TNA’s ERP, CRM, HR and Finance systems

FOI request reference: F0056028
Publication date: February 2019

Outcome

Successful

Request and Response

Please find below the requested information.

1. Software Category: ERP, CRM, HR, Payroll, Finance

2. Name of Supplier: Can you please provide me with the software provider for each contract?

Software Category Supplier

ERP – We do not operate an ERP system
CRM – Pythagoras Communications
HR – Zellis
Payroll – CGI UK
Finance – Sapphire Systems

3. The brand of the software: 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.

Information regarding software brands is exempt under section 31 (1) (a) of the FOI Act. This exempts information if its disclosure is likely to prejudice the prevention or detection of crime. Release of this information would make The National Archives more vulnerable to crime; namely, a malicious attack on The National Archives’ computer systems.

4. Description of the contract: Please do not just state two to three words can you please provide me with detailed information about this contract and please state if upgrade, maintenance and support is included.

Software Category Contract Description

ERP – We do not operate an ERP system
CRM – Support Services; business hours support via phone, email and portal access, shared desktop assistance, knowledge base access, escalation, 3rd party support. Fifteen incident tickets supported and monthly reporting.
HR – Licenses and Support; telephone response centre, upgrades, remote access, developed software
Payroll – Fully outsourced service contract
Finance – Maintenance and upgrade support; Telephone helpdesk service, error correction service, update service.

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?

Software Category No of Licences/Users

ERP – We do not operate an ERP system
CRM – 160
HR – 650
Payroll – N/A
Finance – Licenses for main system and modules; total of 150

6. Annual Spend: What is the annual *average* spend for each contract?

Software Category Annual Average Spend £ ex VAT

ERP – We do not operate an ERP system
CRM – £6,102
HR – £10,200
Payroll – £44,400
Finance – £44,176

7. Contract Duration: What is the duration of the contract please include any available extensions within the contract?

Software Category Contract Duration

ERP – We do not operate an ERP system
CRM – 1 year
HR – Original 3 years with 3 Year Extension
Payroll – 7 years
Finance – 9.5 years

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.

Software Category Contract Start Dates

ERP – We do not operate an ERP system
CRM – Quarter 4 2018-19
HR – Quarter 1 2015-16
Payroll – Quarter 3 2012-13
Finance – Quarter 4 2009-10

Information regarding specific start dates is exempt under section 31 (1) (a) of the FOI Act. This exempts information if its disclosure is likely to prejudice the prevention or detection of crime. Release of this information would make The National Archives more vulnerable to crime; namely, a malicious attack on The National Archives’ computer systems.

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.

Software Category Contract End Dates

ERP – We do not operate an ERP system
CRM – Quarter 4 2019-20
HR – Quarter 4 2020-21
Payroll – Quarter 2 2019-20
Finance – Quarter 3 2019-20

Information regarding specific end dates is exempt under section 31 (1) (a) of the FOI Act. This exempts information if its disclosure is likely to prejudice the prevention or detection of crime. Release of this information would make The National Archives more vulnerable to crime; namely, a malicious attack on The National Archives’ computer systems.

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.

We do not hold this information.

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).

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 FOI Act. However, at The National Archives we apply the general principle that members of staff at Head of Department level and above are sufficiently senior for their names and/or job titles to already be in the public domain and are therefore not exempt from release.
The Head of IT Operations at The National Archives is Julian Muller.
The Head of HR at The National Archives is Jane Craigie-Payne
The National Archives’ full contact options can be found on our website here: https://www.nationalarchives.gov.uk/contact-us/

Exemptions applied

Section 31: Law Enforcement
We are unable to provide you with information regarding software brands and specific contract start/end dates because this information is exempt from disclosure under section 31 (1) (a) of the FOI Act. Section 31 (1) (a) exempts information if its disclosure is likely to prejudice 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 FOI Act 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. 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

Section 40(2): Personal Information where the applicant is not the data subject
Data Protection Legislation 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 and contact details 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 Art. 5 of the General Data Protection Regulation. As such, the names, positions and contact details of junior officials are withheld under section 40 (2) of the FOI Act.

Further guidance can be found at:
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