Raigmore Hospital staff accommodation 8

S Sabato made this Freedom of Information request to Highland NHS Board

This request has been closed to new correspondence from the public body. Contact us if you think it ought be re-opened.

The request was partially successful.

Dear Highland NHS Board,

Can the public authority please disclose the monthly incomes made from each room of Glen Court in the financial year 2012-2013?

From the Excel file document included with the final response given by the public authority on 10 May 2013 to my “Raigmore Hospital staff accommodation 7”
https://www.whatdotheyknow.com/request/r..., I can’t find the income of £1,120 that was disclosed on 12 August 2011 https://www.whatdotheyknow.com/request/r..., I can’t find the income of £9,870 that was disclosed on 21 February 2012 https://www.whatdotheyknow.com/request/r..., I can’t find the incomes that were disclosed on 6 July 2012 https://www.whatdotheyknow.com/request/r..., and I can’t find the incomes that were disclosed on 5 October 2012 https://www.whatdotheyknow.com/request/r.... Is there any particular reason for the discrepancies found in the financial information disclosed by the public authority?

From one of the letters included in the “Increase Letters” tab found in the Excel file document of 10 May 2013, there is a letter by Donna Miller dated October 2009 that says that “as of 1st November 2009 the rent in Glen Court will be increased to £285.37p”. However, from the “0910” tab found in the same Excel file document it appears that the £285.37 rate was charged throughout the financial year 2009-2010 and not from the 1st of November 2009 as the letter says. What is the explanation for this further discrepancy in the financial information being provided by the public authority?

Internal checks and segregation of duties are mechanisms supposed to be used to ensure that financial transactions are completely and accurately recorded, that assets are safeguarded and to prevent unauthorised or incorrect amendment of records. This means that in order to prevent any wrongdoing a financial transaction, its authorization, and its recording should be carried out and inspected by more than one person – this could be described as a checks and balances system.

Can the public authority please disclose the name and job position of the individuals responsible for the collection and the recording of the incomes made from the staff accommodation in the current financial year 2013-2014 (this would include payments made by direct debit, cash, cheque, and by payroll deduction)?

Can the public authority please disclose the name and job position of the individuals that were responsible for the collection and the recording of the incomes that were made from the staff accommodation in the financial years 2009-2010, 2010-2011, 2011-2012 and 2012-2013 (this would include payments that were made by direct debit, cash, cheque, and by payroll deduction)?

In addition to the information being requested above, can the public authority please say whether there is any independent financial inspection being carried out on a regular basis on the incomes collected and recorded from the staff accommodation? Who carries out these inspections?

Yours faithfully,

S Sabato

FOIRequestsHighland (NHS HIGHLAND), Highland NHS Board

Dear Mr Sabato

Thank you for your FOI request.

I will seek the information you request and respond as soon as I receive it.

This will be within the 20 working days target specified by the Freedom of Information ( Scotland) Act 2002.

Please note if you have any further queries regarding this FOI please email at [NHS Highland request email] quoting the above reference.

Yours sincerely

Christina

Christina MacDonald
PA to Maimie Thompson/FOI Administrator
Public Relations & Engagement
NHS Highland Assynt House, Beechwood Park, Inverness IV2 3BW

Telephone:01463 704927 | Email: [email address]

I work Mon - Thurs

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Oliver Kenny (NHS HIGHLAND), Highland NHS Board

1 Attachment

Dear Mr Sabato

I am contacting you in response to your e-mail below. I can answer your queries as follows:

Can the public authority please disclose the monthly incomes made
from each room of Glen Court in the financial year 2012-2013?

