Tribal Education Limited

K2 by Tribal

K2 is an intelligent, interactive and integrated facilities and asset management system. K2 is the Integrated Workplace Management System (IWMS) and Computer Aided Facilities Management System (CAFM) which meets the complex and changing demands of a property portfolio. K2 supports flexible ways of working, efficient management and asset strategy development.

Features

• Improved data quality with single-entry, validation and error checking
• Fully integrated system which supports the full asset lifecycle
• Comprehensive reporting facilities allow for improved management reporting
• Simple automatic interfacing with third-party systems
• Supports mobile technologies and responsive browsers
• Easy to use applications designed using familiar Microsoft technology
• UK based Support, support portal and dynamic user community
• Experienced consultants
• Available and fully managed via Tribal’s Cloud offering
• Self-service functionality via web portal

Benefits

• Enterprise wide system which enables consolidation of existing systems
• Rationalises data sources and reduces data duplication
• Provides a mechanism to ensure data quality
• Removes double handling of information via integration
• Support proactive decision making
• Role based system access ensures appropriate usage
• Full audit trail offers both history and transparency
• Tighter cost control through budget analysis
• Compliance with Health and Safety legislation
• Process analysis and improvement possible through workflow tracking

£2,185.00 an instance a month

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

Framework

G-Cloud 14

Service ID

429800818822998

Contact

Fleur Brennan
0330 016 4000
technology.bids@tribalgroup.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Upgrades will be planned and agreed with the customer for the specific times when they are applied.
• System requirements:
  • Internet Connection
  • Windows Operating System
  • .Net Framework
  • Web Browser

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Our response times to queries and incidents is based upon the severity of the incident in question. Critical faults (P1) are responded to within an hour. Major faults (P2) are responded to within two working hours. Important faults (P3) are responded to within four working hours. Minor faults (P4) are responded to within eight working hours. Our working hours are Monday-Friday 0900 to 1700 - therefore there would not be a response on weekends. Customers can provide us with an impact and urgency rating for any issues they raise which we use to help triage and assign priority.
• 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: All services offered will be supported by a Service Level Agreement suitable to the customer and the service ordered. There are three levels of service available; Essential, Enhanced and Enterprise and depending on the level of service required this will include a Service Delivery manager, Technical Project Coordinator and assigned Cloud Consultant. If additional out of hours or onsite support is required then this option is available at additional cost.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: The system is provided with a full suite of user documentation. During initiation of the project a full training plan will be scheduled and delivered according to the project timescales. Training if predominantly carried out on site. However, there are online training manuals and recorded training materials available as well.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: The underlying database containing all customer data would be provided to a customer-accessible destination prior to the contract ending.
• End-of-contract process: We would work with the customer to define an exit plan which would involve extraction of data and completion of any outstanding services. The exact nature and cost of this exit plan will vary from customer to customer depending on their requirements.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The features that are available via mobile are designed specifically for mobile user needs and there are some differences between the desktop and mobile functionality.; Fundamentally the K2 mobile solution is designed for trades people who are performing planned and reactive maintenance work in the field and the functionality reflects this.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: The K2 Portal is compliant with the latest browser technology and is a responsive website delivered over an internet browser. The K2 Portal is web based and provides information and self-service functionality to a wider and somewhat more occasional user base, such as customers, to log requests, enquire about progress etc. The Portal is responsive which means it can be accessed from any device and any location.
• Accessibility standards: None or don’t know
• Description of accessibility: We comply with the majority of EN 301 549 however we do not comply with regards to Non visual access, Non-text content, Images of text, Keyboard, No Keyboard Trap and Usage with limited cognition.
• Accessibility testing: The web portal aims to be compatible with WCAG A accessibility standards. The institution can customise the portal to ensure any styling that is used is accessible as well as using the programmed solutions. We test with a range of screen readers which all work within our web portal. In order to make our web screens perceivable we aim to provide text alternatives for any non-text content so that it can be changed to fit the user’s requirements. We aim to make all of our web functionality available from a keyboard so that it is operable by any user. To make our web content understandable we aim to make web pages operate in predictable ways by ensuring that common features work in the same way across the software. We try to help users to both avoid and correct any mistakes on the web pages by providing help text.
• API: No
• Customisation available: Yes
• Description of customisation: Customers can create and customise workflows and reports. Portal branding and colours can also be customised to create the right look and feel for each customer. There are lots of system options configurations which can be performed within the application, and specific interfaces are also easily configurable.

