Council Expenditure or Payment to Suppliers from JUL 2019 to DEC 2019

The request was successful.

Dear Pembrokeshire Council,

I'd like to make a request under the Freedom of Information act for all transactions over £500 from JUL 2019 to DEC 2019. Please provide the data in a machine readable format (preferably CSV). As a minimum, please be sure to include the date, value, recipient and the procurement category of each transaction.

For avoidance of doubt, I am making this request under the Freedom of Information Act. I await your response within 20 working days.

Yours faithfully,
Nikhil Prabhu

Freedom Of Information, Pembrokeshire County Council

1 Attachment

If you have received this email in error, please notify us by telephone on
01437 764551 and delete it from your computer immediately. Os ydych chi
wedi derbyn yr e-bost hwn trwy gamgymeriad, byddwch cystal â rhoi gwybod
inni trwy ffonio 01437 764551. Wedyn dylech ddileu’r e-bost ar unwaith
oddi ar eich cyfrifiadur.

 

Dear Nikhil Prabhu,

 

Thank you for contacting Pembrokeshire County Council. We acknowledge
receipt of your request for information.

 

Depending upon the nature of your request it will be processed under the
Freedom of Information Act 2000, or the Environmental Information
Regulations 2004.

 

In either case a response will be issued no later than 16/03/2020, which
is the 20 working day statutory timescale. If we require additional time
we will inform you in accordance with the legislation.

 

Responses to requests for information are routinely published on the
Council’s website: [1]disclosure log. If you find the information you have
requested is already available on our website please contact us to cancel
your request. 

 

The Freedom of Information Team’s Fair Processing Notice, is available on
our website:
[2]https://www.pembrokeshire.gov.uk/privacy...

 

Kind Regards,

Caitlin Jennings

 

[3]cid:image001.jpg@01D4C869.7501CAC0 The FOI Team

 

Pembrokeshire County
Council / Cyngor Sir Benfro

County Hall / Neuadd y Sir

Haverfordwest / Hwlffordd

SA61 1TP

 

Tel / Ffon: 01437 77 5272

Email / E-bost:
[4][Pembrokeshire County Council request email]

Publication Scheme: [5]https://www.pembrokeshire.gov.uk/publica...

Cynllun Cyhoeddi: [6]https://www.sir-benfro.gov.uk/cynllun-cy...

 

Disclosure Log:
[7]https://www.pembrokeshire.gov.uk/freedom...

Cofnod Datgeliadau:
[8]https://www.sir-benfro.gov.uk/rhyddid-gw...

___________________________________________________________________________________________________________________________________________________________________

We welcome correspondence in Welsh and English.  We will respond in the
language in which the correspondence is received (unless you ask us to do
otherwise).  /  Byddwn yn ymateb yn yr un iaith â’r ohebiaeth a
dderbyniwyd (oni bai eich bod yn gofyn i ni wneud yn wahanol).

 

show quoted sections

Dear Freedom Of Information,

May I request an update?

Yours sincerely,
nikhil prabhu

Freedom Of Information, Pembrokeshire County Council

2 Attachments

Dear Nikhil Prabhu,

 

This is to inform you that your request has been considered and our
response is provided in the attached document. We trust this information
meets your requirements at this time and we believe this request is
complete and now closed. Should any further information be requested
regarding this topic, a separate request will need to be submitted.

                        

If you believe you have not been provided with the information you
requested, you have the right to request an internal review. Internal
review requests should be submitted within two months of the date of
receipt of the response to your original request, and should be addressed
to:

 

Freedom of Information

Pembrokeshire County Council

County Hall

Haverfordwest

SA61 1TP

[1][Pembrokeshire County Council request email]

 

 

If you are not satisfied following the outcome of a review, you can make
an appeal to the Information Commissioner, who is the statutory regulator.
The Information Commissioner can be contacted at:

 

Information Commissioner’s Office

2^nd Floor,

Churchill House

Churchill Way

Cardiff

CF10 2HH

           [2]https://ico.org.uk/

 

Kind Regards,

Caitlin Jennings

 

[3]cid:image001.jpg@01D4C869.7501CAC0 The FOI Team

 

Pembrokeshire County
Council / Cyngor Sir Benfro

County Hall / Neuadd y Sir

Haverfordwest / Hwlffordd

SA61 1TP

 

Tel / Ffon: 01437 77 5272

Email / E-bost:
[4][Pembrokeshire County Council request email]

Publication Scheme: [5]https://www.pembrokeshire.gov.uk/publica...

