Civica UK Limited

Civica Keystone – Property Asset Management System

Civica Keystone is a complete Property Asset Management system helping organisations to manage their property assets efficiently and meeting compliance. The system incorporates Asbestos Management, Planned Maintenance, Servicing and Inspections, Risk Management and Mobile Surveying. The system effectively manages Asbestos, Fire Risk including FRA9 and Legionella.

Features

  • Fully web based Asset Management system accessible anywhere
  • Complete property asset management solution
  • Manages compliance and risk effectively
  • Mobile surveying via mobile tablets
  • Manages Gas Servicing and Gas Safe certification
  • Maintenance cost projections using partial data to enable budgeting
  • Housing quality standard compliance assessments
  • Support for production of Energy Performance certificates
  • User-defined financial stock viability modelling
  • Management and visibility of planned work programmes

Benefits

  • Survey properties using mobile devices
  • Improve efficiency of Asset Management
  • Manage maintenance programmes efficiently
  • Effective business planning through maintenance cost projections
  • Ease of data load through Excel-based bulk data import/export
  • Supports Financial sustainability modelling - user-defined models/NPV
  • Manages compliance through risk mgmt, fire, asbestos & legionella

Pricing

£137156 per instance

Service documents

Framework

G-Cloud 11

Service ID

5 8 8 0 3 5 4 6 5 7 7 4 7 1 1

Contact

Civica UK Limited

Civica UK Limited

01132441404

g-cloud@civica.co.uk

Service scope

Software add-on or extension
No
Cloud deployment model
Hybrid cloud
Service constraints
Some down time is required for scheduled maintenance and upgrades.
System requirements
None

User support

Email or online ticketing support
Email or online ticketing
Support response times
Support issues can be submitted 24 hours by email and portal. Telephone support is 8am to 6pm Monday to Fridays except for public Bank Holidays.
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
Civica will respond to application related incidents as below (Response/Fix), and will take all reasonable steps to achieve a resolution within target timescales. Civica will respond to incidents relating to availability of cloud services in an accelerated timeframe: Level 1 - 2 working hours - 1 working day, Level 2 - 2 working hours - 5 working days, Level 3 - 2 working hours - 30 working days, Level 4 - 2 working hours - 60 working days, Level 5 - TBA.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Key stages in the on-boarding process comprise the following, managed under Civica’s Project Management Methodology which is based on PRINCE2.
• Customer completes standard registration/order
• Customer provides file containing user profiles for loading
• Customer provides data files for loading
• User interface configuration requirements agreed
• System installation time is based on number of users, data ingestion and connectivity. Specific configuration and integration requirements to be agreed with the customer following installation
• Implementation costs and timescales finalised based on configuration requirements
• Specification for any dedicated communication links agreed and plan provided
• Training given to customer staff
• Service commencement
• Post-commencement project meeting(s)

Off-Boarding
Customers must provide 3 months’ notice of termination. Following completion of a service termination form an exit plan will be agreed including data extract arrangements.
Data can be extracted in agreed formats. Data volumes over 50GB will require an individual extraction plan including agreement on extract media.
After contract termination all live customer data will be deleted. All customer specific backups will be destroyed. There is an additional charge for providing individual backup services.
Service documentation
Yes
Documentation formats
HTML
End-of-contract data extraction
Data can be extracted in agreed formats. Data volumes over 50GB will require an individual extraction plan including agreement on extract media.
After contract termination all live client data will be deleted. All customer specific backups will be destroyed. There is an additional charge for providing individual backup services.
End-of-contract process
Customers must provide 3 months’ notice of termination. Following completion of a service termination form an exit plan will be agreed including data extract arrangements.

After data is extracted and contract termination all live customer data will be deleted. All customer specific backups will be destroyed. There is an additional charge for providing individual backup services.

Using the service

Web browser interface
Yes
Supported browsers
Internet Explorer 11
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
All the functionality that is provided on desktop service is available on mobile devices.
Service interface
No
API
Yes
What users can and can't do using the API
Each module within the system is accompanied by a comprehensive web service API. The API provides the ability to both retrieve data and to update/create entities within the system.

Users are required to login to the API and restrictions are based on the role assignment a given user has been granted through the application.
API documentation
Yes
API documentation formats
  • Open API (also known as Swagger)
  • PDF
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
Customers have a range of modules that they can select to meet their individual business requirements. Each module is parameterised and can be configured to meet customers needs. Consultancy services are available from the vendor to configure the system and users can configure and reconfigure the system to meet their changing business requirements.

Scaling

Independence of resources
Keystone is hosted in one of two ways on the Microsoft Azure cloud:

1. IaaS infrastructure based on Virtual machines, dedicated to a specific user. In this model Microsoft give assurances on resource allocation protecting systems from ""noisy neighbours"". We are able to dynamically scale the infrastructure both on Virtual machine resource sizing and number of application nodes.

