Computer Aided Facilities Management and/or Integrated Workplace Management System

Freedom of information request reference no: 01.FOI.24.035284

I note you seek access to the following information:

I am researching the use of Computer Aided Facilities Management (CAFM) and/or Integrated Workplace Management System (IWMS) in the public sector. I would welcome a response to the following questions:

• Which CAFM/IWMS systems are used in the organisation?
• When did this contract start and when does it end?
• What are the organisations plans at the end of contract?
• What are the contract values?
• Who is the senior operational contact responsible for this contract?
• Which of the following functionalities does the organisation use? Can you also indicate if these are incorporated within the software system? please elaborate.
o Planned & Reactive Maintenance
o Asset Management
o Property Management
o Lease Agreements
o Health & Safety
o Project Management
o Condition Surveys
• Are there any limitations with the software system used? please elaborate.
• Are there any upcoming plans for the adoption of new technologies or solutions? please elaborate.

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 43(2) - Commercial Interests
Section 40(2)&(3) - Personal Information

Reason for decision

Section 43(2) - Commercial Interests - provides that any information is exempt if its disclosure would, or would be likely to, prejudice the commercial interests of any person.

The MPS is a public sector organisation and as such, is accountable to the public for the way in which public money is spent.

In deciding whether to claim the Commercial Interests exemption (Section 43) of the Act, I have considered whether the public interest lies in favour of releasing the information requested or whether there is sufficient reason to support withholding it. Having considered the requested information for release, I acknowledge that there is public interest inherent in transparency when a request for information has been received.

This public interest must be balanced against any identified risk. In this case, releasing the value of the contracts is part of the tendering process and would put information into the public which would otherwise be sensitive and disadvantage companies in securing the contract. As such I have found that the release of the requested information is not in the public interest. For this reason, I have refused to release the requested information.

Section 40(2)&(3) - Personal 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 (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 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.

Having considered the release of information relating to MPS staff I have found, having considered the legitimate interest test, that:

a. The disclosure of this information would not satisfy an identifiable legitimate interest.

b. As there is no legitimate interest identified at point a I do not find there is a need for disclosure.

c. Publication of the name of this staff member would be likely to lead to unwanted and unsolicited intrusion as they all do not have public facing roles that warrants their personal information to be released. In this regard, I believe that disclosure of this personal data would be likely to cause unwarranted harm.

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.

Disclosure

Q1 - Which CAFM/IWMS systems are used in the organisation?

The Authority uses a variety of platforms to manage the estate. Principle CAFM system is delivered through outsourced Property Integrator using IBM Tririga, supplemented and integrated with Premoni (Payment/Invoicing/Document Management system). Other systems include: Manhattan which is principally an Estates Management tool and Artemis which is a Project Management system

Q2 - When did this contract start and when does it end?

CAFM - Tririga/Premoni - Commenced Apr 2022- Ends April 2029
Manhattan - Start Date Circa 2005, exact date is not recorded. Being renewed until 2026.
Artemis – started prior to 2005 however year contract commenced is not recorded. Annual subscription is being procured.

Q3 - What are the organisations plans at the end of contract?

It is envisaged that Tririga/Premoni contracts will be retained until at least the end of the Integrator contract in April 2029. Manhattan and Artemis under review but no active plans to replace.

Q4 - What are the contract values?

This is commercially sensitive and we are unable to break out the specific costs relating to the CAFM System. This is exempt by virtue of S.43 FOIA governing Commercial Interests. Please refer to the legal annex for further explanation.

Q5 - Who is the senior operational contact responsible for this contract?

This information is exempt by virtue of S.40 governing personal information.

Q6 - Which of the following functionalities does the organisation use? Can you also indicate if these are incorporated within the software system? please elaborate.
o Planned & Reactive Maintenance System - Tririga
o Asset Management System - Manhattan
o Property Management System - Manhattan
o Lease Agreements System - Manhattan
o Health & Safety - System - Tririga/Premonition
o Project Management - System - Artemis
o Condition Surveys - Non System - Bespoke Solution

Q7 - Are there any limitations with the software system used? please elaborate.

Systems utilised deliver the requirements of users within funding available.

Q8 - Are there any upcoming plans for the adoption of new technologies or solutions? please elaborate.

Integration of existing systems to improve accessibility of data. Integration review in progress.