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Systems IT

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Dear The National Portrait Gallery,

We would appreciate your response to the following questions:

Finance System
- What Applications are you running for Finance System?
- When does the contract expire?
- Which vendor/System Integrator (SI) implemented your current System?
- Who is your current system support partner?
- How much do you spend on support for your current system?
- Are you planning to renew or replace your current System?
- Are you planning to tender for a new system upon expiry?
- If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
- Which framework do you use for procurement?

HR System
- What Applications are you running for HR system?
- When does the contract expire?
- Which vendor/System Integrator (SI) implemented your current System?
- Who is your current system support partner?
- How much do you spend on support for your current system?
- Are you planning to renew or replace your current System?
- Are you planning to tender for a new system upon expiry?
- If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
- Which framework do you use for procurement?

CRM System
- What Applications are you running for CRM system?
- When does the contract expire?
- Which vendor/System Integrator (SI) implemented your current System?
- Who is your current system support partner?
- How much do you spend on support for your current system?
- Are you planning to renew or replace your current System?
- Are you planning to tender for a new system upon expiry?
- If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
- Which framework do you use for procurement?

Projects System
- What Applications are you running for projects?
- When does the contract expire?
- Which vendor/System Integrator (SI) implemented your current System?
- Who is your current system support partner?
- How much do you spend on support for your current system?
- Are you planning to renew or replace your current System?
- Are you planning to tender for a new system upon expiry?
- If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
- Which framework do you use for procurement?

BI System
- What Applications are you running for BI?
- When does the contract expire?
- Which vendor/System Integrator (SI) implemented your current System?
- Who is your current system support partner?
- How much do you spend on support for your current system?
- Are you planning to renew or replace your current System?
- Are you planning to tender for a new system upon expiry?
- If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
- Which framework do you use for procurement?

Planning and Budgeting System
- What Applications are you running for Planning and Budgeting?
- When does the contract expire?
- Which vendor/System Integrator (SI) implemented your current System?
- Who is your current system support partner?
- How much do you spend on support for your current system?
- Are you planning to renew or replace your current System?
- Are you planning to tender for a new system upon expiry?
- If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
- Which framework do you use for procurement?

Workforce Planning System
- What Applications are you running for Workforce Planning?
- When does the contract expire?
- Which vendor/System Integrator (SI) implemented your current System?
- Who is your current system support partner?
- How much do you spend on support for your current system?
- Are you planning to renew or replace your current System?
- Are you planning to tender for a new system upon expiry?
- If tender, when are you planning to publish for a tender (PQQ, RFI, RFP)?
- Which framework do you use for procurement?

1) What is your budget for IT spend for 2017/2018
2) Are you planning to join a Shared Service in the next 1 - 2 years?
3) Who is responsible for the procurement process?
4) What is the size of the organisation?
5) How man Finance FTEs?
6) How many HR FTEs?
7) How many Procuremenmt FTEs?

Yours faithfully,

Jayne lacy

Archive Enquiry, The National Portrait Gallery

This is the e-mail address for enquiries about portraits and the collections and history of the National Portrait Gallery (including requests for information made under the Freedom of Information Act). The Gallery usually responds to portrait enquiries within 15-20 working days (except over the Easter and Christmas periods when there may be a delay). Freedom of Information requests are answered within 20 working days.

If you would like to make an appointment to visit the Heinz Archive & Library please contact: [email address]<mailto:[email address]>. The Public Study Room is closed from 22 December to 8 January inclusive.

For other types of enquiries please refer to the Gallery's website for contact details.

Note: we are not able to respond to enquiries about foreign portraits and non-portrait works of art, and neither are we able to provide advice on valuations. For subjects unrelated to British portraiture please contact a general art reference library and for valuations please contact a fine art auction house or dealer.

Images of portraits and correspondence sent to the Gallery may be kept for reference and research purposes.

