Jacobs U.K. Limited

Track Record Engage

Jacobs’ stakeholder and land management tool provides a digitised, single source of truth to manage engagement and relationships and demonstrate compliance with statutory planning requirements. Gain greater analysis and insight into stakeholder, sentiment and trends. The result, an agile stakeholder management process delivered at lower cost with a better experience.

Features

• Link stakeholders to land interests, build a web of information.
• Record sentiments after stakeholder interactions, create a view of consensus.
• Real-time reporting. Measure progress of your goals and objectives.
• Obtain a clear picture of land ownership and access status.
• Request and manage site survey activities throughout programme lifetime
• Integrate with web GIS platforms to visualize associated geospatial data

Benefits

• Mitigate project delays. Create a digital evidence portfolio, demonstrating compliance.
• Save time by bulk uploading data. Templates for mass communications.
• Increase collaboration through managed access determined by pre-agreed user personas
• Centralize the collection, storage, analysis and reporting of stakeholder information.

£4,000.00 to £75,000.00 a licence

• 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 hugh.mcmichael@jacobs.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

425024371529729

Contact

Hugh McMichael
0131 659 1500
hugh.mcmichael@jacobs.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Planned maintenance is carried outside of standard business hours and will generally be transparent to users.
• System requirements:
  • Web Connection
  • Browser option Google Chrome
  • Browser option Microsoft Edge
  • Browser option Firefox
  • Browser option Safari
  • Email addresses for individual user accounts

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: General enquiries (new users/unable to login, etc) will be responded to within 8 business hours (Mon-Fri). For document upload and action management, this will be within 24 business hours.
• User can manage status and priority of support tickets: No
• 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: WCAG 2.1 AA or EN 301 549
• Web chat accessibility testing: The following screen readers have been tested within our support platform to support assistive technology users:; ; JAWS - Freedom Scientific; NVDA - NV Access; Talkback - Google; VoiceOver - Apple; ZoomText Magnifier/Reader - Freedom Scientific
• Onsite support: Yes, at extra cost
• Support levels: Level 1 represents the initial point of contact for end-users seeking support. Level 1, triage's, requests additional information and resolves the service request. If the request cannot be resolved, it is escalated to Level 2. ; ; Level 2 offers more comprehensive and specialised knowledge relating to specific service request.; ; Level 3 represents the highest tier of technical expertise when incidents demand the utmost proficiency or when Level 2 personnel are unable to resolve an issue satisfactorily. ; ; Support Level time is charged in line with your support arrangement and agreed staff rates. ; ; All client accounts are automatically allocated a Client Lead, who acts as a senior representative on behalf of the Track Record team to support our client in their day-to-day account management. The Client Lead is responsible for several key duties relative to the size and complexity of the account.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: A Project kick off meeting will be held to discuss configuration requirements, key milestones, users and access requirements and existing data for import.; ; Online training will be provided as part of the mobilisation of Track Record Engage and, onsite can be provided subject to being included in scope and costs. ; ; This will be supported by our extensive Knowledge Base of training materials, including user guides, articles and videos accessible through your Track Record Engage site.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: All user inputted data, including uploaded files, can be exported from the system in XML, HTML, JSON and Excel formats.
• End-of-contract process: All client data is provided at the end of contract in agreed formats. With client agreement, data will be retained for period after contract termination to ensure no data is lost in transfer

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Track Record is built as a responsive web application and will dynamically reposition the UI to suit desktop, tablet and phone resolutions.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: The user interface is accessible through a supported browser via handheld and desktop devices.
• Accessibility standards: None or don’t know
• Description of accessibility: When creating Track Record we carefully considered contrast ratios, standard best practice, screen sizes, the use of screen readers, keyboard focus and all other aspects to meet WCAG 2.2 Level AA.
• Accessibility testing: No testing undertaken with users of assistive technology.
• API: Yes
• What users can and can't do using the API: Track Record has a data transfer API to facilitate import and export of data sets between systems.
• API documentation: Yes
• API documentation formats: HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: The client will be provided with a unique, named URL, associated to their programme. ; ; A kick off meeting is held to discuss your configuration requirements which will be implemented as part of mobilisation to ensure data is aligned to known fields, and appropriate terminology is used to ensure users experience a seamless transition from any legacy platform. ; ; Homepage customisation is also possible, including contact details, client/programme logo, key documentation and background to the programme may be included. This will be undertaken as part of mobilisation and may be amended further during delivery through your Client Lead. ; ; Users may customise their own Favourites, setting up quick links to frequently used sections of Track Record Engage, or configuring views of data registers based on their requirements.; ; Depending on your Customer Success package, a standard or bespoke dashboard will be created allowing you to visualize key project data and latest statuses via an integrated Power BI dashboard report.; ; User account types to manage these capabilities, based on expected user personas will be agreed as part of mobilisation. We provide the option of Two-Factor Authentication (2FA).

