Activeplan Consulting Limited

Activeplan Project and Asset Information Platform

Management of the automated collection of Asset Information in spatial models that integrate both 2D, 3D and COBie models with asset records,

The platform is true BIM Level 2 (in old money ) or Digital Twins, creating validated machine-readable information that can populate any FM/Asset Management applications to ensure compliance.

Features

• 2D and 3D spatial models of existing and new buildings
• Comprehensive, machine-readable and auditable Asset and Project Information Requirements
• 3. Standards-compliant data management (BS1192, ISO19650, IFC, COBie and HACT)
• Reusable data libraries for assets, systems, spaces, buildings and activities
• Automated validation of submitted data and reporting for correction
• Revit add-ins connecting BIM models with cloud managed data libraries
• Estates management including building safety risk management and compliance
• Two-way integration with many 3rd party asset management applications
• Room data and O&M management including change control
• Activity-based space and equipment booking and management

Benefits

• Create data containers for simple collection/organisation of asset information
• Enable clients to define/audit what information they need
• Standardise libraries, enable supply chains to provide QA’d information
• Reduce time/errors from manual data entry into models
• Deliver a fully coordinated Project/Asset Information Model
• Enable clients and contractors to demonstrate that risks are mitigated
• Automatically record where products have been installed for auditing
• Provide asset data for safety and embodied carbon reporting
• Reduce risk of penalties and prosecution
• Improve space utilisation and service/capacity planning

£15,000 a licence 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 george.stevenson@activeplan.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

305006055000859

Contact

George Stevenson
07776 201 854
george.stevenson@activeplan.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: Our data library applications support other BIM applications, maintenance work order applications, surveying solutions, smart procurement, and lifecycle management ; ; Activeplan provides an ecosystem of validated, machine-readable data that enables integrated asset management that supports the Golden Thread process and enables simulation of risk management and creation of digital twins.
• Cloud deployment model:
  • Public cloud
  • Private cloud
• Service constraints: Services are available 24/7 unless clients are specifically notified for scheduled downtime. There are no specific hardware restrictions on which hardware may access the platform, although clients are advised to use the latest browsers for experience and security reasons.
• System requirements: Users must have a valid license to the platforms.

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Support is provided by emails to our support group. We aim to deal with requests on the following basis: ; Priority one : 1 hour: Resolution: 8 hours ; Priority two :4 hour: Resolution 24 hours (typical); Priority three : 24 hours : Resolution 60 hours; All durations listed above are based on normal working hours 09:00 and 17:00 UK time, Monday to Friday. ; Activeplan shall use all commercially reasonable endeavours to meet the Response and Resolution times illustrated above.
• 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: The Activeplan license fees include telephone and email support.; ; All Users have access to the support team via the telephone and email helpdesk facility.; ; The support telephone and email help desk is available Monday to Friday inclusive from 9am to 5pm GMT excluding UK bank holidays.; ; The support team will assign one of the priorities below to each support request:; ; Priority 1: a business-critical feature of the Software Service is unavailable to all users, and consequently users are unable to continue with their normal course of business. ; ; Priority 2: an important feature of the Software Service is unavailable to all users, but does not prevent users from continuing with their normal course of business. ; ; Priority 3: a feature of the Software Service is unavailable to one or more users. ; ; Support requests will be escalated if necessary
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Activeplan provides onsite training, online training, and user documentation to suit the Buyer's requirements.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • ODF
  • PDF
  • Other
• Other documentation formats: MP4 video files
• End-of-contract data extraction: Users can download their data in the International and British Standard open data format for Asset Information, COBie.; In addition to COBie Excel, COBie Lite and JSON, Activeplan provides export schedules in Excel, Word and PDF plus any uploaded BIM files in their native or IFC format.; ; Activeplan can also provide digital archives in other media agreed by the Client
• End-of-contract process: In addition to receiving the asset information as a COBie file, the client (or their new software provider) may not have the expertise needed to import and use the COBie file. ; In which case, Activeplan can provide additional services to train those undertaking that transitional work and/or create bespoke exports as required. ; The cost of this will depend on the scope of work required and will be charged according to the personnel required to do the work.; ; All model files, documents and schedules of asset data can be exported from Activeplan and provided to the Customer via an external hard drive compatible with Windows or OSX operating systems. The hard drive can be encrypted as an option.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The User Interface is designed to responsively adapt to suit the browser's screen resolution. We endeavor to ensure there is no difference in experience between the different devices and if any are found we will investigate as per our standard support flow.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: The online services and applications are entirely web browser-based via a user interface to access, store, process, track and download information. Users can also sign up for API access - this service does not provide a user interface.
• Accessibility standards: None or don’t know
• Description of accessibility: We endeavor to make the platform as accessible to everyone as possible. The system is compatible with screen readers and we will will work with any client should a specific set of accessibility issues arise.
• Accessibility testing: As we develop to web standards we currently only specifically test for accessibility issues as requested by clients for a specific configuration
• API: Yes
• What users can and can't do using the API: API access to the platform is only available to those given the appropriate level of rights from the system admin, as defined as part of the contract with the client. The API is not available by default to Users.; ; The API allows for 3rd party developers to interact with various areas of the platform, creating and updating information as an example. ; ; The API is constantly being expanded as new features are identified and we are happy to talk to clients and developers about their specific needs
• API documentation: No
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: The buyers can customise the process in many ways both in real time and also through consultation with Activeplan. ; This customisation includes but is not limited to colour schemes/branding, services shown, information hierarchy of uploaded information, categories, types of assets, information sets, groupings, geography etc.

