ASCKEY DATA SERVICES LIMITED

fmfirst® Facilities Management Software

Asckey’s fmfirst® system includes compliance and facilities management applications that support the demands of the FM sector. This includes task scheduling, planned & reactive maintenance, asset management, stock management, document management, compliance, and audits. We are accredited with ISO 9001, ISO 14001, ISO 27001, and Cyber Essentials Plus.

Features

• PPM, Asset and SLA management as standard
• Digital audit data collection with detailed reports
• Real time reporting capability via extensive report library
• Accountability and trackability of all tasks
• DIY survey creation, completion and validation with conditional questions
• Efficacy audits to meet compliance standards
• Mobile application available on Google Play/App Store
• Integrates with SFG20's Facilities iQ platform
• Supports the latest National Standards for Healthcare Cleanliness
• One-stop-source for both bespoke development and hosting

Benefits

• Quickly manage tasking activity on the move
• Extensive reporting capabilities provide comprehensive management overview
• Off-line working capability ensure maximum productivity and eliminate delays
• Better collation and analysis of data to allocate resources effectively
• Increased levels of compliance
• ISO9001, ISO14001, ISO27001, and CE Plus accredited
• Cloud environment supported by ISO 27001, Tier 3 Data Centre
• 99.95% average service availability provides operational assurance
• Flexible and tailored aftercare support provision
• Proven track record in integration with third-party applications

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

Framework

G-Cloud 15

Service ID

630438079739519

Contact

Phil Wright
01480 469001
sales@asckey.com

About your service

• Service categories:

  Applications

  Enterprise resource management

  • Asset life-cycle management
• Multi cloud support: Yes

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: Locally hosted versions of estates software
• Cloud deployment model: Private cloud
• Service constraints: Planned maintenance arrangements.
• System requirements:
  • An up-to-date web browser e.g Google Chrome/Microsoft Edge
  • Need to discuss implementation and training requirements

User support

• Email or online ticketing support: Yes
• Support response times: SLA statement; Only Monday - Friday
• 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: Our support provision is available by phone or email Mon-Fri and is staffed by fully trained personnel familiar with our applications.; ; Our standard support offering is via a Telephone Support Contract which starts at £595.00 +VAT for a 5-hour contract. This can be used for priority access to a support team member.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide a comprehensive and proven on-site training program designed to meet the specific requirements of each client. In addition, a full online help guide is available along with user documentation.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: All data in the system belongs to the client. When a contract comes to an end, we work in conjunction with the client or new supplier to provide data extracts in a mutually usable format. We then remove all data from our system in line with our ISO 27001 processes.
• End-of-contract process: There are no additional end-of-contract costs other than potential data extracts as described in our terms and conditions.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Documentation is available in pdf format but can be edited to be more readable, e.g. larger font size, where required.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Fmfirst Cloud has both web and mobile applications. The web/desktop service is more comprehensive for office-based users, whereas the mobile service is designed to accommodate the work conducted by users out in the field, whereby they can easily access the information required to carry out and report on a task.
• Service interface: No
• User support accessibility: EN 301 549
• API: Yes
• What users can and can't do using the API: We have a standard API that can be used to get locations. create tickets and query the status of jobs. Custom APIs are available for bespoke projects.; Changes can be made through the API but are dependent on the project.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: The applications can be customised depending on the level of customisation required. Each application can be tailored to the needs of the client. Extra features required can be an additional cost.

Scaling

• Independence of resources: All systems are hosted in a Tier 3 data centre with access to resources far in excess of that required by the applications.

Analytics

• Service usage metrics: Yes
• Metrics types: Metrics are built into the applications. Asckey can provide other metrics on request.
• Reporting types:
  • Real-time dashboards
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: 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: 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: ‘IT Health Check’ performed by a CREST-approved service provider
• Protecting data at rest: Physical access control, complying with CSA CCM v4.0
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type: Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: All modules have comprehensive reporting tools which can be used to export data at any time. Alternatively Asckey can provide .csv or SQL data extracts
• Data export formats: CSV
• Data import formats: Other
• Other data import formats: Spreadsheet upload

Data-in-transit protection

• Data protection between buyer and supplier networks: Private network or public sector network
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Our average availability figures for the past 5 years stand at 99.95%. The remaining % is explained primarily by pre-arranged system maintenance.
• Approach to resilience: Our data-centre is rated at Tier 3 and is accredited with ISO 27001.; ; Key elements are:; 99.982% uptime (Tier 3 uptime); No more than 1.6 hours of downtime per year; N+1 fault-tolerant providing at least 72-hour power outage protection
• Outage reporting: Telephone; Email notifications

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Limited access network (for example PSN)
  • Username or password
• Access restrictions in management interfaces and support channels: All access processes are managed in accordance with our ISO 27001 processes, which are independently audited annually.; ; Internal access processes are designed to allow access on a 'need to' only basis, with internal system controls enforcing these restrictions.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Dedicated link (for example VPN)
  • 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: 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

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: All policies and processes are embedded within our integrated management system, accredited with ISO 27001, ISO 9001, and ISO 14001.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All processes are managed following the latest ISO 27001 and Cyber Essentials Plus processes, which are independently audited annually.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: All processes are managed following the latest ISO 27001 and Cyber Essentials Plus processes, which are independently audited annually.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: All processes are managed following the latest ISO 27001 and Cyber Essentials Plus processes, which are independently audited annually.
• Incident management type: Supplier-defined controls
• Incident management approach: Users can report incidents via email or telephone. These reports are raised as support tasks within our task management system and then dealt with in line with their priority.; All processes are managed following the latest ISO 27001 and Cyber Essentials Plus processes, which are independently audited annually.
• Post-quantum cryptography secure: Yes

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 v4.0)

Public sector networks

• Connection to public sector networks: Yes
• Connected networks:
  • Public Services Network (PSN)
  • Health and Social Care Network (HSCN)

Pricing

• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Asckey can provide a demonstration/trial system on request.

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

• Less than £250,000: 10%
• Between £250,000 and £500,000: 10%
• Between £500,001 and £1,000,000: 10%
• Between £1,000,001 and £2,500,000: 10%
• Between £2,500,001 and £5,000,000: 10%
• Over £5,000,001: 10%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: NQA
• ISO/IEC 27001 accreditation date: Monday 21 October 2024
• What the ISO/IEC 27001 doesn’t cover: A.8.30 Outsourced development - We do not invest in external bespoke software/app development.
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: NQA
• ISO 9001 accreditation date: Wednesday 30 October 2024
• What the ISO 9001 doesn’t cover: N/A
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: D8887bb6-adca-419c-986e-162914ee0268
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 77ac3376-4bd8-4e6f-b9f7-20e3e4530cef
• 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
    • 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
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • 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
    • 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
    • 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 these flow down the supply chain and are monitored Illustrative examples include reporting, site visits, audits, etc.

  • 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.

    • 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

  • 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
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract

  • 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
    • 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

  • 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

    • 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
    • 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
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • 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 underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to 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
    • 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

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