Disclosure Log

Question

Re To request information regarding the software systems the council currently uses to manage its core back-office business functions.

For each of the following six business areas, please provide the details requested below:

1. Finance and Accounting (e.g., General Ledger, Budgeting, Treasury)

2. Human Resources (HR) and Payroll (e.g., Core HR, Time & Attendance, Payroll processing)

3. Procurement and Sourcing (e.g., E-Procurement, Contract Management)

4. Asset and Facilities Management (e.g., Enterprise Asset Management, Fleet tracking)

5. Project and Portfolio Management (e.g., Capital project tracking, Resource allocation)

6. Citizen and Frontline Integrations (e.g., core CRM or Billing systems that integrate with the back office)

For EACH of the six business areas listed above, please provide the following:

• System Name: (The name of the software)

• Supplier/Vendor Name: (If the system was developed in-house, please simply state "In-house")

• System Architecture: Please specify which of the following best describes the setup:

• Part of a full, integrated Enterprise Resource Planning (ERP) system.

• A standalone Commercial Off-The-Shelf (COTS) application.

• A bespoke, in-house developed solution.

• Hosting: Is the system hosted on-premise, managed off-premise by the supplier, or delivered via a Cloud/SaaS model?

• Contract Expiry Date: When does the current contract for this system expire (please include any viable extension periods)?

• Whether the council plans to change the system in the future

Additional Note: If the council utilises a single, integrated ERP system (e.g., SAP, Oracle, Microsoft Dynamics) to cover multiple business areas listed above, please state the name of the overarching ERP and confirm which specific modules are currently active.

Answer

1. Finance and Accounting (e.g., General Ledger, Budgeting, Treasury)

• System Name: (The name of the software) = Unit 4 Business World

• Supplier/Vendor Name: (If the system was developed in-house, please simply state "In-house") = Unit4

• System Architecture: Please specify which of the following best describes the setup:

• A standalone Commercial Off-The-Shelf (COTS) application.

• Hosting: Is the system hosted on-premise, managed off-premise by the supplier, or delivered via a Cloud/SaaS model? = Hosted on-premise, Cloud/SaaS by end of year

• Contract Expiry Date: When does the current contract for this system expire (please include any viable extension periods)? = 30/05/2027 with option of +1 yea

• Whether the council plans to change the system in the future = No

2. Human Resources (HR) and Payroll (e.g., Core HR, Time & Attendance, Payroll processing)

• System Name: (The name of the software) = HR21/CHRIS21

• Supplier/Vendor Name: (If the system was developed in-house, please simply state "In-house") = Frontier Software Ltd

• System Architecture: Please specify which of the following best describes the setup:

• A standalone Commercial Off-The-Shelf (COTS) application.

• Hosting: Is the system hosted on-premise, managed off-premise by the supplier, or delivered via a Cloud/SaaS model? = On -premise

• Contract Expiry Date: When does the current contract for this system expire (please include any viable extension periods)? = The Contract is renewed annually

• Whether the council plans to change the system in the future = No

3. Procurement and Sourcing (e.g., E-Procurement, Contract Management)

• System Name: (The name of the software) = Basware P2P

• Supplier/Vendor Name: (If the system was developed in-house, please simply state "In-house") = Basware

• System Architecture: Please specify which of the following best describes the setup:

• A standalone Commercial Off-The-Shelf (COTS) application.

• Hosting: Is the system hosted on-premise, managed off-premise by the supplier, or delivered via a Cloud/SaaS model? = SaaS model

• Contract Expiry Date: When does the current contract for this system expire (please include any viable extension periods)? = October 2027

• Whether the council plans to change the system in the future = N/A

4. Asset and Facilities Management (e.g., Enterprise Asset Management, Fleet tracking)

• System Name: (The name of the software) = CPM Asset Management System

• Supplier/Vendor Name: (If the system was developed in-house, please simply state "In-house") = Civica

• System Architecture: Please specify which of the following best describes the setup:

• A standalone Commercial Off-The-Shelf (COTS) application.

• Hosting: Is the system hosted on-premise, managed off-premise by the supplier, or delivered via a Cloud/SaaS model? = Cloud/SaaS model

• Contract Expiry Date: When does the current contract for this system expire (please include any viable extension periods)? = June 2029

• Whether the council plans to change the system in the future = Yes

• System Name: (The name of the software) = Risk Monitor

• Supplier/Vendor Name: (If the system was developed in-house, please simply state "In-house") = Ramis

• System Architecture: Please specify which of the following best describes the setup:

• A standalone Commercial Off-The-Shelf (COTS) application.

• Hosting: Is the system hosted on-premise, managed off-premise by the supplier, or delivered via a Cloud/SaaS model? = Cloud/SaaS model

• Contract Expiry Date: When does the current contract for this system expire (please include any viable extension periods)? = August 2027

• Whether the council plans to change the system in the future = No

• System Name: (The name of the software) = Fleetclear Connect

• Supplier/Vendor Name: (If the system was developed in-house, please simply state "In-house") = Fleetclear Ltd

• System Architecture: Please specify which of the following best describes the setup:

• A standalone Commercial Off-The-Shelf (COTS) application.

• Hosting: Is the system hosted on-premise, managed off-premise by the supplier, or delivered via a Cloud/SaaS model? = Cloud/SaaS model

• Contract Expiry Date: When does the current contract for this system expire (please include any viable extension periods)? = N/A

• Whether the council plans to change the system in the future = N/A

5. Project and Portfolio Management (e.g., Capital project tracking, Resource allocation)

• System Name: (The name of the software) = N/A

• Supplier/Vendor Name: (If the system was developed in-house, please simply state "In-house") = N/A

• System Architecture: Please specify which of the following best describes the setup: = N/A

• Hosting: Is the system hosted on-premise, managed off-premise by the supplier, or delivered via a Cloud/SaaS model? = N/A

• Contract Expiry Date: When does the current contract for this system expire (please include any viable extension periods)? = approximately 4 years time

• Whether the council plans to change the system in the future = Yes

6. Citizen and Frontline Integrations (e.g., core CRM or Billing systems that integrate with the back office)

• System Name: (The name of the software) = N/A

• Supplier/Vendor Name: (If the system was developed in-house, please simply state "In-house") = N/A

• System Architecture: Please specify which of the following best describes the setup: = N/A

• Hosting: Is the system hosted on-premise, managed off-premise by the supplier, or delivered via a Cloud/SaaS model? = N/A

• Contract Expiry Date: When does the current contract for this system expire (please include any viable extension periods)? = N/A

• Whether the council plans to change the system in the future = N/A