TNA’s system information

FOI request reference: F0052269
Publication date: May 2018

Request

Finance System
– What Applications are you running for Finance System?
– When does the contract expire?
– Which vendor/System Integrator (SI) implemented your current System?
– Who is your current system support partner?
– How much do you spend on support for your current system?
– Are you planning to renew or replace your current System?
– Are you planning to tender for a new system upon expiry?
– If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
– Which framework do you use for procurement?

HR System
– What Applications are you running for HR system?
– When does the contract expire?
– Which vendor/System Integrator (SI) implemented your current System?
– Who is your current system support partner?
– How much do you spend on support for your current system?
– Are you planning to renew or replace your current System?
– Are you planning to tender for a new system upon expiry?
– If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
– Which framework do you use for procurement?

CRM System
– What Applications are you running for CRM system?
– When does the contract expire?
– Which vendor/System Integrator (SI) implemented your current System?
– Who is your current system support partner?
– How much do you spend on support for your current system?
– Are you planning to renew or replace your current System?
– Are you planning to tender for a new system upon expiry?
– If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
– Which framework do you use for procurement?

Projects System
– What Applications are you running for projects?
– When does the contract expire?
– Which vendor/System Integrator (SI) implemented your current System?
– Who is your current system support partner?
– How much do you spend on support for your current system?
– Are you planning to renew or replace your current System?
– Are you planning to tender for a new system upon expiry?
– If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
– Which framework do you use for procurement?

BI System
– What Applications are you running for BI?
– When does the contract expire?
– Which vendor/System Integrator (SI) implemented your current System?
– Who is your current system support partner?
– How much do you spend on support for your current system?
– Are you planning to renew or replace your current System?
– Are you planning to tender for a new system upon expiry?
– If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
– Which framework do you use for procurement?

Planning and Budgeting System
– What Applications are you running for Planning and Budgeting?
– When does the contract expire?
– Which vendor/System Integrator (SI) implemented your current System?
– Who is your current system support partner?
– How much do you spend on support for your current system?
– Are you planning to renew or replace your current System?
– Are you planning to tender for a new system upon expiry?
– If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
– Which framework do you use for procurement?

Workforce Planning System
– What Applications are you running for Workforce Planning?
– When does the contract expire?
– Which vendor/System Integrator (SI) implemented your current System?
– Who is your current system support partner?
– How much do you spend on support for your current system?
– Are you planning to renew or replace your current System?
– Are you planning to tender for a new system upon expiry?
– If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
– Which framework do you use for procurement?

1) What is your budget for IT spend for 2017/2018
2) Are you planning to join a Shared Service in the next 1 – 2 years?
3) Who is responsible for the procurement process?

Additional questions:
4) What is the size of the organisation?
5) How man Finance FTEs?
6) How many HR FTEs?
7) How many Procuremenmt FTEs?

Outcome

Successful

Response

I can confirm that The National Archives holds information relevant to your request. For your ease of reference, I have provided answers directly under each of your questions below:

Finance System
– What Applications are you running for Finance System?
The Applications we currently use are as follows:
SunSystems – Foundation (MC), Accounting, Sales, Purchasing and Corporate Allocations
Vision for SunSystems
PA – Advanced Inquiry
IPOS
Draycir Spindle

– When does the contract expire?
We have no contracts for the above Applications as we hold perpetual licences.

– Which vendor/System Integrator (SI) implemented your current System?
This information no longer held

– Who is your current system support partner?
Sapphire Systems plc

– How much do you spend on support for your current system?
Our total spend for support for these systems during the financial year 2017/2018 was £43,755.68

– Are you planning to renew or replace your current System?
We do not hold this information.

– Are you planning to tender for a new system upon expiry?
We do not hold this information.

– If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
We do not hold this information.

– Which framework do you use for procurement?
We use Crown Commercial Service Frameworks where possible. Decisions about whether to use a Framework and/or which Framework are taken on a case-by-case basis.

