Whitespace Work software

Whitespace Route Planning and Optimisation

Whitespace Route Planning and Optimisation solves complex vehicle routing challenges by analysing data from the local area and your jobs. This can lead to improving your teams’ operational capacity, reducing fuel costs and decreasing emissions.

Features

• Identifies the most efficient route for your teams
• Model and compare different service routes
• Analyse key data to improve your team’s performance
• Block off streets unsuitable for your vehicles
• Automatically processes LLPG updates
• Export data for reporting

Benefits

• Reduces time and milage
• Increase productivity
• Decrease CO2 footprint
• Can help balance workloads
• Fuel cost savings
• Improve resident satisfaction

£4,600 to £60,063 a licence

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 Rhiain.Dixon@whitespacews.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

401698222725128

Contact

Rhiain Dixon
01483231663
Rhiain.Dixon@whitespacews.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: Please contact Whitespace for more details.
• System requirements:
  • Microsoft Remote Desktop Client 7.0 or newer
  • Microsoft Edge, Google Chrome
  • Minimum recommended screen resolution 1280 x 800

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Service support hours Monday to Friday 07:30 and 17:30, excluding national holidays. ; Out of hours critical technical support line 05:00 to 09:00 weekdays and weekends (excluding Christmas day, Boxing Day and new year). ; P1 - Major impact ; Acknowledge: 15 minutes; Temporary workaround: 8 hours; Permanent fix: 5 business days; P2 - High impact ; Acknowledge: 1 hour; Temporary workaround: 24 hours; Permanent fix: 30 business days; P3 - Medium impact ; Acknowledge: 24 hours; Temporary workaround: Reasonable and agreed ; Permanent fix: Reasonable and agreed ; P4 - Low impact; Acknowledge: 5 days; Temporary workaround: Reasonable and agreed ; Permanent fix: Reasonable and agreed
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 AA or EN 301 549
• 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: Account Manager is available between 09:00 to 17:30. Whitespace Service support hours are Monday to Friday between 07:30 and 17:30 UK time, excluding national holidays. ; In addition, we have set up an out of hours critical technical support line. This is available from 05:00 to 09:00 weekdays and weekends (excluding Christmas day, Boxing Day and new year’s). The introduction of the out of hours technical support line from 5am, ensures that we have someone on standby when the crews are turning up and leaving the depot.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: A project kick off is arranged to discuss high level approach and plan for deployment. Workshops are then arranged to go into detail about the processes required for managing the operation (both operational and technical). A Project Initiation Document and Confirmation of Requirements are then drawn up for mutual agreement prior to system build and on-site training. Full user documentation is provided via our service desk including a WIKI which incorporates video content to help users in the day to day use of the system. Furthermore, we provide a client manager post live to handle queries outside of the service desk.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: At the End or the expiration of the Call-Off Contract, the data will be supplied back to the buyer in the ‘Data Extract Layer’ (DEL) format used by Whitespace Work Software Ltd to import and export data to its Analytics system. The DEL is a csv file. If the customer would like the data returned in another format, this can be provided for an additional charge.
• End-of-contract process: The price paid will include all necessary rights to access and use the system during the contract term. When the term ends, and assuming there is no continuation, the system will be turned off and access will be lost. Towards the end of the contract, Whitespace will make contact with the customer to discuss options.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Firefox
  • Chrome
• Application to install: Yes
• Compatible operating systems:
  • Android
  • Windows
• Designed for use on mobile devices: No
• Service interface: No
• User support accessibility: WCAG 2.1 AA or EN 301 549
• API: No
• Customisation available: Yes
• Description of customisation: Includes scripting languages which allow automation. The interface is customisable. Text and language can be changed. Elements of our site are multi lingual.

Scaling

• Independence of resources: We monitor service performance and pre-emptively provide additional resource where required.

