PIMSS DATA SYSTEMS LIMITED

PIMSS Asset Management

PIMSS is the market leading property Asset Management software. It helps you maintain decency, manage and plan the cost of decarbonisation and investment programmes. PIMSS saves you time, money and duplication of effort and gives you the information and confidence you need to make the Big Decisions in Asset Management.

Features

• Real-time Reporting & Decency reporting for Decent Homes, SHQS, WHQS
• Comprehensive reporting down to asset level including batch report processing
• Asset data analysis and scenario testing
• Long term Investment Planning & Contract Management
• Asbestos Management & Document Management
• Energy Management & Decarbonisation Reporting
• Unlimited survey definitions to monitor Stock Condition, Decency and HHSRS
• Apple & Android Mobile Survey App
• A flexible Excel spreadsheet import tool for bulk system updates
• Built in user administration and security features

Benefits

• Greater Data Accuracy and reliability for more reliable Big Decisions
• Identification of energy efficiency improvements helping your Decarbonisation initiatives
• Reporting to meet your regulator’s Governance requirements
• Rulesets that prevent duplication of effort and data conflicts
• Cost profiles for effective planning of component replacements improving efficiencies
• Effective budget planning and financial control saving time and resources
• Data cloning facility saving time and duplication of effort
• Mobile data capture and synchronisation for efficient use of resources
• Provides a Single Point of Truth for greater data integrity
• User-friendly, intuitive interface and navigation saving users time and effort

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

Framework

G-Cloud 15

Service ID

613789811038098

Contact

Alex Hardy
0800 121 8767
pimssinfo@pimss.com

About your service

• Service categories:

  Application Development and Deployment

  Analytics and business intelligence

  • Business Intelligence
• Multi cloud support: No

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: PIMSS Compliance and PIMSS Viability
• Cloud deployment model: Private cloud
• Service constraints: No
• System requirements: None

User support

• Email or online ticketing support: Yes
• Support response times: Our response times are in line with our Service Level Agreement (SLA)
• 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: We provide support and assistance in line with our Service Level Agreement. When a ticket is raised by a user a Client Impact Score is assigned to the ticket.; ; Client Impact Score Response Time Target Fix Time; 1. Cannot use the System at all Within 1 hour 1 working day; 2. Cannot use Parts of the System Within 1 hour 4 working days; 3. Something is not working Within 1 hour Next scheduled release; 4. Require help Within 1 hour Referral to training material / online user guides / FAQ's; ; Technical support and product maintenance are provided as part of the annual SaaS fee.; ; Helpdesk - 5 days per week 8.30am to 5pm for access by PIMSS Trained Users. (Excluding weekends & Bank Holidays)
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Our approach to onboarding uses the best practice PRINCE2 methodology.; We frequently deliver complex implementations to tight deadlines and have been very successful in helping clients “achieve the impossible”.; To ensure we “make it work” for you, we don’t just Onboard and forget. We believe in working in close partnership with you to an Ongoing Plan, helping get the very best out of your investment in our products and services.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: PDSL can provide full data extracts for clients who no longer wish to use the system at the end of the subscription period on request via our support team.
• End-of-contract process: All data extracts will be provided at an additional cost at the end of the contract, where the client is unable to successfully extract the data themselves.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Via support request at support@pimss.com

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: The interface is for importing data to the service.
• Accessibility standards: None or don’t know
• Description of accessibility: The service interface is accessible through the application.
• Accessibility testing: None
• API: Yes
• What users can and can't do using the API: The API allows retrieval and updates of core information in PIMSS. The API is a Restful service with standard requests and responses provided in JSON format. Full details of the API functionality is available on request.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Access levels. Custom fields. User defined data. Custom search queries and data modification. Configurable dashboard layouts.

