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1 Freedom of information request and response Subject: Software Request ref: Date of response: 14/08/2015 Supporting docs: None Please note: this response was correct at the time of release Request: I require the organisation to provide me with the following contract information relating to the following corporate software/applications: 1. Enterprise Resource Planning Software Solutions (ERP) 2. Customer Relationship Management (CRM) Solutions 3. Human Resources (HR) and Payroll Software Solutions 4. Finance Software Solutions Along with the actual contract information for the above can you also provide me with the maintenance and support contract associated with each of the categories above if it not already within the existing contract. 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
2 and please state if upgrade, maintenance and support is included. Please also include the modules included within the contract. 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? 9. Contract Expiry: What is the expiry date of this contract? 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. If the organisation have an outsourced provider that looks after all software can you please request this information from your provider? If any of the information is not available please can you provide me with the notes on the reasons why? Response: Thank you for your request for information from the Arts Council. As previously mentioned, I can confirm that this request was considered in line with our obligations under the Freedom of Information Act Please find the below the answers to your questions. I require the organisation to provide me with the following contract information relating to the following corporate software/applications:
3 1. Enterprise Resource Planning Software Solutions (ERP) Not applicable 2. Customer Relationship Management (CRM) Solutions Microsoft Dynamics CRM 3. Human Resources (HR) HR.Net and Payroll Software Solutions Earnie 4. Finance Software Solutions SAP Along with the actual contract information for the above can you also provide me with the maintenance and support contract associated with each of the categories above if it not already within the existing contract. We pay on average 7000 per annum for software updates and telephone support. I can t give you a contract start, end or review date; we purchased the software some time ago and pay an annual support charge. 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 1. HR 2. HR on-line Recruitment 2. Software Supplier: Can you please provide me with the software provider for each contract? 1. ADP 2. Lumesse 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. 1. HR.net 2. igrasp 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 the modules included within the contract.
4 1. HR.net The contract provides a web-based application which consists of the following modules: Employee Details Job Details Pay and Benefits Performance Training and Development Absence Management Disciplinary and Grievance Payroll Employee Self Service Manager Self Service The system drives payroll changes by means of an interface to the Ernie Payroll software. The cost per annum is based on maintenance and support. The system is hosted by Arts Council England. There are three user modules surrounding the application; the Administrator Console, Document Explorer, and the Web Console. The Administrator Console is where the processes that run in the background of the application such as workflows, access rights etc can be managed by the user. The Document Explorer is used to build Ad Hoc reports that can be run within the application. The Web Console is the front-end of the application where the user accesses and manages data. 2. igrasp The Solution provided under the Agreement manages the various stages of the internal and external recruitment process. Access to the Solution is granted via a hosted application service. The portal includes the following modules: Job Management Job Advert Vacancy Authorisation The system is a separate solution to that of the HR Information System and is not inter dependant and is stand alone.
5 5. Number of Users/Licenses: What is the total number of user/licenses for this contract? 1. The contract does not work on the basis of user licences. 2. The contract works on the basis of a subscription 6. Annual Spend: What is the annual average spend for each contract? 1. 15, , Contract Duration: What is the duration of the contract please include any available extensions within the contract. 1. Maintenance and Support 12 months 2. Subscription 12 months 8. Contract Start Date: What is the start date of this contract? Contract Expiry: What is the expiry date of this contract? 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 Contact Details: I require the full contact details of the person within the organisation responsible for this particular software contract. Julie Lock, Head of HR Service Centre,
6 I hope the information being provided is helpful. If you do have any further queries please do not hesitate to contact me.
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