DMFD2 Microsoft Licensing Renewals for the London Fire Brigade

Type of decision: 
Deputy Mayor for Fire decision
Code: 
DMFD2
Date signed: 
05 June 2018
Decision by: 
Fiona Twycross, Deputy Mayor, Fire and Resilience

Executive summary

London Fire Brigade adopted Microsoft Office in 1999. A corporate budget is in place for the licensing of these products. The licensing arrangement with Microsoft requires a three-yearly confirmation of the Brigade’s requirements against its current licensing structure and prices.

The London Fire Commissioner Governance Direction 2018 sets out a requirement for the London Fire Commissioner to seek prior consent before ‘[a] commitment to expenditure (capital or revenue) of £150,000 or above’. The Direction also provides the Deputy Mayor with the authority to ‘give or waive any approval or consent required by [the] Direction’.

This decision form requests that the Deputy Mayor for Fire and Resilience waives the requirement for the London Fire Commissioner to receive prior consent for expenditure relating to Microsoft software licence renewals, providing this expenditure falls within the agreed annual budget envelope for such expenditure.

Decision

The Deputy Mayor for Fire and Resilience waives the requirement, under The London Fire Commissioner Governance Direction 2018, on the London Fire Commissioner to receive prior consent from the Deputy Mayor for Fire and Resilience for expenditure relating to Microsoft software licence renewals, providing that expenditure is within the annually agreed relevant budget line.

Part 1: Non-confidential facts and advice

Introduction and background

London Fire Brigade adopted Microsoft Office in 1999. A corporate budget of £687k is in place for the licensing of these products. The licensing arrangement with Microsoft requires a three-yearly confirmation of the Brigade’s requirements against current licensing structure and prices.

The London Fire Commissioner Governance Direction 2018 sets out a requirement for the London Fire Commissioner to seek prior consent before ‘[a] commitment to expenditure (capital or revenue) of £150,000 or above’. The Direction also provides the Deputy Mayor for Fire and Resilience with the authority to ‘give or waive any approval or consent required by [the] Direction’.

The Brigade’s effective management of Microsoft Office licenses would be aided by the Deputy Mayor giving such a waiver to the requirement to seek prior consent for related expenditure. This would be in line with the approach that existed under the previous governance arrangements for the Brigade – which came to an end with the abolition of the London Fire and Emergency Planning Authority on 1 April 2018 – under which Microsoft Office license renewals were subject to an officer delegation. The London Fire Commissioner is considering delegating the consideration of Microsoft licence matters to the Brigade’s Chief Information Officer—the previous holder the aforementioned officer delegation.

Objectives and expected outcomes

This Decision ensures that the London Fire Brigade officers are able to continue to access necessary facilities beyond June 2018. The Decision also ensures that routine management matters are considered appropriately and efficiently

Equality comments

The Public Sector Equality Duty – and the potential impacts of this decision on those with protected characteristics (age, disability, gender reassignment, pregnancy and maternity, race, gender, religion or belief, sexual orientation) – has been considered. No impacts have been identified.

Other considerations

Microsoft will need to be notified of the Brigade’s licensing requirements for the three years from July 2018 by 11 June 2018 to be able to conclude the necessary agreements in sufficient time.

Financial comments

The expenditure is to be funded through sums available to the Commissioner. There are no direct financial implications for the GLA.


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