Cynllun Cyhoeddi: [6]https://www.sir-benfro.gov.uk/cynllun-cy...

 

Disclosure Log:
[7]https://www.pembrokeshire.gov.uk/freedom...

Cofnod Datgeliadau:
[8]https://www.sir-benfro.gov.uk/rhyddid-gw...

show quoted sections

 

We welcome correspondence in Welsh and English.  We will respond in the 
language in which the correspondence is received (unless you ask us to do 
otherwise).  /  Byddwn yn ymateb yn yr un iaith â’r ohebiaeth a 
dderbyniwyd (oni bai eich bod yn gofyn i ni wneud yn wahanol).

 

 

 

-------------------------------------------------------------------

Please use this email address for all replies to this request:

[15][FOI #646925 email]

 

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:

[16]https://www.whatdotheyknow.com/help/offi...

 

For more detailed guidance on safely disclosing information, read the
latest advice from the ICO:

[17]https://www.whatdotheyknow.com/help/ico-...

 

Please note that in some cases publication of requests and responses will
be delayed.

 

If you find this service useful as an FOI officer, please ask your web
manager to link to us from your organisation's FOI page.

 

show quoted sections

Dear Freedom Of Information,

Thank you for your response, however we had requested "itemized" transactions for Suppliers, i.e., payments made at the daily level. Could you please re-send the file with "Table 4 - Creditors" sheet in the same format as "Table 2 - Purchase Cards" sheet?

Yours sincerely,
nikhil prabhu

Freedom Of Information, Pembrokeshire County Council

1 Attachment

If you have received this email in error, please notify us by telephone on
01437 764551 and delete it from your computer immediately. Os ydych chi
wedi derbyn yr e-bost hwn trwy gamgymeriad, byddwch cystal â rhoi gwybod
inni trwy ffonio 01437 764551. Wedyn dylech ddileu’r e-bost ar unwaith
oddi ar eich cyfrifiadur.

 

Dear Nikhil Prabhu,

 

Further to your recent email following receipt of your FOI response 10437,
I regret to inform you that the information is not recorded in the format
(transaction dates) you have requested for Creditors payments.

 

We are not required to answer a question if we do not already have the
relevant information in recorded form. We are not required to create new
information or find the answer to a question.

 

The Act only covers recorded information we hold. When compiling a
response to a request for information, we may have to draw from multiple
sources of information we hold, but we do not have to make up an answer or
find out information from elsewhere if we do not already have the relevant
information in recorded form.

 

I hope this is of assistance, if you have any queries please do not
hesitate to contact me.

 

Kind Regards,

Caitlin Jennings

 

[1]cid:image001.jpg@01D4C869.7501CAC0 The FOI Team

 

Pembrokeshire County
Council / Cyngor Sir Benfro

County Hall / Neuadd y Sir

Haverfordwest / Hwlffordd

SA61 1TP

 

Tel / Ffon: 01437 77 5272

Email / E-bost:
[2][Pembrokeshire County Council request email]

Publication Scheme: [3]https://www.pembrokeshire.gov.uk/publica...

Cynllun Cyhoeddi: [4]https://www.sir-benfro.gov.uk/cynllun-cy...

 

Disclosure Log:
[5]https://www.pembrokeshire.gov.uk/freedom...

Cofnod Datgeliadau:
[6]https://www.sir-benfro.gov.uk/rhyddid-gw...

