IT Systems Used by Adults and Childrens Services

Thank you for taking the time to email Torfaen County Borough Council.

Please be aware that your enquiry is being addressed and a reply will be
sent within 10 working days.

Did you know that you can report issues and request information via our
website at [1]www.torfaen.gov.uk or make reports and requests by
downloading our Mobile App.

By registering your email address, you will be able to track progress of
your enquiry from start to finish.

The Mobile App is available on Apple, Android and Windows devices and can
be found by typing Torfaen into the search function in the relevant App
Store.

'

show quoted sections

YMWADIAD: Mae'r wybodaeth sy'n gynwysedig yn yr e-bost yma a) yn eiddo i
Gyngor Bwrdeistref Sirol Torfaen; a b) yn gyfrinachol. Fe'i bwriedir ar
gyfer y derbynnydd yn unig. Os nad chi yw’r sawl y cyfeiriwyd hi ato, ni
ddylech ddadlennu, copïo na dosbarthu'r wybodaeth neu ei defnyddio i
weithredu. Os derbyniwch yr e-bost yma fel camgymeriad, gadewch i ni wybod
ar unwaith drwy ffonio ++44 (0) 1495 766366, a danfonwch yr e-bost yn ol
gydag unrhyw atodiadau. RHYBUDD: Gwnewch yn siwr bod gennych ddiogelwch
feirws digonol cyn agor neu ddatgysylltu unrhyw ddogfen sydd yn atodiad
i'r e-bost hwn. Mae’r Cyngor yn croesawu gohebiaeth yn Gymraeg a Saesneg.
Cewch ateb Cymraeg i bob gohebiaeth yn Gymraeg ac ni fydd yn arwain i
unrhyw oedi. Mae data personol sy'n cael ei brosesu gan y cyngor yn cael
ei wneud yn unol â'r gofynion sydd arnom ni o dan y Rheoliad Diogelu Data
Cyffredinol (RhDDC) (UE) 2016/679. Am fwy o wybodaeth ar sut yr ydym yn
gwneud hyn gwelwch ein Hysbysiad Preifatrwydd

References

Visible links
1. http://www.torfaen.gov.uk/

Torfaen County Borough Council

[1]Your portal | [2]News | [3]About Us
Thank you for your recent email. Please be aware that your email has
been passed to our Freedom Of Information team.

Should you need to pursue this email in future, please direct your
emails to [Torfaen County Borough Council request email]

Your contact with Customer Services will now be marked as closed.

Kind Regards

Due to the new General Data Protection Regulations (GDPR), we have
made some changes to our privacy policy. You can view the details
here:  [4]Torfaen Council Privacy Notice

References

Visible links
1. https://www.torfaen.mycouncilservices.com/
2. http://www.torfaen.gov.uk/en/News/News-A...
3. http://www.torfaen.gov.uk/
4. https://www.torfaen.gov.uk/en/AboutTheCo...

Dear Craig White

Thank you for your email dated 17 January 2020 requesting information
under the Freedom of Information Act 2000. I have logged your email and
will deal with your request in order that we can respond to you within the
statutory deadline of 20 working days.

I will contact you further as soon as the relevant information is
available.

This correspondence is available in large print, Braille or Welsh. Please
contact us for further details or if we can help in any way.

Yours sincerely

Dominique Redman

Senior Business Support Officer (Complaints/FOI) / Uwch Swyddog Cymorth
Busnes (Cwynion/Rhyddid Gwybodaeth)

Chief Executive’s Service / Gwasanaeth Y Prif Weithredwr

Torfaen County Borough Council / Cyngor Bwrdeistref Sirol Torfaen

Phone/Ffôn: 01495 766294/ Fax/Ffacs: 01495 766331

Email/E-Bost: [1][email address]

[2]Description: Description: Description: tcbc logo
avatar[3]www.torfaen.gov.uk / [4]Description: Description:
cid:image001.gif@01CB4DE0.4A1FEB50[5] Follow us on Twitter /
[6]Description: Description: cid:image002.gif@01CB4DE0.4A1FEB50[7] Find us
on Facebook

From: [email address] <[email address]>
Sent: 17 January 2020 12:14
To: TCBC - FOI <[Torfaen County Borough Council request email]>
Subject: Torfaen County Borough Council - A new Customer Contact service
request has been submitted - 4950359

Torfaen County Borough Council

[8]Your portal | [9]News | [10]About Us
Hello FOI team,

This email has been sent to you from Torfaen County Borough Council
by one of your customers. They have reported the incident and
captured all the details in an aid to help you resolve the issue
quickly:

SERVICE REQUEST #      4950359

CATEGORY    Customer Contact

Contact Details

Name
Mobile Phone 1234567890
Home Phone -
Email Address [11][email address]