Analytics

• Service usage metrics: Yes
• Metrics types: A range of service usage metrics are provided. For example, service uptime, service stats provided on support incidents.
• Reporting types:
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: Routesmart Technologies

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: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: In-house
• Protecting data at rest: Physical access control, complying with CSA CCM v3.0
• 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: The Whitespace system has a routing export function that generates a formatted CSV file of the chosen collection; service(s). This new file is create specifically to be compatible with the route optimisation application and can be; uploaded instantly.; Whitespace’s routing import function can then be used to upload the optimised order from the route optimisation; application.; The system’s safeguards and quality checks maintain the integrity of the data being transferred, and separate; migration channels are set up for each individual service to help verify the data.
• Data export formats: CSV
• Data import formats: CSV

Data-in-transit protection

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

Availability and resilience

• Guaranteed availability: Monday to Friday 09:00 to 17:30 - 99.8% up time 17:31 to 08:59 - 99.6% up time Weekends 99.5% up time. Please note up time figures do not include planned outages.
• Approach to resilience: Using a combination of virtualisation backups, and image recovery, using snap-shots, our application servers are all resilient.
• Outage reporting: Email alerts.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Whitespace Support only access the solution via VPN using named accounts to logon. During the setup phase, Whitespace consultants use named accounts which can be restricted after the project has been completed. Whitespace includes role based user security.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 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: Between 1 month and 6 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 1 month and 6 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: QMS International
• ISO/IEC 27001 accreditation date: 06/09/2017
• What the ISO/IEC 27001 doesn’t cover: All Customer information is included within the Whitespace ISO27001 scope.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: SecureTrust
• PCI DSS accreditation date: 17/01/2022
• What the PCI DSS doesn’t cover: Collection or processing of payment card data.
• 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: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: Cyber Essentials
• Information security policies and processes: Whitespace has its own Cyber Security policies and procedures.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Solutions are baselined, with each upgrade/change to the baseline tested and tracked. All changes are risk assessed and security tested prior to release.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Whitespace is ISO27001 Certified. Whitespace subscribe to threat intelligence feeds from NCSC and CiSP. Threats are risk assessed in accordance with our Risk Management procedure, which includes time objectives for patch deployment according to severity. Performance against objectives is measured and reported in our externally audited ISO27001 Measures and Metrics procedure.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: The Whitespace solution is multi-point monitored, with security vulnerabilities reported to the Whitespace Service Desk and to Whitespace's hosting partner. Vulnerabilities are risk assessed and a corrective plan is created in line with Whitespace's ISMS.
• 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: Whitespace follow a defined incident management process, in line with its ISMS. Affected customers are notified and remain updated during the incident. Notifications are sent via the Service Desk and via email. Once resolved, incidents reports are available on request.

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
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Whitespace holds the ISO14001 : Environmental Management System accreditation. In addition, Whitespace have been tracking our carbon footprint for 4 years, measuring energy usage at the office and the fuel used by employees travelling to and from customers and commuting to work. This helped us to establish our baseline for achieving carbon neutral status, as well as enabling us to monitor the impact of energy changes and our corporate responsibility to carbon usage. Based on 2023 Carbon emissions level, the business has invested in a Verified Carbon Standard offset project which will plant trees in the UK and invest in reducing deforestation in South America. It is the business’s intention to continue with carbon offset investment in future years. This investment makes Whitespace a carbon neutral company. Whitespace solutions support our customers in improving recycling rates, reducing paper usage and providing more efficient services which in tern reduces the impact on the environment.

  Tackling economic inequality

  VCSEs/MSMEs/SMEs like ours form the backbone of the UK economy, supporting local communities to grow and be prosperous. We are committed to supporting SMEs through our supply chain, creating and supporting sustainable jobs in the communities we serve and increasing our positive impact on disadvantaged groups and the natural environment. Understanding the value of such organisations we are providing expert business advice to them on various topics, such as technology and digital skills, cyber security, finance and sustainability. In addition, we support the Voluntary and Community Sector through the provision of free Whitespace mobile licences to a local charity/ voluntary organisation.

  Equal opportunity

  Software Management industry has been active towards Equality, Diversity and Inclusion. For us, it is one of the top agendas. We have planned equality and diversity training courses for staff and our supply chain through online sessions at all levels.

  Wellbeing

  We have a comprehensive Wellbeing programme in place for our staff members.

Pricing

• Price: £4,600 to £60,063 a licence
• 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 Rhiain.Dixon@whitespacews.com. Tell them what format you need. It will help if you say what assistive technology you use.