CAFM Explorer
Idox’s CAFM Explorer enables FMs and their teams to manage a Reactive Helpdesks, manage Preventive Planned Maintenance (PPM), Risk Assessments, Compliance, a Mobile Workforce, Property Portfolios, Real Estate, Asset Management and Maintenance, Cost Control, Resource booking and Room Booking. CAFM (Computer Aided Facilities Management) and IWMS (Integrated Workplace Management System).
Features
- Enterprise solution: Functionality to manage facilities within one CAFM/IWMS system
- Maintenance: PPM planned maintenance, Reactive Helpdesk and Compliance
- Asset Management: Full lifecycle management, cost planning, reporting, barcode scanning
- Automatic notification, monitoring and alerting of health and safety information
- Compliance Management: Monitoring, planning and scheduling of planning activities
- Mobile access with full visibility of risks, documentation, and history
- Dashboards: Monitoring works, key SLA reports, KPIs and full auditability
- Document Control: Expiry, notification and tracking of key documents
- Property Management: Lease, tenure, break tracking, notifications, and reminders
- Cost Control: Operation costs, budget assignment, full visibility, and forecasting
Benefits
- Fast ROI: Financial savings, extended asset life, reduced service downtime
- Improve decision making: Access to real-time information
- Increase efficiency: Streamlining of processes, better utilisation of resources
- Single source of truth: Central source for all information
- Reduce risk: Compliance monitoring, dynamic risk assessments, checklists, audit trail
- Maximise operational efficiency: Best utilisation of resources, scheduling etc
- Manage contractors better: Traffic-light reporting, SLA Monitoring, Contract reminders
- Accurate Forecasting: Budget preparation based on full cost analysis etc
- Business Process Support: Solution driven by facilities professionals
Pricing
£5,600 a unit
- Free trial available
Service documents
Framework
G-Cloud 12
Service ID
5 8 6 5 9 6 9 4 6 9 8 5 7 9 6
Contact
Idox Software Limited
Lucy Holland
Telephone: 0333 011 1200
Email: frameworks@idoxgroup.com
Service scope
- Software add-on or extension
- No
- Cloud deployment model
- Private cloud
- Service constraints
- No
- System requirements
- Accessed from a web browser
User support
- Email or online ticketing support
- Email or online ticketing
- Support response times
- According to our published SLA (Service Definition)
- User can manage status and priority of support tickets
- Yes
- Online ticketing support accessibility
- WCAG 2.1 A
- 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
- According to our published SLA (Service Definition)
- Support available to third parties
- Yes
Onboarding and offboarding
- Getting started
- There are a number of training courses customised to client requirements based on the type of user. Full Administrator training is provided along with "train the trainer" courses. End users do not typically require training as the system is easy to use and video links and crib sheets are provided.
- Service documentation
- Yes
- Documentation formats
-
- Other
- Other documentation formats
- Microsoft Word
- End-of-contract data extraction
- Every field within CAFM Explorer can accept imports of data and can export to Excel so the customer at all times has full control and access to all their data. There is also a SQL backup of the database and offsite licence of the software available if required.
- End-of-contract process
- CAFM Explorer allows every item of data to be exported into csv or Excel format. As such transfer to an alternative service provider is achievable at no additional cost.
Using the service
- Web browser interface
- Yes
- Supported browsers
-
- Internet Explorer 8
- Internet Explorer 9
- Internet Explorer 10
- Internet Explorer 11
- Microsoft Edge
- Firefox
- Chrome
- Safari 9+
- Application to install
- Yes
- Compatible operating systems
-
- Android
- IOS
- Linux or Unix
- MacOS
- Windows
- Windows Phone
- Designed for use on mobile devices
- Yes
- Differences between the mobile and desktop service
-
CAFM Explorer can be accessed using any standard web-browser. The administration module can be accessed via Citrix.
The CAFM Web and CAFM mobile components of the solution support access and delivery on mobile devices, thus supporting remote and onsite working.
CAFM Web is a web-based Help Desk solution which enables your organisation to deliver support services to employees and customers through a central web-based Help Desk. It supports user help desk requests and contractor and engineer access.
