Procurement and Maintenance of laptop devices

ClearPseudonym made this Freedom of Information request to Department of Social Services

The request was successful.

From: ClearPseudonym

Delivered

Dear Department of Social Services,

The request:
I am seeking procurement documentation the Department holds about the purchase and the maintenance of laptops issued to staff.

To help limit the scope: I am looking for tender forms or final/signed agreements to third parties about the purchase of the devices issued to the Departmental staff in the last 2-3 years, especially for the move to the new National Office building. This information should contain financial and inventory information.

Note that I am not seeking information relating to Desktop computers or “dumb” devices used for purposes such as AV.

In terms of maintenance, I am requesting figures/inventory/statistical data around the hardware failure rate of said laptops. This may come from internal technicians where they have inspected devices and deemed them faulty. If no such data exists, the scope may include metadata/statistical data on Service Requests raised by staff about the inability to use the laptops. However, I do not need the service requests themselves, simply the stats: such as how many requests raised and triaged.

If the scope of the request is too large, please focus on the on the procurement information.

Yours faithfully
ClearPsedudonym

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From: FOI
Department of Social Services

Thank you for contacting the Freedom of Information (FOI) inbox of the
Australian Department of Social Services (the Department). Your email,
should it be a request for access to documents under the
Freedom of Information Act 1982, will be actioned by the DSS FOI Team.

If your email is for any other type of enquiry, you should direct it to
[1][email address]. It will not be actioned from this inbox.

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If you are seeking general information about FOI, you may find the
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From: BEACROFT, Melanie
Department of Social Services

Good afternoon ClearPseudonym,

Thank you for your request.

It is not entirely clear from the scope of your request exactly which documents you are requesting. To assist in clarifying your request, I have made some inquiries about the documents held by the department.

As a result, I am proposing the following revised scope:

[Item 1] Procurement plans, work orders and inventory relating to the purchase of laptops for the department for the 2017-18 financial year.

It would assist greatly in processing your request if we could limit documents to a single year. The 2017-18 financial year covers the time period of the move to the new National Office building.

In relation to the portion of your request about maintenance costs, I have been advised that all service requests relating to IT are held in a single database. In order to capture data relating only to maintenance of laptops, this database would need to be interrogated to extract only those requests that related to laptops. There are approximately 15,000 service requests made a month across the department. Even limiting your request to one year, we would need to check approximately 180,000 service requests. Assuming it takes about 1 minute to review each service request, this task would take about 3,000 hours for one person to complete. Further assessment would need to be undertaken to consider whether the service request related to a laptop fault or a user issue. Given the volume of work involved in this portion of your request it is likely to be refused under section 24 of the FOI Act as it would substantially and unreasonably divert the resources of the agency from its other operations.

Based on the above, please advise if you are willing to proceed with the scope proposed at Item 1. Note, the statutory timeframe has been suspended under section 15(2)(b) of the FOI Act until we agree on a precise scope for your request.

Please feel free to call me to discuss.

Kind regards,

Dr Melanie Beacroft
Assistant Director
Freedom of Information
Government and Executive Services Branch
Department of Social Services
P: 02 6146 0348 | E: [email address]

Please note: I do not work Wednesdays

DSS acknowledges the traditional owners of country throughout Australia, and their continuing connection to land, sea and community. We pay our respects to them and their cultures, and to elders both past and present.            

show quoted sections

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From: ClearPseudonym

Delivered

Dear Dr Beacroft,

Thank you for you reply. It has given me pause for thought, particularly around the type of data from service requests.

Please advise if it is possible to get an extension for me to provide a revised scope? Say Close-of-Business 27th July 2018.

I will likely still request [Item 1] "procurement plans, work orders and inventory".

Yours sincerely,
ClearPseudonym

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From: FOI
Department of Social Services

Good afternoon Clear Pseudonym,

Thanks for your reply. An extension for you to provide a revised scope is no problem.

