Dear Kirklees Borough Council,

I am currently conducting research for a Masters Degree in Computing, and kindly request you respond to the questions below, under the Freedom of Information Act.
If you cannot provide an answer to one question, please state so and respond to the others.
Q1. What is the full official name of the Authority?
Q2. How large is the Authority in terms of population?
Q3. How large is the Authority in terms of geographical boundaries?
Q4. How many information systems / databases does the Authority use?
Q4a. How many of those are stand-alone (i.e. do not interact with any other information system)?
Q4b. How many of those interact with at least one other system (e.g. using API calls)?
Q4c. Are the systems mainly centered around Residents or Properties?
Q5. What services are provided to Residents by the Authority (e.g. Taxi Licensing, Waste, Education, Planning Applications, etc.)
Q6a. Does the Authority have an online portal for Residents?
Q6b. If it does, what is the uptake (as a percentage) across the authority?
Q7. What percentage of services in Q4 are accessible to Residents online using Single Sign On (SSO) on the portal?
Q8. What was the Authority’s annual spend for 2017-18?
Q9. What was the Authority’s annual spend for 2017-18 for software licensing?
Q10. What was the Authority’s annual spend for 2017-18 for payroll of employees, agency staff, and contractors?
Q11. Does the Authority use a Customer Relationship Management (CRM) System?
(if Yes answer Q12 and Q14, if No answer Q13)
Q12. If the Authority has a CRM system:
Q12a. When did the CRM system go Live?
Q12b. How long did the implementation take?
Q12c. What were the main obstacles encountered to the implementation? (See "CRM Challenges" below, please state all that apply)
Q13. If the Authority does not have a CRM system:
Q13a. Has the implementation of a CRM ever been considered?
Q13b. If Yes to Q13a., what were the reasons for not proceeding? (See "CRM Challenges" below, please state all that apply)
Q13c. Has the implementation of a CRM ever been planned or undertaken, but subsequently abandoned?
Q13d. If Yes to Q13c., what were the reasons for the failure of the project? (See "CRM Challenges" below, please state all that apply)
Q14. Are the IT systems centred primarily around Residents or Properties?
CRM Challenges
Integration of different data sources into a single system
Training users to effectively use the solution
Participation of different departments within the authority
Integration with existing back-office applications
Promoting Usage
Funding
Other (please specify)

Yours faithfully,

Baptiste GC

Freedom Info, Kirklees Borough Council

Dear Baptiste GC

I confirm receipt of your information request and that we are dealing with this and will respond to you in due course.

If you are not content with the handling of your request, you have the right to ask for an internal review. Requests for internal reviews should be addressed to the Monitoring Officer, 1st Floor, Civic Centre 3, Market Street, Huddersfield HD1 2EY. Alternatively, you can send an email to: [email address].

Please remember to quote the reference number above in any future communications.

If you are not content with the outcome of any review you have the right under section 50 of the 2000 Act to apply to the Information Commissioner for a decision as to whether your request for information has been dealt with in accordance with the requirements of the Act. The Information Commissioner’s website is at www.ico.org.uk and gives more information about the role and duties of the Commissioner. The Information Commissioner can be contacted at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Regards

Information Governance Team
The Democracy Service
Telephone: 01484 221000 (voice activated switchboard – please ask for Freedom of Information)

This email and any attachments are confidential. If you have received it in error - notify the sender immediately, delete it from your system, and do not use, copy or disclose the information in any way. Kirklees Council monitors all emails sent or received.

show quoted sections

Freedom Info, Kirklees Borough Council

Dear Mr Baptiste

Thank you for your recent enquiry.

From our preliminary assessment, it is clear that we will not be able to answer your request without further clarification.

The Council requires further information in order to identify and locate the information you have asked for. In particular, it would be useful to know what you mean by contractors in Q10 as this covers contractors, sub-contractors and private contractors and covers a variety of payments.

Q10. What was the Authority’s annual spend for 2017-18 for payroll of employees, agency staff, and contractors?

Once you have clarified the information you require, I will action your request. If I do not receive clarification within three months, this question will be considered to have lapsed.

• Under section 1(3) of the Freedom of Information Act 2000 (FoIA), a public authority need not comply with a request unless any further information reasonably required to locate the information is supplied.

