For each of the categories that follow, could you please answer the questions below as they relate to schools. If individual schools have their own arrangements please make that clear and provide information for each where that is available.
A. Finance systems for schools (financial management systems, FMS)
B. Budgets systems for schools (budget monitoring/planning systems)
C. School management information systems (MIS)
D. Payroll software or provider for schools
E. Human Resources (HR) software or service for schools
1. Who is the current software or service provider?*
A. ESS (Previously CAPITA) SIMS FMS
B. Access Education – Budgeting. Part of ESS (Previously CAPITA)
C. Devon County Council do not hold this information. By means of advice and assistance, please visit the Get Information about Schools – GOV.UK (get-information-schools.service.gov.uk) webpage or contact the schools directly.
D. iTrent
E. Microsoft
2. What is the existing contract spend separated into annual spend and maintenance costs, if applicable?
A. There is no DCC contract spend for FMS as the schools pay for this service. DCC act as a conduit, facilitator in terms of payment on behalf of schools.
B. Annual spend circa £63,000 excl. VAT for maintained schools, divided by 141 school licences at latest charge point. Internal recharges placed against each of the maintained schools and hub schools in a federation.
C. Devon County Council (DCC) do not hold this information. By means of advice and assistance, please visit the Get Information about Schools – GOV.UK (get-information-schools.service.gov.uk)
D. Please see Contract details (due-north.com)
E. Please see Contract details (due-north.com)
3. What is the contract’s length, when does it end, how long is the procurement notice period and process length, what is the procurement system used?
A. Contract started on 1st April 2021, and ends 1st April 2022 with a further 2 x 12 month optional extensions. The e procurement portal used by DCC is called supply the southwest.
B. Contract was awarded on the 1st April 21 for 12 months, leaving 2 x 12 month optional extensions. Both parties need to agree to the contract extension. The e procurement portal used by DCC is called supply the southwest.
C. Devon County Council do not hold this information. By means of advice and assistance, please visit the Get Information about Schools – GOV.UK (get-information-schools.service.gov.uk)
D. The contract started on 6th October 2017 and was for 5 years with the option to extend for a further 7 years. A 6 month notice with both parties needing to agree. The e procurement portal used by DCC is called supply the southwest.
E. The contract started on 6th October 2017 and was for 5 years with the option to extend for a further 7 years. A 6 month notice with both parties needing to agree. The e procurement portal used by DCC is called supply the southwest.
4. Procurement process decision maker? Please specify their name and role.
A. Devon County Council Procurement Team, in conjunction with ScoMIS
B. Devon County Council Procurement Team head up the procurement process, in conjunction with ScoMIS to ensure tender process is in line with legal requirements.
C. Devon County Council do not hold this information. By means of advice and assistance, please visit the Get Information about Schools – GOV.UK (get-information-schools.service.gov.uk)
D. There are a number of Officers involved in the Procurement decision process, these consist of representatives from Payroll, Audit, ICT and Procurement.
E. There are a number of Officers involved in the Procurement decision process, these consist of representatives from Payroll, Audit, ICT and Procurement.
5. Do you, as a local authority, mandate (i.e. through an SLA) that your schools use a service package or supplier arranged by yourselves, or are they able to choose?
A. Schools are in contract with ESS SIMS software package with support via ScoMIS Team.
B. Schools are in contract with Access Education – Budgeting until 31/3/2022. Support is provided via EAL Team/Contact at Access Education and the Babcock Finance Officer support network.
C. Devon County Council do not hold this information. By means of advice and assistance, please visit the Get Information about Schools – GOV.UK (get-information-schools.service.gov.uk)
D. Schools are mandated to use iTrent and support service provided by Devon Payroll Services.
E. They are able to choose their HR provider.
6. If schools are able to choose a software and services provider, are there any categories in which choice is mandated by you as a local authority while others are left for schools to choose, i.e. a mix and match basis?
A. No current option to choose, SIMS FMS is mandated to schools
B. No current option to choose, Access Budgeting is mandated to schools during the current contract.
C. Devon County Council do not hold this information. By means of advice and assistance, please visit the Get Information about Schools – GOV.UK (get-information-schools.service.gov.uk)
D. No current option to choose
E. No Categories are mandated by HR
7. If applicable, what is the system implementation provider, shared service provider or technical support provider?
A. ScoMIS provide support to schools for SIMS FMS
B. Support is provided via EAL Team/Contact at Access Education and the Babcock Finance Officer support network.
C. Devon County Council do not hold this information. By means of advice and assistance, please visit the Get Information about Schools – GOV.UK (get-information-schools.service.gov.uk)
D. Support is provided by Devon Payroll Services, with some maintenance to employee records carried out by EAL as required. The software is hosted by MHR, support and upgrades are included.
E. Technical support is provided by our in house Information and Communications Technology team SCOMIS
8. Is there a system replacement or transformation project being planned, and if so is it to be outsourced?
A. No
B. No
C. Devon County Council do not hold this information. By means of advice and assistance, please visit the Get Information about Schools – GOV.UK (get-information-schools.service.gov.uk)
D. No
E. No
9. Is there any system integration in between any of the categories mentioned?
A. SIMS FMS is linked to Access Education – Budgeting via a separate Software Link package, purchased from ESS
B. SIMS FMS is linked to Access Education – Budgeting via a separate Software Link package, purchased from ESS.
C. Devon County Council do not hold this information. By means of advice and assistance, please visit the Get Information about Schools – GOV.UK (get-information-schools.service.gov.uk)
D. Payroll information is shared with our corporate finance system (Finest).
E. CRM Dynamics integrates with Microsoft Outlook
How many schools does DCC support ? i.e. the number of local authority-maintained schools.
180