Thank you for your request of 20 April 2016 under the Freedom of Information Act (2000) asking for the following information.

Transcription

1 18/05/2016 FOI Dear Mr Paramo Thank you for your request of 20 April 2016 under the Freedom of Information Act (2000) asking for the following information. ERP systems o What Applications are you running for: o Finance? o HR? o Payroll? o Project? o CRM? o Manufacturing? o Sourcing? o Invoice Scanning Tool? o Are you using Config Snapshot? o What BI Tool are you using? o What versions of the above Applications are you running? o When was your last Application upgrade? o Are you planning another upgrade in the next months? o Do you have an Oracle support partner for applications? If so who? o What kind of support is included in the contract (functional/technical/etc.?) o What is the value of the application support contract? o When does it expire? o Are you running any Oracle Databases? o If so, what versions are you currently running? o What applications are being run on these Databases? o Are you planning another Database upgrade in the next months? o Do you have an Oracle support partner for Databases? If so who? o What is the value of the database support contract? o When does it expire? o Where are the databases held? Hosted, onsite/offsite? o If not, how many in-house DBAs do you have? o Where do you advertise any Oracle procurement opportunities? o Who is responsible for looking after the contract for the Oracle estate? o Who is responsible for looking after the licenses for the Oracle estate? o How much do you pay annually for Oracle Support Maintenance? o When does this contract renew? o Do you work with off-shore partners?

2 I can confirm that the Department holds some of the information relevant to your request. I have provided the information in blocks relevant to the associated applications where possible. The Department is withholding details of software versions under section 31(1)(a) of the FOI Act, as the release of this information could aid potential malicious parties to attack the IT systems concerned. Section 31 applies to the release of information that may prejudice the prevention or detection of crime. Section 31 is a qualified exemption. This exemption is engaged because releasing the information will prejudice the prevention of crime by facilitating the possibility of a criminal offence being carried out. Hacking into an IT system is a criminal offence. We cannot identify any countervailing public interest in public knowledge of such information. ERP systems ERP The Department does not have an ERP system. Finance 1 The Department has an integrated HR, Finance, Procurement and Business Intelligence system. The supplier is Oracle. The software used Oracle E-Business Suite. A Fully Managed Service is provided for 2,350 Users from Steria who provide functional and technical support. The annual spend is 1.27m. The contract duration is 9 years from April The contract expiry is March As regards renewal the Department of Health has established a programme of work to consider options to replace the current system in Invoice Scanning Tool used? This is not applicable to the Department, as we do not have a solution for this. Responsibility for contract and licenses - Bob Armstrong, Head of ICT Futures and Shared Services, Department of Health What BI Tool are you using? No BI tool is in use. What versions of the above Applications are you running? withheld under section 31When was your last Application upgrade? No upgrades since implementation Are you planning another upgrade in the next months? No upgrade is planned as it is scheduled for replacement. Finance 2 Hyperion Finance Consolidation System The Department has an accounts consolidation application used predominately for the creation of the Department s annual report and accounts as well as satisfying other requirements for in year reporting and forecasting. The supplier is Oracle. The software used is Hyperion Enterprise Performance Management.

3 A Fully Managed Service is provided for around 50 users, accessed through a browser. The annual spend through this contract is embedded into a large IT contract held with an IT service provider. Ongoing service review with the supplier suggests the annual spend specific to this system is 250k per year. The contract duration is? The latest the contract will expire is March 2018 The contract expiry is? See above As regards renewal the Department of Health has established a programme of work to consider options to upgrade the current system in 2016, which may involve decoupling the contract from the larger IT contract. Invoice Scanning Tool used? Not applicable Responsibility for contract and licenses - Bob Armstrong - Head of ICT Futures and Shared Services, Estates and Information Services, Department of Health What BI Tool are you using? Excel Smartview is used for reporting purposes What versions of the above Applications are you running? withheld under section 31When was your last Application upgrade? The system has not been upgraded to date, apart from regular patches issued by ORACLE. Are you planning another upgrade in the next months? The Department is planning to upgrade the current accounts consolidation system in time for the financial accounts (go live January 2017). HR As above in Finance 1 Payroll With regard to Payroll, the system used is an outsourced system under a Central Government framework and therefore the Department itself does not run any applications. Project The Department does not use a corporate project system. MS Project is usually used on a case by case basis. CRM The supplier is Optevia. The software used is Microsoft Dynamics CRM The contract is from the G Cloud Framework Lot 3 Software As A Service Microsoft Dynamics providing CRM for Correspondence and PQ Tracking Management Users and Licenses The annual spend is 514,490 (one off costs but includes 34,000 for annual support costs) The contract expiry date is 31 st March Invoice Scanning Tool used? Not applicable Responsibility for contract and licenses - Bob Armstrong, Head of ICT Futures and Shared Services, Department of Health What BI Tool are you using? Reporting is provided by CRM.

4 What versions of the above Applications are you running? withheld under section 31When was your last Application upgrade? No upgrade since initial implementation in November Are you planning another upgrade in the next months? Planning for the next months is in process. Manufacturing The Department does not have a manufacturing system. Sourcing The Department does not have a sourcing system. Are you using Config Snapshot? The Department does not use Config Snapshot. Do you have an Oracle support partner? Atos provide a range of infrastructure services and database support to the Department of Health under the IMS3 contract which started in June 2013 and will expire in May Are you running any Oracle Databases? Various versions of Oracle databases from 9 to 11 in addition to the systems identified above for a number of legacy bespoke applications. Are you planning another Database upgrade in the next months? There are no firm plans for an upgrade in the next months. Do you have an Oracle support partner for Databases? If so who? As above referring to Atos. What is the value of the database support contract? As in systems identified above. When does it expire? As in systems identified above. Where are the databases held? Hosted, onsite/offsite? Hosted in Atos datacentres and as in systems identified above. If not, how many in-house DBAs do you have? There are 3 in-house DBAs across multiple databases. Where do you advertise any Oracle procurement opportunities? The Public Contracts Regulations 2015 require that contract opportunities over 10,000 (for central government) must be advertised on Contracts Finder, even if they are advertised elsewhere. Additionally, advertising in the Official Journal of the European Union is required for all applicable services exceeding 106,047. All such adverts are available online through Tenders Electronic Daily.

5 Do you work with off-shore partners? The Department will look at suppliers responding to procurement requirements on a case by case basis. If you have any queries about this , please contact me. Please remember to quote the reference number above in any future communications. If you are dissatisfied with the handling of your request, you have the right to ask for an internal review. Internal review requests should be submitted within two months of the date of receipt of the response to your original letter and should be addressed to: Head of the Freedom of Information Team Department of Health Room 520 Richmond House 79 Whitehall London SW1A 2NS freedomofinformation@dh.gsi.gov.uk If you are not content with the outcome of your complaint, you may apply directly to the Information Commissioner (ICO) for a decision. Generally, the ICO cannot make a decision unless you have exhausted the complaints procedure provided by the Department. The ICO can be contacted at: The Information Commissioner's Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Yours sincerely, Anna Coundley Freedom of Information Officer Department of Health freedomofinformation@dh.gsi.gov.uk