ACCESS UK LTD

Housing Management System

adam’s digital platform facilitates the procurement and ongoing management of temporary and Private Let accommodation. We streamline the commissioning process, including; provider registration, commissioning, payments, contract management, compliance, and reporting. This enables you to source the most appropriate dwellings for tenants.

Features

• Open API capabilities
• Intuitive, user friendly design
• End-to-end commissioning platform
• Procurement and contracting
• Compliance management including automated documentation expiry alerts
• Viewing real-time property availability
• Bookings management
• Electronic invoicing and payments
• Contract management
• Fully transparent and auditable system

Benefits

• Engage with suppliers from registration through to payment (single system)
• Source the best available package and most appropriate properties
• Deliver FTE savings through automated invoicing processes
• Automate and improve compliance monitoring
• Ensure that bookings are made based on valid documentation/information
• Easily create, schedule and share custom reports
• Track open queries and repairs
• Receive support with supplier onboarding (market engagement services)
• Regain control of spiralling costs
• Standardise contracts and drive financial savings

£30,000 to £70,000 a licence a year

• Free trial available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

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

Framework

G-Cloud 13

Service ID

966033623361427

Contact

Access Bids
07718562950
Servelec.healthcarebids@theaccessgroup.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: Adam confirms that modern browsers should be used to maximise system functionality. ; ; Scheduled updates occur every six weeks and emergency overnight patches occur on an adhoc basis, where required. You will be notified of these in advance via the login page.
• System requirements: None (web-based solution)

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Adam confirms that the support team is available via phone, email and webchat for all customer and provider queries between 08:30 and 17:00, Monday-Friday (excluding Bank Holidays).; ; We are committed to responding to our customers within the following timeframes.; -Phone - 90% of telephone calls to be answered within 30 seconds; -Live Chat - 90% of live chats to be answered within 5 minutes; -Email - 90% of emails to be responded to within 48 hours
• 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: Web chat
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.1 A
• Web chat accessibility testing: Adam confirms that standard usability testing is completed.
• Onsite support: Onsite support
• Support levels: Adam confirms that a comprehensive suite of professional services are included as part of your contract. These are flexible to suit your needs/preferences. Support includes:; ; 1) We start by delivering a fully managed implementation process, designed to give you real, tangible benefits from day one. This process has been tried and tested with over 60 customers. As soon as commitment to implement our solution is received, we appoint a project team. This is led by a dedicated project manager who will coordinate a team of experts to manage the implementation. ; ; 2) Following the implementation of adam, a nominated account manager ensures that your solution is delivered; in accordance with the agreed service levels. This includes managing formal monthly review meetings, operational plans, monthly management information (KPIs and contractual SLAs), solution development and agreed governance procedures.; ; 3) Our support team is available to answer all customer and service provider users queries 08:30-17:00 Monday to Friday (excluding Bank Holidays) via the query system built into the solution, telephone, or live chat. ; ; 4) We hold in-depth and objective monthly, quarterly or annual operational reviews with customers, attended by key stakeholders from adam and yourselves.; ; For further details please see the service definition.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Adam confirms that its onboarding support starts with delivering a fully managed implementation process, designed to give you real, tangible benefits from day one. Our process has been tried and tested with over 60 customers.; ; As part the process, we develop a detailed project plan covering; all aspects of the implementation including full user training. This is created by the project manager; who includes details of the workstreams, and activities needed to meet; the agreed go live date.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • ODF
  • PDF
• End-of-contract data extraction: Adam confirms that it would work with you to ensure all required data is extracted and exported to a useable data format. There is an additional cost for this which would be calculated based on the size and scope of your data extraction requirements. You would be notified you in advance of additional costs that may be incurred.
• End-of-contract process: Adam confirms that the end-of-contract process is determined on a client-by-client basis, dependant upon your requirements, such as retention periods and data format. Although not usually chargeable, adam can only assess each instance once the full requirements are known, and may have to charge for some work. Please see our terms and conditions for further details.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Adam confirms that the same web based functionality can be used on your mobile.
• Service interface: No
• User support accessibility: WCAG 2.1 A
• API: Yes
• What users can and can't do using the API: Adam confirms that the platform is built with application programming interface (API’s), so that it can be integrated with other systems.
• API documentation: No
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: Adam confirms that its solution is underpinned by the comprehensive suite of professional services, which are flexible to suit your needs/preferences. Those can be refined during and after the solution implementation. For example, you have the opportunity to input into the project planning process, system configurations, solution development and ongoing service delivery. In addition, adam offers a range of chargeable extra services including project management, training, supplier engagement and system development. For further details please see the service definition document.

