To approve the continued maintenance of the Business World enterprise resource planning (ERP) information IT system.

The ERP IT system records, processes and documents all relevant information in relation to the general ledger, payroll, debtor and creditor records.

The current decision approval to maintain the system expires on 31 March 2020, this report recommends that the current arrangements continue for a further period of up to ten years.

The continued current arrangement is recommended because the ERP IT system has been substantially be-spoked to provide the IT support service required and Unit 4 are the only available current system maintenance provider to ensure the continued maintenance and support service the system requires to remain fit for purpose.

That:

The annual rolling maintenance contract for the Business World ERP IT system continues with Unit 4 for a further ten year period, under Regulation 32 of the Public Contract Regulations 2015. The total annual maintenance and support cost is £114k.

1.         To not continue to maintain the ERP IT system is not recommended. The system has a high volume of daily access and needs to be recording, maintaining, calculating and providing accurate immediate compliant financial and human resources (HR) data. To ensure this is maintained, and key IT system failure is avoided, regular and frequent IT support and maintenance is required.

2.         To not maintain the current system and replace the IT system. This is not recommended due to the high level of cost and disruption this would cause. The current system has been put in place at substantial cost, it receives continuous improvements to ensure it meets the evolving needs of the business and the continued annual maintenance cost is within the council's existing budget.