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Corporate software/applications

FOI14576 – Request for information


Thank you for your email of 4 August 2015, requesting the following information in accordance with the Freedom of Information Act (FOIA) 2000:

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 not already within the existing contract.

For each of the categories above can you please provide me with the relevant contract information listed below:

a) Software category: ERP, CRM, HR, Payroll, Finance,

b) Software supplier: Can you please provide me with the software provider for each contract?

c) 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.

d) Contract description: Please do not just state two to three words; can you please provide me detailed information about this contract and please state if upgrade, maintenance and support is included. Please also include the modules included within the contract.

e) Number of users/licenses: What is the total number of user/licenses for this contract?

f) Annual spend: What is the annual average spend for each contract?

g) Contract duration: What is the duration of the contract? Please include any available extensions within the contract.

h) 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.

i) Contract expiry: What is the expiry date of this contract? Please include month and year of the contract. DD-MM-YY or MM-YY.

j) Contract review date: What is the review date of this contract? Please include month and year of the contract. If this cannot be provided please provide me estimates of when the contract is likely to be reviewed. DD-MM-YY or MM-YY.

k) Contact details: I require the full contact details of the person within the organisation responsible for this particular software contract.

If the organisation has 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?

If possible can you please input the information on the spreadsheet provided. If you have not received the attached within this email can you please just send me the information in any format?

Our response

I am pleased to provide you with the attached spreadsheet (Excel file) with regard to your request. I confirm that Ordnance Survey does hold some of the information you have requested. Where the information is not held or is exempt from disclosure this is detailed.

Information relating to the contact details of the person who is responsible for the above contract is held by Ordnance Survey but is exempt from disclosure under Section 40(2) of the FOIA ' personal information'.

We consider this exemption applies because the release of: employees names, personal contact telephone numbers and their own work e-mail address constitutes personal data, and is exempt because the release of this information would breach one of the data protection principles, as detailed in Section 40(3) (a) (i) of the FOIA.

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

Under Section 16 of the FOIA 'the duty to provide advice and assistance' we can advise of our general Customer Service telephone number: 03456 050505 and our Customer Service email: customerservices@os.uk.

Public Interest
When Section 40(2) of the FOIA is engaged, and where the release of the requested information would breach one of the Data Protection principles, this constitutes an absolute exemption, and no public interest test is required.

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
SO16 0AS

Email: foi@os.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

Email: mail@ico.gsi.gov.uk

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

Thank you for your enquiry.

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