Scaling

• Independence of resources: Adam confirms that all its products are hosted in a dedicated virtual environment, specifically designed with security and scalability in mind including extra provision for additional web traffic. Resource usage is tracked and reviewed daily in line with demand.

Analytics

• Service usage metrics: Yes
• Metrics types: Adam confirms that it reports monthly and quarterly on the achievement of agreed measures; of success. These pre-defined targets are designed to ensure customers; receives the best possible value from the solution.
• 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 Developed Vetting (DV)

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 once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Other
• Other data at rest protection approach: Adam confirms that high standards of data security infrastructure are used including AES256 data encryption and SHA256 SSL with TLS 1.2.
• Data sanitisation process: No
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Adam confirms that it provides a comprehensive suite of reports from the system which covers most users requirements. Support is available on request. Other reports may be generated on request but may be chargeable. All list pages have an export-to-Excel feature. All SQL reports can be exported to Excel, CSV or PDF.
• Data export formats:
  • CSV
  • ODF
  • Other
• Data import formats: Other
• Other data import formats:
  • Adam doesn't allow users to import directly into the system
  • Data translation and load is handled during implementation
  • “Imports” would be handled via the standard processes

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: Adam confirms that a 99% uptime is guaranteed 24/7 from Monday to Sunday.
• Approach to resilience: Adam confirms that all adam products are hosted in a dedicated virtual environment, specifically designed with security and scalability in mind including extra provision for additional web traffic. This adheres to all tier three requirements including Rackspace servers at the compute layer and a storage area network at the storage layer, as per best practice. System data is backed up to a secondary tier three data centre in London, ensuring system effectiveness and data safety.
• Outage reporting: Adam confirms that system outages are reported to its managing director and chief technical officer immediately and notified to the senior management team. Within 15 minutes our support team will notify all users of the issue and the next steps. adam’s account management team will update our key stakeholders every 30 minutes. Once the situation is resolved all users will be notified. We review the impact on the users and follow up with anyone impacted.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Adam confirms that relevant documentation is available on request.
• Access restriction testing frequency: At least every 6 months
• Management access authentication: 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: 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: Yes
• Who accredited the ISO/IEC 27001: British Assessment Bureau
• ISO/IEC 27001 accreditation date: 12/02/2021
• What the ISO/IEC 27001 doesn’t cover: Nothing
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications:
  • Cyber Essentials
  • NHS Data Security and Protection Toolkit

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: Cyber Essentials ; IG Toolkit
• Information security policies and processes: Adam confirms that its information security policies and process are available on request.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Adam confirms that relevant documentation is available on request.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Adam confirms that relevant documentation is available on request.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Adam confirms that monitoring is in place at the infrastructure, virtual machines, and application levels and the applications are updated in line with demand.
• Incident management type: Supplier-defined controls
• Incident management approach: Adam confirms that as part of its disaster recovery plan, timed action plans are in place in line with the scenarios listed for common events. This includes constant dialogue with listed key contacts and the adoption of pre-defined measures for resolving recovery issues in a timely fashion. Relevant documentation is available on request.