• Under regulation 12(4)(c) of the Environmental Information Regulations 2014 (EIR), a public authority can refuse to answer a request that is too general, provided the public authority has gone back to the requester and asked for extra information, offering a advice and assistance to help to explain, clarify or rephrase their request.

In this case the Council considers that the EIR apply / FoIA applies.

Please remember to quote the reference number above in any future communications.

If you would like to discuss this email, please contact me.

Regards

Information Governance Team
The Democracy Service
Telephone: 01484 221000 (voice activated switchboard – please ask for Freedom of Information)

This email and any attachments are confidential. If you have received it in error - notify the sender immediately, delete it from your system, and do not use, copy or disclose the information in any way. Kirklees Council monitors all emails sent or received.

show quoted sections

Good afternoon,

In the context of Q10, 'contractor' means persons working for the councils and invoicing themselves. Where another body exists between them and the council, these should be excluced.
So for example payments to a self-employed IT consultant invoicing Kirklees Borough Council would be included, whilst payments made to sub-contractors like Amey or Capita would not.
I trust this clarifies the issue.

Yours sincerely,

Baptiste

Freedom Info, Kirklees Borough Council

Dear Mr Baptiste

FoI 19137 - Customer Relationship Management

Thank you for your clarification. We will proceed on that basis.

Please remember to quote the reference number above in any future communications.

Regards

Information Governance Team
The Democracy Service
Telephone: 01484 221000 (voice activated switchboard – please ask for Freedom of Information)

This email and any attachments are confidential. If you have received it in error - notify the sender immediately, delete it from your system, and do not use, copy or disclose the information in any way. Kirklees Council monitors all emails sent or received.

show quoted sections

Freedom Info, Kirklees Borough Council

Dear Mr Baptiste,

 

Further to your recent request for information relating to the above,
which has been dealt with under the Freedom of Information Act 2000.

 

Please find the Council’s response below :

 

I am currently conducting research for a Master’s Degree in Computing, and
kindly request you respond to the questions below, under the Freedom of
Information Act.

 

If you cannot provide an answer to one question, please state so and
respond to the others.

 

Q1. What is the full official name of the Authority?
Kirklees Metropolitan Council

 

Q2. How large is the Authority in terms of population?

437,100 ONS Mid-year estimate 2017

 

Q3. How large is the Authority in terms of geographical boundaries?

Kirklees covers 157 square miles or 40,860 hectares.

 

Q4. How many information systems / databases does the Authority use?

Approximately 230

 

Q4a. How many of those are stand-alone (i.e. do not interact with any
other information system)?

The Council does not hold this information – an approximate is 90%

 

Q4b. How many of those interact with at least one other system (e.g. using
API calls)?

The Council does not hold this informaiton – an approximate is 10%

 

Q4c. Are the systems mainly centered around Residents or Properties?

Properties

 

Q5. What services are provided to Residents by the Authority (e.g. Taxi
Licensing, Waste, Education, Planning Applications, etc.)

This information is available on the Council’s website via the Home tab at
: [1]https://my.kirklees.gov.uk/myservices

 

Q6a. Does the Authority have an online portal for Residents? - Yes

 

Q6b. If it does, what is the uptake (as a percentage) across the
authority? - Approximately 93K properties

 

Q7. What percentage of services in Q4 are accessible to Residents online
using Single Sign On (SSO) on the portal? – The Council does not hold this
information

Q8. What was the Authority’s annual spend for 2017-18?

This information is available on the Councils website:
 [2]http://www.kirklees.gov.uk/beta/deliveri...

 

Q9. What was the Authority’s annual spend for 2017-18 for software
licensing?

This information is available on the Councils website:
[3]http://www.kirklees.gov.uk/beta/informat...

 

Q10. What was the Authority’s annual spend for 2017-18 for payroll of
employees, agency staff, and contractors?

Employee Payroll is £172,481,269.32 and incorporates everything such as
pensions and NI contributions.

Agency is £9,425,345.74 and covers matrix and off matrix.

