ANNEX B

ADMINISTRATIVE SERVICES IN SUPPORT OF OTTAWA POLICE SERVICE

Financial Services Branch

There is an existing draft SLA between Financial Services and OPS, which defines the service, and time commitments for purchasing. Although the SLA is unsigned, it provides the framework for the working relationship between Financial Services and the Ottawa Police Service.

Services/information provided primarily by CoE
Debt and Treasury Services	§ Issue any debt required for Police capital and process the debt payments. § There is no duplication of this function within debt.
Supply and Material Management	§ Provide all of the purchasing for the Police that is done through the Purchase Order process, including issuing and assessing tenders and RFP’s. § Action approximately 100 PO’s per year worth $8 million in value. § Attend at all Board Meetings where the procurement must be approved to answer questions from the Board.
Claims, Insurance and Risk Services	§ Procure insurance for all police activities, assets, etc. § Risk Services provides advice on contracts, events, activities, etc. § Issue Certificates of Insurance for police activities - i.e. booth at a mall where the mall requires proof of insurance with the mall named as an additional insured. § Track reserves and payments in Riskmaster and report to the insurer in "rolled up" reports. Liaise with the insurer, explain claims issues to councillors and refer the claim to Legal when suit commences.
Accounts Receivable	Work very closely in the Accounts Receivable area including: § Master data creation; § Invoice mailing; § Dunning and collection (especially Special Events, such as Bluesfest, Pride, Ferrari, etc.); § Police create the invoices in SAP.
Services/information provided by combination of OPS and CoE
Claims, Insurance and Risk Services	§ Handle claims that are reported. Sometimes the claims are handled by OPS internally. Investigate, negotiate and pay claims. When the claim is paid, the amount is charged to OPS.
Cash Operations	§ Provide support for the Police cash operations, including Point of Sale support for their cash registers.
Services/information provided primarily by OPS
Assessment, Customer Accounts and Billing	§ No direct services but Police are a separate line on the tax bill.
Budget Services	The only services provided by CoE are: § Provide them the format for the budget document; § Advise them as to what amounts to budget for assessment growth and what a tax increase generates; § Include their budget adjustments in our capital adjustments reports; § Calculate their tax rate.
Supply and Material Management	§ Police run their own Uniform store. § Police do their own purchasing for items of less than $7,500.

Legal Services

Legal services are provided to the Police Services Board (PSB) on a fee for service basis. This forms part of both the Board's and our budget and is processed as a secondary cost allocation through SAP.

Services/information provided primarily by CoE
Legal Counsel to Police Services Board	§ Legal Services acts as Legal Counsel to the Police Services Board. § Handle all of the litigation brought against the Board and/or the officers. § Attends all Police Services Board meetings in the capacity of Legal Counsel. § Provide legal opinions to the Board.
Employment/Labour	§ Handle WSIB claims. § Human Rights issues. § Majority of labour arbitrations.
Services/information provided by combination of OPS and CoE
Services/information provided primarily by OPS
Legal Counsel to OPS (not the Board)	§ OPS retains its own Legal Counsel independent of the City. § Legal Services occasionally provides additional support when requested.

City Clerks’ Branch

All services are provided by Secretariat Services to the Police Services Board on a cost recovery basis as defined by the existing SLA. Two FTE assigned to City Clerk’s Branch have a secondary cost allocation back to Police Services.

There is another SLA between Printing Services and the Ottawa Police Service, although unsigned, provides the framework and outlines charges associated with print services.

Services/information provided primarily by CoE
Administrative Support	§ Provides all administrative support to the Police Services Board.
Printing Services	§ Printing Services are provided to OPS on a cost recovery basis as outlined in the SLA.
Services/information provided by combination of OPS and CoE
Services/information provided primarily by OPS

Fleet Services

There is an existing SLA between OPS and Fleet Services. One of the fundamental principles recognized in the creation of the Fleet – OPS SLA was that Fleet does not have the same level of governance over OPS Fleet issues as other “regular” City of Ottawa departments or branches.

There are essentially two types of services available from Fleet, the “hard” services such as vehicle repairs, fuel, etc. These items are part of the full charge-back formula. There are also the “soft” services such as Fleet Management Information (as per the Fleet definition), billing, reporting, etc.

