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Software systems

FOI reference - FOI-6421
Date - 7 January 2022


Information concerning the types of software and applications that may be in use in your organisation. In addition, please provide your organisation’s:

  1. Contract register
  2. Overall non-staff spend and
  3. Software spend
  4. Number of staff / employees (FTEs)


Information we are able to supply

I can confirm that we hold information falling within scope of your request and have provided the software and application information in the table below:
Type of application Supplier name Software name and version/release Contract expiry date Contract extensions available Contract value Annual fees Hosting (customer (on premise or cloud) or supplier
Finance (Ledgers) M2M Technology Sage 6 June 2022 Supplier
Financial budgeting and forecasting M2M Technology Sage 6 June 2022 Supplier
Financial document management M2M Technology Sage 6 June 2022 Supplier
Supplier invoice processing Basware Basware Implementation and P2P Service/Subscription 31 December 2023 Supplier
Secure cheque printing N/A no secure cheque printing on site N/A N/A N/A
Income management (cash receipting) Basware Basware Implementation and P2P Service/Subscription 31 December 2023 Supplier
Procurement (POs and reqs) Basware Basware Implementation and P2P Service/Subscription 31 December 2023 Supplier
Sourcing, tenders, contracts Jaggaer JaggaerOne licences 14 August 2023 Supplier
Catalogues/marketplace N/A N/A NA
Employee expenses My HR My HR and Payroll 27 June 2023 Supplier
Payroll/payroll service My HR My HR 27 June 2023 Supplier
HR My HR My HR and Payroll 27 June 2023 Supplier
Performance management (HR/appraisals) N/A N/A N/A
Reporting/analytics /business intelligence/data warehouse/data pool N/A N/A N/A
CRM (client relationship management) Bytes MS D365 30 June 2023 Cloud
BACS payments Bottomline Technologies BACS Payment Cloud Solution 15 May 2022 Supplier
Field services (works order management) N/A N/A N/A
Access control systems N/A N/A N/A
Artificial intelligence/machine learning/robotics N/A N/A N/A
Legal and legal forms NA NA N/A
Social care (adults and children) N/A N/A N/A
Schools information management system N/A N/A N/A
Ticketing solution (if any) N/A N/A N/A
IT outsource provider (if any) N/A N/A N/A

Any SaaS solution will be on the latest release because one is forced to comply with regular upgrades the hosting supplier organises for all of their customers.

For applications that reside on servers in our Azure these maintained to versions that are fully supported by the application provider and that pass TPR’s Infosec standards that scan the applications for vulnerabilities on a permanent basis. Replacement/upgrading of the TPR applications requiring a higher version are placed on a development roadmap and delivery dates scheduled.

  1. Our contract register can be found on our website.
  2. The total non-staff spend forecast for 21/22 for the whole of TPR is £39m.
  3. Our software spend based on the October forecast is: 
IT contract spend for 21/22 (£k)  FC 
Software 4,589
Other 3,163
Grand total 7,752

It excludes depreciation but includes capital spend.

Team Average 21/22 FTE
IT service delivery 25 
IT solutions delivery 42 
Total 67
  1. Currently TPR’s average FTE for 21/22 is 829 payroll staff + 34 temporary staff.

Information we are not able to supply

I can confirm that we hold the information you have requested in relation to contract values.  However, we consider this information is exempt from disclosure under section 43(2) of the FOIA as disclosure would be likely to prejudice the commercial interests of persons tendering for contracts and engaging with TPR on procurement matters, (and TPR’s own commercial interests).

This exemption is subject to the public interest test.

Public interest test

We understand that there is a public interest in ensuring that there is openness and transparency in the spending of public money.  Transparency is likely to increase confidence in the procurement procedures and purchasing decisions made by TPR. It will also enable the public to understand whether TPR is getting value for money from its purchasing decisions.

Having said that, we consider that it would be likely to be prejudicial to the commercial interests of our suppliers and other organisations who apply for contracts if this information is disclosed. It would be likely to prejudice TPR’s own commercial interests as it would likely make it more difficult to ascertain the true value of the goods/services to be procured if they are simply being matched against what is known about what others have bid. This would run counter to TPR’s aim and obligation to ensure value for money and would be likely to prejudice our commercial interests as we could end up paying over the odds on services and contracts we enter into. This would not be in the public interest. We therefore consider there is an overriding public interest in ensuring TPR is able to effectively procure value for money basis goods and services in the commercial sphere, particularly as a public sector entity.

Taking this into account, and on balance, the public interest in maintaining the exemption under section 43(2) and enabling TPR to continue to obtain value for money in its procurement exercises outweighs that in disclosing the information.

You have the right to request an internal review of our decision to apply this exemption; details of how to do this are provided in the letter that accompanies this refusal notice.