Contractor (Those invoicing themselves) £682,561.64

 

Q11. Does the Authority use a Customer Relationship Management (CRM)
System? - No

(if Yes answer Q12 and Q14, if No answer Q13)

 

Q12. If the Authority has a CRM system: 

Q12a. When did the CRM system go Live?

Q12b. How long did the implementation take?

Q12c. What were the main obstacles encountered to the implementation? 
(See "CRM Challenges" below, please state all that apply)

 

Q13. If the Authority does not have a CRM system:

Q13a. Has the implementation of a CRM ever been considered? - No

 

Q13b. If Yes to Q13a., what were the reasons for not proceeding? (See “CRM
Challenges” below, please state all that apply)

 

Q13c. Has the implementation of a CRM ever been planned or undertaken, but
subsequently abandoned? - No

 

Q13d. If Yes to Q13c., what were the reasons for the failure of the
project? (See "CRM Challenges" below, please state all that apply)

 

Q14. Are the IT systems centred primarily around Residents or Properties?

Properties

 

CRM Challenges

Integration of different data sources into a single system Training users
to effectively use the solution Participation of different departments
within the authority Integration with existing back-office applications
Promoting Usage Funding Other (please specify)

 

I would advise you that where we have provided a link to the Council’s
information online, this is exempt under Section 21 of the Freedom of
Information Act, as the information is reasonably accessible to you by
other means, because it is already in the public domain.

 

Section 21 of the Act provides that:

 

(1) Information which is reasonably accessible to the applicant otherwise
than under section 1 is exempt information.

(2) For the purposes of subsection (1)—

(a) information may be reasonably accessible to the applicant even though
it is accessible only on payment, and

(b) information is to be taken to be reasonably accessible to the
applicant if it is information which the public authority or any other
person is obliged by or under any enactment to communicate (otherwise than
by making the information available for inspection) to members of the
public on request, whether free of charge or on payment.

(3) For the purposes of subsection (1), information which is held by a
public authority and does not fall within subsection (2)(b) is not to be
regarded as reasonably accessible to the applicant merely because the
information is available from the public authority itself on request,
unless the information is made available in accordance with the
authority’s publication scheme and any payment required is specified in,
or determined in accordance with, the scheme.

 

If you are not content with the handling of your request, you have the
right to ask for an internal review.  Requests for internal reviews should
be submitted within 2 months of the date of receipt of the response to
your original request and should be addressed to the Monitoring Officer,
1st Floor, Civic Centre 3, Market Street, Huddersfield HD1 2EY. 
Alternatively, you can send an email to:
[email address]. 

 

Please remember to quote the reference number above in any future
communications.

 

If you are not content with the outcome of any review you have the right
under section 50 of the 2000 Act to apply to the Information Commissioner
for a decision as to whether your request for information has been dealt
with in accordance with the requirements of the Act.  The Information
Commissioner’s website is at www.ico.org.uk and gives more information
about the role and duties of the Commissioner.  The Information
Commissioner can be contacted at: Information Commissioner’s Office,
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

 

Yours sincerely

 

Information Governance Team

The Democracy Service

Email: [email address]

Telephone: 01484 221000

 

This email and any attachments are confidential. If you have received it
in error - notify the sender immediately, delete it from your system, and
do not use, copy or disclose the information in any way. Kirklees Council
monitors all emails sent or received.

 

[4][IMG]

[5]Website | [6]News | [7]Email Updates | [8]Facebook | [9]Twitter

This email and any attachments are confidential. If you have received this
email in error – please notify the sender immediately, delete it from your
system, and do not use, copy or disclose the information in any way.
Kirklees Council monitors all emails sent or received.

References

Visible links
1. https://my.kirklees.gov.uk/myservices
2. http://www.kirklees.gov.uk/beta/deliveri...
3. http://www.kirklees.gov.uk/beta/informat...
4. http://www.kirklees.gov.uk/
5. https://www.kirklees.gov.uk/
6. http://www.kirkleestogether.co.uk/
7. http://www.kirklees.gov.uk/stayconnected
8. https://www.facebook.com/liveinkirklees
9. https://twitter.com/KirkleesCouncil

Looking for an EU Authority?

You can request documents directly from EU Institutions at our sister site AskTheEU.org . Find out more .

AskTheEU.org