Information

Type of contact
Email
Title of email
Freedom of Information request - IT Systems Used by Adults and
Childrens Services
Customer email
Dear Torfaen Council, I am writing to you under the Freedom of
Information Act 2000 to request the following information. Please
could you provide answers the following questions in Microsoft
Excel format with one worksheet for Adults Service and one
Childrens Services: Q1. Which IT systems are used in the department
specifically to provide core case management systems and any other
supporting software holding information on individuals supported by
your adults/children care services? For example, document
management, RAS etc. Please provide name of system, supplier and
type. e.g core case management system, electronic document
management etc. Q2. For each system identified in Q1 please could
you let us know how many users their are? Q3. For each system
identified in Q1 please could you let us know when each of these
systems were first implemented and how much has been spent on them
each year for the last 5 years? Please breakdown the total cost of
each into licence fees, annual support, professional services
(training, implementation, consulting etc). Q4. For each system
identified in Q1 please could you let us know what the length of
the current contract is and the date the contract ends? Please
could you provide the answers to these questions above in Microsoft
Excel format with a separate worksheet for Adults and Childrens,
  please could you use the following Row titles and a Column for each
system? (happy to provide a template as below if required). System
Name Supplier Type of System Number of Users System Go Live Date
Length of Current Contract (years) Current Contract End Date Yr1
(FY2015/16) Licence Fee Yr1 (FY2015/16) Professional Services Yr1
(FY2015/16) Support and maintenance Yr2 (FY2016/17) Licence Fee Yr2
(FY2016/17) Professional Services Yr2 (FY2016/17) Support and
maintenance Yr3 (FY2017/18) Licence Fee Yr3 (FY2017/18)
Professional Services Yr3 (FY2017/18) Support and maintenance Yr4
(FY2018/19) Licence Fee Yr4 (FY2018/19) Professional Services Yr4
(FY2018/19) Support and maintenance Yr5 (FY2019/20) Licence Fee Yr5
(FY2019/20) Professional Services Yr5 (FY2019/20) Support and
maintenance Please let me know if you need any clarification. I
look forward to receiving your response. Yours faithfully, Michelle
Pearson

show quoted sections

Dear Craig White

Further to your e-mail below, requesting information under the Freedom of
Information Act 2000, I am now in a position to respond.

You asked:

I am writing to you under the Freedom of Information Act 2000 to request
the following information. Please could you provide answers the following
questions in Microsoft Excel format with one worksheet for Adults Service
and one Childrens Services:

Q1. Which IT systems are used in the department specifically to provide
core case management systems and any other supporting software holding
information on individuals supported by your adults/children care
services? For example, document management, RAS etc. Please provide name
of system, supplier and type. e.g core case management system, electronic
document management etc.

WCCIS Caresystem – used for Children’s and Adult’s Care Services

Q2. For each system identified in Q1 please could you let us know how many
users their are?

536

Q3. For each system identified in Q1 please could you let us know when
each of these systems were first implemented and how much has been spent
on them each year for the last 5 years? Please breakdown the total cost of
each into licence fees, annual support, professional services (training,
implementation, consulting etc).

System was implemented in October 2017

Q4. For each system identified in Q1 please could you let us know what the
length of the current contract is and the date the contract ends? Please
could you provide the answers to these questions above in Microsoft Excel
format with a separate worksheet for Adults and Childrens, please could
you use the following Row titles and a Column for each system? (happy to
provide a template as below if required).

Master Services agreement expires March 2027 if all extensions applied.

System Name Supplier - Careworks

Type of System – Care management system

Number of Users - 536

System Go Live Date – October 2017

Length of Current Contract (years) – 12 years if all extensions applied

Current Contract End Date Yr1 (FY2015/16) – March 2027 if all extensions
applied

Licence Fee Yr1 (FY2015/16)

Professional Services Yr1 (FY2015/16)

Support and maintenance Yr2 (FY2016/17)

Licence Fee Yr2 (FY2016/17)

Professional Services Yr2 (FY2016/17)

Support and maintenance Yr3 (FY2017/18)

Licence Fee Yr3 (FY2017/18)

Professional Services Yr3 (FY2017/18)

Support and maintenance Yr4 (FY2018/19)

Licence Fee Yr4 (FY2018/19)

Professional Services Yr4 (FY2018/19)

Support and maintenance Yr5 (FY2019/20)

Licence Fee Yr5 (FY2019/20)

Professional Services Yr5 (FY2019/20)

We are unable to split the costs as requested due to the detailed national
financial model.  The fee is calculated annually by the Commercial Group
and we are informed of the cost as a total.

Year 1 – £58,209

Year 2 – £62,429

Information supplied in response to any Freedom of Information Act request
may be subject to copyright. A single copy of information supplied under
the Freedom of Information Act may only be used for personal,
non-commercial research or study, unless stated otherwise. It must not be
passed to others, copied or re-published in whole or in part without
permission from the copyright holder. Any copyright statement that forms
part of or in any way refers to the information provided must not be
altered or removed.