___________________________________________________________________________________________________________________________________________________________________

We welcome correspondence in Welsh and English.  We will respond in the
language in which the correspondence is received (unless you ask us to do
otherwise).  /  Byddwn yn ymateb yn yr un iaith â’r ohebiaeth a
dderbyniwyd (oni bai eich bod yn gofyn i ni wneud yn wahanol).

 

show quoted sections

Dear Freedom Of Information,

I would like to appeal your response that "I regret to inform you that the information is not recorded in the format (transaction dates) you have requested for Creditors payments."

All Councils in Wales have provided us with itemized transaction dates for Creditors payments. Besides, Pembrokeshire council has itself provided us with this data (twice) in the past.

All councils now have a sophisticated accounting system which enables information to be downloaded using the in-built software. Payment/Transaction dates are a fundamental unit of financial systems. Notably a very crucial part of the accounting function is to close the books (Nominal Ledger) on a monthly basis and review the account in detail. This would mean examining transactions and correcting any incorrect transactions. If this is not happening, then, one would question good financial practices at Pembrokeshire. These statements would form part of Monthly Management Accounts/ Management Information. If not is the council managing its finances accurately and have the auditors not noticed this issue which would raise serious issues around the management of finances. We are not reinventing the wheel - all we seem to ask is the daily payments they would have to extract. If you cannot do that then I would certainly feel concerned if proper accounting practices are being applied at Pembrokeshire.

Hence, i would like to dispute the council's decision to not supply this information for my current request.

Thank you,
Yours sincerely,
nikhil prabhu

Freedom Of Information, Pembrokeshire County Council

1 Attachment

Dear Nikhil Prabhu,

 

Please accept my apologies for not acknowledging or responding to your
request for internal review sooner. Due to current circumstances in the
Local Authority some staff members have been undertaking urgent
Coronavirus-related work in addition to their normal roles, as such we
have not had an opportunity until now to discuss the issues you raised
with the Service concerned.

 

I have now made contact with the officer who provided your response and
they have explained the following with regards to transaction dates;

 

The Purchase Card system is different to the Creditors system as that
system is entirely based around transactions with each payment being a
transaction.  Invoices that go through the Creditors system do have a
payment date but reporting on a payment date for each individual invoice
would be an extensive exercise and would take in excess of 18 hours.
Section 12 of the FOI Act makes provision for public authorities to refuse
requests for information where the cost of dealing with them would exceed
the appropriate limit, which for local government is set at 18 hours/2.5
working days in determining whether the department holds the information
and in regards to locating, retrieving and extracting the information.

 

Each of the payments in the report would have multiple invoices. For
example, ‘Shangrila’ had 385 payments during the time period you have
requested but each of those payments have multiple invoices associated
with it so for that supplier there could be 4000+ lines of detail alone.
It would also be a manual exercise to sort the data as we do not have a
report function that extracts the data straight off. Under FOIA, we also
are not required to answer a question if we do not already have the
relevant information in recorded form. We are not required to create new
information or find the answer to a question.

The Act only covers recorded information we hold. When compiling a
response to a request for information, we may have to draw from multiple
sources of information we hold, but we do not have to make up an answer or
find out information from elsewhere if we do not already have the relevant
information in recorded form.

 

We will endeavour to provide more detailed information when we transfer to
our new Finance system. However, we are unable to confirm that we will be
able to provide the information in the format you would like from the new
system (even if it can produce it) because of the sheer volume of
information involved (and the time it would take to locate, retrieve and
extract).

 

I hope this is of assistance and helps to explain the reasons why
providing this information in relation to purchase card information
exceeds the appropriate cost limit. However, if you have any queries
please do not hesitate to contact me.

 

If you are not satisfied with the outcome of a review, you can make an
appeal to the Information Commissioner, who is the statutory regulator.
The Information Commissioner can be contacted at:

 

Information Commissioner’s Office

2^nd Floor,

Churchill House

Churchill Way

Cardiff

CF10 2HH

           [1]https://ico.org.uk/

 

Kind Regards,

Caitlin Jennings

 

[2]cid:image001.jpg@01D4C869.7501CAC0 The FOI Team

 

Pembrokeshire County
Council / Cyngor Sir Benfro

County Hall / Neuadd y Sir

Haverfordwest / Hwlffordd

SA61 1TP

 

Tel / Ffon: 01437 77 5272

Email / E-bost:
[3][Pembrokeshire County Council request email]

Publication Scheme: [4]https://www.pembrokeshire.gov.uk/publica...