The new due date is 27 July 2018.

Please let me know if I can be of any further assistance.

Kind regards,

Dr Melanie Beacroft
Assistant Director
Freedom of Information
Government and Executive Services Branch
Department of Social Services
P: 02 6146 0348 | E: [email address]

Please note: I do not work Wednesdays

DSS acknowledges the traditional owners of country throughout Australia, and their continuing connection to land, sea and community. We pay our respects to them and their cultures, and to elders both past and present.            

show quoted sections

Link to this

From: ClearPseudonym

Delivered

Dear FOI,

Thank you for your patience.

Please provide me with:
[Item 1] Procurement plans, work orders and inventory documents relating to the purchase of laptops for the department for the 2017-18 financial year.
[Item 2] Signed/Agreed support plans or Service Level Agreements with the vendors relating to Item 1
[Item 3] Options/advice papers provided to senior DSS executive about the purchase
[Item 4] Papers regarding the internal testing of devices before purchase. This may include documents that have shown pros/cons between different vendors/devices

Please advise if this scope is too broad.

Yours sincerely,

ClearPseudonym

Link to this

From: FOI
Department of Social Services

Good afternoon Clear Pseudonym,

Thanks for your reply.

I have been in contact with the line area to confirm that your new scope is sufficiently clear for us to process.

I will be back in touch as soon as possible.

Kind regards,

Dr Melanie Beacroft
Assistant Director
Freedom of Information
Government and Executive Services Branch
Department of Social Services
P: 02 6146 0348 | E: [email address]

Please note: I do not work Wednesdays

DSS acknowledges the traditional owners of country throughout Australia, and their continuing connection to land, sea and community. We pay our respects to them and their cultures, and to elders both past and present.            

show quoted sections

Link to this

From: FOI
Department of Social Services

Good afternoon Clear Pseudonym,

I wanted to provide you with an update on your request.

I have been in contact with the relevant line area hoping to establish whether your revised scope is able to be processed.

However, a number of staff absences are preventing the collection of documents.

We are hoping that staff will return to work early next week.

I will respond as soon as I have more information.

Kind regards,

Dr Melanie Beacroft
Assistant Director
Freedom of Information
Government and Executive Services Branch
Department of Social Services
P: 02 6146 0348 | E: [email address]

Please note: I do not work Wednesdays

DSS acknowledges the traditional owners of country throughout Australia, and their continuing connection to land, sea and community. We pay our respects to them and their cultures, and to elders both past and present.            

show quoted sections

Link to this

From: ClearPseudonym

Delivered

Hello Dr Beacroft,

Thank you for your update.
If you require, I am willing to to extend the statute time for your team to finalise my request.
Just let me know.

Yours sincerely,

ClearPseudonym

Link to this

From: FOI
Department of Social Services

Good afternoon Clear Pseudonym,

Thank you for your patience as I sought advice from the line area about the revised scope of your request below:

[Item 1] Procurement plans, work orders and inventory documents relating to the purchase of laptops for the department for the 2017-18 financial year.
[Item 2] Signed/Agreed support plans or Service Level Agreements with the vendors relating to Item 1
[Item 3] Options/advice papers provided to senior DSS executive about the purchase
[Item 4] Papers regarding the internal testing of devices before purchase. This may include documents that have shown pros/cons between different vendors/devices

Items 1, 2 and 3 are clear and well-defined and I can definitely process those items.

However, Item 4 presents more of a challenge. I understand that no official paper was written regarding the testing of devices. While there may be some informal email correspondence between staff, locating these emails will almost certainly attract a practical refusal reason as it would mean manually searching through all emails of about six staff over a 12 month period. As the staff work in IT, it would be impossible to automate the search to look for key words such as 'laptop' or 'testing' as this is part of the everyday work of this team and would not isolate emails relating to the specific testing of laptops you are after.

As a result, I am hoping you would agree to remove this item and agree to limit the scope to Items 1-3.

