ICT Software Contracts

FOI request reference: F0044805
Publication date: March 2016

Outcome: Partially successful

Request:

To the organisation’s Freedom of Information Officer, This is an email to request information under the FOI Act.

I want to apologise in advance for the length of this request but can you please read all the information within the request this is an urgent request so if you could please provide me with the information before the 20 working days this will be greatly appreciated.

I require the organisation to provide me with the following contract information relating to the following corporate software/applications:

  1. Enterprise Resource Planning Software Solutions (ERP)
  2. Customer Relationship Management (CRM) Solutions
  3. Human Resources (HR) and Payroll Software Solutions
  4. Finance Software Solutions

Along with the actual contract information for the above can you also provide me with the maintenance and support contract associated with each of the categories above if it not already within the existing contract.

For each of the categories above can you please provide me with the relevant contract information listed below:

  1. Software Category: ERP, CRM, HR, Payroll, Finance
  2. Software Supplier: Can you please provide me with the software provider for each contract?
  3. Software Brand: Can you please provide me with the actual name of the software. Please do not provide me with the supplier name again please provide me with the actual software name.
  4. Contract Description: Please do not just state two to three words can you please provide me detail information about this contract and please state if upgrade, maintenance and support is included. Please also include the modules included within the contract.
  5. Number of Users/Licenses: What is the total number of user/licenses for this contract?
  6. Annual Spend: What is the annual average spend for each contract?
  7. Contract Duration: What is the duration of the contract please include any available extensions within the contract.
  8. Contract Start Date: What is the start date of this contract? Please include month and year of the contract. DD-MM-YY or MM-YY.
  9. Contract Expiry: What is the expiry date of this contract?Please include month and year of the contract. DD-MM-YY or MM-YY.
  10. Contract Review Date: What is the review date of this contract? Please include month and year of the contract. If this cannot be provide please provide me estimates of when the contract is likely to be reviewed. DD-MM-YY or MM-YY.
  11. Contact Details: I require the full contact details of the person within the organisation responsible for this particular software contract (name, job title, email, contact number).

If the organisation have an outsourced provider that looks after all software can you please request this information from your provider?

If any of the information is not available please can you provide me with the notes on the reasons why?

If possible can you please input the information on the spreadsheet (https://drive.google.com/open?id=0Bya7LhL8GAvoZEpDaHplRDlpRUk) provided. Please download the file via the link.

Response:

Thank you for your enquiry of 10 February 2016, in which you asked for information concerning the following software contracts at The National Archives:

1. Enterprise Resource Planning Software Solutions (ERP)
2. Customer Relationship Management (CRM) Solutions
3. Human Resources (HR) and Payroll Software Solutions
4. Finance Software Solutions

Your request has been handled under the Freedom of Information Act 2000 (FOIA).

I can confirm that The National Archives holds information relevant to your request and we are pleased to be able to provide some of this information to you below.

Exempt information

Unfortunately, we are unable to provide you with some of the information you have requested.

You asked for the full name, job title, direct contact number and direct email address of the National Archives employee who is responsible for reviewing and renewing our the contracts. We are unable to provide you with this information because it would identify junior members of staff and as such is exempt from release under section 40(2) of the FOIA. For further information about why this exemption has been applied, please see the Explanatory Annex at the end of this letter. If you wish to contact The National Archives, please use the contact form at the following address: http://apps.nationalarchives.gov.uk/contact/

Some of the information you have requested is also covered by the exemption at section 31(1)(a) of the FOIA. This exempts information if its disclosure is likely to prejudice the prevention or detection of crime and relates to specific expiry and renewal dates. For further information about why this exemption has been applied, please see the Explanatory Annex at the end of this letter.

Requested Information
Please see below for answers to your questions for each software contract.

Enterprise Resource Planning Software Solutions (ERP):
We have no software/applications contracts in place and are therefore unable to provide further information.

Customer Relationship Management (CRM) Solutions:
We have two contracts in place as follows. Please note that the Microsoft Dynamics Software Licensing and Assurance is supplied as part of a wider Microsoft Enterprise Agreement, as opposed to being a separate contract in its own right:

Category – CRM
Software Supplier – Pythagoras
Software Brand – Microsoft Dynamics
Description – Support Contract
Number of Users/Licenses – N/A
Annual Spend – £4,000 (ex VAT)
Contract Duration – 2 Years, with option to extend for a further 3 Years
Start Date – Q3 2013-14
End Date – Q3 2016-17 (including first year of extension option)
Contract Review Date – Q2 2016-17

