20047 – Expenses

Ref: FOI/20047

RE: FREEDOM OF INFORMATION ACT 2000 REQUEST

I am writing to confirm that the West Midlands Fire Service has now completed its search for the information you requested further to your freedom of information request.

Please find below a summary of our findings.

Request

What finance system do you currently have in place?

Reply

This information is exempt under section 21 of the Freedom of Information Act 2000 as this information is reasonably accessible to the requestor. Information concerning our finance system can be found on West Midlands Fire Service website at the following link: https://www.wmfs.net/foi-entry/19004/

Request

What processes or solutions do you have in place for employees to submit and reclaim expenses?

Reply

See attached – Travel and Subsistence Expenses

FOI20047
Travel and Subsistence Expenses 1.0 Download

Request

How many expense claims were submitted by employees in the last fiscal year?

Reply

This information is exempt under section 1 of the Freedom of Information Act 2000 as we do not hold this information. We do not keep a record of the number of claims made.

Request

Are employees able to compile, submit and approve expenses remotely?

Reply

West Midlands Fire Service employees are unable to compile, submit and approve expenses remotely for most expenses however they are able to compile, submit and approve expenses remotely for a limited range of expenses

Request

Have there been investigations relating to expense compliance in your organisation in the last 24 months? If so, how many?

Reply

In the last 24 months West Midlands Fire Service has investigated expense compliance as part of wider investigations however there has been no investigations relation solely to relating to expense compliance in the last 24 months.

If you have any queries about this Freedom of Information request, please contact us. Please remember to quote the reference number above in any future communications.

For service complaints, issues or comments regarding this request please contact The Public Relations Department, West Midlands Fire Service, 99 Vauxhall Road, Birmingham, B7 4HW

Further information concerning Freedom of Information requests can be found on the Information Commissioner website at either the following link: https://ico.org.uk/ or at Wycliffe House, Water Lane, Wilmslow, SK9 5AF.

20044 – Enterprise Resource Planning Software Solution

Ref: FOI/20044

RE: FREEDOM OF INFORMATION ACT 2000 REQUEST

West Midlands Fire Service has now completed its search for the information requested on 8th May 2020

Please find below a summary of our findings.

Request.

I require the organisations to provide me with the following contract information relating to the following corporate software/enterprise applications:
A.       Enterprise Resource Planning Software Solution (ERP) -this is the organisation’s main
ERP system and may include service support, maintenance and upgrades.
B.       Primary Customer Relationship Management (CRM) Solution-this is the organisation’s main
CRM system and may include service support, maintenance and upgrades. Example of CRM systems the organisation may use could include Microsoft Dynamics, Front Office, Lagan CRM, Firmstep
C.       Primary Human Resources (HR) and Payroll Software Solution-this is the organisation’s main
HR/payroll system and may include service support, maintenance and upgrades. In some cases the HR contract maybe separate to the payroll contract please provide both types of contracts. Example of HR/Payroll systems the organisation may use could include iTrent, Resourcelink.
D.       The organisation’s primary corporate Finance Software Solution-this is the organisation’s main
Finance system and may include service support, maintenance and upgrades. Example of finance systems the organisation may use could include E-Business suite, Agresso (Unit4), eFinancials, Integra, SAP
In some cases you may come across contracts that provides service support maintenance and upgrades separate to the main software contract, please also provide this information in the response following the requested data below.
For each of the categories above can you please provide me with the relevant contract information listed below:
1.       Software Category: ERP, CRM, HR, Payroll, Finance
2.       Name of Supplier: Can you please provide me with the software provider for each contract?
3.       The brand of the software: Can you please provide me with the actual name of the software. Please do not provide me with the supplier name again please provide me with the actual software name.
4.      Description of the contract: Please do not just state two to three words can you please provide me with detailed information about this contract and please state if upgrade, maintenance and support is included.
Please also include any modules included within the contract as this will support the categories you have selected in question 1.
5.       Number of Users/Licenses: What is the total number of user/licenses for this contract?
6.       Annual Spend: What is the annual average spend for each contract?
7.       Contract Duration: What is the duration of the contract please include any available extensions within the contract.
8.       Contract Start Date: What is the start date of this contract? Please include month and year of the contract. DD-MM-YY or MM-YY.
9.       Contract Expiry: What is the expiry date of this contract? Please include month and year of the contract. DD-MM-YY or MM-YY.
10.   Contract Review Date: What is the review date of this contract? Please include month and year of the contract. If this cannot be provide please provide me estimates of when the contract is likely to be reviewed. DD-MM-YY or MM-YY.

