Civica UK Limited

tf cloud Corporate Landlord Software

A web driven corporate landlord system from TF. Modules include property, plant, condition survey, questionnaire, utility management including running costs, help desk, inspections, project management, DLO, estates management, resource booking, space utilisation, recharging including service charges, occupancy, cost plus, portal and tenant access , CAD, GIS and offline mobile apps.

Features

• Property and asset management
• Estates management
• Statutory compliance
• Mobile access from any device (Android, Apple, Windows)
• Help Desk (reactive maintenance)
• Project management
• Third party portal access - contractors, schools, surveyors etc
• Real time reporting
• System integration to third party products through RESTful APIs

Benefits

• Manage property from any location
• Share real time information with internal staff and third parties
• Drive cost savings
• Cost effective and configurable system with customisable workflow
• Rapid deployment
• Access via PCs, laptops, tablets and smartphones
• No software installation (browser based)
• Mobile access from any device including offline access
• Interfaces to third party systems to drive effciencies
• Powerful reporting and KPIs

£1,680 an instance a year

• 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 sales@technologyforge.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

461061126589100

Contact

Tom Whittle
0113 288 2575
sales@technologyforge.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: N/A
• System requirements:
  • Internet connection
  • Web browser

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: In line with the standard Help Desk SLA.
• 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: No
• Onsite support: Yes, at extra cost
• Support levels: All clients are entitled to full support from The Technology Forge Help Desk at no extra cost. Support requests can be logged by phones, email or logged via our web portal. All calls are allocated a unique ID for tracking the issue through to completion. Each call is also assigned a priority in line with our standard SLAs. Support requests are categorised as Urgent, High, Medium or Low and responded to in line with urgency. In addition to unlimited Help Desk access, all clients are provided with a dedicated Account Manager which any support issues can be escalated to. The Account Manager is also included at no extra cost for the duration of the contract.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: As part of the provision of tf cloud, we can supply services including project management, consultancy and training.These services can be delivered onsite or online, depending on user preference. User documentation is provided with all training and user guides can be downloaded from within the tf cloud system by users.
• Service documentation: No
• End-of-contract data extraction: At the end of the contract, the data would be retained by the client. Data is returned to the client within a set time period as defined in the Terms and Conditions. Users can extract their data at any time throughout the contract using data export routines.
• End-of-contract process: The tf cloud service can be switched off at a time appropriate to the client and all data is retained by the client and not The Technology Forge. Data is returned to the client within a set time period as defined in the Terms and Conditions. There is no charge for the return of data or switching off the service at the end of the contract.

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: The full tf cloud system is available across desktop and mobile services. All that is required is a web browser and tf cloud's responsive design resizes the system the device screen.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: There is API access available as described in the API section. This can be enabled by The Technology Forge as part of the contract so that the user has the necessary permissions and access tokens. The TF API supports all of the RESTful API using the four main methods - GET, PUT, POST and DELETE. There are no real limitations for users with the appropriate license and access permissions to use the relevant API.
• Accessibility standards: None or don’t know
• Description of accessibility: As tf cloud is a browser based solution, many accessibility features are available via the operating system and browser including function keys. For example on a Windows PC, text can be made bigger using the zoom functionality.
• Accessibility testing: None.
• API: Yes
• What users can and can't do using the API: API access can be enabled by The Technology Forge as part of the contract so that the user has the necessary permissions and access tokens. The TF API supports all of the RESTful API using the four main methods - GET, PUT, POST and DELETE. There are no real limitations for users with the appropriate license and access permissions to use the relevant API.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: There are various elements of the tf cloud system which are customisable including user defined fields, workflow functionality, the ability to change naming conventions and corporate branding options.

Scaling

• Independence of resources: The platform is hosted on a shared storage infrastructure but dedicated servers. The hosted platform allows for more servers to be spun up on demand so we are able to ensure other users aren't impacting the service.

