Idox Software Limited

iFIT and iAssets

iAssets, part of the iFit platform,enables efficient tracking, retrieval and management of all equipment within the hospital and throughout the community.
Trusts can accurately track assets via existing Wi-Fi and Bluetooth infrastructure. We offer a range of technology, including RFID, Wi-Fi, Bluetooth, GPS and mobile capability. We are GS1 certified.

Features

• Compatible with a range of vendor systems
• Tracking of devices in the community via GPS
• Can deploy RFID, Bluetooth, Wi-Fi, GPS, mobile
• Track devices across Trust sites within the ICS.
• Geofencing to alert if items leaves or enters a building
• Data segnented for multiple department use
• 10 standard reports including assets, history, sterilisation, utilisation, status.
• Compliant with all 7 GS1 keys, aligned to Scan4Safety
• Functionality to provide Scan4Safety data using mobile devices
• API available for system integration

Benefits

• Reduce service overheads
• Helps staff to overcome clinical challenges
• Increase efficiency across the healthcare estate
• Ensure that all mobile hospital assets are accounted for

£7,447.00 a unit

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

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

Framework

G-Cloud 14

Service ID

594835050515009

Contact

Jen.roberts@idoxgroup.com
0333 011 1200
frameworks@idoxgroup.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: None
• System requirements:
  • Cloud hosted - no local server
  • Web based - available on modern browsers.

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: According to our SLA - provided during G-Cloud clarification stage.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 A
• 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: According to our SLA - provided during G-Cloud clarification stage.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We will support the implementation following PRINCE2 based methodology to ensure the project follows a critical path to go-live supported by manageable work packages. Our Implementation Team will be staffed by a dedicated Project Manager, Lead Consultant, Support Consultant, Application Specialist, Hosting Team and Development Support Team. Together this team has significant experience of successfully implementing iFit at Trusts throughout the UK. ; A project plan will be created and agreed for all new implementations.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Data can be extracted via various reporting/extract utilities which are built into the service offering, plus a data extract can be made available at the end of a contract provided by one of our Data Consultants. This can be agreed prior to the contract, during or on contract termination.
• End-of-contract process: The Idox Account Manager will liaise with the customer to determine this

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The application is the same for mobile and desktop devices, as long as they have internet access.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: A low-level interface directly to the database allows iFIT to synchronise asset information with other third-party products. We have typically implemented this with leading maintenance systems within the NHS and beyond, such as EQUIP. The interface allows systems such as EQUIP to pull asset information and provide asset information, such as maintenance dates, availablity etc. We also have SOAP XML webservices available for certain functionality like asset tracking and "gofind". Although these were built for our mobile application "GoFind" they are produced as standard SOAP XML services and can be used to integrate with the product on an API level.
• Accessibility standards: None or don’t know
• Description of accessibility: The application is provided solely via a web browser interface, however there maybe some components that do not meet accessibility levels of WCAG
• Accessibility testing: None
• API: Yes
• What users can and can't do using the API: IFIT is provided with an API as part of the Annual Support and Maintenance subscription agreement, enabling straight-forward integration and data transfer between compatible systems including those provided by third parties. . ; Our approach to API integration starts with understanding the requirement (e.g. what the Trust is seeking to achieve). Once we have this understanding, we will recommend which API should be used. We have HL7 interfaces through Mirth, SOAP based XML interfaces, and in some case direct database interfaces (where performance is key). ; Where an integration does not already exist within the iFIT solution, the Trust can use the API to complete the integration, provided that the third-party system will allow this. We are happy to assist the Trust and applicable third parties in the understanding of the API, however, please note that your resources will be required to investigate the data touchpoints between the two systems and to implement the integration. ; ; Custom work (including API integration with third parties) is also available.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: Requirements to be discussed at G Cloud clarification stage

Scaling

• Independence of resources: Customers are in isolated environments with dedicated resources.

