Idox Software Limited

CAFM Explorer

Idox’s CAFM Explorer enables FMs and their teams to manage a Reactive Helpdesks, manage Preventive Planned Maintenance (PPM), Risk Assessments, Compliance, a Mobile Workforce, Property Portfolios, Real Estate, Asset Management and Maintenance, Cost Control, Resource booking and Room Booking. CAFM (Computer Aided Facilities Management) and IWMS (Integrated Workplace Management System).

Features

• Enterprise solution: Functionality to manage facilities within one CAFM/IWMS system
• Maintenance: PPM planned maintenance, Reactive Helpdesk and Compliance
• Asset Management: Full lifecycle management, cost planning, reporting, barcode scanning
• Automatic notification, monitoring and alerting of health and safety information
• Compliance Management: Monitoring, planning and scheduling of planning activities
• Mobile access with full visibility of risks, documentation, and history
• Dashboards: Monitoring works, key SLA reports, KPIs and full auditability
• Document Control: Expiry, notification and tracking of key documents
• Property Management: Lease, tenure, break tracking, notifications, and reminders
• Cost Control: Operation costs, budget assignment, full visibility, and forecasting

Benefits

• Fast ROI: Financial savings, extended asset life, reduced service downtime
• Improve decision making: Access to real-time information
• Increase efficiency: Streamlining of processes, better utilisation of resources
• Single source of truth: Central source for all information
• Reduce risk: Compliance monitoring, dynamic risk assessments, checklists, audit trail
• Maximise operational efficiency: Best utilisation of resources, scheduling etc
• Manage contractors better: Traffic-light reporting, SLA Monitoring, Contract reminders
• Accurate Forecasting: Budget preparation based on full cost analysis etc
• Business Process Support: Solution driven by facilities professionals

£6,915 a unit

• Free trial available

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

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

Framework

G-Cloud 13

Service ID

750232472711751

Contact

Jen.roberts@idoxgroup.com
0333 011 1200
frameworks@idoxgroup.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: No
• System requirements: Accessed from a web browser

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: According to our SLA - provided during G-Cloud clarification stage.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 A
• 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: According to our published SLA - provided during G-Cloud clarification stage.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: There are a number of training courses customised to client requirements based on the type of user. Full Administrator training is provided along with "train the trainer" courses. End users do not typically require training as the system is easy to use and video links and crib sheets are provided.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats: Microsoft Word
• End-of-contract data extraction: Every field within CAFM Explorer can accept imports of data and can export to Excel so the customer at all times has full control and access to all their data. There is also a SQL backup of the database and offsite licence of the software available if required.
• End-of-contract process: CAFM Explorer allows every item of data to be exported into csv or Excel format. As such transfer to an alternative service provider is achievable at no additional cost.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • Linux or Unix
  • MacOS
  • Windows
  • Windows Phone
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: CAFM Explorer can be accessed using any standard web-browser. The administration module can be accessed via Citrix. ; The CAFM Web and CAFM mobile components of the solution support access and delivery on mobile devices, thus supporting remote and onsite working.; CAFM Web is a web-based Help Desk solution which enables your organisation to deliver support services to employees and customers through a central web-based Help Desk. It supports user help desk requests and contractor and engineer access. ; CAFM Mobile enhances the efficiency of a Maintenance Team by enabling Work Orders to be issued to a Trades Person’s mobile device onsite.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: The service users interface interface using a web browser.
• Accessibility standards: None or don’t know
• Description of accessibility: The Administrative web portal is connected via a Citrix receiver. This is only for core system administrators. All other users connect via either a mobile, browser or tablet device.
• Accessibility testing: N/A
• API: No
• Customisation available: Yes
• Description of customisation: System Administrators can configure:; • All reference data such as service levels, property codes and activity categories.; • Web look and feel; • Labels, wording and terminology; • Reference data (such as group codes, SLAs, asset types, building categorisation); • Workflow – to reflect customer business processes and escalation procedures

Scaling

• Independence of resources: The solution can be scaled to provide resilience by implementation of load balanced Application Servers and replication of Databases across multiple servers with failover where required.

Analytics

• Service usage metrics: No

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: No
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: Less than once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest: Encryption of all physical media
• 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 the admin user console
• 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: 98% availability per 30 day period
• Approach to resilience: All components of the system have redundancy built in to remove single failure points, and the application is horizontally scalable. We also use HA at the VM level where appropriate and SANs etc. We can provide more information on request.
• Outage reporting: Outages are reported via the Idox Service Desk and where applicable the login page.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Management access is permitted only from internal networks, themselves requiring two factor authentication to access. Access control lists restrict access.
• Access restriction testing frequency: At least every 6 months
• Management access authentication: 2-factor authentication

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: At least 12 months
• Access to supplier activity audit information: No audit information available
• 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: QMS International Ltd
• ISO/IEC 27001 accreditation date: 27/05/2021
• What the ISO/IEC 27001 doesn’t cover: Certification covers all functions and services of Idox Software Ltd.
• 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: All divisions of Idox, follow the ISO27001 accredited Information Security Management System of Idox Software Ltd. ; This ISMS covers all business functions including but not limited to, information systems, networks, physical environment, incident/threat management, project & contract management and personnel management. Information security awareness training is conducted to ensure policies are communicated and ongoing annual internal reviews and auditing is conducted to ensure processes are followed. The system and controls are also externally verified an certified annually as part of the ISO 27001 certification process. Risks raised through internal and external audits are reviewed at management meetings by the information security manager, the appropriate head of business and a board representative.

