Request for information - Ref No: FOI231190
Request
Thank you for your email of 6 October 2023, requesting information from OS in accordance with the Freedom of Information Act (FOIA) 2000, as set out in the extract below:
“I am writing in respect of your finance solution. Could you kindly help me out with the below information?
- Which ERP (Enterprise Resource Management) or Finance system is currently used?
- What was the total value of the contract?
- What is the annual value of the contract
- When does your contract expire?
- Do you have any planned upgrades of the software? If so, when?
- Are you planning to go to market for a different ERP/ Finance system? If so, when?
- Who is the person responsible for your ERP / Finance system? Please provide full name, title and contact information if possible.
- Which, if any, other Non-Departmental Public Bodies share use of this service with you?”
Our response
I confirm that OS holds some of the information you have requested. Where the information is exempt from disclosure this is stated.
Taking each request in turn, I confirm the following:
1. Which ERP (Enterprise Resource Management) or Finance system is currently used?
Our Finance and Supply Chain Management system is Microsoft D365.
2. What was the total value of the contract?
OS has two contracts which cover Microsoft D365, one for managed services (including support) and the other for licensing.
The total value of the managed services contract (which includes transition services from implementation of the system to business as usual) is £706,000 (excluding VAT), which covers the period from August 2023 to August 2024.
The total value of the three year licensing contract, insofar as it relates to D365 Finance and Supply Chain Management, is £512,833.
3. What is the annual value of the contract?
See question 2 above in relation to the annual value of the managed services contract.
In relation to licensing, the annual costs, insofar as they relate to D365 Finance and Supply Chain Management, are as follows:
- 2022 - £167,287
- 2023 - £167,287
- 2024 - £178,259
4. When does your contract expire?
The managed services contract expires on 11 August 2024.
The licences expire on 30 November 2024.
5. Do you have any planned upgrades of the software? If so, when?
In line with best practice, OS is operating a quarterly release cycle incorporating Microsoft Feature releases. The next release cycle is scheduled for November 2023.
6. Are you planning to go to market for a different ERP/ Finance system? If so, when?
No.
7. Who is the person responsible for your ERP / Finance system? Please provide full name, title and contact information if possible.
The title of the person responsible for OS’s Finance and Supply Chain Management system is “Financial Controller”. You can contact the person holding this position using one of the methods set out on 'Contact us' section of the OS’s website (by marking your communication FAO Financial Controller)
The name of the current Financial Controller is held by OS but is exempt from disclosure under section 40(2) (personal information) of the FOIA, as the information constitutes personal data.
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 employee; given their position, OS considers that the individual does not 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.
8. Which, if any, other Non-Departmental Public Bodies share use of this service with you?
N/A
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
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.