Analytics

• Service usage metrics: Yes
• Metrics types: Availability
• Reporting types: 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: ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest: Other
• Other data at rest protection approach: Data is encrypted at rest within the data centre and on any offsite; data backups using a minimum encryption standard of AES-256
• Data sanitisation process: Yes
• Data sanitisation type: Explicit overwriting of storage before reallocation
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Data can be extracted via various reporting/extract utilities which are built into the service offering, plus a data extract can be made available at the end of a contract provided by one of our Data Consultants. This can be agreed prior to the contract, during or on contract termination.
• 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: Other
• Other protection within supplier network: All data transferred internally is on isolated and secured; networks. Firewalls strictly control any required access between these; networks. Data is encrypted at rest within the data centre and on any offsite; data backups using a minimum encryption standard of AES-256

Availability and resilience

• Guaranteed availability: 98.5% availability in working hours
• Approach to resilience: Our hosting platform is designed for high availability and reliability. The environment operates on an N+1 architecture where redundancy is available at all levels from data centre services through hardware and virtualisation platforms and to load balanced servers. This means that most failures can be handled with no interruption to service.; ; The solution is designed to provide high availability across business hours, with planned maintenance windows outside of those. In the event of an unrecoverable event causing the primary datacentre to become unusable an alternate redundant site is available to stand up service
• Outage reporting: Email

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: The application has a sophisticated role management system underpinning the screens, functions and modules. This means that super users or admins can create permission sets for users and groups of users and restrict access to parts of the application including the management tools and admin screens. The user interface for managing these permissions are clear and easy to understand ensuring the admin has full control and visibility of what has been granted and to whom.
• Access restriction testing frequency: At least once a year
• Management access authentication: Dedicated link (for example VPN)

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: User-defined
• 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: Citation ISO Certification Ltd
• ISO/IEC 27001 accreditation date: 01/09/2023
• What the ISO/IEC 27001 doesn’t cover: Certification covers all functions and services of Idox Software Ltd.
• 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: Idox recognises that information security important in the development and implementation of all systems delivered to its customers, to Idox as a corporate entity, and our supply chain.; To ensure a consistent and effective approach, Idox operates an externally audited and certified, organisation wide Information Security Management System(Security Management Plan) which implements and enforces controls on all business functions covering but not limited to, ; information classification, storage, and transfer, ; network security, ; secure software development; corporate and hosted commercial physical environments, ; incident/threat/vulnerability management and response, ; regular corporate and hosted commercial system security testing and monitoring,; project & contract management, ; access control,; personnel security & infosec training. ; The system and controls are also externally verified and certified annually as part of the ISO 27001 certification process. ; Risks raised through internal and external audits are reviewed at management meetings by the information security manager, the appropriate head of business and a board representative.

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: All changes to the service must go through a change management process which incorporates a business case/justification for the change, a backout plan, and a final approval with scheduling for the change to be implemented. Customers will be notified in advance of any service affecting changes outside of the prescribed maintenance windows.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Hosts scanned in real-time using deployed scanning agents. Networks scanned externally (weekly) using Qualys VMDR. Alerts of identified vulnerabilities are viewable by system administrators. Weekly aggregated reports are sent to system admins.; Web applications scanned monthly by Idox and during pre-release development phases using Qualys WAS Scanner and OWASP Zap.; System administrators evaluate, test and implement patching on an ongoing basis. Patches to live systems generally applied during pre-agreed maintenance windows after being confirmed safe for deployment in test environment.; ; Patches are classified by severity level, triaged and applied in accordance with the timeframe allocated to that severity level.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Monitoring tools are used to measure server performance metrics as well as storage and network/bandwidth utilisation and unusual server/network/perimeter activity. The alerts from these systems are actively monitored and reviewed and any potential intrusion attempt is raised in line with our security incident reporting procedure for further investigation.
• 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: Incidents raised with the service desk or detected via monitoring are triaged and escalated internally. All incidents are allocated a reference number and routed depending on type (Confidentiality, Integrity, or Availability). Forensic data is gathered and preserved; incident teams are allocated to analyse impact, implement mitigations, and maintain contact with internal/external stakeholders within predefined timeframes (24 hours from confirmation for GDPR-related incidents). The security incident register is regularly reviewed by the senior team. All incidents are tracked to completion. Lessons learned and actions to improve are recorded and fed-back into the relevant development ticketing system, risk register, or non-conformance register.