Scaling

• Independence of resources: The service is provisioned as a dedicated instance for each customer, scaled according to their usage and size. The service is regularly monitored for performance with any adjustments made where necessary.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Staff screening not performed
• 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: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: NCSC approved service provider
• Protecting data at rest:
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Encryption of all physical media
• Data sanitisation process: No
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: Directly within the application there are buttons that facilitate the exporting of data into standard Excel 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)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: Our Servers are hosted on Microsoft Azure, our availability mirrors that provided by Microsoft Azure.; ; Organizations get a 95 percent service-level agreement (SLA) assurance of uptime for VMs with Azure Availability Zones, according to Microsoft's Azure.
• Approach to resilience: High availability: Maintaining acceptable continuous performance despite temporary failures in services, hardware, datacentres, or fluctuations in load.; ; Disaster recovery: Protection against loss of an entire region through asynchronous replication for failover of virtual machines.; ; Backup: Replication of virtual machines and data.
• Outage reporting: Scheduled maintenance is notified to customers with a minimum of 3 working days notice. The system is continually monitored with automated alerts for service degradation or outage notified to our service desk.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Role based security, via security groups
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • 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: At least 12 months
• Access to supplier activity audit information: No audit information available
• How long system logs are stored for: At least 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: Available on request
• Information security policies and processes: The PIMSS system complies with the Cyber Essentials Security Scheme which is certified and accredited by the IASME consortium We have and clearly defined policies, processes and procedures for compliance with GDPR data protection laws which are implemented by our internal management and reporting structures.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Changes to technical infrastructure are automatically auditted through Microsoft Azure. Changes to applications and services are tracked through our software development process. Service configuration is planned through our project management and delivery process, with changes documented and previous configurations backed up.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Antivirus and malware detection software is installed on the service with automated monitoring and alerting on the service. The software and components of the application are monitored for vulnerabilities and regularly updated. Technical infrastructure is also monitored and receives automated patches and updates.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Microsoft Azure employs service instrumentation and monitoring providing visibility when a service disruption is occurring and pinpointing its cause.
• Incident management type: Supplier-defined controls
• Incident management approach: We follow an established Microsoft process to facilitate a coordinated response to incidents. Identification: Notification through our customer support channel or automatic identification of system incidents are gathered and analyzed. Containment: Evaluate the scope and impact of an incident. Eradication: Eradicate any damage caused by the incident, identify the root cause for why the issue occurred. Recovery: During recovery, software or configuration updates are applied to the system and services are returned to a full working capacity. Lessons Learned: Each security incident is analyzed to protect against future reoccurrence.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: E67b96c3-d540-4e17-8a9c-c342502e9355
• Cyber essentials plus: No
• Cyber Essentials Alternative: You do not have a current and valid Cyber Essentials Plus certificate, or will not have in place within 12 months of the date of award but have an IASME certified equivalent.
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Ensuring new workers are informed of their right to join a trade union
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Plans for an appropriate income replacement policy for staff who are required to spend time away from work to care for a sick dependent or close relative
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Volunteering opportunities for staff
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
    • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
    • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain
    • Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating to the contract

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering
    • Delivery of apprenticeships, supported internships and T Level industry placement opportunities (Level 2, 3 and 4+) in relation to the contract

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Activities to identify opportunities to open up sub-contracts under the prime contract to a diverse range of businesses, including new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Plans for engaging a diverse range of businesses in engagement activities prior to appointing subcontractors (including activities prior to award of the main contract and during the contract term)
    • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
    • Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Methods for engaging with different parts of the community (including the education system and charities representing the community) and how communities come together to inform decisions, strategy and projects to leave a positive legacy for future generations
    • Plans for positive actions with community groups.
    • Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered
    • Plans to respond flexibly and adapt approaches to community engagement and initiatives

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Collaborative ways of working with the supply chain to deliver additional environmental benefits in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Delivery of additional environmental benefits through the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement
    • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
    • Delivery of training schemes and programmes to address any identified skills gaps and under-representation in the workforce for the contract (e.g. prison leavers, care leavers, kinship carers, disabled people)
    • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Collection of the views and expertise of disabled people and their representative organisations on successfully supporting disabled employees or applicants
    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
    • Introducing transparency to pay and reward processes
    • Offering a range of quality opportunities with routes of progression if appropriate, e.g. T Level industry placements, students supported into higher level apprenticeships.
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Other measures to provide equality of opportunity for disabled people and those with health conditions into employment, including becoming a Disability Confident employer and inclusion of supported businesses in the contract supply chain
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Other measures to offer development opportunities for the target cohort(s) in the contract workforce
    • Understanding of issues relating to entering the contract workforce

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition
    • Actions to invest in the physical and mental health and wellbeing of the contract workforce

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