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IS systems, contracts and upgrades

Request for information – FOI14446

Request

Please could you provide the following information regarding your ERP IT System/Software:

  • Do you use Oracle E-Business Suite(EBS)or any oracle ERP software?
  • How many production systems do you have?
  • How many users are using each EBS system?
  • Which version of Oracle EBS are you currently using (eg 11.5.10, 11i, R12, R12.1.3 ...)?
  • When was your last upgrade completed?
  • When are you planning your next upgrade/patching project and to what version will you be upgrading and what patches will you be applying?
  • Which testing tools are you using for testing Oracle EBS (e.g. Microsoft Office/Excel, HP Quality Center, Oracle Application Testing Suite, Oracle UPK, HP QTP, etc)?
  • Do you fully outsource your Oracle EBS upgrade/patching projects/services and to which supplier?
  • What is the nature of the contract with your supplier for upgrade/patching projects? Please give details:
    • Are your upgrade projects fully outsourced? If yes, is the contract based on a fixed price or on a "time and materials" basis?
    • Or do you work with the supplier to augment your staff for upgrade projects thereby maintaining project management and decisions in house?
  • Is your patching done in house, with staff augmentation or is it fully outsourced? If not in house, who is the supplier?
  • What is the value of these contracts and when do they expire?
  • Who are the people responsible for the Oracle EBS system – please provide full names, titles and contact information for the following areas of responsibility?
    • Upgrades
    • Ongoing patching and maintenance
    • Testing
  • Do you use SAP ERP software?
    • How many production systems do you have?
    • How many users and how many key users are using each SAP system?
  • Which versions are you currently running (eg 4.6, 4.7, 5.0, ECC6 ...)? Please give a breakdown of all components i.e. Erp, HR, CRM etc
  • Which enhancement pack level are you on? What date did you go live on that enhancement pack?
  • Which Support pack stack (SPS) are you on? What date did you go live on those SPS?
  • When are you planning your next SAP upgrade, enhancement pack or support pack stack implementation and to what version will you be upgrading to?
  • Are you using any of these tools for testing & what version are you using? E.g. Microsoft Excel / HP Quality Center / HP ALM / HP Sprinter / SAP Solution Manager Test Management / SAP TAO / SAP eCATT / Other?
  • Do you currently outsource your SAP upgrade & enhancement/support pack projects to consultants or a systems integrator and what is/are the name of your supplier/s?
  • What is the nature of the contract with your supplier for upgrade/enhancement/support projects? Please give details:
    • Are your upgrade projects fully outsourced? If yes, is the contract based on a fixed price or on a "time and materials" basis?
    • Or do you work with the supplier to augment your staff for upgrade projects thereby maintaining project management and decisions in house?
    • Are your enhancement/support pack implementations done in house, with staff augmentation or are they fully outsourced or? If not in house, who is the supplier?
    • Is testing done in house or is it also handled by the supplier?
  • What is the value of these contracts and when do they expire?
  • Who are the people responsible for the SAP system – please provide full names, titles and contact information for the following areas of responsibility?
    • Upgrades
    • Enhancements & Support Pack Implementation
    • Testing
  • Do you use salesforce.com?
  • How many salesforce users do you have?
  • Do you have an internal developer/s who do maintenance, enhancements or customisations to your salesforce system? How many people are on the team?
  • Who are the people responsible for the salesforce system – please provide full names, titles and contact information?
  • If your ERP system is not SAP ERP or Oracle EBS for, which software are you using for your ERP requirements?

Our response

Thank you for your e-mail of 3rd January 2014, which we acknowledge, requesting information from Ordnance Survey in accordance with the Freedom of Information Act (FOIA) 2000.

Ordnance Survey does hold some of the information to respond to your information request. Where the information is not held, of is withheld under an exemption within the Act, this is detailed with an explanation.

