics: Yes
• Metrics types: Across the service there are different types of metrics that are accessible/provided. A range of application oriented statistics highlighting statistics for usage of the system and ranging to technical service data such as service up time. A broad range of such statistical information is available as standard.
• Reporting types:
  • Regular reports
  • Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: Yes

Supplier type

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: Eptura

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Developed Vetting (DV)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • 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 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Data Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase
  • Degaussing
  • Physical Destruction / Hardware containing data is completely destroyed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Archibus has a dedicated Import/Export facility for use by administrators for general data uploads and downloads. This covers a wide range of Archibus data types and enables imports and exports via Excel in Unicode text and comma delimited file types. Archibus Connectors also can be configured to import/export XML, Text and Excel. SWG can handover the full database at the end of the contract.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • XLS
  • XML
  • JSON
  • DOC
  • DOCX
  • JPEG
  • MPP
  • PTX
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • XLS
  • XML
  • JSON
  • JPEG
  • RVT
  • DWG
  • TXT
  • SQL
  • LDAP (Active Directory)
  • Oracle

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: As standard we offer 99.7% - 99.9% availability.
• Approach to resilience: The projects delivered by ARCHIBUS Hosting Services (ASC-HS) are hosted in “ARCHIBUS Authorized Hosting Partners” secure, top-tier data centers. (Amazon Web Services – AWS, Azure, IBM Cloud, and ORACLE Cloud); ; The data centers offer a full line of managed and professional network security solutions, including vulnerability assessments, penetration testing, incident response and customized services to help clients identify, understand, and effectively deal with security issues before and after they occur.; ; Futher information available upon request.
• Outage reporting: 24/7/365 monitoring of ASC-HS and clients’ networks and system infrastructure for continuous system performance and signals of system failure.; ; The ASC-HS providers tests monitoring redundancy several times each day. Another method of monitoring notification specifically for network engineers includes alerts firing through the network monitoring information system (NMIS). When alert's fires in NMIS, an e-mail is sent to the network engineer team.; ; A shift manager is on duty to provide proper supervision on each shift during the week and is on call on weekends if issues arise. A monitoring engineer cannot leave his/her monitoring station until being replaced with another monitoring engineer.; ; The system performance items monitored by the ASC-HS include:; ; Disk space usage, CPU, memory, NIC utilization, back up successes and failures; Thresholds for CPU utilization, networking device interface utilization, and interface up/down status; Keyword monitoring (URL and IP), ping-based connectivity monitoring for all devices; Server hardware monitoring, predictive fault detection; When an alert is triggered, a monitoring engineer creates and assigns a service call to the team responsible for responding to the incident. All engineers take actions following alert handling procedures and incident resolution procedures. The incidents are tracked to resolution using service calls within the support console.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password
  • Other
• Other user authentication: Single sign on is also available.
• Access restrictions in management interfaces and support channels: Access to Archibus management interfaces and support channels is restricted through layered security controls. Role‑based permissions ensure users only access functions relevant to their responsibilities, with optional user‑level restrictions for finer control. Administrative and configuration interfaces are limited to authorised system or module administrators. Authentication is enforced through built‑in security, LDAP, or full SSO to ensure only validated users gain entry. Support channels and operational workflows are governed through SLA‑based controls, preventing users from executing actions beyond their authority. All integrations use secure, authenticated APIs, and hosted environments adhere to ISO27001‑aligned security standards.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)

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 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: Between 1 month and 6 months

Security governance

• Named board-level person responsible for service security: Yes
• Software Security Code of Practice: Yes
• Security governance certified: Yes
• Security governance standards:
  • CSA CSM version 4.0
  • ISO/IEC 27001
• Information security policies and processes: Service Works and ASC-HS and hosting partners are accredited with the ISO 27001 international information security standard. The organisation has a comprehensive set of information security policies, signed off at senior level, and processes and audits these annually. We are also audited annually by an external independent accredited body. Our cyber security protection is of the highest quality. In addition to ISO 27001 auditing, SWG manages and reports any risks, together with mitigation plans, to our parent company on a quarterly basis.

