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

Pricing

£50 to £3,000 a licence a month

  • Education pricing available
  • Free trial available

Service documents

Framework

G-Cloud 12

Service ID

8 8 6 5 3 7 9 0 7 1 1 3 1 9 9

Contact

Trackplan Software mark cochrane
Telephone: +353831342778
Email: mark@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