Idox Software Limited

CAFM Explorer

Idox’s CAFM (Computer Aided Facilities Management) Explorer helps Facilities Managers manage Helpdesks, Preventive Planned Maintenance (PPM), Risk Assessments, Compliance, Mobile Workforces, Property Portfolios, Real Estate, Asset Management/Maintenance, Cost Control, Resource, Room Booking and IWMS (Integrated Workplace Management Systems). CAFM Web offers powerful live data for managing and creating jobs on-site.

Features

• Enterprise solution: Functionality to manage facilities within one CAFM/IWMS system
• Maintenance: PPM planned maintenance, Reactive Helpdesk and Compliance
• Asset Management: Full lifecycle management, cost planning, reporting, barcode scanning
• Automatic notification, monitoring and alerting of health and safety information
• Compliance Management: Monitoring, planning and scheduling of planning activities
• Mobile access with full visibility of risks, documentation, and history
• Dashboards: Monitoring works, key SLA reports, KPIs and full auditability
• Document Control: Expiry, notification and tracking of key documents
• Property Management: Lease, tenure, break tracking, notifications, and reminders
• Cost Control: Operation costs, budget assignment, visibility, stock control, forecasting

Benefits

• Fast ROI: Financial savings, extended asset life, reduced service downtime
• Improve decision making: Access to real-time information
• Increase efficiency: Streamlining of processes, better utilisation of resources
• Single source of truth: Central source for all information
• Reduce risk: Compliance monitoring, dynamic risk assessments, checklists, audit trail
• Maximise operational efficiency: Best utilisation of resources, scheduling etc
• Manage contractors better: Traffic-light reporting, SLA Monitoring, Contract reminders
• Accurate Forecasting: Budget preparation based on full cost analysis etc
• Business Process Support: Solution driven by facilities professionals
• Mobile updates: onsite job updates and end user portal

£3,600.00 a unit a year

• Free trial available

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

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

Framework

G-Cloud 14

Service ID

339759251004055

Contact

Jen.roberts@idoxgroup.com
0333 011 1200
frameworks@idoxgroup.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: No
• System requirements:
  • Accessed from a web browser
  • CAFM Explorer database engine is Microsoft SQL Server
  • For smaller installations SQL Server Express can be used
  • Values currently are: Exchange 2016, Exchange 2019, Office 365
  • CAFM Web Offline website must be configured to use HTTPS
  • CAFM Web using Android and iOS supported web browsers
  • ASP.NET/WCF enabled (32bit application pool for 64bit versions of Windows

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: According to our SLA - to be agreed during G-Cloud clarification stage.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 A
• 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: Standard browser accessibility features
• Web chat accessibility testing: None
• Onsite support: Yes, at extra cost
• Support levels: According to our SLA - to be agreed during G-Cloud clarification stage.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: There are a number of training courses customised to client requirements based on the type of user. Full Administrator training is provided along with "train the trainer" courses. End users do not typically require training as the system is easy to use and video links and crib sheets are provided.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Every field within CAFM Explorer can accept imports of data and can export to Excel so the customer at all times has full control and access to all their data. There is also a SQL backup of the database and offsite licence of the software available if required.
• End-of-contract process: CAFM Explorer allows every item of data to be exported into csv or Excel format. As such transfer to an alternative service provider is achievable at no 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
  • Linux or Unix
  • MacOS
  • Windows
  • Windows Phone
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: CAFM Explorer can be accessed using any standard web-browser. The administration module can be accessed via Remote Desktop. ; The CAFM Web and CAFM mobile components of the solution support access and delivery on mobile devices, thus supporting remote and onsite working.; CAFM Web is a web-based Help Desk solution which enables your organisation to deliver support services to employees and customers through a central web-based Help Desk. It supports user help desk requests and contractor and engineer access. ; CAFM Mobile enhances the efficiency of a Maintenance Team by enabling Work Orders to be issued to a Tradesperson’s mobile device onsite.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: The service users access the service using a web browser.
• Accessibility standards: None or don’t know
• Description of accessibility: Standard browser accessibility features
• Accessibility testing: None
• API: No
• Customisation available: Yes
• Description of customisation: System Administrators can configure:; • All reference data such as service levels, property codes and activity categories.; • Web look and feel; • Labels, wording and terminology; • Reference data (such as group codes, SLAs, asset types, building categorisation); • Workflow – to reflect customer business processes and escalation procedures

Scaling

• Independence of resources: The solution can be scaled to provide resilience by implementation of load balanced Application Servers and replication of Databases across multiple servers with failover where required.