Scaling

• Independence of resources: The platform monitored for performance and we are notified of issues.; ; Each client has their own database and web applications are spread over multiple SQL instances, both spreading the loads and also minimises impact should processing issues arrive.; ; We also have the option to spin up new servers as required.

Analytics

• Service usage metrics: Yes
• Metrics types: The platform provides various levels of metrics, from in app dashboards through it in depth usage reports (available on request) including but not limited to ; - Server uptime performance; - Storage metrics; - User sessions including page visits
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • 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: United Kingdom
• User control over data storage and processing locations: Yes
• Datacentre security standards: Supplier-defined controls
• Penetration testing frequency: At least once a year
• Penetration testing approach: In-house
• Protecting data at rest:
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • 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: Users can export data at multiple levels of details from specific reports on selected areas of data, through to whole project data exports to COBie compliant Excel documents.
• Data export formats:
  • CSV
  • ODF
  • Other
• Other data export formats:
  • Microsoft Excel (.xlsx)
  • COBie
  • SVG
• Data import formats:
  • CSV
  • ODF
  • Other
• Other data import formats:
  • .rvt (Revit) via Autodesk Forge
  • .ifc via Autodesk Forge
  • .xlsx (Excel)
  • COBie (Excel)
  • .dwg

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Other
• Other protection between networks: If required we can set up a peering relationship via FlexiScale Direct Connect or a hardware VPN
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: 99.5 service availability
• Approach to resilience: For security reasons this information is only available upon request.
• Outage reporting: Clients are notified of any issues via email. In addition clients can contact us via support channels.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: All management services operate to the highest supported standard. All users are only given access to systems they are allowed to and only to a level that lets them complete their role. Administrator type roles are agreed at a senior management level before being applied. ; ; Roles are regularly reviewed and upon role change and/or change on employment status to ensure the current status/level of access is correct and old privileges are removed.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • 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: Between 6 months and 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: Between 6 months and 12 months
• How long system logs are stored for: Between 6 months and 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: SImply Certification
• ISO/IEC 27001 accreditation date: May 2022
• What the ISO/IEC 27001 doesn’t cover: Not applicable
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications: CyberEssentials - didn't recertify in 2021 - moved to ISO:27001

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: We work to the ISO 27001 standard and as part of this we regularly have reviews of all our security policies. We adopt changes as appropriate and work on a continuous improvement process.
• Information security policies and processes: Our Information Security Management System contains detailed security policies and processes,; ; 1. All communications over the public internet must be encrypted with a valid SSL certificate; 2. All email is handled by Microsoft 365 and incorporates their security standards.; 3. When using a shared internet connection, network communication must go via a VPN.; 4. If customer data is required to diagnose an issue, it must be securely erased as soon as possible once the issue being resolved.; 5. Passwords and other security critical tokens can only be stored in the company password safe. They must never be e-mailed or texted.; 6. 2FA is required when connecting to any external service that supports it or mail account; 7. Secure passwords are forced to a secure standard as defined by Microsoft.; ; We audit this regularly by issuing employee questionnaires and audits where we check the configuration of employee workstations.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Changes are requested either by a customer or internally. The development team discuss the next fortnight's work, and what features should be prioritised. A technical specification is prepared by the senior technical staff and signed off by the technical director. After a developer prepares the changes, they are code reviewed by the technical director and senior staff. During the code review, we identify potential security risks and mitigate them wherever possible. We use the same approach for changes to servers, patches or configurations.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: We are subscribed to Windows security alerts mailing list. It is reviewed on a regular basis for potential issues. Updates are reviewed and URGENT fixes applied as soon as possible. Standard updated are applied on a monthly basis; ; Live applications are monitored and accounts locked upon anything identified as suspicious activity
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Activeplan use a combination of approaches and software to actively identify suspicious activity and take relevant action. For obvious security reasons, we will only discuss these in more detail upon specific client request.
• Incident management type: Supplier-defined controls
• Incident management approach: As defined in our 27001 processes, all incidents are logged, assessed and remedial work defined and then actioned. All effected parties are then notified of the issue. ; ; The majority of issues are picked up by our internal teams and automated monitoring before users become aware. In the event a user becomes aware of an issue first, they can raise a Priority 1 task with the support system.