Please let me know as soon as possible and I will resume processing your request.

Kind regards,

Dr Melanie Beacroft
Assistant Director
Freedom of Information
Government and Executive Services Branch
Department of Social Services
P: 02 6146 0348 | E: [email address]

Please note: I do not work Wednesdays

DSS acknowledges the traditional owners of country throughout Australia, and their continuing connection to land, sea and community. We pay our respects to them and their cultures, and to elders both past and present.            

show quoted sections

Link to this

From: ClearPseudonym

Delivered

Hi Dr Beacroft,

Thank you for your response.

I note that Item 4 is likely to be refused under s17(2) of the FOI Act.
This surprises me as the testing of a purchase order as large and critical as this should have been formally documented.

Nevertheless, I accept your revise scope of Items 1 to 3, removing Item 4 from this request.
Hopefully Item 4 is addressed in part through those other documents.

Yours sincerely,

ClearPseudonym

Link to this

From: FOI
Department of Social Services

Thank you. Processing of your request will re-start today.

This means that the due date for you to receive a response is 30 August 2018.

Melanie

Dr Melanie Beacroft
Assistant Director
Freedom of Information
Government and Executive Services Branch
Department of Social Services
P: 02 6146 0348 | E: [email address]

Please note: I do not work Wednesdays

DSS acknowledges the traditional owners of country throughout Australia, and their continuing connection to land, sea and community. We pay our respects to them and their cultures, and to elders both past and present.            

show quoted sections

Link to this

From: FOI
Department of Social Services

Good afternoon Clear Pseudonym

 

Freedom of Information Request No. 17/18-131

 

Processing of your request is currently underway.

 

Unless you advise otherwise, duplicate documents and the names, contact
details and signatures of non-Senior Executive Service (SES) staff, as
well as mobile phone numbers and signatures of SES staff, will be excluded
from the scope of your request under s22(1)(b)(ii) of the FOI Act. If you
do require these details, please inform us within five days of this email
so that the decision maker can consider your request.

 

As previously advised, the due date for you to receive a decision is 30
August 2018.

 

I have decided that there is no charge for processing your request.

 

Kind regards

 

 

Dr Melanie Beacroft

Assistant Director

Freedom of Information

Government and Executive Services Branch

Department of Social Services
P: 02 6146 0348 | E: [email address]

 

Please note: I do not work Wednesdays

 

DSS acknowledges the traditional owners of country throughout Australia,
and their continuing connection to land, sea and community. We pay our
respects to them and their cultures, and to elders both past and
present.            

--------------------------------------------------------------------------

 

Link to this

From: ClearPseudonym

Delivered

Hi Dr Beacroft,

Just to be clear: for documentation that have SES sign-off, would those names be available?
As long as it is clear which SES has signed-off on documents that require their signature at that level (e.g. their name is listed under their hidden signature block) I am perfectly happy with those omissions.

Yours sincerely,
ClearPseudonym

Link to this

From: FOI
Department of Social Services

Yes, SES staff names will still be available. Just staff below SES-level will be redacted.

Dr Melanie Beacroft
Assistant Director
Freedom of Information
Government and Executive Services Branch
Department of Social Services
P: 02 6146 0348 | E: [email address]

Please note: I do not work Wednesdays

DSS acknowledges the traditional owners of country throughout Australia, and their continuing connection to land, sea and community. We pay our respects to them and their cultures, and to elders both past and present.            

show quoted sections

Link to this

From: FOI
Department of Social Services

Hi Clear Pseudonym,

I'm hoping to take you up on your offer below of some extra time to process your request.

I would really appreciate an extension of 11 days. This would make a decision due to you on Monday 10 September.

SI appreciate your consideration.