Services/information provided primarily by CoE
Scheduled and Unscheduled Maintenance	§ Project underway where as much as possible of the externally performed maintenance is moved to Fleet. § Most of the external repair / maintenance invoicing flows through Fleet. § Some vehicle maintenance and repair in the fringes of the City is still performed by contractors.
Services/information provided by combination of OPS and CoE
Vehicle and Equipment Operator Training	§ Police are using Fleet training on a more regular basis.
Fleet Management Information System (FMIS)	§ Fleet tracks all maintenance it performs for Police, and provides access to this information through reporting as well as direct terminal access. § OPS manages its own maintenance using M4.
Parts Inventory and Control	§ Fleet maintains the required spares for OPS units as required with assistance from Materials Management.
Safety Engineering-Equipment Modification	§ OPS has used Fleet Services in the past for this service, depending on the fit for their needs.
Services/information provided primarily by OPS
Fuelling Vehicles -Police	§ OPS are mostly using the services of PHH for retail fuel purchases.
Decommissioning and Disposal of Vehicles	§ Fleet assists occasionally in the disposal of non-emergency vehicles.
Fleet replacement reserves	§ OPS completely administer their own vehicle reserves.
Acquisition and Commissioning of Vehicles	§ Regular police cruisers are procured through a cooperative provincial purchasing system. § Undercover vehicles are usually purchased by the OPS directly. § Fleet assists in certain specialty vehicles.

Information Technology Services Branch

Services/information provided primarily by CoE
SAP availability	ITS is responsible for the continued availability and support of SAP and all related modules. This includes all information and activity required by OPS. There is no equivalent function within OPS. § Implement SAP service patches to ensure compliance with Revenue Canada tax guidelines. § Provide a most recent copy of production in a sandbox for police to train staff or use to resolve a production master data problem. § Provide access and respond to support calls for 15 OPS. The support center has closed approximately 35 to 40 SAP support magic calls relating to Police Services for the current year. § Significant time is spent to ensure that the structural authorization model remains in place for police. We ensure that only police staff (as well as a known number of payroll staff) have access to police employee data. The Support Center staff include many additional authorization tests during all our upgrades and implementation of SAP service patches to ensure this functionality remains intact. § Business support: C1 payroll, T4/year end, budget support - § The support center supports payroll staff for 26 C1 pay closes each year (a key number of those employees we support are Police employees). There are times we are asked to work late or provide on-call services to ensure pay runs successfully. § We also provide on-call services in February to ensure T4s are issued and also provide this service during the budget cycle. § Support center staff update key BPS for City payroll staff that are used by police staff. § Problem resolution and follow-up meetings § In June the support center and payroll met with Police. We reviewed the process for key support magic calls and timelines for their other initiatives. Quarterly meetings with police payroll staff will be scheduled to remain current.
Police collective agreements	§ Provides assistance in the implementation of their collective agreements. § In late 2004, one support center business analyst was assigned to the implementation of their collective agreement for approximately 6 weeks. § A developer was assigned part-time for the 6 week project to assist in uploading retro pay data.
Time and Attendance (TAS) interface	§ One developer is assigned responsibility to resolve any issues with the TAS interface. This is an interface between the OPS time exception reporting system and SAP that updates the employee's quota balances (i.e. vacation, sick etc).
Maintenance Management on Police properties	§ RPAM and PWS use the PM (Plant Maintenance) and the PS (Project Systems) modules in SAP to maintain Police facilities for maintenance activities such as elevator inspections, emergency lights, heating issues. § Police buildings and properties are recorded in the SAP - RE (Real Estate) module.
Provide MAP data	§ Work for the police is very limited and relates mainly to the provision of information. § Provide a weekly data feed of addresses and roads, which they load into their dispatch system and use for their crime analysis unit. This is almost completely automated so little effort has been expended since the original setup. If and when their needs change we have to invest time to revise the scripts but otherwise it is low effort. § OPS access eMAP application. § Occasional adhoc data requests.
Provide access to limited resources on the City network	§ Support link from OPS network to City network to provide limited access to City resources i.e. SAP, City cameras § Ensure WAN system availability § Provide access to selected servers or services such as the SAP sandbox environment for police to train staff. § Maintain and provide Police Services with an IP address range for simplicity and ease of access to the entire network if required. § Maintain/Update Email Global Address List (GAL) by providing the City’s email GAL to Polices Services and receiving the Police Email GAL from Police Services so both Email environments can view each other’s list of staff in the Global Address List within Exchange.
Surveys and Mapping	§ Provide an updated Road Centreline file on a monthly basis for use with their dispatch system. § Assist in the preparation of sketches and photo mosaics, which are used to support their court cases. (Approx 15 person hours a month). § Provide 3D mapping and large scale mapping of the downtown core to assist with their security preparations for VIP visits.
Emergency Services	§ During an emergency, ensure access to critical systems such as: § Email; § Internet and Intranet; § Traffic Cameras; § MAP/GIS data; § Building automation systems; § Fire/Police CAD dispatch application.
Services/information provided by combination of OPS and CoE
IT Security	§ City ITS provides investigation services to the Hi-Tech Crime Unit in support of police investigations. § City network account and network connectivity consulting is provided; typically for project related initiatives. § Police Services staff and ITS work together to assist Police Services in tracking inappropriate use of email or Internet services by identifying and locating PCs used for such instances. § Share Virus information.
Support Dispatch system	§ Fire and Police share a common dispatch system – Versaterm CAD which is located on the Police Network. All information relating to a particular call is logged into the database. Fire access their ‘assignments’ and imports that information into their FDM system which is supported by ITS. § ITS provides support for the 911 backup site at Randall Ave. fire station.
Projects and Meetings	§ Setup bi-annual meetings between Police Services and City technical staff in order to review current and upcoming technical challenges and projects. § Work on other projects together that may overlap with Police Services such as: § GPS projects; § Wireless connectivity; § Internet access rules and blocking; § Active Directory; § Exchange upgrades; § VOIP; § Mobile technology.
Building Automation Systems	§ As new opportunities are identified, ITS is implementing and supporting the infrastructure to support Building Automation Systems in police facilities.
Services/information provided primarily by OPS
Network Support	OPS creates and supports a separate network infrastructure respecting the security regulations required to access the Canadian Information Police Centre (CIPC) network. City ITS does not support the OPS network, however provides limited support in the areas of: § Intranet access; § Traffic camera access; § Technical support for the WAN link, access to SAP etc.; § Provide notification of monthly Preventative Maintenance activities affecting the network; § Providing general support and discussing technical issues.
Business Application Support	OPS specific applications are managed and supported within OPS. In addition to the specific items above, ITS provides general support in the following areas: § Maintain access to the Parklane application to allow Police Services to track and manage WSIB claims. This application is shared with City of Ottawa Employee Services Group. § Police Services receives information on the number of occupants listed at specified addresses from the VTAX property tax database. These requests are ad-hoc and the information is provided by the Revenue group.
Areas under discussion/review
Additional MAP data sharing	§ Discussing possibility of access: § To the MAP datamart once it is available so they can self serve data needs; § To MAP and it's use for Inquiry Tracking. § Working on an agreement with the Province (MNR) to get access to provincial data and plan to include police in this agreement and serve the data to them as well again probably through the datamart.

