ERP Systems

The request was successful.

Mia Bartholomew

Dear University College London,

Are you running an Oracle or SAP ERP solution?

If so, what version are they currently running on and which modules are you using?

Are you planning to upgrade in the next 12-18 months?

Do you have plans to move to a SAAS model?

Do you have plans to migrate your current ERP to a cloud Solution?

Do you run Oracle Databases?

If so what versions, are you planning an upgrade in the next 12 – 18 months?

Do you own perpetual Oracle Licences, do you Pay Oracle directly or through a shared service or other framework?

Do you own Perpetual SAP Licences, do you Pay SAP directly or through a shared service or other framework?

What is the value of the SAP Support contract and when does it renew?

What is the value of the Oracle support contract and when does it renew?

Who is commercially responsible for looking after the contract for the Oracle and/or SAP renewals?

Do you currently work with any SAP or Oracle third party support providers?

Yours faithfully,

Mia Bartholomew

Finance.FOI Requests, University College London

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Finance.FOI Requests, University College London

Dear Mia

 

Thank you for your Freedom of Information request of 5^th May 2022. 
Apologies for the delay in responding to your request.

 

We have completed the compilation of information in response to your
request for information about UCL’s ERP Systems.

 

We can confirm that we do hold information of the description specified in
your request and this information is provided embedded in your request
below.

 

Our Request:

 

Are you running an Oracle or SAP ERP solution?

 

• UCL uses Oracle E-Business Suite.

 

If so, what version are they currently running on and which modules are
you using?

 

• 12.2.5: HR, Finance, OLM, Payroll.

 

Are you planning to upgrade in the next 12-18 months?

 

• UCL maintains the solution with Oracle Updates on a regular basis.

 

Do you have plans to move to a SAAS model?

 

• Yes, however, no scope or timescales have been decided as of yet.

 

Do you have plans to migrate your current ERP to a cloud Solution?

 

• Please see previous answer.

 

Do you run Oracle Databases?

 

• Yes.

 

If so what versions, are you planning an upgrade in the next 12 – 18
months?

 

• 12c, 19c upgrades are undertaken on a rolling basis.

 

Do you own perpetual Oracle Licences, do you Pay Oracle directly or
through a shared service or other framework?

 

• Yes, we pay Oracle directly.

 

Do you own Perpetual SAP Licences, do you Pay SAP directly or through a
shared service or other framework?

 

• No.

 

What is the value of the Oracle support contract and when does it renew?

 

• This information has been withheld under Section 43(2) of the Freedom
of Information Act 2000 (FOIA).  Section 43(2) states that:

 

“Information is exempt information if its disclosure under this Act would,
or would be likely to, prejudice the commercial interests of any person
(including the public authority holding it).”

 

This information has been withheld owing to the prejudice that would occur
to the commercial interests of both UCL and Oracle.

 

Section 43(2) is a qualified exemption, and as such, a public interest
test must be performed to establish the harm that would occur from
disclosure and where the balance of interest lies.  Please see below for
the outcome of this public interest test.

 

Public interest test for the application of Section 43(2):

 

Arguments in favour of disclosure:

 

• Release of information concerning how a public authority spends its
money is always considered to be in the public interest.
• The general public should be aware that value for money is being
obtained by the public authority, and that financial operations are
being conducted appropriately.
• There is a general public interest in transparency and openness
with regards to decisions made by public authorities.

 

Arguments against disclosure:

 

• This information is sensitive to Oracle.
• Disclosure of the value of the Oracle support contract would
prejudice Oracle’s position by disclosing commercially sensitive
information to rival suppliers of comparable services who would
gain a commercial advantage by undercutting their costs, making
Oracle’s business less attractive and ultimately harming their
commercial interests.  If affected in this way, Oracle and other
third parties would be less inclined to do business with UCL
because they may feel that it does not protect commercially
sensitive information as it should.  Such a reputational damage
would have a detrimental impact on UCL’s commercial interest.
• If third party suppliers are unwilling to deal with UCL, this would
distort tender processes and would be prejudicial to UCL achieving
best value, efficiency and effective use of public money.

 

Outcome of public interest test:

 

• It is considered that disclosure of this information would not be
in the public interest due to the substantial prejudice that would
occur to both UCL and Oracle.  The prejudice likely to be caused in
this instance outweighs the benefits of disclosure.

 

Who is commercially responsible for looking after the contract for the
Oracle and/or SAP renewals?

 

• UCL’s Commercial and Procurement team.

 

Do you currently work with any SAP or Oracle third party support
providers?

 

• No.

 

 

You are free to use any information supplied for your own use, including
for non-commercial research purposes. The information may also be used for
the purposes of news reporting. However, any other type of re-use, for
example by publishing or issuing copies to the public, will require the
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Vice-President (Operations)

University College London

Gower Street

London

WC1E 6BT

 

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If you have any queries or concerns, please contact me using the details
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01625 545700

[2]www.ico.org.uk

[3][email address]

 

Kind regards,

 

 

Janine Small

Data Protection and Freedom of Information Adviser

University College London

Legal Services

Data Protection: [4][email address] FOI: [5][UCL request email]

 

 

References

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