Reply

Please see attached.

Contract details 1.0 Download

Request.

  1.  Contact Details: I require the full contact details of the person within the organisation responsible for this particular software contract (name, job title, email, contact number).

Reply

  • With regards for the contact details, WMFS operates a single point of contact policy and callers are directed to the ICT Service Desk via HQ general contacts on 0330 058 9000. The call will be directed to the ICT Service Desk and allocated to the ICT specialist with responsibility for the specific service.  There is a direct email address for suppliers making sales enquires email: procurement.enquires@wmfs.net.  Furthermore, guidance from the Information Commissioner’s Office is as follows:
  • The presumption is in favour of protecting privacy, so the release of personal information will only be fair if there is a genuine reason to disclose. This involves a three-stage test. A public authority will generally have to satisfy itself that:
  • There is a legitimate interest in disclosure;
  • The legitimate interest can only be met, or fully met, by the disclosure of information which identifies individuals (i.e. the disclosure is necessary to that purpose); and, the disclosure would not involve unwarranted detriment to the individual’s privacy or other rights and legitimate interests.
  • You can find out more about FOI exemptions from the Information Commissioner’s Office.  This will explain which one or more of the FOI exemptions applies, and tell you how to appeal if you disagree with our decision.

If you have any queries about this freedom of information request, please contact us.  Please remember to quote the reference number above in any future communications.

For service complaints, issues or comments regarding this request please contact The Public Relations Department, West Midlands Fire Service, 99 Vauxhall Road, Birmingham, B7 4HW

Further information concerning Freedom of Information requests can be found on the Information Commissioner website at either the following link: https://ico.org.uk/ or at Wycliffe House, Water Lane, Wilmslow, SK9 5AF.

20036 – Asset management contracts

Ref: FOI/20036

RE: FREEDOM OF INFORMATION ACT 2000 REQUEST

I am writing to confirm that the West Midlands Fire Service has now completed its search for the information you requested further to your freedom of information request.

Please find below a summary of our findings, in relation the organisations software contract specifically for Asset Management.

Request

Do you have a system in place for asset tracking and testing?

Reply

West Midlands Fire Service uses Web Help Desk for asset tracking

Request

If yes, who is your current system provider?

Reply

The current provider is Solarwinds

Request

How long is the contract over and does it include any extension periods?

Reply

The contract period for this has ended

Request

What date did your current contract start?

Reply

The current contract started 12-13 years ago

Request

Please provide the financial value of the contract in the last 12 months

Reply

The financial value of the contract for the last 12 months is £00.00

Request

Did you go through a tendering exercise for procure the current system or was it procured through a framework?

If tendered when did you last tender for your current contract?

If tendered what portal did you tender on?

Reply

All contacts are governed by our own standing orders, financial regulations and the Public Contracts Regulations 2015 (PCR 2015) further details can be found on our website at the following link: https://www.wmfs.net/about-us/procurement-contracts/

Request

As a result of a tender / procurement exercise did you change providers?

If you answered no in question 1, how are you managing your assets and recording any testing information?

If you answered no in question 1, are you looking to procure a system to manage your assets in the future?

If yes, do you have an indicative start date

Reply

Not applicable

If you have any queries about this Freedom of Information request, please contact us. Please remember to quote the reference number above in any future communications.

For service complaints, issues or comments regarding this request please contact The Public Relations Department, West Midlands Fire Service, 99 Vauxhall Road, Birmingham, B7 4HW

Further information concerning Freedom of Information requests can be found on the Information Commissioner website at either the following link: https://ico.org.uk/ or at Wycliffe House, Water Lane, Wilmslow, SK9 5AF.