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

• Fighting climate change:

  Fighting climate change

  Activeplan's spatial models include the means to assign functional use to each space, the activities they support, minimum levels of environmental performance and the systems that support the spaces/activities. The levels of utilisation can be recorded, allowing the service-planners and asset teams to collaborate in optimising the use of facilities towards net zero greenhouse gas emissions. ; ; Activeplan is working with industry experts to help define data templates that are required to enable supply chains to provide Environmental Product Declaration information about the products they are manufacturing, installing, operating, maintaining and recycling. Data libraries for products that will be used are created, including the measures required to calculate embodied carbon, both for individual and as assemblies, with related information beyond the manufacturer such as merchant, transporter, installer, operator and recycler. ; ; These data libraries hold the information a machine-readable format, making it directly accessible from 3rd party software applications. This allows designers and buyers to make informed decisions to select lower carbon solutions, while taking account of other important considerations, such as fire safety. ; ; Activeplan's platform is being used by the Innovate UK - Laing O'Rourke-led Product Based Building Solution that reduces construction carbon by 30% and approaches PassivHaus standards in the operational building. Because Activeplan creates spatial models of existing buildings, and whole estates, it is supporting de-carbonisation projects by helping all project stakeholders to plan the remedial works and capturing elements that are replaced, including the evidence to comply with Part L, supporting environmental protection and improvement .; ; This provides a digital record for the long-term management of the building. Activeplan is also used by FM/Asset managers to schedule maintenance tasks, model the required resources and optimise their daily tasks. This is also used to inform lifecyle replacement modelling to reduce unnecessarily replacement - or plant being run inefficiently.
• Covid-19 recovery:

  Covid-19 recovery

  Space booking - Activeplan is being used by an NHS Trust to manage the safe utilisation of space within their portfolio, including social distancing. This helped the Trust continue to provide vital services, including community services, at a critical time, while protecting staff and patients. ; ; Covid Testing Centres - The asset management firm that is responsible for capturing and managing the asset information for 181 Covid Testing Centres. The pace of the deployment meant that they didnt have enough qualified surveyors to visit each site. ; ; We modified Activeplan so they could bring back from furlough people from their catering business, which was effectively closed during the lock-down, and use the platform to capture all the site and asset data, in a way that experts can view remotely, validate/correct and manage going forwards. ; ; This has created a whole new way of capturing asset information with less-skilled people helping capture valuable information in a managed environment. They will become more proficient and move into more expert roles, opening up the opportunity for new entrants. ; ; Covid Test Laboratory - In a different way, Activeplan helping the Covid recovery because it is being used as part of the BIM solution to capture the installed assets and systems, providing the asset management team with the means to manage this critical facility
• Tackling economic inequality:

  Tackling economic inequality

  Activeplan's software platform is being used by social landlords to improve the buildings often occupied by those disproportionally affected by economic inequality. Our solutions can help landlords, designers, contractors and operators make better decisions that will reduce the running costs for tenants.; ; The improved information, particularly for existing buildings, will make buildings less prone to safety risks, and/or make it easier to plan and expedite evacuation procedures. This should reduce tenants costs. ; ; On the wider construction front, Activeplan enables smaller supply chain firms to be directly engaged in providing their information and reduce the risk of it being misinterpreted. In turn, this reduces the commercial and insurance risk they carry.
• Equal opportunity:

  Equal opportunity

  The nature of the application allows most people with disabilities to use it without issue except for functionality that would enable a blind or partially sighted person to use it. Unfortunately we have not yet had the resources to address that. However, people with many different levels of ability and competence should be able to use Activeplan to make a full contribution to our clients’ projects. ; ; By using Activeplan as a Digital Asset Capture platform, we help provide opportunities for apprentices and less experienced people to visit sites and take 360 photos, connect them to the rooms in the spatial models to enable subject matter experts to work remotely to interpret what they see in the photo and create the asset lists for each space. ; ; Those experts may be non-disabled or disabled. It doesn't matter. The less experienced members of the team can quickly see the decisions the experts are making, and become skilled at taking on that role, moving up the ladder and leaving space for others to join.
• Wellbeing:

  Wellbeing

  Within Activeplan, we all work remotely so, to support teamworking, the Operations Director holds two brief meetings each morning, one for developers and the other for product/project managers, to enable people to express any concerns they have. ; We also encourage colleagues to support other colleagues, which seems to work.; ; From the perspective of our service delivery, Activeplan is a collaborative platform that makes it much easier for people to understand what is required from them, and how to provide it. ; ; We are very committed to providing ways of replacing the "risk transfer" culture with "risk management", providing those best able to manage risk with the information and processes to carry that out.

Pricing

• Price: £15,000 a licence 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 george.stevenson@activeplan.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.