Software systems

The request was successful.

Dear Parliamentary and Health Service Ombudsman,

Please may you provide the information for the following systems?
Finance system:
• Who is your current provider?
• When does the contract expire, and do you have extension options?
• What is the value of the contract?
• What modules do you use e.g. general ledger?
• What is your budget?
• When did the contract start?
Procurement system:
• Who is your current provider?
• When does the contract expire, and do you have extension options?
• What is the value of the contract?
• What is your budget?
• When did the contract start?
Invoicing:
• Do you have an electronic invoicing system in place?
• If so, who is the current service provider of this system?
• when does this contract expire and is there extension options?
• What is the value of the contract?
• What is your annual invoice paper usage?
• How many invoices are processed annually?

Yours faithfully,

Conor McClean

InformationRights, Parliamentary and Health Service Ombudsman

3 Attachments

Dear Mr McClean

Re: Information request reference R0000853

I am writing with regards to your request for information request
currently being processed by the PHSO.

In accordance with Section 10(3) of the Freedom of Information Act it has
been necessary to extend the time for compliance for your request by a
further 20 working days as Section 43(2) of the Act is applicable. As this
is a qualified exemption this further time is needed to consider the
Public Interest Test (PIT). We therefore aim to provide you with a final
response to your request once a decision has been made on or before 25
October 2019.

Yours sincerely

Freedom of Information/Data Protection Team

Parliamentary and Health Service Ombudsman

W: [1]www.ombudsman.org.uk

 

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InformationRights, Parliamentary and Health Service Ombudsman

3 Attachments

Dear Mr McClean

 

RE: Your information request: R0000853

                            

I write in response to your email dated 30 August 2019 requesting
information from the Parliamentary and Health Service Ombudsman (PHSO).
Your request has been handled under the Freedom of Information Act 2000.

 

As advised in our email of 20 September 2019, in accordance with Section
10(3) of the Act, it has been necessary to extend the time for compliance
for your request by a further 20 working days as qualified exemption was
applicable. This further time was needed to consider the Public Interest
Test (PIT). We have now completed this exercise and are now in a position
to provide you with our decision on this matter. Our response is outlined
in detail below. 

 

Request:

 

Please may you provide the information for the following systems?

 

Finance system:

•        Who is your current provider?

•        When does the contract expire, and do you have extension options?

•        What is the value of the contract?

•        What modules do you use e.g. general ledger?

•        What is your budget?

•        When did the contract start?

 

Procurement system:

•        Who is your current provider?

•        When does the contract expire, and do you have extension options?

•        What is the value of the contract?

•        What is your budget?

•        When did the contract start?

 

Invoicing:

•        Do you have an electronic invoicing system in place?

•        If so, who is the current service provider of this system?

•        when does this contract expire and is there extension options?

•        What is the value of the contract?

•        What is your annual invoice paper usage?

•        How many invoices are processed annually?

 

Response

 

Finance system:

•      Our current supplier is Touchstone FMS.

•      The contract expires on 31 October 2019. Ongoing support is subject
to competition on an annual or two yearly basis.

•      The contract value is exempt under Section 43(2) of the Act. A PIT
has been completed and is provided below.          

•      SUN has an integrated ledger which incorporates General Ledger,
Accounts Receivable and Accounts Payable.

•      Budget information is proactively published in our Annual Report &
Accounts (ARA). You can access the PHSO ARA 2018/19 using the link below:

[1]https://www.ombudsman.org.uk/sites/defau...

The only additional budget which is a one off cost for this year relates
to an upgrade to ensure the finance system will work      on Windows 10.
The budget for this is £14k.

•      The contract started on 1^st November 2017.

 

Procurement system:

 

We do not currently have a procurement system therefore the information
you request is not held.

 

Invoicing:

•      Yes

•      Touchstone FMS.

•      The contract expires on 31 October 2019. Ongoing support is subject
to competition on an annual or two yearly basis.

•      The contract value is exempt under Section 43(2) of the Act. A PIT
has been completed and is provided below.

•      The annual invoice paper usage is approximately 24 invoices per
year. Invoices are received via e-mail. Approximately 2 invoices per month
arrive via the post.

•      In the financial year 2018/19, 2,476 invoices were processed.

   

Section 43(2) – commercial interests

 

Section 1(1) of the Act provides that a public authority has a duty to
state in writing whether it hold information of the description specified
in a request. In accordance with our obligations we confirm that PHSO
holds the information you have requested. However, section 43(2) of the
Act permits information to be withheld, subject to the application of a
public interest test, where disclosure would, or would be likely to,
prejudice the commercial interests of any person.

We have now had the opportunity to consider the exemption under section 43
as it applies to the information you have requested; and in particular
whether the public interest lies in favour of maintaining the exemption or
in disclosing this information to you.

It is recognised that there is a public interest in promoting
accountability and transparency about the decisions taken by a public
authority and the use of public money. The disclosure into the public
domain of specific contract values for specific services carries a degree
of public interest and such information if disclosed at a broad level
would be less likely to cause commercial prejudice.

However, it is not in the public interest to disclose information which
would threaten the public authority’s competitive position in a commercial
matter including those of third parties including the ability to obtain
value for money. The disclosure of this level of information into the
public domain would be likely to prejudice the commercial interests of the
PHSO and the suppliers of the service which includes future procurement of
these requirements. The disclosure would also be likely to prejudice the
commercial interests of the suppliers in subsequent negotiations with
another third party by weakening their position in a competitive market.

In light of the above, the view is that in all the circumstances of this
case, the public interest in disclosure is outweighed by the public
interest in maintaining the exemption; and therefore this element of your
request is refused.

 

If you believe we have made an error in the way I have processed your
information request, it is open to you to request an internal review. 
You can do this by writing to us by post or by email to
[2][Parliamentary and Health Service Ombudsman request email]. You will need to specify that the
nature of the issue is and we can consider the matter further. Beyond
that, it is open to you to complain to the Information Commissioner’s
Office ([3]www.ico.org.uk).

Yours sincerely

 

Freedom of Information/Data Protection Team

Parliamentary and Health Service Ombudsman

W: [4]www.ombudsman.org.uk

 

Follow us on

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References

Visible links
1. https://www.ombudsman.org.uk/sites/defau...
2. mailto:[Parliamentary and Health Service Ombudsman request email]
3. http://www.ico.org.uk/
4. http://www.ombudsman.org.uk/
http://www.ombudsman.org.uk/
5. http://www.facebook.com/phsombudsman
6. http://www.twitter.com/PHSOmbudsman
7. http://www.linkedin.com/company/parliame...