Invigilatis

Seeker Software Services

PROPERTY, (terrier, maps, floorplans/CAD/BIM links, lease admin; asbestos register, legionella, fire safety, RAAC, utilities/energy management, utilisation/condition surveys). COMPLIANCE, (inspections, risk assessments, condition audits, ventilation, Health & Safety, incidents). ESTATES & ASSET MANAGEMENT (CAFM/ISO55001) with planned maintenance/PPM, life-cycle planning, contractor management/badging. BOOKINGS (clinical/meeting/parking/sustainable travel). DASHBOARDS (Real time/KPIs/BI).

Features

• Fully Integrated, Cloud Based Enterprise application
• Extensive and flexible user configuration via access permissions
• Portal access for staff, supervisors and contractors
• Browser and mobile access with IoS and Android Apps
• BI using the latest versions of MSSQL and Power BI
• Real time and graphical reporting with Excel export
• Operational dashboards, multi-level management reporting and workforce management
• Map and floorplan interfaces – browser-based viewing
• Bulk imports, customisable workflows, alerts and benchmarking KPIs
• Standards-based (ISO 55001, ISO 19650, OSCRE and GS1 compliant

Benefits

• Improved operational performance: improved dataflows/real-time information
• Minimised costs, efficient planning and accelerated statutory reporting (ERIC /PAM)
• Enhanced management of portfolios with streamlined operations and greater transparency
• Optimised space utilisation and better booking governance
• Improved working practices, productivity and safety; increased operational visibility
• Benchmarking: both internal and external comparators
• Extended life-cycles: comprehensive asset management
• Culture change: enabling a shift from reactive to proactive management
• Increased levels of compliance and reduced risks: well controlled assessments
• Environmental and sustainability gains, minimise travel, carbon savings, improved well-being.

£5,000.00 to £50,000.00 a licence a year

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

Framework

G-Cloud 14

Service ID

631872063546005

Contact

ray milton
01223 420048
ray.milton@invigilatis.com

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Private cloud
  • Hybrid cloud
• Service constraints: No major constraints, but we reserve the ability to minimally restrict service (at times and days of low usage) for O/S, version and Service pack upgrades (planned maintenance)
• System requirements:
  • Live Internet connection
  • Browser based (e.g. IE11+/Edge, Chrome, Firefox, Safari)
  • No third party licences required

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: The service support desk will answer questions during normal office hours (9-5, Mon-Fri). Typically, responses are same day.; ; Users can manage the status of tickets via the on-line web 24/7 support site.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 AA or EN 301 549
• 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 operate with one support level - all customers are treated equally within the same operating standards. (The standard support service operates with a variety of reportable severity statuses).; ; All support is provided within the service charges, with the exception of on-site support - for which we will levy a site attendance charge at our normal daily rates.; ; A technical account manager is identified and provided as standard at no extra cost. For account management purposes, and general strategic support, we undertake to make four visits per annum.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Invigilatis provides a flexible regime for training - Initial training is typically done on-site (or at our offices, if requested) on the basis of 'train the trainer', i.e. we train the core staff and 'champions'. Extra courses for end users can also be accommodated at extra charge (at the standard Daily Rate). Typically end users utilise the resources that we provide on-line and in-built into the system (Video guides, How To's, user guides); The Seeker system is comprehensively documented with guides for core staff and each functional module .; The provided video courses and user guides facilitate the approach of refresher training and induction training for new users.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats:
  • MS Word
  • MP4/Video files
• End-of-contract data extraction: Please note that Seeker uses MS SQL Server as the database environment.; ; Invigilatis as part of its contractual exit strategy undertakes to provide a database backup in the MS SQL recognised format (Currently we employ SQL Server 2022).
• End-of-contract process: If the system is hosted externally then Invigilatis as part of its contractual exit strategy undertakes to provide a database backup to the customer in the MS SQL recognised format within two weeks of the termination date. (Currently SQL Server 2022). On exit the access to the customer database is immediately limited to system administrator server rights only - the database ceases to be in an operational state. The customer's database and server on our hosted server is destroyed within 3 to 4 weeks of contract termination (the 'stand by period' is the first two weeks) unless other wise requested.; If the customer requires additional data access after termination (but not for operational or data maintenance use, i.e. purely for data extraction purposes) then this is possible at extra cost (at the prevailing normal service cost) and notification of this requirement must be logged with Invigilatis within the two week standby period. If assistance is required from Invigilatis' staff then this will be charged at the prevailing daily rate.; If the system is installed on an internal server then the customer will undertake to remove the programs within the standby period.

