The Access Group

Access Adam Housing Management

The Access Adam Housing platform facilitates the procurement and ongoing management of Temporary and Private Let accommodation. We streamline the commissioning process, including; provider registration, commissioning, payments, contract management, compliance, and reporting. This enables you to source the most appropriate dwellings for tenants.

Features

• API capabilities
• Intuitive, user friendly design
• End-to-end commissioning platform
• Procurement and contracting
• Compliance management including automated documentation expiry alerts
• Viewing real-time property availability
• Bookings management
• Electronic invoicing and payments
• Contract management
• Fully transparent and auditable system

Benefits

• Engage with suppliers from registration through to payment (single system)
• Source the best available package and most appropriate properties
• Deliver FTE savings through automated invoicing processes
• Automate and improve compliance monitoring
• Ensure that bookings are made based on valid documentation/information
• Easily create, schedule and share custom reports
• Track open queries and repairs
• Receive support with supplier onboarding (market engagement services)
• Regain control of spiralling costs
• Standardise contracts and drive financial savings

£25,000 an instance 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 tendernotifications@theaccessgroup.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

675757303480270

Contact

Access UK
01206322575
tendernotifications@theaccessgroup.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: None.
• System requirements:
  • Up-to-date, leading internet browser (Internet Explorer, Chrome Safari etc.)
  • JavaScript needs to be enabled within the browser

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Access has developed a range of support plans. Our online Knowledge base and Community service plans are available to all our clients. We have made significant investment in our client support tools. The Success portal provides around the clock access to log incidents, browse articles and videos to find solutions. Our Support teams are available M-F 9-5 ( or 8-6 on Standard/Premium) On these plans P1 cases are responded to in 1 hour. Please refer to Access for further details.
• 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 provide 3 main support plans as detailed below. The Essential Plan The online service The Essential Plan is available to all Access customers as part of your license fee and provides you with easy-to-access online support for all your queries, facilitated via our Customer Success portal. The Standard Plan Get answers faster As a Standard Plan customer you benefit from faster response times and can access our support teams via telephone and live chat, as well as through our Customer Success portal. To help your team be more productive, you are provided with continued access to our e-learning content as well as a programme of Success webinars, designed to keep you up to date with new features and share best-practice advice and guidance. The Premier Plan Boost productivity with direct access to the experts and achieve a higher return on investment Our Premier Plan enables your team to achieve more and improve productivity through an ongoing relationship with your own designated Customer Success Manager. Your CSM will get to understand how you’re using the technology and will advise you on how to get more from it.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Our FlightPath services have been designed to be remote-first, providing you with an improved low-risk implementation journey, no matter how your organisation is structured or wherever your employees are working.; ; We use video technology to facilitate face to face contact, so you still get the hands-on benefit of working with an Access expert and our years of software deployment expertise. We have also invested in product e-learning, so your users can learn our products at their own pace.; ; Our remote-first approach means that you have regular, accessible communication with us to keep you on track at every step of your journey and that your software can be delivered flexibly to suit the needs of your organisation and employees.; ; All our FlightPath consultants and on-boarders are not only certified in our products, they are also trained and certified in our remote-first FlightPath implementation methodology, including training in effectively delivering remote customer projects.; ; Full details can be provided upon request
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: On receipt of the offboarding document, Access Offboarding Review team will review the response, respond to any queries, annotate the record to reflect the customer requirements, upload the document and set the record to “not started” The Service Delivery team will pick up the ticket, arrange the return of data, decommission the system then they or hosting delete the data (production and backup unless “beyond access”(in which case it will be overwritten). Closure of the ticket triggers a confirmation to the customer that their data is deleted.
• End-of-contract process: Our exit process is; The Renewals team receive the notification and undertake discussions with the client, the account manager and any other stakeholders. Once termination is confirmed, the “termination data requirements document” is sent to the client and a record created on the Offboarding register in line with internal processes. The status is set to “waiting customer”. Note: In the event that a Customer does not return the document, they will be contacted again twice prior to termination and data will be deleted within 30 days from contract end as Access has no legal basis for processing from that point

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: Responsive design is built into the product, so screens will render appropriately depending on the device used
• Service interface: No
• User support accessibility: WCAG 2.1 A
• API: Yes
• What users can and can't do using the API: We have a number of bespoke APIs to service information but the solution does not currently have any open APIs. New APIs can be created on a case-by-case and chargeable basis.
• API documentation: No
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Our solution is fully configurable, and customers can select the appropriate modules and functionality to suit their requirements. Core system configuration is carried out by Access, and within that the users can further tailor the solution (e.g. creating and maintaining specific reports etc.)

Scaling

• Independence of resources: The solution is hosted in a dedicated virtual environment, specifically designed with security and scalability in mind including extra provision for additional web traffic. Resource usage is tracked and reviewed daily in line with demand.

