Report to/Rapport au :


Council / et au Conseil


04 November 2008 / le 04 novembre 2008


Submitted by/Soumis par: Steve Kanellakos, Deputy City Manager, City Operations/Directeur municipal adjoint, Opérations municipale


Contact Person/Personne ressource : Jeffrey Byrne, (Acting) Director, Employee Services

 Directeur (par intérim), Services aux employés

(613) 580-2424 x25175,


City Wide

Ref N°: ACS2008-COS-EMP-0007




FTE Analysis REport




Rapport d'analyse des ETP





That Council receive the FTE Analysis Report for information.




Que le Conseil municipal prenne connaissance du Rapport d'analyse des ETP à titre d’information.




At the City Council meetings held between March 24-26, 2004, staff were directed to develop a proposal analyzing and documenting Full Time Equivalents (FTEs).  In consultation with members of the Long Range Financial Plan Sub-Committee, the Employee Services Branch created a proposed framework for a comprehensive FTE analysis.  The framework was approved by City Council on September 14, 2005 with the first document delivered during the November 2005 Budget process.


This is the fourth edition of the FTE Analysis tabled annually in conjunction with the City’s budget process. The document is designed to assist senior management and Council in planning and decision-making by providing information on how human resources are being utilized and by showing human resource historic trends over time.  It provides a detailed analysis of where full-time equivalent positions (FTEs) are located in the organization and what types of positions support the City’s programs and services.  This increases the City’s transparency and accountability to Council and the public.





FTEs are used for budget purposes to quantify the number of FTE positions approved by Council. One FTE may equal the following hours per year 1,820 (35hours/week), 1,950 (37.5 hours/week), 2,080 (40 hours/week) or 2184 (42 hours/week) depending on the collective agreement associated with the work. The FTE count is used to quantify annualized hours for positions to provide for a standard, universally accepted means of comparability and is the accepted basis for comparison with other organizations and municipalities.


Positions are created from FTEs based on operational requirements to deliver services.  Positions are categorized as full-time, part-time, salary, wage, casual and student and are based on the type of staff required to the work.   (i.e., lifeguard positions)


Headcount is defined as the number of employees in the organization.  Headcount is distinct from the FTE count.  One FTE can be comprised of several positions and the positions can have multiple employees.  Therefore, there are more positions in the organization than FTEs and more employees than positions.


It is important to note that the 2008 FTE and employee headcount were extracted from the SAP-HR system as of July 31, 2008 and represent position information at that time.  As a result, the reorganization creating the City Operations and Infrastructure Services and Community Sustainability Departments are not reflected in the 2008 HR Plan.


Five appendices are included as part of the FTE Analysis.  Appendix 1 shows the Corporate Organization Chart down to the Branch level. Appendix 2 provides the number of FTE’s performing job functions broken down by department, branch, division, section and work group as of July 31, 2008. 


Appendix 3 provides the headcount by bargaining unit/non-union/elected representatives as of July 31, 2008.  Appendix 4 provides the budgeted FTE and employee headcount by Branch as of July 31, 2008. Appendix 5 includes information from the monthly Headcount, FTE, and Employee Turnover reports provided to members of Council each month.




Consultation was not required.




There are no direct financial implications associated with this recommendation.




FTE Analysis Report