FREEWAY FLEET SYSTEMS LIMITED

Fleet/Asset Management Software

By dealing with all aspects of fleet and/or workshop management in one place, and by seamlessly integrating with other common transport systems in a coordinated approach, Freeway makes the management of a complex operation much simpler, bringing together asset management fleet maintenance and workshop management.

Features

• Designed specifically for the transport sector
• Flexible and modular system
• Strong integration capability with other transport/business systems
• An all-in-one system
• Data capture via tablets
• Full reporting and analytics suite for live or retrospective data
• Fully customisable and highly configurable
• Management of workshop-related operations, planning, scheduling
• Complete management of fleet/asset register

Benefits

• Can confidently manage the intricacies of the transport sector
• Modular system scalable to suit transport operators of all sizes
• Facilitates single point of entry/seamless data exchange between departments/other systems
• Manage works orders, scheduling, resources and assets within one system
• End-to-end process is digital meaning all paper-based activities are redundant
• Full visibility, traceability, cost control, across fleet & workshop operations
• Handles individual business processes, terminologies, organisational structures and asset registers
• Comprehensive allocation/management of defects & planned maintenance to in-house/external workshops
• Robust audit trail of service history, maintenance details, location history+more

£12 a unit a month

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

Framework

G-Cloud 14

Service ID

954819221099422

Contact

Matt Reeve
07813019475
matt@freewayfleet.com

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: Freeway has integrations with operations systems, accounts systems, defect capture systems, fuel systems, tracking/telematics, ticketing systems and document management systems.; ; Freeway has a complementary Stores Management System which seamlessly integrates with this System to provide comprehensive management from works orders and scheduling to resources, assets and inventory.
• Cloud deployment model: Private cloud
• Service constraints: In order to optimise functionality such as multi-lingual presentation, we recommend the use of latest version of Chrome.
• System requirements:
  • IOS / Android access
  • Browser access (ideally Chrome)
  • Internet access

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Freeway shall ensure that support is available during Normal Working Hours to provide assistance to customers in remedying defects in the supported software.; ; Severity 1 - response 1 hour; Severity 2 - 2 hours; Severity 3 - 4 hours; Severity 4 - 9 hours; ; For Severity 1 defects, Freeway will take all reasonable steps to continue to work on the resolution regardless of Normal Working Hours.; ; Normal Working Hours are 09:00-17:00 GMT Mon-Fri, except English Bank Holidays.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 AA or EN 301 549
• 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: Freeway employs a team of customer support representatives, software developers and a team of infrastructure/security/cloud support engineers who make up the maintenance and support team. ; ; As well as providing customer support and software development, these teams assist the implementation team with the technical aspects of installation and troubleshoot any technical issues.; ; Freeway's customer support team is available as per the service level agreement (included within our Terms & Conditions attached). ; ; In addition to the support team, customers will each have a dedicated Account Manager who will take a proactive role in supporting the customer throughout system set up/configuration, implementation, training, go-live, hypercare and onward support.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: A training needs analysis will be carried out as part of the implementation process and individualised training plans per user developed via specific curricula guides to ensure that all material is covered per ‘role’ that is trained. These guide our bespoke in-person training sessions delivered by our Training team. ; ; Comprehensive training documentation is available online, covering every aspect of the software. This documentation is continually updated as new developments in the software are rolled out. Users will be given instruction on how to access online training materials as part of their training and will be given guidance on what they should do if they require support. ; ; A variety of training materials are available: ; ; 1) Online help including text based step-by-step instructions with screenshots from the system and video tutorials. ; ; 2) A suite of e-learning tutorials and assessments - extensive training videos are available in relation to many of the common functional and business process questions that are fielded by our help desk. ; ; 3) Training Academy - an online training academy which packages training per subject area along with an online quiz and certification per subject. ; ; Users will have the opportunity to practice in a test system environment.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats: Video
• End-of-contract data extraction: Data input into Freeway can be extracted in the form of excel (CSV) file via our reporting functionality so most data could be extracted in this way at the end of the contract.
• End-of-contract process: Following notification to end the contract an exit plan will be agreed, including data extraction arrangements.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Chrome
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: 'Core' (desktop) Freeway usage is typically required by system administrators for two purposes: setting up and configuring (e.g. new assets, new users, new report settings, changing user permissions) and for in depth reporting/analysis purposes. ; ; WebApps provide all required functionality for those operating from a mobile device, typically drivers carrying out first-use checks and mechanics/engineers for:; - Completing vehicle inspection sheets; recording defect repairs (labour and parts); - Viewing: asset details/locations/movements, vehicle/fleet fitness, available/unavailable staff, quotes/proformas/invoices, warranty claim statuses
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: Mobile WebApp and browser based desktop application
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: Testing is continually carried out via user feedback.
• API: Yes
• What users can and can't do using the API: Freeway seamlessly integrates with a variety of complementary systems, including accounting packages, fuel monitoring systems, CAN bus systems, operations solutions, and tracking/telematics solutions. For systems that support API integrations, these can be directly leveraged or managed through workflow automation tools. In cases where legacy third-party applications lack API support, Freeway's expertise with alternative integration technologies can provide effective integration solutions.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Freeway is fully customisable to each customers’ unique business processes.; ; Configuration/set up includes: ; ; - Required modules; - Menu items ; - Field names ; - Field response types ; - Drop-down lists populated ; - Mandatory field set up ; - User set up ; - Form creation ; ; All asset type/sub-type/asset detail fields and all digital forms (e.g. inspection sheets) have fully customisable field response types including: ; ; - Numeric ; - Text ; - Combination text/numeric; - Date ; - Drop-down list ; - Yes/No - can be configured to trigger defect recording (i.e. broken/hazard identified) if ‘no’ selected. ; - Pass/Fail – A ‘fail’ can trigger an action such as creating a defect ; - Range questions including automation of defect creation when records are ‘out of range’. ; ; There are 100+ blank custom fields available for configuration. ; ; Terminologies are customisable, e.g. locations could be depot/site/station/workshop/garage and an inspection could be called driver’s first use check/walkaround check/fitness check. ; ; Forms (i.e. inspection/service sheets) can be bespoke-designed to suit - all questions, guidance notes, etc.; ; Our customer support team will fully customise the system to the required specification during implementation. After go-live, your system administrators will have autonomy to create/amend forms, fields, field names, drop-down lists, and manage users/user roles/user security permissions.

