HR System (FOI ref: 1123A/24)
Request
This is an email to request information under the FOI Act.
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.
You may have received the same request in the past and this information sent has now expired and I require an update as soon as possible for the following.
The information I require relates to the organisation’s software contract, please send me the organisation’s primary contract around the types of contracts below.
I require the organisations to provide me with the following contract information relating to the following corporate software/enterprise applications:
A. Enterprise Resource Planning Software Solution (ERP) -this is the organisation’s main
ERP system and may include service support, maintenance and upgrades.
B. 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, Firm step
C. 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, Resource link.
D. 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:
- Software Category: ERP, CRM, HR, Payroll, Finance
2. Name of Supplier: Can you please provide me with the software provider for each contract?
- The date in which these applications were implemented
4. 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’s name again please provide me with the actual software name.
5. 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.
6. Number of Users/Licenses: What is the total number of user/licenses for this contract?
7. Annual Spend: What is the annual average spend for each contract?
Contract Duration: What is the duration of the contract please include any available extensions within the contract.
9. 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.
10. Contract Expiry: What is the expiry date of this contract? Please include month and year of the contract. DD-MM-YY or MM-YY.
11. Contract Review Date: What is the review date of this contract? Please include month and year of the contract. If this cannot be provided, please provide me estimates of when the contract is likely to be reviewed. DD-MM-YY or MM-YY.
12. 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).
Response
We can confirm that relevant information is held by West Midlands Police. However, while the majority of the information is attached to this email, I am not required to release all of the information requested. Please find attached a redacted document (1123A_Attachment.pdf).
Reasons for decision
The withheld information is exempt by virtue of the following:
Section 31(1)(a)(b) – Law enforcement
Section 40(2) – Personal information
Section 43(2) – Commercial interests
These exemptions and explanatory notes are shown here:
Freedom of information | College of Policing
In line with the above, I am required to complete a Prejudice Test/Public Interest Test (PIT) on disclosure. Please find this PIT attached (1123A_PIT.pdf).
Section 40(2) is an absolute and class-based exemption if to release the information exists would breach the third party’s data protection rights. In this case, the names of our contract owners are not routinely placed into the public domain and they change dynamically, therefore, provision of current names and contact details would not be beneficial as they move roles and change portfolios. This would hinder the effectiveness of suppliers or individuals from being able to make appropriate contact. The force already has a contact system in place for the public to use to ensure the most appropriate and effective handling of correspondence: Contact us | West Midlands Police. Additionally, we have supplied the Procurement department’s email address on the attachment for correspondence purposes.
Attachments