Employee Services

Services are delivered without charge with the exception of Second Language Training.

Services/information provided primarily by CoE
Comp & Benefits Payroll	§ Run the technical processes to produce pay (i.e. gross to net programs, filing direct deposit with bank, ensure printing of pay statements, post payroll to FICO/3rd party postings). § Issue all off cycles. § Complete year end processes, T4s, T4As, WSIB adjustments to T4s. § Issue interest payments, communication and T5s as required for Sabbatical leave. § Make third party payments on behalf of Police i.e. union dues, insured benefit payments, legislated payments for income tax, CPP and EI, garnishees. § Manage garnishee processing. § Provide legislated advice (on taxation matters, T4s, etc.). § Provide system technical advice. § Balance liability accounts to 3rd party payments. § Provide Public Sector salary disclosure information.
HR Planning	§ Second Language training - Charge back $30,000 / yr.
Comp & Benefits Pension & Benefits Services:	§ MPE Benefits for Executive/Management/Senior Police Officers (~50). § Benefits for Civilian and Sworn Officers (~1300). § Payroll deductions for benefits for the above groups. § Process all terminations, retirements, deaths, past service buybacks & leave of absence/maternity leave buybacks. § Provide advice in regards to OMERS.
Comp & Benefits HRIS Services:	§ Personal cost planning. § Create/change/delete jobs/positions/org units in SAP. § Training & Events Management Module - set up data & trained users on module and reporting features. § Provide continuous support on above subjects.
Services/information provided by combination of OPS and CoE
Comp & Benefits Compensation & Job Evaluation Services:	§ Job evaluation of senior non-uniform staff jobs (6). § Job evaluation/org design/compensation advice & tools.
Services/information provided primarily by OPS

Real Property Asset Management (RPAM)

RPAM maintains OPS buildings on their behalf and captures all associated cost. This is built into the budget process as a primary cost for RPAM and a secondary cost allocation against OPS.

