Software contracts

FOI request reference: F0049340
Publication date: July 2017

Request

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

1. Enterprise Resource Planning Software Solution (ERP) – this is the organisation’s main ERP system and may include service support, maintenance and upgrades.

2. Customer Relationship Management (CRM) Solution – this is the organisation’s main CRM system and may include service support, maintenance and upgrades. Example of CRM systems the organisation may use could include Microsoft Dynamics, Front Office, Lagan CRM, Firmstep

3. Human Resources (HR) and Payroll Software Solution – this is the organisation’s main HR/payroll system and may include service support, maintenance and upgrades. In some cases the HR contract maybe separate to the payroll contract please provide both types of contracts. Example of HR/Payroll systems the organisation may use could include iTrent, Resourcelink,

4. The organisation’s primary corporate Finance Software Solution – this is the organisation’s main finance system and may include service support, maintenance and upgrades. Example of finance systems the organisation may use could include E-Business suite, Agresso (Unit4), eFinancials, Integra, SAP

In some cases you may come across contracts that provides service support maintenance and upgrades separate to the main software contract, please also provide this information in the response following the requested data below.

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 any modules included within the contract as this will support the categories you have selected in question 1.

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

Outcome

Successful

Response

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

I can confirm that The National Archives holds information relevant to your request and we are pleased to be able to provide this information to you. 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 2 optional extension periods of 12 months each. Second 12 month extension option has been exercised.
Start Date – Quarter 3, 2013-2014
End Date – Quarter 3, 2016-2017 (excluding extension option)
Contract Review Date – Quarter 2, 2017-2018

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) – SUN, IPOS, Q&A (Vision), Advanced Enquiry and Spindle
Description – Software Licensing, Maintenance and Support
Number of Users/Licenses – SUN = 20 users, IPOS = 100 users, Q&A (Vision) = 25 Users, Advanced Enquiry = 5 users, Spindle = 5 Users
Annual Spend – £43,099 (ex VAT)
Contract Duration – 1 Year, renewable annually thereafter with a 90 day notice period to terminate
Start Date – Quarter 4, 2016-2017
End Date – Quarter 4, 2017-2018
Contract Review Date – Quarter 3, 2017-2018 (anticipated)

The point of contact for all of the above is:
E-mail: procurement@nationalarchives.gsi.gov.uk
Tel: 020 8876 3444