REPORT RAPPORT

DATE:	28 October 2013
TO/DEST:	Executive Director, Ottawa Police Services Board
FROM/EXP:	Chief of Police, Ottawa Police Service
SUBJECT/OBJET:	WORKFORCE MANAGEMENT REPORT – THIRD QUARTER 2013

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 Senior Officers’ Assignments.

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 2013, including:  sworn officer recruitment, retirements and resignations, as well as sworn officer promotions and civilian activities;

3. Summarize the 2013 hiring activities; and

4. Summarize hiring goals for 2013 including assumptions related to retirements and resignations.

5. Update the Board regarding the assignment of Senior Officers within the Ottawa Police Service.

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

Forecast of Hiring Requirements

The forecast of sworn officer hiring requirements for the year is developed annually by 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, five (5) key factors are considered:

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

2. An experienced officer from another police service takes 1 to 2 months, on average, to become deployable;

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

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

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

2013 Forecast

The 2013 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 forecasted hiring requirement has been revised downward in Q3 from 29 to 18 sworn officers. This change has occurred primarily because of the 9 secondment positions that will not be renewed in the coming year.  At year end 2012, OPS had a complement shortfall of 6 officers. It is expected that 25 officers will retire and another 7 will resign or vacate their position for other reasons.  Also this year, 3 officers went on extended leave and 3 officers returned from extended leave.  This year there should be 10 extra officers carried over to help meet operational needs in Q1 2014.  These assumptions are summarized in Table 1.

Table 1

2013 Summary of Sworn Officer Hiring Requirements

Q3 2013 Position, Staffing and Hiring Activities

In Q3 2013, there was 1 retirement, 1 resignation and 2 employees who vacated their positions due to extended leave.  There was also one employee on WSIB who resigned.  This resignation does not change the hiring requirements as their position would have been filled when they were first vacated.  Including Q1 and Q2 activities, 12 of the forecasted 18 position and staffing changes have occurred.  Annex A to this report lists the names and ranks of the sworn officers who left the employment of OPS in Q3 2013 due to retirement and resignation (from active service or WSIB).

As per the revised plan, 12 officers were hired in Q3 2012 bringing the total number of hires for 2013 to 18.  These 12 officers will be brought forward for Board approval in the Q4 2013 Workforce Management report upon their successful completion of the Basic Constable training program at the Ontario Police College.  The December 2013 intake has been cancelled to reflect changes to the hiring requirements.  Table 2 summarizes the Q3 2013 hiring activity and the hiring plan for the year. 

Table 2

2013 Sworn Officer Hiring Plan

Q3 2013 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 activity is detailed in Table 3 below.  Annex B lists the names of the 3 sworn employees promoted in Q3 2013.

Table 3

Q3 2013 Sworn Officer Promotions

	Deputy Chief	Superintendent	Inspector	S/Sergeant	Sergeant	Total
Q3 Sworn Officer Promotions	0	2	1	0	0	3

Civilian Staffing

2013 Staffing Plan

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 original 2013 plan forecasted 172 staffing actions.  This number has 6 components: 

1. 13 new positions have been added to the complement as part of the reallocation of capital and operating funding in the 2013 budget process;

2. At the start of 2013 there were 24 vacant positions, 10 forecasted retirements and 5 forecasted resignations;

3. 25 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 positions (staff have  assumed internal candidates will succeed in the majority of the staffing actions);  

4. 40 staffing actions to fill medium-to-long-term temporary requirements;

5. 40 staffing actions to fill short-term (4 months or less) temporary requirements; and

6. 15 staffing actions to fill casual opportunities.  

The forecast for Q4 2013 has been updated to take into consideration the status of current and future staffing for 2013.  The forecasted total has been increased to 181 actions for the year.