Analytics

• Service usage metrics: Yes
• Metrics types: A wide variety of service usage metrics are available and are reported on a monthly and quarterly basis. A Customer Success Manager (CSM) will be assigned via a Premier Customer Success Plan and one of the many functions of the CSM is to share usage analytics to support adoption of the service.
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

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
  • European Economic Area (EEA)
• User control over data storage and processing locations: No
• 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 CHECK service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: No
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Data can be exported in a variety of formats and can be generated by the users or provided to clients on request. Depending on the form and complexity of data required there may be associated charges.
• 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)

Availability and resilience

• Guaranteed availability: We provide an uptime guarantee of 99.5% per calendar month. This does not include scheduled maintenance windows.
• Approach to resilience: This is available upon request
• Outage reporting: Outages are reported via our Support Team, primarily through email alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: Access is secured by user authentication and token. Transport is secured by TLS 1.2. Access for support channels are agreed in advance with our clients, with switch on/off access at multiple levels
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • 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: At least 12 months
• 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: Between 1 month and 6 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSI
• ISO/IEC 27001 accreditation date: 01/11/2021
• What the ISO/IEC 27001 doesn’t cover: All matters covered.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• 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: Access adhere to ISO27001 certification with a dedicated Information Security team working with the business to ensure we uphold our obligations, policies and procedures. The policy is owned and published by the Chief Information Security Officer. It sets out the organisation's approach to security, the commitment from the senior management team and the specific security policies of the company. The Information Security Policy is updated regularly, is published on our the corporate sharepoint and staff receive training on the policy during induction training and refresher training on a twice yearly basis.

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 change requests shall be logged on a standardised system in use by the team, such as JIRA (Development), FreshServe (CHS), Service Cloud – Customer Support platform. A documented audit trail, maintained at the business unit level, containing relevant information shall always be maintained. This should include change request documentation, authorisation and the outcome of the change. No individual should be able to effect changes to production information systems without following the change process from end to end full details can be requested via emails
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Patched and audited by our patch management system. All non-critical OS patches are applied within one calendar month of release, first into pre-production and then into production, as part of the scheduled maintenance window. AV Updates - Signatures are updated hourly. / Rules are reviewed at minimum every 3 months. Logs are reviewed at minimum every 3 months. Access staff responsible for the maintenance of our hosting services subscribe to industry newsletters, belong to various security forums and we additionally receive notifications from our vendors.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: We have traffic monitoring and content based alerting on changes to the site and/or traffic flows implemented at infrastructure level. We keep daily historical reports from servers which provide the facility to identify when changes occurred. We proactively monitor third party suppliers vulnerability reporting and security fix availability. We patch any vulnerabilities found in a timescale appropriate for their level of severity. Our infrastructure response is within 1 hour in the SLA period 8am-6pm Monday – Friday.
• 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: All incidents must be recorded on Access Group’s Incident Register (FreshService) in accordance with the Incident description as detailed in Definitions. An immediate assessment must be carried out, to determine whether the incident is a personal data breach and likely to result in a risk to the rights and freedoms of the data subjects affected by the personal data and an incident report must be started. No evidence can be removed or anything deleted until screenshots/snapshots/ file information is recorded as this may hinder an investigation. – see collection of evidence section.

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
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Access UK Limited is a Software author and provide associated services, including Hosting, Payroll Bureau and Payment services. We recognise that although we do not undertake manufacturing, our day to day operations will have impact on the environment at global, national, and local level. We are committed to the care of the environment and the prevention of pollution. •Access ensures that all our operations are carried out in with the minimum adverse effect on the environment but implementing many available resources and approved processes •We protect the environment by striving to prevent and minimise our contribution to pollution of land, air, and water •We keep wastage to a minimum and maximise the efficient use of materials and resources, and manage disposal of all waste in a responsible manner •We use energy, water, and natural resources wisely and prevent pollution by minimising waste, recycling whenever possible and properly disposing of waste that cannot be recycled. •Our management processes are developed to ensure that environmental factors are considered during planning and implementation •We raise employee awareness and encourage best practices for sustainability at work

  Equal opportunity

  We want everyone to feel at home at Access, knowing that they are valued for what they do, not who they are. We want people to feel that they truly belong here regardless of their age, gender, race, sexual orientation, or anything else that makes them individual; after all, if we were all the same it would be a pretty dull place. We love the fact that we’re all different. Having more diverse perspectives at work improves how we run our business, helps us support our customers, and when you think about it, it's just more fun. For us, this all starts with helping everyone feel part of the family and being at their best every day, making Access a place where everyone can love what they do and do what they love. We all have regular check-ins with our leaders, take part in monthly employee surveys, have lots of chances to share our views and ask for help, and with our own learning system, 'Access Shine', we really can make things even better each and every day. At Access we'll always hire the best candidate but we're continually looking for creative ways to increase the mix of diverse candidates into our recruitment process. On the basis that you ‘have to see it, to be it’, one thing we're doing is sharing more stories to celebrate the wonderful diverse range of talent we have at Access. It is important for us that our employees understand and reflect the customers and communities we support, and we want everyone to feel at home here, knowing that they are valued for what they do, not who they are. We want people to feel that they truly belong here regardless of their age, gender, race, sexual orientation, or anything else that makes them individual.

  Wellbeing

  Access places specific emphasis on the health and wellbeing of its staff and provides a “Well-being” hub in workspace that provides support for Mental Health, Finances, Social, Physical, Emotional and purpose. Assistance from Health Assured is available for all staff and there are training resources for “working in the new normal” and “Mental health and wellbeing” . Access also has “well-being” champions throughout the organisation. This is supported by monthly employee “check in” surveys and offers of flexible working for staff to meet caring commitments.

Pricing

• Price: £25,000 an instance 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 tendernotifications@theaccessgroup.com. Tell them what format you need. It will help if you say what assistive technology you use.