ra Information Systems

CLARITY CORE - Workspace and Customer Management System

A powerful solution to streamline the management of combined office spaces, laboratory units and workshop premises, automate operational processes and optimise communications with existing and potential customers. Used by laboratory, workshop and office space providers, science, research and innovation-led companies, flexible and managed workspace providers and event venues. https://ra-is.co.uk/clarity-core-workspace-management-system/

Features

• OCCUPANCY AND CONTRACT MANAGEMENT
• SALES PIPELINE MANAGEMENT
• MEETING, CONFERENCE AND EVENT SUPPORT
• CUSTOMER INTERACTION MANAGEMENT
• AUTOMATED INVOICE GENERATION
• FACILITY MAINTENANCE, REPAIRS AND TESTING
• VISITOR MANAGEMENT AND DIGITAL SIGN IN
• PARCEL MANAGEMENT
• EXTERNAL BOOKINGS & PAYMENT PORTAL
• DIGITAL BOOKING AND SIGNAGE

Benefits

• EMPOWERED LEAD MANAGEMENT
• MAXIMISED USE OF WORKSPACE
• INCREASED WORK EFFICIENCY
• ENHANCED COLLABORATION
• OPTIMISED RECORD KEEPING
• ACCURATE INVOICING AND REPORTING
• IMPROVED CUSTOMER EXPERIENCE
• REDUCED COST OF HANDLING PARCEL DELIVERIES
• FASTER VISITOR SIGN-IN PROCESS & ENHANCED TRACEABILITY

£80 to £175 a user a month

• Education pricing 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 marketing@ra-is.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

920873169592743

Contact

Zhanna Heenan
0330 223 11 99
marketing@ra-is.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Public cloud
  • Private cloud
  • Hybrid cloud
• Service constraints: No
• System requirements:
  • Client OS: Windows 10 1809 or newer
  • Client OS: MAC OS 10.12 or newer

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Our dedicated support team are always on hand to receive requests either made by call or email. Using our support ticketing system, they are experts in prioritising, diagnosing and resolving all submitted requests in a timely manner. Our team will answer your support call within 2 minutes. Each issue will be resolved by phone or remote-control software whenever possible.
• 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: Support levels are negotiated on customer by customer basis.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: CLARITY CORE is housed on our dedicated hosted servers and you will be provided with your own systems area within these servers. With the aid of CLARITY information templates, we can configure and implement your system simply and quickly. Data migration can also be achieved via our custom-built data migration tool which allows pre-existing data to be acquired from any accessible data source e.g. Excel spreadsheet, Access database, SQL database etc. User-definable elements of the system will be set up during implementation. Training is delivered through remote one-to-one sessions, or for multiple participants, on-premise sessions can be arranged.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Users are able to contact our support desk and we will work through extracting their data with them. A package can be provided on request.
• End-of-contract process: The termination of the Contract shall result in an immediate termination of the Customer’s access to the Service, although such termination shall not relieve the Customer of the obligation to pay any fees accrued or payable to RA-IS for Services provided prior to the effective date of such termination. ; ; Upon the required notice of termination, the customer is able to access and retrieve their data via various reports exportable to Microsoft Excel, RA can provide a data extraction package if requested as a paid service. ; ; RA-IS reserves the right to withhold, remove and/or discard the Customer Data without notice upon any uncured material breach by the Customer. In addition, upon termination of the Contract by RA-IS, the Customer’s right to access or use the Customer Data immediately ceases, and RA-IS shall have no obligation to maintain any of the Customer Data stored in the Customer’s accounts or to forward any of the Customer Data to the Customer or any third party.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: Yes
• Compatible operating systems:
  • Android
  • Windows
  • Other
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The Core system works on desktop service, while Clarity Parcels and Clarity Visitors add-on modules are compatible with Android devices.
• Service interface: No
• User support accessibility: WCAG 2.1 AA or EN 301 549
• API: No
• Customisation available: Yes
• Description of customisation: The entire CLARITY CORE suite is set up to the requirements of the individual site and its various departments. Everything is custom tailored, from embedding your company brand and customising bespoke layouts, dashboards, reports through to documentation.; Different levels of data access and editing permission can be set according to the user’s role.

