Trackplan Software

Trackplan CAFM and CMMS Software

Facilities, Asset and Maintenance Management. CAFM and CMMS Software. Planned and Reactive Maintenance, Asset management. Apps for engineers and the facilities team. Reports and dashboards. Risk assessments and permits to work. Inspections and surveys with electronic form builder . Contractor management and scheduling. See www.trackplanfm.com for our CAFM software.

Features

• Job Management and Scheduling in the CAFM solution
• Planned Preventative Maintenance with inspections and checklists
• Site and building management
• Job Requests from Clients and Users
• Asset Management with QR Codes in our CMMS software
• Workforce management tracking hours worked and GPS locations
• Contractor compliance management
• Inventory and stock management
• Risk assessments and permits to work
• Apps for engineers and maintenance and facilities team

Benefits

• Saves time for maintenance team
• Drive compliance with strong Planned Preventative Maintenance and Contractor Management.
• Better organised and more control of assets
• Brings all aspects of the maintenance life-cycle under one roof
• Improve communication between the maintenance team, management, users and clients
• Reduce costs through smarter resource & job management
• Better informed decisions and time-saving throughout.
• Affordable CAFM and CMMS Software

£50 to £3,000 a licence a month

• Education pricing available
• Free trial available

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

Framework

G-Cloud 12

Service ID

886537907113199

Contact

Mark Cochrane / Darren McGill
+353 61 598 961
sales@trackplanfm.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: None
• System requirements:
  • Need modern browser
  • Need internet connection

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: 2 hours workdays, 6 hours weekends
• 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: All customers are provided with a technical account manager, can email in support tickets or raise on-line and can call our office phone at any time. We respond in 2-hours and try to fix issues within 24 hours.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide a getting started guide plus 10+ training videos. We also provide free online training and can provide onsite training at extra cost
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Trackplan will provide all their data loaded into Trackplan in the format they require - either in database format (Microsoft SQL / Access / Excel). All uploaded documents will be provided using online sharing tools such as Microsoft, Google and Dropbox
• End-of-contract process: Included in the contract is support, free upgrades and hosting. If new features are required or changes to existing features then this will be chargeable development at negotiated prices

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The main cloud based application has been designed using Bootstrap and so renders well on any device. ; ; We also have 2 mobile apps which can be installed on any device (tablet or smartphone). One app for engineers, and one for the maintenance / facilities team.
• Service interface: No
• API: Yes
• What users can and can't do using the API: Users can read completed jobs created within Trackplan through the API. The API will then these jobs to record that they have been processed.
• API documentation: Yes
• API documentation formats: Other
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Trackplan is highly configurable and most dropdowns such as job priorities and job types can be designed as required. Data grids such as job lists and asset lists can be altered to show the columns you want and in the order you want.

Scaling

• Independence of resources: We monitor the usage on the web and database server and if required can move clients quickly to new servers. The software is written to minimise the impact on the server from user actions

Analytics

• Service usage metrics: Yes
• Metrics types: Number of jobs created, number of users logging in, number of forms submitted, plus anything else the client wants to know. We record all updates made by users.
• Reporting types: Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Staff screening not performed
• Government security clearance: Up to Developed Vetting (DV)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: European Economic Area (EEA)
• 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: Less than once a year
• Penetration testing approach: In-house
• Protecting data at rest: Other
• Other data at rest protection approach: Only 3 users in Trackplan have access to the live servers which hold the data at rest. The data servers are behind firewalls and all ports are closed down apart from essential ports such as RDP, http and https. Server logs are reviewed daily. Backups are taken daily
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: Every data table can be filtered in any way and exported to excel through the main application
• 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: The percentage of time during the month that the Service and supporting API’s are available, excluding scheduled downtime.; Trackplan warrants that all independent components of the Service are actively monitored by an automated process which alerts Trackplan’s support team within 5 minutes of detecting an issue.; Trackplan guarantees 99.95% availability as defined above. Trackplan does not provide refunds where availability has not been met. Trackplan thus far has always met this availability target.
• Approach to resilience: Trackplan’ software and database is hosted on virtual servers provided and managed by AWS (Amazon Web Services) and Microsoft Azure at their data centres around the World.; AWS and Microsoft Azure data centres are in alignment with Tier III guideline. Their approach to infrastructure performance acknowledges the Uptime Institute's Tiering guidelines and applies them to their global data centre infrastructure design to ensure the highest level of performance, security and availability.; Each AWS and Azure server is automatically replicated within its Availability Zone to protect from component failure, offering high availability and durability.
• Outage reporting: Email alerts are sent to clients in the event of an outage

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Trackplan has a web based admin panel to view client areas and set up new users. Only 2 users have access to this panel which is protected with encrypted password and behind an SSL cert.
• Access restriction testing frequency: Less than once a year
• Management access 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: At least 12 months
• 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: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Other security certifications: Yes
• Any other security certifications: Servers hosted with AWS who possess best practice certifications

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: Trackplan adopts and implements controls to mitigate risk of unauthorised access. Only 3 members of Trackplan have access to the live servers. Servers are hosted at AWS Tier 3 data centres and warnings are sent in the event of unauthorised access.
• Information security policies and processes: Server access through Remote Desktop with single username and password. Only small number of access points (using IP restrictions); ; Only key personnel have access to the live servers (Director, Head of Development); ; Server logs reviewed regularly

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All changes to the software and changes are approved by the Head of Development before being committed. All changes are recorded in the source control system hosted by Microsoft using Git.; ; All configuration changes to the servers can only be performed by experience personnel and are recorded.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Windows server logs (application and system) are reviewed weekly in the Event Viewer for performance and security issues and investigated, acted upon and recorded if required.; ; A SQL Stored Procedure runs every 5 minutes against the SQL database to check for long running SQL queries and records such queries in an audit table.; ; Http and Ping interval testing are in place to check web page and SQL performance are satifactory; ; Any identified vulnerability would be immediately addressed and a patch implemented soon therafter
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Windows server logs (application and system) are reviewed weekly in the Event Viewer for performance and security issues and investigated, acted upon and recorded if required.; ; A SQL Stored Procedure runs every 5 minutes against the SQL database to check for long running SQL queries and records such queries in an audit table.; ; Http and Ping interval testing are in place to check web page and SQL performance are satifactory; ; Any identified vulnerability would be immediately addressed and a patch implemented soon therafter
• Incident management type: Supplier-defined controls
• Incident management approach: Common events such as DNS downtime or server fault have processes documented for internally Trackplan's team can address the issue quickly.; ; Users can create issues through the online support ticket system.; ; Trackplan responds to users as soon as tickets / incidents are logged, fixes and reports back to user once complete

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Pricing

• Price: £50 to £3,000 a licence a month
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Full access to a trial area on the live server with pre-populated data. From 15 days to 2 months subject to request.
• Link to free trial: Trackplanfm.com

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