Finance system

Dean farmer made this Rhyddid Gwybodaeth request to Avon Fire and Rescue

This request has been closed to new correspondence from the public body. Contact us if you think it ought be re-opened.

Roedd y cais yn llwyddiannus.

Dear Avon Fire and Rescue Service,

1) What Finance system do you use for Finance management?
2) What system do you use for Planning and Budgeting?
3) Which vendor/System Integrator (SI) implemented your current Finance System?
4) Who is your current Finance system support partner?
5) When is the contract for the current Finance System expiring?
6) Are you planning to renew your current finance System or tender for a new system upon expiry?
7) If tender, when are you planning to publish for a tender?
8) Which framework do you use for procurement?
9) What is your budget for IT spend for 2017/2018
10) How much do you currently spend for IT systems?

Yours faithfully,

Dean farmer

Freedom of Information Act & Data Protection Requests, Avon Fire and Rescue

1 Atodiad

Dear Mr Farmer

I write in response to your request for information dated 24.04.2017
concerning Avon Fire & Rescue Service’s finance system and IT budget.

Your request for information has been dealt with under the terms of the
Freedom of Information Act 2000 (FOIA) and I can confirm that Avon Fire &
Rescue Service (AF&RS) holds most of the information falling within the
description specified within your request.

Please find our answers to your original questions below.

Please also note that under government transparency, we already publish
details of our contracts that are over £5,000 via our website
[1]http://www.avonfire.gov.uk/documents/cat..., to include
supplier name, contract description, contracts dates and values, and also
separately publish details of any monthly invoice payments that we make
that are over £500
[2]http://www.avonfire.gov.uk/guide-to-publ...
.

Financial Services provision : Questions 1-4

1)     What Finance system do you use for Finance management?
2)     What system do you use for Planning and Budgeting?
3)     Which vendor/System Integrator (SI) implemented your current
Finance System?
4)     Who is your current Finance system support partner?

AF&RS currently has a Financial Services Contract with Bristol City
Council (BCC) and part of that contract, AF&RS finance staff use their
system.   BCC’s main financial system is ABW/Agresso but they have a
separate payroll system called Selima.

The Financial Services Contract includes much more than payroll and covers
the following areas:

 

·                     Payroll and Allowances

·                     Budgeting and Accounting

·                     Treasury Management

·                     Internal Audit

·                     Insurance and Risk Management

·                     Creditors

·                     General Revenue Services

In addition to above, we use Excel for general financial planning,
forecasting and budgeting. We also have a rolling maintenance contract
with Real Asset Management Plc for capital accounting, since Sept 2009,
average spend £1.3k per year.  For finance asset management will also use
Hardcat Ltd, which is on an annual rolling maintenance contract since
April 2003 and annual spend is £8.2k.

The Financial Services Contract with BCC is for a period of 5 years which
commenced on 1^st April 2011, with the option for AF&RS to extend for a
further 2 years in periods of 12 months (which we are exercising), so as
to expire on 31^st March 2018.

 

The estimated annual spend for the Financial Services Contract with BCC is
£197K pa with an annual adjustment allowable based upon RPI or Local
Government pay settlement, whichever is the higher.

 

Tender : Questions 5-8

 

5)      When is the contract for the current Finance System expiring? 
31.03.2018
6)      Are you planning to renew your current finance System or tender
for a new system upon expiry?  We plan to publish a new tender for this
requirement.
7)      If tender, when are you planning to publish for a tender?  We plan
to publish soon which we expect to be by 31^st May 2017.
8)      Which framework do you use for procurement?  A decision whether to
use a framework will depend on the requirement and current market
conditions.  We use a range of available frameworks and may be any one of
the following:

·         Crown Commercial Services (CCS)

·         Yorkshire Purchasing Organisation (YPO)

·         Devon & Somerset Fire & Rescue Service (D&SFRS)

·         Eastern Shires Purchasing Organisations (ESPO)

·         National Health Service Shared Business Services (NHS SBS)

·         Scape Group

·         Ministry of Defence (MOD)

·         The Consortium Fire & Rescue

·         Police

 

Please note:  the above list is indicative and may not be exhaustive.

IT budget – Questions 9 & 10

9)   What is your budget for IT spend for 2017/2018

The agreed AF&RS ICT Revenue budget for 2017-18

Computing - Help Desk 360,270
Computing - development costs 31,940
Computing - Network costs 51,510
Computing - Hardware costs 61,810
Computing - Software costs 169,980
 

There is also a small budget for
computer consumables for £5,200 pa.

   
   

10) How much do you currently spend for IT systems?

The ICT Capital budget for 2017-18 is awaiting allocation – I will advise
you of this when available.  However the 2016/17 is below:

 

2016/17 Capital Budget

Software Replacement Programme 25,000
IT Programme - Departmental Bids 228,000

 

For your information:

o Details of the AFA procurement process can be found at on our website
pages:

[3]http://www.avonfire.gov.uk/information-f...

o We kindly ask that no AF&RS staff should be approached directly in
relation to any marketing queries, but the official channels should be
used via the website.
o Our Service Management Board/ Directors have ultimate responsibility
for contracts within their given area and details of our SMB can be
located at [4]http://www.avonfire.gov.uk/service-manag...

I hope that you find the above information useful.

 

Guidance about how we deal with requests for information can be located on
our [5]website.  AF&RS retain request correspondence for the current
financial year plus 3 years.

 

If you are unhappy with the way your request for information has been
handled, you can request an internal review by writing to the Data
Protection Officer, Avon Fire & Rescue Service Headquarters, Temple Back,
Bristol, BS1 6EU, telephone 0117 9262061, or by emailing
[6][Avon Fire and Rescue Service request email].

 

If you remain dissatisfied with the handling of your request or complaint,
you have the right of appeal to the Information Commissioner at: The
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow,
Cheshire, SK9 5AF, telephone 0303 123 1113 (local rate) or 01625 545 745.
 Website [7]www.ico.org.uk. There is no charge for making an appeal.

 

Thank you for your interest in Avon Fire & Rescue Service.

 

Kind regards

Joanna Warren
Data Protection Co-ordinator (Mon-Wed), Legal and Corporate Services
Avon Fire & Rescue Service
Telephone: 0117 926 2061 Extension: 302
Mobile:
[8]www.avonfire.gov.uk
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