Trapeze Group UK Ltd

AssetWorks FleetFocus

FleetFocus is a fully integrated web-based maintenance management solution capable of delivering software and services which improves fleet management and operational efficiency. A comprehensive application providing cradle-to-grave vehicle and equipment management, FleetFocus is delivered with modules managing PM schedules, work orders, real-time labour, inventory, warranty, replacement planning & mobile applications.

Features

• Integrated fleet, asset, maintenance & equipment management solution
• Role based authorisation, workshop & inventory management
• Patented scheduled maintenance forecaster, interactive diary and workshop booking tool
• Hire and pool reservation management with chargeback billing system
• Over 200 reports, plus Ad-Hoc report writing facility & dashboards
• EV and fuel management; optional fuel dispensing hardware
• Mobile Apps for vehicle inspections, daily walk-round checks & collisions
• Driver compliance, health & competency planning, together with collision management
• Interfaces available (finance, fuel, tyres & inventory)
• Easy conversion from other systems like Civica, Jaama, Chevin

Benefits

• Complete life-cycle management within a single, integrated system
• Proven to improve operational workflow & optimise fleet performance
• Supports asset decarbonisation planning in support of net zero goals
• Integrated mobile technology to reduce administrative tasks and paper recording
• Reduces travel expenses and carbon emissions through Pool management
• Improves warranty and claims recovery
• Mitigates risk of non-compliance
• Approved APSE Partner
• DVSA Earned Recognition software supplier

£3.28 a unit a month

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

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

Framework

G-Cloud 13

Service ID

481350384028657

Contact

Colin Urquhart
07384241680
tenders@trapezegroup.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: Out of hours downtime is required for scheduled maintenance and software upgrades.
• System requirements:
  • Utilises MS SQL Server relational database
  • Deployed via MS Azure and located within the UK

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: AssetWorks provides 24x7 monitoring/alerting of infrastructure and resources for cloud-based solutions. ; ; AssetWorks responds to incidents relating to availability of any cloud service: ; P1: response within 30 minutes & resolution within 1 working hour; ; P2: response within 30 minutes & resolution within 8 working hours; P3: response within 1 working hour & resolution within 2 working days; P4: response within 1 working hour & resolution within 5 working days.; ; AssetWorks Customer Support are extremely committed to achieving high satisfaction ratings from our customers and treat each and every client as valued partners.
• 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 A
• Web chat accessibility testing: AssetWorks makes the ZenDesk Voluntary Product Accessibility Template (VPAT) available for review.
• Onsite support: Yes, at extra cost
• Support levels: AssetWorks Maintenance Agreement provides unlimited support including access to the Community website with a library of topic specific webinars and documentation as well as searchable FAQs and Message Board. ; ; There is one major full version release per year and patch releases as needed. All versions/patches are applied to the Test environment first prior to Production. The customer owns its data and all data remains in the UK.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: AssetWorks recognises a solution is only effective if it is used correctly and to this end provides a proven implementation methodology and the experience of over 500 implementations without a single failure. At the beginning of the project, customers are given a comprehensive Statement of Work ('SOW') clearly defining milestones, goals and responsibilities. Initial training is onsite by knowledgeable fleet professionals who understand the specialised world of maintenance management. Role specific documentation, online Webinars and searchable Knowledge Base are all made available to users.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: The customer owns its data. At the end of contract, AssetWorks will ensure that all data will be extracted and delivered in mutually agreed upon format via secure method. AssetWorks will not retain any customer data.
• End-of-contract process: Following any end of contract period, a mutually acceptable exit plan will be agreed which will include any data extract arrangements. AssetWorks will not retain any customer data.

