EXACTLY TECH LTD

Housing Repairs and Maintenance through MS Dynamics

Exactly provides expert support to social housing, property management organisations and repairs and maintenance contractors to design, develop and implement integrated end-to-end digital services between residents and the repairs provider built for Microsoft Dynamics 365. Covers project management, implementation and ongoing support.

Features

  • "Exactly" the "Tech" you want, need and asked for!
  • Assessment of solution options against business, asset and ICT strategies.
  • System design and integration using MS Dynamics 365.
  • Help understanding licences and licensing.
  • Data migration strategy from legacy systems. Data cleansing.
  • User, system, integration and security testing.
  • User, Champions and SysAdmin training (with supporting documentation).
  • Lean process reviews through engaging users, residents and contractors.
  • Programme and project management. Assist client and suppliers
  • Go-live assessment, support and post go-live support. Contingency planning.

Benefits

  • Improved customer experience and resident satisfaction.
  • Support for Microsoft Office product suite.
  • Improved repairs diagnostic accuracy (with Artificial Intelligence / Chatbot options).
  • Residents able to choose, amend or cancel appointments.
  • Real-time update of repairs request including estimated arrival time.
  • Real time analytics, service management and satisfaction measurement.
  • Website, tablet and smartphone options.
  • Experienced, knowledgeable and skilled is utilising contractor systems.
  • Contractor mobilisation, new system, innovation & improvement and project rescue.
  • Respectful partnership working between housing providers, vendors and suppliers.

Pricing

£350 to £900 per person per day

Service documents

Framework

G-Cloud 11

Service ID

5 3 1 4 1 7 6 9 7 7 6 3 5 6 2

Contact

EXACTLY TECH LTD

Richard Libby

07376 782551

Richard.Libby@Exactly.tech

Service scope

Software add-on or extension
Yes
What software services is the service an extension to
Our software is built upon Microsoft Dynamics 365.
Cloud deployment model
Public cloud
Service constraints
None
System requirements
https://technet.microsoft.com/en-us/library/hh699710.aspx

User support

Email or online ticketing support
Email or online ticketing
Support response times
Support is available between 09:00 and 17:00 Monday to Friday (excluding bank holidays). Support calls can be via telephone or email.
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
Support is available between 09:00 and 17:00 Monday to Friday (excluding bank holidays). Support calls can be via telephone or email.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Exactly will ensure the proposed solution is suitable for all stakeholders taking account of business plans, asset management strategies, contractual ethos and ICT system architecture / integration policy. Typically, the planning and discovery phase would include: - Review of business case and project objectives - Joint discovery workshops with client, vendors and contractors - System demonstrations - User and customer surveys and research - Readiness assessment – focus on main risks - Agree project approach – default Agile - Digital / Project Roadmap - Resource management planning - Solution scope definition and requirements - Develop some proof of concepts or working models - Set-up of project board or alternative project governance arrangements
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction
Customers can export their data from Dynamics 365 at any time using the standard export services.
End-of-contract process
At the end of the contract Exactly will assist the customer in extracting any data or moving to another supplier as required.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
Users can access Dynamics 365 by using Outlook or installing Dynamics 365 for Phones or Dynamics 365 for Tablets.
Service interface
No
API
Yes
What users can and can't do using the API
The Dynamics 365 Web API allows access to features within Dynamics and can be used to develop external user facing portals.
API documentation
Yes
API documentation formats
HTML
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
Dynamics 365 is highly configurable and customisable.

Scaling

Independence of resources
Each customer has their own individual database, separate from other customers’ databases. Data processing is logically segregated through capabilities specifically developed to help build, manage, and secure multi-tenant environments.

Analytics

Service usage metrics
Yes
Metrics types
Functionality via Organisation Insights.
Reporting types
Real-time dashboards

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
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
Encryption of all physical media
Data sanitisation process
No
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
Customers can export their data from Dynamics 365 at any time using the standard export services.
Data export formats
  • CSV
  • ODF
  • Other
Other data export formats
Common formats include XML and database backups
Data import formats
  • CSV
  • ODF
  • Other
Other data import formats
Various formats can be imported into Dynamics 365.

Data-in-transit protection

Data protection between buyer and supplier networks
Private network or public sector network
Data protection within supplier network
Legacy SSL and TLS (under version 1.2)

Availability and resilience

Guaranteed availability
99.9% availability guaranteed by Microsoft.
Approach to resilience
http://aka.ms/Office365DR
Outage reporting
Outages are reported through the Office 365 administration centre, users can see the status of the current service health, historic service health and planned maintenance.

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels
Users are authenticated by using an Office 365 account.
Access restriction testing frequency
At least once a year
Management access authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • 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
User-defined
Access to supplier activity audit information
Users have access to real-time 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
No
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
No

Security governance

Named board-level person responsible for service security
No
Security governance certified
No
Security governance approach
Integration into client's security policies and procedures,
Information security policies and processes
Client policies and procedures.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
Client change management process. Default is ITIL framework best practice.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Client policies and procedures. Default is ITIL framework best practice.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Client policy and procedures. Default is ITIL framework best practice.
Incident management type
Supplier-defined controls
Incident management approach
Client policies and procedures. Default is ITIL framework best practice.

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
Yes
Connected networks
Public Services Network (PSN)

Pricing

Price
£350 to £900 per person per day
Discount for educational organisations
No
Free trial available
No

Service documents

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