SPICA Technologies Ltd

Luna Workplace Experience App

Spica provides a single holistic mobile app, tailored and branded for organisations, that allows employees to interact in real-time with the services and facilities in the building remotely or on site.
These can include wayfinding, resource booking, digital access, service requests, catering, social hub, and colleague collaboration.

Features

• Wayfind to rooms, desks, specific areas, washrooms, catering and colleagues
• Book rooms or other shared resources through booking systems
• 'Override' unused shared resource bookings in real time
• 'Check in' in to unoccupied shared resources based on proximity
• 'Early Release' a booked resource
• Get information on facilities and services based on location
• Raise a service ticket from anywhere in the building
• Direct nearest service resources to issues based on location
• Use phone as a security pass
• Access catering services viewing menus and ordering from anywhere

Benefits

• Workplace technology that drives talent attraction, productivity, satisfaction and retention
• Encourages collaboration and community engagement
• Focused employees choosing locations best suited environmentally for work
• Reduce number of help desk tickets and improve KPI's
• Granular workplace data to enable strategic real estate planning
• FM service improvement with ability to analyse trend analytics
• Ability to promote employee well being
• Improved dynamic response to FM issues
• Supports smarter working practices

£20 a user a year

• Education pricing available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

  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 simon.hilton@spicatech.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

294480946123086

Contact

Simon Hilton
07545078373
simon.hilton@spicatech.co.uk

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: Spica's GemEx Engine. GemEx is the platform behind our Luna Workplace experience app. GemEx provides management stakeholders the perspectives they would like to see around space optimisation, FM processes and employee comfort, productivity and wellbeing. Luna is the app that employees would use to interact with the building and services.
• Cloud deployment model: Private cloud
• Service constraints: None
• System requirements: None - all system requirements provided within SaaS

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Email ticket acknowledgement by return email, initial response within 1 hour in business hours. Out of hours, including weekends response requires extended support package
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 AA or EN 301 549
• Phone support: No
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: Incident Target Response, Update and Resolution times Severity Level Target Response Time Update Frequency Target Resolution Time Valid Timeframes 1 - Critical 1 hour Hourly 4 hours Customer Business Hours 2 - High 1 hour Hourly 8 hours Customer Business Hours 3 - Medium 2 hours Every 2 hours 16 hours Business Hours 4 - Low 4 hours N/A N/A Business Hours
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Digital Workplace Experience has a comprehensive online user guide, and training can be provided either remotely or onsite
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Data can be exported by clients in a variety of formats including custom reports (Word, PDF), Excel, CSV, and so on. The export format is customised to meet client requirements.
• End-of-contract process: Contract pricing includes hardware (either purchased or leased), device subscriptions and user licenses for the duration of the contract. Additional services (such as on-site installation) are delivered at additional cost.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Mobile interface is designed for both tablet and phone screen sizes - native Apple and Android Apps. Desktop services are web applications with User Interfaces suitable for management and administration teams.
• Service interface: No
• User support accessibility: WCAG 2.1 AAA
• API: No
• Customisation available: Yes
• Description of customisation: Digital Workplace Experience applications can be delivered 'white-labelled' and customised to adopt client branding and look&feel guidelines. Custom integrations can be delivered based on specific client needs - e.g. integration to room booking/CAFM/BMS systems

Scaling

• Independence of resources: We use virtualisation techniques within our hosting platforms to provide complete isolation between each client installation

Analytics

• Service usage metrics: Yes
• Metrics types: The primary billing model is the number of connected devices (subscriptions) per month; Reporting types; ; Real-time dashboards; Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Baseline Personnel Security Standard (BPSS)

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: 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: No
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Digital Workplace Experience solutions include comprehensive dashboards for analytics and reporting. Additionally, data can be exported into external Office tools or as CSV
• Data export formats: CSV
• Data import formats: CSV

Data-in-transit protection

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

Availability and resilience

• Guaranteed availability: 99.5% uptime of the service per month, with service credits applied based on %age of downtime
• Approach to resilience: Available on request
• Outage reporting: Email alerts or client-specific monitoring API

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: Information available on request
• Access restriction testing frequency: At least every 6 months
• Management access authentication: 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: At least 12 months
• Access to supplier activity audit information: Users have access to real-time 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: Yes
• Who accredited the ISO/IEC 27001: BSI
• ISO/IEC 27001 accreditation date: 05/02/18
• What the ISO/IEC 27001 doesn’t cover: Information available on request
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: No

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: ISO 27001 Policy Statement and information available on request

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Information available on request
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Information available on request
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Information available on request
• Incident management type: Supplier-defined controls
• Incident management approach: Information available on request

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

  Spica is part of the Nordomatic company. Nordomatic’s core business is contributing to sustainability in a very tangible way through helping customers optimise energy efficiency and reduce CO2 emissions for their buildings with our ecopilot product. In 2021 alone, approximately 83,000 tonnes of CO2 have been avoided thanks to the work of Nordomatic. Norodmatic are also the main sponsors of EnergyAid in 2021, and have supported a solar panel project for a hospital in Borneo. In 2021 we have, thanks to the possibility to track our sustainability progress, joined the international NGO CDP’s Private Market’s disclosure pilot project, which collects data from 1,000 companies to disclose environmental data. The project is the only one in the world to gather this type of corporate climate change data and provide it to the marketplace – resulting in increased investments in companies working with sustainability. Our Sustainability report can be found here - https://nordomatic.com/sustainability-report/
• Covid-19 recovery:

  Covid-19 recovery

  ovid-19 and its impact has been unprecedented. Now as organisations plan for a return to work it will be paramount to try and provide as safe an environment as possible. In conjunction with this, companies will have to adjust to a ‘new normal’ by implementing new work practices to mitigate risk in line with latest guidance: Working safely during coronavirus (COVID-19) published by UK Gov. Department for Business, Energy & Industrial Strategy on 11th May 2020. Future proofing will be critical to ensure readiness for any new business disruptions and the new ways of working. Spica believe our solutions play a key role in assisting organisations as part of a holistic return-to-work adoption strategy with relevant processes and policies. Our solutions support organisations and businesses to manage and recover from the impacts of COVID-19, including where new ways of working are needed to deliver services. Some examples of this are real time occupancy alerts for social distancing, a smart cleaning solution for improved levels of hygiene, real time alerts for humidity and CO2 air quality levels, and a resource booking tool to support flexible hybrid working. This strategy must include adherence to government guidelines and client-specific policies and processes.
• Tackling economic inequality:

  Tackling economic inequality

  MODERN SLAVERY AND HUMAN TRAFFICKING POLICY available upon request.
• Wellbeing:

  Wellbeing

  Spica utilises a complete range of sensor data including Humidity, CO2, Noise, Temperature, VOC’s, Light etc, enabling us to provide complete real-time and long-term trend analytics about worker usage of a building. Numerous studies have highlighted how a worker’s environment impacts their wellbeing and productivity. From our ecopilot product which utilises AI to optimise building indoor environmental conditions, to GemEx providing real time alerts to breached environmental parameters and the ability for employees to choose workspaces with the optimal conditions for them, Spica's solutions supports occupancy and employee wellbeing whilst at work.

Pricing

• Price: £20 a user a year
• Discount for educational organisations: Yes
• Free trial available: No

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

  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 simon.hilton@spicatech.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.