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: Differences between the mobile and desktop service Certain key functions to support common workflows are mobile applications available for download to iOS, Android or Windows devices including work-order creation, labour capture, part issues, vehicle walk round & checklists, physical inventory, collision management, dashboards, motor pool reservations and more.
• Service interface: No
• User support accessibility: WCAG 2.1 A
• API: Yes
• What users can and can't do using the API: In terms of integration, FleetFocus can exchange data across a network to a 3rd party vendor using our proprietary middleware solution; MAXQueue. MAXQueue serves as a facilitator to the connection and data exchange from 3rd party vendors. There are three main ways to exchange data using MAXQueue: staging tables, web services, and flat files. Staging tables are database tables either in the MAXQueue staging schema, in the FleetFocus database, or in a client database. These are used to exchange data between FleetFocus and client systems.MAXQueue web services (APIs) can be created/enabled to trigger data exchanges, to retrieve data, save data, and interact with FleetFocus. Flat files, sometimes also referred to as text, TXT, CSV, or XML files, are another supported method of exchanging data between the software and client’s systems. From the software perspective, an import file is one in which the client sends data to the software system by creating a flat file; and an export file is one in which software system creates a flat file. Each MAXQueue service that uses a flat file reads and writes to a file directory on the server environment, or where the server has access to the file over FTP.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Customisation of FleetFocus is primarily through configuration with the customer System Admin controlling access and authorizations through role-based security. FleetFocus is delivered with over 300 System Flags that customise the work flow and business processes. Custom workflows can be structured to support various fleet operations, and work order formats can be customised to collect data relevant to the operation, type of repair, and workshop. Using the robust reporting tool, virtually every transaction can be queried via reporting or adhoc reporting and the FleetFocus solution delivered with over 200+ reports that can be customised for specific auditing needs.

Scaling

• Independence of resources: Capacity is designated in order to provide service to an unlimited amount of concurrent users and design is dictated on the amount of assets being maintained in the database. Through Ms Azure, underlying hardware is dynamically allocated and balanced using VMware Dynamic Resource Scheduler (DRS). DRS ensures virtual servers are allocated the appropriate physical hardware resources at all times. DRS also enables virtual servers to be migrated to different physical hardware so system availability is maintained during planned or unplanned maintenance. Storage is allocated via a flash storage array capable of maintaining high IOPS throughput.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• 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: Yes
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest: Physical access control, complying with SSAE-16 / ISAE 3402
• Data sanitisation process: Yes
• Data sanitisation type: Explicit overwriting of storage before reallocation
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: Exporting of data from the FleetFocus data is easy and can be accomplished in a variety of ways: List data from a screen can be exported to CSV; Crystal reports can be scheduled and output to PDF or CSV, and ad-hoc query results can be exported to CSV, XLS, DOC, PDF, and RTF. Although ODBC connections are not permitted directly to the production instance, AssetWorks provides a reporting instance, refreshed nightly from production, where exports can also be performed.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Txt
  • Pdf
  • Xls
  • Doc
  • Xml
  • Html
• Data import formats:
  • CSV
  • Other
• Other data import formats: Data Loader tool

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: AssetWorks provides 99.9% uptime service for unscheduled outages. Specific details on criteria, SLAs and remuneration can be found in the Hosting Agreement.
• Approach to resilience: The AssetWorks environment in MS Azure provide
• Outage reporting: AssetWorks uses MS Azure as the cloud hosting facility with a 99.99% uptime. The service is monitored 24x7, and any outages will be recorded on an event management solution and managed in accordance with our Incident Management process, which will ensure the customer is notified as appropriate. AssetWorks performs scheduled maintenance on the second Sunday of the month with the Outage Calendar sent to Customer Key Users in December for the coming year. In the unlikely event of an unplanned outage, the designated Customer Key User(s) will be notified with informational updates on the scenario including cause, remediation and future protection against re-occurrence. Both planned and unplanned outages will be included in standard service reports.

Identity and authentication

• User authentication needed: Yes
• User authentication: 2-factor authentication
• Access restrictions in management interfaces and support channels: At least once a year
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password
  • Other
• Description of management access authentication: Those checked above are supported including SSO

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: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: Yes
• CSA STAR accreditation date: 12/1/2020
• CSA STAR certification level: Level 1: CSA STAR Self-Assessment
• What the CSA STAR doesn’t cover: CSA Code of Conduct for GDPR
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • CSA CCM version 3.0
  • Other
• Other security governance standards: SSAE16 SOC2 certified/ISO27001 compliant/ CSA CCM compliant
• Information security policies and processes: AssetWorks is a SSAE16 SOC2 certified/ISO27001 compliant organization with annual re-certifications by an independent auditor. Additionally AssetWorks, specifically the controls exhibited and enforced in the development, maintenance and release of the FleetFocus application, has been granted the designation "Authorized to Operate” (ATO) as a system housing CUI (Controlled Unclassified Information) data at our facility based on the DOJ assessment using NIST 800-53 guidelines for FISMA (Federal Information Standards Management Agency) standards. This independent audit and subsequent designation was conducted by the Department of Justice (DOJ) at the request of the Department of Homeland Security (DHS), a current AssetWorks customer.

