Elecosoft UK Ltd

ShireSystem

Computerised Maintenance Management System (CMMS) software with Computer Aided Facilities Management (CAFM) features.

Features

• Cost effective maintenance software
• Asset Register
• Work Planning & Scheduling
• Document Management
• Stock and Materials Management
• Permit to Work
• Offline Mobile Application
• Dashboards, KPIs and Statistics in real time
• Versatile API provides seamless integration with third party applications

Benefits

• Scalable solutions, confidently manage your asset maintenance
• Improve productivity through use of web and mobile applications
• Real time information
• Improved collaboration
• Built in safety and risk management
• Supports business objectives with KPIs to make data driven decisions
• Ensure regulatory compliance, full audit functionality
• High level of no-code configurability
• Technical expertise and support, a dedicated helpdesk
• Industry knowledge built over 40 years

£1,094 to £50,000 an instance a year

• Education pricing available
• 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@elecosoft.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

663461685895652

Contact

Elecosoft Sales
0345 646 1735
sales@elecosoft.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Elecosoft makes use of out-of-hours maintenance windows to apply version updates and other improvements. Maintenance windows will be notified to customers by giving at least 30 days prior notification wherever reasonably possible.
• System requirements:
  • Stable internet connection
  • Keyboard & mouse recommended for optimal interaction with web application
  • The mobile application works offline

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Within 4 hours during business hours (8:30 - 17:00) Monday to 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: Software subscription includes technical and 'how to' support via phone, email and remote sessions. Onsite support and user training is available at an extra cost.; ; Elecosoft shall use reasonable endeavours to resolve all support issues, and in particular to rectify any fault or defect in the Software or the Services or provide an effective work around solution, whether permanent or temporary, as soon as reasonably practicable.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Training is available, online, onsite and in classroom. User manuals stored in the system. We are rolling out context sensitive help information across the entire the system and developing an online self-service learning platform.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: By request to the support team.
• End-of-contract process: Data extraction and shut down of the service.

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: Mobile is supported via a specific app, featuring a scaled down to touch screen friendly version, which also supports offline working.
• Service interface: No
• User support accessibility: WCAG 2.1 AAA
• API: Yes
• What users can and can't do using the API: The REST based API is designed to allow for connection to and information transfer between other systems such as ERP solutions.; ; Datasets/calls available via API are available on our web site and through Swagger. The API is set-up using a unique key, this allows for a secure connection between ShireSystem and any customer systems. The API can only be set up and managed by the main system administrators.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: ShireSystem has a high level of no-code configurability, such as customer labels across the entire system and customer specified drop down menus, which can be defined via the use of the extensive system settings function. The customers can add pictures, logos and can change the colour of the system to suit their corporate identity. ; ; Custom reports and bespoke system changes are available upon request and will be carried out by our in-house teams and will be subject to cost and on an individual basis.

Scaling

• Independence of resources: Each system is a single instance with it's own dedicated resources.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Developed Vetting (DV)

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: Another external penetration testing organisation
• Protecting data at rest: Physical access control, complying with CSA CCM v3.0
• 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: Via a request to the support team.
• Data export formats: CSV
• Data import formats:
  • CSV
  • ODF

Data-in-transit protection

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

Availability and resilience

• Guaranteed availability: ShireSystem seeks to maintain 99% uptime during core office hours (08:30am to 16:30pm) Monday to Friday excluding UK public holidays.; ; Service credits available for any performance below this standard.
• Approach to resilience: This information is available upon request.
• Outage reporting: Email alerts and a quarterly performance report.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Access is role-based and restricted to appropriate authorised staff only.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • 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: Between 1 month and 6 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: Between 1 month and 6 months
• How long system logs are stored for: Between 1 month and 6 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: NQA
• ISO/IEC 27001 accreditation date: 1st June 2023
• What the ISO/IEC 27001 doesn’t cover: We do not cover the Microsoft Azure datacentres used to host ShireSystem SaaS; these are separately certified by Microsoft to ISO27001/2 and SOC2.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: We fully follow and apply/enforce the principles and controls of ISO27001/2.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: As part of ISO27001, we use asset tracking and logging.; ; Change Management and change requests are strictly enforced using a ticketing system which is used to provide an audit trail and logs for ISO27001 audit/logging purposes.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: We use a vulnerability scanning tool called Qualys.; ; Vulnerabilities found using Qualys are logged with the IT/DevOps ticketing system, and dealt with in accordance with our ISO27001/2 policies and procedures.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We use Microsoft Azure's built-in monitoring and alerting tools. Responses are as immediate as practically possible.; ; All alerts must be logged and dealt with in accordance with ISO27001/2 procedures and policies.
• Incident management type: Supplier-defined controls
• Incident management approach: All alerts must be logged and dealt with in accordance with ISO27001/2 procedures and policies.

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
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  We aim to continuously improve our environmental performance. Examples of how we support climate change initiatives include:; ; - Where possible we have eradicated the use of paper. Remaining usage is via recycled or ecologically friendly paper. ; - Reduce our consumption of resources and improve the efficiency of those resources.; - Manage waste generated from our business operations according to the principles of reduction, re-use and recycling.; - Comply as a minimum with all relevant environmental legislation as well as other environmental requirements. ; ; Our carbon reduction plan is to achieve a net zero carbon footprint in our Scope 1 and 2 emissions by 2030. Our Environmental Policy will be regularly reviewed and updated as necessary. The management team endorses these policy statements and is fully committed to their implementation. ; ; As a group, our achievements to date are:; ; - 45% renewable energy supplies ; - 19% electrified vehicle usage ; - 18% reduction of CO2 production from 140 tonnes to 115.

  Covid-19 recovery

  Elecosoft provide a fully hybrid work environment with all team members fully supported either at home or in the office.

  Equal opportunity

  Elecosoft is committed to achieving a working environment which provides equality of opportunity and freedom from unlawful discrimination on the grounds of race, sex, pregnancy and maternity, marital or civil partnership status, gender reassignment, disability, religion or beliefs, age or sexual orientation. This Policy aims to remove unfair and discriminatory practices within the Company and to encourage full contribution from its diverse community. The Company is committed to actively opposing all forms of discrimination. The Company also aims to provide a service that does not discriminate against its clients and customers in how they can access the services and goods supplied by the Company. The Company believes that all employees and clients are entitled to be treated with respect and dignity. Any and all personal data used in connection with this Policy shall be collected, held, and processed in accordance with the Company’s Employee Data Protection Policy.

  Wellbeing

  We are committed to ensuring the health, safety and wellbeing of our people and anyone affected by our business activities, and to providing a safe and suitable environment for all those attending our premises. We recognise the importance of identifying and tackling the causes of work-related stress. We also recognise that personal stress, while unrelated to the workplace, can adversely affect the wellbeing of our people at work. We offer a wellness confidential helpline for all employees. Our Wellbeing policy covers all employees, officers, consultants, contractors, volunteers, interns, casual workers and agency workers. In 2023 and 2024 we achieved the "Great Place to Work" accreditation.

Pricing

• Price: £1,094 to £50,000 an instance a year
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Full access to the system for non-commercial purposes for up to 30 days.

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