Category – CRM
Software Supplier – Microsoft (via Computacenter as a reseller)
Software Brand – Microsoft Dynamics
Description – Software Licensing and Assurance
Number of Users/Licenses – 190 user licenses, 3 server licenses
Annual Spend – £25,340 (ex VAT)
Contract Duration – 3 Years, with option to extend for a further 3 Years
Start Date – Q2 2015-16
End Date – Q2 2018-19 (excluding extension option)
Contract Review Date – Q4 2018-19 (anticipated)

Human Resources:
We have two contracts in place as, follows:

Category – HR
Software Supplier – Lumesse
Software Brand – iGrasp
Description – Software Licensing, Hosting, Maintenance & Support
Number of Users/Licenses – Licensed for a maximum of 600 users
Annual Spend – £19,876 (ex VAT)
Contract Duration – 2 Years
Start Date – Q1 2014-15
End Date – Q1 2016-17
Contract Review Date – Review completed; contract will not be renewed beyond stated end date.
Category – HR
Software Supplier – NGA Human Resources
Software Brand – Resourcelink, Optimum, Business Alerts and Business Objects
Description – Software Licensing & Support
Number of Users/Licenses – Up to 650 employees users
Annual Spend – £9,426 (ex VAT)
Contract Duration – 3 Years
Start Date – Q1 2015-16
End Date – Q4 2018-19
Contract Review Date – Q2 2017-18 (anticipated)
Payroll:
Our payroll services are outsourced to a contractor who use their own software in performing payroll tasks. As this information is not held on behalf of the public authority, their software information does not fall within the scope of the Freedom of Information Act.

Further information on what information we are required to provide concerning contractors is available here: https://ico.org.uk/media/1043530/outsourcing-and-freedom-of-information.pdf

Finance:
We have one contract in place as follows:

Category – Finance
Software Supplier – Sapphire Systems Ltd.
Software Brand(s) – IPOS, Vision and Spindle
Description – Software Licensing, Maintenance and Support
Number of Users/Licenses – IPOS = 105 users, Vision = 25 Users, Spindle = 5 Users
Annual Spend – £39,092 (ex VAT)
Contract Duration – 1 Year, renewable annually thereafter with a 90 day notice period to terminate
Start Date – Q4 2015-16
End Date – Q4 2016-17
Contract Review Date – Review completed; contract will be renewed for a further year.

Explanatory Annex

Exemptions applied

 

Section 40(2): Personal Information where the applicant is not the data subject

Section 40 exempts personal information about a ‘third party’ (someone other than the requester), if revealing it would breach the terms of the Data Protection Act (DPA) 1998. The DPA prevents personal information from release if it would be unfair or at odds with the reason why it was collected, or where the subject had officially served notice that releasing it would cause them damage or distress.

In this case the exemption applies because this information represents the personal information of junior members of staff at The National Archives. Publishing the names of junior members of staff is considered an unfair use of personal data. Junior members of staff would have no expectation that information about their positions would be made available in the public domain; to do so would be unfair and contravene the first data protection principle of the DPA 1998. As such, the names and positions of junior officials are withheld under section 40(2) of the FOIA.

For more information about the publication of junior staff names, please see the following link: https://ico.org.uk/media/for-organisations/documents/1187/section_40_requests_for_personal_data_about_employees.pdf

For more general information about the section 40 exemption, please see the following link: http://ico.org.uk/for_organisations/guidance_index/~/media/documents/library/Freedom_of_Information/Detailed_specialist_guides/personal-information-section-40-and-regulation-13-foia-and-eir-guidance.pdf

Section 31: Law Enforcement

(1) Information which is not exempt information by virtue of section 30 is exempt information if its disclosure under this Act would, or would be likely to, prejudice—

(a) The prevention or detection of crime

Section 31 is a qualified exemption and we are required to conduct a public interest test when applying any qualified exemption. This means that after it has been decided that the exemption is engaged, the public interest in releasing the information must be considered.  If the public interest in disclosing the information outweighs the public interest in withholding it then the exemption does not apply and the information must be released. In the FOIA there is a presumption that information should be released unless there are compelling reasons to withhold it.

The public interest has now been concluded and the balance of the public interest has been found to fall in favour of withholding information covered by the section 31(1)(a) exemption. Considerations in favour of the release of the information included the principle that there is a public interest in transparency and accountability in disclosing information about government procedure and contracts. However, release of this information would make The National Archives more vulnerable to crime. The crime in question here would be a malicious attack on The National Archives’ computer systems. As such release of this information would be seen to prejudice the prevention or detection of crime by making The National Archives’ computer system more vulnerable to hacking at a given time. There is an overwhelming public interest in keeping government computer systems secure which would be served by non-disclosure. This would outweigh any benefits of release. It has therefore been decided that the balance of the public interest lies clearly in favour of withholding the material on this occasion.

Further guidance on section 31 can be found here:

https://ico.org.uk/media/for-organisations/documents/1207/law-enforcement-foi-section-31.pdf