PUBLIC SECTOR SOFTWARE LIMITED

PSSUltimate

PSSUltimate is a complete grounds maintenance management solution. It combines a web-based administration platform with a mobile reporting app to manage teams, tasks, workloads, and priorities. Streamline scheduling, resource allocation, and equipment management while enabling data-driven decisions, operational efficiency, and high-quality results with minimal administrative effort.

Features

• Real-time reporting with instant dashboards
• Customisable reporting suite
• Secure user (contractor) specific data access
• Advanced scheduling for teams and tasks
• NFC-enabled personnel and equipment scanning
• Streamlined stock management and ordering
• Integrated inspections and site quality checking
• Automated electronic logs and record keeping
• Comprehensive inventory tracking for all equipment assets and checks

Benefits

• Immediate operational visibility
• Swift issue reporting and resolution
• Eliminates paper-based administration
• Efficient task creation and assignment
• Improved staff training and compliance
• Photo and document storage
• Data-driven operational insights
• Consistent, high-quality inspections
• Centralised management of teams and workloads
• Simplifies resource and equipment allocation

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 enquire@pssltd.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

427608515668264

Contact

Sarah Bull
01926800800
enquire@pssltd.co.uk

About your service

• Service categories:

  Applications

  Production and operations

  Service industry and public sector operations

  • Public Order and Safety
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: N/A
• System requirements:
  • Minimum Mobile: Android 12.0+, iOS 16+
  • Browsers - Chrome, Mozilla Firefox, Microsoft Edge or IE 11

User support

• Email or online ticketing support: Yes
• Support response times: We aim to respond to customers within 2 working hours whereever possible
• 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: No
• Onsite support: Yes, at extra cost
• Support levels: PSS Ltd provides comprehensive customer support through dedicated Account Managers. Support is available Monday to Friday, 9:00 am – 5:00 pm (UK time), excluding public holidays. Customers can contact their Key Account Manager directly via email or telephone, who will either resolve the issue or raise a support ticket as required. All support requests are logged and tracked for full transparency.; ; We aim to acknowledge all support requests within two hours during standard hours. Reported issues are prioritised as Critical, High, Medium, or Low, with response and resolution times aligned to severity — for example, critical issues are acknowledged within one working hour and targeted for resolution or workaround within one working day.; ; Out-of-hours support is provided on an ad-hoc, prioritised basis wherever possible to ensure service continuity.; ; All customers receive standard support as part of their licence. ; ; Each customer has a named Account Manager who acts as their principal point of contact, supported by experienced cloud and technical engineers for escalations, maintenance, and system updates.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide a comprehensive onboarding experience for PSSUltimate, led by our dedicated Account Management team, who guide organisations through setup to ensure a smooth and efficient implementation.; ; Organisational Setup: Configure service areas, team structures, user roles, and access permissions. Complete all staff and manager profiles with contact details and role assignments.; ; Asset and Inventory Setup: Register equipment, vehicles, and stock items. Assign categories, identifiers, and, where applicable, NFC tags for seamless tracking.; ; Task and Workflow Setup: Define task types, routines, inspections, and ad-hoc activities. Configure mandatory database fields to capture critical information consistently.; ; Scheduling and Assignments: Set up recurring schedules, allocate resources, and assign staff to teams. Use dashboards to monitor workload distribution.; ; Reporting and Customisation: Configure dashboards, reports, and inspection templates tailored to organisational needs.; ; To support different learning styles, we offer tailored onsite or online training sessions (charges apply), focusing on practical, role-specific workflows.; ; All customers receive access to a library of support materials, including PDF User Guides, instructional videos, and Quick-Start guides, available via Web and Mobile Apps. Our ongoing support ensures users continue to maximise value, with direct access to specialists for configuration, data reviews, and process optimisation.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Customers can export their information directly from the system in standard XLSX format or generate tailored Reports at any time prior to the contract end date. These exports include all relevant records to support continued reference, audit, or migration into other systems.; ; Alternatively, customers may request a read-only licence for an agreed period, providing secure access to historic records without active editing functionality. This option supports compliance, record retention, and auditing needs while ensuring data integrity.
• End-of-contract process: At the end of the contract term, PSSUltimate provides customers with flexible options to ensure continuity of access and complete control over their data. Customers may choose to renew on an annual rolling contract to maintain full functionality and continued support, or alternatively, request that their database be deactivated and archived.; ; Before deactivation, customers can extract their data directly from the Web App in standard XLSX format or generate Reports to retain information for their own records. Upon written confirmation from the customer, PSS Ltd will securely archive and permanently delete the database in line with data protection requirements.; ; Customers who wish to retain longer-term access for audit, reporting, or compliance purposes may opt for an Annual Read-Only Licence. This provides secure, view-only access to historic data and reporting tools—particularly valuable for responding to Freedom of Information (FOI) requests, legal proceedings, or internal reviews—without the ability to add or edit information.
• Documentation accessibility standard: WCAG 2.2 A

