REPORT RAPPORT

DATE:	26 November 2012
TO/DEST:	Executive Director, Ottawa Police Services Board
FROM/EXP:	Chief of Police, Ottawa Police Service
SUBJECT/OBJET:	WORKFORCE MANAGEMENT REPORT – THIRD QUARTER 2012

RECOMMENDATION

That the Ottawa Police Services Board receive this report for information.

BACKGROUND

Section 31(1) of the Police Services Act sets out the Board’s responsibilities with respect to the provision of adequate and effective police service in the municipality.  Under Section 31(1) (a), the Board is responsible for the appointment of sworn members to its municipal police force.

The Board has also requested information be submitted, on a quarterly basis, that captures key elements of the Ottawa Police Service (OPS) workforce activities including hiring, retirements, resignations, promotions and civilian staffing.

The purpose of this report is to:

1. Identify all new members and fulfill the Board’s obligation to approve all appointments of new members;

2. Provide the Board with an overview of workforce management activities that have occurred in Q3 2012, including: sworn officer recruitment, retirements and resignations, as well as sworn officer promotions and civilian staffing activities;

3. Summarize hiring goals for 2012 including assumptions related to retirements and resignations.

Information provided in this report includes names and ranks of personnel as governed by the Municipal Freedom of Information and Protection of Privacy Act.

DISCUSSION

Sworn Officer Staffing

2012 Hiring Requirements

The forecast of sworn officer hiring requirements for the year is developed annually by the OPS.  It is built around the estimated number of officers that must be hired to fill both new and existing vacant positions. 

In developing a hiring plan, four (4) key factors are considered:

1. A new recruit takes 9 months, on average, to become deployable;

2. The Ontario Police College only holds 3 training sessions per year for new recruits with limited space in each class;

3. Retirements tend to occur at the beginning of each new fiscal year; and,

4. A complement carry-over of 40% of the following year’s hiring requirement is needed to ensure that staffing levels in Q1 do not fall below acceptable levels.

Table 1 below summarizes the original 2012 sworn officer forecasted hiring requirements.  As well, it provides the actual results for the first 3 quarters of the year along with the forecast for Q4.  The forecast has changed since originally tabled with the Board.  It has been lowered from 33 to 18 sworn officers to ensure that it aligns with the 2012 plan to reduce the scope of the sworn officer Just-in-Time program.  The Hiring Plan has been reduced accordingly.

Table 1

2012 Summary of Sworn Officer Hiring Requirements

2012 Forecast - Revised

The 2012 Sworn Officer hiring requirements take into consideration the number of new positions budgeted in the year, and any change to the number of seconded positions in the organization.  It also considers the number of officers over (or under) complement at the beginning of the year, the projected number of retirements and resignations during the year, and how many extra officers will be needed to begin the following year to ensure staffing levels do not fall below acceptable levels when the majority of retirements occur in Q1.

The original 2012 forecast anticipated that 20 officers would retire and another 10 would resign or vacate their position for other reasons.  The 2012 budget did not allow for any new sworn positions to be added to the complement.  At year end 2011, the OPS carried 7 extra officers to help meet operational needs in 2012.  This number included 5 new officers hired late in 2011.  The number of extra officers required at 2012 year-end was projected to be 10.  The resulting 2012 hiring requirement was 33.

As the year progresses and information is updated, the hiring forecast and plan are reviewed and revised if necessary.  They have been reduced to take the following factors into account:

· the number of fully-funded Operational Backfill positions has decreased by seven (7); and

· the complement carry-over for 2013 has been reduced to zero (0) in preparation for the re-alignment of the number of positions allocated to the Just-in-Time program as outlined in the proposed 2013 budget document.

As a result of this new information, the total hiring requirement for 2012 has been reduced to 18.  The Hiring Plan has been adjusted accordingly.  The December group of 11 has been eliminated. 

Q3 Actual

In Q3 2012, there were a total of 3 retirements, 1 resignation, 1 employee who vacated their position due to an extended leave of absence and one officer who returned from an extended leave.  There were also 2 retirements from long term disability.  These retirements do not change the hiring requirements as their positions would have been filled when they were first vacated.  Annex A to this report lists the names and ranks of the sworn officers who left the employment of OPS in Q3 2012 due to retirement or resignation (from active service or long-term disability).   

