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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

Pricing

£50 a licence a month

  • Education pricing available
  • Free trial available

Service documents

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

7 2 2 2 5 2 2 8 2 7 2 1 7 4 3

Contact

Activeplan Consulting Limited George Stevenson
Telephone: 07776 201 854
Email: 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

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.