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
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The PSSUltimate web app provides full administrative control, including team management, scheduling, reporting, inventory tracking, and task assignment, ideal for planners and managers. The mobile app is designed for field staff, enabling real-time task updates, inspections, issue reporting, and access to relevant team information on the go. Together, they ensure seamless communication and coordination between office and field, with the web app focused on planning and oversight, and the mobile app focused on execution, accountability, and data capture in the field.
• Service interface: Yes
• User support accessibility: WCAG 2.2 A
• Description of service interface: PSSUltimate provides two service interfaces: a Web App and a Mobile App. The Web App, accessed via a standard web browser, supports administrators and managers in configuring the system, managing assets, scheduling tasks, processing data, and generating reports, with clear dashboards and real-time task and team visibility. The Mobile App, for iOS and Android, is intuitive and designed for field staff to complete tasks efficiently, record inspections, update inventory, and capture data on-site, with full offline capability and automatic synchronisation. Both interfaces offer secure, role-based access through a unified cloud platform.
• Accessibility standards: WCAG 2.2 A
• Accessibility testing: PSSUltimate interfaces have been reviewed and tested for accessibility in line with WCAG 2.1 AA principles. Testing includes use with screen readers (NVDA, JAWS) and keyboard-only navigation. We have gathered feedback from users employing assistive technologies within local authority environments to identify and improve accessibility barriers. Ongoing testing forms part of our release process to ensure continued compliance and usability for all users.
• API: No
• Customisation available: Yes
• Description of customisation: PSSUltimate provides extensive customisation to align with organisational grounds maintenance needs.; ; Users can customise task types, workflows, inspection templates, reporting dashboards, team structures, equipment categories, stock management, and mandatory data fields at the database level. Custom fields ensure that critical information is captured consistently, and database-level rules enforce mandatory entries to maintain data integrity. Reports can be created and customised on request for KPI metrics. Inspection forms can be designed to meet organisational standards and compliance requirements.; ; Customisation is performed via the web administration interface using intuitive configuration tools, System administrators or managers with appropriate permissions configure these settings, while field staff access only the customised forms and workflows relevant to their tasks. This role-based approach ensures operational control, secure data handling, and consistency, while enabling the organisation to adapt PSSUltimate to its unique operational processes.

Scaling

• Independence of resources: PSSUltimate is built on a scalable cloud architecture that automatically allocates resources to meet demand. Each customer operates within a logically isolated tenancy, ensuring that high usage by one organisation does not impact others. Performance is maintained through load balancing, elastic resource scaling, database optimisation, and continuous monitoring of system health. This ensures consistent response times, service availability, and reliable performance regardless of overall user load.

Analytics

• Service usage metrics: Yes
• Metrics types: PSSUltimate provides comprehensive service metrics to monitor performance, efficiency, and compliance. User can track any required metrics using grid searchs or customer reports such as: task completion rates, schedule adherence no. of site visits team workload distribution, and schedule adherence, inspection outcomes, issue resolution times, and equipment utilisation are tracked to ensure quality and accountability.; ; Real-time dashboards display key performance indicators (KPIs) tailored to area and teams. Historical reporting enables trend analysis, resource planning, and performance benchmarking. Customisable reports and dashboards allow organisations to track metrics that matter most to their operations.
• Reporting types:
  • Real-time dashboards
  • Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Staff screening not performed
• Government security clearance: None

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
• Equipment disposal approach: In-house destruction process
• Data sanitisation type: Deleted data can’t be directly accessed / Cryptographic Erasure

Data importing and exporting

• Data export approach: Users can export their data directly from PSSUltimate at any time through the Web App. Data can be downloaded in XLSX format or extracted through the system’s reporting tools, which allow filtering, grouping, and exporting to XLS, CSV, or PDF.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • PDF
  • XLSX
• Data import formats:
  • CSV
  • Other
• Other data import formats: XLSX

