XENIUM SOLUTIONS LIMITED

Electronic Pocket Notebook

Electronic Pocket Notebook digitizes the traditional paper notebooks allowing users to record on a digital device text, images, sketches and voice recordings using the devices touch pad, input device or voice recording. Interface into back office systems recording date, time and geo-location of entry. Provides team functionality and desktop access.

Features

• Redacted PDF statements from Desktop
• All entries are geo-location stamped plus date and time
• All user mobile back office activity is recorded
• Operates on Android, UWP and iOS via SaaS, on-premise
• One entry can be shared with teams or remain private
• Records notes, photo, video, voice, sketches, etc
• Access to historical entries determined by customer
• Internal affairs can view entries without leaving a footprint
• Operates online and offline mode
• Interface to MS Exchange or Azure for internal group structures

Benefits

• All entries recorded are updated to central database
• Entries cannot be altered nor deleted by the user
• Content equal to paper pages cannot be removed
• Entries are immediately available to be shared once entered
• Interfaces to existing system with api's
• Application can be enhanced by the customer
• Small data storage required for multiple users
• Single user access available to be accessed on multiple devices
• Audit trail is available for internal analysis
• Operates on a hierarchical structure

• 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 info@xeniumsolutions.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

367963938966424

Contact

Bruce Murchie
+447802227837
info@xeniumsolutions.co.uk

About your service

• Service categories:

  Applications

  Production and operations

  • Other operations

  Service industry and public sector operations

  • Healthcare
  • Public Order and Safety
  • Police
  • Social Security Administration
  • Adult Social Care
  • Children's Social Care
  • Other
• Multi cloud support: Yes

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: Patrol is a mobile application that provides an extension to the desktop versions of the forces back end systems irrespective of the function that the application does but based on the need to provide a mobile extension to the desktop application. Extends Niche RMS, HOBS, Gazetteers, NLEDS, HOBS, C&C, Biometrics
• Cloud deployment model:
  • Public cloud
  • Private cloud
  • Community cloud
  • Hybrid cloud
• Service constraints: We are unaware of any constraints that would impede the operation of the application for users.
• System requirements:
  • Can be standalone or RMS integrated
  • Requires a mobile device operating iOS, Android or UWP
  • Azure for user details via Microsoft
  • Installed MDM, all are supported
  • Requires API key for Google Maps for embedded maps functionality
  • Third party license to operate on a mobile platform

User support

• Email or online ticketing support: Yes
• Support response times: Support is via a web-based ticketing system where the customer can also request new work. To facilitate this, we offer access to UK and North American staff during UK working days (i.e. excluding UK public holidays) between 0900 to 2200 GMT. Seven days a week.; Response times depend depends on the nature of the reported issue As a guide for critical issues allow two to four hours Mondays to Fridays. Four to eight hours weekends.
• 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), 7 days a week
• Web chat support: Yes
• Web chat support availability: 9 to 5 (UK time), 7 days a week
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: E use MS Teams on a regular basis for all UK based clients.
• Onsite support: Yes, at extra cost
• Support levels: For an on-premise solution: Support is covered through an annual support and maintenance agreement that is charged annually for in advance based on the number of named users and covers system updates and product maintenance as well as support operating system updates but may not cover operating systems version updates. ; For a SaaS solution: Support is included within the per user per month fee.; We also work with our customer base to provide with two update product releases per year to cover the introduction of new features as well as to support integration application updates. These services are available to customers who maintain an annual support and maintenance agreement. Unless stipulated all support is remote.
• Support available to third parties: Yes
• AI chatbot: No

