General exception notice

Additional MS Licences

To enhance and optimise the CRM system, we will be leveraging Microsoft Dynamics 365 licenses, providing a solid foundation for managing customer relationships and business processes. In addition, we will integrate Power Platform tools, including Power Apps, Power Automate, Power BI, and Power Virtual Agents, to streamline workflows, automate key tasks, and enable data-driven decision-making. This strategic approach will drive operational efficiencies, improve user experiences, and empower teams across the organisation to work more effectively and proactively. The total cost for this initiative will be £300,000 per year for the next five years, ensuring long-term sustainability and value across the organisation.

GENERAL EXCEPTION NOTICE:

SYMCA is implementing an improved CRM system based on Microsoft technology. The expanded system requires additional licences that are not covered under SYMCA’s existing Microsoft enterprise agreement. As part of this arrangement, Microsoft has offered a 1-2-1 cost match for the first year. This offer was made in the w/c 24/02 and is only valid if finalised by the end of March 2025.

The time-sensitive nature of the offer requires urgent decision-making, and the Monitoring Officer has agreed to using the general exception provision in the constitution, which allows a five-day notice period instead of the standard 28 days. This will ensure the contract is completed and a Purchase Order (PO) is raised before the deadline.

The report seeks delegated officer approval (by Gareth Sutton, s73 Officer and Executive Director Resources and Investment) of a direct award of the contract to Insight UK for the purchase of Microsoft Dynamics 365 and Power Platform licences through the Health Trust Europe Framework. This will allow SYMCA to proceed with the CRM project on schedule, leveraging the significant cost-saving offer from Microsoft.

The Chair of SYMCA's Overview & Scrutiny Committee has been notified in accordance with Para 8 of Part 5B of the Constitution.