Information relating to software applications

FOI request reference: F0045428
Publication date: May 2016

Request:

To the organisations 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)
  1. Customer Relationship Management (CRM) Solutions
  1. Human Resources (HR) and Payroll Software Solutions
  1. 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
  1. Software Supplier: Can you please provide me with the software provider for each contract?
  1. 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.
  1. 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.
  1. Number of Users/Licenses: What is the total number of user/licenses for this contract?
  1. Annual Spend: What is the annual average spend for each contract?
  1. Contract Duration: What is the duration of the contract please include any available extensions within the contract.
  1. 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.

  1. Contract Expiry: What is the expiry date of this contract?

Please include month and year of the contract. DD-MM-YY or MM-YY.

  1. 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 tobe reviewed. DD-MM-YY or MM-YY.

  1. 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.

Regards

Outcome:

Successful

Response:

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.

Please see below for answers to your questions for each software contract. As requested, I have also attached the excel spreadsheet containing the contract information.

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 three 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 – 3 Years, with option to extend for a further 2 Years

Start Date – Quarter 3, 2013-2014

End Date – Quarter 3, 2016-2017 (excluding extension option)

Contract Review Date – Quarter 2, 2016-2017

Category – CRM

Software Supplier – Pythagoras

Software Brand – Microsoft Dynamics

Description – Support Contract

Number of Users/Licenses – N/A

Annual Spend – N/A (call off contract with no expenditure commitment)

Contract Duration – 3 Years, with option to extend for a further 2 Years

Start Date – Quarter 3, 2013-2014

End Date – Quarter 3, 2016-2017 (excluding extension option)

Contract Review Date – Quarter 2, 2016-2017

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 – £25,339 (ex VAT)

Contract Duration – 3 Years, with option to extend for a further 3 Years

Start Date – Quarter 2, 2015-2016

End Date – Quarter 2, 2018-2019 (excluding extension option)

Contract Review Date – Quarter 1, 2018-2019 (anticipated)

Human Resources:

We have one contract in place as, follows:

Category – HR

Software Supplier – NorthgateArinso UK Ltd

Software Brand – Resourcelink & Optimum

Description – Software Licensing, Maintenance & Support

Number of Users/Licenses – 4 Licenses, up to 650 employees

Annual Spend – £9,500 (ex VAT)

Contract Duration – 3 Years

Start Date – Quarter 1, 2015-2016

End Date – Quarter 4, 2017-2018

Contract Review Date – Quarter 1, 2017-2018 (anticipated)

Payroll:

Our payroll services are outsourced to a contractor, CGI Limited, who use their own software in performing payroll tasks. The National Archives does not hold contract information for this software. You may wish to contact the contractor directly for this information at:

CGI Limited
Chaucer House,
The Office Park,
Springfield Drive,
Leatherhead,
Surrey,
KT22 7LP

www.cgi-group.co.uk

Further information about outsourcing and freedom of information 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 – £41,049 (ex VAT)

Contract Duration – 1 Year, renewable annually thereafter with a 90 day notice period to terminate

Start Date – Quarter 4, 2015-2016

End Date – Quarter 4, 2016-2017

Contract Review Date – Quarter 3, 2016-2017 (anticipated)

The point of contact for all of the above is:

E-mail: procurement@nationalarchives.gsi.gov.uk

Tel: 020 8876 3444

If you are dissatisfied with the handling of your request or the decision which has been reached, you have the right to ask for an internal review.  Internal review requests must be submitted within two months of the date of this response and should be addressed to:

Quality Manager
Public Services Development Unit
The National Archives
Kew
Richmond
Surrey
TW9 4DU

complaints@nationalarchives.gov.uk

Please mark your complaint clearly.  You have the right to ask the Information Commissioner (ICO) to investigate any aspect of your complaint.  However, please note that the ICO is likely to expect internal complaints procedures to have been exhausted before beginning his investigation.

Yours sincerely,

FOI Assessor
Freedom of Information Centre
Transfer and Assessor Department
The National Archives