Request for information - Ref No: FOI241238
Request
We received your request on 16 April 2024.
We have handled your request under the Freedom of Information Act (FOIA) 2000.
A copy of your request is set out in the extract below:
"To Whom It May Concern,
- Are Ordnance Survey (OS) currently using Microsoft Office M365/O365 subscriptions to licence its desktops?
- If the answer to question 1 is yes, can you confirm the date (OS) initially migrated to Microsoft Office M365/O365
- If the answer to question 1 is yes, can you confirm what version(s) and quantities of perpetual (owned outright)/On Premise desktop application licences (such as Microsoft Office) were previously used to licence your desktops?
- Did (OS) use the 'FromSA' product SKU when it initially migrated to M365/O365 to obtain discounts?
If OS have migrated to M365/O365 please answer the following:
- Did Microsoft (or a third party on its behalf) carry out an audit of your Microsoft software assets in the period prior to your potential migration to O365/M365?
- If so, what date did any such audits start and finish?
- What is the corporate identity of the party carrying out the audit, e.g. Microsoft or the name of the third-party auditing company?
- Did the audit identify any breaches of, underlicensing, or non-compliance with, your licensing conditions?
- If so, were any incentives relating to such breaches or non-compliance given by Microsoft to encourage your organisation to move to Microsoft cloud subscription licences?
- If so, please provide details/documentation of these incentives.
Please note; Under s.3(2) of FOIA, a public enterprise/organisation is obliged to provide information that it either holds or is held on its behalf. As a matter of law, information is held on a public enterprise/organisation’s behalf if it has a contractual right to view that information. We are not requesting this information to generate any commercial activity, nor are we carrying out any journalistic investigations.”
Our response
I confirm that Ordnance Survey does hold the information you have requested.
Taking each request in turn, I confirm the following:
1. Are Ordnance Survey (OS) currently using Microsoft Office M365/O365 subscriptions to licence its desktops?
Yes.
2. If the answer to question 1 is yes, can you confirm the date (OS) initially migrated to Microsoft Office M365/O365?
1 December 2017.
3. If the answer to question 1 is yes, can you confirm what version(s) and quantities of perpetual (owned outright)/On Premise desktop application licences (such as Microsoft Office) were previously used to licence your desktops?
There were 1200 licences consisting of Microsoft Pro Plus and Microsoft Office 2016 with Software Assurance.
4 Did (OS) use the 'FromSA' product SKU when it initially migrated to M365/O365 to obtain discounts?
Yes.
If OS have migrated to M365/O365 please answer the following:
5. Did Microsoft (or a third party on its behalf) carry out an audit of your Microsoft software assets in the period prior to your potential migration to O365/M365?
No.
6. If so, what date did any such audits start and finish?
Not applicable.
7. What is the corporate identity of the party carrying out the audit, e.g. Microsoft or the name of the third-party auditing company?
Not applicable.
8. Did the audit identify any breaches of, underlicensing, or non-compliance with, your licensing conditions?
Not applicable.
9. If so, were any incentives relating to such breaches or non-compliance given by Microsoft to encourage your organisation to move to Microsoft cloud subscription licences?
Not applicable.
10. If so, please provide details/documentation of these incentives.
Not applicable.
Internal review
Your enquiry has been processed according to the Freedom of Information Act (FOIA) 2000. If you are unhappy with our response, you may request an internal review with our Internal Review Officer by contacting them, within two months of receipt of our final response to your Freedom of Information (FOI) request, as follows:
Internal Review Officer
Customer Service Centre
Ordnance Survey
Adanac Drive
Southampton
SO16 0AS
Please include the reference number above. You may request an internal review where you believe Ordnance Survey has:
- Failed to respond to your request within the time limits (normally 20 working days)
- Failed to tell you whether or not we hold the information
- Failed to provide the information you have requested
- Failed to explain the reasons for refusing a request
- Failed to correctly apply an exemption or exception
The Internal Review Officer will not have been involved in the original decision. They will conduct an independent internal review and will inform you of the outcome of the review normally within 20 working days, but exceptionally within 40 working days, in line with the Information Commissioner’s guidance.
The Internal Review Officer will either: uphold the original decision, provide an additional explanation of the exemption/s applied or release further information, if it is considered appropriate to do so.
Appeal to Information Commissioner’s Office (ICO)
If you are still dissatisfied after our internal review, you can complain to the Information Commissioner’s Office (ICO). You should make complaints to the ICO within six weeks of receiving the outcome of an internal review. The easiest way to lodge a complaint is through the ICO website.