Operational security

• Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Configuration and change management approach: The AssetWorks Change Management process is tested and certified annually by an independent auditor as part of our SSAE16 SOC certification
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: AssetWorks employs a variety of third party tools as part of its vulnerability management including: Cisco AMP Cisco Umbrella Cisco Firepower/NGFW IBM/HCL AppScan Tenable Nessus Trend Micro UltraDNS If a vulnerability is discovered, remediation is deployed according to the level of threat detected. AssetWorks recognises that staying ahead of threats is a constant and does all possible to secure our environments.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: AssetWorks remains vigilant and takes a proactive approach to information security through a process of continual monitoring and review. As part of a documented risk assessment methodology within the SSAE16 SOC2 audit, AssetWorks works to identify and manage information security risks by dedicated security team updating the risk register monthly. AssetWorks has a network monitoring solution in place as well as a full antivirus and anti-malware solution. We check the hosted services for errors, infections and unexpected network traffic using Cisco IPS/IDS at the perimeter layer. This monitoring service provides defence in depth by detecting infections and suspicious networking activity.
• Incident management type: Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
• Incident management approach: We work within SSAE16/ISO27001 / ITIL frameworks. An incident is anything out-of-the-normal occurring that negatively affects us or one of our customers. Users can report incidents via web portal, email or phone. Major incidents are dealt with by two teams: The Response Team ensure that all necessary remedial actions are taken as quickly and effectively as possible; the Management Team allows the Response Team to focus on fixing the incident whilst they take strategic decisions, ensure resourcing for the Response Team and deal with external communications. Incident Management is an iterative process: Preparation > Identification > Response > Lessons Learned.

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

• Fighting climate change:

  Fighting climate change

  Assetworks is aiming to reduce our carbon footprint on projects by reducing the number of trips our staff undertake to and from the Client and use online meetings and training. Assetworks aims to reduce the travel of its Account Managers and Product Managers and use technology to connect our Clients to our Staff. By doing so we will limit travel to Clients to a minimum thus reducing the carbon footprint of each project. Planting 10 trees per employee within the UK Monthly to off-set our company and employees Carbon footprint.
• Tackling economic inequality:

  Tackling economic inequality

  Assetworks/Trapeze are keen to support local communities by improving the skills of its local people. As part of our Social Value programme we will look to undertake local school and college visits to deliver careers talks in regard to Software Engineering. Our Product Managers will be responsible for this Social Value Output and will monitor and track all local school and college activities undertaken in support of improving the skills of its local people. The outcome of these activities will be reported to the Social Value Delivery Team.
• Equal opportunity:

  Equal opportunity

  The Inclusive Tech Alliance (ITA) has been set up in response new research by agency Inclusive Boards that will show the sector is significantly lagging behind others on diversity within senior leadership. (https://www.inclusivetechalliance.co.uk) Trapeze Group UK is a founding member of the Inclusive Tech Alliance (ITA) which was launched to improve diversity within the tech sector. Membership is Active Trapeze Group UK Limited has been announced as a Founding Member of a new Alliance being launched to improve diversity within the tech sector. The Inclusive Tech Alliance has been set up in response new research by agency Inclusive Boards that will show the sector is significantly lagging behind others on diversity within senior leadership.
• Wellbeing:

  Wellbeing

  The company has a Healthy Minds programme that is run by our HR, this includes the distribution of our Healthy Minds newsletters to all staff every quarter. Uploading of the newsletters and training to the Learning Library. Our HR Manager is responsible for this Social Value Output and will monitor and track all Diversity activities undertaken in support of the Wellbeing programmes including the Healthy Minds initiative. The outcome of these activities will be reported to the Social Value Delivery Team.

Pricing

• Price: £3.28 a unit a month
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

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