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: Configuration and change management at SWG begins with a formal Software Change Request (SCR) detailing requirements and technical specifications. No work starts until the client reviews and approves both the SCR and the associated work effort. Once authorised, the SWG team implements the changes, then coordinates with ASC-HS for deployment first to User Acceptance Testing (UAT) for client validation, and then to production after sign-off. This process ensures all changes are fully approved, tested, and aligned with client expectations before live deployment.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Our outsourced data centres offers a full line of managed and professional network security solutions, including vulnerability assessments, penetration testing, incident response and customized services to help clients identify, understand, and effectively deal with security issues before and after they occur.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: SWG operate 24/7/ 365 EDR (Endpoint Detection and Response) service which operates on all SWG PCs and servers. This also operates on all jump servers that provide access to the customer hosted environment. This is monitored by security experts and is available for issues 24/7/365 via a Security Operation Centre.; Server Access also restricted by IP address.; MFA required for remote access.; NSG (Network security groups) are used.; Comprehensive Incident Response Policy, including comms plan. Where relevant, customer informed within 72 hours, or sooner if the service is affected in any way.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Post-quantum cryptography secure: Yes
• Incident management approach: SWG has a comprehensive pre-defined process for incident management this policy is included in our ISMS which is audited externally every year this includes clear direction regarding incident reporting, investigation, incident categorisation, detailed analysis of any data loss, clear instructions relating to the communication requirements including who needs to be informed and how quickly. This policy also includes the requirement to define the root cause and ensure that the appropriate mitigation is in place to prevent or reduce the impact of any future occurrence.

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

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Standards and certifications

• ISO/IEC 27001 certification: Yes
• ISO/IEC 27001 accredited by: ISO 27001 - Amitovo Group (British Assessment Bureau)
• ISO/IEC 27001 accreditation date: Tuesday 17 June 2025
• What the ISO/IEC 27001 doesn’t cover: N/a
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• ISO 9001 certification accredited by: ISO9001 - Amtivo Group (British Assessment Bureau)
• ISO 9001 accreditation date: Friday 2 September 2016
• What the ISO 9001 doesn’t cover: N/a
• Quality management systems (QMS): Yes
• CSA STAR certification: Yes
• CSA STAR accreditation date: Wednesday 15 May 2024
• CSA STAR certification level: Level 2: CSA STAR Attestation
• What the CSA STAR doesn’t cover: The CSA Star certification covers Microsoft Azure Data centres where we have both data relating directly to the service and SWG corporate data. This certification does not include SWG corporate offices.
• PCI certification: No
• Cyber essentials: No
• Cyber Essentials Alternative: In relation to the services you do not have a current and valid Cyber Essentials certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials certificate by one of the government approved accreditation bodies within 12 months of the date of award.
• Cyber essentials plus: No
• Cyber Essentials Alternative: You do not have a current and valid Cyber Essentials Plus certificate, or will not have in place within 12 months of the date of award but have an IASME certified equivalent.
• Other security certifications: No

Social value

• Mission: Kick start economic growth:

  To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

  Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

  • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges

  Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

  • Activities to identify opportunities to open up sub-contracts under the prime contract to a diverse range of businesses, including new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
  • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
• Mission: Make Britain a clean energy superpower:

  To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

  Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

  • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
  • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement
• Mission: Break down barriers to opportunity:

  By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

  Policy Outcome 6: Employment and training: For those who face barriers to employment

  • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
  • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
  • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce

  Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

  • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
  • Understanding of issues relating to entering the contract workforce
• Mission: Build an NHS fit for the future:

  That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

  Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

  • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce

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 tenders@swg.com. Tell them what format you need. It will help if you say what assistive technology you use.