Accounts Payable and Enrolment forms

Stephanie Mottershead made this Freedom of Information request to Cardonald College Glasgow

This request has been closed to new correspondence. Contact us if you think it should be reopened.

The request was successful.

Stephanie Mottershead

Dear Cardonald College Glasgow,

1. I would like some information about the college’s current Accounts Payable processes, please indicate:
_where the Accounts Payable team is currently based and if centralised?
_ which finance system/accounting software the finance team uses to process supplier invoices?
_ how many suppliers do you have?
_ number of staff manually processing the invoices?
_ volume of paper and electronic invoices processed per annum?
_ are paper invoices scanned at all? Before or after payment?
_ any plans to look at invoice automation/ OCR scanning in the next 6 months to a year?
_ If OCR/ Invoice automation systems already in place please indicate name of supplier

2. And finally, please let me know how many enrolment forms you receive per annum?
_Do you receive them by post, fax, email or online?
_Are they manually processed by a team of people (i.e. is the forms data manually keyed in into a database)?

I look forward to a reply by email.

Yours faithfully,

Stephanie Mottershead

Anne Green, Cardonald College Glasgow

1 Attachment

Ms Mottershead

Thank you for FOI request, received today, regarding information relating
to Accounts Payable and Enrolement Forms. We will respond within the
timescales set out in the FOISA.

Please note that, to ensure the best use of public funds, the College will
estimate how much it will cost in staff time and resources to provide the
information you request and issue a fee notice to you in the advent that
the costs involved are in excess of the thresholds stipulated in the
FOISA.

Anne Green

Executive Assistant

Cardonald College Glasgow

Direct Dial: 0141 272 3202

Email: [email address]

website: [1]www.cardonald.ac.uk<http://www.cardonald.ac.uk

[2]cardonald logo cmyk.JPG

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Cathy McSkimming, Cardonald College Glasgow

From: Cathy McSkimming
Sent: 06 June 2011 16:35
To: '[FOI #73998 email]'
Cc: Anne Green
Subject: Freedom of Information request - Accounts Payable and Enrolment
forms

Dear Stephanie,

Before replying to your request can I clarify if the information you
require is in fact the number of college applications we receive and
process, rather than enrolments? Enrolment on a course takes place after
application, acceptance and offer and the majority are completed in person
at an enrolment event.

Regards,

Cathy McSkimming

Director, Quality and MIS

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Stephanie Mottershead

Dear Cathy McSkimming,

Yes i mean college applications!

Yours sincerely,

Stephanie Mottershead

Anne Green, Cardonald College Glasgow

Ms Mottershead

With reference to your recent request for information under the Freedom of Information Act, I give below the information you requested.

Where the Accounts Payable Team is currently based and if centralised?
Answer: Mosspark Drive, Glasgow, G52 3AY. Based in one office.

Which finance system/accounting software the finance team uses to process supplier invoices?
Answer: CODA/DREAM

How many suppliers do you have?
Answer: About 400 active.

Number of staff manually processing the invoices?
Answer: 1 WTE

Volume of paper and electronic invoices processed per annum?
Answer: Around 3,000 per year.

Are paper invoices scanned at all? Before or after payment?
Answer: No.

Any plans to look at invoice automation/OCR scanning in the next 6 months to a year?
Answer: Yes.

If OCR/Invoice automation systems already in place, please indicate name of supplier.
Answer: N/A

Please let me know how many enrolment forms you receive per annum?
Answer: We receive around 14,000 applications per annum.

Do you receive them by post, fax, email or online?
Answer: Forms are received by all of these methods.

Are they manually processed by a team of people (ie is the forms data manually keyed into a database?
Answer: Forms are processed by a team and keyed into a database.

Anne Green
Executive Assistant
Cardonald College Glasgow
Direct Dial: 0141 272 3202
Email: [email address]
website: www.cardonald.ac.uk<http://www.cardonald.ac.uk

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