If you have any queries about this email or are unhappy about the service
you have received in relation to your request and wish to make a complaint
or request a review, please do not hesitate to contact me in writing. A
request for an internal review should be made within 40 working days of
the date of this response.

If you are not content with the outcome of your complaint, you may apply
directly to the Information Commissioner for a decision. Generally, the
Information Commissioner’s Office (Wales) cannot make a decision unless
you have exhausted the complaints procedure provided by this Council. The
Information Commissioner can be contacted at: The Information
Commissioner’s Office (Wales), 2nd Floor, Churchill House, Churchill Way,
Cardiff, CF10 2HH. Telephone 0330 414 6421or Fax 029 2067 8399 or e-mail
[1][email address].

Yours sincerely

Dominique Redman

Senior Business Support Officer (Complaints/FOI) / Uwch Swyddog Cymorth
Busnes (Cwynion/Rhyddid Gwybodaeth)

Strategic Services/Gwasanaethau Strategol

Torfaen County Borough Council/Cyngor Bwrdeistref Sirol Torfaen

Email/Ebost: [2][email address]

Phone/Ffôn: 01495 766294 (Internal 6294)

Fax/Ffacs: 01495 742791 (Internal 2791)

From: [email address] <[email address]>
Sent: 17 January 2020 12:14
To: TCBC - FOI <[Torfaen County Borough Council request email]>
Subject: Torfaen County Borough Council - A new Customer Contact service
request has been submitted - 4950359

Torfaen County Borough Council

[3]http://www.mycouncilservices.com/images/... [4]http://www.mycouncilservices.com/images/...
[7]Your
portal |
[5]https://iweb.itouchvision.com/i/MCS/app_... [6]http://www.mycouncilservices.com/images/... [8]News [10]http://www.mycouncilservices.com/images/...
|
[9]About
Us
Hello FOI team,

This email has been sent to you from Torfaen County Borough Council by one of your customers. They have reported the incident and captured all the details in an aid to help you resolve
the issue quickly:

SERVICE REQUEST #      4950359

CATEGORY    Customer Contact

Contact Details

Name
Mobile Phone 1234567890
Home Phone -
Email Address [11][email address]

Information

Type of contact
Email
Title of email
Freedom of Information request - IT Systems Used by Adults and Childrens Services
Customer email
Dear Torfaen Council, I am writing to you under the Freedom of Information Act 2000 to request the following information. Please could you provide answers the following questions in
Microsoft Excel format with one worksheet for Adults Service and one Childrens Services: Q1. Which IT systems are used in the department specifically to provide core case management
systems and any other supporting software holding information on individuals supported by your adults/children care services? For example, document management, RAS etc. Please provide
name of system, supplier and type. e.g core case management system, electronic document management etc. Q2. For each system identified in Q1 please could you let us know how many users
their are? Q3. For each system identified in Q1 please could you let us know when each of these systems were first implemented and how much has been spent on them each year for the
last 5 years? Please breakdown the total cost of each into licence fees, annual support, professional services (training, implementation, consulting etc). Q4. For each system
identified in Q1 please could you let us know what the length of the current contract is and the date the contract ends? Please could you provide the answers to these questions above
in Microsoft Excel format with a separate worksheet for Adults and Childrens, please could you use the following Row titles and a Column for each system? (happy to provide a template
as below if required). System Name Supplier Type of System Number of Users System Go Live Date Length of Current Contract (years) Current Contract End Date Yr1 (FY2015/16) Licence Fee
  Yr1 (FY2015/16) Professional Services Yr1 (FY2015/16) Support and maintenance Yr2 (FY2016/17) Licence Fee Yr2 (FY2016/17) Professional Services Yr2 (FY2016/17) Support and maintenance
Yr3 (FY2017/18) Licence Fee Yr3 (FY2017/18) Professional Services Yr3 (FY2017/18) Support and maintenance Yr4 (FY2018/19) Licence Fee Yr4 (FY2018/19) Professional Services Yr4
(FY2018/19) Support and maintenance Yr5 (FY2019/20) Licence Fee Yr5 (FY2019/20) Professional Services Yr5 (FY2019/20) Support and maintenance Please let me know if you need any
clarification. I look forward to receiving your response. Yours faithfully, Michelle Pearson ------------------------------------------------------------------- Please use this email
address for all replies to this request: [12][FOI #635738 email]
What action has been taken?
Referred to another department
Which department has the email been referred to?
Freedom Of Information ([13][Torfaen County Borough Council request email])
Date email was received
17-01-2020
Customer Name
Craig White
Customer Email Address
[14][FOI #635738 email]

Thanks for contacting Torfaen Council. An officer from Call Torfaen will now manage your request.  We will only contact you if we need any further information, but registered users of
the app and [15]customer portal can track progress in the My Reports section.

