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Oracle and SAP solutions

This Freedom of Information request asks for details in relation to Oracle and SAP solutions and associated contract information.

Request for information - Ref No: FOI20945

Request

Thank you for your email of 17 February 2020 requesting information from Ordnance Survey in accordance with the Freedom of Information Act (FOIA) 2000, as set out in the extract below:

  1. Are you running an Oracle or SAP ERP solution?If so, what version are they currently running on and which modules are you using?
  2. Are you planning to upgrade in the next 12-18 months?
  3. Do you have plans to move to a SAAS model?
  4. Do you have plans to migrate our current ERP to a cloud Solution?
  5. Do you run Oracle Databases?If so what versions, are you planning an upgrade in the next 12 – 18 months?
  6. Do you own perpetual Oracle Licences, do you Pay Oracle directly or through a shared service or other framework?
  7. Do you own Perpetual SAP Licences, do you Pay SAP directly or through a shared service or other framework?
  8. What is the value of the SAP Support contract and when does it renew?
  9. What is the value of the Oracle support contract and when does it renew?
  10. Who is commercially responsible for looking after the contract for the Oracle and/or SAP renewals?
  11. Do you currently work with any SAP or Oracle third party support providers?

Our response

I confirm that Ordnance Survey (OS) does hold some of the information you have requested.  Where the information is not held or exempt from disclosure this is stated.  Taking each request in turn, I confirm the following:

 1. Are you running an Oracle or SAP ERP solution? If so, what version are they currently running on and which modules are you using?

I confirm we run a SAP ERP solution.

Version: ERP6.

Modules: I confirm that we do hold this information however, we consider it to be exempt from disclosure under section 31(1)(a) of the FOIA.  This exempts information if its disclosure is likely to prejudice the prevention or detection of crime.  In this case, we consider that disclosure of the modules would be likely to make OS more vulnerable to crime; namely a malicious attack on our computer systems. This is qualified exemption and we are required to consider the public interest.

Public interest test

OS recognises the need for transparency; however, release of this information would mean our computer systems would be more vulnerable to hacking, therefore facilitating the possibility of crime.   Section 31(1)(a) is a prejudice-based exemption, and there is a public interest inherent in avoiding the harm specified.  OS considers that the prejudice would be likely to occur, and we are satisfied there is a greater public interest in protecting our systems by withholding the information under this exemption.

 2. Are you planning to upgrade in the next 12-18 months?

Under review.

 3. Do you have plans to move to a SAAS model?

Under review.

 4. Do you have plans to migrate our current ERP to a cloud Solution?

Under review.

5. Do you run Oracle Databases? If so what versions, are you planning an upgrade in the next 12 – 18 months?

I confirm we run Oracle Databases.

Versions planning an updated in 12-18 months: Oracle 8i through 19c.

 6. Do you own perpetual Oracle Licences, do you Pay Oracle directly or through a shared service or other framework?

I confirm we own a perpetual Oracle Licence and pay directly.

7. Do you own Perpetual SAP Licences, do you Pay SAP directly or through a shared service or other framework?

I confirm we own a perpetual SAP Licence and pay directly.

8. What is the value of the SAP Support contract and when does it renew?

I confirm the value of the SAP Support contract is £250K annually (excluding VAT) and it is due to renew in 12/2020.

9. What is the value of the Oracle support contract and when does it renew?

I confirm the value of the Oracle support contract is £422K annually (excluding VAT) and it is due to renew in 04/2020.

 10. Who is commercially responsible for looking after the contract for the Oracle and/or SAP renewals?

I confirm Ordnance survey holds the name of the person(s) requested above but this information is exempt from disclosure under section 40(2) (personal information) of the FOI Act, as the information constitutes personal data which is not already in the public domain.    

Section 40(2) provides that personal data is exempt information if one of the conditions set out in section 40(3) is satisfied. In our view, disclosure of this information would breach the data protection principles contained in the General Data Protection Regulations and Data Protection Act 2018.   

In reaching this decision, we have particularly considered:   

  •  the reasonable expectations of the employees; given their positions, Ordnance Survey considered that none of the individuals would have a reasonable expectation that their personal data would be disclosed;   
  • the consequences of disclosure; and   
  • any legitimate public interest in disclosure.  

Section 40(2) is an absolute exemption and therefore not subject to the public interest test.    

However, under the duty to provide information and assistance in accordance with section 16 of FOIA, we can provide the following information which may assist you in this matter.   

You can find out information in relation to our procurement process on the procurement pages of our website, more specifically in our guide for suppliers, at the following link (https://www.ordnancesurvey.co.uk/procurement/supplier-guide) which contains a contact form for our Strategic Procurement and Supplier Management team. 

 11.Do you currently work with any SAP or Oracle third party support providers?

No.  Information not held.

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 Internal Review Officer by contacting them, within two months of receipt of our final response to your Freedom of Information (FOI) request, as follows:

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

Contact us via our FoI form

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 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 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, within three months of receiving our response, with the Information Commissioner’s Office.

Further information can be found on the ICO website (ico.org.uk) under ‘Report a concern’ or you may wish to call the ICO helpline on 0303 123 1113.