2. Using Service Fabric in a multi-node cluster. The resource utilisation is monitored automatically using the Microsoft Service fabric framework allowing applications/resources to be seamlessly moved to the nodes/servers under the least amount of load, ensuring the most efficient use of resources.

Analytics

Service usage metrics
Yes
Metrics types
The customer facing elements of the solution can use Google Analytics to measure and report on service metrics. The headers and footers are customisable allowing customers to embed customer specific Google Analytics tags within these components during the configuration stage which will therefore provide full Google Analytics capabilities.
Reporting types
Real-time dashboards

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Conforms to BS7858:2012
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
Supplier-defined controls
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
Data sanitisation process
Yes
Data sanitisation type
Deleted data can’t be directly accessed
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
Data can be extracted in agreed formats. Data volumes over 50GB will require an individual extraction plan including agreement on extract media.
Data export formats
  • CSV
  • Other
Other data export formats
Excel
Data import formats
  • CSV
  • Other
Other data import formats
Excel

Data-in-transit protection

Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • Other
Other protection between networks
For mobile users data is protected at rest with AES 256 bit encryption.
Data protection within supplier network
TLS (version 1.2 or above)

Availability and resilience

Guaranteed availability
Civica’s standard core hours are 7am-7pm, Monday to Friday (excluding UK Bank holidays). Access to the service (remote access to data centre, domain names, network connections, IP addresses, hosted software and equipment) during core hours will have an uptime availability of 99.99%
Approach to resilience
Available on request.
Outage reporting
Infrastructure related scheduled maintenance will not occur between 07:00 and 19:00 Monday to Friday excluding English Bank Holidays. Maintenance will be arranged with a minimum of 3 working days’ notice, and will include a detailed description of the planned works, planned outcomes, and a detailed back-out plan, unless otherwise stated.
Unplanned outages will be notified via the Civica Service Desk.

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password
Access restrictions in management interfaces and support channels
Access is restricted through needing a valid user name and password to access support channels and where possible this is accompanied by an RSA token (or equivalent).

All users have named accounts and a dedicated RSA access fob (or equivalent) which by default are disabled. User must request access from super users who have the access to enable individual accounts for a specific period of time.
Access restriction testing frequency
At least once a year
Management access authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Dedicated link (for example VPN)
  • 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 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
Between 6 months and 12 months

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
ISOQAR
ISO/IEC 27001 accreditation date
06/12/2017
What the ISO/IEC 27001 doesn’t cover
NA
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
Yes
Who accredited the PCI DSS certification
Trustwave
PCI DSS accreditation date
23/12/2013
What the PCI DSS doesn’t cover
N/A - Level 1 service provider
Other security certifications
Yes
Any other security certifications
  • Cyber Essentials Plus
  • ISO22301

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 Plus
Information security policies and processes
In order to provide a wide range of services to public and private sector organisations, Civica maintains an active information security programme. This programme requires regular internal and external audit inspection of both physical and logical data protection structures. The policies and procedures are aligned to ISO 27001 and Cyber Essentials Plus certifications.

Operational security

Configuration and change management standard
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach
All hosted assets metadata is stored in a Configuration Management Database. This data base is access controlled to authorised staff only. The CMDB provides information essential to the secure hosting of customer critical services.

Civica's Change Management process ensures that all changes are considered and planned, and appropriate, and that there is a clear audit trail of all changes. Any changes are assessed through ISO27001 to ensure that they don't have a potential security impact.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
Civica has vulnerability management processes in place for ISO27001 and PCI-DSS. These processes are externally audited on an annual basis to ensure continued compliance.

For external vulnerability scanning, Civica employs the services of an external ‘CHECK’ approved provider to perform an annual penetration test against the external management IP interface. Supporting this, Civica is also certified to the CESG approved Cyber Essentials scheme. For high value financial hosted system, Civica maintains a PCI-DSS v3.1 certification. In scope systems are subject to month internal and external vulnerability scans as well as a full penetration test twice a year.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
Civica take a proactive approach to information security through a process of continual monitoring and review. As part of a documented risk assessment methodology to identify and manage information security risks a dedicated security team update the risk register monthly.

Civica has a network monitoring solution in place ‘OpsView’ as well as a full antivirus and anti-malware solution. These technologies check the hosted services for errors, infections and unexpected network traffic and are support by Cisco IPS/IDS at the perimeter layer. This monitoring service provides defence in depth, against compromise, by detecting infections and suspicious networking activity within the environment.
Incident management type
Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach
Civica have developed an Incident Management process (PRM07) under ISO 20000 standards which details both the Incident and Service Request Management processes.

The Civica Service Desk manages end user Service Requests, Incidents and Requests for Change (RFCs) which can be logged by e-mail, telephone and web portal.

Monthly customer reports will detail incident information.

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
£137156 per instance
Discount for educational organisations
No
Free trial available
No

Service documents

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