PlotBox (GSS (NI) Limited)

PlotBox Pro

PlotBox is a cloud-based cemetery, crematorium and bereavement management solution that helps crematoria and cemeteries to operate to world-class standards. PlotBox supports full operational management of burials and cremations, along with integrated mapping, bookings, finance, public access, risk assessments, and self-service options for Customers, Funeral Directors and other stakeholders.

Features

• Burial and Cremation booking schedule.
• Finance module for invoicing, payments & receipts.
• GIS mapping platform and iPad app (incl. columbarium mapping capabilities)
• Funeral Director Portal
• Real-time reporting with Customisable user dashboard.
• Work Orders & Work Permit Management
• Document management
• Memorial management
• Deeds management including transfer of plot ownership.
• Public facing website for genealogy searches.

Benefits

• Access to all related data in a single source.
• Access to information from anywhere on any device.
• GIS plot location data accurate to 1 inch.
• Highly configurable software to fit your needs.
• Record activity log for audit trail to track user activity.
• Enjoy time savings of up to 80% on core processes.
• Free upgrades.
• Plot locations interactively linked to deceased and deed owner records.
• Online support with average response times of 2-3 minutes.
• Modular options to meet your current and future needs.

£600 a user a year

• 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 niall.adams@plotbox.io. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

331959771771949

Contact

Niall Adams
02825 821005
niall.adams@plotbox.io

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: We operate a full in app dedicated support service during UK business hours (Monday - Friday 9am to 5pm). ; ; Service hours can be extended on request. We operate and support customers globally, so do have support available around the clock where desired.; ; PlotBox is entirely web-based, with no plug-ins required.
• System requirements:
  • Internet Connection
  • Browser (IE11+, Chrome (latest), Firefox (latest), Edge, Safari 9+ )

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: In-App instant messaging service is available with options to create a ticket from within the application. The current standard response time is between 2-3 minutes.; ; Our standard SLA covers weekdays but extended cover is available upon request.; ; The instant messaging is also supported by an interactive help centre.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Web chat
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: None or don’t know
• How the web chat support is accessible: Our in-app messaging service meets WCAG 2.0 level AA. It allows our users to quickly tap a button on the screen (available in every screen in PlotBox) to start a live conversation with one of our support agents. The service allows us to send the users attachments, images, videos, emojis, gifs etc. to create a human support experience with the customer and give them a 2-3 minutes response to their issue. The service also allows the user to scroll through a history of their conversations with us. There is also an interactive help center that they can access via the messaging service, this center is packed with guides, FAQs, articles, videos etc. to help the user solve the issue on their own. Users can also receive automated messages giving them update notes as and when they are released to their site. If a user misses a message due to being offline they will also receive an email with our response.
• Web chat accessibility testing: None
• Onsite support: Yes, at extra cost
• Support levels: Each customer will have a dedicated Project Manager through the implementation of the project who will hand over to two teams once the initial project is complete. ; ; Team 1 is the Customer Success team that becomes familiar with the project during implementation and is focused on proactive touchpoints with each customer to make sure they are getting the value from PlotBox they expected. ; ; The second team is Support who are there to be reactive to issues or queries the customer may have. We guarantee to respond within 1 hr of a support request but in reality, our response time is approx. 2-3 minutes.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: The Onboarding process will vary depending on the size of customer, the modules they choose to start with and the services they want us to provide (e.g data migration, mapping etc). Each new customer will be allocated a dedicated Project Manager (PM) as well as team leads from other departments as required such as a Technical Consultant for data migration, a GIS expert for mapping, a Training Consultant and a Customer Success representative. ; Each project will have a Statement of Works detailing the agreed scope of the project and a project plan. ; There are a few key milestones within the project such as Discovery, Data Acceptance Testing, Training and Go-live. We tailer training plans to include online and onsite training.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Within the system users have the ability to export data in csv format at any time. Additionally at the end of a contract we will provide your data in a tabular format by our data team. Specific requests from the data team outside the standard format is available on a time charged basis.
• End-of-contract process: The end of contract process is covered in the detail of the PlotBox Terms and Conditions document uploaded. At the end of the contract process we would provide you with a flat table structure of your data.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: All features available on the desktop application are available on mobile. The system uses responsive design techniques to optimise the display according to the device in use.; ; An iPad native app is also included, enabling offline access to records and maps, with synchronisation once a connection has been re-established.
• Service interface: No
• User support accessibility: None or don’t know
• API: No
• Customisation available: Yes
• Description of customisation: PlotBox offers customisation through configuration. Throughout the system there are many configurable system settings that allow you to determine how PlotBox deals with specific cases. These include:; ; - Currency Settings; - Date/Time Settings; - Customisable Document templates; - User defined PickLists and data items; - Customisable Mapping Layers; ; PlotBox uses role based authorisation to determine who can make specific changes.; ; We do also consider development requests from clients.