Scaling

• Independence of resources: The backend systems are deployed on a server instance customised to meet the anticipated usage requirements of the customer. This server is equipped with sufficient capacity to manage high usage loads and can be scaled up to allocate additional resources as needed, accommodating increases in demand and scope expansions. Furthermore, each user interacts with the frontend through a dedicated virtual machine, ensuring they have exclusive resources for their session.

Analytics

• Service usage metrics: Yes
• Metrics types: We can work with clients to provide required KPIs. Typically, this consists of:; - Volume of open and closed support tickets; - Performance against service level agreement; - System availability
• Reporting types:
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Staff screening not performed
• Government security clearance: Up to Developed Vetting (DV)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
• User control over data storage and processing locations: Yes
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest: Other
• Other data at rest protection approach: Physical access control falls within the hands of AWS as part of their shared responsibility model. More can be read about this here: https://aws.amazon.com/compliance/data-center/controls/ . In our AWS account, encryption is mandatorily enforced across all storage media, utilizing encryption keys for security. Additionally, we employ continuous scanning and alerting tools to notify administrative users of any unencrypted resources, ensuring compliance and enhancing security.
• 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: There are many ways data can be accessed either in a templated/reusable format or for adhoc reporting: ; ; 1) Crystal Reports - The system has a suite of hundreds of pre-defined reports available to run. These are ‘open-source’ .; 2) Analytics tool - effectively a set of live data pivot tables that are pre-configured to allow users to slice and dice data for export.; 3) Grid screen export - Most information is displayed in Excel like “grid screens” which can be filtered to show required information and can be exported.; 4) Data streams can also be provisioned to BI reporting tools.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • XML
  • Text
  • PDF
  • HTML
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Other
• Other protection between networks: User access is provisioned through log-in to Amazon AppStream client, which is hosted within Freeway's AWS infrastructure. Amazon AppStream utilises NICE DCV technology to ensure secure transmission, protecting both pixel data and end-user inputs with end-to-end AES-256 encryption. Application streaming and user input are transmitted through secure streaming gateway on AWS via HTTPS. The streaming instances themselves are not directly accessible from the internet, ensuring that users can only access their applications via the streaming gateway following authentication. Additionally, a SAML federated trust can be established between the customer's Identity Provider and Freeway's AWS account, securing access to AppStream client.
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Other
• Other protection within supplier network: Data in transit is protected by AWS Virtual Private Cloud security group rules and Cisco Multicloud Defense governance. Ingress and egress rules are setup as per well-architected guidelines with inter-VPC route tables and peering connections allowing only whitelisted traffic. Both accepted and rejected inbound connections are also captured on VPC flow log tables for in depth investigation and monitoring.