Cynllun Cyhoeddi: [5]https://www.sir-benfro.gov.uk/cynllun-cy...

 

Disclosure Log:
[6]https://www.pembrokeshire.gov.uk/freedom...

Cofnod Datgeliadau:
[7]https://www.sir-benfro.gov.uk/rhyddid-gw...

show quoted sections

 

We welcome correspondence in Welsh and English.  We will respond in the 
language in which the correspondence is received (unless you ask us to do 
otherwise).  /  Byddwn yn ymateb yn yr un iaith â’r ohebiaeth a 
dderbyniwyd (oni bai eich bod yn gofyn i ni wneud yn wahanol).

 

 

 

-------------------------------------------------------------------

Please use this email address for all replies to this request:

[13][FOI #646925 email]

 

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:

[14]https://www.whatdotheyknow.com/help/offi...

 

For more detailed guidance on safely disclosing information, read the
latest advice from the ICO:

[15]https://www.whatdotheyknow.com/help/ico-...

 

Please note that in some cases publication of requests and responses will
be delayed.

 

If you find this service useful as an FOI officer, please ask your web
manager to link to us from your organisation's FOI page.

 

show quoted sections

Dear Freedom Of Information,

Thank you for your response. The creditors data in its present form is of little use to us. Since you are unable to provide itemized transactions for "Table 4 - Creditors" sheet, we would like to narrow the scope our request to just include HSC payments & only for the creditors data.

If it would help, we are looking for payments made to suppliers who provide a service in Health and Social Care ONLY. This would include all suppliers falling under the following categories :-

1. Payments to suppliers who provide fostering and adoption services to the council
2. Payments to suppliers who provide care services to the council. This
would include suppliers who provide care under each of the categories below
a. Children's Residential/ Nursing Care Providers
b. Adult Residential/ Nursing Care Providers
c. Elderly Residential/ Nursing Care Providers
d. Domiciliary Care Home Providers
e. Supported Living Care Home Providers
f. Care at Home Providers
g. Providers who carry out Homeless Services
3. Payments to suppliers who provide Special Education Services

Please provide the data in a machine readable format (preferably CSV). We sincerely hope the Council may now accommodate our request.

Thank you,
Sincerely,
Nikhil Prabhu

Freedom Of Information, Pembrokeshire County Council

1 Attachment

If you have received this email in error, please notify us by telephone on
01437 764551 and delete it from your computer immediately. Os ydych chi
wedi derbyn yr e-bost hwn trwy gamgymeriad, byddwch cystal â rhoi gwybod
inni trwy ffonio 01437 764551. Wedyn dylech ddileu’r e-bost ar unwaith
oddi ar eich cyfrifiadur.

 

Dear Nikhil Prabhu,

 

Thank you for contacting Pembrokeshire County Council. We acknowledge
receipt of your request for information.

 

Depending upon the nature of your request it will be processed under the
Freedom of Information Act 2000, or the Environmental Information
Regulations 2004.

 

We will make every effort to comply with our obligations under Freedom of
Information Act, and hope to provide you with a response by 18/05/2020,
which is the 20 working day statutory timescale. But in these
unprecedented times, there may be occasions where we are delayed in our
responses. If there is going to be a delay in your response we will inform
you of this accordingly.

 

Responses to requests for information are routinely published on the
Council’s website: [1]disclosure log. If you find the information you have
requested is already available on our website please contact us to cancel
your request. 

 

The Freedom of Information Team’s Fair Processing Notice, is available on
our website:
[2]https://www.pembrokeshire.gov.uk/privacy...

