Invigilatis

Seeker Estates and Facilities Management Service

Estates and Facilities management (FM), underpinned by ISO5501 to enhance asset management. With links to BIM via CoBIE, estates can be modelled easily - manage warranties; contractors; defect jobs/planned maintenance; costs, life cycle planning and capital project management. Mobile app for tradesperson links. Real time dashboards/graphics/maps/BI facilitate operational management.

Features

  • Enterprise application with Service oriented architecture
  • Fully Integrated and configurable modules
  • Extensive and flexible user configuration via access security permissions
  • Browser and mobile access
  • Real time and graphical reporting with graphics/data export
  • BI based on latest versions of MS SQL
  • Auto conversion of .DWG files to .SVG for viewing ease
  • Operational dashboards for multi-level management reporting
  • Utisises MS SQL for database and BI for wide compatibility
  • Customisable workflows

Benefits

  • Easy management of property portfolios
  • Easy enterprise asset management
  • Flexible local configuration allows evolution of business processes and workflows
  • Enables change to proactive management style
  • Internal and external benchmarking
  • Satisfy provision of evidence for regulatory and statutory returns
  • Task-based user interface reduces training requirements
  • Consolidated real time information minimises reporting problems caused by spreadsheets
  • BI to drive operational performance improvements
  • Improved visibility and management of all aspects of compliance

Pricing

£48.00 per person per month

Service documents

G-Cloud 9

959501462733153

Invigilatis

ray milton

01223 420048

ray.milton@invigilatis.com

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Private cloud
Service constraints No major constraints, but we reserve the ability to minimally restrict service (at times and days of low usage) for O/S, version and Service pack upgrades.
System requirements
  • No third party licences required
  • Browser based
  • Accessible by common browsers (e.g. IE9+/Edge, Chrome, Safari, Firefox, Opera)
  • Browser should support .SVG viewing (IE9+/Edge, Chrome, Safari, Firefox, Opera)
  • BI based on MS SQL

User support

User support
Email or online ticketing support Email or online ticketing
Support response times The service support desk will answer questions during normal office hours (9-5, Mon-Fri). Typically, responses are same day.
Software issues/fixes are controlled/escalated by severity status, with critical issues being fixed within four hours of reporting. Issues reported overnight are fixed next working day.
User can manage status and priority of support tickets Yes
Online ticketing support accessibility None or don’t know
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 We operate with one support level - all customers are treated equally within the same operating standards. (The standard support service operates with a variety of reportable severity statuses).
All support is provided within the service charges, with the exception of on-site support - for which we will levy a site attendance charge at our normal daily rates.
A technical account manager is provided as standard at no extra cost.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Invigilatis provides a flexible regime for training - this is typically done on-site (or at our offices) on the basis of train the trainer, i.e. we train the core staff. Extra courses for end users can also be accommodated at extra charge (at the standard Daily Rate).
The Seeker system is comprehensively documented with a guide for core staff - this can be used as a source for end user crib notes/FAQs/how to's.
Service documentation Yes
Documentation formats
  • PDF
  • Other
Other documentation formats If required, can be in MS Word 10
End-of-contract data extraction Please note that Seeker employs MS SQL server as the database environment. Invigilatis as part of its contractual exit strategy undertakes to provide a database backup in the MS SQL recognised format (Currently we employ SQL Server 2014).
End-of-contract process If the system is hosted externally then Invigilatis as part of its contractual exit strategy undertakes to provide a database backup to the customer in the MS SQL recognised format within two weeks of the termination date. (Currently SQL Server 2014). On exit the access to the customer database is immediately limited to system administrator server rights only - the database ceases to be in an operational state. The customer's database and server on our hosted server is destroyed within 3 to 4 weeks of contract termination (the 'stand by period' is the first two weeks) unless other wise requested.
If the customer requires additional data access after termination (but not for operational or data maintenance use, i.e. purely for data extraction purposes) then this is possible at extra cost (at the prevailing normal service cost) and notification of this requirement must be logged with Invigilatis within the two week standby period. If assistance is required from Invigilatis' staff then this will be charged at the prevailing daily rate.
If the system is installed on an internal server then the customer will undertake to remove the programs within the standby period.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 9
  • Internet Explorer 10+
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install No
Designed for use on mobile devices No
Accessibility standards None or don’t know
Description of accessibility The Seeker system is browser based, and most available browsers can access the system, with no add-ons of further customisation. The system can be viewed by the browsers using user custom settings supported by the employed browser.
Accessibility testing None.
API No
Customisation available Yes
Description of customisation Customisation is possible for :
1) System user roles (who can do what in the system, via menu and module permissions) - by local administration
2) System user view (what data levels a user can see, via access security permissions) - by local administration
3) Customisation is possible by local system administrators using non-technical configuration controls
4) Module and function deployment is customisable by user access permissions - by local administration
5) In addition to local administration, the system is customisable (e.g. fields and functions) during initial setup by Invigilatis employing a user specification.

