TABS FM LIMITED

Tabs CMMS / CAFM Facilities Management and Asset Maintenance Software

UK-based provider of CAFM and CMMS software supporting asset management, maintenance and facilities management. The platform enables organisations to manage planned and reactive maintenance, asset tracking, NHS Cleaning audits, property compliance and more through configurable solutions, complete with open-APIs, SFG20 integration, dashboards, off-line capable mobile apps.

Features

• Centralise: Single solution to manage facilities and assets
• Scalable: Over 40 integrated modules available
• Categories: Modules for Maintenance, Resources, Health & Safety and Finance
• Reporting: Business intelligence reports and dashboards included as standard
• Mobile: Native mobile apps for field engineers (offline mode supported)
• Control: Configure and control your own system
• Intelligence: Includes tools for SLA/KPI, Lifecycle and P/L management
• Workflow: Configurable workflow to streamline data processing
• Integration: AD/ADFS, Sage, SFG20, Outlook, CAD, XML data transfers, Open-API
• Documentation: Safely store critical compliance, certification and other documents

Benefits

• Offers a great return on investment
• Provides access to business-critical information
• All information safely and securely backed up in the cloud
• Quick to deploy and upload data
• Thoughtfully designed and easy-to-use user interfaces
• Controlled user access provided to add/edit/adjust data
• Adjustable workflow configuration
• Optimise resources and spaces
• Utilises mobile responsive technology
• Full project management, data support, configuration and training provided

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

Framework

G-Cloud 15

Service ID

789553522663995

Contact

Rob Whalley
0844 556 0488
sales@tabsfm.com

About the service

• Service categories:
  • Applications
    • Enterprise resource management
      • Asset life-cycle management
        • Asset life-cycle management
• Multi cloud support: Yes

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: No
• System requirements:
  • Suitable broadband connectivity (10MB ADSL up to 10 Users)
  • Android 8.0 or higher (API Level 26 and up)
  • IOS 11.0 or Higher

User support

• Email or online ticketing support: Yes
• Support response times: Responses times maybe different at weekends.
• 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
• Support levels: Support calls are recorded, tracked and graded through internal systems and agreed SLA. Typically:; ; P1 (Complete System Failure) - Initial response within 30 minutes, Customer updated every 4 hours.; P2 (System Critically Impaired) - Response time within 45 minutes, Customer updated daily; P3 (Inconvenience) - Initial response time within 1 hour, Customer updated weekly; P4 (General Query) - Initial response time within 8 hours, Customer updated monthly
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Project Management, Installation, Data Migration/Upload, Workflow Configuration, Testing and End User Training Services are provided with every implementation
• Service documentation: Yes
• Documentation formats: PDF
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Via email or accessible via Customer portal
• End-of-contract data extraction: Tools are provided within the CAFM solution to extract data at any point in to PDF or MS Excel.; ; A copy of the raw data can be provided.; ; Tabs FM can offer consultancy services to extract data into formats suitable for the user
• End-of-contract process: Upon contract termination, the services will no longer be accessible by user.; ; In addition to the standard data extract tools, the user will be offered additional/customised extract services.; ; Any data held within the cloud services will be destroyed.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Specific mobile app for mobile workforce
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: Call and Send data for jobs, responses, orders, stock, contractors etc.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Flexible configuration through system settings, development for system adjustments (reports, new features etc)

Scaling

• Independence of resources: Tabs FM have the ability to power up additional servers to balance the load from users.; ; Also, if required, dedicated servers can be provisioned and load-balanced

Analytics

• Service usage metrics: No

Supplier type

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Security Clearance (SC)

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: At least every 6 months
• Penetration testing approach: In-house
• Protecting data at rest: Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type:
  • Data Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: Tools are provided within the solution to extract data into Excel format. All reports can be also be exported on demand to PDF or Excel documents. SQL replication services can also be provided to offer local copies (often in real-time) of the data to be sent to the user.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • API Json
  • Excel
  • PDF
• Data import formats:
  • CSV
  • Other
• Other data import formats: Json