Scaling

• Independence of resources: The server platform is automatically and continually monitored to ensure performance standards are maintained for all users/clients.

Analytics

• Service usage metrics: Yes
• Metrics types: User login details are available, with further bespoke reporting possible to demonstrate entity or report access through additional configuration time.
• Reporting types:
  • API access
  • 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: Managed by a third party
• Penetration testing frequency: At least 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: Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Using standard functionality users can download data in bulk from Track Record in XLSX (Excel) format. User account permissions may be configured to determine whether this is allowed, based on user personas.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • XLSX / Excel
  • JSON
  • HTML
  • XML
• 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: The Track Record service is operated under a "best effort" SLA and we do not provide specific guarantees. Track Record historically has very good uptime performance of 99.98% over the previous 12 months.
• Approach to resilience: We utilise MS Azure as a real time fail over environment in case of disaster affecting our primary data centre, severely reducing the likelihood of extended downtime.
• Outage reporting: We use 3rd party automated monitoring services which continually check if our services are available. If downtime is ever detected system administrators are immediately notified via email and SMS. A public dashboard page is also available.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: Track Record has an admin interface accessed by the Track Record Support Team that enables full control of user and user team access to modules and user rights (e.g. ability to edit or delete). User access can be locked upon request by the client or if there is no user activity for a specified period (6 months) then the user account is automatically locked. New user account and registration e-mails are valid for a 48hr period, before the request must be made again.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • 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: 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

Standards and certifications

• ISO/IEC 27001 certification: No
• 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: No
• Security governance certified: No
• Security governance approach: Jacobs takes all aspects of security very seriously and we provide the top level of service support. Hosted solutions provided by Jacobs Digital have undergone regular penetration testing by an independent 3rd party security consultancy. Our SasS (Software as a Service) platforms are available as fully managed hosted solutions on the internet or we also offer heightened security hosting options including hosting within our client’s network and bespoke secure network solutions.
• Information security policies and processes: Jacobs offer integrated and truly secure enterprise- capable solutions that span the cybersecurity lifecycle. We are a market leader in cyber security offering the full breadth of security services. We offer a complete suite of cyber capabilities that range from holistic enterprise lifecycle security and secure business transformation, to threat assessment, risk management, security architecture, audit, review & penetrating testing, SOC and incident response (CIR). Because our services are engineered to align with the cybersecurity standards of our clients and market regulations (from the National Institute of Standards and Technology (NIST) to the Office of Nuclear Regulation and Ministry of Defence), the client is completely free choose the engagement model and service level that aligns with their needs. In particular, the Jacobs Cybernet secure network solution has been certified for use up to UK Official Sensitive and the highest Defence Cyber Protection Partnership level (usually reserved only for Secret). We also have a number of certified Secret networks across the UK

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Application updates goes through a series of checks before being rolled out to our production environment including code reviews, black box testing, acceptance testing, security testing and finally penetration testing after being rolled out.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Application updates are routinely checked for possible vulnerabilities including XSS and CSRF attacks, SQL injection and weak password controls. Data encryption is always employed when exposing/transferring data to a client side environment.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We use active monitoring to detect possible attacks including an IDS firewall for network level threats and automated detection built into the application itself to indicate and notify of a possible attack.
• Incident management type: Supplier-defined controls
• Incident management approach: In the event of an incident the Track Record Support Team will often be the first point of contact. They will go through a pre-defined check list and determine if they can resolve the issue, if not they will contact the technical support team to follow up with the user. For a serious issue, such as a prolonged server outage, the Track Record disaster plan will come in effect. After the incident is resolved a downtime post-mortem will be carried out to establish the exact cause and what can be done in future to avoid a repeat situation.

Secure development

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

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Reduction of paper, waste, storage by digitising a historically paper-heavy process.

  Covid-19 recovery

  Reduce spread of COVID by providing digital tools which reduces objects being shared by team members.

  Equal opportunity

  Provides accessibility options for people with disabilities. Reduces bias with data driven solutions.

  Wellbeing

  Digital solutions improve quality of life by reducing time on site.

Pricing

• Price: £4,000.00 to £75,000.00 a licence
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: We can provide a time-limited tailored demo site with some basic configuration to demonstrate to a client that our tools can deliver client requirements. We also have existing non-client specific demo sites that potential clients can be invited to access upon request.

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 hugh.mcmichael@jacobs.com. Tell them what format you need. It will help if you say what assistive technology you use.