Please see attached

From the Excel file document included with the final response given
by the public authority on 10 May 2013 to my "Raigmore Hospital
staff accommodation 7"
https://www.whatdotheyknow.com/request/r...,
I can't find the income of £1,120 that was disclosed on 12 August
2011

Apologies for the error - due to changes in staffing the information was obtained from different sources. In future please use the information supplied on 10 May 2013 and today.

https://www.whatdotheyknow.com/request/r...,
I can't find the income of £9,870 that was disclosed on 21 February
2012

Apologies for the error - due to changes in staffing the information was obtained from different sources. In future please use the information supplied on 10 May 2013 and today.
https://www.whatdotheyknow.com/request/r...,
I can't find the incomes that were disclosed on 6 July 2012

Apologies for the error - due to changes in staffing the information was obtained from different sources. In future please use the information supplied on 10 May 2013 and today.
https://www.whatdotheyknow.com/request/r...,
and I can't find the incomes that were disclosed on 5 October 2012
https://www.whatdotheyknow.com/request/r....

Apologies for the error - due to changes in staffing the information was obtained from different sources. In future please use the information supplied on 10 May 2013 and today.

Is there any particular reason for the discrepancies found in the
financial information disclosed by the public authority?

Apologies for the error - due to changes in staffing the information was obtained from different sources. In future please use the information supplied on 10 May 2013 and today.

From one of the letters included in the "Increase Letters" tab
found in the Excel file document of 10 May 2013, there is a letter
by Donna Miller dated October 2009 that says that "as of 1st
November 2009 the rent in Glen Court will be increased to
£285.37p". However, from the "0910" tab found in the same Excel
file document it appears that the £285.37 rate was charged
throughout the financial year 2009-2010 and not from the 1st of
November 2009 as the letter says. What is the explanation for this
further discrepancy in the financial information being provided by
the public authority?

As previously explained, some information relating to previous years is not available. Therefore information relating to the period 1st April to 31st October 2009 is given as an estimate.

Internal checks and segregation of duties are mechanisms supposed
to be used to ensure that financial transactions are completely and
accurately recorded, that assets are safeguarded and to prevent
unauthorised or incorrect amendment of records. This means that in
order to prevent any wrongdoing a financial transaction, its
authorization, and its recording should be carried out and
inspected by more than one person - this could be described as a
checks and balances system.

Can the public authority please disclose the name and job position
of the individuals responsible for the collection and the recording
of the incomes made from the staff accommodation in the current
financial year 2013-2014 (this would include payments made by
direct debit, cash, cheque, and by payroll deduction)?

We are not in a position to release the names of the individuals who undertake the duties described above as this would be in breach of Data Protection Act 1998. However we can confirm that for cash and cheque deposits, staff in the Accommodation Team will collect and record the required information. Staff in the Finance Team collect the direct debits and Staff in the Payroll team collect the payroll deductions

Can the public authority please disclose the name and job position
of the individuals that were responsible for the collection and the
recording of the incomes that were made from the staff
accommodation in the financial years 2009-2010, 2010-2011,
2011-2012 and 2012-2013 (this would include payments that were made
by direct debit, cash, cheque, and by payroll deduction)?

We are not in a position to release the names of the individuals who undertake the duties described above as this would be in breach of Data Protection Act 1998. However we can confirm that for cash and cheque deposits, staff in the Accommodation Team will collect and record the required information. Staff in the Finance Team collect the direct debits and Staff in the Payroll team collect the payroll deductions

In addition to the information being requested above, can the
public authority please say whether there is any independent
financial inspection being carried out on a regular basis on the
incomes collected and recorded from the staff accommodation? Who
carries out these inspections?

As previously stated there will be internal audits of such transactions from time to time. Such audits would be carried out by our Internal Auditors - currently a company called - Scott Moncrieff.

I hope this information is helpful. If you are unhappy with my response, I am very happy to discuss this with you further. Alternatively you have the right to ask for a review through making a formal complaint, about the way in which I have dealt with your request for information, by writing to the Chief Executive, c/o The Complaints Team, NHS Highland, PO BOX 5713 Inverness, IV1 9AQ or via email at [email address] . If you remain dissatisfied following the investigation of your complaint, then you have the right to appeal to the Scottish Information Commissioner within 6 months of the date of receiving a response to your complaint.