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Other
• Other protection between networks: Access to our systems can be locked down to IP addresses preventing unauthorised access
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Other
• Other protection within supplier network: Access to our systems can be locked down to IP addresses preventing unauthorised access

Availability and resilience

• Guaranteed availability: 99.9% uptime - service credits available
• Approach to resilience: All servers are backed up daily and are available at both datacenters; Databases are backup every 15 mins; client uploaded files backed up 3 times daily (adjustable)
• Outage reporting: Email Alert

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Different roles can be applied to user to control access and rights
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

• Access to user activity audit information: No audit information available
• Access to supplier activity audit information: No audit information available
• How long system logs are stored for: Between 6 months and 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Software Security Code of Practice: No
• Security governance certified: Yes
• Security governance standards: Other
• Other security governance standards: Cyber Essentials
• Information security policies and processes: We have internal procedures to ensure security and processes are followed

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Configuration changes that we make are tracked within our own system; updates to core system are pre tested before deployment
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Pentesting 6 monthly; Patches deployed at least weekly; Threat management monitored and tracked through Action 1 and Microsoft Security
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Event logs monitored ; any potential issues client is notified and jobs raised within our own system to investigate and act.; we respond to issue as soon as found
• Incident management type: Supplier-defined controls
• Post-quantum cryptography secure: No
• Incident management approach: We have defined process for incidents; Users can report incidents by phone, email or our client portal; report of incidents once resolved supplied to client

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Access to a trial environment. Access to a sample environment using customer test data for 'Proof of concept' testing

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 10%
• Between £500,001 and £1,000,000: 20%
• Between £1,000,001 and £2,500,000: 20%
• Between £2,500,001 and £5,000,000: 20%
• Over £5,000,001: 20%

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber Essentials Certificate Number: 21b58e90-9b03-4550-8433-7fc4aee146bd
• Cyber essentials plus: No
• Cyber Essentials Alternative: In relation to the services you do not have a current and valid Cyber Essentials Plus certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials Plus certificate by one of the government approved accreditation bodies within 12 months of the date of award.
• Other security certifications: Yes
• Any other security certifications: Data Protection Registration Certificate

Social value

• Mission: Kick start economic growth:

  To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

  Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

  • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
  • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
  • Plans to engage the contract workforce in deciding the most important workplace issues to address
  • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
  • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
  • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
  • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
  • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
  • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
  • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
  • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
  • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
  • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
  • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications

  Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

  • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
  • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
  • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering

  Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

  • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
  • Activities to identify opportunities to open up sub-contracts under the prime contract to a diverse range of businesses, including new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
  • Plans for engaging a diverse range of businesses in engagement activities prior to appointing subcontractors (including activities prior to award of the main contract and during the contract term)
  • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
  • Advertising of supply chain opportunities openly and to ensure they are accessible to a diverse range of businesses, including advertising all subcontracting opportunities on Contracts Finder
  • Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees
  • Structuring of the supply chain selection process to ensure fairness (e.g. anti-corruption) and encourages participation by a diverse range of businesses, including with regard to new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutual
  • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
  • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
• Mission: Break down barriers to opportunity:

  By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

  Policy Outcome 6: Employment and training: For those who face barriers to employment

  • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
  • Creation of employment opportunities particularly for those who face barriers to employment, such as prison leavers, care leavers and/or who are located in deprived areas, and for people in industries with known skills shortages or in high growth sectors
  • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
  • Collection of the views and expertise of disabled people and their representative organisations on successfully supporting disabled employees or applicants
  • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
  • Introducing transparency to pay and reward processes
  • Working conditions which promote an inclusive working environment and promote retention and progression
  • Other measures to provide equality of opportunity for disabled people and those with health conditions into employment, including becoming a Disability Confident employer and inclusion of supported businesses in the contract supply chain
  • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
  • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

  • Understanding of the issues affecting the development of new skills by target cohort
  • Understanding of issues relating to entering the contract workforce
• Mission: Build an NHS fit for the future:

  That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

  Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

  • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
  • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
  • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition
  • Actions to invest in the physical and mental health and wellbeing of the contract workforce

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