As per the revised plan, 8 sworn officers were hired in Q3 2012 bringing the total number of hires for 2012 to 17.  The 8 officers hired in Q3 will be brought forward for Board approval in the Q4 2012 Workforce Management report upon their successful completion of Basic Constable training at the Ontario Police College.

Table 2 below summarizes the Q3 2012 hiring activity as it occurred throughout the quarter and the forecast of sworn hiring activity for the remainder of the year. 

Table 2

2012 Hiring Plan

Q3 2012 Sworn Officer Promotions

Sworn officer promotions in OPS are generally made on a quarterly basis, taking into account the number of vacancies arising through attrition.  This information is detailed by rank in Table 3 below.  Annex B lists the names of the 12 sworn employees promoted in Q3 2012.

Table 3

Q3 2012 Sworn Officer Promotions

	Deputy Chief	Superintendent	Inspector	S/Sergeant	Sergeant	Total
Q3 Sworn Officer Promotions	1	1	2	3	5	12

Civilian Staffing

2012 Staffing Requirements

Civilian staffing is driven each year by many of the same factors that influence Sworn Officer hiring, but the volume and timing can be somewhat more difficult to predict.  The 2012 plan forecasted 114 staffing actions.  This number has 5 components:  1) at the start of 2012 there were 14 vacant positions and 10 forecasted retirements and resignations; 2) 20 subsequent staffing actions are forecasted to occur to backfill positions that become vacant as a result of internal candidates successfully competing for the 24 vacant position (staff have made the assumption that internal candidates will succeed in three out of four staffing actions);  3) 40 staffing actions will be made to fill medium-to-long-term temporary requirements; 4) 25 staffing actions will occur to fill short-term (4 months or less) temporary requirements; and 5) 5 staffing actions will be needed to fill casual opportunities.  Adjustments have been made to the original forecast as a result of staffing actions which have occurred year-to-date, and to reflect the anticipated staffing actions for the remainder of 2012.   The total of 114 staffing actions remains the same.   

Table 4 outlines the 2012 Civilian Staffing Plan and actual staffing actions to the end of Q3.  Annex C to this report lists the names and positions held by the 3 permanent civilian members who left the permanent employment of OPS in Q3 2012 due to retirements and resignations.

Table 4

2012 Civilian Staffing Plan

	2012 Original Forecasted Requirements	Q1 Actions	Q2 Actions	Q3 Actions	Q4  Forecast	2012 Total Staffing Actions
Existing Positions
Existing Vacancies	14	1	2	0	4	7
Retirements	5	4	4	2	0	10
Resignations	5	1	3	1	0	5
Backfilling Requirements	20	0	3	3	5	11
Mid – Long Term Temporary Requirements	40	4	15	14	7	40
Short Term    Temporary Requirements (EOI)	25	6	8	13	7	34
Casual Requirements	5	0	0	2	5	7
Total Staffing Forecast	114	16	35	35	28	114

Q3 Hiring Activities

Annex D to this report lists the names of the two (2) civilian employees hired in Q3 2012 into permanent positions to address attrition.

Q3 Civilians in New Permanent Positions

Attrition and growth create the opportunity for existing civilian members to gain a new job that will increase their responsibility or to learn new skills in a lateral position in another area of the organization. Priority placement of members requiring accommodation and the fulfilment of Labour Relations Agreements are also a factor in the movement of civilians to new permanent positions. 

Annex E to this report lists the names of the four (4) permanent civilian members in new permanent positions as of Q3 2012.

CONSULTATION

Not applicable.

FINANCIAL STATEMENT

Not applicable.

CONCLUSION

This report outlines the 2012 OPS Sworn and Civilian hiring forecasts; sets out the actual hiring requirements for 2012; and summarizes the activities that have occurred in the first three quarters to fulfill the goals of the plans.  In addition, this report provides an overview of other workforce management activities including sworn and civilian employee retirements, resignations and promotions.