HR System
– What Applications are you running for HR system?
The Applications we currently use are as follows:
ResourceLink
Business Alerts Manager
Optimum time & attendance
Business Objects Enterprise Professional

– When does the contract expire?
The contract for all the Applications expires on 31 March 2021

– Which vendor/System Integrator (SI) implemented your current System?
Northgate Arinso

– Who is your current system support partner?
NGA Human Resources

– How much do you spend on support for your current system?
Our total spend for support for these systems during the financial year 2017/2018 was £11,731.40

– Are you planning to renew or replace your current System?
We do not hold this information.

– Are you planning to tender for a new system upon expiry?
We do not hold this information.

– If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
We do not hold this information.

– Which framework do you use for procurement?
We use Crown Commercial Service Frameworks where possible. Decisions about whether to use a Framework and/or which Framework are taken on a case-by-case basis.

CRM System
– What Applications are you running for CRM system?
The Application we currently use is Microsoft Dynamics CRM
– When does the contract expire?
31 August 2018

– Which vendor/System Integrator (SI) implemented your current System?
None, implementation was carried out in-house

– Who is your current system support partner?
None, support is provided in-house

– How much do you spend on support for your current system?
Nil contractual spend as support is provided in-house

– Are you planning to renew or replace your current System?
We do not hold this information.

– Are you planning to tender for a new system upon expiry?
We do not hold this information.

– If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
We do not hold this information.

– Which framework do you use for procurement?
We use Crown Commercial Service Frameworks where possible. Decisions about whether to use a Framework and/or which Framework are taken on a case-by-case basis.

Projects System
– What Applications are you running for projects?
MS Project

– When does the contract expire?
31 August 2018

– Which vendor/System Integrator (SI) implemented your current System?
None, implementation was carried out in-house

– Who is your current system support partner?
None, support is provided in-house

– How much do you spend on support for your current system?
Nil contractual spend as support is provided in-house

– Are you planning to renew or replace your current System?
We do not hold this information.

– Are you planning to tender for a new system upon expiry?
We do not hold this information.

– If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
We do not hold this information.

– Which framework do you use for procurement?
We use Crown Commercial Service Frameworks where possible. Decisions about whether to use a Framework and/or which Framework are taken on a case-by-case basis.

BI System
– What Applications are you running for BI?
– When does the contract expire?
– Which vendor/System Integrator (SI) implemented your current System?
– Who is your current system support partner?
– How much do you spend on support for your current system?
– Are you planning to renew or replace your current System?
– Are you planning to tender for a new system upon expiry?
– If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
– Which framework do you use for procurement?
The BI system is part of the Finance system and therefore the same answers apply

Planning and Budgeting System
– What Applications are you running for Planning and Budgeting?
– When does the contract expire?
– Which vendor/System Integrator (SI) implemented your current System?
– Who is your current system support partner?
– How much do you spend on support for your current system?
– Are you planning to renew or replace your current System?
– Are you planning to tender for a new system upon expiry?
– If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
– Which framework do you use for procurement?
The Planning and Budgeting system is part of the Finance system and therefore the same answers apply

Workforce Planning System
– What Applications are you running for Workforce Planning?
– When does the contract expire?
– Which vendor/System Integrator (SI) implemented your current System?
– Who is your current system support partner?
– How much do you spend on support for your current system?
– Are you planning to renew or replace your current System?
– Are you planning to tender for a new system upon expiry?
– If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
– Which framework do you use for procurement?
The Workforce Planning system is part of the HR system and therefore the same answers apply

1) What is your budget for IT spend for 2017/2018
The total IT budget set at the beginning of 2017-18 is a total of £3,634,793. (Please note this relates to IT Operations and not IT related budgets in the Digital Directorate)

2) Are you planning to join a Shared Service in the next 1 – 2 years?
There are no plans to join a shared service in the next 1 -2 years for IT services. I have made the assumption in this case that shared services relate to the Shared Services strategy for government

3) Who is responsible for the procurement process?
Darren Austin, Head of Procurement & Contract Management, darren.austin@nationalarchives.gov.uk

4) What is the size of the organisation?
Headcount – 519, FTE – 494.38 (as at 31/03/18)

5) How many Finance FTEs?
10.60 (as at 31/03/18)

6) How many HR FTEs?
12.33 (as at 31/03/18)

7) How many Procurement FTEs?
3.00 (as at 31/03/18)

Please note that where we have said ‘no information held’ this is because any response would be an opinion, which has not been formally recorded.