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: The desktop service is comprehensive - certain operational services for selected purposes are available via the Seeker Mobile App (e.g. tradespersons operation for job operations, safety assessments, inspections, etc.)
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: Seeker deploys a standard menu driven interface throughout all its usable options (multiple web forms for input/out operations).
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: WAVE accessibility tools have been used to assess and revise our software.
• API: No
• Customisation available: Yes
• Description of customisation: Customisation is possible for :; 1) System user roles (who can do what in the system, via menu and module permissions) - by local administration of user classes; 2) System user view (what data levels a user can see, via access security permissions) - by local administration; 3) Customisation is possible by local system administrators using non-technical configuration controls (self-service); 4) Module and function deployment is customisable by user access permissions - by local administration of user classes; 5) Self-service user permissions also allow for both location and organisation permissions 6) In addition to local administration, the system is customisable (e.g. suppression of fields and functions from a common set of provision) during initial setup by Invigilatis employing a user specification.

Scaling

• Independence of resources: Seeker Services are provided under a virtual private cloud. SQL Server and IIS Server run on separate virtual machines with 4 processor cores each. The router is throttled at 100mb/s which Is sufficient for expected operations and the throughput of the router can easily be increased should demand warrant it (the whole environment can be optimised). The advantage of the virtual private cloud (VPC) is that resources can be increased as and when required based on demand. The VPC is monitored and if the load is approaching the limit of the current resources then additional resources can be added seamlessly.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• 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: No
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CHECK service provider
• Protecting data at rest: Other
• Other data at rest protection approach: Data is stored in a secure data centre, with access control, physical security, locked cabinet and 24 hour CCTV. Physical security with secure data centre buildings and environment. Infeasibility of unauthorised access to databases, as access is by secure logon procedures. The hosting service is accredited to ISO 27001 standard
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Export tools within the application can be employed. 'Export to Excel' is typically provided within the application attached to the most critical data points (such as the job handling list). ; With an externally hosted system,in addition Invigilatis can provide dedicated data export formats as part of the customisation/setup process (this service is charged at the prevailing daily rate.; On an internally hosted service the customer can additionally employ database management tools that can be linked to its MS SQL environment.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • MS Excel
  • PDF
  • DOCX
• Data import formats:
  • CSV
  • Other
• Other data import formats: MS Excel

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: We guarantee 99.99% availability of service, excluding any time allocated for pre-arranged maintenance work (i.e. O/S updates, service packs etc.) Details of our SLA and credits are described in our service definition and Terms & Conditions documents
• Approach to resilience: Our UK based hosted service provider has ISO 27001 accreditation and has a disaster recovery policy in place. The content/clauses/procedures are confidential but can be discussed if required.
• Outage reporting: Outages are alerted via e-mails. Further details can be obtained via our 24/7 web support site. Outages are fully investigated, reviewed and the lessons learned applied for further resilience.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
• Access restrictions in management interfaces and support channels: User access to the software is by user name and password operating in conjunction with access security permissions that can be varied in the software by the system administrator. This set of control determines access to modules and functions and whether update to data is allowed.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • 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: User-defined
• How long system logs are stored for: User-defined

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: LRQA Group Ltd
• ISO/IEC 27001 accreditation date: 18/8/2023
• What the ISO/IEC 27001 doesn’t cover: The hosted arrangements are covered, but not the software application development
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications:
  • ISO/IEC 27017
  • ISO/IEC 27018
  • ISO/IEC 20000-1
  • ISO 14001
  • ISO 22301