Services/information provided primarily by CoE
Real Property Inventory Management	§ Manage inventory of all police facilities (property and facility real estate attributes through SAP).
Corporate Security Photo ID/Access Card Issuance and Administration	§ Produce and issue Photo ID/Access Cards for the OPS. § OPS is responsible for the costs of the cards.
Security Planning	§ Analyse the needs of the OPS operations at the facilities identified by the Security Manager, Security Operations Section. Analysis involves both internal Corporate Security expertise and input from OPS staff. Based upon the analysis of the needs, Corporate Security develops a recommended electronic security system, to be installed and integrated into the existing City of Ottawa Integrated Security Management System (ISMS). § OPS is responsible for funding the costs of the projects, including equipment, installation costs and other costs identified as incurred as a direct result of OPS requirements.
ISMS Monitoring and Administration	§ Monitor and administer the ISMS through the Security Operations Centre (SOC). Protocols for responding to alarm situations are developed jointly by Corporate Security and the Security Manager, Security Operations Section. These protocols address contact points, priorities, and information exchange. § As part of the administration of the ISMS, Access Control is provided through the SOC. SOC staff monitor perimeter access points and remotely open and close access points in accordance with the protocols provided by the Security Manager, Security Operations Section.
Energy Management	§ Provide utility management including tracking energy usage on an ongoing basis and budgeting utilities.
Corporate Security Threat and Risk Analysis	§ Provide project management for Threat and Risk Analysis provided through contractors retained by the OPS Security Manager, Security Operations Section. The Corporate Security Division does not have the resources to provide this service in-house, and the responsibility for funding the contract service will be the responsibility of the OPS.
Technical Services	§ Manage all building component assemblies (technical requirements - mechanical, electrical, HVAC, carpentry, etc.).
Life Cycle Renewal	§ Planned and executed LC work having a budget of approx $ 900K annually.
Facility Operations, custodial services, client services, preventative maintenance program, emergency preparedness	§ Manages & oversees operations of assigned police facilities by: § Managing portfolio and contract staff; § Administering contracts; § Managing human resources, operational and capital budgets; § Preventative maintenance program, risk management; § Performance measurement; § Emergency preparedness relating to police facilities.
OC Transpo property management	§ Provide an alternate means of vehicle access to different parts of the City for police in the event of traffic gridlock via the Transitway. § Support surveillance cameras at Transit Stations and Park & Ride Facilities. § Support one of the three main City Computer server links. § Support an alternate radio communications network that can be used in the event of emergency.
Condition Auditing - mechanical, electrical, structural, roofs, lighting	§ Completed condition audits of primary building facilities.
Real Estate Services	§ Site location and selection - site purchases. § Disposal of surplus properties. § Leasing services - acquisition leases. § Appraisal services. § Environmental investigation and remediation.
Services/information provided by combination of OPS and CoE
ByWard/Parkdale Market Property Management	§ Police & Markets are 2 of the partners in the delivery of the ByWard Market Street Ambassador Program - each contributing $10K & day-to-day support. § Police and Markets share a communication role in ensuring public safety in the Market area. § The Markets program includes risk management and crime prevention elements.
Building Engineering	§ Upgraded the controls at the Greenbank station. Included in this was optimizing the existing sequence and schedule, and taking over control of the existing boilers. § Supplied technical support on the new police evidence storage facility at Swansea.
Services/information provided by primarily by OPS
Corporate Security Policy and Standards	§ Assistance is advisory, with the OPS having ownership of the development, approval, implementation and review of the documents as required.
Building Accessibility retrofit work and Barrier free interpretation	§ Periodically provide guidance and assistance in interpreting accessibility legislation for Police facilities.

Client Services and Public Information Branch

Services/information provided primarily by CoE
Public Information activities surrounding the Children's 9-1-1 Awards	§ Includes preparation of the scenario, speeches, Media Advisory, News Release, program and signage, advice regarding the event.  § This event is funded by the Emergency Measures Unit (they fund 9-1-1 and are responsible for the promotion of the 9-1-1 service).
Promote 9-1-1	§ Prepare promotional material (brochures) for the 9-1-1 service. § Funded by the EMU.
OPS info on City Page	§ Layout and design of ads to be placed in the City Page or ads regarding Police Services Board Meetings.
Red Pages	§ Coordinate and design the Red Pages in the Phone Book.
Access to Standing Offer	§ OPS makes use of the Communications Standing Offer.
Services/information provided by combination of OPS and CoE
Services/information provided primarily by OPS