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 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: Managed by a third party
• Penetration testing frequency: Less than once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest: Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Explicit overwriting of storage before reallocation
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Via the admin user console
• Data export formats: CSV
• Data import formats: CSV

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: 98% availability per 30 day period
• Approach to resilience: All components of the system have redundancy built in to remove single failure points, and the application is horizontally scalable. We also use HA at the VM level where appropriate and SANs etc. We can provide more information on request.
• Outage reporting: Outages are reported via the Idox Service Desk and where applicable the login page.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Management access is permitted only from internal networks, themselves requiring two factor authentication to access. Access control lists restrict access.
• Access restriction testing frequency: At least every 6 months
• Management access authentication: 2-factor authentication

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: No audit information available
• How long system logs are stored for: Between 1 month and 6 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Citation ISO Certification
• ISO/IEC 27001 accreditation date: 01/09/2023
• What the ISO/IEC 27001 doesn’t cover: Certification covers all functions and services of Idox Software Ltd.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• 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: Idox recognises that information security important in the development and implementation of all systems delivered to its customers, to Idox as a corporate entity, and our supply chain.; To ensure a consistent and effective approach, Idox operates an externally audited and certified, organisation wide Information Security Management System(Security Management Plan) which implements and enforces controls on all business functions covering but not limited to:; information classification, storage, and transfer, network security, ; secure software development, corporate and hosted commercial physical environments, incident/threat/vulnerability management and response, ; regular corporate and hosted commercial system security testing and monitoring, project & contract management, access control,; personnel security & infosec training. ; The system and controls are also externally verified and certified annually as part of the ISO 27001 certification process. ; Risks raised through internal and external audits are reviewed at management meetings by the information security manager, the appropriate head of business and a board representative.

Operational security

• Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Configuration and change management approach: All changes to the service must go through a change management process which incorporates a business case/justification for the change, a backout plan, and a final approval with scheduling for the change to be implemented. Customers will be notified in advance of any service affecting changes outside of the prescribed maintenance windows.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Hosts scanned in real-time using deployed scanning agents. Networks scanned externally (weekly) using Qualys VMDR. Alerts of identified vulnerabilities are viewable by system administrators. Weekly aggregated reports are sent to system admins.; Web applications scanned monthly by Idox and during pre-release development phases using Qualys WAS Scanner and OWASP Zap.; System administrators evaluate, test and implement patching on an ongoing basis. Patches to live systems generally applied during pre-agreed maintenance windows after being confirmed safe for deployment in test environment.; ; Patches are classified by severity level, triaged and applied in accordance with the timeframe allocated to that severity level.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Monitoring tools are used to measure server performance metrics as well as storage and network/bandwidth utilisation and unusual server/network/perimeter activity. The alerts from these systems are actively monitored and reviewed and any potential intrusion attempt is raised in line with our security incident reporting procedure for further investigation.
• Incident management type: Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
• Incident management approach: Incidents raised with the service desk or detected via monitoring are triaged and escalated internally. All incidents are allocated a reference number and routed depending on type (Confidentiality, Integrity, or Availability).; ; Forensic data is gathered and preserved; incident teams are allocated to analyse impact, implement mitigations, and maintain contact with internal/external stakeholders within predefined timeframes (24 hours from confirmation for GDPR-related incidents).; ; The security incident register is regularly reviewed by the senior team.; ; All incidents are tracked to completion. Lessons learned and actions to improve are recorded and fed-back into the relevant development ticketing system, risk register, or non-conformance register.

