Software solutions

FOI request reference: F0042922
Publication date: September 2015

Request:

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
  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 to be 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.

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?

Outcome:

Successful

Response:

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 – 2 Years, with option to extend for a further 3 Years
Start Date – November 2013
End Date – November 2015 (excluding extension option)
Contract Review Date – September 2015

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 – 2 Years, with option to extend for a further 3 Years
Start Date – November 2013
End Date – November 2015 (excluding extension option)
Contract Review Date – September 2015

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, 4 server licenses
Annual Spend – £17,175 (ex VAT)
Contract Duration – 2 Years, with option to extend for a further 3 Years
Start Date – August 2010
End Date – August 2015 (including extension option)
Contract Review Date – Contract review completed

Human Resources:
We have one contract 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 – March 2014
End Date – March 2016
Contract Review Date – November/December 2015 (anticipated)

At the time your request was received, the other HR product used by The National Archives – MyHR – had expired, although the product was still being used. I can confirm that a contract for the HR software solution was subsequently signed with NorthgateArinso.

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. We have however asked the supplier for this information to be provided as a matter of good practice, and we will contact you with this information as soon as we receive it.

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 – March 2015
End Date – February 2016
Contract Review Date – November 2015 (anticipated)

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