Asckey Data Services Ltd

fmfirst® Facilities Management Software

Asckey’s fmfirst® product suite has a selection of applications to support the demands of facilities management, including Planned & Reactive Maintenance, Asset Management, Document Management, Compliance, and Audits. We also offer bespoke development, hosting, and support services. We are accredited with ISO 9001, ISO 14001, ISO 27001, and CE Plus.

Features

• Real time reporting capability via extensive report library
• Digital audit data collection with detailed reports
• PPM, Asset and SLA management as standard
• Integrates with SFG20's Facilities iQ platform
• Accountability and trackability of all tasks
• DIY survey creation, completion and validation with conditional questions
• Efficacy audits to meet compliance standards
• Supports the National Standards for Healthcare Cleanliness 2021
• Mobile application available on Google Play/App Store
• One-stop-source for both bespoke development and hosting

Benefits

• Quickly manage tasking activity on the move
• Extensive reporting capabilities provide comprehensive management overview
• Off-line working capability ensure maximum productivity and eliminate delays
• Better collate and analyse data to allocate resources effectively
• Increased levels of compliance
• ISO9001, ISO14001, ISO27001, and CE Plus accredited
• Cloud environment supported by ISO 27001, Tier 3 Data Centre
• 99.95% average service availability provides operational assurance
• Flexible and tailored aftercare support provision
• Proven track record in integration with third-party applications

£212 a licence a year

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

Framework

G-Cloud 13

Service ID

995825487597332

Contact

Phil Wright
01480 469001
sales@asckey.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: Locally hosted versions of estates software
• Cloud deployment model: Private cloud
• Service constraints: Planned maintenance arrangements
• System requirements: Need to discuss implementation and training requrements

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: SLA statement; Only Monday - Friday
• 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: Our support provision is available by phone or email Mon-Fri and is staffed by fully trained personnel familiar with our applications.; ; Our standard support offering is via a Telephone Support Contract which starts at £475.00 +VAT for a 5-hour contract. This can be used for priority access to a support team member.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide a comprehensive and proven on-site training program designed to meet the specific requirements of each client. In addition, a full online help guide is available along with user documentation.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: All data in the system belongs to the client. When a contract comes to an end, we work in conjunction with the client or new supplier to provide data extracts in a mutually usable format.
• End-of-contract process: There are no additional end of contract costs other than potential data extracts as described elsewhere

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Fmfirst cloud has both web and mobile applications. The web/desktop service is more comprehensive for office-based users whereas the mobile service is designed to accommodate the work conducted by users out in the field whereby they can easily access the information required to carry out and report on a task.
• Service interface: No
• User support accessibility: WCAG 2.1 AA or EN 301 549
• API: No
• Customisation available: No

Scaling

• Independence of resources: All systems are hosted in a Tier 3 data centre with access to resources far in excess of that required by the applications.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Staff screening not performed
• 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 every 6 months
• Penetration testing approach: ‘IT Health Check’ performed by a CHECK service provider
• Protecting data at rest: Physical access control, complying with CSA CCM v3.0
• 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: All modules have comprehensive reporting tools which can be used to export data at any time. Alternatively Asckey can provide .csv or SQL data extracts,
• Data export formats: CSV
• Data import formats: Other
• Other data import formats: Spreadsheet upload

Data-in-transit protection

• Data protection between buyer and supplier networks: Private network or public sector network
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Our average availability figures for the past 5 years stands at 99.95% . The remaining % is explained primarily by pre-arranged system maintenance.; ; Please see attached system SLA
• Approach to resilience: Our data-centre is rated at Tier 3.; ; Key elements are; ; 99.982% uptime (Tier 3 uptime); No more than 1.6 hours of downtime per year; N+1 fault tolerant providing at least 72 hour power outage protection
• Outage reporting: Telephone ; Email alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Limited access network (for example PSN)
  • Username or password
• Access restrictions in management interfaces and support channels: All access processes are managed in accordance with our ISO27001 processes which are independently audited annually.; ; Internal access processes are designed to allow access on a 'need to' only basis with internal system controls enforcing these restrictions
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor 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: 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: 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: NQA
• ISO/IEC 27001 accreditation date: 05/10/2021
• What the ISO/IEC 27001 doesn’t cover: None
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: No

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: Asckey is accredited to ISO27001:2013 and all information security processes are based on this standard.; ; Our processes are Commercial in Confidence.; Please see the Statement of Applicability.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All processes are managed in accordance with our ISO27001 processes which are independently audited annually.; ; Please see attached Statement of Applicability
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: All processes are managed in accordance with our ISO27001 processes which are independently audited annually.; ; Please see attached Statement of Applicability
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: All processes are managed in accordance with our ISO27001 processes which are independently audited annually.; ; Please see attached Statement of Applicability
• Incident management type: Supplier-defined controls
• Incident management approach: All processes are managed in accordance with our ISO27001 processes which are independently audited annually.; ; Please see attached Statement of Applicability

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: Yes
• Connected networks:
  • Public Services Network (PSN)
  • NHS Network (N3)
  • Health and Social Care Network (HSCN)