Scaling

• Independence of resources: Tribal’s Cloud provision is offered as a single tenancy option only, ensuring the customers have their own dedicated virtual resources residing on back-end shared physical hardware. This ensures that other customers demands on the system do not affect the provision and performance of the application, avoiding so called ‘noisy neighbour’ issues. Tribal offers public cloud provision through either Amazon AWS or Azure

Analytics

• Service usage metrics: Yes
• Metrics types: Tribal Cloud incorporates an application to provide alerts to relevant teams when issues arise or thresholds are exceeded. It is a SaaS-based automated IT performance platform. As it is SaaS-based no processing is done on the monitored node, consequently, it has a minimal performance overhead.; It can monitor any Tribal Cloud service as part of our managed service
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• 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)
• 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: ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest:
  • Encryption of all physical media
  • Other
• Other data at rest protection approach: Database instances will be encrypted including snapshots at rest using an industry standard. Once the data is encrypted, authentication of access and decryption of the data is handled transparently with a minimal impact on performance. Physical access is managed by AWS/Microsoft as appropriate as it is a public cloud offering.
• 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: There are several ways to export the data. Reporting Services can export to Excel/other relevant formats and there are several standard inbuilt export functions for certain data within the system (e.g Condition, Suitability, Sufficiency etc.). Every grid within the system can be exported directly to Excel.
• Data export formats:
  • CSV
  • Other
• Other data export formats: Excel
• Data import formats:
  • CSV
  • Other
• Other data import formats: Excel

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • 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: We offer a minimum 99.5% availability, assured by contractual commitments. Exact SLAs will vary from client to client and their desired uptime.
• Approach to resilience: Our service offers the cost and efficiency advantages that virtualisation brings along with centralised management and control, built in redundancy features like clustering, and a unified set of orchestration tools. The environment is backed by both our 100% Network Uptime Guarantee and our One-Hour Hardware Replacement Guarantee, supported by hundreds of Microsoft Certified experts to create a customised Virtualisation environment base.
• Outage reporting: Service outages are reported through both our support portal and direct contact from the appropriate service delivery manager who is assigned to the client. The method of communication will be agreed with the specific client, but could include email alerts, direct phone calls etc.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Username or password
  • Other
• Other user authentication: Auto pass through via Windows Credentials.
• Access restrictions in management interfaces and support channels: Access in management interface and support channels is managed on a Role based Access Control system (RBAC) as with the rest of the system. In this way you can control which areas of the system and support users have access to.
• Access restriction testing frequency: Less than once a year
• Management access authentication:
  • Dedicated link (for example VPN)
  • Username or password
  • Other
• Description of management access authentication: CLOUD TO CONFIRM IF THIS IS STILL CORRECT. I AM NOT SURE IF WE WOULD STILL OFFER VPN ACCESS.

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 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: Lloyd's Register LRQA
• ISO/IEC 27001 accreditation date: 02/05/2017
• What the ISO/IEC 27001 doesn’t cover: N/A - our ISO accreditation covers all of our business activities.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• 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: Tribal has been an ISO27001 certified organisation since 2009 and all of our development and delivery services will be delivered from locations which are specifically ISO27001 certified. The accreditation process included a review of Tribal’s Information Security Management System (ISMS) and our overall policy for handling data including how it is collected, held and maintained.; We have local security forums for all of our offices, which feed into our central Information Security Governance forum which reports to the board. We have permanent Quality and Security Managers who form part of this board.; As well as our regular certification revalidation process (carried out by external evaluators) we regularly test our systems and processes with a series of internal audits to ensure that policies and processes are being followed.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: For our software solutions, Tribal has a structured Change Control process for managing requests for change and enhancements. All Requests for Changes (RFCs) are raised via the Service Desk and go through internal vetting by the respective support team before gaining authorisation from Tribal. Regular Change Advisory Boards meet to review Emergency and non-standard changes. Details of all changes are provided to the Service Manager to review and will obtain final approval from the Contracting Body before proceeding. The Contracting Body will be involved in the change Process at each stage and included in any post implementation review as required.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: As part of our ISO27001 processes we have a risk/vulnerability assessment procedure which will be undertaken on any new customer site and service.; Patches will be deployed depending on the severity of the problem and the level of testing required.; Information about potential threats is found based upon initial and recurring risks assessments, internal procedures and known threats highlighted by both the industry and users.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Our managed service includes the proactive monitoring of all services to identify potential compromises.; Based upon the nature of the compromise we would then respond to the agreed SLA.; The speed of the response will be determined by the severity of the incident.
• Incident management type: Supplier-defined controls
• Incident management approach: Our ISO27001 processes include a defined Incident Management process. All personnel are responsible for reporting incidents to the Information Governance Committee (IGC) or Security Forum representatives as quickly as possible. We have a formal Incident Report Form which staff use for recording the details of the incidents.; Security weaknesses will be recorded on a spreadsheet for tracking purposes. Any person can identify weaknesses, which will be managed by the Quality team in conjunction with the Security Forums and IGC as appropriate.

