Freedom of Information Request

FOI request re SAP And Pcards 2015 and 2016

This is a new request to help me understand the Ward 18 SAP spreadsheet (Access Request # 2017-00515).

The information I’m asking for (all of it preferably in electronic form, unless only paper copies are available):

1. An copy of the Parks Forestry and Recreation “cost element guide” used by staff to input data

2. A copy of a glossary of all relevant abbreviations used in the SAP, that would prevent most people (including city councilors) who read it from knowing what is referred to: for example, M&E, IDC, INDR, A/P, LAN

3. A copy of instructions, guidelines or policies for staff doing data input that will let me see under what circumstances a Pcard expense for one cost centre can be attributed to a different cost centre. For example, when $2020.29 is spent for Wallace Rink and Campbell Rink skating programs, under what circumstances can that expenditure be put in under a Dufferin Rink cost centre number?

4. A copy of any guide that city staff send to city councillors, explaining how SAP and FPARS work.

5. From the Ward 18 SAP it appears that the cost of buying groceries to prepare food for park programs was higher than the revenue generated by the sale of the food. This doesn’t make sense, so I must be misinterpreting the SAP. Please let me see the breakdown of the amounts and sources that make up the following cost element items in the Ward 18 SAP document:

(a) Cost element 8546 $79,384.15 cafeteria revenue (SAP 2015) and $87, 473.39 (SAP 2016)

(b) Cost element 9450 $3321.76 sundry revenue (SAP 2015) and $3795.64 (SAP 2016)

(c) Cost element 9606 sale of materials $46,865.59 (SAP 2015) and $37,735.87 (SAP 2016)

6. Please ask staff for a clarification of why there are cost element totals from Pcards that are larger than the same cost element totals on SAP, specifically:

(a) Cost element 2600 recreational and educational supplies: $8475.12 (SAP totals 2015) vs. $13,424.74 (Pcard totals 2015)

(b) Cost element 2099 other office material: $851.56 (SAP totals 2015) vs. $2119.03 (Pcard totals 2015)

(c) Cost element 3050 M&E kitchen: $173.69 (SAP totals 2015) vs. $709.42 (Pcard totals 2015)

7. Please ask staff for a clarification about Ward 18 SAP Dufferin Grove Park expense item #158 “ticket/admission fee” of $3868” – tickets or admission for what?