2005 Audit Recommendations  -  Status Tracking
Document 2
Audit:  Overtime  (EMC Lead:  S. Finnamore / Staff Lead:  J. Byrne)
  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)    
2 c) explore the possibility of modifying the collective agreement to alter Fire Prevention staff work/shift schedule to reflect job requirements, as is the practice in other areas within the Fire Services Branch. Management agrees with this recommendation.   The comprehensive review will assist in determining optimal levels of overtime for this service. The comprehensive review will assist in determining optimal levels of overtime fore this service. On-going     No Jan 2008 - Pending arbitrator's award.

August 27, 2007 - This item is still at arbitration.

This issue is currently being addressed as part of the 2006 collective bargaining process. Once negotiations are complete and the requirement for arbitration is determined more information will be available.
4 g) review corporate financial system data on overtime hours monthly as a mechanism to track high overtime users and reconcile the data to MMS-ITX and MMS-SAP ensure high levels of data integrity. Management agrees with this recommendation.  Reconciliation of SAP Financial with MMS will form part of the monthly budget review. Requires ITX Replacement 2008     No Jan 2008 - Information Management's replacement program is proceeding towards a working solution which is not anticipated until 2010.

Implementation of this recommendation requires completion of the MMS-ITX replacement project.  This project is proceeding, but is not expected to be complete until 2008.
                 
Other Miscellaneous Items as directed by Council          
  City of Ottawa Branch-by-Branch Overtime Review              
  Feb 14, 2007 City Council.
That Council:
1. Receive for information the report prepared by Deloitte Consulting entitled, City of Ottawa Branch-by-Branch Overtime Review Final Report dated September 7, 2006; and

2. Approve that discussion of overtime budgets take place on a service by service basis as part of 2007 budget deliberations so that any changes contemplated to those budgets would be understood as they relate to service levels or standards;

3. Approve the implementation of all of Deloitte Consulting’s recommendations, effective immediately, via Council’s Audit Working Group;

4. That the implementation of all the recommendations be complete by June 1, 2007; and
That the Audit Working Group report to the Corporate Services and Economic Development Committee and Council no later than June 30, 2007 confirming the completion of the implementation of all the recommendations.

 n/a To be completed by ES and CCSO No  Later than June 1, 2007       Jan 2008 - This portion COMPLETE. Only Branch specific recommendations remain.

Implementation to be complete by Jun 1, 2007 with a report to CSEDC and Council no later than June 30, 2007 confirming the completion of the implementation of all the recommendations.
  2006 Deloitte Branch-by-Branch Overtime Review
  CITY WIDE              
  Trasit Services (TS)                
TS
1		 Reduce Absenteeism

 Transit Services should continue to focus on reducing absenteeism.		     No  Later than June 1, 2007       Jan 2008 - ongoing

Aug 2007 - ongoing

Application of the Corporate AMP is in effect.  Regular monitoring  and followup of employees with high absences  rates is ongoing within Transit Operations to identify culpables and/or patterns. Shifts are cancelled versus OT where service is not affected.
TS
3		 Review Target Service Levels on Overtime

Transit Services should review target service level of 99.5% against similar organizations so they can assess the appropriateness of this targeted service-level benchmark.		     No  Later than June 1, 2007       Jan 2008 - standard operating procedures are being researched from Transit properties nationally to determine industry best practices.

August 2007 - In progress.

Target service levels have a direct impact on revenue potential and ridership. Work with Planning will be initiated to identify execution failures which generate OT as opposed to service failure increases.
TS
4		 Review Collective Agreements

Transit Services should consider re-negotiating the collective agreements in regards to the use of overtime on weekends by senior staff. 		    No  Later than June 1, 2007       Jan 2008 - demands to be exchanged in late February and discussions will follow.

Aug 2007 - Plans will begin for development of our 'package' in October 2007 for exchange with ATU 279 in December.

To be considered for the next round of negotiations in 2008. 
  Fleet Services (FS)                
FS 4  Restructure Shift Schedules

 Fleet Services should continue to review and change shift schedules, as necessary, in order to keep more buses on the road and improve service levels.		     No  Later than June 1, 2007       Jan 2008 - Transit Fleet Maintenance is working with ATU throughout 2008 to address shift efficiencies.  These will be implemented in November 2008 to coincide with the Fall Booking.

20 August 2007 - As the opportunity arises, staff are being redeployed from day shifts where productivity improvements can be made.

29 May 2007 -
• Implementing new Fleet Information Management System to be complete by end of 2008.  The ability to plan, schedule and measure performance will be greatly improved.  The system will lead to a better level of preventative maintenance and a decrease in unplanned work.
• Conducting optimization studies, resulting in fewer defects and increased distance between failures.
• As new staff are brought on board, they are scheduled for the evening and weekend shifts.
  Traffic and Parking Operations (TPO)                
TPO
1		 Track Overtime to Costs Recovered

In order to accurately reflect overtime expenditures, Traffic and Parking Operations should track and report all overtime related cost-recoveries in conjunction with the associated overtime costs. 		    No  Later than June 1, 2007       Jan 2008 - No additional comments.  Branch to revisit Q1 2008.

Aug 2007 -For its largest overtime-generating division (Traffic Operations), TPO has developed mechanisms that allow for reporting how much overtime is cost recovered.  With regards to the remainder of the branch, opportunities are being explored to facilitate and enhance the tracking of recoverable staff time.
TPO
2		 Reduce Absenteeism

Traffic and Parking Operations should continue to monitor and reduce absenteeism in the branch.		     No  Later than June 1, 2007       Jan 2008 - Work continues with regards to tracking absenteeism at the branch and division level with a view to undertaking specific actions to address it.

29 May 2007
• Work has begun with Employee Services to look at tracking absenteeism at the branch and division level with a view to undertaking specific actions to address it.
• Initial data has been received regarding absenteeism at the divisional level and this will be reviewed with Branch management on an on-going basis in order to determine strategies to address it.
TPO
3		 Develop Overtime Policies and Procedures

Traffic and Parking Operations should develop and document overtime policies and procedures.  Employees should be properly trained on the use of these policies and procedures and managers and supervisors should ensure compliance with these policies and procedures. 		    No  Later than June 1, 2007       Jan 2008 - A draft Overtime Policy has been developed for Traffic and Parking Operations.  It is currently being finalized by the Branch Management Team.  Q1 2008.

August 2007 - No additional comments.

•The Branch will work on developing overtime policy/procedures that will complement the Corporate Overtime Policy that is being reviewed by CAWG on June 19th.  Once the Corporate Policy is approved, the Branch will finalize its work on the complementary document.