 

Kind Regards,

Caitlin Jennings

 

[3]cid:image001.jpg@01D4C869.7501CAC0 The FOI Team

 

Pembrokeshire County
Council / Cyngor Sir Benfro

County Hall / Neuadd y Sir

Haverfordwest / Hwlffordd

SA61 1TP

 

Tel / Ffon: 01437 77 5272

Email / E-bost:
[4][Pembrokeshire County Council request email]

Publication Scheme: [5]https://www.pembrokeshire.gov.uk/publica...

Cynllun Cyhoeddi: [6]https://www.sir-benfro.gov.uk/cynllun-cy...

 

Disclosure Log:
[7]https://www.pembrokeshire.gov.uk/freedom...

Cofnod Datgeliadau:
[8]https://www.sir-benfro.gov.uk/rhyddid-gw...

show quoted sections

Dear Freedom Of Information,

May I request an update at this point?
Of course being cognizant of the current situation.

Thank you,
Yours sincerely,
nikhil prabhu

Freedom Of Information, Pembrokeshire County Council

2 Attachments

Dear Nikhil Prabhu,

 

There is currently no update as it is still in progress. We aim to provide
you with a response by 18/05/2020. However in these unprecedented times,
there may be occasions where we are delayed in our responses. If there is
going to be a delay in your response we will inform you of this
accordingly.

 

Kind Regards,

Caitlin Jennings

 

[1]cid:image001.jpg@01D4C869.7501CAC0 The FOI Team

 

Pembrokeshire County
Council / Cyngor Sir Benfro

County Hall / Neuadd y Sir

Haverfordwest / Hwlffordd

SA61 1TP

 

Tel / Ffon: 01437 77 5272

Email / E-bost:
[2][Pembrokeshire County Council request email]

Publication Scheme: [3]https://www.pembrokeshire.gov.uk/publica...

Cynllun Cyhoeddi: [4]https://www.sir-benfro.gov.uk/cynllun-cy...

 

Disclosure Log:
[5]https://www.pembrokeshire.gov.uk/freedom...

Cofnod Datgeliadau:
[6]https://www.sir-benfro.gov.uk/rhyddid-gw...

show quoted sections

Freedom Of Information, Pembrokeshire County Council

2 Attachments

Dear Nikhil Prabhu,

 

I note that your response to your recent FOI request 10568 was due on
18/05/2020. I am emailing to inform you that there has been a slight delay
in your response, this is due to increasing pressures on the Finance
department at present. We do anticipate to provide you with a response in
due course, however I cannot give a definite date due to daily changes of
the current situation.

 

Please accept my sincere apologies for this delay, we will make every
effort to comply with our obligations under Freedom of Information Act,
but in these unprecedented times, there may be occasions where we are
delayed in our responses.

 

Kind Regards,

Caitlin Jennings

 

[1]cid:image001.jpg@01D4C869.7501CAC0 The FOI Team

 

Pembrokeshire County
Council / Cyngor Sir Benfro

County Hall / Neuadd y Sir

Haverfordwest / Hwlffordd

SA61 1TP

 

Tel / Ffon: 01437 77 5272

Email / E-bost:
[2][Pembrokeshire County Council request email]

Publication Scheme:
[3]https://www.pembrokeshire.gov.uk/publica...

Cynllun Cyhoeddi: [4]https://www.sir-benfro.gov.uk/cynllun-cy...

 

Disclosure Log:
[5]https://www.pembrokeshire.gov.uk/freedom...

Cofnod Datgeliadau:
[6]https://www.sir-benfro.gov.uk/rhyddid-gw...

___________________________________________________________________________________________________________________________________________________________________

We welcome correspondence in Welsh and English.  We will respond in the
language in which the correspondence is received (unless you ask us to do
otherwise).  /  Byddwn yn ymateb yn yr un iaith â’r ohebiaeth a
dderbyniwyd (oni bai eich bod yn gofyn i ni wneud yn wahanol).

