ELOGBOOKS FACILITIES MANAGEMENT LIMITED

Elogbooks Facilities Management

Elogbooks is CAFM system and/or client branded 24/7 helpdesk, used by well known Corporate/PLC's in the property & asset management sector. It is as an aid/compliance/risk mitigation tool for property owners / managers to monitor service delivery of suppliers for planned, reactive, quoted works, energy management and audits across portfolio’s.

Features

  • Mobile applications for ease of use in the field,
  • live data and reporting including dashboards,
  • full reactive job quotes and planned task management workflow,
  • asset management task and lifecycle tools,
  • customisable property inspection audits,
  • create your own digital paperwork,
  • statutory documentation and compliance management including assesments and acctions,
  • guard tour and soft service patrol tracking,
  • management tools for service providers including KPI reporting and benchmarking,
  • waste management meter reading and other sustainability focused tools.

Benefits

  • Intuitive - easy to learn and easy to use,
  • Designed to make facilities management as efficient as possible
  • Helps delegate work through the supply chain
  • Promotes visibility of supplier performance to enable more targeted improvement
  • enables quick and easy reporting of property related issues,
  • ensures compliance and safety giving control and visibility over compliance
  • Integrates with other Health & safety platforms
  • The system has comprehensive functionality using latest in technology innovations
  • Provides the additional benefit, if required with a 24/7 helpdesk
  • Energy reporting and audit functions

Pricing

£10,000.00 an instance

Service documents

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 ross.s@elogbooks.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 12

Service ID

6 7 3 0 0 9 4 2 0 5 7 2 5 3 0

Contact

ELOGBOOKS FACILITIES MANAGEMENT LIMITED Ross Somerville
Telephone: 01480 499 740
Email: ross.s@elogbooks.co.uk

Service scope

Software add-on or extension
No
Cloud deployment model
Private cloud
Service constraints
Potential constariants on service are whereby system updates are installed and these are typically conducted outside of working hours
System requirements
Access to the internet and an up-to-date internet browser

User support

Email or online ticketing support
Email or online ticketing
Support response times
Technical support requests are dealt with according to their criticality.
User can manage status and priority of support tickets
No
Phone support
Yes
Phone support availability
24 hours, 7 days a week
Web chat support
No
Onsite support
Onsite support
Support levels
"We provide a technical account manager as part of the contract - the initial cost is included in the mobilisation cost which is calculated based on the project size - once the contract is mobilised (date to be agreed between client and contracts manager at initial set up meeting), Contracts managers will then charge for additional client time at either £100 per hour Ex VAT or £750 per day Ex VAT.
Specialist Admin and Tech support time, once the contract has been mobilised will be charged at £50 per hour Ex VAT or £500 per day Ex VAT. Clients have free unlimited training sessions via LMS portal however if they require company specific sessions they will be charged as follows EX VAT.
Site based training if required is chargeable for both clients or tenants:
Webinar of 1 hour for 5 people or less is £150 Ex VAT per hour (PO is required to confirm training prior to the trainers agreed time) Site based training day is £500 + expenses. (PO is required to confirm training prior to the trainers arrival)"
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Your account manager with the support of our admin team will help you deploy the system and set it up for the first time by guiding you through the various importers and administration functions. If the Elogbooks solution is being implemented as a replacement for an existing system, then exported data from that former platform can be utilised to facilitate the build of the clients Elogbooks system providing the data is in .csv format Once the system is set up an online training academy is made available with a selection of short instructional video course that users can train on. The academy is accessible from the system at anytime and there is no limit to the number of times a user can access the training materials. Each user has tailored training plans allocated to them dependent upon their user profile. Logins are issued on completion. In addition, we offer workshops and F2F training ad hoc at extra cost. In addition, we work with clients to implement programs around change management and communication schedules to internal staff and external suppliers using email comms and f2f road shows. There are created and tailored with contract managers during mobilisation.
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
The system is equipped with export tools for most data sets. This allows the user to export data to spreadsheets. We are also able to provide a full backup of the database and export of uploaded files on request.
End-of-contract process
At the end of the contract the system can be left live for a period of up to two weeks (at both the clients and Elogbooks dicretion) to enable users to access it for data extraction. After this the domain would be disabled and the system would no longer be accessible over the internet. Should a copy of the database be required or any other bespoke customer data extraction, then this would become chargeable.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
Application to install
Yes
Compatible operating systems
  • Android
  • IOS
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
Most produce features are supported by the mobile app, however some features such as system administration are not available through the mobile app
Service interface
No
API
Yes
What users can and can't do using the API
Elogbooks has a partnership program that provides support to those that wish to utilise it's API. Because of the architecture of the product, all elements are accessible. Once you have joined the partnership program you will get access to our API documentation and support from our development staff in testing and deploying your integrations.
API documentation
Yes
API documentation formats
HTML
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
There are basic configuration options within the product in order to customise the sustem to your preferences. You can also utilise the API in order to create your own bespoke add-ons and services. We also encourage sugestions from our user community and commit to constantly improving our software to better serve our customers.

