Response A1346239

Response to request for information

Reference

A1346239

Response date

13 January 2022

Request

1. What Applications and versions are you running and what was the value of the contracts for:
   
   • Finance
   • HR
   • Payroll
   • Projects
   • Business Intelligence Software Tools
2. Are you planning a IT system upgrade in the next 12-18 months?
3. How many Full Time Employees do you have (excluding employees at Schools)?
4. Which Enterprise Resource Planning (ERP) or Finance system do you currently use?
   • What is the value & expiry date of your current contract/licence? What are the extension options?
5. How many Finance system users do you have?
6. How many Purchasing system users do you have?
7. Which Supply Chain Management (SCM) System do you currently use?
   • What is the value & expiry date of your current contract/licence? What are the extension options?
8. Which Enterprise Performance Management (EPM), Scenario Planning or Strategic Modelling system do you currently use?
9. What is the value & expiry date of your current contract/licence? What are the extension options?
10. Which Human Capital Management (HCM) or HR system do you currently use?
    • What is the value & expiry date of your current contract/licence? What are the extension options?
11. How many HR system users do you have?
12. Do you have a Digital Transformation Strategy?
13. What parts of your Digital Transformation Strategy are you looking to implement in the next 12-18 months?
14. Do you have any plans to migrate to a fully integrated, fully cloud based back-office system in the next two years
15. Do you have an Oracle support partner for applications? If so who?
    • What kind of support is included in the contract (functional/technical/etc.?)
    • When does it expire?
16. Are you running any Oracle Databases?
    • If so, what versions are you currently running?
    • What applications are being run on these Databases?
    • Are you planning another Database upgrade in the next 12-18 months?
17. Do you have an Oracle support partner for Databases?
    • If so who?
    • What is the per annum value of the database support contract?
    • When does it expire?
    • Where are the databases held? Hosted, onsite/offsite?
    • If not, how many in-house DBAs do you have?
18. Where do you advertise any Oracle procurement opportunities?
    • Who is responsible for looking after the contract for the Oracle estate?
    • Who is responsible for looking after the licenses for the Oracle estate?
    • When does this contract renew? Do you work with off-shore partners?
19. Have you considered using a Software As A Service solution and not yet moved to one? Do you currently work with any partners in this space?
20. At what level are decisions are made around procuring software and services such as video conferencing?
21. We request for you to provide contact details of all chief decision makers regarding your technology through your organisation?

Response

1. What Applications and versions are you running and what was the value of the contracts for:
   
   • Finance - e-Financials v5.1 - £16,638.72
   • HR & Payroll - Resource Link - £2,285
   • Projects - not applicable
   • Business Intelligence Software Tools - not applicable
2. Are you planning a IT system upgrade in the next 12-18 months? e-Financials is being updated now. The other systems are not due an upgrade.
3. How many Full Time Employees do you have (excluding employees at Schools)? 213
4. Which Enterprise Resource Planning (ERP) or Finance system do you currently use? - not applicable
   
   • What is the value & expiry date of your current contract/licence? What are the extension options? - not applicable
5. How many Finance system users do you have? - see question 6 below
6. How many Purchasing system users do you have? - We have 150 licensed users and 114 created users.
7. Which Supply Chain Management (SCM) System do you currently use? - not applicable
   
   • What is the value & expiry date of your current contract/licence? What are the extension options? - not applicable
8. Which Enterprise Performance Management (EPM), Scenario Planning or Strategic Modelling system do you currently use? - not applicable
9. What is the value & expiry date of your current contract/licence? What are the extension options? - not applicable
10. Which Human Capital Management (HCM) or HR system do you currently use? - Resource Link
    
    • What is the value & expiry date of your current contract/licence? What are the extension options? - Resource Link - £2,285. Contract expires 31 August 2022 / site licence.
11. How many HR system users do you have? 4
12. Do you have a Digital Transformation Strategy? Yes
13. What parts of your Digital Transformation Strategy are you looking to implement in the next 12-18 months?

    These are the main items on the digital by design programme for this year:

    Planning Team Using IDOX Planning Mobile App
    The IDOX Planning app will enable the Planning team to add documents/photos directly into IDOX using tablet technology. This will remove the need for double entry, and paper from their business processes.

    New Digital Booking System
    Introduce new digital bookings and payment options for RBC community facilities to enhance the customer journey and deliver efficiency savings

    Property Services Database
    New database to bring all required info into one place to support property maintenance/monitoring

    Review of Home Alarm System
    Undertake a review of the home alarm service to identify new technology and joint working options
    

    Accessibility by Design
    Accessibility by design ensures that the appropriate business processes and ownership is in place to help embed accessibility standards throughout the organisation. This project practically focuses on the following areas:
    1) Website content
    2) Documents and Forms
    3) Published strategies, policies, documents
    4) Encourage staff awareness

    Deploy IDOX Enterprise to Planning (Phase 1)
    IDOX Enterprise uses workflow to automate business processes, providing efficiencies to back office staff and systems.
    Planning Team - The Planning team have a number of business processes that can be automated, and take advantage of the Enterprise solution. Phase 2 will review all other service areas to see which ones could benefit from its use.

14. Do you have any plans to migrate to a fully integrated, fully cloud based back-office system in the next two years. No
15. Do you have an Oracle support partner for applications? If so who? - not applicable
    
    • What kind of support is included in the contract (functional/technical/etc.?)
    • When does it expire? - not applicable
16. Are you running any Oracle Databases? - Yes
    
    • If so, what versions are you currently running? - 19c
    • What applications are being run on these Databases? Idox and eFinancials
    • Are you planning another Database upgrade in the next 12-18 months? Yes, eFinancials is being upgraded now.
17. Do you have an Oracle support partner for Databases? If so who? Incumbent Supplier supports Oracle as part of their product.
    
    • What is the per annum value of the database support contract? - not applicable
    • When does it expire? - not applicable
    • Where are the databases held? Hosted, onsite/offsite? Onsite
    • If not, how many in-house DBAs do you have? - not applicable
18. Where do you advertise any Oracle procurement opportunities? We do not procure Oracle databases, and are only being used as an integrated part of a system i.e. IDOX and eFinancials.
    
    • Who is responsible for looking after the contract for the Oracle estate?- not applicable
    • Who is responsible for looking after the licenses for the Oracle estate?- not applicable
    • When does this contract renew? Do you work with off-shore partners?- not applicable
19. Have you considered using a Software As A Service solution and not yet moved to one? Do you currently work with any partners in this space? The Council have a number of systems using SAAS. These systems running Oracle databases have Cloud platforms however, they are currently too expensive to move to.
20. At what level are decisions are made around procuring software and services such as video conferencing? Executive Management or Chief Information Officer.
21. We request for you to provide contact details of all chief decision makers regarding your technology through your organisation? Greg Dwyer (Chief Information Officer) gdwyer@rushcliffe.gov.uk 0115 9148411