FOI Request - ICT Digital Systems and Software Platforms

Request 101003802881

Please provide details of all digital systems and software platforms used across departments within your council, including any cases where multiple systems are used to perform similar or overlapping functions, as follows:

1.  Full List of Systems Used by Department or Service or Function (hereinafter Department). Please provide a comprehensive list of all software systems, platforms, or tools currently in use across the council broken down by department (e.g. Roads, Education, Licensing, HR, Planning, Finance, Housing, etc.).

For each system, please include:

a) Name of system/software
b) Department(s) or team(s) using it
c) Primary function(s) or purpose of the system
d) Vendor/provider
e) Year first adopted
f) Whether the system is hosted on-premises or cloud-based
g) Whether this system is currently used exclusively by one department, or also used by other departments

2. Use of Artificial Intelligence (AI).  Please provide details of any software systems, platforms, or tools used by the council which include AI functionality or are explicitly designed to use AI.

For each AI-based or AI-enabled system, please specify:

a) Name of the AI system/platform
b) Department(s) using it
c) Purpose of the AI (e.g. predictive analytics, case triage, chatbot, fraud detection, scheduling, etc.)
d) Whether the system is standalone or part of a wider software product
e) Whether the system is experimental/pilot or live
f) Year first implemented or piloted

3. Procurement Method.  For each system listed above, please indicate:

a) Procurement method (e.g. direct award, public tender, national framework such as Scotland Excel or Crown Commercial Service)
b)  Whether the system was procured individually by the department or centrally by the council

4. Training.  For each system, please confirm:

a) Whether training is provided internally, externally, or both
b) If external training is used:
i) Name of the external training provider
ii) Value of the training contract (most recent or current)
iii) Duration of the current or most recent contract

5. Audit.  For each system, please confirm:
a) Whether the system is subject to internal audit, external audit, both, or neither
b) Name(s) of any external audit providers currently used or used in the past 5 years

6. Review or Rationalisation Efforts.  Has the council carried out any internal review, audit, or assessment within the past 5 years to:

a) Identify duplication or overlap in system use between departments?
b) Explore opportunities to consolidate or streamline systems?
If yes, please provide any reports, summary findings, or documentation related to these reviews.

7. Shared Systems.  
a) Is the council currently sharing any software systems or digital infrastructure with other local authorities or public sector organisations?
b) If so, please identify the shared systems and partner bodies.