FM:SYSTEMS EUROPE LIMITED

FM:Systems OccupEye - Digital Workplace: Space & Visitor Management, Utilisation, Booking and CAD

FM:Systems digital workplace solutions assist organisations to effectively understand and manage workspace utilisation and assignment, with the goal of combining efficiency and user experience to deliver the ideal workplace for every employee. FMS is a recognized leader and specialist in delivering solutions that enable flexible and 'hybrid' working.

Features

• Manage and update Space Layouts, CAD/BIM models
• OccupEye - capture factual utilisation (Desks, Rooms, Collaboration etc)
• Display live occupancy/availability information to potential space users
• FMS:Analytics - Detailed insights into space usage and trends
• FMS:Employee - Space Booking & User Experience Application
• FMS:Visitor - Visitor and Employee attendance and access management
• Third-party integrations with existing technology stack
• Secure, enterprise-scalable, solutions
• UK based account management, implementation and support
• Multi-Language Support Options (English, Welsh, French, German, Portuguese, Mandarin +)

Benefits

• Lean into the change of hybrid working culture
• Enable informed decision-making around space delivery and allocation
• Rationalise and repurpose underutilised space
• Drive achievement of sustainability goals through smart building technology
• Deliver enhanced experience and convenience to space consumers
• Increase efficiency, reduce costs
• Enjoy greater control over space use through behaviour-guiding workflows
• Be disruption ready - pandemic-inspired controls and audit features
• User-empowering technology assists talent attraction and retention
• Satisfy stakeholders organisation-wide - I.T to front-of-house

£1,000 to £1,000,000 a licence a year

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

Framework

G-Cloud 13

Service ID

382343452791956

Contact

Guy Richmond
07908 125298
grichmond@fmsystems.com

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Public cloud
  • Private cloud
  • Hybrid cloud
• Service constraints: No; our service does not have any constraints.
• System requirements: Fully web-based solution, works on all common browsers

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Response times as in line with our published SLAs; weekends may be included dependent upon client-specific support package.
• 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: Basic web chat facility, text only
• Web chat accessibility testing: Our web-chat is a 3rd party bolt-on that is designed primarily for pre-sales contact
• Onsite support: Yes, at extra cost
• Support levels: Standard support:; 1 Critical: No useful work can be done; 2 High: service/functionality disabled; 3 Medium: degraded operations; malfunction in non-critical functionality 4 Low: Minimal impact errors; n/a Enhancement Request Premium / Technical Account Manager (chargeable) support available at extra cost.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: FM:Systems has a robust, proven and easy to understand deployment methodology for implementing our solution. Details and explanation are provided to clients. The initiation (getting started) phase is - Project Preparation. The initial Project Preparation begins with Orientation, which will set your team up for success for the duration of the project. We have divided the Orientation into three different sessions that will prepare you for navigating the application, understanding our terminology, our recommended best practices, the integration of your floor plans, and the project process itself. A Readiness Survey will be completed at the end of Orientation so that Professional Services can determine the appropriate resources needed on the implementation and identify any potential areas where extra guidance may be needed prior to kicking off the project.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: FMS systems access typically remains available to users for one month following the expiry of the contract. During this period, data can be extracted via the SaaS platform into a variety of formats; these include .csv, .pdf, .png and .excel. Additionally, FMS commits to return the Client Data within a reasonable period in a reasonable and common format upon receiving written instructions from the Client prior to termination or expiration. They may be a nominal fee charged for this – it would be agreed during contract negotiations. The effectiveness is monitored using the "off-boarding checklist"
• End-of-contract process: When the contract term is complete, or just prior, the client confirms if any data from the system is required. This will be provided in the format agreed at the outset. Unless a specific, nominal charge, is agreed there will be no further charges. This will all be formally documented to the clients' satisfaction.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Typical responsive design efficiencies - breadth of workflow/task-specific functionality generally remains
• Service interface: No
• User support accessibility: WCAG 2.1 A
• API: Yes
• What users can and can't do using the API: Users are able to make either live or retrospective data calls against location IDs and any or all other relevant locational metadata.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Most enhancements can be provided via CONFIGURATION with no source code changes. Clients, including third parties they engage, can CUSTOMISE the solution (adapt code). Strict guidelines are provided and any alterations must be approved by FM:Systems before acceptance into production

Scaling

• Independence of resources: FM:Systems provides software and services to some of the most demanding enterprise user organisations across the world. Our systems and processes have been designed to operate at a capacity beyond existing and predicted demand. Client environments are logically separated and have resource allocations as required. Usage is constantly monitored and intervention occurs as needed - to prevent issues impacting performance or to add extra resources as needed.

