School Spend

Francesca Sandiford made this Freedom of Information request to Birmingham City Council

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 successful.

Francesca Sandiford

Dear Birmingham City Council,

Could you please provide me with the agency spend for all schools, including primary,secondary,sen, pru's and alternative education settings
for September 2015-present ideally split by the total cost, agency names and cost per agency.

Yours faithfully,

Francesca Sandiford

CIG Contacts, Birmingham City Council

Dear Madam

 

Thank you for your request for information held by the Council under the
provisions of the Freedom of Information Act 2000 which was received on
17.3.16

 

We will contact you again once it has been ascertained what data is held
by Birmingham City Council.  In some circumstances a fee may be payable
and if that is the case, we will let you know.  A fees notice will be
issued to you, and you will be required to pay before we will proceed with
your request.

 

If you require any further information or are not happy with our response
please do not hesitate to contact me quoting the reference number above in
any future communications.  [email address] should also be
copied in on any correspondence relating to this request.

 

Yours sincerely

Tracey Robinson

Business Continuity and Information Governance Officer

 

 

Sent on behalf of:

Steve Cullen

Information Governance Manager

Governance and Policy

Children, Young People and Families Directorate

Birmingham City Council

 

Tel: 0121 464 4591

Email: [1][email address]

 

Data Protection Act 1998

The information you have provided within your Freedom of Information
request will be held on our database and may also be held within manual
records for a period of 2 years from the date Birmingham City Council
received your request. Any personal data that you provide to Birmingham
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Data Protection Act 1998.

 

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References

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CIG Contacts, Birmingham City Council

1 Attachment

Dear Francesca

 

I am writing in respect of your recent enquiry for information held by the
Authority under the provisions of the Freedom of Information Act 2000:

 

Could you please provide me with the agency spend for all schools,
including primary, secondary, sen, pru's and alternative education
settings

for September 2015-present   ideally split by the total cost, agency names
and cost per agency.

 

Yours faithfully,

 

Please see response below:

 

See attached

 

The information comes with caveats:

a)     We cannot guarantee that all the spend we’ve collated from the
City’s ledger for the period Sep 15 to Mar 16 relates solely to this
period as there are often time delays in paying agency invoices so some of
the spend shown could relate to previous months or some of the spend could
have been paid in Sept 15 or beyond. The only way to guarantee the
accuracy of the spend would be to analyse every single invoice which would
take longer than the 18 hours allowed (see estimate of time required to do
this below)

b)    We similarly cannot provide a breakdown of the agencies used by each
school in the time allowed as our ledger does not (in over a third of the
cases) provide this level of detail (see estimate of time required for
this below)

c)     And finally, we have over 60 schools who operate their own bank
accounts and pay their agency invoices direct and only post to the City’s
ledger once a year at Financial year end (31^st March). Therefore, for the
period chosen, this will include 12 months spend for these schools posted
in April 16 which relates to the financial year Apr 15 to Mar 16.
Therefore, if the requester only requires costs for Sept to Mar, to
calculate this for these schools (who are identified on the file) they
will have to divide the cost shown by 11 (12 months less August when
schools are completely shut) and multiply by 7. To obtain an accurate
split of spend between Sep 14 and Aug 15 would mean having to contact each
cheque book school for them to examine each invoice and then return the
details to me for collation which will take longer than the time allowed
(see estimate of time required below)

 

Analysis of time required for a):-

1)     the average invoice value is circa £500 and the total spent in this
period is £19.4m, this equates to 38,800 invoices

2)     it takes approx. 2 minutes to drill down in the ledger to extract
the period the invoice relates to, which would take 77,600 minutes which
equates to 1,290 hours.

 

Analysis of time required for b):-

1)     approximately a third of the total spend will need further
investigation down to invoice level to obtain supplier information

2)     the average invoice value is circa £500 and the total spent in this
period is £19.4m, this equates to 38,800 invoices

3)     a third of which would be approx. 12,900

4)     it takes approx. 2 minutes to drill down in the ledger to extract
the supplier name from each invoice, which would take 25,800 minutes which
equates to 430 hours.

 

Analysis of time required for c):-

1)     Cheque book school agency spend for the period selected
approximates to £2.3m (7/11ths of figure shown in file for all Chq Bk
schools)

2)     The average invoice value is circa £500 so this equates to 4,600
invoices

3)     To contact 60+ cheque book schools to request data (including chase
up calls and collating info.) would be at least 30 minutes each which
equates to circa 31 hours.

4)     For schools to examine 4,600 invoices would take 2 minutes each
which is 9,200 minutes, which equates to 153 hours

 

If you have any information which may assist us in determining or locating
any missed information, we would be grateful if you would contact us with
details of this information, so that we can conduct a further search.

 

If you are not satisfied with the response you may ask for an internal
review.  If subsequently you are not satisfied with the Council's decision
you may apply to the Information Commissioner for a decision.  Generally,
the ICO cannot make a decision unless you have exhausted the complaints
procedure provided by the Council.  The Information Commissioner can be
contacted at the following address:

 

The Information Commissioner

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Telephone: 01625 545745             Web Address: [1]www.ico.gov.uk

 

Yours sincerely,

Tracey Robinson

Business Continuity and Information Governance Officer

 

 

Sent on behalf of:

Steve Cullen

Information Governance Manager

Governance and Policy Team

Directorate for People

Birmingham City Council

 

Tel: 0121 464 4591

Email: [2][email address]

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