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Financial accounting software

Request for Information - FOI16643

Request

I am writing to make a request under the Freedom of Information Act 2000.

Please can you provide me with the following information regarding your financial accounting software:

  • Name of financial accounting software system in use at your organisation?
  • Name of the vendor who supplies your financial accounting software system?
  • Original date of purchase or contract start date?
  • If relevant the contract renewal or expiry date?
  • Cost of annual support and maintenance or annual service cost (last financial year)?
  • Other annual spend relating to the financial accounting software system, outside the support and maintenance/service costs?
  • Number of members of staff involved in the internal support of the financial accounting software system for users and IT?
  • Is your financial accounting software on premise or hosted?
  • Who is accountable to what financial accounting software is used at your organisation?

Should any clarification or modification of this request be required in order to provide this information, please contact me at XXXXXXXXXXXXXXXX as per Section 16 of the Act.

Our response

Thank you for your letter of 11 February 2016, which is being considered by Ordnance Survey in accordance with the Freedom of Information Act (FOIA) 2000.

Unfortunately, we feel that part of your request for information is imprecise and we therefore seek clarification. The reason we ask for clarification is to ensure that we understand exactly what you wish to know; this will enable us to provide an appropriate response to your request.

With reference to the sixth point of your request, (other annual spend relating to the financial accounting software system, outside the support and maintenance/service costs), please could you specify what costs you would expect to see included so that we can establish whether we hold the information.

Under the Freedom of Information Act (FOIA) 2000, we are obliged to provide you with a response to your request within twenty working days. However, as we have sought clarification from you we will halt the twenty working days at the date of this correspondence, and recommence the twenty working days from the date your clarification response is received by Ordnance Survey.

We will acknowledge your clarification response, and confirm the revised date by which you should expect to receive a response.

Should you need to contact Ordnance Survey regarding your request at any time, please quote the allocated reference number in any correspondence.

Our response

I can confirm that Ordnance Survey does hold the information you have requested and I am pleased to provide you with the answers below to each question in turn. Where the information is exempt from disclosure this is detailed.

  • Name of financial accounting software system in use at your organisation.
    The name of Ordnance Survey’s financial accounting software system is SAP (ERP).
  • Name of the vendor who supplies your financial accounting software system.
    SAP (UK) Limited is the vendor of Ordnance Survey’s financial accounting system.
  • Original date of purchase or contract start date.
    The contract start date was 21 December 2001.
  • If relevant the contract renewal or expiry date.
    This is not relevant.
  • Cost of annual support and maintenance or annual service cost (last financial year).
    Ordnance Survey does hold this information, however, your request falls within the ‘Information accessible to applicant by other means’ exemption under Section 21 of the Freedom of Information Act (FOIA) 2000.

We consider that this exemption applies as the information is available on the purchase orders page of the Ordnance Survey website.

The information is available under December 2014 on line seven.

Public Interest
Section 21 is an absolute exemption and no public interest test is applicable.

  • Number of members of staff involved in the internal support of the financial accounting software system for users and IT.
    There are six members of staff who are involved in the internal support of the financial accounting software system.
  • Is your financial accounting software on premise or hosted?
    Ordnance Survey’s financial accounting software system is located on premise.
  • Who is accountable to what financial accounting software is used at your organisation?
    Ordnance Survey’s Strategic Procurement & Supplier Management Team is responsible for the choice of financial accounting software used by Ordnance Survey.

I hope you find the above information is helpful to you.

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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