Activeplan Consulting Limited

Activeplan Validation and Integration Applications

Activeplan platform with tools that automatically check design and supply chain information and return it for correction, to create Project and Asset Information models that support the Golden Thread and BIM (BS1192, ISO19650, BS8644/FIREie, IFC, COBie, Uniclass, NRM, GS1 and CCPI/LEXiCON) tracking what has been installed and creating Digital Records

Features

• Require individual designers and contractors to validate their submissions progressively
• Automatically check that required data (inc. COBie) is being delivered
• Return errors to the responsible author, explaining what needs correcting.
• Gather, store, manage building information for existing and new projects
• Integrate validated models, spreadsheets, 360 photos and documents
• Ensure missing information is updated without expensive BIM software.
• Create Digital Records of building portfolio from a spreadsheet.
• Assimilate H&S/O&M documents and classify/tag/group them for easier searching.
• Identify risks and report on the condition of the assets/systems
• Integrate BIMs, PIMs, asset lists, surveys, works, PPMs and sensors

Benefits

• Collect and verify all the asset information before firms finish
• Ensure submissions are machine-readable to enable automated validation and integration
• Reduce Information Managers' workload by delivering 100% compliant data
• Provide a single connected environment to manage the Golden Thread
• Ensure the responsibility for asset data rests with the authors/creators
• Remove the barrier of BIM competence/cost to 100% data collection
• Provides data containers for information on each property, managing compliance
• Enabling FMs to find and update documents much more easily
• Display interactive plans of spaces with risks and protective measures
• Provide FMs with simple digital twin to provide live alerts

£50 a licence a month

• 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 george.stevenson@activeplan.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

722252282721743

Contact

George Stevenson
07776 201 854
george.stevenson@activeplan.co.uk

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: Our data library applications support other BIM applications, maintenance work order applications, surveying solutions, smart procurement, and lifecycle management. ; ; Activeplan provides an ecosystem of validated, machine-readable data that enables integrated asset management that supports the Golden Thread process and enables simulation of risk management and creation of digital twins.
• Cloud deployment model:
  • Public cloud
  • Private cloud
• Service constraints: Services are available 24/7 unless clients are specifically notified for scheduled downtime. There are no specific hardware restrictions on which hardware may access the platform, although clients are advised to use the latest browsers for experience and security reasons.
• System requirements: Users must have a valid license to the platforms.

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Support is provided by emails to our support group. We deal with requests on the following basis: ; Priority one : 1 hour: Resolution: 8 hours. ; Priority two :4 hour: Resolution 24 hours (typical).; Priority three : 24 hours : Resolution 60 hours.; All durations listed above are based on normal working hours 09:00 and 17:00 UK time, Monday to Friday. ; Activeplan shall use all commercially reasonable endeavours to meet the Response and Resolution times illustrated above.
• 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: The Activeplan license fees include telephone and email support.; ; All Users have access to the support team via the telephone and email helpdesk facility.; ; The support telephone and email help desk is available Monday to Friday inclusive from 9am to 5pm GMT excluding UK bank holidays.; ; The support team will assign one of the priorities below to each support request:; ; Priority 1: a business-critical feature of the Software Service is unavailable to all users, and consequently users are unable to continue with their normal course of business. ; ; Priority 2: an important feature of the Software Service is unavailable to all users, but does not prevent users from continuing with their normal course of business. ; ; Priority 3: a feature of the Software Service is unavailable to one or more users. ; ; Support requests will be escalated if necessary.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Activeplan provides onsite training, online training, and user documentation to suit the Buyer's requirements.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • ODF
  • PDF
  • Other
• Other documentation formats: MP4 video files
• End-of-contract data extraction: Users can download their data in the International and British Standard open data format for Asset Information, COBie.; In addition to COBie Excel, COBie Lite and JSON, Activeplan provides export schedules in Excel, Word and PDF plus any uploaded BIM files in their native or IFC format.; ; Activeplan can also provide digital archives in other media agreed by the Client.
• End-of-contract process: In addition to receiving the asset information as a COBie file, the client (or their new software provider) may not have the expertise needed to import and use the COBie file. ; In which case, Activeplan can provide additional services to train those undertaking that transitional work and/or create bespoke exports as required. ; The cost of this will depend on the scope of work required and will be charged according to the personnel required to do the work.; ; All model files, documents and schedules of asset data can be exported from Activeplan and provided to the Customer via an external hard drive compatible with Windows or OSX operating systems. The hard drive can be encrypted as an option.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The User Interface is designed to responsively adapt to suit the browser's screen resolution. We ensure there is no difference in experience between the different devices and if any are found we will investigate as per our standard support flow.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: The online services and applications are entirely web browser-based via a user interface to access, store, process, track and download information. Users can also sign up for API access - this service does not provide a user interface.
• Accessibility standards: None or don’t know
• Description of accessibility: We make the platform as accessible to everyone as possible. The system is compatible with screen readers and we will will work with any client should a specific set of accessibility issues arise.
• Accessibility testing: As we develop to web standards we currently only specifically test for accessibility issues as requested by clients for a specific configuration.
• API: Yes
• What users can and can't do using the API: API access to the platform is only available to those given the appropriate level of rights from the system admin, as defined as part of the contract with the client. The API is not available by default to Users.; ; The API allows for 3rd party developers to interact with various areas of the platform, creating and updating information as an example. ; ; The API is constantly being expanded as new features are identified and we are happy to talk to clients and developers about their specific needs.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: The buyers can customise the process in many ways both in real time and also through consultation with Activeplan. ; This customisation includes but is not limited to colour schemes/branding, services shown, information hierarchy of uploaded information, categories, types of assets, information sets, groupings, geography etc.