Scaling

• Independence of resources: PlotBox uses a clustered architecture that makes uses of autoscaling of cloud resources to respond to the demand on the service. Modules are loosely coupled to ensure that availability in one module will not impact others.; ; We use extensive monitoring an logging to proactively manage our infrastructure.

Analytics

• Service usage metrics: Yes
• Metrics types: We provide a large amount of metrics about the usage of the product across all aspects of your business including:; ; - Sales over time periods, users, locations etc; - Burials/Cremations over time periods, by location, type etc; - Tasks/Work items over time period, user, locations, types etc; - Events over time period, user, locations, types etc
• 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: United Kingdom
• User control over data storage and processing locations: No
• 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 CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• 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 have the ability and option to extract data in a number of formats including CSV, PDF and Excel. Export options are available across system search, and embedded reporting.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • JSON
  • PDF
  • WORD
• Data import formats:
  • CSV
  • Other
• Other data import formats: JSON

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: PlotBox shall use reasonable commercial efforts to ensure that the Software is available to you at least 99.5% of the time in any calendar month during the Subscription Term, excluding Scheduled Downtime and Maintenance. If it is not, you may be eligible to receive Service Credits.; ; "Downtime" means a period of time when the PlotBox system cannot be accessed due to a problem with the server.; ”Emergency Downtime"means those times where PlotBox becomes aware of a vulnerability which, based on a risk assessment of the vulnerability, PlotBox deems to require immediate remediation and, as a result, the PlotBox system is made temporarily unavailable in order for PlotBox to address the vulnerability. Emergency Downtime is not considered Downtime for purposes of the SLA, and will not be counted towards any Downtime Periods."Service Credit" may be provided upon request.
• Approach to resilience: Available on request
• Outage reporting: In order to communicate outages we have:; ; - Public, externally hosted dashboard; - Externally hosted alerting (email and SMS)

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: PlotBox uses role based authorisation to determine the access levels a specific user has. These can be defined and modified in the application by admin users.; ; PlotBox also supports Single Sign On through Microsoft or Google authentication services.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

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: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: We have a named senior manager responsible for the Security Policy across the group. Security is discussed and given focus at board level.; ; The CTO is responsible for ensuring our security framework standards are adhered to and followed across the company.
• Information security policies and processes: Included in SLA

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All software, software configuration, hardware configuration and documentation artefacts are tracked via version control management software. Users permissions to modify artefacts are control using role based authorisation and all changes are logged and can be tracked back to the change control request that initiated the change.; ; We use a mix of automated static analysis and peer review to ensure changes comply with strict secure programming and hardening best practice.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: We have a dedicated security team, ultimately responsible to the CTO, that continuously monitors and responds to potential vulnerabilities. We used automated security patching as a default with a aggressive security update policy.; ; In addition our selected cloud provider Microsoft Azure conforms to several industry standards.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We employ protective monitoring across all layers of the stack including network level monitoring, access monitoring, user monitoring and application level monitoring. All activity is logged and monitored with any suspicious activity alerting to a dedicated and centralised response team. The response team will assess the alert to determine if there is a compromise, if found they will immediately initiate a documented and reviews response policy that details the actions dependant on the category of compromise.; ; In addition our selected cloud provider Microsoft Azure conforms to several industry standards.
• Incident management type: Supplier-defined controls
• Incident management approach: We have a full disaster recovery plan that is documented, reviewed and role played at least once a year.; ; Incidents can be reported to our HelpDesk by in app messaging, email or phone. All incidents are recorded and tracked via incident management software which allows clients to keep track of progress and updates.; ; Our standard incident management process is detailed the the accompanying SLA.

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Social Value

• Covid-19 recovery:

  Covid-19 recovery

  Our mission is to reduce the pain of death for families and those who serve them. Our software is developed with that priority in mind, creating more efficient and new ways of working for Local Authorities to deliver bereavement services. ; ; Through the transformation of existing processes, and moving towards integrated digital mapping, PlotBox helps to improve workplace conditions that support the COVID-19 recovery effort by enabling remote working for Local Authority staff. Bereavement Services teams can remotely access diaries, mapping, and records, resulting in more efficient management of crematoria and cemeteries.; ; Through our Public Portal, PlotBox reduces the need for members of the public to travel to the Council offices in order to query records. ; ; Via the Funeral Director Portal, PlotBox reduces the inbound calls to the Bereavement Services team, enabling Funeral Directors to provide a more efficient and personal service to grieving families, and removing the need for the Funeral Director to call and/or visit the Council offices to confirm a booking.

Pricing

• Price: £600 a user a year
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: This is decided on a case by case basis.

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 niall.adams@plotbox.io. Tell them what format you need. It will help if you say what assistive technology you use.