Asckey Data Services - FM Software & HSCN Hosting

Standard Back-Up

Designed to meet your individual requirements – get in touch to find out how we can cater for your tailored back-up needs.

Dedicated Support

We take the matter of client support extremely seriously – as a result, our support provision is covered within the scope of our ISO9001:2013 accreditation.

Cloud & Mobile

fmfirst® Survey is a simple to use and intuitive cloud-based tool designed to simplify the completion your bespoke survey, thereby significantly speeding up the process, increasing productivity and it also offers the potential to reduce overall costs.

Compatible with iOS, Android and Windows devices
Work offline; undertake audits without the need for permanent internet connectivity*
User errors are minimised
Avoid duplications
Enhance your green credentials: eliminate paper records

*internet connectivity required for the uploading/downloading of data.

Cloud & Mobile

fmfirst® PLACE Mobile is a simple to use and intuitive cloud-based tool designed to simplify the completion of the PLACE and PLACE lite assessments, thereby significantly speeding up the process, increasing productivity and offers the potential to reduce overall costs.

Compatible with iOS, Android and Windows devices
Work offline; undertake audits without the need for permanent internet connectivity*
User errors are minimised
Avoid duplications
Enhance your green credentials: eliminate paper records

*internet connectivity required for the uploading/downloading of data.

Workspace Recovery

We will restore a server estate into ITPS infrastructure and support the client’s business with the facilities of the ITPS dedicated workspace recovery suites. These suites are prepared on standby for when disaster strikes.

Disaster Recovery

This part of the service ensures servers can be restored in the event of a disaster. These will be handled by the same specialist team who will ensure the server is back to its original state regardless whether it was physical or virtual.

Within our Disaster Recovery service, there are two levels:

Redundancy – back-up server frequently updated; different speeds are available at different prices for the back-up server to go live in the event of the primary server going down.
Co-Location – back-up server frequently updated, ready to go live in the event of the primary server going down.

Tape Protection

Most IT departments now rely on disk based backups however, offloading the backup data to tape can still be useful for historical data restoration. In some cases it is a requirement to ensure departments can stand up to external / internal data audits.

Replication

This allows the primary backup data to be sent to a secondary location.

Live Standby

This uses latest back-up data to recreate the servers on a standby virtual Host (this is delivered without deploying in any other applications).

Data Integration

Whilst fmfirst® Survey was initially designed to operate as part of the fmfirst® Estates application, it also has the ability to operate as part of other back-end systems. As experienced software developers operating to ISO27001 & ISO9001 standards, we have the necessary skills and expertise to work across many development platforms; contact us on 0845 270 7747 to discuss your specific requirements.

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Colour-coding

Users can view tasks in order of criticality: colour-coding simplifies the system so you can tell at-a-glance which tasks are statutory (red), mandatory (pink), function critical (amber) or discretionary (green).

Reporting Functionality

A comprehensive reporting functionality enables full management control – schedules display the maintenance tasks, the frequency level the tasks should be performed at and the skills required to carry out the work.

Automated Schedule Updates

The SFG20 schedules are regularly updated with input from an experienced technical committee who review legal and best practice guidelines. fmfirst schedules are then updated automatically to ensure that users are always have access to the latest PPM requirements.

Stay Compliant

The SFG20 schedules help deliver maximum statutory and industry standard compliance potential for your equipment, which in return will reduce repair and energy costs whilst maximising efficiency, productivity and equipment availability.

400+ Maintenance Schedules

Choose from over 400 maintenance schedules covering over 60 equipment types, including but not limited to Air Conditioning, Boilers/Heat Generators, Lighting, Lifts and Fire Alarm Systems.

Full CAFM Integration

Your chosen SFG20 schedules are integrated within the PPM module of fmfirst® Estates CAFM software system, ensuring everything you need is in one place and simplifying the process of planned maintenance creation.

Quality Assured

All of our bespoke development, support and hosting processes are carried out within the scope of our ISO 9001:2015 and 27001:2013 accreditations, which are both independently audited annually.

Tailored Software Systems

Our tailored software systems are developed to simplify and streamline your key strategic processes to provide maximum efficiency & ROI.

Hosting Specialists

With more than 15 year’s experience of hosting a wide range of complex software applications, we could be your one-stop-source for both the development of your application as well as its hosting.