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: PSSUltimate guarantees a high level of service availability, with systems designed for redundancy and resilience to minimise downtime. The service is hosted on a cloud infrastructure with built-in failover, load balancing, and automated monitoring.; ; Our Service Level Agreement (SLA) specifies a target uptime of 99.9%. If this SLA is not met, customers are eligible for service credits or refunds according to the SLA terms. Incidents affecting availability are tracked, and users are notified, with compensation calculated based on the proportion of downtime relative to the guaranteed service level.; ; This ensures transparency, accountability, and continuity for all users.
• Approach to resilience: PSSUltimate is designed for resilience through a combination of cloud infrastructure redundancy, automated failover, and load balancing. Critical systems are hosted across multiple data centre zones, ensuring that service continues even if a component or site experiences an outage. Data is replicated and backed up regularly to prevent loss, and monitoring systems detect and respond to issues proactively.; ; Details of the datacentre setup, including specific resilience configurations, are available on request for security and confidentiality reasons.
• Outage reporting: PSSUltimate reports outages through a combination of email alerts to affected users and system administrators. Critical incidents are communicated promptly, with details on the issue, expected resolution time, and updates as the situation progresses.; ; We do not provide a public dashboard or API for outage reporting. Users and administrators receive direct notifications to ensure timely awareness and response.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
• Access restrictions in management interfaces and support channels: Access to management interfaces and support channels is restricted through role-based access control. Users must authenticate before access, and permissions are tailored to their role, limiting visibility and actions. Sensitive operations are reserved for higher-privilege roles. Support staff access only the data needed to resolve issues, with customer verification where required using secure logins. All actions in interfaces and support tools are logged and monitored to ensure accountability and security.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • 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: At least 12 months
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: PSSUltimate approaches security governance through a structured framework of policies, roles, and oversight. A board-level executive is responsible for overall service security, ensuring accountability and alignment with business objectives. Security policies cover areas such as data protection, access control, and incident management, and are regularly reviewed and updated. All development, operations, and support teams follow defined procedures to maintain compliance and reduce risk.; ; While not formally certified, our governance framework ensures that security considerations are embedded in all processes and decisions across the organisation.
• Information security policies and processes: PSSUltimate follows a comprehensive set of information security policies covering areas such as access control, data protection, secure development, incident management, and user awareness. Policies are defined at the organisational level and communicated to all staff, with compliance monitored through regular audits, reviews, and reporting. A board-level executive is responsible for security oversight, supported by security and operational teams who report on adherence and incidents. Staff receive training on policies and procedures, and any breaches or exceptions are documented and escalated through the defined reporting structure. This ensures consistent enforcement and continuous improvement of security practices.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: PSSUltimate uses supplier-defined controls for configuration and change management. All service components are tracked through their lifecycle, ensuring accurate records of versions and configurations. Proposed changes are assessed for potential security impact, with risks identified and mitigations applied. Changes follow defined procedures, including approval by authorised personnel, testing in controlled environments, and documentation of outcomes. Post-deployment reviews confirm that updates operate as intended without introducing vulnerabilities. This approach maintains service stability, security, and auditability, even without following a formal standard.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: PSSUltimate uses supplier-defined controls for vulnerability management. Potential threats are assessed through regular security monitoring, scanning, and internal risk reviews. Vulnerabilities are prioritised by severity and impact, with critical issues patched as quickly as possible. Threat intelligence is sourced from vendor advisories, security feeds, and internal testing. All patches are tested in controlled environments before deployment, and post-deployment reviews confirm effectiveness and ensure no new risks are introduced. This approach maintains the security, stability, and resilience of the service without relying on a formal standard.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: PSSUltimate uses supplier-defined controls for protective monitoring. Potential compromises are identified through continuous system monitoring, anomaly detection, and log analysis. When a potential incident is detected, it is investigated immediately, and appropriate containment and mitigation actions are applied to limit impact. Critical incidents are escalated to authorised personnel, and responses are prioritised based on severity. All actions are documented, and post-incident reviews ensure lessons are learned and controls updated. This approach enables timely detection and response, maintaining the security and integrity of the service.
• Incident management type: Supplier-defined controls
• Incident management approach: PSSUltimate follows supplier-defined controls for incident management. Pre-defined processes exist for common events, ensuring consistent detection, assessment, and response. Users can report incidents via email or support channels, which are triaged and escalated based on severity. All incidents are logged, investigated promptly, and resolved according to priority. After resolution, incident reports are provided to affected users, detailing the cause, impact, and actions taken. Post-incident reviews identify lessons learned and updates to controls, maintaining service security, reliability, and accountability while ensuring timely communication with users.
• Post-quantum cryptography secure: No

Secure development

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

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: No

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: 0%
• 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: 218894d4-f363-43ec-80fd-a8e5972ef059
• Cyber essentials plus: No
• Cyber Essentials Alternative: None of the criteria
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce

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