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

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Idox has adopted the 3 scopes of the Greenhouse Gas Protocol (GHG). Working within the three scopes Idox commits to net-zero carbon emissions by 2040. Our business-wide three-step approach to carbon emissions will eliminate emissions, or where this is impractical, will prioritise reducing the emissions impact of our activities and will offset emissions that cannot be eliminated or further reduced by engaging in a compensating carbon offset programme.; ; Scope 1: Eliminate all equipment in offices which produce direct emissions. Replace with energy-efficient, electric alternatives. Eliminate emissions from company-owned vehicles. Replace with electric alternatives Offer employees access to salary-sacrifice EV scheme.; Scope 2: Reduce electricity usage by implementing Energy Savings Opportunity Scheme recommendations. Eliminate the purchase of non-renewably sourced electricity.; Scope 3: Reduce business travel through remote working and on-line collaboration tools. Eliminate travel by private vehicles which produce emissions. Offset emissions from public transport used for business travel and from hotel stays either by choosing operators offering direct offset or through a carbon-offset programme. Eliminate waste by removing single-use plastic products and reduce waste from offices through effective recycling. Offset non-recyclable waste trhough a carbon-offset programme. Eliminate waste from surplus equipment by passing this on for re-use in support of our social contribution wherever possible. Where this is not possible, reduce waste by fully recycling the equipment and offset residual emissions in a carbon-offset programme.; We are strengthening our performance as an all-round responsible business that makes a valuable contribution to society, has good governance embedded in its culture and processes, and is on target to achieve net zero carbon emissions.; Our gross GHG emissions of CO2 (tCO 2e) are reported yearly in our published Annual Report.

  Covid-19 recovery

  Idox is continuing to work on finding the optimal working pattern for our colleagues post-Covid. We have to make sure that we have the right blend of home and office work, and essential and non-essential travel, that allows our colleagues to be efficient but also continue to benefit from the lifelong development and learning opportunities that are an important part of corporate, office life. Employers must work hard and creatively to enable appropriate new ways of working that meet all these new requirements without allowing a drop in the most important thing, excellent customer service.; To meet the changing needs of the workplace, Idox looked at how the post-COVID period affected working environments and how this related to its office estate. With the sharp increase in home working and subsequent move away from highly-populated office environments, Idox closed some long-lease main office property and instead opened short-lease serviced offices. This allowed us to be much more flexible in the way that we can adapt our property holdings to meet the needs and distribution of employees, while reducing carbon footprint in terms of our office utilities and travel times. We have also increased the frequency of online workshops, chat lounges, management team broadcasts and staff surveys, allowing both remote and office based colleagues to participate in group activities and maintain a sense of company camaraderie, inclusion and wellbeing.; Idox has produced a white paper looking at how the workplace has to change in response to the COVID-19 pandemic. The white paper:; • sets out the challenges and legal requirements facing businesses of getting back to work safely and efficiently; • looks at how businesses can prepare for reopening and implement these plans; • provides hints, tips and guidance on reopening facilities to be ‘COVID-secure’; The white paper is available at: https://www.idoxgroup.com/idox-insights/computer-aided-facilities-management-insights/getting-back-to-business/

