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:
- Enterprise Resource Planning Software Solution (ERP) -this is the organisation’s main ERP system and may include service support, maintenance and upgrades.
- 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
- 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.
- 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.
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 30th 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