FOI request (FOIR-211394763)

Enterprise Application

Requested Thu 28 May 2020
Responded  Thu 13 August 2020

I want to apologise in advance for the length of this request, the first part is just an outline of the request below (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 organisation's software contract. Please send me the organisation's primary contract around the types of contract below.

I require the organisation 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, Firmstep.

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, Resourcelink.

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 provide 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).

Response

Please accept my apologies for the delay in responding.

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

A1. Software Category: ERP

A2. Unit 4

A3. Unit 4 Business World On!

A4. Software as a Service

A5. Company licence

A6. The average annual spend made by Hastings Borough Council for the ERP system (Covering the Finance system (Agresso (Unit4)), HR and Income Manager) covering the 3 year period 28 April 2018 - 27 April 2021 was: £152,573. This includes maintenance, support and cloud storage costs.

A7. The duration of the contract is 2 years. This call-off contract can be extended by the buyer for 2 period(s) of up to 12 months each, by giving the supplier 30 days written notice before its expiry.

A8. The Contract Start Date was 28 April 2019.

A9. The expiry date of this contract is 27 April 2021.

A10. The review date would normally be around 2 years before the contract expiry date in order to allow time to research and compare with other solutions, evaluate all choices and if applicable, migrate to new one. We are likely to keep this system for a minimum of 7 years but we may decide to keep it longer. With regret, we feel it would be misleading to give even an indication.

A11.

Peter Grace

Assistant Director Financial Services and Revenues

email: pgrace@hastings.gov.uk

tel: 01424 451066

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, Firmstep

B1. Software Category: CRM

B2. Firmstep

B3. Firmstep

B4. Software as a Service

B5. Company licence

B6. Annual Rolling

B8. 05/2015

B9. 05/2021

B10. 03/2021

B11.

Mark Bourne

Head of Information Technology

email: HeadofIT@hastings.gov.uk

tel: 01424 451066

C. Our ERP (Detailed in A) includes HR and Payroll.

D. Our ERP (Detailed in A) includes Finance.