Availability and resilience

• Guaranteed availability: Freeway guarantees 99.5% availability excluding any planned maintenance events ie. Service/OS patching. Freeway reserves the right to carry out scheduled/planned maintenance on Sunday mornings between 01:00 and 03:00. This slot can be rescheduled as part of contract negotiations. Customers receive a pro-rated refund for unscheduled actual downtime that falls below the guaranteed availability level.
• Approach to resilience: Answer upon request: AWS physically separates its data centres within a region into different availability zones (AZs). These AZs are all at least 50kms from one another allowing service resiliency in the event of any disasters that would impede the functioning of the data centres. Services are spread out to at least two of the three available AZs allowing redundancy and resiliency as an affected AZ is worked on to be brought back online by AWS.
• Outage reporting: Email alerts and mobile notifications are configured to automatically notify the internal Cloud & Infrastructure team in the event of any service outages. This team is well-prepared to quickly investigate and either resolve or escalate the issue as necessary.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: The Amazon AppStream 2.0 client software, which facilitates access to the Freeway application, provides uniform entry-level access for all users. A SAML federated trust is established with the customer's Identity Provider (IdP), enabling the customer's IdP administrators to manage access to the AppStream application. Within Freeway, access is regulated by a designated super-user and our administrative support agents, ensuring secure and controlled user management.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

• Access to user activity audit information: You control when users can access audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Alcumus ISOQAR Ltd
• ISO/IEC 27001 accreditation date: 14/03/2022
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2007 certification: No
• CSA STAR certification: Yes
• CSA STAR accreditation date: 14/02/2022
• CSA STAR certification level: Level 1: CSA STAR Self-Assessment
• What the CSA STAR doesn’t cover: N/A
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: No
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Freeway Fleet Systems is UKAS accredited with ISO 9001 and 27001. We are committed to continuous improvement and have established a Management System which provides a framework for measuring and improving our performance.; ; We have the following systems and procedures in place to support us in our aims:; •regular gathering and monitoring data; •an incident reporting procedure; •training and development for our employees; •regular audit of our processes; •measurable quality objectives; •management reviews of audit results and incidents; ; Our procedures are reviewed regularly and are held in a Management System Manual.; ; The security policy ensures that:; •Information will be protected against any unauthorised access; •Confidentiality of information will be assured; •Integrity of information will be maintained; •Availability of information for business processes will be maintained; •Legislative and regulatory requirements will be met; •Business continuity plans will be developed, maintained and tested; •Information security training will be available for all employees; •All actual or suspected information security breaches will be reported to the Head of Infrastructure and will be thoroughly investigated.; •Procedures exist to support the policy, including virus control measures, passwords and continuity plans.; •Business requirements for availability of information and systems will be met.

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: Processes will undergo changes, typically when:; ; •Improvement opportunities have been identified.; •Nonconformities within a process are identified.; •Conditions in the industry change.; •New processes are added.; •Customer requirements change.; •Another reason determined by management; ; The process must be changed in a controlled manner including the following steps:; ; •The request for change is documented, typically in a Corrective Action Request, and the justification recorded. ; •The change is reviewed by management prior to implementation.; •The appropriate Process Definition is updated. ; •The follow-up of the Corrective Action Request the change has had the intended effect.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Freeway adheres to ISO27001 and Cyber Essentials standards, ensuring robust security practices. We conduct regular vulnerability scans on all instances using Amazon Inspector, which reports vulnerabilities based on the CVSS scale. Critical vulnerabilities are addressed within a maximum of seven days, while high to medium vulnerabilities are patched within 14 days. Additionally, we employ BitDefender for antivirus and anti-malware protection on all endpoints and servers, continuously scanning and monitoring for threats. Key team members are promptly alerted to any detected threats for immediate investigation and resolution.
• Protective monitoring type: Undisclosed
• Protective monitoring approach: Freeway utilises Cisco Multicloud Defense to identify and prevent potential security breaches. We have implemented robust intrusion detection and prevention rules aligned with our well-architected standards. The system automatically alerts key staff members when any policy breaches are detected, enabling rapid response and immediate action to mitigate incidents as they occur.
• 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: Incident Management follows these five steps: Detect, Respond, Recover, Learn and Improve. ; ; We have systems that alert us before customers are aware. A customer can report by phone or electronically. The severity of the incident is assessed:; ; 1.very high impact; 2.significant impact; 3.low impact; ; Communication is maintained to all affected parties throughout.; Response is led by the Incident Manager, empowered to escalate and use all resources appropriate.; ; A detailed time log of events is maintained throughout the incident. Time to detect and time to recover KPI’s are reported.; ; Post resolution a review is performed for continual improvement.

