FOI request (FOIR-105655036)

ENTERPRISE APPLICATIONS SOFTWARE

Requested Wed 13 February 2019
Responded  Thu 02 May 2019

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 contracts. 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. Examples 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; if so please provide both types of contracts. Examples 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. Examples 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; if so 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, we have installed a new Freedom of Information system and have experienced a few problems.

A. ERP

1. Software Category: ERP (Including HR, Payroll, Finance)

2. Unit 4

3. Unit 4 Business World On!

4. Software as a Service (SaaS) for HR, Payroll, Finance and Income Management

5. Site Licence

6. The ERP system is shared with Rother District Council. The annual cost of £121,752 is split 50:50 with Rother District Council, so the cost to Hastings Borough Council is £60,976.

7. 2 Years, with the option to extend a further 5 years

8. April 2017

9. April 2019

10. Currently under review

11. Jane Hartnell, Director of Corporate Services and Governance, jhartnell@hastings.gov.uk, 01424 451066

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B. CRM

1. Software Category: CRM

2. Firmstep

3. Firmstep Platform

4. Software as a Service (SaaS)

5. Site Licence

6. Annual Spend: CRM Firmstep annual fee is £38,370 plus £6,830 for platform add on (Calendar integration) = £45,200

7. Contract is annual rolling

8. May 2015

9. Initially May 2017, now annual rolling

10. January 2020

11. Jane Hartnell, Director of Corporate Services and Governance, jhartnell@hastings.gov.uk, 01424 451066