Yours sincerely

Kenny Oliver
Board Secretary

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Dear Highland NHS Board,

Please pass this on to the person who conducts Freedom of Information reviews.

I am writing to request an internal review of Highland NHS Board's handling of my FOI request 'Raigmore Hospital staff accommodation 8'.

The public authority says that releasing names would be in breach of Data Protection Act 1998. I find this explanation insufficient. Can the public authority please expand on it and say in what way(s) revealing the names of the individuals responsible for the collection and the recording of the incomes (public monies) made from the staff accommodation contravene the Data Protection Act 1998?

Furthermore, no job positions have been mentioned in the response given by the public authority. Taking into consideration all the errors that the public authority says were made with the financial information it has released in my previous FoI requests, asking to know the job position of the person(s) that was/were responsible for those financial data (i.e. the collection of the payments, their recording, and the monitoring and supervision of these financial transactions to ensure that they are carried out properly), and to know the job position of the person(s) currently responsible for all this would appear to be a reasonable request.

A full history of my FOI request and all correspondence is available on the Internet at this address:
http://www.whatdotheyknow.com/request/ra...

Yours faithfully,

S Sabato

Oliver Kenny (NHS HIGHLAND), Highland NHS Board

Dear Mr Sabato

I confirm receipt of your request for a review of the above FOI response.

We will respond within the prescribed timescales

Thanks

Kenny Oliver
Board Secretary
NHS Highland

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Oliver Kenny (NHS HIGHLAND), Highland NHS Board

Dear Mr Sabato

I am writing to you in response to your request for a review of our response to your Freedom of Information Request - Raigmore Hospital Staff Accommodation 8.

We have reviewed our response to this FOI as requested and stand by our original response. Within the departments of Finance, Payroll and Accommodation, the collection and recording of income will be undertaken by a range of people within the department depending on a number of factors, workload, leave, training and development of staff etc. From an organizational point of view it is the department's responsibility to undertake these duties and up to them how they organize themselves to undertake these duties.

We feel that it is not in the public's interest to identify specific individuals.

I hope this information is helpful. If you are unhappy with my response, I am very happy to discuss this with you further. Alternatively you have the right to ask for a review through making a formal complaint, about the way in which I have dealt with your request for information, by writing to the Chief Executive, c/o The Complaints Team, NHS Highland, PO BOX 5713 Inverness, IV1 9AQ or via email at [email address] . If you remain dissatisfied following the investigation of your complaint, then you have the right to appeal to the Scottish Information Commissioner within 6 months of the date of receiving a response to your complaint.

Yours sincerely,

Kenny Oliver
Board Secretary

-------------------------------------------
From: S Sabato[SMTP:]
Sent: 11 June 2013 11:52:21
To: FOIRequestsHighland (NHS HIGHLAND)
Subject: Internal review of Freedom of Information request - Raigmore Hospital staff accommodation 8
Auto forwarded by a Rule

Dear Highland NHS Board,

Please pass this on to the person who conducts Freedom of Information reviews.

I am writing to request an internal review of Highland NHS Board's handling of my FOI request 'Raigmore Hospital staff accommodation 8'.

The public authority says that releasing names would be in breach of Data Protection Act 1998. I find this explanation insufficient. Can the public authority please expand on it and say in what way(s) revealing the names of the individuals responsible for the collection and the recording of the incomes (public monies) made from the staff accommodation contravene the Data Protection Act 1998?

Furthermore, no job positions have been mentioned in the response given by the public authority. Taking into consideration all the errors that the public authority says were made with the financial information it has released in my previous FoI requests, asking to know the job position of the person(s) that was/were responsible for those financial data (i.e. the collection of the payments, their recording, and the monitoring and supervision of these financial transactions to ensure that they are carried out properly), and to know the job position of the person(s) currently responsible for all this would appear to be a reasonable request.

A full history of my FOI request and all correspondence is available on the Internet at this address:
http://www.whatdotheyknow.com/request/ra...

Yours faithfully,

S Sabato

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[FOI #161185 email]

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