The Director of Corporate Resources/Deputy CEO has decided to appoint a supplier for the replacement of crematorium and cemeteries software.

URL: https://mansfield.moderngov.co.uk/ieDecisionDetails.aspx?ID=2022

Decision Maker: Director of Corporate Resources/Deputy CEO

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Purpose: Appoint a supplier for the crematorium and cemeteries software

Content: Appointment of Supplier - Crematorium and Cemeteries Software Replacement     1.     To award a 2-year contract with an option to extend the contract for an additional year via direct award using the G-Cloud 14 framework to supply the Crematorium and Cemeteries software, to replace the existing system.     2.      The Legal Services Manager be authorised to negotiate, finalise and complete all necessary legal agreements and other documents to give effect to the above.       The existing crematorium software (BACAS) was implemented around 25 years ago and while the system was never fully utilised to its full potential, it currently does not fair well with more intelligent alternative options.  The current system does not integrate well with Civica or Govmail systems and does not meet the requirements of the crematorium’s digitalised service, without the need for significant investment to the existing software.   The current system is not cloud-based and therefore updates and ‘fixes’ to errors within the system can become complex and issues cannot be resolved quickly.   An upgrade to the existing system is to provide further manpower efficiency savings and streamline existing processes, including online service bookings, cemetery mapping, memorial ordering, stonemason portal, genealogy searches and financial management.  Key system requirements include:   ·       Effective communication with the existing internal finance system to provide accurate accounting for the bereavement services provision; reducing the need for staff to work between two systems and minimising inaccuracies in the data ·       Provide the ability for funeral directors to book their own services online, reducing the time needed for administrative staff to man the crematorium phones; calls from funeral directors placing bookings, currently accounts for 75% of all incoming calls ·       Provide a facility to be able to map cemetery memorials and log results from inspection surveys ·       Provide cemetery mapping software that allow for members of the public to access cemetery information online, again reducing manpower requirements. Grave mapping is a statutory requirement and currently paper-based cemetery maps are utilised creating bottlenecks in processing of grave interments and errors from not having accurate grave information in real time.   The current system is administration-heavy reducing the time spent with families, the vision for the crematorium is to enhance the service user experience through the delivery of bereavement support services. Reducing administrative time will enable officers to engage more in much needed time supporting families on their bereavement journey with access to support services and identifying appropriate memorialisation.    While the service has made steps in digitalising the process, further improvements can be made with the implementation of a more intelligent system.   The proposed system requires implementation costs and ongoing annual support costs, and this would incorporate the fundamental software, mapping software and memorial testing along with the integration to our existing finance system, Civica.   Through the NCC procurement team, market testing has been carried out, and this has identified a suitable provider that delivers an enhanced service, not seen with alternative providers.  Due to the enhancements with the system, direct award is appropriate and approved on the G-Cloud 14 framework.  The required procurement notice has been issued to NCC procurement team.   A data protection impact assessment has been completed in order to identify and understand the mitigations required to reduce at data protection risk.   The financing of the replacement software is to be split between the Joint Crematorium Committee (JCC) and Mansfield District Council.  The JCC approved the crematorium element at the committee meeting on the 23rd February 2026 and the cemeteries element was approved by MDC Transformation Group.   Remain with existing provider - Remaining with the existing provider represents a mid-range financial option over 3 years. However, the upgrade only enables cloud hosting and does not significantly improve system functionality or resolve current operational issues. Annual support costs remain high, and there are no forecasted efficiency savings or reductions in administrative workload.   Upgrade to alternative systems in the market – market testing has been carried out on alternative systems. While alternative providers provided an enhanced experience, additional mapping costs significantly increased costs on the basis that an external provider would have to be sought to carry out this exercise.  In addition to this, the additional add-ons to the system provided a far superior stakeholder experience.  

Date of Decision: July 2, 2026