(original signed by)

Charles Bordeleau

Chief of Police

___________________________________________

Responsible for report:  Director General Debra Frazer

Annexes:

Annex A – 2012 Q3 Sworn Officer Retirements and Resignations

Annex B – 2012 Q3 Sworn Promotions

Annex C – 2012 Q3 Civilian Retirements and Civilian Resignations

Annex D – 2012 Q3 Permanent Civilian Hires

Annex E – 2012 Q3 Civilians in New Permanent Positions

This document contains information that reports on activities related to the Ottawa Police Service Business Plan.

ANNEX A

Q3 2012 Sworn Officer Retirements

	NAME	DIRECTORATE	SECTION	RANK	RETIREMENT DATE/LONG-TERM LEAVE DATE
1.	Stephen Blackburn	District	Front Desk Services	Sergeant	1 July 2012
2.	Mark Houldsworth	District	Youth	Sergeant	1 July 2012
3.	Andre Rozon	Support Services	Court Security	Constable	27 July 2012
4.	Thomas Callaghan	Criminal Investigations	Major Crime	Sergeant	1 August 2012
5.	Paul Waterman	District	Traffic	Constable	1 September 2012

Q3 2012 Sworn Officer Resignations

	NAME	DIRECTORATE	SECTION	RANK	RESIGNATION DATE
1.	Patrick Brisson	Patrol	Platoon F East	Constable	24 August 2012

ANNEX B

Q3 2012 Sworn Promotions

	NAME	DIRECTORATE	SECTION	PROMOTED TO	PROMOTION DATE
1.	Ed Keeley	Office of the Chief	Office of the Chief	Deputy Chief	31 July 2012
2.	Terrance Cheslock	District	Central District Investigations	Superintendent	20 August 2012
3.	Steven Bell	Emergency Operations	Event Planning	Inspector	4 September 2012
4.	Chris Rheaume	Materiel Management	Evidence Control	Inspector	4 September 2012
5.	Stephanie Burns	District	District Investigations	Staff Sergeant	4 September 2012
6.	James Elves	Resourcing & Development	Outreach, Recruitment & Resourcing	Staff Sergeant	4 September 2012
7.	Jamie Harper	Patrol	Platoon D East	Staff Sergeant	4 September 2012
8.	Greg Borger	Resourcing & Development	Professional Development Centre	Sergeant	4 September 2012
9.	Douglas Mirau	District	District Team Central	Sergeant	4 September 2012
10.	Craig Roberts	Resourcing & Development	Seconded to RCMP	Sergeant	4 September 2012
11.	Christopher Rolofs	Patrol	Platoon A West	Sergeant	4 September 2012
12.	Michael Walker	Criminal Investigations	Robbery	Sergeant	4 September 2012

ANNEX C

Q3 2012 Civilian Retirements

	NAME	DIRECTORATE	SECTION	FUNCTION	RETIREMENT DATE
1.	Donna Bond	Patrol	Office of the Superintendent	Senior Administrative Assistant	Retroactive to     17 May 2012
2.	Lou D’Ascenzo	Corporate Support	Freedom of Information	Supervisor, Freedom of Information	1 July 2012

Q3 2012 Civilian Resignations

	NAME	DIRECTORATE	SECTION	FUNCTION	RESIGNATION DATE
1.	Christian Potvin	Support Services	Communication Centre	Communication Centre Clerk	31 August 2012

ANNEX D

Q3 2012 Permanent Civilian Hires

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	START DATE
1.	Michael Ross	Criminal Investigations	Forensic Identification	Imaging Specialist	23 July 2012
2.	Patrick Brisson	Support Services	Communication Centre	Communication Centre Clerk	25 August 2012

ANNEX E

Q3 2012 Civilians in New Permanent Positions

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	START DATE
1.	Natasha Mitchell	Resourcing & Development	Employee Services	Staffing Coordinator	3 July 2012
2.	Kimberly Leclair	Corporate Support	CPIC	Supervisor CPIC	14 August 2012
3.	Nicole Bordeleau	Support Services	Call Centre	Supervisor Call Centre	4 September 2012
4.	Stephanie Rathwell	Criminal Investigations	Criminal Intelligence	Administrator & Background Coordinator	17 September 2012

Responsible for report:  Director General Debra Frazer