2005 Audit Recommendations - Status Tracking

Document 2

Audit: Drinking Water Services (EMC Lead: R. Hewitt / Staff Lead: Dixon Weir)

Audit Recommendation

Management Response

Comments

Budget Implications
2007 or Beyond

Related Council Motions

Status Update

Audit Management Response

Action Required Based on DCM Implementation Plan

Management Timelines (Q1- Q4)

(Risks, issues regarding implementation, etc)

($$ if known)

That representatives from DWS, the FSUs and Accounts Payable develop a mutually acceptable solution to address DWS' information requirements with respect to utility invoices such as Hydro Ottawa.

Management agrees with this recommendation. The first priority for Hydro Ottawa invoices is that they be paid within the time limits established. Staff will work together to find a mechanism to provide the consumption information and other data required by DWS by Q3 2006.

Ensure Hydro Ottawa invoices paid within time limits.

Work to find mechanism to provide consumption info.

Q3 2006

4 February 2008 - As per the previous update, Finance continues to work an interim solution with Hydro Ottawa.

In order to facilitate this process, DWS has provided Finance with their major hydro usage facilities, as follows: Lemieux Island WPP, Hurdman Bridge PS, Billings Bridge PS, Ottawa South PS, Orleans Reservoir, Montreal Road PS, Britannia WPP, lencairn PS, Barrhaven PS and Carlington Heights PS.

Oct 26/07: Finance continue to work with Hydro Ottawa to develop a more cost-effective manner of processing the many hydro invoices the City receives while still providing the information the operating groups require. As part of an ad hoc solution DWS needs to identify their major hydro usage facilities so that the requested information can be provided by their FSU as part of an interim solution.

26 September 2007 - DWS continues to work with the FSU and Accounts Payable in completing the task.

March 2007: Staff from Drink Water Services (DWS), the Financial Support Units (FSU) and Accounts Payable have met and developed a mutually acceptable solution to address DWS’ information requirements with respect to utility invoices such as Hydro Ottawa. We have also met with staff from Hydro Ottawa to determine how this solution can be implemented. In the meantime, a short term solution has been implemented immediately to ensure that necessary information is provided to DWS.

That the service level agreements between DWS and COEs be reviewed jointly by both parties on an annual basis as part of the budgeting cycle and adjusted to document actual or expected service levels.

Management agrees with this recommendation. This review will be initiated in conjunction with the work related to Recommendation 24.

Annual review of SLAs

Q3 2006

February, 2008 - No change. DWS requires senior level decision on governance structure, further direction is required for the branch to move forward on this recommendation.

October 26, 2007 - Work on this must await further progress on Recommendation 24. Until such time as that fundamental decision is made, DWS cannot make any progress in resolving this issue.

The review of SLAs will be undertaken after resolution of the governance structure (Rec. #24).

The Chief Corporate Services Officer and the members of EMC and SMT continue to treat this as a significant issue. Work on this project has slowed down as a result of the accelerated 2007 Budget approval process as consideration has to be given to the availability of resources in CS and the availability of directors. Therefore, the priority timetable will be revisited during Q2 2007 and we will proceed with work on this project as resources permit.

A formal assessment of the Aquacis system should be conducted to determine if the system can cost-effectively meet user needs and ensure the achievement of divisional and strategic objectives.

Management agrees with this recommendation. Once the new meters and reading technology are selected, a review of the Aquacis will be undertaken. This will form part of the 2007 Corporate Services Departmental work plan.

Review of Aquacis.

2007

Revenue:
February, 2008 - In progress

Revenue:
October 26, 2007 - No change

May 30/07 No change.

Apr 2/07: A review of Aquacis as the water billing software will be performed in 2008. In the interim several enhancements and features have been integrated to address issues and concerns.

Procedures to reconcile water accounts with property tax accounts (VTAX), meters installed (ITX/IIMS) and building permits issued should be developed to help mitigate the risk of incomplete billings.

Management agrees with this recommendation. This initiative will assist in ensuring that all customers are being billed. Currently, this cannot be accommodated within existing resources. Additional resources will need to be identified as part of the 2007 Corporate Services Departmental work plan and budget.

Incorporate into CS Workplan.

2007

Additional resources will need to be identified as part of the 2007 work plan and budget.

