Information regarding the software contracts that the organisation uses

Request and Response

The information I'm requesting is regarding the software contracts that the organisation uses, for the following fields.
Enterprise Resource Planning Software Solution (ERP): Oracle.
Primary Customer Relationship Management Solution (CRM): CDW (reseller), ServiceNow (OEM)
Primary Human Resources (HR) and Payroll Software Solution: Primary HR Software is Oracle and Payroll Software Solution is CGI.
The organisation’s primary corporate Finance Software Solution: Oracle 

1.    Name of Supplier: Can you please provide me with the software provider for each contract?

• ERP – Oracle
• CRM – ServiceNow
• HR – Oracle
• Payroll – CGI
• Finance – Oracle

2. The brand of the software: 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.

• ERP – Oracle Cloud
• CRM – Service Now Licensing
• HR – Oracle Cloud
• Payroll – ePayfact/iPayview
• Finance – Oracle Cloud

3. Description of the contract: Can you please provide me with detailed information about this contract and please state if upgrade, maintenance and support is included. Please also list the software modules included in these contracts.

ERP/HR/Finance (Oracle) – The supplier provides the software under a Software as a Service agreement. The contract includes software upgrades; however, maintenance and support are covered under a separate contract with Accenture. The ERP module facilitates procurement activities (purchase to pay, including staff expenses), and accounting activities which allow the financial planning, monitoring, and control of Crown Prosecution Service (CPS) finances. The Human Capital Management (HCM) module allows the management of core HR lifecycle processes, such as the maintenance of staff records, workforce management, performance management and absence management.

CRM – CDW - Please see the list below. The CPS receive support through a separate support contract through a managed service and development contract with FlyForm.

Software modules within the contract are:

• ITOM
• SAM Professional
• SPM Standard
• Agile Teams
• Integrator Hub starter
• AI Search starter
• Custom Tables
• CSM professional
• Impact transition
• Document intelligence starter

CGI - Payroll – The supplier provides ePayfact, which is the payroll software, and iPayview, which is the portal employees use to access their payslips online. The supplier hosts the service and provides upgrades, support and maintenance.

4. Number of Users/Licenses: What is the total number of user/licenses for this contract?

• ERP/HR/Finance (Oracle) – The software is used by all CPS staff (approximately 7,900)
• CRM – see above CRM list
• Payroll – the software is not provided on a per licence basis. The number of users is all CPS staff (approximately 7,900)

5. Annual Spend: What is the annual average spend for each contract?

• ERP/HR/Finance (Oracle) – £1,220,000 per annum (excluding VAT)
• CRM – £430,000 per annum (excluding VAT)
• Payroll – £210,000 per annum (excluding VAT)

6. Contract Duration: What is the duration of the contract please include any available extensions within the contract.

• ERP/HR/Finance (Oracle) – 3 years (initial term, no extension option)
• CRM – 3 years
• Payroll – 4 years (initial term 2 years, plus 2x 1-year extension options)

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.

• ERP/HR/Finance (Oracle) – 28-01-24
• CRM – 30-05-23
• Payroll – 01-05-21

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.

• ERP/HR/Finance (Oracle) – 27-01-27
• CRM – 29-05-26
• Payroll – 30-04-25

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.

• ERP/HR/Finance (Oracle) – the contract is likely to be reviewed approximately 18 months before expiry (07-25)
• CRM – Yearly reviews on licence numbers in line with the end of May yearly contract date. End of contract at around 9 months prior, full review of contract in readiness for the next contract tender to be reviewed
• Payroll – the contract is likely to be reviewed approximately 12 months before expiry (05-24)

10. 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).

The CPS does hold this information but we do not release personal information about individual members of staff below Senior Civil Service level. However, the contact details for our Directorate who oversee such contracts is [email protected]. This specific information is therefore, withheld under section 40(2) of the FOI Act – Personal Information. Please see the attached section 17 notice for an explanation of our decision. 

S17 Notice under the Freedom of Information Act 2000

WITHHOLDING INFORMATION

Section 40(2) – Personal Data Relating to Third Parties

The information you have requested concerning CPS employees responsible for service contracts contains personal data. Personal data can only be released if to do so would not contravene any of the data protection principles as outlined in Data Protection Act 2018 and set out by Article 5 of the UK General Data Protection Regulation (UK GDPR)

Personal data shall be processed lawfully, fairly and in a transparent manner.

We believe releasing the information requested into the public domain where there is potential for individuals to be identified would be unfair to the individuals concerned; CPS employees have a clear and strong expectation that their personal data will be held in confidence and not disclosed to the public under the FOI Act.