Dear Intellectual Property Office,

I am writing to make a request for all the information to which I am entitled under Freedom of Information Act 2000. My requests are outlined below as specifically as possible to help you retrieve the information required. However, if any of the below is unclear, I would appreciate if you could contact me as I understand that under the act, you are required to assist requesters.

Please could you provide the following information:

1)How many employees are working for your organisation, including full-time, part-time, and contracted staff?
2)What is your annual intranet budget?
3)What is your current intranet solution? (e.g. Invotra, Sharepoint, Kahootz, Umbraco)
4)How long have you been using this solution, and when does your contract expire?
5)Do you work with an external partner to supply your intranet? If not, do you develop your intranet internally?
6)Which team/individual is responsible for managing your intranet internally?
7)Which other organisations have access to your intranet?
8)Do you share IT services with other organisations?
9) Are you using the Office 365 suite? If so, which applications from the suite are in use?
10)Who is responsible for your intranet’s procurement within the organisation?
11)Do you use Microsoft’s Active Directory to manage your people data? If so, is your Active Directory (AD) managed on-premise or in the cloud?
12)Do you use any other Software as a Service (SaaS) applications? (e.g. Atlassian/Jira, Slack, Trello, Xero)

If possible, please could you present the information via a Microsoft Word or Excel document, sent to me via email. I understand that under the act, I should be entitled to a response within 20 days and therefore I would appreciate if you could confirm receipt of my request.

Yours faithfully,
Deborah Manley

foi, Intellectual Property Office

Dear Ms Manley,

Thank you for your information request. It will be dealt with under the terms of the Freedom of Information Act and we will reply as soon as possible within twenty working days.

Regards,

Alison Smith | Information Rights Manager
Intellectual Property Office | Concept House | Cardiff Road | Newport | South Wales | NP10 8QQ | www.gov.uk/ipo
Tel: +44 (0)1633 814587 | Email: [Intellectual Property Office request email]

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foi, Intellectual Property Office

Dear Ms Manley,

 

I am replying to your information request of 31 October 2019.

 

1)  How many employees are working for your organisation, including
full-time, part-time, and contracted staff?

The Intellectual Property Office (IPO) headcount at 31st of October was
1325 (FTE 1249.91) This figure excludes loans out, career break staff,
agency staff & contractors.

Agency staff at 31st October number 26 and contractors 60.

 

2)  What is your annual intranet budget?

There is no intranet-specific budget – it is not broken down to that
level. The cost of our intranet provision is covered within our Microsoft
licensing.

 

3)  What is your current intranet solution? (e.g. Invotra, Sharepoint,
Kahootz, Umbraco)

Our current intranet solution is SharePoint.

4)  How long have you been using this solution, and when does your
contract expire?

We have been using SharePoint for approximately 10 years. The contract is
‘evergreen’ and therefore only expires if we choose to stop paying for it.

 

5)  Do you work with an external partner to supply your intranet? If not,
do you develop your intranet internally?

No external partners are involved in the provision of the intranet
function. Licenses are bought through partners, but content is created and
managed internally.

 

6)  Which team/individual is responsible for managing your intranet
internally?

SharePoint management is spread between a number of different teams
throughout the IPO, each responsible for different areas of content,
service provision and framework. A listing of each and their
responsibilities is refused under section 12 of the Freedom of Information
Act because it would exceed the threshold of time and cost permitted for
FOI responses, currently set at £600, equivalent to approximately 24
man-hours of work.  [The refusal applies in combination to both this
question and to question 12.]

 

7)  Which other organisations have access to your intranet?

None.

 

8)  Do you share IT services with other organisations?

We share some IT services with other organisations.

 

9)  Are you using the Office 365 suite? If so, which applications from the
suite are in use?

                Yes.

                Word

                Excel

                Visio

                PowerPoint

                Teams

                Yammer

                SharePoint

                Power BI

                Exchange

                Skype for Business

 

10)  Who is responsible for your intranet’s procurement within the
organisation?

The IT Department in collaboration with Finance and Commercial departments

 

11)  Do you use Microsoft’s Active Directory to manage your people data?
If so, is your Active Directory (AD) managed on-premise or in the cloud?

Yes.  Both on-premise and in the cloud.

 

12)  Do you use any other Software as a Service (SaaS) applications? (e.g.
Atlassian/Jira, Slack, Trello, Xero)

Yes. Listing all SaaS applications would exceed the threshold of time and
cost permitted under FOI responses.  [See also reply to question 6 above.]

 

Please let me know if you require any further information or explanation.

 

If you are dissatisfied with the handling of your request you may ask for
an internal review.  Review requests should be submitted within two months
and should be addressed to: [1][Intellectual Property Office request email]  .  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.

 

Regards,

 

Alison Smith | Information Rights Manager

Intellectual Property Office | Concept House | Cardiff Road | Newport |
South Wales | NP10 8QQ | [2]www.gov.uk/ipo

Tel: +44 (0)1633 814587 | Email: [3][Intellectual Property Office request email]

 

 

 

 

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