Original request
Summary of request
Full request
I require the organisations 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, Firm step.
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, Resource link.
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.
Response
I refer to your request for information dated 17July 2024 (FOI 23-24/22) in which you submitted various queries regarding the software GTC Scotland uses, specifically regarding our use of Enterprise Resource Planning (ERP), Customer Relationship Management (CRM), Human Resources (HR), Payroll and Finance platforms which we have handled under the Freedom of Information (Scotland) Act (FOISA).
I can confirm that whilst GTC Scotland has access to Dynamics 365 which can be used as an ERP we do not use it as one and therefore I have applied section 17(1)(b) of the Freedom of Information(Scotland) Act (FOISA) as information not held.
Please also note that whilst you have submitted discrete queries on GTC Scotland’s finance and payroll system that these are administered under the same system being SAGE.
Please see our responses to each of the queries posed in your request below.
Name of suppliers for each of the software platforms used
- CRM: Microsoft
- HR: Citation Limited
- Finance: SAGE
Dates in which these applications were implemented
- CRM: January 2020
- HR: April 2023
- Finance: March 2000
Brand of software platforms used
- CRM: Dynamics 365
- HR: Atlas (Citation)
- Finance: SAGE 50 Cloud Accounts Professional
Description of the contract and if upgrades, maintenance and support is included, plus list of software modules included in these contracts
- CRM: This is an ongoing managed service contract for Microsoft Dynamics 365 for use of their Client Relationship Management platform. This contract includes maintenance and support for the platform as well as professional services for any ongoing development.
- We use the Finance and Operations as well as the Customer Service software modules.
- HR: This is a contract for ongoing access to tools, templates and documentation provided by Atlas including remote guidance and support when needed via their helpline. They are also able to produce Health and Safety policy, handbooks and notifications on upcoming legislative changes. There are no software modules used on this platform and I have therefore applied section 17(1)(b) of FOISA as this information is not held.
- Finance: This is a contract for cloud accounting and financial management software which includes the provision of upgrades, maintenance and continuing support from the service provider. There are no software modules used on this platform and therefore I have applied section17(1)(b) of FOISA as this information is not held.
Number of users/licenses for each contract
- CRM: 83
- Finance: 10
- HR: 150
Annual spend for each contract
- CRM: £43,992.00
- Finance: £2476.80. This will increase to £2701.20in August 2024
- HR: £10,672.20
Duration of each contract including any available extensions
- CRM: One year
- Finance: One year
- HR: 38 months
Start and end dates of each contract
- CRM: 31 December 2023 to 31 December 2024
- Finance: 01 September 2023 to 31 August 2024
- HR: 08 August 2022 to 08 October 2025
Review dates for each contract
- CRM: 1 November 2024
- Finance: July 2024
- HR: September 2025
Contact details of the person within the organisation responsible for each software contract including name, job title, email and contact number
Please note that disclosing this information would amount to a disclosure of the personal information of the employees in breach of section 38(1)(b) of FOISA. As such, we are unable to provide you with the names, job titles, email addresses and contact numbers of the person within GTC Scotland responsible for these contracts.
However, in keeping with our duty to provide advice and assistance under section 15 of FOISA we can provide you with the team email inboxes which administer these software contracts.
- CRM: digitalservices@gtcs.org.uk
- Finance: finance@gtcs.org.uk
- HR: people@gtcs.org.uk
If you are dissatisfied with this response, you may contact informationgovernance@gtcs.org.uk to request GTC Scotland conduct a review of it. You should describe the original request and explain your grounds of review. You have 40 working days from receipt of this response to submit a review request. When the review process has been completed, if you are still dissatisfied, you may use the Scottish Information Commissioner`s guidance on making an appeal to make an appeal to the Commissioner.
Response file
Internal Review request
Summary of request