Yours sincerely
Paul Cox
Associate Curator (Reference Collection)

FOI Request, The National Portrait Gallery

Dear Jayne Lacy,

 

Thank you for your information request under the Freedom of Information
(FoI) Act, dated 30^th April 2018.

 

Please accept this message as an acknowledgement of the receipt of your
request. We will respond to your specific queries within 20 working days,
as required under the FoI Act.

 

 

Kind regards,

 

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FOI Request, The National Portrait Gallery

Dear Jayne Lacy,

 

Thank you for your information request under the Freedom of Information
Act, dated 30^th April 2018.

 

Please see below the answers to your questions.

 

Section A – IT systems

 

1.       Finance System:

a)      What Applications are you running for Finance System?

The National Portrait Gallery uses PS Financials for its finance system.

b)      When does the contract expire?

The contract for this system is renewed annually.

c)       Which vendor/System Integrator (SI) implemented your current
System?

PS Financials Ltd implemented the PS Financials system at the Gallery.

d)      Who is your current system support partner?

PS Financials Ltd provides support for the PS Financials system at the
Gallery.

e)      How much do you spend on support for your current system?

£10,500 per annum.

f)       Are you planning to renew or replace your current System?

The contract for this system is renewed annually.

g)      Are you planning to tender for a new system upon expiry?

No.

h)      If tender, when are you planning to publish for a tender (PQQ,
RFI, RFP)?

N/A

i)        Which framework do you use for procurement?

N/A

 

2. HR System 

a)      What Applications are you running for HR system?

The National Portrait Gallery uses Carval HR Unity for its HR system.

b)      When does the contract expire?

The contract for this system is renewed annually.

c)       Which vendor/System Integrator (SI) implemented your current
System?

Carval Computing Ltd implemented the Carval HR Unity system at the
Gallery.

d)      Who is your current system support partner?

Carval Computing Ltd provides support for the Carval HR Unity system at
the Gallery.

e)      How much do you spend on support for your current system?

£4,800 per annum (Carval annual licence).

f)       Are you planning to renew or replace your current System?

The contract for this system is renewed annually.

g)      Are you planning to tender for a new system upon expiry?

No.

h)      If tender, when are you planning to publish for a tender (PQQ,
RFI, RFP)?

N/A

i)        Which framework do you use for procurement?

N/A

 

3. CRM System

a)      What Applications are you running for CRM system?

The National Portrait Gallery uses Tessitura for its CRM system.

b)      When does the contract expire?

The contract is due to expire in August 2023.

c)       Which vendor/System Integrator (SI) implemented your current
System?

Tessitura Network Inc implemented the Tessitura system at the Gallery.

d)      Who is your current system support partner?

Tessitura Network Inc provides support for the Tessitura system at the
Gallery.

e)      How much do you spend on support for your current system?

£36,500 per annum (Tessitura annual licence and support).

f)       Are you planning to renew or replace your current System?

No.

g)      Are you planning to tender for a new system upon expiry?

No.

h)      If tender, when are you planning to publish for a tender (PQQ,
RFI, RFP)?

N/A

i)        Which framework do you use for procurement?

N/A

 

4. Projects System

a)      What Applications are you running for projects?

The National Portrait Gallery uses Microsoft Project for running projects.

b)      When does the contract expire?

There is no contract in place.

c)       Which vendor/System Integrator (SI) implemented your current
System?

The Gallery did not use a vendor or System Integrator (SI) to implement
Microsoft Project

d)      Who is your current system support partner?

The Gallery does not have a support partner for Microsoft Project.

e)      How much do you spend on support for your current system?

N/A

f)       Are you planning to renew or replace your current System?

No.

g)      Are you planning to tender for a new system upon expiry?

N/A

h)      If tender, when are you planning to publish for a tender (PQQ,
RFI, RFP)?

N/A

i)        Which framework do you use for procurement?