  Tackling economic inequality

  Idox takes environmental, social and governance responsibilities very seriously. Social value forms part of contract commitments to our public sector Buyers; we work with our customers to support their priority targets and outcomes.; Examples of social value we deliver:; Facilitate skills workshops;; Financial donations to fund places on training courses,; Fund community projects that work to tackle economic inequality,; Reduce the digital skills gap, creating training opportunities for those who face barriers to employment and/or who are located in deprived areas,; Support educational attainment,; Donate used IT equipment to VCSEs to support people in deprived areas,; Provide work experience placements.; ; Our robust social value process includes annual reviews of social value delivery performance. These reviews ensure we understand customers’ priorities and set appropriate yearly targets, continuously improving how we deliver social value.; We create socially responsible and valuable opportunities for our teams to give back. Each year we offer colleagues one day paid volunteering leave and provide opportunities to support charities and causes throughout the year. Idox fully supports the UK Government initiative to implement a structured approach to providing direct, impactful social value contributions. This approach is also being replicated in other, local Government contracts. Through our tenders we have committed to local social value contributions, providing local employment including apprenticeships and work placements, support for healthy meals for children outside term time and in direct donation to local initiatives aligned with customers’ social value priorities. We also provide small charities free access to Idox’s My Funding Central which typically saves these organisation £50p.a. but which can help them access funding opportunities worth upwards of £10,000. The service is specifically aimed at charities and voluntary organisations with incomes below £1M and is free-to-use for organisations with incomes below £30,000. In 2023, 3,526 groups signed up to this free service.

  Equal opportunity

  Idox strives to create workplaces that reflect the communities we serve, where everyone feels empowered to bring their full, authentic self to work.; Our guidance to employees and suppliers concerned with recruitment, training, promotion and delivery is outlined in our Equality and Diversity Policy which covers our responsibilities under the Equalities Act and how we deliver them. We can provide a copy of the policy upon request.; We have clear goals to achieve a gender-balanced workforce by 2027. To tackle under-representation in leadership, we are particularly focused on increasing the proportion of women in the people-leader tiers of the business to correlate with the gender ratio of the company in general and to support the overall reduction of the gender pay gap specifically.; Our policies and initiatives that support Diversity, Equality and Inclusion include:; • Flexible working; • Family friendly policies; • Pay Gap reporting, published annually on our website;; • Fair Pay, Idox is an accredited Living Wage Employer.; ; In 2020, Idox launched Elevate, a programme sponsored by Idox plc board members, championing a truly inclusive culture. The team is particularly focused on building gender equality at all levels of the organisation and challenging us all to be more inclusive.; With initiatives that will build a diverse, gender-balanced workforce and develop the skills and confidence of our colleagues, Elevate advocates equality and diversity in our organisation. The pillars we work within to achieve this are:; Terms of employment: Ensuring that we start from a position of equality and good foundations in HR and that Elevate is championed from the top down.; Organisation attractiveness: Creating an inclusive culture that attracts a more diverse workforce and promotes inclusion internally.; Recruitment: Develop a more diverse approach to recruitment.; Employee development: Supporting career progression across the organisation and moves into leadership positions.

  Wellbeing

  Since its launch during the pandemic in 2020, Workplace Wellbeing has become a staple source of support and community within Idox. In 2023, the group continued to raise awareness of topics impacting our colleague’s mental health, as well as offering one-to-one support for those in need. Comprising five colleagues, the team hosted seven live broadcasts. Covering everything from mentoring vulnerable young people, to stress and improving fitness, the team continued to be a key resource for our people with 98% of our colleagues being familiar with the initiative according to our BeHeard survey.; ; As we prioritise the wellbeing of our employees, our employee assistance programme continues to act as a crucial resource in providing counselling, GP consultations and general advice. We have worked closely with the team at Zurich to provide support workshops and information sessions for our teams. These have been well attended and well-received and we continue to work on how best we can support our employees to live a full balanced life where they feelsafe.We provide all colleagues with time and resources to support charities and good causes, which we believe allows people to reflect their own interests whilst supporting Idox values to be a socially responsible and sustainable business. Workplace Wellbeing programme initiatives provide support to our colleagues and help create support and connectivity, we also encourage colleagues to initiate and drive engagement across the business through shared interest. These have continued to be very popular with colleagues again in FY23 and have included photography groups, walking, cycling, knitting and other hobbies and pastimes.

Pricing

• Price: £3,600.00 a unit a year
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: If required a free trial of the software is available and would set up a live environment for customers to configure and use. It is recommended as part of this trial some training is undertaken to ensure the trial is as realistic as possible.
• Link to free trial: This is created on a per customer basis.

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

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