FOI Request - Finance, HR/Payroll Systems and Tax

Request 101002599111

A. Finance System
1 What is the main Finance/ERP system?  Please identify the version currently in use (e.g. Oracle Financials 12.1.3, Oracle Cloud ERP 20C, or SAP ECC 6.0)

2 Is the Finance/ERP system delivered through a shared service?

2a If yes, who is the shared service provider?

3 Which modules are in use in the main Finance/ERP system? (e.g. Payables, Receivables, General Ledger, Assets) and what was the year of implementation?

4 Which external organisation managed the implementation of the main Finance/ERP system?
5 Is there a functional or technical support contract in place for the main Finance/ERP system?
5a If yes, who is the current functional or technical support provider?
5b On what date does the functional or technical support contract end?
6 Please list any other Finance systems in use including version, implementation date, system implementation company, modules in use, support contract provider and contract end date
7 What tools or systems are in use for internal Finance reporting?
8 What tools or systems are in use for external Finance reporting?
9 What tools or systems are in use for Planning and/or budgeting?
10 Are you using a scanning solution for accounts payable processing?
10a If yes, which software is used?
11 Are you using robotic process automation in any area of your Finance system?
11a If yes, which system(s)?
11b For each system which elements have been automated? (e.g. invoice entry, journal entry)
12 Please specify the procurement route that would be used for upgrading or replacing any of the current Finance systems? e.g. G-Cloud, Crown Commercial Services or Tender
13 Are there any Finance/ERP systems replacement or transformation projects being planned?
13a If yes, what is the timescale e.g. next 6 months, 9 months, 12 months etc.
13b Has a procurement exercise already been undertaken to source suppliers?
14 What are the business areas in which manual processing is most prevalent? (e.g. Accounts Payable, Cash & Treasury Management, Management Accounts)
15 Who should be contacted in connection with Finance Systems ownership queries? (Name, number, email)

 
B. HR/Payroll System
1 What is the main HR system in use? (Please include version e.g. Oracle Core HR 12.1.3, Oracle Cloud HCM 20C, Workday)
2 Which modules are in use in the main HR system? (e.g. Core HR, Absence, Time, Performance, Learning, Recruitment)
3 Is Payroll in use? (if yes, please include the Payroll system details at question 7)
4 Is the HR system delivered through a shared service?
4a If yes, who is the shared service provider?
4b Is any Payroll processing delivered through the shared service?
5 Which external organisation managed the implementation of the main HR system?
6 Is there a functional or technical support contract in place for the main HR system?
6a If yes, who is the current functional or technical support provider?
6b On what date does the functional or technical support contract end?
7 Please list any other HR and/or Payroll systems in use including version, implementation date, system implementation company, modules in use, support contract provider and contract end date
8 What reporting tools or systems are in use for HR reporting?
9 Are you using robotic process automation in your HR system?
9a If yes, which elements have been automated? (e.g. job/position creation)
10 Please specify the procurement route that would be used for upgrading or replacing any of the current HR systems? e.g. G-Cloud, Crown Commercial Services or Tender
11 Are there any HR or Payroll system replacement or transformation projects being planned?
11a If yes, what is the timescale next 6 months, 9 months, 12 months etc.
11b If yes, has a procurement exercise already been undertaken to source suppliers
12 Is the HR system integrated with the accounting system?
12a If yes, please detail how e.g. automated feed or manual input?
13 Who should be contacted in connection with HR Systems ownership queries? (Name, number, email)