Analytics

• Service usage metrics: Yes
• Metrics types: Our software administration interfaces allow approved administrators to both control and monitor service usage. This may be in the format, for example, of an access log. Service uptime is consistently monitored via our technical and support teams.
• Reporting types:
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

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

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
  • Other locations
• 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: Another external penetration testing organisation
• Protecting data at rest: Physical access control, complying with another standard
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Data may be exported via the browser SaaS platform, requiring only the application of relevant filters and confirmation of export platform preferences. This is possible in .pdf, .png and. excelcs.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • PDF
  • Excel
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • PDF
  • Excel
  • Dwg

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • 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: Minimum service level for software availability is 99.5% with a goal of 99.9%, which is covered in our SLAs.; ; The appropriate service level agreements, along with details of our service credits structure, are provided during contracting.
• Approach to resilience: FM:Systems partners with Amazon Web Services (AWS) to deliver hosted applications both locally and abroad. With service centres in several geographic regions, Amazon Web Services allows FMS to deliver our cloud platforms to every corner of the globe with maximum reliability, availability, and security. Further details are available on request.
• Outage reporting: FMS platforms feature intuitive and detailed user notification functionality. In addition to outages reported via the main SaaS dashboards, notifications may also be sent via e-mail.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: User access may be restricted by either OccupEye technical staff or by the client's designated administrator. The access rights are allocated per user, between secure HTTPS password and user name authorization.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Public key authentication (including by TLS client certificate)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • 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: User-defined
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: User-defined

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Amazon Web Services' provider
• ISO/IEC 27001 accreditation date: Annually Accredited, ongoing
• What the ISO/IEC 27001 doesn’t cover: All of our solutions are hosted by AWS and subject to the relevant ISO27001 accreditation
• 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: FM:Systems have an Information Technology (IT) Security policy that establishes the requirements for the protection of our clients’ information. The effectiveness and adherence to this are regularly monitored and approved alterations made. Details are available to clients or under contract.

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: FM:Systems maintain policies and procedures to manage risks associated with the application of changes to SaaS provision. Details are available on request.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: We use Symanetc anti-virus. All systems are scanned quarterly by "Nessus", patched at a minimum monthly, and run active AV/IPS software that continually updates. All Systems are hosted behind a set of redundant IPS/IDS systems that are monitored 24x7x365 and (Web Application) WAF firewalls, which are specifically designed to handle up to a gigabyte of service attacks. We continually scan all builds with Veracode both statically and dynamically for vulnerabilities. All systems run current antivirus with IPS, which are continually updated. This is part of our System Security Plan that is annually audited for NIST compliance.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: We monitor for key performance metrics to ensure an optimal user experience and detects hardware and resource needs, but not individual usage metrics. Much of this is logged in the audit logs if the client wanted to mine that information. All systems are monitored for key events with alerts setup to notify the hosting and support staff. Monitoring is used to detect any changes, availability, lack of resources, over use of resources, etc. with automated alerts sent to the hosting department to ensure optimal end user experience. Access only for Hosting.
• 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: We have a fully documented Incident Response Policy that is annually trained against and exercised. This is covered in the FM:Systems ‘System Security Plan’ that is annually audited for NIST low impact compliance.

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

• Covid-19 recovery:

  Covid-19 recovery

  The majority of FM:Systems' solutions have and have had primary relevance to the 'agile' and efficient operation of corporate office, educational and health workplaces for the entirety of their existence. The concept of 'hybrid working' (which is essentially, the flexible, agile use of the workforce and workplace, allowing for a combination of on-site and remote working, facilitated and enabled by technology) is not something new to our organisation, contrary to the recent widespread acknowledgement and consciousness of these principles, their potential and value, by the public and business at large. The Covid 19 Pandemic and its on-going impacts on when, where and how work gets done have means that digital workplace tools like those that FM:Systems provide have elevated from 'nice to have', to absolutely essential. Space management, user enablement applications, flexible resource scheduling tools and visitor management tools are now a 'must have' in the post pandemic world, as businesses flex and lean into the change to ensure future viability, positive operation and staff retention and wellbeing. FMS clients will continue to run efficient and digitally enabled workplaces, fit for a post-pandemic future, and 'disaster ready', should future pandemic responses be required.

Pricing

• Price: £1,000 to £1,000,000 a licence a year
• Discount for educational organisations: No
• Free trial available: No

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