IT project management

Freedom of information request reference no: 01.FOI.22.026644

I note you seek access to the following information:

1. Who is the most senior person responsible for project management?
2. What is their job title?
3. What are their contact details (email address and contact number)?
4. How many people across the council (including contractors) are involved with projects on average, on an annual basis?
5. What software package(s) is used for project, programme and/or portfolio management? (If none or spreadsheets, please stipulate)
6. In the event that a project management software is used:
When do to the software licences expire?
7. Which departments access the software (i.e. I.T./Property etc)?
8. How many users access the software?

Clarification -
Applicant clarifies request specifically in respect of the following two questions;

Q1 - “Please can you respond on behalf of your IT project management”
Q4 - “Please ignore the error mentioning the council”

Decision

I have today decided to disclose some of the requested information. Some data has been withheld as it is exempt from disclosure and therefore this response serves as a Refusal Notice under Section 17 of the Freedom of Information Act 2000 (the Act) by virtue of the following exemptions:

Section 40(2)(3A)(a) – Personal Information

Reason for decision

The MPS provides a partial disclosure for Question Three (3) and any further details (direct phone number).

A Freedom of Information Act request is not a private transaction. Both the request itself, and any information disclosed, are considered suitable for open publication. This is because, under Freedom of Information, any information disclosed is released into the wider public domain, effectively to the world and not just to one individual.

Section 40(2)(3A)(a) – Personal Information - The requested information is for personal information regarding a direct email and phone number. We believe that the public release of this information on the MPS internet site via our Publication Scheme would provide persons intent on disrupting the work of the MPS with information that would assist them to do so. In this regard, a person with this intent would be likely to use this information to make inappropriate contact with these areas of the MPS which would impede upon the resources of these members of staff and cause disruption to the work of the MPS.

The provision to refuse access to information under Section 40(2)(a)(b) and (3A)(a) of the Act is both absolute and class based. When this exemption is claimed, it is accepted that harm would result from disclosure. There is accordingly no requirement to demonstrate what that harm may be in refusing access to information.

Section 40(2)(a)(b) of the Act provides that any information to which a request for information relates, is exempt information if the first condition of Section 40(3A)(a) is satisfied. The first condition of Section 40(3A)(a) states that personal information is exempt if its disclosure would contravene any of the data protection principles. If the disclosure of the requested personal data would not contravene the data protection principles, the disclosure must also not contravene Sections 3A(b) and 3B of the Act.

There are six principles that are set out in Article 5(1)(a) of the General Data Protection Regulations (UK GDPR) that dictate when the processing of personal data is lawful. The first principle requires that any processing of personal data must be lawful, fair and transparent. Under Article 6(1)(f) of the UK GDPR, the disclosure of personal data is considered to be lawful if:

a. There is a legitimate interest in the disclosure of that personal data.
b. The disclosure of the personal data is necessary to meet that legitimate interest.
c. The disclosure would not cause unwarranted harm to the data subject.

Whilst some individual members of the public may feel there is to some degree a legitimate interest in the disclosure of personal information, there is not an overwhelming legitimate interest in the full disclosure, especially as a contact email has today been supplied to meet any legitimate interest and demonstrate accountability and transparency. The rationale for non-disclosure of direct emails and telephone numbers is therefore based on the fact there is little necessity to disclose these to meet a legitimate interest and that disclosure would cause unwarranted harm to the individual.

Whilst there is an inherent legitimate interest in making information available upon request, disclosure is not necessary to satisfy the legitimate interest in disclosure and may cause unwarranted harm to one or more data subjects. Consequently, it would be disproportionate to disclose information other than that provided today.

Disclosure

I have today decided to disclose the answer for Questions One (1), Two (2), Four (4), Five (5), Six (6), Seven (7) and Eight (8).

Q1 - On behalf of your IT project management, who is the most senior person responsible for IT project management?

MPS answer: David Pitty

Q2 - What is their job title?

MPS answer: Director of Solution Delivery

Q3 - What are their contact details (email address and contact number)?

MPS answer: David Pitty’s office can be contacted through the following email address [email protected].

Any more detailed contact information is exempt by virtue of Section 40(2) Personal Information.

Q4 - How many people (including contractors) are involved with projects on average, on an annual basis?

MPS answer: Digital Policing is the main IT delivery department within the MPS. There are 886 people engaged in projects (this accounts for all Digital Policing staff, contractors and supply chain staff). Please note this number changes weekly due to movements in supply chain staff.

Q5 - What software package(s) is used for project, programme and/or portfolio management? (If none or spreadsheets, please stipulate)

MPS answer: Execview is the software used for Portfolio Management.

General project schedules are held on Microsoft Project.

Q6 - In the event that a project management software is used:
6(a) When do to the software licences expire?

MPS answer: November 2025 is the Expiry date for this contract and is the information recorded by the MPS to answer this request.

Q7 - Which departments access the software (i.e. I.T./Property etc)?

MPS answer: Digital Policing are the main users of the Execview Software within the MPS.

Q8 - How many users access the software?

MPS answer: There are 128 users of the software. This is predominately Project Managers and not all staff working on IT project related activity.