 

[7]rainbow (2)

 

From: Freedom Of Information
Sent: 11 May 2020 14:08
To: '[FOI #646925 email]'
<[FOI #646925 email]>
Subject: RE: Acknowledgement of request for information - 10568

 

Dear Nikhil Prabhu,

 

There is currently no update as it is still in progress. We aim to provide
you with a response by 18/05/2020. However in these unprecedented times,
there may be occasions where we are delayed in our responses. If there is
going to be a delay in your response we will inform you of this
accordingly.

 

Kind Regards,

Caitlin Jennings

 

[8]cid:image001.jpg@01D4C869.7501CAC0 The FOI Team

 

Pembrokeshire County
Council / Cyngor Sir Benfro

County Hall / Neuadd y Sir

Haverfordwest / Hwlffordd

SA61 1TP

 

Tel / Ffon: 01437 77 5272

Email / E-bost:
[9][Pembrokeshire County Council request email]

Publication Scheme:
[10]https://www.pembrokeshire.gov.uk/publica...

Cynllun Cyhoeddi: [11]https://www.sir-benfro.gov.uk/cynllun-cy...

 

Disclosure Log:
[12]https://www.pembrokeshire.gov.uk/freedom...

Cofnod Datgeliadau:
[13]https://www.sir-benfro.gov.uk/rhyddid-gw...

show quoted sections

Dear Freedom Of Information,

Thank you for the update Ms Jennings.
I shall wait for your response.

Yours sincerely,
nikhil prabhu

Freedom Of Information, Pembrokeshire County Council

4 Attachments

If you have received this email in error, please notify us by telephone on
01437 764551 and delete it from your computer immediately. Os ydych chi
wedi derbyn yr e-bost hwn trwy gamgymeriad, byddwch cystal â rhoi gwybod
inni trwy ffonio 01437 764551. Wedyn dylech ddileu’r e-bost ar unwaith
oddi ar eich cyfrifiadur.

 

Dear Nikhil Prabhu,

 

This is to inform you that your request has been considered and our
response is provided in the attached document. What we have done is given
you a list of the providers used so that you can cross reference against
your previous FOI 10437 (spreadsheet attached). For example, from FOI
10568 you can see that Ashdale Care Ltd is a social care provider, and
then if you look at FOI 10437 on line 114 within the creditors tab you can
see how much was paid.

 

We trust this information meets your requirements at this time and we
believe this request is complete and now closed. Should any further
information be requested regarding this topic, a separate request will
need to be submitted.

                        

If you believe you have not been provided with the information you
requested, you have the right to request an internal review. Internal
review requests should be submitted within two months of the date of
receipt of the response to your original request, and should be addressed
to:

 

Freedom of Information

Pembrokeshire County Council

County Hall

Haverfordwest

SA61 1TP

[1][Pembrokeshire County Council request email]

 

 

If you are not satisfied following the outcome of a review, you can make
an appeal to the Information Commissioner, who is the statutory regulator.
The Information Commissioner can be contacted at:

 

Information Commissioner’s Office

2^nd Floor,

Churchill House

Churchill Way

Cardiff

CF10 2HH

           [2]https://ico.org.uk/

 

Kind Regards,

Caitlin Jennings

 

[3]cid:image001.jpg@01D4C869.7501CAC0 The FOI Team

 

Pembrokeshire County
Council / Cyngor Sir Benfro

County Hall / Neuadd y Sir

Haverfordwest / Hwlffordd

SA61 1TP

 

Tel / Ffon: 01437 77 5272

Email / E-bost:
[4][Pembrokeshire County Council request email]

Publication Scheme: [5]https://www.pembrokeshire.gov.uk/publica...

Cynllun Cyhoeddi: [6]https://www.sir-benfro.gov.uk/cynllun-cy...

 

Disclosure Log:
[7]https://www.pembrokeshire.gov.uk/freedom...

Cofnod Datgeliadau:
[8]https://www.sir-benfro.gov.uk/rhyddid-gw...

show quoted sections

Dear Freedom Of Information,

Ok, Thank you Ms. Jennings, I am able to work with this.

Yours sincerely,
nikhil prabhu