N/A

 

5. BI System

a)      What Applications are you running for BI?

b)      When does the contract expire?

c)       Which vendor/System Integrator (SI) implemented your current
System?

d)      Who is your current system support partner?

e)      How much do you spend on support for your current system?

f)       Are you planning to renew or replace your current System?

g)      Are you planning to tender for a new system upon expiry?

h)      If tender, when are you planning to publish for a tender (PQQ,
RFI, RFP)?

i)        Which framework do you use for procurement?

The National Portrait Gallery does not use any Business Intelligence
systems, so the answer to all of the above questions is N/A. However, the
Gallery does use a reporting tool which is included with the Gallery’s
Tessitura license. Tessitura comes with standard reports, and any specific
reports for Gallery workflow and business intelligence are written
in-house using SQL and SQL Server Reporting Services.

 

6. Planning and Budgeting System:

a)      What Applications are you running for Planning and Budgeting?

The National Portrait Gallery uses Soprano for its planning and budgeting
system.

b)      When does the contract expire?

The contract for this system is renewed annually.

c)       Which vendor/System Integrator (SI) implemented your current
System?

Monetic Ltd implemented the Soprano system at the Gallery.

d)      Who is your current system support partner?

The Soprano Support Team provide support for the Soprano system at the
Gallery.

e)      How much do you spend on support for your current system?

£8,600 per annum.

f)       Are you planning to renew or replace your current System?

Yes, the Gallery are planning on renewing or upgrading the current system.

g)      Are you planning to tender for a new system upon expiry?

This has not yet been decided.

h)      If tender, when are you planning to publish for a tender (PQQ,
RFI, RFP)?

This has not yet been decided.

i)        Which framework do you use for procurement?

This has not yet been decided.

 

Section B – Further questions

 

1.       What is your budget for IT spend for 2017/2018

For financial year 2017/2018, the National Portrait Gallery’s total IT
budget was £389,000 (to the nearest £1,000).

 

2.       Are you planning to join a Shared Service in the next 1 - 2
years?

No.

 

3.       Who is responsible for the procurement process?

The Gallery’s Heads of Department are each responsible for the procurement
of goods and services for their department.

 

4.       What is the size of the organisation?

As at 2^nd May 2018, the Gallery employs 449 members of staff, including
287 full time staff.

 

5.       How man Finance FTEs?

As at 2^nd May 2018, there are 8 Finance full time equivalents (FTEs)
working at the Gallery.

 

6.       How many HR FTEs?

As at 2^nd May 2018, there are 7 HR full time equivalents (FTEs) working
at the Gallery.

 

7.       How many Procurement FTEs?

As at 2^nd May 2018, the Gallery does not have any Procurement full time
equivalents (FTEs), as the Contract and Procurement Adviser post is vacant
and undergoing the recruitment process.

 

I hope you find the response to your questions satisfactory.

 

After 3 months from the last meaningful correspondence this case will be
closed. For an internal review request please contact us within a 3 month
period, otherwise your request will be treated as a new enquiry.

 

Under the terms of the Act, we are required to inform you of our appeals
procedure in case you are not satisfied with response.  A copy of our
public leaflet on Freedom of Information, which advises how to appeal to
the Gallery and your right to appeal to the Information Commissioner, can
be found on the Gallery website at:
[1]http://www.npg.org.uk/about/foi.php.

 

 

Kind regards,

 

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From: Ruth Kusionowicz On Behalf Of FOI Request
Sent: 02 May 2018 12:20
To: [7][FOI #481434 email]
Subject: RE: Freedom of Information request - Systems IT

 

Dear Jayne Lacy,

 

Thank you for your information request under the Freedom of Information
(FoI) Act, dated 30^th April 2018.

 

Please accept this message as an acknowledgement of the receipt of your
request. We will respond to your specific queries within 20 working days,
as required under the FoI Act.

 

 

Kind regards,

 

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Ruth Kusionowicz
Records and Freedom of Information Manager
National Portrait Gallery  St Martin's Place  London WC2H 0HE

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We don't know whether the most recent response to this request contains information or not – if you are Jayne lacy please sign in and let everyone know.