Scaling

• Independence of resources: The platform is constantly monitored for performance and we are notified of issues.; ; Each client has their own database and web applications are spread over multiple SQL instances, both spreading the loads and also minimises impact should processing issues arrive.; ; We also have the option to spin up new servers as required.

Analytics

• Service usage metrics: Yes
• Metrics types: The platform provides various levels of metrics, from in app dashboards through it in depth usage reports (available on request) including but not limited to ; - Server uptime performance; - Storage metrics; - User sessions including page visits
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• 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: Yes
• Datacentre security standards: Supplier-defined controls
• Penetration testing frequency: At least once a year
• Penetration testing approach: In-house
• Protecting data at rest:
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: Users can export data at multiple levels of details from specific reports on selected areas of data, through to whole project data exports to COBie compliant Excel documents.
• Data export formats:
  • CSV
  • ODF
  • Other
• Other data export formats:
  • Microsoft Excel (.xlsx)
  • COBie
  • SVG
• Data import formats:
  • CSV
  • ODF
  • Other
• Other data import formats:
  • .rvt (Revit) via Autodesk Forge (Autodesk Platform Services)
  • .ifc via Autodesk Forge (Autodesk Platform Services)
  • .xlsx (Excel)
  • COBie (Excel)
  • .dwg

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Other
• Other protection between networks: If required we can set up a peering relationship via Azure platform
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: 99.5 service availability
• Approach to resilience: For security reasons this information is only available upon request.
• Outage reporting: Clients are notified of any issues via email. In addition, clients can contact us via support channels.

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: All management services operate to the highest supported standard. All users are only given access to systems they are allowed to and only to a level that lets them complete their role. Administrator type roles are agreed at a senior management level before being applied. ; ; Roles are regularly reviewed and upon role change and/or change on employment status to ensure the current status/level of access is correct and old privileges are removed.
• Access restriction testing frequency: At least once a year
• 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 contact the support team to get audit information
• How long user audit data is stored for: Between 6 months and 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: Between 6 months and 12 months
• How long system logs are stored for: Between 6 months and 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: SImply Certification
• ISO/IEC 27001 accreditation date: August 2022, renewed August 2023
• What the ISO/IEC 27001 doesn’t cover: Not applicable
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications: CyberEssentials - didn't recertify in 2021 - moved to ISO:27001