Social Value

• Fighting climate change:

  Fighting climate change

  The nature and value of the contracts fulfilled by Asckey fall under the £5 million threshold which means we are not required to supply a Carbon Reduction Plan. However, Asckey is committed to safeguarding the environment and minimising our environmental impact as best we can.; ; As a software development company, our environmental impact is low but we have made a carbon pledge to be net-zero by 2030. We recognise that sustainability and social value are important to our clients, especially those within the NHS, and as a result, we are working towards achieving an ISO 14001 accreditation. This will support our ISO 9001 and ISO 27001 accreditations and help identify areas of continuous improvement in business performance and our sustainability performance. The development and integration of an Environmental Management System into our business processes strengthens our commitment to our clients and the environment.; ; We have an environmental policy that outlines how our business intends to maintain a minimal impact. This includes ensuring responsible use of energy throughout our business, including conserving energy and improving energy efficiency. It also includes regularly reviewing our Impacts and Aspects Register to assess current mitigations and to identify further opportunities for development.; ; Being a software development company, Asckey has relatively limited opportunities to significantly increase our sustainability goals. However, our software enables clients to digitise their paper-based processes and therefore we are able to support their personal sustainability goals by reducing paper waste.; ; Most of our external sales and support activities are undertaken online which enables us to keep our travel costs to a minimum. We have the resources and capability to successfully conduct product demonstrations and training for prospective and existing clients.
• Covid-19 recovery:

  Covid-19 recovery

  Asckey were fortunate that COVID-19 had minimal impact on our business so were able to retain all personnel who worked remotely during the lockdowns. As part of our ISO 9001 accreditation, we monitor the training requirements of our staff to ensure that individuals have the necessary competence to meet the needs of our clients, the business and our quality management system.; ; We partner with Peninsula HR for all our HR requirements and part of that is the provision of an Employee Assistance Programme. Details are regularly shared with staff and are made available in our staff handbook. We also share details of any local and national mental health campaigns for staff to be made aware of what support is available.; ; A large proportion of our client base is the NHS which has been massively impacted by COVID. In order to support these clients, we adapted our face-to-face approach and conducted any software training or demonstrations of our software digitally, using TEAMS or Zoom. Moving forward this digital way of working will be offered to all clients to provide flexible options to how they want to receive training/information.
• Tackling economic inequality:

  Tackling economic inequality

  As an SME software company, our impact on tackling economic inequality is minimal. However, we are committed to working with small, diverse and high-quality suppliers. We are also working towards Cyber Essentials which will further support our commitment to managing cyber security risks in the delivery of our client contracts.; ; Our procurement process aims to control externally supplied products and services in order to obtain the best financial outcome for the company. All whilst meeting the requirements of our customers, Quality Management System, Information Security System and Environmental Management System.; ; To ensure quality and consistency in the development and support of our applications, as well as ensuring we meet the specific data security requirements, we do not outsource any of our work. However, we do use local contractors for the service and maintenance of our office building and internal elements such as plumbing, heating, basic IT provision etc. This element of our work does help to support local businesses.
• Equal opportunity:

  Equal opportunity

  Asckey believes that innovation and inclusion are a partnership. By employing people with diverse backgrounds, perspectives and abilities we are able to create a workspace where our people can perform at their best. We aim to provide our staff with the support, environment and resources needed for them to achieve their potential in line with our company values.; ; Asckey is committed to the concept of regular, ongoing training and development of our staff in order to protect and develop our products and services. This is demonstrated by the fact that part of our staff engagement involves the undertaking of formal, documented training reviews with staff every 6 months.; ; These reviews not only cover specific role-based training needs, but staff members are also free to suggest other areas of training that can be demonstrated to benefit themselves and/or the business. Depending on the benefits in question, such training may be funded by the business.; ; In a software/development environment, technology is constantly evolving as are the requirements from clients. Our flexible and two-way approach to staff training and development has proven beneficial to staff and to the business as we work together to maintain and enhance our resource base.; ; Our working conditions promote an inclusive working environment that promotes retention and progression as demonstrated in the fact we have not had to recruit a replacement role for over three years.
• Wellbeing:

  Wellbeing

  In 2020, before the pandemic, Asckey introduced a flexible home-working policy to support our employees who wished to work closer to family and to support our ambitions of reducing the team’s carbon footprint. Our team worked remotely for nearly 18 months, however, there were daily check-ins within the team and monthly staff meetings to support the wellbeing of staff. Since returning to the office in October 2021, Asckey has adopted a flexible home/office working practice, with staff working from home 2 days a week and in the office for 3. This retains some of the sustainability benefits whilst also supporting staff wellbeing.; ; Our HR/recruitment process is supported by a third-party, Peninsula, who offer an Employee Assistance Programme for our employees to use. We also share any mental health campaigns with staff signposting to health and wellbeing organisations. Managers also check in with staff daily/weekly to identify any areas that Asckey can support them with, whether this is to support home-life or business priorities.

Pricing

• Price: £212 a licence a year
• 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 sales@asckey.com. Tell them what format you need. It will help if you say what assistive technology you use.