Kind regards,

Dr Melanie Beacroft
Assistant Director
Freedom of Information
Government and Executive Services Branch
Department of Social Services
P: 02 6146 0348 | E: [email address]

Please note: I do not work Wednesdays

DSS acknowledges the traditional owners of country throughout Australia, and their continuing connection to land, sea and community. We pay our respects to them and their cultures, and to elders both past and present.            

show quoted sections

Link to this

From: FOI
Department of Social Services

Hi Clear Pseudonym,

Just wondering if you have had a chance to consider my request for an extension below?

Melanie

Dr Melanie Beacroft
Assistant Director
Freedom of Information
Government and Executive Services Branch
Department of Social Services
P: 02 6146 0348 | E: [email address]

Please note: I do not work Wednesdays

DSS acknowledges the traditional owners of country throughout Australia, and their continuing connection to land, sea and community. We pay our respects to them and their cultures, and to elders both past and present.            

show quoted sections

Link to this

From: ClearPseudonym

Delivered

Hi Dr Beacroft,

I accept an extension of my request till CoB 10 September 2018.

Yours sincerely,

ClearPseudonym

Link to this

From: FOI
Department of Social Services

Thanks for your assistance Clear Pseudonym, your help is much appreciated!

Mel

Dr Melanie Beacroft
Assistant Director
Freedom of Information
Government and Executive Services Branch
Department of Social Services
P: 02 6146 0348 | E: [email address]

Please note: I do not work Wednesdays

DSS acknowledges the traditional owners of country throughout Australia, and their continuing connection to land, sea and community. We pay our respects to them and their cultures, and to elders both past and present.            

show quoted sections

Link to this

From: FOI
Department of Social Services

Hi Clear Pseudonym,

I am so sorry to ask, but is there any chance you would agree to a further extension until Friday 14 September?

I have had some unforeseen difficulties with a consultations regarding this request and need some more time to finalise the documents.

Thanks for your consideration,

Mel

Dr Melanie Beacroft
Assistant Director
Freedom of Information
Government and Executive Services Branch
Department of Social Services
P: 02 6146 0348 | E: [email address]

Please note: I do not work Wednesdays

DSS acknowledges the traditional owners of country throughout Australia, and their continuing connection to land, sea and community. We pay our respects to them and their cultures, and to elders both past and present.            

show quoted sections

Link to this

From: ClearPseudonym

Delivered

Hi Dr Beacroft,

Yes I accept an extension one final time till CoB Friday the 14th of September.

Yours sincerely,
ClearPseudonym

Link to this

From: FOI
Department of Social Services

Thanks so much for your help, I really appreciate it.

Dr Melanie Beacroft
Assistant Director
Freedom of Information
Government and Executive Services Branch
Department of Social Services
P: 02 6146 0348 | E: [email address]

Please note: I do not work Wednesdays

DSS acknowledges the traditional owners of country throughout Australia, and their continuing connection to land, sea and community. We pay our respects to them and their cultures, and to elders both past and present.            

show quoted sections

Link to this

From: FOI
Department of Social Services


Attachment D18 1003677 FOI Request 17 18 131 Access decision.PDF.pdf
2.0M Download View as HTML

Attachment D18 1003667 FOI Request 17 18 131 Documents in the form for release.PDF.pdf
7.5M Download View as HTML


Good afternoon Clear Pseudonym,

 

Please find attached the decision and documents for your FOI request.

 

Kind regards,

 

Dr Melanie Beacroft

Assistant Director

Freedom of Information and Portfolio Bodies

Government and Executive Services Branch

Department of Social Services
P: 02 6146 0348 | E: [email address]

 

DSS acknowledges the traditional owners of country throughout Australia,
and their continuing connection to land, sea and community. We pay our
respects to them and their cultures, and to elders both past and
present.            

--------------------------------------------------------------------------

 

Link to this

From: ClearPseudonym

Delivered

Hello Dr Beacroft,

Thank you for providing all of those documents.
Your assistance in this matter has exceeded my expectations and is greatly appreciated, thank you again.

Yours sincerely,
ClearPseudonym

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Things to do with this request

Anyone:
Department of Social Services only: