UKGC Software Spend Tops £356k, Data Shows Expired Contracts

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A Freedom of Information (FOI) request has revealed that the UK Gambling Commission (UKGC) spends at least £356,000 annually on its core administrative software. The disclosure also indicates that several of these critical contracts, including for finance and payroll, expired at the end of 2023.

The data, released following a request dated 3 October 2023, provides a rare glimpse into the operational backbone of the organisation responsible for regulating the UK's gambling industry. These systems are essential for managing staff, finances, and relationships, with their costs ultimately funded by the licence fees paid by gambling operators.

Breakdown of Key Contracts and Costs

The FOI response details the UKGC's spending across its primary Customer Relationship Management (CRM), Human Resources (HR), and Finance software. Notably, the Commission stated it does not have a central Enterprise Resource Planning (ERP) system.

The disclosed annual spending is as follows:

• Corporate Finance: The largest single expenditure is £190,000 per year for the Great Plains finance system from supplier Nolan. According to the disclosure, this 11-year contract was set to expire on 16 December 2023.
• Customer Relationship Management (CRM): The Commission spends £72,000 annually on its Oracle Siebel CRM system, which is used by 175 staff members. This contract is due to expire on 26 November 2024, with a review scheduled for August 2024.
• Human Resources & Payroll: The HR function is split across three separate contracts totalling £94,000 per year:
  • HR Information System: A £49,000 contract with Sage People for its People Portal, which expired in May 2024.
  • Managed Payroll: A £38,000 contract with MHR International for its Itrent payroll service. This contract expired on 16 December 2023.
  • Applicant Tracking: A £7,000 contract with Webrecruit for its applicant tracking system, which expires on 28 April 2025.

Significance for Regulatory Oversight

The total disclosed spend of £356,000 highlights the significant administrative overhead required to operate the regulatory body. For consumers and the industry, the efficiency and stability of these background systems are crucial for the Commission to perform its duties effectively.

The most striking finding is the status of the expired contracts. The response, issued in late 2023, shows that the primary finance and payroll systems were due for expiry within weeks. This suggests the UKGC was either operating on short-term extensions or was in the final stages of a major procurement process that was not detailed in the response.

While the UKGC withheld the specific contact details of the contract manager, citing standard procedure, it did identify the responsible party as the Procurement Manager. The imminent review of its CRM contract and the recent expiry of other key agreements indicate that the regulator is likely to be actively tendering for new software solutions, representing a period of significant change for its internal operations.