20 Years’ Experience

With over 20 years’ experience, our dedicated and expert team work to your unique requirements to deliver a completely bespoke solution.

Tailored to your needs

We understand that everyone’s needs are different, so we pride ourselves in accommodating each individual company’s requirements to offer them the very best service we can. Our system design philosophy ensures your application will remain relevant as your business changes. This means that expensive and time-consuming re-writes are avoided and your business management processes are not interrupted (think evolution, not revolution!).

Redundancy Package/Provision

24/7 generator support and remote offsite backup storage.

Dedicated Support

We take the matter of client support extremely seriously – as a result, our support provision is covered within the scope of our ISO9001:2013 accreditation.

SLA agreements?

Reduced costs and delays with dedicated HSCN backed, online and telephone support.

Partnership

We recognise that every customer is the same; they require their data to be stored safely and securely and available on demand – it’s just that they can be a little different in their requirements! As a result, we don’t treat you as ‘just another client’ – we work with you collaboratively, therefore adapting with flexibility to your unique business requirements.

Hosting Accreditations

Asckey have been hosting applications within secure NHS environments for over 15 years. Our current commitment to the provision of high-quality service and data security are underpinned by our ISO9001:2013 (quality) and ISO27001:2015 (data security) accreditations both of which are independently audited annually. Data security is further enhanced by our compliance under IGSoC Level 2 (Information Governance Statement of Compliance) and registration under the Data Protection Act.

Safe & Secure

Asckey’s hosting and back-up solutions operate from our Tier 3 level data-centre environment. It is designed to take away the pain of managing every aspect of the clients’ backup and DR risk covers every element / ranges from from backup to full disaster recovery and server co-location.

Compliance

Management of a Trust’s compliance activities are controlled in two ways:

General tasking activities related to specific areas of the Health and Safety at Work etc. Act 1974 (HSWA), for example working at height regulations, are handled through the Mobile Task Management (MTM) module by utilising the system’s location structure.
Management of specific legislation requirements.

Health & Safety

The ability to comply with the requirements of The Health and Safety at work Act 1974 are inbuilt within fmfirst® Estates.

Details of specific risks that may be present in a location (i.e. asbestos, working in confined spaces, noisy environments, etc.) can be added to the relevant location, meaning that details of the risk will be highlighted on any task raised for that particular location
Checklists related to user management of the risk can also be added, allowing individual elements of a list to be checked to prove compliance
User sign-off can be added before task log-on is allowed
Full audit trail of checklist completion and task acceptance as standard
Additional risk information can be stored and recalled for further information on the risk
All relevant documents connected with management of the risks (e.g. checklists, instructions, photos, etc.), irrespective of the risk, can be stored in the Document Management module and are available for retrieval/editing

Asbestos

The ability to comply with the requirements of The Control of Asbestos Regulations 2012.

Facility to import, store and access full asbestos survey from third party survey companies
Task can be raised directly from Asbestos module for failure resolutions
Details of ACMs (Asbestos Containing Materials) can be added to the location structure, meaning that relevant details of the risk will be highlighted on any task raised for that particular location

Legionella

The ability to comply with COSHH Regulations 2002 (including the HSE’s ACoP L8).

Scheduled tasks can be created to undertake routine testing of water outlets (e.g. TMVs) to ensure compliance with Trust requirements
Facility to record temperature readings
Results pass or fail indication as standard
Test failures will automatically generate remedial task
System audit trail to prove compliance

PLACE Lite Mobile

The PLACE Lite Mobile feature allows you to undertake regular, focused assessments throughout the year on a mobile platform as often as required. By focusing on areas of concern, Trusts can carry out year-round ‘mini’ assessments to measure improvements, focus resources and demonstrate standards compliance.

Mobile Functionality

fmfirst® PLACE Mobile and PLACE lite Mobile are compatible with all mobile and tablet device formats, allowing for paper-free data gathering.

Conditional Questions

Depending on answers given, subsequent questions can be set to change accordingly; this will help eliminate questions that do not apply to your current situation and vice versa.

Direct Data Upload

Once your survey has been completed, you have a choice of immediately submitting to the main EFM portal or saving to the device’s cache to await completion or to be reviewed before submission.

