Software - 224/19

Provision of information held by Northumbria Police made under the Freedom of Information Act 2000 (the 'Act')

As you may be aware the purpose of the Act is to allow a general right of access to information held at the time of a request, by a Public Authority (including the Police), subject to certain limitations and exemptions.

You asked:

I want to apologise in advance for the length of this request, the first part is just an outline of the request bellow (A-D) I have added this for clarification so you know exactly what I am referring to. 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.

The information I require relates to the organisations software contract, please send me the organisation’s primary contract around the types of contract below.

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

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.

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.

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?

 

In Response:

I am able to disclose the located information to you as follows.

 

1. 
   ERP – Not applicable, the force does not have an Enterprise Resource Planning system
   CRM – Not applicable, the force does not have a Customer Relationship Management system

HR – eBusiness Suite 11i (HRMS)

Payroll & Finance  – Unit4 Business World 7 

2.ERP – Not applicable, the force does not have an Enterprise Resource Planning system
CRM – Not applicable, the force does not have a Customer Relationship Management system

HR – Oracle Corporation
Payroll  & Finance – Unit4 Business Software

3.  ERP – Not applicable, the force does not have an Enterprise Resource Planning system                
CRM – Not applicable, the force does not have a Customer Relationship Management system

            HR – Oracle E-Business Suite 11i (HRMS Module)

Payroll – Unit4 Business World 7 (Payroll Module)

Module	Item Code
Payroll register	HPR
Agresso ABW Local UK Payroll	UKPAY
Human Resources (for Payroll)	HPS

Finance – Unit4 Business World 7 (Finance Module)

Module	Item Code
Core Ledger Management
General Ledger	FGL
Workflow Financials	WFF
Contract Accounting	FCN
Budget Management
Planner	FPL
Bank Account Management
Bank Account Management / Bank Reconciliation	FCB
Agresso Bank & Sort Code Validation	BSCVEL
Bank Statement Auto Import Standard Interface File	BRI
UK Direct Debit bank interface (AUDIS / ADDACS)	DDS
Fixed Asset Management
Fixed Assets	FAT
Creditor Management
Accounts Payable	FSU
Commitment Accounting	CO
Construction Industry Scheme	CIS
AP/AR automatic allocation	ARM
Periodic Supplier Payments	SPP
Quick AP/AR	QAPR
Debtor Management
Accounts Receivable	FCU
AP/AR automatic allocation	ARM
Quick AP/AR	QAPR
Legal Debt Recovery - Local Government	LDR
Cash Accounting	FCA
Sales Order Processing / Debtors Invoicing
Sales Order / Invoice production	LSO
Utility Invoicing	LUI
Receipt Printing	LRE
Purchase Order Processing
Purchasing (Including Requisitions)	LPO
Workflow Procurement	WFL
XML e-Invoicing	XMLEI
Punch Out	PUNO
ePurchase Orders	EPO
Stock Management
Inventory Management	LST
Barcoding	WBC
Project Costing / Time & Expense Management
Time / Project	PTS
Project Invoicing	PPI
Workflow Project	WFP
Position Register	HP2
Expense Ledger	HTT
Travel Expenses	WTR
Management Information Suite
Reporting and Analysis Suite	XRS
IntellAgent	XIP
Analyzer	IAN
Flexi Fields	AFF
Forms	FS
Workflow on Reporting Output	WR
Standard Report Templates	XRT
Dataload and Interfaces Suite
Data Import Utilities suite	IFACE
Automatic Batch Input	ABI
Address Interface	ADL
HMRC Message Centre	HMRC
CIS add-on for HMRC Message Centre	CISMC
Connectivity Services / Webservices / System Administration	AAG

 

4.  

ERP – Not applicable, the force does not have an Enterprise Resource Planning system

CRM – Not applicable, the force does not have a Customer Relationship Management system

HR – Oracle E-Business Suite 11i (HRMS Module)

Perpetual license contract. Approximately 7200 user licenses were purchase at product commencement.

A support contract is in place which is renewable annually.
A procurement has been undertaken for a replacement system and the contract is expected to be finalised in the next 3 months   

 
Payroll and Finance  – Unit4 Business World 7 (Payroll Module & Finance Modules)
One forcewide Perpetual license contract – 25 year term

Maintenance support renewed annually.

No date for contract review planned.

5.   HR –  7200 licences

            Payroll  & Finance – One Forcewide perpetual licence

6.     HR – £167,136

                Payroll           £77,211

                Finance

7,8 & 9                       

                HR – Perpetual licence contract. Maintenance support renewed annually.  A procurement has been undertaken for a replacement system and the contract is expected to be finalised in the next 3 months     

                Payroll  & Finance – Perpetual license contract – 25 year terms commencing 30^th July 2014, Maintenance support renewed annually

10.No dates for reviews are planned

11.All contracts -   John Spoors, Senior Procurement Officer, John.spoors.4411@northumbria.pnn.police.uk Tel no 0191 4373981