1. Do you use Oracle E-Business Suite (EBS) or any oracle ERP software?
1.1 How many production systems do you have?
1.2 How many users are using each EBS system?
2. Which version of Oracle EBS are you currently using (e.g. 11.5.10, 11i, R12, R12.1.3 ...)?
3. When was your last upgrade completed?
4. When are you planning your next upgrade/patching project and to what version will you be upgrading and what patches will you be applying?
5. Which testing tools are you using for testing Oracle EBS (e.g. Microsoft Office/Excel, HP Quality Centre, Oracle Application Testing Suite, Oracle UPK, HP QTP, etc.)?
6. Do you fully outsource your Oracle EBS upgrade / patching projects/services and to which supplier?
7. What is the nature of the contract with your supplier for upgrade/patching projects? Please give details:
7.1 Are your upgrade projects fully outsourced? If yes, is the contract based on a fixed price or on a "time and materials" basis?
7.2 Or do you work with the supplier to augment your staff for upgrade projects thereby maintaining project management and decisions in house?
7.3 Is your patching done in house, with staff augmentation or is it fully outsourced? If not in house, who is the supplier?
8. What is the value of these contracts and when do they expire?
9. Who are the people responsible for the Oracle EBS system – please provide full names, titles and contact information for the following areas of responsibility?
9.1 Upgrades
9.2 Ongoing patching and maintenance
9.3 Testing

Ordnance Survey does not hold the information to respond to your questions 1 to 9 which relates to Oracle E-business Suite (EBS) and Oracle software. The reason this information is not held is because Ordnance Survey does not use EBD or Oracle Software.

10. Do you use SAP ERP software?
This information is held, the response being – yes

10.1 How many production systems do you have?
This information is held – the response being one

10.2 How many users and how many key users are using each SAP system?
This information is held, the response being 318 users and, of these, approximately 230 are key users.

11. Which versions are you currently running (e.g. 4.6, 4.7, 5.0, ECC6 ...)?
Please give breakdown of all components i.e. Erp, HR, CRM etc.
12. Which enhancement pack level are you on? What date did you go live on that enhancement pack?
13. Which Support pack stack (SPS) are you on? What date did you go live on those SPS?
This information to respond to your questions 11 - 13 is held by Ordnance Survey, but is exempt from disclosure under Section 31 of the FOIA ‘Law Enforcement’. Please see our reasoning for this below under the Public Interest heading.

14. When are you planning your next SAP upgrade, enhancement pack or support pack stack implementation and to what version will you be upgrading to?
Ordnance Survey can neither confirm nor deny if this information is held. This is because confirming or denying what information is held regarding future plans would in itself disclose our current or intended future position – which would lead to potential security issues now and/or in the future.

15. Are you using any of these tools for testing & what version are you using? E.g. Microsoft Excel / HP Quality Centre / HP ALM / HP Sprinter / SAP Solution Manager Test Management / SAP TAO / SAP eCATT / Other?
Ordnance Survey is able to provide details of our tools, but the version information is withheld under Section 31 of the Freedom of Information Act ‘Law Enforcement’ with our reasoning detailed below under the Public Interest heading.

  • Microsoft Excel
  • HP Quality Centre/HP ALM
  • HP Sprinter
  • SAP TAO
  • HP Quick Test Pro

16. Do you currently outsource your SAP upgrade & enhancement/support pack projects to consultants or a systems integrator and what are the names of your supplier/s?
We outsource upgrades, but consider the enhancement/support pack information and the name of supplier/s to be exempt from disclosure under Section 31 of the Freedom of Information Act – ‘Law Enforcement’. Our reasoning is once again detailed below, under the public interest heading.

17. What is the nature of the contract with your supplier for upgrade/enhancement/support projects? Please give details:
17.1 Are your upgrade projects fully outsourced? If yes, is the contract based on a fixed price or on a "time and materials" basis?
Our upgrade projects are not outsourced; therefore Ordnance Survey does not hold information on a contract in terms of price.

17.2 Or do you work with the supplier to augment your staff for upgrade projects thereby maintaining project management and decisions in house?
This information is held, the response being yes.

17.3 Are your enhancement/support pack implementations done in house, with staff augmentation or are they fully outsourced or? If not in house, who is the supplier?
This information is held, the response being our support packages are implemented wholly in-house.

17.4 Is testing done in house or is it also handled by the supplier?
This information is held, the response being in-house.

18. What is the value of these contracts and when do they expire?
As we have provided a response to your question 17 advising that enhancements, support and testing are handled in house, contractual information including expiry information is therefore not held by Ordnance Survey.