Revenue:
February, 2008 - in progress

Revenue:
October 26, 2007 - No change. We do not yet have the authority to resource the design and staff the tracking account set-up from building permits but we continue to see this as an important step.

May 30/07 - no change

Apr 2/07: The integration of a link between tax and water accounts has been completed. Several request for water hook-up investigation have resulted in properties being metered with more to follow. The budget has approved the resource to maintain the linkage and to explore the possibility of tracking account set-up from building permits.

The City should implement a cross-connection control program in accordance with the InfraGuide's Best Practice of Methodologies for Implementing a Cross-Connection Control Program.

Management agrees with the intent of this recommendation. We do not believe this is a high risk item that would require it be a priority action item at this time. Staff, if requested, would bring a report forward in Q2 2007 outlining a proposed program and long term cost for Committee’s consideration.

Report outlining propose program and cost, if required.

Q2 2007

May have Capital and Operating Budget Implications

1 February 2008 - A report will come forward to PEC in Q2 2008.

17 September 2007 - No change.

29 May 2007 - Status remains "as is" with a report now scheduled for 2008, due to competing priorities. Any program will involve significant operating costs.

April 2007 - Status remains "as is" with report due Q3 2007. Any program will involve significant operating costs.

The City should develop a by-law that requires all private water systems with more than one connection to the City's distribution system to have written maintenance procedures and requires prior notification to the City of any activities on the private water system that may impact water quality.

Management agrees with the intent of this recommendation. This initiative should be developed in conjunction with the Cross Connection Control Program referred to in Recommendation 17. A proposed by-law will be presented to Council in Q3 2007 addressing perimeter metering and back-flow prevention for private systems.

Proposed by-law on private water systems.

Q3 2007

1 February 2008 - A report will come forward to PEC in Q2 2008 as part of recommendation 17.

29 May 2007 - Now included in Recommendation # 17.

April 2007 - This issue will be addressed as a part of the Cross-Connection Control Program Report, which will be presented in Q3 2007.

DWS should implement a Quality Assurance/Quality Control program on organizational positions that conduct the water sampling collection program to regularly verify the completeness of their tasks, including the sampling of all sites identified, and on the processes and procedures they must follow.

Management agrees with the intent of this recommendation. While staff are confident of the information gathered by our current monitoring program and procedures, we will review our procedures to provide this additional level of security and confidence in our results. This review will be completed by Q4 2006.

Review of procedures to provide additional levels of security and confident in results.

Q4 2006

4 February 2008 - DWS has engaged IT through the concept value case process to determine solutions required for this recommendation.

17 September 2007 - DWS is working with IT to define the project. It will need to proceed through IT Project assessment and approval prior to implementing the preferred solution, that will employ hand held technology. With equipment purchase, programming and employee training, the final implementation is not expected prior to mid-year 2008.

29 May 2007 - It will be necessary to develop a strategy with IT for the purchase, software development, implementation and ongoing support for the implementation of this hand held technology. This project will now need to become a part of PWS's IT Strategy.

April 2007 - Investigative work continues with a possible equipment and service provider to provide a solution that is completely integrated with the current Drinking Water Quality Monitoring program.

10 Jan 2007 - DWS Have identified a possible alternative that would involve the use of hand-held devices (Palms) with sampling sites identified and read by UPC. Not only would this alternative confirm location and time of sample, it would also reduce operator data collection errors. This alternative will be costed in Q1 2007 and brought forward as possible IT project.

The governance structure of the delivery of water services should be reviewed and restructured to ensure accountability of an individual below the level of the City Manager for the water fund and services funded by the water fund.

Management agrees with the intent of this recommendation. The first step should be to identify a specific individual to oversee the entire system. Whether to move to one distinct separate organization should be fully studied to determine the costs and benefits of doing so. This review will be initiated in Q3 2006.

Identify specific individual to oversee fund.

Q3 2006

4 February 2008 - No change. DWS requires senior level decision on governance structure, further direction is required for the branch to move forward on this recommendation.

October 26, 2007 - This issue must be addressed, and decision taken by Senior Management. Until that is complete, Branches and Divisions cannot move forward on this.

29 May 2007 - No change.

April 2007 - This review will be initiated in Q2 2007.