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
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Idox has adopted the 3 scopes of the Greenhouse Gas Protocol (GHG). Working within the three scopes Idox commits to net-zero carbon emissions by 2040. Our business-wide three-step approach to carbon emissions will eliminate emissions, or where this is impractical, will prioritise reducing the emissions impact of our activities and will offset emissions that cannot be eliminated or further reduced by engaging in a compensating carbon offset programme.; ; Scope 1: Eliminate all equipment in offices which produce direct emissions. Replace with energy-efficient, electric alternatives. Eliminate emissions from company-owned vehicles. Replace with electric alternatives Offer employees access to salary-sacrifice EV scheme.; Scope 2: Reduce electricity usage by implementing Energy Savings Opportunity Scheme recomendations. Eliminate the purchase of non-renweablby sourced electricity.; Scope 3: Reduce business travel through remote working and on-line collaboration tools. Eliminate travel by private vehicles which produce emissions. Offset emissions from public transport used for business travel and from hotel stays either by choosing operators offering direct offset or through a carbon-offset programme. Eliminate waste by removing single-use plastic products and reduce waste from offices through effective recycling. Offset non-recyclable waste trhough a carbon-offset programme. Eliminate waste from surplus equipment by passing this on for re-use in support of our social contribution wherever possible. Where this is not possible, reduce waste by fully recycling the equipment and offset residual emissions in a carbon-offset programme.; ; We are strengthening our performance as an all-round responsible business that makes a valuable contribution to society, has good governance embedded in its culture and processes, and is on target to achieve net zero carbon emissions.; ; Our gross GHG emissions of CO2 (tCO 2e) are reported yearly in our published Annual Report.

  Covid-19 recovery

  Idox is continuing to work on finding the optimal working pattern for our colleagues post-Covid. We have to make sure that we have the right blend of home and office work, and essential and non-essential travel, that allows our colleagues to be efficient but also continue to benefit from the lifelong development and learning opportunities that are an important part of corporate, office life. Employers must work hard and creatively to enable appropriate new ways of working that meet all these new requirements without allowing a drop in the most important thing, excellent customer service.; To meet the changing needs of the workplace, Idox looked at how the post-COVID period affected working environments and how this related to its office estate. With the sharp increase in home working and subsequent move away from highly-populated office environments, Idox closed some long-lease main office property and instead opened short-lease serviced offices. This allowed us to be much more flexible in the way that we can adapt our property holdings to meet the needs and distribution of employees, while reducing carbon footprint in terms of our office utilities and travel times. We have also increased the frequency of online workshops, chat lounges, management team broadcasts and staff surveys, allowing both remote and office based colleagues to participate in group activities and maintain a sense of company camaraderie, inclusion and wellbeing.; Idox has produced a white paper looking at how the workplace has to change in response to the COVID-19 pandemic. The white paper:; • sets out the challenges and legal requirements facing businesses of getting back to work safely and efficiently; • looks at how businesses can prepare for reopening and implement these plans; • provides hints, tips and guidance on reopening facilities to be ‘COVID-secure’; The white paper is available at: https://www.idoxgroup.com/idox-insights/computer-aided-facilities-management-insights/getting-back-to-business/