20026 – Transparency report/contracts

Ref: FOI/20026

RE: FREEDOM OF INFORMATION ACT 2000 REQUEST

I am writing to confirm that the West Midlands Fire Service has now completed its search for the information you requested further to your freedom of information request.

Please find below a summary of our findings.

Request

The contract register should display all the organisations existing/live contracts I would like the register to display the following columns/headings:

  1. Contract Reference
  2. Contract Title
  3. Procurement Category
  4. Supplier Name
  5. Spend (Total or Annual)
  6. Contract Duration
  7. Contract Extensions
  8. Contract Starting Date
  9. Expiration Date
  10. Contract Description [Please provide me with as much detail as possible.]
  11. Contact Owner (Full contact details if possible.)
  12. CPV codes/ProClass

Reply

This information is exempt under section 21 of the Freedom of Information Act 2000 as this information is reasonably accessible to the requestor. Our transparency data holds the information requested and can be found on West Midlands Fire Service website at the following link: https://www.wmfs.net/about-us/documents/

The report with the required data is called the Local Transparent Report.

The transparency report includes the lead customer such as ICT or Facilities Management (FM) which would also be the category.

As we do not keep a record of CPV codes, this information is exempt under section 1 of the Freedom of Information Act 2000.

Request

Can you also provide me with contact details of the person responsible for the actual contract’s register or someone responsible for API? [Name, Job Title, Telephone, Email Address] At the very least provide me with their actual job title.

Reply

With regards for the contact details of the person responsible for the actual contract’s register or someone responsible for API, West Midlands Fire Service operates a single point of contact policy.

The person responsible can be contacted at the following address contact@wmfs.net . The number for general enquiries is 0845 5000 900.

Furthermore, guidance from the Information Commissioner’s Office is as follows:

* The presumption is in favour of protecting privacy, so the release of personal information will only be fair if there is a genuine reason to disclose. This involves a three-stage test. A public authority will generally have to satisfy itself that:

* There is a legitimate interest in disclosure;

* The legitimate interest can only be met, or fully met, by the disclosure of information which identifies individuals (i.e. the disclosure is necessary to that purpose); and, the disclosure would not involve unwarranted detriment to the individual’s privacy or other rights and legitimate interests.

* You can find out more about FOI exemptions from the Information Commissioner’s Office. This will explain which one or more of the FOI exemptions applies, and tell you how to appeal if you disagree with our decision

If you have any queries about this Freedom of Information request, please contact us. Please remember to quote the reference number above in any future communications.

For service complaints, issues or comments regarding this request please contact The Public Relations Department, West Midlands Fire Service, 99 Vauxhall Road, Birmingham, B7 4HW

Further information concerning Freedom of Information requests can be found on the Information Commissioner website at either the following link: https://ico.org.uk/ or at Wycliffe House, Water Lane, Wilmslow, SK9 5AF.

20024 – Additional payments to principle officers

Ref: FOI/20024

RE: FREEDOM OF INFORMATION ACT 2000 REQUEST

I am writing to confirm that the West Midlands Fire Service has now completed its search for the information you requested further to your freedom of information request.

Please find below a summary of our findings.

Request

  1. Have any additional bonus payments been made to fire and rescue service principal managers in the financial year 1 April 2018 – 31 March 2019:

Reply

West Midlands Fire service did not pay any any additional bonus payments to fire and rescue service principal managers in the financial year 1 April 2018 – 31 March 2019

Request

  1. Please indicate the total amounts of additional bonus payments to fire and rescue service principal managers in the financial year 1 April 2018 – 31 March 2019:

Reply

n/a

If you have any queries about this Freedom of Information request, please contact us. Please remember to quote the reference number above in any future communications.

For service complaints, issues or comments regarding this request please contact The Public Relations Department, West Midlands Fire Service, 99 Vauxhall Road, Birmingham, B7 4HW

Further information concerning Freedom of Information requests can be found on the Information Commissioner website at either the following link: https://ico.org.uk/ or at Wycliffe House, Water Lane, Wilmslow, SK9 5AF.

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