Analytics

• Service usage metrics: No

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
• 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: ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Scale, obfuscating techniques, or data storage sharding
• 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: Users can export their data at any time during the contract, directly from the tf cloud system. There are extensive export options where data from different parts of the system can be exported to CSV or XLS format.
• Data export formats: CSV
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)
• Data protection within supplier network: Other
• Other protection within supplier network: We do not transmit data within our network.

Availability and resilience

• Guaranteed availability: We guarantee availability of 99.5% for the tf cloud service. All clients have the right to cancel based on non-performance. We do not have a standard agreement relating to refunding / service credits. However, with some of our clients we have entered into a service credit arrangement.
• Approach to resilience: Tf cloud is hosted within a virtualised failover clustered environment with separate web and SQL servers. This caters for hardware failure whereby the virtual server will transfer to another node in real time so there is no down time. The application is functional within a CSV (Cluster Shared Storage) so any file data is not lost in the event there would be a physical server failure. We use only UK data centres with one live centre with redundant power and external network connectivity.
• Outage reporting: We appreciate that system outage can have a significant impact on our customers and in the worst case scenario can prevent them from operating their normal business functions. Therefore, our software and infrastructure is designed to ensure that such outages do not occur. In the time that tf cloud has been in existence, there has never been a system outage. In the likely event of an outage, we would provide alert all clients by email. Where there are any planned outages, this would be done out of hours and we would notify users 2 weeks prior.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Management access is limited to user permissions.
• 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: 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: At least 12 months
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Alcumum ISOQAR
• ISO/IEC 27001 accreditation date: 03/02/2020
• What the ISO/IEC 27001 doesn’t cover: The scope of the certification relates to:; ; "The development and supply of property, facilities, estates and asset management software and associated services."; ; Anything outside of this scope would not be covered by our certification. However 100% of our business relates to the delivery of such software and services.
• 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: The Technology Forge is ISO 27001 certified and we have robust policies and procedures which underpin this security management system. Policies include:; ; - Acceptable Use; - Backup; - Equipment Security; - Information Classification; - Network Management; - Physical Security; - Change Management; - Access Control; - Business Continuity; - Exchange of Information; - Development Security; ; We are required to follow these policies as part of the ISO 27001 certification. They are issued to all personnel and published on the company Intranet.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Any configuration / change management is processed via The Technology Forge Help Desk service. The Help Desk is available for logging any issues, raising enhancement requests or simply asking for advice. Users have unlimited access to the Help Desk as part of the ongoing contract. Any change requests are reviewed in the weekly operations meeting with representatives from each department to assess feasibility including demand and impact on security. If changes are approved, they feed directly into the development stream for the next release.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Any high priority or critical vulnerabilities will be patched as soon as a fix is available. Lower priority vulnerabilities will be patched at the next available maintenance window. Potential threats are identified via our regular penetration tests which produce a report identifying any vulnerabilities and the criticality of them.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: All systems are continually monitored by Rackspace, UKFast and The Technology Forge using Rackspace Monitoring Agent and Zabbix. These monitor everything from drive space to processor and network usage. Once a trigger is enabled, email is sent to the IT Manager who investigates the cause immediately.
• Incident management type: Supplier-defined controls
• Incident management approach: We have a detailed Security Incident Policy which we can supply upon request. There are predefined processes in place for common events and all incidents are flagged as either Critical, Significant or Minor. Users can report any incidents via the dedicated TF Help Desk service. Post resolution of an incident we conduct full reporting which is taken from the Help Desk system and summarises the incident, the impact, actions taken to resolve the incident and further actions being taken to mitigate the risk of future occurrence / impact.

