The Request

Received on 8 June 2017

From: 

Sent: 08 June 2017 11:05

Subject: Corporate Software Information

To the organisation’s Freedom of Information Officer,

This is an email to request information under the FOI Act.

I want to apologise in advance for the length of this request but 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.

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

3.       Software Brand: 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.       Contract Description: Please do not just state two to three words can you please provide me detail 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?

 

Our Response

Responded on 5 July 2017

From: IG_Disclosures 

Sent: 05 July 2017 10:45

To: 

Subject: RE: RE: Corporate Software Information (FOI_2017_43)

Case Reference: FOI_2017_43

5 July 2017

Dear 

Thank you for your request for information dated 8 June 2017 concerning software contract information. Your request has been handled under the terms of the Freedom of Information Act (FOIA) 2000 and has been passed to me for reply.

I can confirm, under section 1 (1) (a) of the FOIA, that the British Council does hold the information you have requested.

Please find attached a spread sheet which provides the information. 

Please note that we are withholding some of the information from within the attached spread sheet as the exemptions under section 43 (Commercial interests) sub-section (2) and section 40 (Personal data) sub-section (2) apply. 

Section 43 (2) allows a public authority to withhold information where it would, or would be likely to, prejudice the commercial interests of any person (including the public authority holding it). 

We are withholding details of a recently signed contract, which if disclosed will impact an existing contract as we have not yet had the relevant commercial discussions with the supplier.  

The exemption for commercial interests is subject to the public interest test as stipulated by the Act, which means that the exemption can only be upheld if the public interest in doing so outweighs the public interest in disclosure. 

Whilst we acknowledge that there is a public interest in understanding the British Council’s contract status and disclosure would facilitate transparency within our organisation in this case the damage to our commercial interests that would be caused from disclosing this information outweighs the public interest in disclosure.

The exemption under section 40(2) (Personal information) allows a public authority to withhold information relating to third parties if one of the conditions set out in section 40(3) is satisfied. Under the FOIA disclosure of this information would breach the fair processing principle contained in the Data Protection Act (DPA), where it would be unfair to that person or if it is confidential.

We are withholding the names of the people who manage these contracts as they are not in senior or forward-facing roles therefore it would not be fair to disclose their personal data.

Section 40 is an absolute exemption therefore is not subject to the public interest test.

I hope the information provided has been useful. 

If you are dissatisfied with the handling of your request, you have the right to ask for an internal review. Internal review requests should be submitted within two months of the date of receipt of the response to your original letter and should be addressed to: 

Information Governance Advisor (Disclosures)

Information Governance and Risk Management 

British Council

Bridgewater House

58 Whitworth Street

Manchester

M1 6BB 

Email: IGDisclosures@britishcouncil.org 

If you are not content with the outcome of the internal review, you have a right to appeal to the Information Commissioner for a decision at: 

The Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Phone: 0303 123 1113 

Website: www.ico.org.uk

Yours sincerely

Information Governance Advisor (Disclosures) | Information Governance and Risk Management Team

IGDisclosures@britishcouncil.org 

https://www.britishcouncil.org/organisation/transparency/freedom-informa...