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: IT change management processes are carried out using Change Requests and records are maintained within the Change Management system. All concerned parties are informed of the status of the request as changes or progress is made as applicable.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: We monitor OWASP and various vendor alert sources for emerging vulnerability intelligence and patching data. A combination of web application scanning, host vulnerability scanning, and external perimeter proactively identifies any design, configuration, or patching weaknesses. When identified, any threats are assessed in context and where warranted, mitigations are implemented in accordance with their severity. These controls and processes are monitored as part of our ongoing ISMS/ISO27001 auditing programme.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Monitoring tools are used to measure server performance metrics as well as storage and network/bandwidth utilisation and unusual server/network/perimeter activity. The alerts from these systems are actively monitored and reviewed and any potential intrusion attempt is raised in line with our security incident reporting procedure for further investigation.
• 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: Incidents or suspected incidents are raised to internal service desk and reviewed by the information security manager. They are allocated a risk reference, entered into the information security risk log and tracked until closure. In the case of major incidents, an Incident Response Team will be formed as required with key personal required to investigate and take necessary actions, and a major incident report will be produced.

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

• Fighting climate change:

  Fighting climate change

  Idox has adopted the metrics set out in the 3 scopes of the Greenhouse Gas Protocol. We have a target to achieve net zero carbon emissions for these scopes by 2040 by eliminating, reducing or offsetting carbon emissions.; ; In Scope 1 we will eliminate all equipment in offices which produce direct emissions and replace these with energy efficient, electric alternatives. We will eliminate emissions from company owned vehicles by replacing these with electric alternatives; ; In Scope 2 we will reduce electricity usage through Energy Savings Opportunity Scheme audits and will eliminate the purchase of electricity which does not come from renewable sources; ; In Scope 3 we will reduce business travel through remote working and on line collaboration tools. We will eliminate travel by private vehicles which produce emissions and we will offset emissions from public transport used for business travel and from hotel stays either by choosing operators offering direct offset or by engaging in a compensating carbon offset programme. We will eliminate waste by removing single use plastic products and reduce waste from our offices by ensuring effective recycling of waste, including paper and will offset any non-recyclable waste by engaging in a compensating carbon offset programme. We will eliminate waste from surplus equipment by passing this on for re-use in support of our social contribution wherever possible, where this is not possible we will reduce waste by fully recycling the equipment and we will offset residual emissions in a compensating carbon offset programme.; ; We are strengthening Idox’s performance as an all-round responsible business that makes a valuable contribution to society, has good governance embedded in its culture and processes, and is on target to achieve net zero carbon emissions.; ; Our gross GHG emissions of CO2 (tCO 2e) are reported yearly in our published Annual Report.
• Tackling economic inequality:

  Tackling economic inequality

  Idox is focused on building a sustainable business that will benefit its customers, employees, shareholders, wider society and the environment. We take our environmental, social and governance (ESG) responsibilities very seriously. We have implemented substantial changes across our business to create a more diverse, transparent and sustainable business. In future, we will do more to measure and drive our performance. ; ; How we will deliver social and economic benefits to Buyers and the wider community:; ; We will address the social value requirements and the delivery of social and economic benefits to Buyers and their communities on a contract by contract basis. ; ; We understand that social value forms part of contract commitments to our public sector Buyers. We work collaboratively with customers to support the specific targets and outcomes that are a priority with their boundaries. ; ; Examples of social value we can deliver to our Buyers: ; We can: facilitate skills workshops; make financial donations to fund places on training courses; fund community projects that work to tackle economic inequality, reduce the digital skills gap and create training opportunities for those who face barriers to employment and/or who are located in deprived areas, and support educational attainment; donate used IT equipment to VCSEs to support people in deprived areas; provide work experience placements in some localities. ; ; We have a robust social value process and methodology which includes an annual review meeting where we can review our social value delivery performance with the Buyer. This annual review ensures we can understand the customer’s priorities and set appropriate targets for the year ahead, and continuously improve how we deliver social value, based on customer and community feedback and collaboration.
• Equal opportunity:

  Equal opportunity

  Diversity, Equality and Inclusion (DEI) are more than just words for us. They’re the hard-and-fast principles guiding how we build our teams, cultivate leaders and create a company that’s the right fit for every person inside of it. Our values and culture underpin our commitment to putting our people first.; ; At Idox we foster both a top-down and grassroots approach where we strive to create workplaces that reflect the communities we serve, and where everyone feels empowered to bring their full, authentic self to work.; ; Our guidance to our employees and suppliers concerned with recruitment, training, promotion and service delivery is outlined in our Equality and Diversity Policy which covers our responsibilities under the Equalities Act and how we deliver them. We are happy to provide a full copy of the policy upon request.; ; Idox has established clear goals to get to a gender balanced workforce by 2027. In order to tackle the issue of under representation in leadership, Idox is particularly focused on increasing the proportion of women in the people-leader tiers of the business to both correlate with the gender ratio of the company in general and to support the overall reduction of the gender pay gap specifically. ; ; Our policies and initiatives that support Diversity, Equality and Inclusion include: Flexible working policy; Family friendly policies; Idox Elevate - a programme sponsored by Idox plc board members, committed to championing a truly inclusive culture; Pay Gap reporting - We publish our gender pay gap report annually on our website; Fair Pay - Idox is an accredited Living Wage Employer.

Pricing

• Price: £6,915 a unit
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: If required a free trial of the software is available. We will set up a live environment for customers to configure and use. It is recommended as part of the trial that some training is undertaken prior to using the system.
• Link to free trial: This is created on a per customer basis.

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

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