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: Our hosted service provider is accredited to ISO 27001, 14001 and 9001 - we monitor for accreditation certification and include periodic checks by our staff. With regard to software management/development, Invigilatis operates with a QA system embedded into our Company Handbook that covers strategy, policy, legislative responses, Risk Assessments and disaster recovery policies. The CEO is the authorised contact for all security matters, whether in elation to internal staff or to our hosted services. In turn the CEO reports to the Board of the company. Security policies are in place for internal matters and these are reviewed constantly in the case of material change, and formally by board review and adoption on an annual basis. Management undertakes an assessment on a quarterly basis. Invigilatis is currently undertaking a process of working towards ISO 9001 accreditation.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: The software is developed solely by our staff. Development changes are in response to issues identified or by strategic development. Any change to software is subject to internal testing and management approval prior to release. Testing is covered by employing typical customer scenarios and context. Penetration testing is performed periodically.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Penetration testing is done on a periodic basis by CREST/Check accredited independent consultants. This is done at least once per year. Reports are transmitted to the company board for action approval. Software patches deployment is in response to severity status. With high severity issues the company undertakes to deploy company resources on an immediate basis.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: A support log is maintained for the service. Issues raised are assessed for severity and examined in relation to and with a separate regime of penetration testing. Any issues identified is reported to the company board with an assessment of severity and risk, and a recommendation for action. It is company policy under our QA controls that any security/IT incident is reported immediately to the appointed contact (The CEO). In this way the incident is monitored and tracked for suitable remediation
• Incident management type: Supplier-defined controls
• Incident management approach: A support log is maintained for the service (and for each customer). Issues raised are assessed for severity and examined in relation to and with a separate regime of penetration testing. Any issues identified is reported to the company board with an assessment of severity and risk, and a recommendation for action. It is company policy under our QA controls that any security/IT incident is reported immediately to the appointed contact (The CEO). In this way the incident is monitored and tracked for suitable remediation. The company undertakes to notify the customer of incidents and their severity

Secure development

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

Public sector networks

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

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Invigilatis’ Seeker Software service contributes significantly to fighting climate change by aiding users to reduce the carbon footprint of their properties, assets, resources and operations by cutting overall emissions. Other social value benefits also arise from these operational changes, particularly in respect of Wellbeing.; Improved maintenance and compliance will improve operational efficiency and extend asset life cycles. By minimising power consumption and delaying the purchase of new assets, both Scope 1 and Scope 2 reductions can be achieved. Additionally, our asset management tools can assist user to identify where new assets/plant should be acquired in order to achieve reductions.; Improved utilisation of space and resources will also reduce carbon/emissions. Scope 1 reductions can be achieved by cutting heating and air conditioning, which in turn cuts power consumption. In healthcare, patient well-being is also improved by ensuring clinical space and operating theatres cancellations are promptly reflected in the system so that these resources can then be rescheduled and fully utilised and backlog minimised.; Sustainable forms of staff travel are promoted and carbon/emissions reduced. Surveys and travel plans, Active travel and well managed parking permits enable both these Scope 3 reductions to be achieved and staff well-being also improved. We have Carbon neutral hosting for delivery of services - our hosted service provider was the first hosted service supplier to be certified as 100% carbon neutral.; Our Quality Assurance procedures include environmental considerations to be part of our supply chain monitoring.

  Covid-19 recovery

  Invigilatis has supported flexible/home working for all its staff to ensure their comfort and safety as the work environment has evolved post Covid

  Tackling economic inequality

  We encourage and support fair economic behaviour through-out entire supply chain. As an Equal Opportunity employer, we oppose discrimination on all grounds so that sections of our population do not suffer from economic inequality.; As part of our Quality Assurance procedures we insist that all suppliers in our supply chain conform to the Equal Equality Act and to the issue of Modern Slavery.

  Equal opportunity

  As an equal opportunity employer and in accordance with The Equality Act 2010, Invigilatis is fully committed to protecting people from discrimination in the workplace and also in wider society. As part of our Quality Assurance procedures we insist that all suppliers in our supply chain also conform to these ideals

  Wellbeing

  Invigilatis’ Seeker Software service contributes to the wellbeing of users and their organisations by fighting climate change and reducing the carbon footprint of their properties, assets, resources and operations by cutting overall emissions.; Invigilatis fosters a flexible trusting working environment, encouraging its staff to be creative and enabling them to benefit from the achievements.; We offer flexible hours working, and encompass home working, so that our staff have the opportunity to cater for domestic arrangements to enjoy a family life. ; Our software solutions assist well-being by identifying instances of hazards (e.g. Asbestos) so that our customer’s staff, contractors and users of buildings can be assured of safety regimes, in that the condition of such hazards are under scrutiny.; With our healthcare customers, patient well-being is also improved by ensuring clinical space and operating theatres cancellations are promptly reflected in the system so that these resources can then be rescheduled and fully utilised and backlog minimised.

Pricing

• Price: £5,000.00 to £50,000.00 a licence a year
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at ray.milton@invigilatis.com. Tell them what format you need. It will help if you say what assistive technology you use.