Scaling

Scaling
Independence of resources With an internally hosted system, our hosting sub-contractor employs hardware scaling on their servers to allow for 50% traffic increases.

On an internally hosted system this is the customers responsibility.

Analytics

Analytics
Service usage metrics Yes
Metrics types User access logs, database sizing can be provided on request
Reporting types Reports on request

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Baseline Personnel Security Standard (BPSS)

Asset protection

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 Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency At least once a year
Penetration testing approach ‘IT Health Check’ performed by a CHECK service provider
Protecting data at rest Other
Other data at rest protection approach Physical security with secure data centre buildings and environment. Infeasibility of unauthorised access to databases, as access is by secure logon procedures.
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 importing and exporting
Data export approach With an externally hosted system, then export tools within the application can be employed. 'Export to Excel' is typically provided within the application attached to the most critical data points (such as the job handling list). In addition Invigilatis can provide dedicated data export formats as part of the customisation/setup process (this service is charged at the prevailing daily rate.
On an internally hosted service the customer can additionally employ database management tools that can be linked to its MS SQL environment.
Data export formats Other
Other data export formats MS Excel
Data import formats
  • CSV
  • Other
Other data import formats MS Excel

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • Private network or public sector network
  • Legacy SSL and TLS (under version 1.2)
Data protection within supplier network Legacy SSL and TLS (under version 1.2)

Availability and resilience

Availability and resilience
Guaranteed availability With an internally hosted arrangement then the customer is responsible for service availability.

With an externally hosted arrangement via Invigilatis, we guarantee 99.99% availability of service, excluding any time allocated for pre-arranged maintenance work (i.e. O/S updates, service packs etc.)
Approach to resilience With an internally hosted arrangement then the customer is responsible for service resilience

With an externally hosted arrangement via Invigilatis, our hosted sub-contractor has ISO 27001 accreditation and has a disaster recovery policy in place. The content/clauses/procedures are confidential but can be discussed if required.
Outage reporting E-mail alerts are employed to report outages. Outage statistics can be reported to the customer on request via reports

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
Access restrictions in management interfaces and support channels User access to the software is by user name and password operating in conjunction with access security permissions that can be varied in the software by the system administrator. This set of control determines access to modules and functions and whether update to data is allowed.
Access restriction testing frequency At least every 6 months
Management access authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password

Audit information for users

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 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 User-defined
How long system logs are stored for User-defined

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification No
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security accreditations No

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance accreditation No
Security governance approach With regard to an externally hosted system, our sub-contractor is accredited to ISO 27001, 14001 and 9001.

With regard to software management/development, Invigilatis is currently undertaking a process of working towards ISO 9001 accreditation - this is aimed at a successful result during the summer of 2017.
Information security policies and processes The CEO is the authorised contact for all security matters, whether in elation to internal staff or to our hosting sub-contractor. In turn the CEO reports to the Board of the company.

Security policies are in place for internal matters and these are reviewed constantly in the case of material change, and formally by board review and adoption on an annual basis. Management undertakes an assessment on a quarterly basis. With regard to our hosting sub-contractor we monitor for accreditation certification and include periodic visits and checks by Invigilatis staff.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach The software is developed solely by Invigilatis' staff. Development changes are in response to issues identified or by strategic development. Any change to software is subject to internal testing and management approval prior to release.

Testing is covered by employing typical customer scenarios and context.
Vulnerability management type Supplier-defined controls
Vulnerability management approach Penetration testing is done on a periodic basis by CHECK accredited independent consultants. This is done at least once per year.
Reports are transmitted to the company board for action approval. Software patches deployment is in response to severity status. With high severity issues the company undertakes to deploy company resources on an immediate basis.
Protective monitoring type Supplier-defined controls
Protective monitoring approach A support log is maintained for the service. Issues raised are assessed for severity and examined in relation to and with a separate regime of penetration testing. Any issues identified is reported to the company board with an assessment of severity and risk, and a recommendation for action.
It is company policy under our QA controls that any security/IT incident is reported immediately to the appointed contact (The CEO). In this way the incident is monitored and tracked for suitable remediation.
Incident management type Supplier-defined controls
Incident management approach A support log is maintained for the service. Issues raised are assessed for severity and examined in relation to and with a separate regime of penetration testing. Any issues identified is reported to the company board with an assessment of severity and risk, and a recommendation for action.
It is company policy under our QA controls that any security/IT incident is reported immediately to the appointed contact (The CEO). In this way the incident is monitored and tracked for suitable remediation.

The company undertakes to notify the customer of incidents and their severity

Secure development

Secure development
Approach to secure software development best practice Supplier-defined process

Public sector networks

Public sector networks
Connection to public sector networks Yes
Connected networks
  • Public Services Network (PSN)
  • New NHS Network (N3)

Pricing

Pricing
Price £48.00 per person per month
Discount for educational organisations No
Free trial available No

Documents

Documents
Pricing document View uploaded document
Service definition document View uploaded document
Terms and conditions document View uploaded document
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