Best wishes

Call Torfaen

Torfaen County Borough Council

Due to the new General Data Protection Regulations (GDPR), we have made some changes to our privacy policy. You can view the details here:  [16]Torfaen Council Privacy Notice

'

show quoted sections

YMWADIAD: Mae'r wybodaeth sy'n gynwysedig yn yr e-bost yma a) yn eiddo i
Gyngor Bwrdeistref Sirol Torfaen; a b) yn gyfrinachol. Fe'i bwriedir ar
gyfer y derbynnydd yn unig. Os nad chi yw’r sawl y cyfeiriwyd hi ato, ni
ddylech ddadlennu, copïo na dosbarthu'r wybodaeth neu ei defnyddio i
weithredu. Os derbyniwch yr e-bost yma fel camgymeriad, gadewch i ni wybod
ar unwaith drwy ffonio ++44 (0) 1495 766366, a danfonwch yr e-bost yn ol
gydag unrhyw atodiadau. RHYBUDD: Gwnewch yn siwr bod gennych ddiogelwch
feirws digonol cyn agor neu ddatgysylltu unrhyw ddogfen sydd yn atodiad
i'r e-bost hwn. Mae’r Cyngor yn croesawu gohebiaeth yn Gymraeg a Saesneg.
Cewch ateb Cymraeg i bob gohebiaeth yn Gymraeg ac ni fydd yn arwain i
unrhyw oedi. Mae data personol sy'n cael ei brosesu gan y cyngor yn cael
ei wneud yn unol â'r gofynion sydd arnom ni o dan y Rheoliad Diogelu Data
Cyffredinol (RhDDC) (UE) 2016/679. Am fwy o wybodaeth ar sut yr ydym yn
gwneud hyn gwelwch ein Hysbysiad Preifatrwydd

'**********************************************************************
DISCLAIMER: The information contained in this e-mail is a) the property of
Torfaen County Borough Council; and b) confidential. It is intended only
for the addressee. If you are not the addressee you must not disclose,
copy or distribute this or take any action in reliance upon it. If you
receive this e-mail in error, please notify us immediately by telephone on
++44 (0) 1495 766366, and re-direct the e-mail and any attachments to us.
WARNING: Please ensure that you have adequate virus protection in place
before you open or detach any documents attached to this e-mail. The
Council welcomes correspondence in Welsh and English. Correspondence
received in Welsh will be answered in Welsh and will not lead to any
delay. Personal data processed by the council is done so in accordance
with our requirements under the General Data Protection Regulation (GDPR)
(EU) 2016/679. For more information on how we do this please see our
Privacy Notice
**********************************************************************
YMWADIAD: Mae'r wybodaeth sy'n gynwysedig yn yr e-bost yma a) yn eiddo i
Gyngor Bwrdeistref Sirol Torfaen; a b) yn gyfrinachol. Fe'i bwriedir ar
gyfer y derbynnydd yn unig. Os nad chi yw’r sawl y cyfeiriwyd hi ato, ni
ddylech ddadlennu, copïo na dosbarthu'r wybodaeth neu ei defnyddio i
weithredu. Os derbyniwch yr e-bost yma fel camgymeriad, gadewch i ni wybod
ar unwaith drwy ffonio ++44 (0) 1495 766366, a danfonwch yr e-bost yn ol
gydag unrhyw atodiadau. RHYBUDD: Gwnewch yn siwr bod gennych ddiogelwch
feirws digonol cyn agor neu ddatgysylltu unrhyw ddogfen sydd yn atodiad
i'r e-bost hwn. Mae’r Cyngor yn croesawu gohebiaeth yn Gymraeg a Saesneg.
Cewch ateb Cymraeg i bob gohebiaeth yn Gymraeg ac ni fydd yn arwain i
unrhyw oedi. Mae data personol sy'n cael ei brosesu gan y cyngor yn cael
ei wneud yn unol â'r gofynion sydd arnom ni o dan y Rheoliad Diogelu Data
Cyffredinol (RhDDC) (UE) 2016/679. Am fwy o wybodaeth ar sut yr ydym yn
gwneud hyn gwelwch ein Hysbysiad Preifatrwydd

References

Visible links
1. mailto:[email address]
2. mailto:[email address]
7. https://eur03.safelinks.protection.outlo...
8. https://eur03.safelinks.protection.outlo...
9. https://eur03.safelinks.protection.outlo...
11. mailto:[email address]
12. mailto:[FOI #635738 email]
13. mailto:[Torfaen County Borough Council request email]
14. mailto:[FOI #635738 email]
15. https://eur03.safelinks.protection.outlo...
16. https://eur03.safelinks.protection.outlo...