Nid ydym yn gwybod a yw'r ymateb mwyaf diweddar i'r cais hwn yn cynnwys gwybodaeth neuai peidio - os chi ywMary Redman mewngofnodwch a gadael i bawb wybod.

Dear West Berkshire Council,

1) Please confirm what software and services you buy from Capita Plc each year and the value of these, or total value if you cannot release each individual contract value.

2) What risks have been identified, in respect of Capita's current financial position (i.e. significant decrease in share price and profit warnings) specifically on the software they supply and maintain for the council and what steps (if any) are being taken to mitigate those risks?

3) Please also share any risk management reports you have in place around Capita owned software used by the council in the event of Capita withdrawing from the market place.

Yours faithfully,

Mary Redman

foi, West Berkshire Council

FOI/2018/436

Dear Ms Redman

Request for information: Capita Contracts and Risks

Thank you for your request received on 19 April 2018; we will seek to
respond within twenty working days.

Yours sincerely,

Rachel Craggs
Principal Policy Officer (Information Management)
Strategic Support, West Berkshire Council, Council Offices, Market Street,
Newbury RG14 5LD
(01635) 519441 | Ext 2441 | [1][email address]
[2]www.westberks.gov.uk

dangos adrannau a ddyfynnir

foi, West Berkshire Council

FOI/2018/436

 

Dear Ms Redman

 

Request for information: Capita Contracts and Risks

 

I am writing to advise you that the authority is extending the time to
respond to your request under the provisions of Section 10 (3) of the
Freedom of Information Act 2000. This is because we are considering the
application of the Section 43 exemption and require additional time to
establish the public interest test.

 

We will respond by no later than 18^th June.

 

Yours sincerely,

 

Suzi Kenchington 

Information Access Compliance Officer

Strategic Support,

West Berkshire Council, Council Offices, Market Street, Newbury, RG14 5LD

email:  [1][email address]

' 01635 519860 (external)      '  2860 (internal)      

P Do you really need to print this email?

 

dangos adrannau a ddyfynnir

foi, West Berkshire Council

FoI/2018/436

 

Dear Ms Redman

 

Request for Information: Capita Contracts and Risks

 

We have now collated the information to respond to your request and the
Council’s responses are provided in blue text underneath each of your
questions:-

 

1)      Please confirm what software and services you buy from Capita Plc
each year and the value of these, or total value if you cannot release
each individual contract value.

 

Product:

Capita ONE - a module based education records management system

The Council is not currently paying any annual costs for the product.

 

Services:

The Council has contracted Capita to provide maintenance and support
services for each Capita ONE module.

The annual value of the maintenance and support contract is published on
the following link:

http://ted.europa.eu/udl?uri=TED:NOTICE:...

Annual Entitlement for use of Capita SIMS Software in 72 schools - £87,000
paid centrally which is recharged to subscribing schools

 

 

2)      What risks have been identified, in respect of Capita's current
financial position (i.e. significant decrease in share price and profit
warnings) specifically on the software they supply and maintain for the
council and what steps (if any) are being taken to mitigate those risks?

 

Identified Risk: Risk of losing maintenance and support services from
Capita.

 

 

3)       Please also share any risk management reports you have in place
around Capita owned software used by the council in the event of Capita
withdrawing from the market place.

 

This risk was added to the Corporate Risk register with the following
report:

'Capita systems: Capita ONE system and SIMS systems – a potential risk of
losing maintenance and support service from Capita was identified
following the announcement in January 2018 on Capita profit warnings, call
for additional finances from shareholders and dividends axing.

 

The Council can use the Capita ONE system in perpetuity and the schools
can continue to use SIMS but, without ongoing maintenance and support,
these will not continue to respond to evolving statutory needs or progress
in IT technologies. This could result in additional financial costs to
manually complete new data processing requirements or to procure
alternative IT system(s).'

 

Issue:

Potential high financial impact if the provider stops delivering
maintenance and support services for Capita ONE and SIMS systems

 

Gross Risk:

Likelihood = 3 (Likely - this risk is very likely to affect the Council)
Impact = 4 (Very High financial loss to Council, Loss of main ICT system)

Net Risk (after mitigation)

Likelihood = 3 (Likely - this risk is very likely to affect the Council)
Impact = 3 (High financial loss to Council, Temporary loss of major ICT
system)

 

Action being taken:

Monitor the updates on the company's financial health.

Ensure the systems are as up to date as possible without outstanding/known
issues

 

Update:

In January 2018 news have been released on Capita profit warnings, call
for additional finances from shareholders and dividends axing.

 

The Council uses maintenance and support services for Capita ONE education
system and holds the 'umbrella licence' for LA schools in the district to
use SIMS system.

Most of the Local Authorities in the country are using Capita ONE and SIMS
and it is expected that any issues with CAPITA will have impact but also
resolution at national level (e.g. potential acquisition of the system by
another company, Government's change in requirements for statutory data
will be managed/evolve accordingly etc.).

The usual back up and restoration processes are in place as for any major
IT system of the Council.

 

Potential supplementary or alternative suite of systems/combination of
systems could be procured to mitigate lack of functionality issues but
this could translate into high financial costs to complete tasks or to
re-procure MIS and Finance systems(s) and re-train the 1.5 FTE staff
supporting Capita One and 10 staff supporting SIMS.

 

Action required and deadline:

Continuous assessment of system functionality - quarterly

Ensure all the upgrades are promptly installed - ongoing

Ensure there are no outstanding maintenance issues - ongoing

Regular meetings with software provider's representatives - quarterly

 

If you are unhappy with the way your request has been handled, you may ask
for an internal review. You should contact The FoI Reviewing Officer,
Strategic Support, Council Offices, Market Street, Newbury RG14 5LD, email
[email address]  if you wish to request a review. If you are not
content with the outcome of the internal review, you have the right to
apply directly to the Information Commissioner for a decision. The
Information Commissioner can be contacted at: Information Commissioner’s
Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

 

If you have any queries about this email, please don’t hesitate to contact
me.

 

Yours sincerely

 

Rachel Craggs

Principal Policy Officer (Information Management)

Strategic Support, West Berkshire Council, Council Offices, Market Street,
Newbury RG14 5LD

(01635) 519441  |  Ext 2441  |  [email address]

www.westberks.gov.uk

 

 

dangos adrannau a ddyfynnir

Nid ydym yn gwybod a yw'r ymateb mwyaf diweddar i'r cais hwn yn cynnwys gwybodaeth neuai peidio - os chi ywMary Redman mewngofnodwch a gadael i bawb wybod.

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