Ref No: 18/599

9 January 2019

Dear Mr Clarke

Thank you for your Freedom of Information request regarding: Project
Management Software Systems.

We can confirm your request was received on 9 January 2019. This will be
dealt with under the terms of the Freedom of Information Act 2000 and
answered within twenty working days. 

In some circumstances a fee may be payable and if that is the case, we
will let you know. A fees notice will be issued to you, and you will be
required to pay before we will proceed to deal with your request.

If you have any queries about this request do not hesitate to contact the
Corporate Information Team, quoting the above reference number.

Yours sincerely

Ms Helen Snowden

Performance and Information Assistant

Corporate Information Team

North Kesteven District Council

Tel No. 01529 414155 Ext. 28186

dangos adrannau a ddyfynnir

Ref No: 18/599

6 February 2019

Dear Mr Clarke

We refer to previous correspondence regarding your request for information
relating to: Project Management Software Systems.

The information is given below:

1. What Software Systems are currently used by the Council (please
identify each system if more than one is used) for:

• Programme and / or Project management?
 

  CAMMS, Microsoft Excel, Microsoft Project 2013
• Risk Management recording and reporting
 

  CAMMS

• Performance Management reporting
 

  CAMMS

• Freedom of Information recording and tracking

  North Kesteven District Council does not use any software system to
manage Freedom of Information recording and tracking. The Council uses
Microsoft Outlook and Excel to manage this process instead.

2. When do the contracts expire for each software system used?

CAMMS - The contract expires for programme/project management, and
performance management reporting in March 2019. The contract expires in
July 2019 for the risk management recording and reporting.   
        Microsoft Excel & Microsoft Project 2013 - No end date

3. Do you have any planned changes or upgrades of the software currently
used? If so, when?
    

CAMMS - We are currently reviewing the contract to manage
programmes/projects, performance management and risk management.

Microsoft Excel, Microsoft Project 2013 - No

4. How much does each system cost including both the initial licence fee
and the annual charge?

    We consider this information is exempt under Section 43 (Commercial
Interests) of the Freedom of Information Act 2000.

The Council believes that to disclose the information in relation to
contract costs would be likely to prejudice the commercial interests of
any person (a ‘person’ is classed as an individual, a company, the public
authority itself or any other legal entity). The concept of commercial
interest is wide and a commercial interest relates to a person’s ability
to participate competitively in a commercial activity, i.e. the purchase
and sale of goods or services.

The public interest test has been considered and, having considered the
need to be able to negotiate in future, we are satisfied that the public
interest in withholding contract cost information outweighs the public
interest in disclosing. The Council needs to operate in a commercial and
competitive environment and disclosure of information, in this case, could
prejudice the ability for the Council to negotiate competitively.

In addition, this could potentially prejudice the Council’s competitive
position in the market, particularly in relation to future procurement
exercises and/or limit the ability of the Council in future to secure the
best possible terms in any such procurement exercise. Future bidders may
be reluctant to disclose full information to the Council if they are
concerned that such information could be disclosed to competitors. This
would affect the ability of the Council to receive value for money and to
receive the most economically advantageous solutions.

5. If you do not have a system how are programmes and projects managed
currently?
   

    N/A

6. How (which procurement route or framework) was the contract initially
tendered and when was this tender awarded?

Within the Constitution and under the ‘Contract and Procurement Procedure
Rules’, the Chief Executive (via the Officer Decision Panel) has the
authority to approve a contract, which has an estimated total contract
  value up to a certain threshold.

The contract for the programme/project management, and performance
management reporting modules within CAMMS was initiated in March 2016.
However, the risk management recording and reporting module within CAMMS
was initiated in July 2016.

The Microsoft Excel Agreement was part of CCS Framework ITT.

7. If no software or tendered contract is in place currently are you
considering tendering or purchasing further software within the next 12
months? If so via which procurement route or framework would you be using?
    

    N/A

8. How many users / licenses for each system have you purchased for each
system?
   

    CAMMS – Unlimited licences.

    Microsoft Excel (as part of Microsoft Office 365) = 353 users
    Microsoft Project = 16 Users

9. Who is the person responsible for the identified Software Systems?
Please provide full name, title and contact information if possible.
    

    CAMMS - Esther Watt, Corporate Information Manager,
[1][email address], 01529 308237.

    Microsoft Excel and Project - Cliff Dean, IT Manager,
[2][email address] 01529 308399

f 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,
quoting the above reference number, via email at: [3][North Kesteven District Council request email]
or by post to North Kesteven District Council, Corporate and Customer
Services, Kesteven Street, Sleaford, Lincs, NG34 7EF.

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.

Yours sincerely

Ms Helen Snowden

Corporate Information Team

Freedom of Information​
Tel: 01529 414155
[4]NKDC [5]Facebook [6]YouTube Email: foi@n‑kesteven.gov.uk
Twitter [7]www.n-kesteven.gov.uk
Kesteven Street ,  Sleaford ,  NG34 7EF
[8]Garden Waste

References

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