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

• Fighting climate change:

  Fighting climate change

  We are currently looking into becoming a carbon neutral organisation. We already have ISO 9001 certification for Quality Management and utilise energy efficient data centres to host our tf cloud product. All suppliers are carefully selected with environmental factors a major consideration. All company vehicles are 100% electric. Furthermore, it is company policy to use public transport before travelling by car when meeting clients, assuming that the meeting cannot be completed remotely. As a technology provider, we are keen to utilise the latest environmentally friendly technology and reduce our carbon footprint wherever possible. There is no part of our service that involves the use of plastics.
• Covid-19 recovery:

  Covid-19 recovery

  As a company we have attempted to mitigate the negative impacts of the Covid-19 pandemic as comprehensively as possible. We use small and local companies wherever possible and, for example, we did not use our former office premises for 18 months during the pandemic but we continued to pay suppliers such as cleaners throughout this time. All employees have moved to home working and we have supported each member of the team with ensuring they are set up for home working with the necessary equipment. We have also retained all of our employees that were with us with the pandemic began, in fact we have further recruited staff in other areas of the UK such as Scotland. We encourage our home based staff to be active and we have teamed up with local Gyms to offer reduced costs membership. We purchase Fitbit step monitors for all staff that want them. A number of charitable donations have been made as part of the Covid-19 recovery process as we are aware that charities were heavily hit by pandemic. This includes to Martin House Children's Hospice in Wetherby and Supershoes. In the latter case we also provided pro bono IT / Marketing assistance to them so that they could improve their revenue campaigns. At the moment we are contributing to the RNLI as our MD was a lifeguard volunteer and still has friends working on the Ramsgate boat. Finally, we are currently in the early stages of developing remote courses around coding and business management advice for small IT start up businesses.
• Tackling economic inequality:

  Tackling economic inequality

  We recognise the importance of social value and as a provider of remote technology, we believe we can provide social value on a broad geographic scale to our clients who are under pressure to provide social value. We use small and local companies wherever possible which includes everything from local catering outlets to IT infrastructure providers. We are currently in the early stages of developing remote courses around coding and business management advice for small IT start up businesses.
• Equal opportunity:

  Equal opportunity

  We are an equal opportunities company with a comprehensive Equal Opportunities Policy in place across the company. This applies to all employees and suppliers. The Technology Forge acknowledges its legal and moral obligation under the Equality Act to offer equal opportunities both in recruitment and in employment to all persons irrespective of race, sex, disability, sexual orientation, gender reassignment; marriage or civil partnership; pregnancy or maternity; religion or belief or age and that it is contrary to its legal and moral duties to discriminate against any person on the grounds of any of those matters in respect of his or her terms and conditions of employment and opportunities for training and promotion. We are committed to promoting equal opportunities within the Company and in its business relationships. Our values diversity and encourages fairness and justice. We want equal chances for all employees to work, learn and live free from discrimination and victimisation and we will combat discrimination throughout the organisation.
• Wellbeing:

  Wellbeing

  We are fully supportive of the wellbeing of our workforce. We encourage our staff to be active and we have teamed up with local Gyms to offer reduced costs membership. We purchase Fitbit step monitors for all staff that want them. All employees also have access to a medical insurance policy which give access to a range of wellbeing services. In terms of wider wellbeing, we endeavour to improve community integration as part of contract delivery to our clients across the UK. For example, we are currently in the early stages of developing remote courses around coding and business management advice for small IT start up businesses. A number of charitable donations have also been made as part of the Covid-19 recovery process as we are aware that charities were heavily hit by pandemic and these have strong links to wellbeing and community integration. This includes to Martin House Children's Hospice in Wetherby and Supershoes childrens cancer charity. In the latter case we also provided pro bono IT / Marketing assistance to them so that they could improve their revenue campaigns. At the moment we are contributing to the RNLI as our MD was a lifeguard volunteer and still has friends working on the Ramsgate boat.

Pricing

• Price: £1,680 an instance a year
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: We can supply potential clients with a free trial of the tf cloud system upon request. The included areas of the system would depend on the individual requirements of the user but we are able to make any modules available. The standard free trial period is 1 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 sales@technologyforge.com. Tell them what format you need. It will help if you say what assistive technology you use.