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HR/payroll solution provider

FOI14582 – Request for information

Request

Thank you for your letter we received on 18 August 2015, requesting the following information from Ordnance Survey in accordance with the Freedom of Information Act FOIA 2000:

1. The name of your current HR/payroll solution and provider. If this is outsourced please provide the name of your outsourcing provider.

2. The date that the contract was signed with your HR/payroll provider.

3. The length of the current contract term for both HR and payroll.

4. When the HR and payroll contracts are up for renewal.

5. The current annual maintenance charges for your HR/payroll solution.

6. The original contract value of your HR /payroll solution.

7. The name of the organisation providing implementation consultancy for the HR/payroll solution.

8. The day rate for consultancy to implement the HR/payroll solution.

9. The total amount spent so far on consultancy to implement the HR/payroll solution.

10. The date that the HR/payroll solution implementation project is expected to be completed in full.

11. The number of payrolls run by your organisation, what each payroll is for and how many employees are paid within each payroll.

Our response

I can confirm that Ordnance Survey does hold some of the information you have requested to respond to your information request. Where the information is not held or exempt from disclosure, this is stated.

1. I can confirm that Ordnance Survey does hold this information. Ordnance Survey's current combined HR and payroll solution is Oracle and is outsourced to CGI Ltd.

2. I can confirm that Ordnance Survey does hold this information. The date that the contract was signed and renewed was 1 August 2012.

3. I can confirm that Ordnance Survey does hold this information. The length of the current contract with Oracle/CGI is seven years.

4. I can confirm that Ordnance Survey does hold this information. The HR and payroll contracts are up for renewal 31 July 2019.

5. I can confirm that Ordnance Survey does hold this information, however we will not be releasing the current annual maintenance charges to you as we consider this information to be exempt from disclosure under section 43(2) (commercial interests) of the FOIA. This is detailed below.

6. I can confirm that Ordnance Survey does hold this information. The original contract value of Ordnance Survey HR/payroll solution is £882,000.

7. I can confirm that Ordnance Survey does hold this information. The name of the organisation providing implementation consultancy to Ordnance Survey is Oracle/CGI.

8. I can confirm that Ordnance Survey does hold this information, however we will not be releasing the day rate for consultancy to you, as we consider this information to be exempt from disclosure under section 43(2) (commercial interests) of the FOIA. This is detailed below.

9. I can confirm that Ordnance Survey does not hold this information. This information is not held because Ordnance Survey uses Oracle/CGI to implement other services for us on an ad hoc basis.

10. I can confirm that Ordnance Survey does hold this information. The date that the HR/payroll solution implementation project was completed is 2003.

11. I can confirm that Ordnance Survey does hold this information. The number of payrolls run by Ordnance Survey is one per month for salaries, and is for approximately 1200 employees.

Section 43(2) of the FOIA
The Information Commissioner recognises that some public authorities are permitted to engage in commercial activities and that information held in relation to these will fall within the scope of Section 43(2).

We consider section 43(2) applies to this information as the release of the information is likely to prejudice either the commercial interests of the third parties or Ordnance Survey.

In addition, Ordnance Survey is subject to and has fully complied with its obligations as a contracting authority under the Public Contract Regulations 2006 (Regulations) in respect of the procurement process for external HR services referred to in your request. We consider that the disclosure of the information requested would undermine and frustrate such procurement process.

Public Interest test
Section 43(2) is a qualified exemption and we are required to consider the public interest. Ordnance Survey recognises the need for transparency, however, this has to be balanced against the public interest in allowing the organisation to protect third parties or Ordnance Survey's commercial information and not place itself at a disadvantage in the specialist market in which it operates.

Private sector bodies operating in the same market segment are not bound by the FOIA and are therefore not disadvantaged by the potential disclosure of similar commercial information.

Consequently, we are content that the public interest is best served by withholding the information under this exemption, to ensure the commercial interests of Ordnance Survey or the third parties are not undermined, and our governmental tasks can be fulfilled.

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

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
Wilmslow
Cheshire
SK9 5AF

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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