IDOX SOFTWARE LTD

Idox Exacom

Exacom provides a suite of web-based SaaS solutions for monitoring and managing legal obligations in the Built Environment, including the following modules:
CIL Administrator
S106/S75 Administrator
Project Administrator
Biodiversity Net Gain (BNG)
Building Safety Levy (BSL)
Public Facing Module
Exacom Public Interface (EPI)
Spatial GIS Mapping

Features

• S106 and CIL reporting and data drill down
• BNG reporting and data drill down
• Project milestone tracking and spend reporting
• Fully customisable
• Online CIL calculator
• S106 monitoring, management, allocation and spending
• Document templates and integrated document management system
• Integration with other supported systems (ie planning software)
• Infrastructure Funding Statement via template autofill
• Public interfaces for S106 and CIL data forms submission

Benefits

• Ease of submission and paperless working
• Full lifecycle support and legislative updates
• Web based and data encrypted at rest and in transit
• S106 monitoring down to individual covenant level
• Auto fill template library including demands notices and letters
• Workflow management and programmable alerts and diary events
• Unlimited users through corporate desktop log in
• Granular managed access for individuals and groups
• Publicly accessible website including access to S106 deed documents
• Reduces workload on FOI requests

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

Framework

G-Cloud 15

Service ID

981604817087030

Contact

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

About your service

• Service categories:

  Application Development and Deployment

  Data management

  Database management systems

  • Relational Database Management Systems
• Multi cloud support: No

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: Local Authority Planning and Finance Systems; Exacom Public Facing Module; Exacom BNG Module; CIL; Building Safety Levy
• Cloud deployment model: Private cloud
• Service constraints: Planned maintenance occurs outside of normal working hours (usually on Sundays).
• System requirements:
  • Modern Browser
  • Access via Authority Network using corporate IP(s)

User support

• Email or online ticketing support: Yes
• Support response times: Within three hours during business hours; The Exacom Standard Helpdesk Service is available Monday to Friday between 9am and 5pm (excluding Bank Holidays). ; Our helpful Support staff can be contacted via telephone or e-mail for advice and assistance on technical queries, issues and best practice use of the software.
• 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: No
• Support levels: Full support included with software package.; HIGH PRIORITY: Within 1 working hour of call being logged.; MEDIUM PRIORITY: Within 4 working hours of call being logged.; NORMAL PRIORTY: Within 8 working hours of call being logged.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: An extensive Training Video Library covering all Modules is permanently available om Exacom, which can be used for initial training when you take on an Exacom Module, and also by any new staff who join your team in the future. ; ; In addition, as part of the onboarding package, an in-person training session for each Module purchased is available for staff who have completed the video training. This session will be hosted by one of our in-house specialists and offers the opportunity to ask questions, seek any clarification required and consolidate the video based learning.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • Other
• Other documentation formats: Video
• End-of-contract data extraction: By arrangement with Exacom. Typical data standard is CSV.
• End-of-contract process: Notice given by either party, and arrangements made for secure data transfer, followed by industry standard cleanse of data
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Documentation is provided, however it has not been produced to any specific or formal accessibility standard.

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: The software is browser based and can be accessed and used via all device types.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: Customers can create custom reports that will allow data extraction via the API for use in external data management systems. Data import from systems such as planning or finance systems can be performed via a REST API. The system provides API endpoints for all external integrations offered as standard.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: The solution is highly configurable and can be tailored to fit seamlessly with the user's business processes. There are numerous areas of the system where codes and record types, and the movement of cases and data through the embedded workflow, can be customised to meet local needs. Document templates can also be configured as required.

Scaling

• Independence of resources: We ensure that our server specification always far exceeds our clients' requirements, therefore no system limitations will occur due to demand / usage

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Reseller providing extra support
• Organisation whose services are being resold: Exacom Systems Ltd

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: 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: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: In-house destruction process
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: CSV, encrypted file transfer.
• 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: 99% uptime Monday to Friday Excluding Bank Holidays
• Approach to resilience: Available on request.
• Outage reporting: Email Alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
• Access restrictions in management interfaces and support channels: IP address limitation via firewall, username and passwords and group membership constraints.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • 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 have access to real-time audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: Between 1 month and 6 months

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: We recognise that information security important in the development and implementation of all systems delivered to our customers, to Idox as a corporate entity, and to our supply chain.; ; To ensure a consistent and effective approach, we operate an externally audited and certified, organisation wide Information Security Management System (ISMS) which implements and enforces controls on all business functions covering but not limited to information systems, networks, physical environment, incident/threat management, project and contract management and personnel management. ; ; Our systems and controls are also externally verified and 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.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Exacom users have a Test and Live version of the software. Any upgrades are applied to Test for the client to approve, prior to the upgrade being applied to their live system.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Regular penetration test and all servers are protected by industry standard virus and vulnerability software.; ; Servers are patched on a monthly basis for regular updates.; ; Any vulnerability patches are applied as they are made available.
• Protective monitoring type: Supplier-defined controls
• 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. 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: Supplier-defined controls
• Incident management approach: Our Support inboxes are monitored during support hours, and incidents are responded to in line with their priority.
• Post-quantum cryptography secure: Yes

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: No

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

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

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Citation ISO Certification Limited
• ISO/IEC 27001 accreditation date: Monday 27 May 2024
• What the ISO/IEC 27001 doesn’t cover: Our ISMS is certified and tested to ISO27001 standards annually and covers our entire organisation.
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: Citation ISO Certification Limited
• ISO 9001 accreditation date: Thursday 11 April 2024
• What the ISO 9001 doesn’t cover: Our ISMS is certified and tested to ISO9001standards annually and covers our entire organisation.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 5c6de739-c45d-4eee-916a-013a0c2ce8f7
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 26018f8f-da19-4856-8fd2-b719e0c21047
• Other security certifications: Yes
• Any other security certifications: ISO 22301

Social value

• Section B - Commitment for Future: Delivery:

  • 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

    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary

  • 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

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