Scaling

• Independence of resources: We monitor the number of connections and demand on resource, and ensure that the resources available always significantly exceed any anticipated peak demand.

Analytics

• Service usage metrics: Yes
• Metrics types: The service metrics can be provided on request or accessed by the user. This can include user auditing and system usage analytics across all modules.
• 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: None

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: 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: Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Explicit overwriting of storage before reallocation
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: Data can be sorted in ascending and descending order and filters can be applied. Reports can be exported into Microsoft and other suites and can be used with other applications.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • PDF
  • MS Excel, Word
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Excel spreadsheet
  • Access database
  • SQL database

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

• Guaranteed availability: 99.95% availability commitment with service credits where not achieved
• Approach to resilience: Available on request
• Outage reporting: Email alerts

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Different levels of data access and editing permission can be set according to the user’s role. Everything is custom tailored, from embedding your company brand and customising bespoke layouts, dashboards, reports through to documentation.
• Access restriction testing frequency: At least once a year
• Management access authentication: Username or password

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: 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: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: Other
• Other security governance standards: Cyber Essentials Plus
• Information security policies and processes: RA's own security policies and processes are followed which are based on ISO 27001 principles and best practice.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: ITIL Principles are followed to manage the deployment of services and the ongoing maintenance of the RA platform. ITIL change mangament methods are employed to ensure stable service delivery.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Potential threats are identified by monitoring industry-standard sources for details of known vulnerabilities and emerging threats. Software patching routinely performed on a monthly schedule with patching for imminent threats being carried out as soon as production constraints allow.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Security information and event management tools are deployed on the platform to alert the support function to attacks being perpetrated and to allow preventive action to be taken such as blocking attackers at the IP level. Monitoring is 24x7 with engineers responding in normal working hours to identified, propiorities threats.
• Incident management type: Supplier-defined controls
• Incident management approach: ITIL and ISO 27001 principles are followed in reporting of responding to incidents.

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
  • Equal opportunity

  Fighting climate change

  Our partner ASK4 Ltd’s operated tier 2 data centre has made the switch to 100% renewable energy to dramatically reduce its carbon footprint. The ASK4’s move to zero carbon is in line with our sustainability strategy going forward. By switching this benefits the climate and meets our clients demand for a day-to-day commitment to sustainability.

  Covid-19 recovery

  We support organisations and businesses, including improving of workplace conditions that support the COVID-19 recovery effort including effective social distancing and remote working solutions.; Having seen our customers face challenges managing employee and visitor access within the multi-tenanted and multi sited facilities, which became more complex by the coronavirus outbreak, we developed new touch-free access features to our CLARITY VISITOR sign-in solution to assist with security and minimise contact at check-in.; The newly enhanced CLARITY VISITOR includes a range of essential features: visit pre-registration, authorisation and QR code generation and touch-free access, with recording and tracking of visitors, staff and contractors for multi-use premises.; • Pre-registration portal allows businesses within a larger venue to create visitor bookings and self-manage appointments of those attending a visit and when.; • The process allows authorisation of the visit, permitting users to upload/link documents to the visitor details at the point of authorisation e.g. Covid 19 health questionnaires (can be mandatory if required).; • Visitor e-Ticket Notification, once a visit has been authorised, a confirmation email is sent directly to the visitor, including a summary of the visit and a personal e-Ticket with a secure one-time QR code for touch-free sign-in at any visitor sign-in screen in the premise.; • Contactless Sign-In with a QR code scan, upon arrival the visitor should present their e-Ticket (QR code) to the screens front facing camera. Once the QR code has been read successfully the visitors arrival will be complete and the organiser of the visit will be immediately notified.; ; The solution has enormous potential, along with providing secure check-in processes for visitors and staff alike, the system assists workspace operators and their customers giving them a centralised and standardised procedure across campuses and locations.

  Equal opportunity

  Our procedures in the workplace ensure that all workers are treated appropriately and fairly and that, all things being equal, no candidate is treated unfairly because of their age, gender, race, sexuality or any other protected characteristic.

Pricing

• Price: £80 to £175 a user a month
• Discount for educational organisations: Yes
• 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 marketing@ra-is.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.