Enterprise applications and software contracts
Case reference FOI2019/00183
Published 25 July 2019
Request
I require the organisation to provide me with the following contract information relating to the following corporate software/enterprise applications:
A. Enterprise Resource Planning Software Solution (ERP) -this is the organisation's main ERP system and may include service support, maintenance and upgrades.
B. Primary Customer Relationship Management (CRM) Solution-this is the organisation's main CRM system and may include service support, maintenance and upgrades. Example of CRM systems the organisation may use could include Microsoft Dynamics, Front Office, Lagan CRM, Firmstep
C. Primary Human Resources (HR) and Payroll Software Solution-this is the organisation's main HR/payroll system and may include service support, maintenance and upgrades. In some cases the HR contract maybe separate to the payroll contract please provide both types of contracts. Example of HR/Payroll systems the organisation may use could include iTrent, Resourcelink.
D. The organisation's primary corporate Finance Software Solution-this is the organisation's main Finance system and may include service support, maintenance and upgrades. Example of finance systems the organisation may use could include E-Business suite, Agresso (Unit4), eFinancials, Integra, SAP In some cases you may come across contracts that provides service support maintenance and upgrades separate to the main software contract, please also provide this information in the response following the requested data below.
For each of the categories above can you please provide me with the relevant contract information listed below:
1. Software Category: ERP, CRM, HR, Payroll, Finance
2. Name of Supplier: Can you please provide me with the software provider for each contract?
3. The brand of the software: Can you please provide me with the actual name of the software.
4. Description of the contract: Please provide me with detailed information about this contract and please state if upgrade, maintenance and support is included. Please also include any modules included within the contract as this will support the categories you have selected in question 1.
5. Number of Users/Licenses: What is the total number of user/licenses for this contract?
6. Annual Spend: What is the annual average spend for each contract?
7. Contract Duration: What is the duration of the contract please include any available extensions within the contract.
8. 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.
9. Contract Expiry: What is the expiry date of this contract? Please include month and year of the contract. DD-MM-YY or MM-YY.
10. 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.
11. Contact Details: I require the full contact details of the person within the organisation responsible for this particular software contract (name, job title, email, contact number). If any of the information is not available please can you provide me with the notes on the reasons why?
Response
Guildford Borough Council do not use either an ERP or CRM solution.
1. Software Category:ERP, CRM, HR, Payroll, Finance - HR, Payroll
2. Name of Supplier: Can you please provide me with the software provider for each contract? Selima, The Access Group
3. The brand of the software: Can you please provide me with the actual name of the software. Vision HR, Selima Payroll, Envoy Expense
4. Description of the contract:
Upgrade, maintenance and support is included, along with legislative changes and some small development work.
5. Number of Users/Licenses: What is the total number of user/licenses for this contract?
569 users have access to the system, we're licenced for up to 900 employees on the payroll.
6. Annual Spend:Annual average spend for each contract?
http://www.spotlightonspend.org.uk/207/Guildford+Borough+Council/Spend/Annual
7. Contract Duration: What is the duration of the contract please include any available extensions within the contract.
Original start date was 11 February 2003, latest contract was for two years
8. 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.
17 July 2017
9. Contract Expiry: What is the expiry date of this contract? Please include month and year of the contract. DD-MM-YY or MM-YY.
17 July 2019
10. Contract Review Date: What is the review date of this contract? Please see note
11. Contact Details: I require the full contact details of the person within the organisation responsible for this particular software contract (name, job title, email, contact number).
HR Systems Officer
CustomerServices@guildford.gov.uk, tel:01483 505050
- Software Category: ERP, CRM, HR, Payroll, Finance - Finance
2. Name of Supplier: Can you please provide me with the software provider for each contract?
Advanced
3. The brand of the software:
eFinancials
4. Description of the contract: Please do not just state two to three words can you please provide me with detailed information about this contract and please state if upgrade, maintenance and support is included.
Financial Management System including upgrade, maintenance and support.
5. Number of Users/Licenses: What is the total number of user/licenses for this contract?
Different modules have different licensing. Some as low as 32 concurrent, some unlimited.
6. Annual Spend: What is the annual average spend for each contract?
http://www.spotlightonspend.org.uk/
3 years
7. 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.
April 2000
8. Contract Expiry: What is the expiry date of this contract? Please include month and year of the contract. DD-MM-YY or MM-YY.
April 2020
9. Contract Review Date: What is the review date of this contract? Please include month and year of the contract. If this cannot be provide please provide me estimates of when the contract is likely to be reviewed. DD-MM-YY or MM-YY.
April 2020
11. Contact Details: I require the full contact details of the person within the organisation responsible for this particular software contract (name, job title, email, contact number).
Head of Financial Services
Documents
This is Guildford Council's response to a freedom of information (FOI) or environmental information regulations (EIR) request.
You can browse our other responses or make a new FOI request.