Mobile Functionality

Take your surveys into the field! No internet connection is required to fill in surveys but internet connection is required in order to upload/download survey templates.

Paper-Free

Say goodbye to the pen and paper method! Have everything you need in one place and benefit from reduced data input and duplication error rates.

Automated Reports

Reports are generated automatically after survey results submission to help identify failures and display them visually (i.e. graphs, tables, etc.)

Reporting

The comprehensive report gallery of fmfirst® Cleaning has a wide range of standard system reports, some mandatory, others designed to meet the general operational needs of NHS Trusts. It also provides detailed audit trails as proof that you are adhering to relevant the cleaning standards. management information including SLA trends and performances are also recorded and data can be exported in a wide range of formats.

13 week audit reports
Cleaning audit score sheets
Actions required reports
Dashboard views highlight key data e.g. failure reasons and element failure trends
Export data to PDF, ExCel, Word, CSV and Email formats
Meet reporting objectives/proof of best practice
Ability to email reports direct to user groups

Audits

Streamlined cleaning audits are generated with clearly defined risks, frequencies and actions (identified per responsible group). Automated cleaning audit scheduling with periodic task frequencies and times are also created, ensuring follow ups can be carried out efficiently and in compliance with the National Health Cleaning Standards.

Audit creation process simplifies identification of responsibilities, actions and responsible groups
Separate risk analysis for the National Cleanliness Standards 2007 and PAS 5748
Audit schedules created down to date and time levels
Planned workflow passed to auditor device as appropriate
Intuitive audit process minimises user error and increases productivity
Cleaning audit results are available almost instantly* allowing for sign off or remedial action and re-audit if needed

*subject to internet connection

NHS Cleaning Standards

Stay compliant to either the National Specifications for Cleanliness 2007 or PAS 5748:2014 standards.

Cloud & Mobile

fmfirst® Cleaning is a cloud-based, cleaning audit tool designed to simplify the of carrying out and reporting of audits, thereby speeding up the process, increasing productivity and reducing overall costs.

As paperless tool, it allows you to carry out your cleaning audits on-the-move (i.e. on your phone or tablet device), to ensure the rapid identification of failures; if appropriate, this potentially allows you to organise fault-rectification there and then.

Compatible with iOS, Android and Windows devices
Work offline; undertake audits without the need for permanent internet connectivity*
User errors are minimised
Avoid duplications
Enhance your green credentials: eliminate paper records

*internet connectivity required for the uploading/downloading of data.

System Security

Security for your fmfirst Estates application covers two aspects: System & Network Security.

fmfirst® Estates has been designed, developed and hosted with security in mind
Processes conform to both our ISO9001 (quality) and ISO27001 (data security) accreditations
Conforms to current requirements of IGSoC
System access is controlled through assigned user logins
Configurable user access to individual system modules
Configurable restrictions for viewing, editing and deleting permissions
Profile constraints to manage individual user access to data

Property Management

Gain a complete overview of all key property data including leases and lets information for simplified property portfolio management. Statutory property data is managed centrally and used to generate site level statistical values.

Property management overview with combined, centralised database across all NHS Trust sites
Centrally managed terrier information such as rights, restrictions, property values, regulatory or legal changes
Budget and cash flow monitoring with full control over site-wide leases and lettings information
Module-wide reporting facility

Project Management

Designed specifically to control and simplify the process of managing small/medium sized projects such as room refurbishments. Dynamic and flexible functionality combines relevant fmfirst® elements and external sources into a single, easy to access management tool.

Dynamic at-a-glance data display with timeline or Gantt style chart for daily, weekly or monthly views
Multiple project cost control with links to purchase orders management for single or multiple projects
Document management facility to hold related documents, files, images etc.
Intuitive communication links with key internal/external stakeholders and associated contracts
Live project updates of key activity including times, costs, tasks and remaining budget
Project related staff and asset links
Targeted reporting options with a range of project status reports including resource and budget allocations

Reporting

Accurate and timely management information is the ultimate end-goal of all fmfirst® data collections. Data entry paths are tailored from beginning to end to satisfy user reporting objectives. Real time data can inform the management decision making process, contributing to efficiency and productivity improvements in all areas. fmfirst® offers unrivalled CAFM with data reporting at multiple levels.