Onboarding and offboarding

• Getting started: In the first instance we aim to generate a gap analysis, meaning a comparison between what is required for an initial deployment versus what is available as a COTS. This is achieved after the connectors have been put in place that allow the mobile application to make connectivity to the forces back end systems such as Niche, HOBS, PNC/LEDS, Gazetteer, Biometrics, C&C systems, EMM, Google, etc.; ; A series of customer designed online training tools have been developed to assist new customers. As each customer operates under a difference set of business rules and models these can be used as a guide to establish a new customers training criteria.; ; Usually the training required for users is how to use the mobile device rather than the application for which they have already been trained to use on the desktop.; ; In general there is little training that is required to use the application given that the existing user will have prior knowledge of how to use the desktop versions of the mobile applications.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: The customer’s data is not stored in any of out systems be that on-premise or SaaS, as all data that is entered in the mobile client is uploaded as soon as the user presses the send key, given that they a have a mobile on-line connection. Data is only stored in the police force's databases.
• End-of-contract process: There are no additional costs for end of service unless the customer is looking to customise the COTS solution to comply with their business processes.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
  • Other
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • MacOS
  • Windows
  • Other
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The primary difference exists on the hardware functionality that may or may not be available via the desktop that is available via a mobile service. One example would be GPS. However a GPS, SIM enabled laptop would provide the same functionality as a mobile device when using a browser on the laptop.
• Service interface: No
• User support accessibility: WCAG 2.2 AA
• API: Yes
• What users can and can't do using the API: As the application is based on custom code, we provided dedicated APIs based on the customer's requirements and needs to meet backend integration for a range of police and enterprise systems.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: The service can be customised through HTML forms where the customer has the ability to generate and modify HTML forms. However, customisation of the core platform is not permitted do to the intricate and intimate knowledge of the customised code that has been developed.

Scaling

• Independence of resources: Electronic Notebook has been tested over many years regarding user numbers and server up times at 99.9% and there are no effects on either count to effect a user's experience. The application is currently deployed to more than 10000 UK users and has been in operation in the UK since 2017 over several users. For each instance, we would guarantee as a single instance of the MPA Server and iPatrol mobile client to support between 5000 and 6000 named users.

Analytics

• Service usage metrics: Yes
• Metrics types: Available via third party tools sets that can access the customers databases.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: Yes

Resellers

• Supplier type: Reseller providing extra support
• Organisation whose services are being resold: Mobile Innovations

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Security Clearance (SC)

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: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: NCSC 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
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: A third-party destruction service
• Data sanitisation type: Physical Destruction / Hardware containing data is completely destroyed

Data importing and exporting

• Data export approach: The customer can use a number of commercial third party tools to extract the data that is stored within their databases.
• Data export formats:
  • CSV
  • ODF
  • Other
• Other data export formats: Any type that the 3rd party tool supports
• Data import formats:
  • CSV
  • ODF
  • Other
• Other data import formats: Any format that the customer wishes to use

Data-in-transit protection

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

Availability and resilience

• Guaranteed availability: These SLA's are set out in the contractual agreement.
• Approach to resilience: The resilience is determined by the hosting company and is available on request.
• Outage reporting: Public dashboard

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
• Access restrictions in management interfaces and support channels: These are client defined and comply with the Home Office standard for use on the Police Secure network
• Access restriction testing frequency: At least once a year
• Management access authentication: Multi-Factor Authentication (MFA)

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 have access to real-time audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

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: These are externally audited on an annual basis and reported back to the company board
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All change management is defined and discussed with the customer as required by the level of their standard set usually with a UK police force as mandated by the Home Office.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: In conjunction with our customers we seek to operate at least four instances covering development, training, UAT and live and through these systems we coordinate with the customer when and how and what patches need to be released when approved by the customer. The potential threats if any are informative by the customer and monitoring tools.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We respond is accordance with the degree of urgency that is required by the customer to address any issues that arise. These responses have already been outlined in the support area in this response.
• Incident management type: Supplier-defined controls
• Incident management approach: We have a customer portal that allows for direct reporting of any and all issues that generate incident reports to the support team for immediate response.
• Post-quantum cryptography secure: Yes

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: Yes
• Connected networks:
  • Public Services Network (PSN)
  • Police National Network (PNN)

Pricing

• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Usually 30 day full access to the system, but that depends upon the customers configuration requirements and the level of trail that is required

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

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 0affc76a-8fd7-46ef-a83b-f1f1df12931b
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: C38692a9-9c8e-4784-9104-c68b891ac781
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • 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
    • Collaborative ways of working with the supply chain to deliver additional environmental benefits in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Delivery of additional environmental benefits through 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
    • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it

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 info@xeniumsolutions.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.