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

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  We are committed to:; ; - Identifying aspects of the business which can have a detrimental effect on the environment ; - Minimising waste and ensuring operations are as efficient as possible; - Utilising digital channels for communications, including team/customer meetings/demonstrations; - Minimising paper waste by carrying out all accounting digitally and having a zero print policy; - Promoting recycling across the company.; ; We will engage with a Carbon Calculation Tool to find a baseline to implement improvements. ; ; Our choice of Amazon Workspace (AWS) for hosting offers a number of environmental benefits. AWS has a long-term commitment to using 100% renewable energy. ; ; Our solution assists customers with reducing their environmental impact because it digitises all fleet processes and procedures. We help mitigate the environmental impact of customer vehicle fleets by optimising fuel/oil management, using smart procurement designed to minimise stock holdings and allowing improved paperless workshop cost control procedures. Existing customers save massive amounts of paper by moving paper-based activities to digitally processing and realise cost savings due to reduced admin time and reduced non-productive time of skilled workers due to eliminating paper-based processes.

  Covid-19 recovery

  Our development teams include multiple staff with shared skillsets for each area to minimise risk in relation to any one staff member. Development is also split into various separate offices to reduce risk in any one location.; ; Based on the nature of our business being software and primarily cloud-based, the opportunity for remote working is naturally maximised meaning that a large percentage of our staff could work from home during COVID and can continue to do so if desired.; The COVID-19 pandemic allowed us to test our business continuity plan in a real-life scenario. During the pandemic, including local/national ‘lockdowns’ Freeway continued to provide service continuity for all customers. This included existing contracts and those that were in the process of being implemented. For example, we had just started a system implementation for a customer in Ireland in March 2020 just as the first lockdown was brought in to force. The implementation was a combination of remote and onsite, socially-distanced training, supported by our online training resources. This customer was able to fully and successfully adopt the system without undue interruption/delays.; ; Another practical move that was made due to the challenges of COVID-19 was the development of 100+ online training tutorial videos. These videos are in addition to other forms of training documentation that previously existed.; ; Whilst it is always preferable to carry out meetings and training face-to-face, it does not present a problem to carry it out entirely remotely if this is preferred by the customer.; ; All stages in the Freeway implementation process can, if required, be done remotely, including:; - Introductory pre-implementation planning ; - Installation, configuration, set-up, data migration; - Training; - Post training assistance ; - Support

  Equal opportunity

  Elements of our Equality Policy pertaining to your outcomes include: ; ; - Not unlawfully discriminating against age, disability, gender reassignment, marriage/civil partnership, pregnancy/maternity, race, religion/belief, sex & sexual orientation; ; - Opposing and avoiding all forms of unlawful discrimination including pay & benefits, terms & conditions, dealing with grievances & discipline, dismissal, redundancy, parental leave, flexible working requests, selection for employment/promotion/training or other opportunities.; ; - Encouraging equality & diversity in the workplace; ; - Ensuring decisions concerning staff are merit based. ; ; At Freeway, a collaborative approach between staff and management has always been promoted. Employees are given a say in how they think problems can be rectified and how the business is run. ; ; Practices are in place to support our employees with caring responsibilities, including part-time/working from home/flexible/compressed hours. We aim to support our employees to achieve a work-life balance and accommodate their responsibilities/interests outside of work. ; ; All employees have contracts of employment detailing expected and guaranteed hours of work/patterns. When required, overtime is shared evenly (although staff are free to agree amongst themselves).; ; Workforce learning & development is integrated in the organisations strategic planning to help and encourage staff to develop to their full potential. Workers and management jointly identify development needs and priorities. Formal and informal learning is offered across the workforce, relating to their particular role and wider development. Staff are supported to keep their qualifications up-to-date.

  Wellbeing

  The nature of our business activities means that staff are working at screens for long periods of time. As such, we have analysed and risk assessed all staff workstations to ensure that they are comfortable. Screen users are also encouraged to plan their work so there are breaks or changes of activity. Freeway has recently invested in new facilities across some of its locations to upgrade employee working environments. ; ; Mental Health monitoring is included in our Health & Safety Policy and we are aware of the potential implications associated with home working. With this in mind, our daily “Scrum” meetings give the team the opportunity to keep in regular contact with colleagues, ensuring that those working remotely do not feel isolated. Formal and informal arrangements and regular one-to-one meetings are in place with management to address any concerns, discuss ideas, etc. ; ; We understand that there is more to life than working and aim to support our employees to achieve a work-life balance. We have a great deal of trust in our employees and feel that giving greater autonomy over working hours builds loyalty and welfare and as such we offer flexible with working hours/part-time working/working from home/compressed hours. ; ; One of the clearest social value benefits of Freeway to communities is the reduced environmental impact which would have an effect at a local level which in turn feeds into the national and global push for businesses to reduce their environmental impact. The system collates data and provides reports which help to guide its operators on how to minimise the environmental impact of its fleet/processes.

Pricing

• Price: £12 a unit a month
• Discount for educational organisations: No
• 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 matt@freewayfleet.com. Tell them what format you need. It will help if you say what assistive technology you use.