CAFM Mobile enhances the efficiency of a Maintenance Team by enabling Work Orders to be issued to a Trades Person’s mobile device onsite. - Service interface
- Yes
- Description of service interface
- The service users interface interface using a web browser.
- Accessibility standards
- None or don’t know
- Description of accessibility
- The Administrative web portal is connected via a Citrix receiver. This is only for core system administrators. All other users connect via either a mobile, browser or tablet device.
- Accessibility testing
- N/A
- API
- No
- Customisation available
- Yes
- Description of customisation
-
System Administrators can configure:
• All reference data such as service levels, property codes and activity categories.
• Web look and feel
• Labels, wording and terminology
• Reference data (such as group codes, SLAs, asset types, building categorisation)
• Workflow – to reflect customer business processes and escalation procedures
Scaling
- Independence of resources
- The solution can be scaled to provide resilience by implementation of load balanced Application Servers and replication of Databases across multiple servers with failover where required. Depending on the criticality and scale of the system, various permutations of the supporting architecture can be deployed.
Analytics
- Service usage metrics
- No
Resellers
- Supplier type
- Not a reseller
Staff security
- Staff security clearance
- Other security clearance
- Government security clearance
- Up to 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
- Managed by a third party
- Penetration testing frequency
- At least once a year
- Penetration testing approach
- ‘IT Health Check’ performed by a CHECK service provider
- Protecting data at rest
- Encryption of all physical media
- Data sanitisation process
- Yes
- Data sanitisation type
- Deleted data can’t be directly accessed
- Equipment disposal approach
- A third-party destruction service
Data importing and exporting
- Data export approach
- Via the admin user console
- 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
- 98% availability per 30 day period
- Approach to resilience
- All components of the system have redundancy built in to remove single failure points, and the application is horizontally scalable. We also use HA at the VM level where appropriate and SANs etc. We can provide more information on request.
- Outage reporting
- Outages are reported via the Idox Service Desk and where applicable the login page.
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
- Management access is permitted only from internal networks, themselves requiring two factor authentication to access. Access control lists restrict access.
- Access restriction testing frequency
- At least every 6 months
- Management access authentication
- 2-factor authentication
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
- No audit information available
- 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
- QMS International Ltd
- ISO/IEC 27001 accreditation date
- 18/06/2016
- What the ISO/IEC 27001 doesn’t cover
- N/A
- 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
- Yes
- Security governance certified
- Yes
- Security governance standards
- ISO/IEC 27001
- Information security policies and processes
- Idox Software Ltd has an ISO 27001-accredited information security management policy that applies to the business functions within the scope of the Information Security Management System and covers the information, information systems, networks, physical environment and people supporting these business functions. Internal audit and information security awareness training is conducted to ensure policies are followed. 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.
Operational security
- Configuration and change management standard
- Supplier-defined controls
- Configuration and change management approach
- IT change management processes are carried out using Change Requests and records are maintained within the Change Management system. All concerned parties are informed of the status of the request as changes or progress is made as applicable.
- Vulnerability management type
- Supplier-defined controls
- Vulnerability management approach
- We monitor OWASP and other sources for new software vulnerabilities and vulnerability reports, and software patches. Major releases of public facing applications undergo internally and/or externally conducted penetration testing.
- 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. Any potential compromise is raised in line with our security incident reporting procedure.
Users have access to a web portal for raising incidents. - Incident management type
- Supplier-defined controls
- Incident management approach
- Security incident reporting process summary: incidents or suspected incidents are raised to internal service desk and reviewed by information security manager. They are allocated a risk reference, entered into the information security risk log and tracked until closure. In the case of major incidents a major incident report will be produced.
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
- No
Pricing
- Price
- £5,600 a unit
- Discount for educational organisations
- No
- Free trial available
- Yes
- Description of free trial
- If required a free trial of the software is available and would set up a live environment for customers to configure and use. It is recommended as part of this trial some training is undertaken to ensure the trial is as realistic as possible.
- Link to free trial
- This is created on a customer by customer basis.