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COPFS

HR and Payroll solution/service (R011119)

Freedom of Information: HR and Payroll solution/service (R011119)

Thank you for your letter dated 14 August 2015 in which you requested the following information under the Freedom of Information (Scotland) Act 2002 (FOISA):

“I would be grateful if you would send me the following information in relation to your HR and Payroll solution/service (if you use different solutions/providers for HR and Payroll please provide details of both) 

1.   The name of your current HR/Payroll Solution and Provider.  If this is outsourced please provide the name of your outsourcing provider.
2.   The date that the contract was signed with your HR/Payroll provider.
3.   The length of the current contract term for both HR and payroll
4.   When the HR and Payroll contracts are up for renewal
5.   The current annual maintenance charges for HR/Payroll solution
6.   The original contract value of your HR/Payroll solution
7.   The name of the organisation providing implementation consultancy for the HR/payroll solution
8.   The day rate for consultancy to implement the HR/Payroll Solution
9.   The total amount spent so far on consultancy to implement the HR/Payroll solution
10. The date that the HR/payroll solution implementation project is expected to be completed in full.
11. The number of payrolls run by your organisation, what each payroll is for and how many employees are paid within each payroll.”

I have answered each point of your request as follows: 

1.  The name of your current HR/Payroll Solution and Provider.  If this is outsourced please provide the name of your outsourcing provider.

Payroll provider:              Logica CGI. 
HR Software Provider:     Sage UK Limited

2. The date that the contract was signed with your HR/Payroll provider.

Payroll: Contract Signed by COPFS February 2004 and then extended in 2012.
HR provider: Contract by COPFS for base system October 1999.

3. The length of the current contract term for both HR and payroll.

Payroll:  Terms of the current agreement covers 7 years to 30/11/2022.
HR: Initial 3 year and then yearly renewal for support and maintenance.

4. When the HR and Payroll contracts are up for renewal.

Payroll: 30/11/2022; this can be terminated at any point with 90 days’ notice.
HR: April 2016.

5. The current annual maintenance charges for HR/Payroll solution.

Payroll: £50,582
HR:  01/05 – 30/04 £10,665.27

6. The original contract value of your HR/Payroll solution.

Payroll: £202,328.00
HR: £32,348

7. The name of the organisation providing implementation consultancy for the HR/payroll solution.

There are no plans currently for COPFS to utilise any outside consultancy for any review for the HR or Payroll systems.

8. The day rate for consultancy to implement the HR/Payroll Solution.

N/A:  see question 7

9.The total amount spent so far on consultancy to implement the HR/Payroll solution.
N/A:  see question 7

10.  The date that the HR/payroll solution implementation project is expected to be completed in full.

There is no decision as yet to any new systems therefore this cannot be determined; any such decision would be factored into the procurement process.

11. The number of payrolls run by your organisation, what each payroll is for and how many employees are paid within each payroll.

One payroll which is branched into two tax references, employees and workers.  COPFS payroll is run monthly and the number of employees paid is 1740.  Number of workers paid on a separate tax code is 40.