Responses

Dear FOI Officer

I am writing to request information under the Freedom of Information Act 2000.

I would be grateful if you could complete the attached spreadsheet which has all of the information I am requesting. If you can complete the attachment with your organisation name at the top I would be very grateful. You may need to expand the columns in excel to see all of the questions.

Questions Answers
Organisation Name Gloucestershire Health and Care NHS Foundation Trust
Do all of your users primarily use a LOCAL Trust owned O365 tenant for email/Teams or are you on the central national tenant (nhs.net) Local/Central
Do you use the central tenant InTune MDM yes/no
Do you use your own InTune MDM yes/no
If not using InTune as MDM, which product do you use Name of product here
Do you have PowerBI/Fabric in central tenant yes/no
Do you have a Microsoft Enterprise Agreement yes/no
Microsft end user license costs 22/23 (ex VAT) Costs as a figure here
Microsft end user license costs 23/24 (ex VAT) Costs as a figure here
Microsft end user license costs 24/25 (ex VAT) Costs as a figure here
Microsft end user license costs 25/26 (ex VAT) – to date Costs as a figure here
Do you have plans to move to the central tenant if you have not already yes/no
Microsoft License renewal date Date here

End User Licenses most recently purchased below
Microsoft License Name Total Number of Licenses purchased
Enterprise Mobility + Security E3
Enterprise Mobility + Security E5
Exchange Online (Plan 2)
Microsoft 365 Apps for enterprise
Microsoft 365 Copilot
Microsoft 365 E3
Microsoft 365 E5
Microsoft 365 F3
Microsoft Entra ID P1
Microsoft Entra ID P2
Microsoft Intune Plan 1 Device
Microsoft Intune Plan 1 User
Microsoft Teams Domestic Calling Plan
Microsoft Teams Phone Standard
Microsoft Teams Premium
Microsoft Teams Rooms Pro
Office 365 E1
Office 365 E3
Office 365 E5
Planner and Project Plan 3
Planner and Project Plan 5
Planner Plan 1
Power Automate Premium
Power BI Pro
Project Online Essentials
Visio Plan 1
Visio Plan 2
Any other end user Microsoft Licenses below

If this information is already publicly available, please direct me to where I can find it.

I would prefer to receive the information in CSV or excel spreadsheet format please

Please just reply to this email with the relevant attachment completed.

Yours faithfully,

Dear Gloucestershire Health and Care NHS Foundation Trust,

Please can you answer the following questions regarding the Trust’s print and document management set up under the Freedom of Information Act:

1. During 2025, approximately how many paper documents created in clinical or administrative settings were later scanned or uploaded into the Trust’s electronic patient record system?
2. During 2025, what was the total number of pages printed by the Trust?
3. How many printers or multifunction devices (MFDs) were in active use across the Trust during 2025?
4. How many print- or scanning-related faults or failures were logged during 2025?
5. Does the Trust maintain physical storage for legacy medical records, and if so, are those records primarily stored on Trust premises, or off-site with a third-party provider?
6. During 2025, approximately how many outpatient or patient appointment communications were issued by post or hybrid mail?
7. During the same period, how many missed or unattended appointments (“no-shows”) were recorded? And how many of those no-shows were attributed to appointment communications not being received or acknowledged by the patient?

I’ve tried to align these questions with what I assumed to be easily accessible data that can be gathered within FOI time and budget limits. If for any reasons these questions can’t be answered, please I would be very grateful if can you instead advise on any similar metrics reported that could be shared instead?

I would be grateful if you would acknowledge receipt of this request and I look forward to receiving your full response in 20 working days.

With kind regards,

Dear, Gloucestershire Health and Care NHS Trust
Under the Freedom of Information Act, I would like to request the following information.

1. Telephone System

What make is your telephone system?
How old is the telephone system you operate?
How many users do you have?
Is your telephone system cloud based or on premise?
Can your switchboard operators transfer external incoming calls to all users across your estate?
How many extensions does your telephone system have?

2. Telecoms Estate

How much do you spend annually on telecoms?
Do you know how this is split into Voice Telecoms / Data Networking / Mobile Communications / Maintenance?
Which suppliers do you use for Voice / Data / Mobile / Maintenance?
How many analogue lines do you have?
How many ISDN2 Services do you have?
How many ISDN30 Services do you have?
How many mobiles do you have?
Have you done anything about the Analogue Switch Off / Digital Switch On? If so, what have you done?
What are the contact details for the person who looks after telecoms and the costs associated with these?

3. Microsoft

How much do you spend annually with Microsoft?
How often do you review licensing costs?

Many Thanks & Best Regards

Dear Gloucestershire Health and Care NHS Foundation Trust,
Please can you answer the following questions regarding the Trust’s IT set up under the Freedom of Information Act:

1. What was the typical average login time for staff devices, measured from power-on to a usable desktop session, during the 2025 calendar year?
2. How many endpoint or device-related incidents (for example PCs, laptops or tablets) were logged with the IT service desk between 1 January and 31 December 2025?
3. What was the average time taken to resolve endpoint or access-related incidents (mean time to restore, in hours) during the same period?
4. How many IT-related service interruptions affecting clinical or administrative workflows were recorded between 1 January and 31 December 2025?
5. How many clinically significant IT outages were recorded during 2025, and what was the cumulative total duration of these outages (in hours)?
6. As of 31 December 2025, how many desktops and laptops were in active use within the Trust, and how many of these devices were more than five years old?
7. How many staff did not have a designated digital workstation as part of their role during 2025? And what percentage is this compared to the Trust’s total staff number?
8. During 2025, did the Trust use any tools or platforms to proactively monitor staff’s device health or digital workplace experience (for example endpoint management, device health monitoring or digital experience management)?
If yes, please indicate which of the following best applies:
o basic device management only (reactive / break-fix)
o proactive device health monitoring
o proactive digital experience or workforce experience monitoring

I’ve tried to align these questions with what I assumed to be easily accessible routinely reported IT data that can be gathered within FOI time and budget limits. If for any reasons these questions can’t be answered, please I would be very grateful if can you instead advise on any similar metrics reported that could be shared instead?
I would be grateful if you would acknowledge receipt of this request and I look forward to receiving your full response in 20 working days.

Dear FOI Team,

I am writing to make a request under the Freedom of Information Act 2000 for the following information relating to your Trust’s Electronic Patient Record (EPR) system:

1. The name of your current EPR system and the supplier/vendor

2. The contract start date and total contract duration (including any extension options)

3. The contract end date (or earliest date at which the contract could expire)

4. Whether any extension options have already been exercised

5. The total annual contract value (or total contract value if annual is not available)

6. Whether the Trust is currently undertaking, or planning to undertake, a procurement exercise for a new or replacement EPR system

7. If a procurement is planned, the anticipated timeline for issuing a tender or Prior Information Notice

If any of the above information is commercially sensitive and exempt under Section 43, I would be grateful if you could provide as much of the remaining information as possible and confirm which elements have been withheld.

I would prefer to receive the response electronically by email.

Thank you for your assistance.

Yours sincerely,