Scaling

Independence of resources
Our infrastructure utilises highly scaleable modern cloud resources that can scale instantly. Should demand exceed what is typical, the system may be moved onto its own instance.

Analytics

Service usage metrics
Yes
Metrics types
The system is designed to promote correct usage and so throughout all of its features there are indicators and metrics as to whether it is being used. These sometimes appear in-line, such as in the task information screen, in reports, such as the activity report, or in the user dashboard where traffic light indicators demonstrate the usage as benchmarks.
Reporting types
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

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
  • European Economic Area (EEA)
  • EU-US Privacy Shield agreement locations
User control over data storage and processing locations
Yes
Datacentre security standards
Complies with a recognised standard (for example CSA CCM version 3.0)
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 CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
Data sanitisation process
Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • 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
Through the user interface using the many 'export to excel' options.
Data export formats
  • CSV
  • Other
Other data export formats
Some exports will be exported as PDF files
Data import formats
CSV

Data-in-transit protection

Data protection between buyer and supplier networks
  • Private network or public sector network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Other
Other protection within supplier network
IP whitelisting, Google IAM (identity and access management)

Availability and resilience

Guaranteed availability
"Customer's right to receive the SL Credits as set forth herein. The SL Credits will be equal to the SL Credit Percentage multiplied by the Customer’s E Logbooks Service license fees paid by Customer for the E Logbooks Service that are attributable to the corresponding month (calculated on a straight line pro-rated basis with respect to any Fees paid in advance) and then pro-rated for the basis attributable to affected Users. Customer is not eligible to receive SL Credits during any period of time when payments owed are past due. E Logbooks will settle SL Credits, as determined in its sole discretion, either by applying to future billing cycle(s) or as a refund against annual fees earlier paid. In no event will the total amount of SL Credits if any, exceed 20% of the E Logbooks Service fees paid by Customer for the corresponding month.

SL Table
Uptime Percentage SL Credit Percentage
Less than 92% but equal to or more than 84% 3%
Less than 84% but equal to or more than 76% 7%
Less than 76% but equal to or more than 68% 10%
Less than 68% but equal to or more than 60% 15%
Less than 60% 20%
Approach to resilience
Google Cloud SLA promises 99.9% availability on top of that we use read replicas and scalable services to be able to react in case of any service stress.
Outage reporting
There is no public visibility of the service status. Internally we use Google Cloud Stackdriver, Datadog and Sentry to monitor the outages, there have been no unforseen outages in the past 3 years. If we were to have an outage - email alerts would be provided.

Identity and authentication

User authentication needed
Yes
User authentication
  • Username or password
  • Other
Other user authentication
We also use JWT Tokens to authorise API requests
Access restrictions in management interfaces and support channels
All parts of the system are controlled through 'priviliges' these can be assigned by an admin level user.
Access restriction testing frequency
At least once a year
Management access authentication
  • Username or password
  • Other
Description of management access authentication
We also use JWT Tokens to authorise API requests

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
At least 12 months

Standards and certifications

ISO/IEC 27001 certification
No
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
Yes
Any other security certifications
Cyber Security Essentials

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
Other
Other security governance standards
Cyber Essentials, though are policies are written to comply with ISO27001
Information security policies and processes
Our information security policies are set out to comply with ISO27001. This includes written policies for Crytography, Access control, Data Destruction, Data protection, Anti Malware software and patch maangement and Information security incident management. Policies are maintained by the COO for the board in cooperation with a specialist external compliance consultant. All policies are available to staff and must be accepted as part of induction. Updates to these policies are circulated as staff memorandums.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
We practise industry standard agile scrum methodology for changes to our applications. This includes both code changes to the application and any infrsastructure changes and deployments. All changes are reviewed against writeten tests by our QA team before being signed off for release.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
We utilise a standard backend symfony framework. In order to be aware of and to patch vulnerabilities we utilise their own software, sensio labs security checker. Security patches are treated as critical and any code changes are code reviewed and then tested by our QA team before being released. The same is true of our front end where we utilise npm audit to ensure we have the latest patches. Our developpment management team also closely monitor any updates from our IAAS provider
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
We utilise the tools provided by our IAAS provider. These are continuously monitored by the development team and can be responded too as soon as any issue should occur though this has never happened to date. This would be handled by the development team according to a rota
Incident management type
Supplier-defined controls
Incident management approach
Our developmeny team monitor an inbox for incidents reported to us by our IAAS. In the event of a failure of the infrastructure we have a business continuity plan that allows us to deploy alternate infrastructure.

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
No

Pricing

Price
£10,000.00 an instance
Discount for educational organisations
No
Free trial available
Yes
Description of free trial
It is an exact replica of the full system - and any trials are for a two month period max with no more than 1 site allowed. - https://demo.v2.elogbooks.net/
Link to free trial
https://demo.v2.elogbooks.net/

Service documents

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 ross.s@elogbooks.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.