200+ Crystal Reports covering all modules available as standard
Optional tailored reports to meet user requirements
Dashboard-style presentation of completed and outstanding tasks with associated drill-down capability
Intuitive query lists with the capability to define sort and group data. Move/exclude columns, etc.
Reports exportable in a wide variety formats (e.g. CSV, SQL, Word and PDF)

Document Management

This module enables a wide range of communication formats to be stored and used my fmfirst® in accordance with appropriate module (appropriate format reader required).

Standard fmfirst® security provisions are applied to document access and unauthorised users denied access to view or add new documents linked to secure data records.

The Document Management system is fully accessible via the fmfirst® MTM module thus enabling users to access documents whilst in the process of carrying out tasks.

Wide variety of formats can be stored e.g. text, photo, video, audio, drawing, spreadsheets, etc.
Documents accessible via associated module (e.g. tasks, assets, locations, staff, etc.)
Fast simple document access at any location to view or edit
Access via the MTM module requires internet connection

Planned Maintenance

A core element of fmfirst® estates is the facility to quickly and effectively create and manage planned preventative maintenance (PPM) tasks.

Rapid creation of maintenance tasks through the use of pre-formatted task templates
Allocate unlimited service frequencies to multiple assets in a single operation
Colour coded weekly/annual planner views for improved management
At-a-glance SLA performance view with task status dashboard
Easy to use drag and drop functionality for simplified task planning
Auto-alerts for critical tasks via integration with health and safety register

Mobile

Hand-held technology and remote working are now mandatory elements for Estates and Facilities department operations. Maximise the benefits of your FM system with Mobile Task Management (MTM); increase in staff efficiencies, reductions in data errors and the immediate generation of task updates all contribute to increases in overall productivity. In addition, MTM can also produce savings by reducing task administration, travel and printing costs.

Android and iOS compatible
Enables acknowledgement of health & safety and other compliant assessments
Ability to work offline – no need for permanent connection
Automatic, real-time task allocation to individuals and/or team
Electronic signature on task completion
Live task updates with instant task information at any location
Hazard notifications and check-sheets aid compliance management
Reduced travel time and costs
Paper-free process; increase your green credentials!

Staff Management

Get the most out of your workforce with this tailor-made staff management unit. Accurate, targeted staff information supports cost effective staff management and productivity. fmfirst^® functionality provides an effective staff management tool for staff deployment, training, qualifications management, leave and absences tracking.

Easy to view staff calendar with full activity/availability display
Stores current staff records, including qualification and expiry dates
Shift pattern management ensures appropriate staff availability
Simplifies recording of staff sickness and leave plans
Drag and drop capability facilitates task redistribution requirements
Flexible year-end processing – reset leave allocations and over-entitlement

Asset Management

Track availability and full life-cycle of your essential assets. Powerful, user-friendly asset management functionality closely monitors all relevant technical administrative and financial information including location and maintenance details for all site assets. The asset genealogy tab ensures all related assets are identified for maintenance purposes.

Robust asset data register enables both physical and financial management
Clearly visible asset tracking for loaned internal or external assets by location
Consistent, reliable asset servicing and repair with automated task creation relating to individual equipment categories/model types
Parent/child asset structure
Compliance to health and safety standards by associating hazards with assets
Effective cost control management through direct links with associated contracts
Real- time history of individual asset maintenance

Task Management

Task Management responds to the Help Desk / Service Portal and is used by trade staff and managers in the day-to-day management of task activity.

Task and activity management for both in-house staff and contractors
Individual task costings enables invoice reconciliation and budgetary reporting
Comprehensive view of task performance and status
Recording of start and finish times
Extensive task enquiry and analysis options
Traffic light colour-coded task status identification

Help Desk / Self-Service Portal

This central hub enables fast and efficient fault reporting either via a traditional help desk telephone call or direct user portal access. Fault reporting can be simplified by the use of pre-defined task templates and pre-populated data fields based on the identity and location of the caller. Extensive use of drop-down lists further minimises both the time taken to report a fault and the potential for user errors.

Fast and accurate task creation increases productivity and efficiency
A number of key strokes are kept to a minimum by reducing reporting time
User-definable priorities assist in faster task scheduling
A choice of fault reporting options through either help desk or portal.
Ability to manage tasks for both internal staff and external contractors
Increased productivity and lower costs through use of self-service portal

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