 
C. Tax
1 Is tax software in use? (e.g. for Making Tax Digital VAT filings, corporation tax returns or tax provision calculations)
1a If yes, which software and version and what date is the software contracted until? (Please include information for each tax type)
1b If no, how is tax compliance and reporting for this area managed? (e.g. reliance on non-tax specific systems, and/or self-service tools such as Excel, Alteryx etc.)
2 Do you use any other specialist tax software? (e.g. for PSA returns, construction industry scheme etc.)
2a If yes, which software and version and what date is the software contracted until? (Please include information for each tax type)
2b If no, how is tax compliance and reporting for this area managed? (e.g. reliance on non-tax specific systems, and/or self-service tools such as Excel)
3 How much is spent in total on tax advisory and compliance services across the following categories:
3a Indirect taxes
3b Corporate/Direct Taxes
3c People related Taxes
4 Is there a tax strategy in place?
4a If yes, what date does it run until?
5 Is there a tax technology strategy in place?
5a If yes, what date does it run until?
6 Is there a Brexit plan for tax?
7 Who should be contacted in connection with tax ownership queries? (Name, number, email)

Response 20-10-2020

A. Finance System
1             e5.5 FMS / Cognos 11.2
2             No
2a           N/A
3             General Ledger, Accounts Payable, Accounts Receivable, Sales Invoicing, Purchase Management. Year of implementation: 1996/97.
4             This information is published on the Council’s Contract Register and is therefore exempt under section 25 of the Freedom of Information (Scotland) Act 2002. For ease of reference please find a link to the web page here. 
5             Yes
5a           This information is published on the Council’s Contract Register and is therefore exempt under section 25 of the Freedom of Information (Scotland) Act 2002. For ease of reference please find a link to the web page here.
5b           This information is published on the Council’s Contract Register and is therefore exempt under section 25 of the Freedom of Information (Scotland) Act 2002. For ease of reference please find a link to the web page here.
6             This information is published on the Council’s Contract Register and is therefore exempt under section 25 of the Freedom of Information (Scotland) Act 2002. For ease of reference please find a link to the web page here.
7              Cognos 11.2
8              Cognos 11.2
9              This information is published on the Council’s Contract Register and is therefore exempt under section 25 of the Freedom of Information (Scotland) Act 2002. For ease of reference please find a link to the web page here.
10           Yes, eInvoicing is available
10a         Elcom/Scottish Government.
11           No
11a         N/A
11b         N/A
12           Various
13           No
13a         N/A
13b         N/A
14           Accounts Payable and Accounts Receivable, Banking
15           Payments Manager - procurement@moray.gov.uk - 01343 563137

B. HR/Payroll System
1              iTrent Integrated HR & Payroll System
2              Core Payroll/HR, Absence Recording, Learning & Development, Employee Self Service.
3              Yes
4              No
4a            N/A
4b            No
5              This information is published on the Council’s Contract Register and is therefore exempt under section 25 of the Freedom of Information (Scotland) Act 2002. For ease of reference please find a link to the web page here.

6             Yes
6a           This information is published on the Council’s Contract Register and is therefore exempt under section 25 of the Freedom of Information (Scotland) Act 2002. For ease of reference please find a link to the web page here.

6b           This information is published on the Council’s Contract Register and is therefore exempt under section 25 of the Freedom of Information (Scotland) Act 2002. For ease of reference please find a link to the web page here.
7              This information is published on the Council’s Contract Register and is therefore exempt under section 25 of the Freedom of Information (Scotland) Act 2002. For ease of reference please find a link to the web page here. 
8             Business Objects
9             No
9a           N/A
10           Various
11           No
11a         N/A
11b         N/A
12           No
12a         N/A
13           HR Manager - hr@moray.gov.uk 01343 563261

C. Tax
1             Yes – Making Tax Digital
1a           Advanced Business Solutions - Version 5.5 - Contract rolled forward on an annual basis.
1b           N/A
2             Yes – Construction industry scheme
2a           Advanced Business Solutions- Version 5.5 - Contract rolled forward on an annual basis.
2b           N/A
3             Note: Tax advisory for VAT and landfill only.       
3a           £3,000
3b           Nil
3c            Nil
4             Yes
4a           Ongoing - reviewed annually.
5              No
5a            N/A
6              No
7              Payments Manager - procurement@moray.gov.uk - 01343 563137