Premonition Software Limited

Premoni Paperwork

A smart repository for all types of property record and compliance documentation. PDF document content is automatically analysed to ensure that the contents are as expected and complete. The system provides a live overview of property documents and tracks their status, prompting action when documents are missing or approaching expiry.

Features

• Secure property record document storage with instant online viewer
• Automatic document type recognition and validation
• Rules-based automated text content validation for statutory compliance records
• Online supply-chain document upload capability with instant quality feedback
• Property compliance status dashboard with simple drill-down navigation to documents
• Tracking and alerting for missing and expired documents
• Supply-chain performance measurement
• Supports integration with customer and supply-chain CAFM and IWMS systems

Benefits

• Vastly reduces the risk of missing proof of compliance
• Reduces manual visual checks required to ensure documents are valid
• Document status tracking bolsters confidence in certification held
• Early warnings of inadequate documentation enables timely replacement
• Immediate supplier feedback drives improved performance
• Rules-based validation ensures consistent document quality
• Instant online access to all current and historical documents
• Provides visibility of any potential issues across your estate

£1,000 to £3,500 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 admin@premonitionsoftware.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

464447122904689

Contact

Natalie Taggart
02034110726
admin@premonitionsoftware.co.uk

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: The system can be integrated with suitable CAFM / IWMS / EAM systems to extract or upload documents and automatically validate them as part of the workflow
• Cloud deployment model: Public cloud
• Service constraints: No service constraints
• System requirements: Internet access via a supported browser

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Responses are usually provided within 4 hours during business working 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: No
• Onsite support: No
• Support levels: Ticketed support can be used to raise queries 24/7, with responses generally occurring between the hours of 8:00 and 18:00 on working days. We apply best efforts to provide an initial response within the lesser of 12 hours or 4 working hours. Application fees are fully-inclusive of all support and a technical account manager is available FOC on a reasonable use basis.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Premonition will need to configure your options and set up users, and the system is then ready to start accepting document uploads. The screens are easy to navigate and use and formal training should not be necessary, however there are online guides covering the basic features, and our support team can also provide demos and online walk-throughs for super users.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Premonition will provide extracts for all requested documents, the related metadata and all other relevant captured and derived fields as part of the contract exit arrangements
• End-of-contract process: Our standard document and data extracts in our standard formats and in suitably sized batch files are included FOC. Any different format required, or any further filtering or mapping of extracted data would be an additional cost.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: No difference other than screen layout
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: Users can use the API to upload documents
• API documentation: Yes
• API documentation formats: HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Customisation is generally achieved via configuration options, many of which can also be further extended and adapted (via our change control process) to support a wide range of customer preferences. Whilst we don't support bespoke development, we expect to incorporate appropriate customer requests as part of our continuous enhancement process.

Scaling

• Independence of resources: Server and database metrics are tracked and monitored in real-time so that capacity can be continuously reviewed and adjusted to cater for any gradual usage increase and to adequately support peak usage patterns

Analytics

• Service usage metrics: Yes
• Metrics types: Usage activity is tracked on real time dashboards and reports and trends can be shared with the customer upon request.
• Reporting types:
  • 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: Yes
• 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: Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: All PDF documents can be displayed and downloaded from the system as required. Data is not normally required to be exported however we are able to provide ad-hoc or periodic data extracts as a FOC support service upon request.
• 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)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Guaranteed availability is not included in our listed fees, however we target an SLA of 99.9% service availability as standard
• Approach to resilience: We design for resilience around the strengths and guidelines of our cloud hosting providers - our software is deployed across multiple availability zones with an architecture to ensure that no single point of failure exists - more detail on this can be provided upon request
• Outage reporting: Customers can access a public dashboard for live availability information and users will be alerted to any significant outage via email

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Access is restricted by ensuring all staff only have the least privileged access required to do their job and management approval is required for the grant of such access. All rights are removed on termination of employment or on transition to a new role and access rights are reviewed regularly.
• Access restriction testing frequency: At least every 6 months
• Management access authentication: 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: 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: Between 1 month and 6 months

Standards and certifications

• ISO/IEC 27001 certification: No
• 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: No
• Security governance approach: We have a designated board director responsible for cloud security, and documented processes for reviewing and reporting on information security aspects for all cloud services and related operational policies. Matters pertaining to information security and security risk generally are reviewed and recorded at monthly board meetings.
• Information security policies and processes: We update and reissue our Security Policy annually and all staff are required to complete an annual information security questionnaire for internal assessment to ensure conformity

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Our support team promptly handles most configuration change requests, working to agreed client sign off processes. Requests for enhancements requiring development are prioritised by the product development teams and when completed is passed on to testing via a workflow tool. Only approved/tested changes are committed to release candidates. Further release testing occurs, and at the time of release, only approved/tested code is released. Continual web app security assessments are performed on the service to ensure new vulnerabilities are not introduced.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Software libraries and built images are automatically scanned for known vulnerabilities during testing and before any deployment. Operating systems are continuously patched by our cloud providers. We monitor security news feeds for information of potential threats.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We monitor logs for security events and staff report any potential breach immediately to our production support team. Logs are reviewed regularly for anomalies or unusual usage patterns. Any potential incident would be reviewed immediately by an "on call" team member and any verified breach would be reported to customers a.s.a.p. but within 72 hours.
• Incident management type: Supplier-defined controls
• Incident management approach: Our incident management process is pre-defined and run by our production support team. Users can raise an incident via normal support channels and will receive updates via those same channels or upon request.

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
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Premonition maintains a low carbon footprint by not having a physical office, avoiding staff journeys to work and by the efficient use of computing resources. Cloud servers are terminated when not in use rather than running idle and our use of the public cloud which is inherently a sharing model maximises efficiency.

  Tackling economic inequality

  Premonition is a growing company recruiting and training new employees. Our hiring policy promotes Equal Opportunities, and as a 100% remote working company, we actively support "levelling up" by being able to employ talent based across the entire UK. We encourage formal training to gain new skills and qualifications to enable disadvantaged employees to advance into higher paid positions.

  Equal opportunity

  Premonition is an Equal Opportunities employer. We do not discriminate on the grounds of race, colour, gender, sexuality, disability or age. All employees will be treated equally in terms of pay, conditions of employment, leave, promotions, training, access to facilities and benefits, disciplinary action and redundancy.

  Wellbeing

  Premonition promotes a healthy work/life balance by allowing employees to work-from-home, with flexible hours, including part time if requested. At least four weeks holiday is offered to all employees and taking holiday entitlement periodically throughout the working year is encouraged. Premonition will never enforce overtime working on any employee. We provide suitable equipment, furniture and H&S advice to promote a safe working environment. We use technology to host internal online meetings and each employee participates in regular and relaxed one-to-one with line managers, who are trained to gauge wellbeing.

Pricing

• Price: £1,000 to £3,500 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 admin@premonitionsoftware.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.