19. Who are the people responsible for the SAP system - please provide full names, titles and contact information for the following areas of responsibility? 19.1 Upgrades, 19.2 Enhancements & Support Pack Implementation and 19.3 Testing
The name, position and direct contact information of this employee is exempt from disclosure under Section 40 (2) of the FOIA – Personal Information.

Section 40 (2) (a) and (b), together with the condition under section 40 (3) (a) (i) of the FOIA, provides an absolute exemption, where the disclosure of information would contravene any of the data protection principles under the Data Protection Act (DPA) 1998. The above sections exempt information constituting the personal data of living individuals, the release of which would be in breach of the Data Protection Principles.

In applying this exemption, we have considered whether disclosure of the personal data in question would be 'fair' (as described in Schedule 1 of the Data Protection Act). We have given particular consideration to the likely expectations of the data subject regarding the disclosure of their information in this manner.

20. Do you use salesforce.com?
21. How many Salesforce users do you have?
22. Do you have an internal developer/s who do maintenance, enhancements or customisations to your Salesforce system? How many people are on the team?
23. Who are the people responsible for the Salesforce system – please provide full names, titles and contact information?
Ordnance Survey does not hold the information to respond to your questions 20 - 23. The reason this information is not held is because Ordnance Survey does not use Salesforce.com

24. If your ERP system is not SAP ERP or Oracle EBS for, which software are you using for your ERP requirements?
This question is not applicable as Ordnance Survey, following the response previously provided.

Section 31
Throughout this response, we have exempt specific information under Section 31 of the Freedom of Information Act – Law Enforcement.

Section 31 exempts information related to law enforcement, and in particular, section 31(1) (a) exempts information if its disclosure under the Act would, or would be likely to, prejudice the prevention or detection of crime.

As the Information Commissioners guidance in relation to this exemption advises, the exemption applies when considering the release of information that would make anyone, including the public authority, more vulnerable to crime. He also advises that the exemption can be used in relation to protecting an authority’s system/s.

We consider knowledge of our current system version numbers (Q11), support packs (Q13 and Q16), enhancement packs (Q12) and version information (Q15), could highlight potential vulnerabilities or specific positions with our IT systems and services.

This knowledge could increase the possibility of crime against the organisation by those who may wish to use this sensitive, and therefore withheld, information to exploit any IT and system security vulnerabilities – causing harm to the organisation.

Although there is a general public interest in the disclosure of information as greater transparency makes Government more accountable, against this there are public interest factors in maintaining an exemption which would provide a level of IT security to an organisation, ensuring their business is not damaged by crime, a process for which there is no public interest.

We therefore consider that overall, the public interest favours the withholding of the information in this instance, for the reasons we have detailed.

Internal review

Your enquiry has been processed according to the Freedom of Information Act (FOIA) 2000. If you are unhappy with our response, you may request an internal review with our FOI Internal Review Officer, by contacting them as follows:

FOI Internal Review Officer
Customer Service Centre
Ordnance Survey
Adanac Drive
Southampton
SO16 0AS

E-mail: foi@ordnancesurvey.co.uk

Please include the reference number above. You may request an internal review where you believe Ordnance Survey has:

  • Failed to respond to your request within the time limits (normally 20 working days)
  • Failed to tell you whether or not we hold the information
  • Failed to provide the information you have requested
  • Failed to explain the reasons for refusing a request
  • Failed to correctly apply an exemption or exception

The FOI Internal Review Officer will not have been involved in the original decision. They will conduct an independent internal review and will inform you of the outcome of the review normally within 20 working days, but exceptionally within 40 working days, in line with the Information Commissioner’s guidance.

The FOI Internal Review Officer will either: uphold the original decision, provide an additional explanation of the exemption/s applied or release further information, if it is considered appropriate to do so.

Appeal to Information Commissioner's Office (ICO)
If, following the outcome of the internal review you remain unhappy with our response, you may raise an appeal with the Information Commissioner’s Office at:

The Case Reception Unit
Customer Service Team
The Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

E-mail: mail@ico.gsi.gov.uk

Telephone helpline: 0303 123 1113 or 01625 545745 for advice, Monday to Friday.

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