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
  • Covid-19 recovery
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Tribal has a corporate carbon reduction plan and is committed to achieving Net Zero emissions by 2050. Our full Action Plan is on our Website at www.tribalgroup.com. Energy Consumption Our electricity supplier, Opus Energy, are OFGEM-accredited providers of green electricity. Our carbon footprint is below the threshold required by the Carbon Reduction Commitment scheme. All equipment used in Tribal offices is Energy Star compliant; the printers / copiers / scanners will automatically shift into a low power sleep mode when not in use for a prolonged period, thereby consuming up to 50% less energy. Waste and Recycling • All redundant devices are disposed of in line with the Waste Electrical and Electronic Equipment (WEEE) directives. Our preferred supplier provides Tribal with the relevant documentation on disposal to support our environmental sustainability standards. • We recycle paper, cardboard, glass and plastic at all our offices. • Our waste supplier recycles 100% of the waste they collect, and their official statistics prove that they sent 0% to landfill. This supplier provides Tribal with annual environmental reports that shows a total recycling / recovery figure, up to date certificates and other related data. • We actively discourage our staff members from printing documents unnecessarily. • Printers are set to the duplex mode by default to minimise waste. • We recycle printer cartridges and use remanufactured ink cartridges where possible. Printing • We actively discourage our staff members from printing documents unnecessarily • Printers are set to the duplex mode by default to minimise waste • We recycle printer cartridges and use remanufactured ink cartridges where possible Furniture and Office Supplies • Where possible, redundant furniture is donated to charity or recycled • We review the products used and where we can switch to environmental alternatives. Recycled paper is already used in all offices

  Covid-19 recovery

  During the Covid 19 Pandemic, Tribal moved all of it's project delivery to remote working and we have continued this practice since the pandemic. This has had a positive impact in several ways including: - significantly reduced travel, reducing air pollution - reduced costs to customers due to no onsite consultant expenses - increased productivity due to no travel/commuting taking up time during the working day - improved wellbeing - happier workforce due to more flexible working - reduced office costs

  Equal opportunity

  Tribal is committed to embedding equality, diversity and inclusion in all employment policies, procedures and practices. Tribal’s Diversity and Inclusion Policy sets out our commitments to our employees, customers and supply chain, which include: • Ensuring that all individuals are treated with dignity and respect • Making opportunities available on a non-discriminatory basis • Providing a safe, supportive and welcoming environment for all • Encouraging a diverse workforce. To implement our policy effectively, we: • Train those who deliver continual personal development training (CPD) to our employees are trained in equal opportunities and diversity issues • Make training opportunities equally accessible to all • Monitor who takes part in training in terms of age, gender, ethnic origin and disability, and across departments to ensure staff are not excluded • Provide online training to all staff members that covers Diversity and Equality, finished with a post-course examination that must be passed • Are flexible to accommodate the diverse range of needs of our employees, such as: · flexible working patterns · religious requirements, including worship and diet · special arrangements, including wheelchair access and signing communication Please see ‘Tribal Group - Equality, Diversity and Inclusion Policy’ on our website

  Wellbeing

  We recognise that maintaining both physical and mental wellbeing is essential to effective work performance to enable us to achieve our strategic aims. We have a duty of care to our staff members, which extends to the active promotion of their health and wellbeing. We invest in services and support which are designed to encourage and promote wellbeing. We aim to ensure that all employees are able to work in a positive, safe and supportive working environment, by seeking at an organisational level to: • Promote a culture of consultation, participation and open communication throughout Tribal; • Provide a safe and healthy working environment and implement appropriate control measures to minimise risks to health and wellbeing; • Ensure that there are appropriately trained individuals available within the organisation to identify risk, implement controls and provide support (or refer to relevant services) at any times of crisis or accident • Encourage a workplace culture where mental health and physical health are regarded as equally important and can be openly discussed; • Promote equality of opportunity, and provide a workplace free from harassment and bullying, as set out in the globally applicable Dignity at Work policy; • Ensure that all employees are effectively onboarded, receive a local induction, ongoing training and development for their role; • Provide a framework encouraging frequent and high-quality discussion about performance and meaningful opportunity for employees to discuss wellbeing • Identify lifestyle and workplace factors that may negatively affect the health and wellbeing of our employees; • Offer proactive support to those with underlying medical conditions, including use of specialist services as appropriate to offer advice, guidance and solutions; • Engage with employees to support them in facilitating a healthy working environment with regards to both physical and mental health, and provide more targeted support where necessary

Pricing

• Price: £2,185.00 an instance a month
• 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 technology.bids@tribalgroup.com. Tell them what format you need. It will help if you say what assistive technology you use.