  Tackling economic inequality

  Idox takes environmental, social and governance responsibilities very seriously. Social value forms part of contract commitments to our public sector Buyers; we work with our customers to support their priority targets and outcomes.; Examples of social value we deliver:; Facilitate skills workshops;; Financial donations to fund places on training courses,; Fund community projects that work to tackle economic inequality,; Reduce the digital skills gap, creating training opportunities for those who face barriers to employment and/or who are located in deprived areas,; Support educational attainment,; Donate used IT equipment to VCSEs to support people in deprived areas,; Provide work experience placements.; ; Our robust social value process includes annual reviews of social value delivery performance. These reviews ensure we understand customers’ priorities and set appropriate yearly targets, continuously improving how we deliver social value.; We create socially responsible and valuable opportunities for our teams to give back. Each year we offer colleagues one day paid volunteering leave and provide opportunities to support charities and causes throughout the year. Idox fully supports the UK Government initiative to implement a structured approach to providing direct, impactful social value contributions. This approach is also being replicated in other, local Government contracts. Through our tenders we have committed to local social value contributions, providing local employment including apprenticeships and work placements, support for healthy meals for children outside term time and in direct donation to local initiatives aligned with customers’ social value priorities. We also provide small charities free access to Idox’s My Funding Central which typically saves these organisation £50p.a. but which can help them access funding opportunities worth upwards of £10,000. The service is specifically aimed at charities and voluntary organisations with incomes below £1M and is free-to-use for organisations with incomes below £30,000. In 2023, 3,526 groups signed up to this free service.

  Equal opportunity

  Idox strives to create workplaces that reflect the communities we serve, where everyone feels empowered to bring their full, authentic self to work.; Our guidance to employees and suppliers concerned with recruitment, training, promotion and delivery is outlined in our Equality and Diversity Policy which covers our responsibilities under the Equalities Act and how we deliver them. We can provide a copy of the policy upon request.; We have clear goals to achieve a gender-balanced workforce by 2027. To tackle under-representation in leadership, we are particularly focused on increasing the proportion of women in the people-leader tiers of the business to correlate with the gender ratio of the company in general and to support the overall reduction of the gender pay gap specifically.; Our policies and initiatives that support Diversity, Equality and Inclusion include:; • Flexible working; • Family friendly policies; • Pay Gap reporting, published annually on our website;; • Fair Pay, Idox is an accredited Living Wage Employer.; ; In 2020, Idox launched Elevate, a programme sponsored by Idox plc board members, championing a truly inclusive culture. The team is particularly focused on building gender equality at all levels of the organisation and challenging us all to be more inclusive.; With initiatives that will build a diverse, gender-balanced workforce and develop the skills and confidence of our colleagues, Elevate advocates equality and diversity in our organisation. The pillars we work within to achieve this are:; Terms of employment: Ensuring that we start from a position of equality and good foundations in HR and that Elevate is championed from the top down.; Organisation attractiveness: Creating an inclusive culture that attracts a more diverse workforce and promotes inclusion internally.; Recruitment: Develop a more diverse approach to recruitment.; Employee development: Supporting career progression across the organisation and moves into leadership positions.

  Wellbeing

  Since its launch during the pandemic in 2020, Workplace Wellbeing has become a staple source of support and community within Idox. In 2023, the group continued to raise awareness of topics impacting our colleague’s mental health, as well as offering one-to-one support for those in need. Comprising five colleagues, the team hosted seven live broadcasts. Covering everything from mentoring vulnerable young people, to stress and improving fitness, the team continued to be a key resource for our people with 98% of our colleagues being familiar with the initiative according to our BeHeard survey.; ; As we prioritise the wellbeing of our employees, our employee assistance programme continues to act as a crucial resource in providing counselling, GP consultations and general advice. We have worked closely with the team at Zurich to provide support workshops and information sessions for our teams. These have been well attended and well-received and we continue to work on how best we can support our employees to live a full balanced life where they feelsafe.We provide all colleagues with time and resources to support charities and good causes, which we believe allows people to reflect their own interests whilst supporting Idox values to be a socially responsible and sustainable business. Workplace Wellbeing programme initiatives provide support to our colleagues and help create support and connectivity, we also encourage colleagues to initiate and drive engagement across the business through shared interest. These have continued to be very popular with colleagues again in FY23 and have included photography groups, walking, cycling, knitting and other hobbies and pastimes.

Pricing

• Price: £7,447.00 a unit
• 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

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