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

  According to the ‘Councillor workbook: The pathway to net zero’, the top three biggest sources of carbon dioxide emissions are transport, energy supply and homes. By focusing on sustainable change as part of the service commissioning process, adam’s customers are presented with a big opportunity to be more environmentally focused as soon as they start using adam’s solutions.; ; For example, Milton Keynes Council worked with adam to develop a home-to-school transport solution which gave full visibility of the local provider market. This allowed for tactical decision making based on the individuals, while ensuring a high quality, compliant and sustainable service. ; ; Commissioning technology facilitates a better view of the marketplace, while streamlining processes to save staff time and costs. It allows councils to identify further areas for improvement, for instance, highlighting too many routes in use for home-to-school transport or discovering a special education needs (SEN) transport provider who uses electric vehicles at a cheaper cost. These elements combined can significantly reduce the impact of transport emissions quickly and efficiently.; ; This was the case for Milton Keynes Council, as the data revealed that too many routes were in operation and allowed the council to improve their service further by investing in a sustainable route planning tool.; ; Setting sustainable requirements for each provider created a higher quality marketplace for Milton Keynes, encouraging suppliers to be more eco-friendly and develop continued improvements.
• Covid-19 recovery:

  Covid-19 recovery

  Helping local communities recover from the impact of the Covid-19 pandemic is a key focus for every local authority, and more widely every area of Public Service in the UK. Implementing adam’s solutions can help create, maintain and extend a healthy and diverse supply chain to deliver locally commissioned services. In turn this will provide new and improved opportunities for local people and business to deliver essential local services, supporting Covid recovery, both for these individuals and the communities in which they operate.; ; All of adam’s solutions are delivered as Software as a Service, meaning that they fully support our customers in any remote and hybrid working arrangements that may now be in place following the Covid-19 pandemic.
• Tackling economic inequality:

  Tackling economic inequality

  Helping all of our customers create, maintain and extend a healthy and diverse supply chain to deliver locally commissioned services is central to adam’s business. Our solutions help our customers engage with local service providers to develop strong and stable local supply chains, resulting in more local employment opportunities, bringing both community and business benefits.; ; Our solutions help businesses of all shapes and sizes (including start-ups, sole traders and SMEs) to identify, engage with and secure business opportunities commissioned by the NHS and Local Authorities. adam provides a fully transparent mechanism for service commissioning bodies (Local Authorities / the NHS) to inform the market of contract opportunities, and importantly the criteria that must be met to secure these opportunities. This puts all types of organisation on a level-playing field when responding to opportunities, thereby tackling economic inequality and delivering healthy supply chains to best support local needs.
• Equal opportunity:

  Equal opportunity

  adam’s solutions encourage and support ethical purchasing processes to be made by our customers when commissioning services. All of our solutions are highly configurable, which enables our customers to implement the most appropriate ethical and fair-trade purchasing policies as they relate to each customers local context. Examples include: ; ; • We pre-configure detailed requests for service, so that your specific ethical and fair-trade policies are applied during the commissioning process. This includes auto populating related questions, documents, outcomes, features and capabilities. ; ; • By using document capture and automatic date stamping/expiring monitoring functionality, we ensure that all providers receiving requirements are fully compliant with your accreditation criteria.; ; This ensures that, for example, any risk of modern slavery in the delivery of your supply chain can be effectively managed, with suppliers needing to give specific assurances over the nature of their employment contracts with employees who would be involved in the delivery of commissioned services. The same accreditation can be used to ensure compliance with Minimum Wage / National Living Wage policies for example, ensuring that workforce inequality and equal opportunity are at the heart of your commissioning processes.
• Wellbeing:

  Wellbeing

  Supporting strong, integrated communities is a key facet of promoting improvements to community wellbeing. Through implementing adam’s solutions our customers will be able to create, maintain and extend a healthy and diverse supply chain to deliver locally commissioned services. Our solutions help our customers engage with local service providers to develop strong and stable local supply chains, resulting in more local employment opportunities, bringing both community and business benefits.; ; Our solutions help businesses of all shapes and sizes (including start-ups, sole traders and SMEs) to identify, engage with and secure business opportunities commissioned by the NHS and Local Authorities. adam provides a fully transparent mechanism for service commissioning bodies (Local Authorities / the NHS) to inform the market of contract opportunities, and importantly the criteria that must be met to secure these opportunities. This puts all types of organisation on a level-playing field when responding to opportunities, thereby tackling economic inequality and delivering strong local supply chains to best support local needs and strengthen local communities.

Pricing

• Price: £30,000 to £70,000 a licence a year
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Adam confirms that it can offer the opportunity to see the system in action at a similar organisation.

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

• Modern Slavery statement

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