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: We work to the ISO 27001 standard and as part of this we regularly have reviews of all our security policies. We adopt changes as appropriate and work on a continuous improvement process.
• Information security policies and processes: Our Information Security Management System contains detailed security policies and processes,; ; 1. All communications over the public internet must be encrypted with a valid SSL certificate; 2. All email is handled by Microsoft 365 and incorporates their security standards.; 3. When using a shared internet connection, network communication must go via a VPN.; 4. If customer data is required to diagnose an issue, it must be securely erased as soon as possible once the issue being resolved.; 5. Passwords and other security critical tokens can only be stored in the company password safe. They must never be e-mailed or texted.; 6. 2FA is required when connecting to any external service that supports it or mail account; 7. Secure passwords are forced to a secure standard as defined by Microsoft.; ; We audit this regularly by issuing employee questionnaires and audits where we check the configuration of employee workstations.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Changes are requested either by a customer or internally. The development team discuss the next fortnight's work, and what features should be prioritised. A technical specification is prepared by the senior technical staff and signed off by the technical director. After a developer prepares the changes, they are code reviewed by the technical director and senior staff. During the code review, we identify potential security risks and mitigate them wherever possible. We use the same approach for changes to servers, patches or configurations.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: We are subscribed to Windows security alerts mailing list. It is reviewed on a regular basis for potential issues. Updates are reviewed and URGENT fixes applied as soon as possible. Standard updated are applied on a monthly basis; ; Live applications are monitored and accounts locked upon anything identified as suspicious activity.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Activeplan use a combination of approaches and software to actively identify suspicious activity and take relevant action. For obvious security reasons, we will only discuss these in more detail upon specific client request.
• Incident management type: Supplier-defined controls
• Incident management approach: As defined in our ISO 27001 processes, all incidents are logged, assessed and remedial work defined and then actioned. All effected parties are then notified of the issue. ; ; The majority of issues are picked up by our internal teams and automated monitoring before users become aware. In the event a user becomes aware of an issue first, they can raise a Priority 1 task with the support system.

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

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

  Fighting climate change

  Activeplan has partnered with the BRE and other leading institutions to create standardised data templates and product libraries for embodied and operational carbon. ; They used AP Templater as part of their Buildings as a Material Bank (BAMP) and CIRCUIT research projects and for the Construction Products Association with their LEXiCON platform, an initiative to encourage all manufacturers to provide product data in a standardised format.; Activeplan can record the products that were installed, including their EPD data in a machine-readable format to enable more accurate and auditable carbon calculations. ; The asset information model is able to hold activity and performance information against spaces, systems and assets, and produce reports that enable the optimisation of space utilisation - and provide schematic and proper spatial representions of EPC and other energy performance information.; Activeplan is able to integrate with sensors and environmental monitoring solutions providing visual floor plans that present the use of space.

  Covid-19 recovery

  Activeplan was used in the eye of the storm that was COVID 19. The DoH needed hundreds of testing centres to be established within a month. Sodexo was commissioned to manage the project for 181 of them which involved them visiting each site to create an asset list, and record the condition of each site to prevent future tendentious or fraudulant claims of damage.; Site visits by expert surveyors were impossible because people couldnt travel and Sodexo didnt have dozens of surveyors. Sodexo's events staff were on furlough so they were brought back to staff the 181 sites and Activeplan developed a solution for them to take 360 photos, upload them to Activeplan's Asset Information Model so the subject matter experts could work from home and tag the 360 photos with assets from the Sodexo master data library, which is also managed in Activeplan. These assets were in turn connected to the maintenance specifications, creating joined up work instructions for the maintenance teams. This prevented what would otherwise have been months of delays, or a completely uncontrolled list of assets that would have cost the tax payer millions.; In addition, Activeplan was used on the £450m COVID Megalab at Leamington Spa to federate BIM models and asset data.

  Tackling economic inequality

  Activeplan has helped establish and grow voluntary initiatives like BIM4Housing and the Golden Thread Initiative to improve the quality of new buildings and make existing buildings safer, less expensive to heat and maintain and improve the quality of neighbourhoods. Economic inequality is affected by the quality of housing. Housing is not just a basic need but provides stability for many people. When housing quality varies across socioeconomic groups, it can exacerbate economic inequality and lead to health issues, such as respiratory problems from mold or other hazardous conditions. This can reduce the ability to work and increase medical expenses, disproportionately affecting those with lower incomes.; We have created free libraries of asset information libraries to help people with less experience to be able to do tasks that were formerly beyond them. This includes helping asset information to be collected as 360 photos so subject matter experts can assess their condition.; Housing quality often correlates with the quality of education, limiting long-term economic prospects.; Poor-quality housing can depreciate, leading to a loss of wealth for lower-income families.; Quality of housing is often linked to neighborhood quality, which includes factors like safety, access to public services, and social networks. Poor-quality housing in disadvantaged neighborhoods can limit social mobility, perpetuating economic inequality across generations.; Quality housing can impact an individual's ability to access credit and secure homeownership. Higher-quality housing areas are often favored by lenders, making it easier for residents to obtain loans. In contrast, those in lower-quality housing areas might face higher borrowing costs or difficulty securing loans, limiting their ability to invest and build wealth.; Addressing disparities in housing quality is an essential component in tackling broader economic inequality. Policies aimed at improving housing quality, increasing affordable housing options, and promoting equitable urban development can help reduce economic inequality over time.

  Equal opportunity

  At ActivePlan, fostering a diverse and inclusive environment is paramount. We believe in the power of a workforce that reflects the communities we serve, and we actively promote equal opportunities for all. Here's how we translate this commitment into action:; ; • Recruitment and Selection: We utilise unbiased job descriptions and interview processes to attract a diverse pool of qualified candidates. Unconscious bias training is provided to hiring managers, ensuring all applicants are evaluated based on merit and qualifications.; • Inclusive Workplace Culture: ActivePlan cultivates a culture of respect and appreciation for all employees, regardless of any protected characteristics as outlined in the Equality Act 2010. We provide diversity and inclusion training programmes, foster open communication channels, and celebrate the unique contributions of every team member.; • Accessibility: We are committed to creating a physically and technologically accessible workplace. This includes providing reasonable accommodations for employees with disabilities, ensuring our technology and physical spaces are inclusive for all.; • Data-Driven Approach: ActivePlan actively monitors its diversity metrics and tracks progress towards equal opportunity goals. We utilise this data to identify any areas needing improvement and ensure our commitment to equal opportunities translates to tangible results.; • Partnerships: We collaborate with organisations dedicated to promoting diversity and inclusion in the tech industry. This allows us to stay informed about best practices and leverage resources to further our own initiatives.; ; By prioritising equal opportunities, ActivePlan fosters a vibrant and innovative work environment where everyone feels valued and empowered to contribute their best. We believe this commitment not only strengthens our company culture but also enables us to deliver exceptional products and services for a diverse clientele.

  Wellbeing

  During COVID we ran dozens of Round Table workshops that engaged people who were working from home in a collective mission to prevent another Grenfell Towers. Hundreds of people volunteered and we used scenarios and potential incidents to get them to work collaboratively, sharing their experiences and producing guidance that was fed back to the Government to help inform the legislation.; Many told us that it helped them to make the transition from office-based working where they could socialise in person, to one where they were working remotely, but could see people - and build contacts and relationships. After lockdown, this process has continued with monthly meetings of teams striving to make a real impact on safety and environmental impact. People with decades of practical experience are gaining real satisfaction in sharing their knowledge with colleagues. Younger people are actively engaged and learning from the practical examples and how problems are being addressed.; Residents who are understandably concerned about the risks are benefitting from the outstanding work the BIM4Housing community is undertaking.

Pricing

• Price: £50 a licence a month
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Providing a platform to create an estates model for a portfolio of properties from a structured spreadsheet.; Enabling key documents to be uploaded to demonstrate compliance.; Libraries to create properly structured CAD files that satisfy FIA/NFCC requirements.; Services to create spatial models is not included but can be provided.

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 george.stevenson@activeplan.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.