Table 4

2013 Civilian Staffing Plan

	2013 Original Forecasted Requirements	Q1 Actions	Q2 Actions	Q3 Actions	Q4  Forecast	2013 Total Staffing Actions
New Positions	13	0	0	2	11	13
Existing Positions
Existing Vacancies	24	4	8	4	8	24
Retirements	10	7	3	3	0	13
Resignations	5	1	3	2	0	6
Backfilling Requirements	25	1	0	6	10	17
Mid–Long Term  Temporary   Requirements	40	5	16	24	11	56
Short Term Temporary   Requirements (EOI)	40	9	9	6	10	34
Casual Requirements	15	11	4	0	3	18
Total Staffing Forecast	172	38	43	47	53	181

Q3 2013 Activities

To date retirements and term requirements have met or exceeded expectations for 2013 and new positions and backfilling requirements are unlikely to meet the full staffing forecast for 2013.  A total of 47 staffing actions occurred in Q3.  More than half (30) were for term requirements.  Including Q1 and Q2 activities, 128 of the forecasted 181 staffing changes have occurred.  Table 4 outlines the 2013 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 5 civilian members who left the permanent employment of OPS in Q3 2013 due to retirement and resignation.

Annex D to this report lists the names of the 10 civilian employees hired in Q3 2013 into permanent positions to address attrition.  Table 5 provides the demographic overview of the 10 new OPS civilian employees hired in Q3 2013.

Table 5

Demographic Highlights of New OPS Civilian Employees

Q3 2013 Hiring Activities

	Total Number	Men	Women	Average Age	English and  French Speaking	Other  Languages	Representative Indicator	College Diploma University Degree Military Service
Q3 Civilian Employees	10	6	4	34	7	None	*	4 - College Diploma 4 - University Degree

*None have self-identified

Civilian staffing includes internal movement and advancement opportunities which arise for existing employees as a result of attrition and growth.  They are filled through a competition process.  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 4 permanent civilian members in new permanent positions as of Q3 2013.

Senior Officers’ Assignment Update

The OPS currently has three (3) sworn members in acting assignments due primarily to ongoing projects:

1. Radio Project;

2. Service Initiative Project; and

3. Collision Reporting Centre (CRC) Project.

The temporary position of Superintendent, CRC Project was created during Q3 2013.  This position is held by Superintendent Ralph Erfle as he oversees the completion of this project.

There are also two (2) positions vacant at the Inspector level.

There are two (2) Senior Officer civilian positions currently vacant:

1. Chief Information Officer – Daniel Steeves commencing October 7, 2013, Baby Kotlarewsky currently acting until October 6, 2013.

2. Manager, Labour Relations – Nancy Burrows currently acting until December 17, 2013.

The position of Manager, Talent Development and Performance Management was filled this quarter by Arni Ahronson.

Mary Deavey, Manager, Records, is currently acting in the temporary position of Director, BIS Implementation until March 16, 2014. 

Table 7 outlines the various Directorates to which the Senior Officers are assigned, as of September 26, 2013. 

Table 7

Senior Officers’ Assignment Report

CONSULTATION

Not applicable.

FINANCIAL STATEMENT

Not applicable.

CONCLUSION

This report summarizes the activities that have occurred in the third quarter to fulfill the goals of the plans; summarizes the 2013 OPS Sworn and Civilian hiring plans; sets out the actual hiring requirements for 2013; and outlines the forecasted hiring requirements for 2013.  In addition, this report provides an overview of other workforce management activities including sworn and civilian employee retirements, resignations, and promotions.

This report also identifies the substantive positions to which civilian and sworn Senior Officers are assigned.  Secondments and assignments are also captured in the data to provide a complete picture of the range of functions undertaken by this group.  The staffing decisions impacting the assignment of Senior Officers are made with due consideration to balancing the need for:  consistency in leadership, minimizing the potential impacts to staff and ensuring the provision of police services to the residents of Ottawa.

(Original signed by)

Charles Bordeleau

Chief of Police

Annexes:

Annex A – 2013 Q3 Sworn Officer Retirements and Resignations

Annex B – 2013 Q3 Sworn Promotions

Annex C – 2013 Q3 Civilian Retirements and Resignations

Annex D – 2013 Q3 Permanent Civilian Hires

Annex E – 2013 Q3 Civilians in New Permanent Positions

Responsible for the report:  Director General Debra Frazer

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

ANNEX A

Q3 2013 Sworn Officer Retirements

	NAME	DIRECTORATE	SECTION	RANK	RETIREMENT DATE/LONG-TERM LEAVE DATE
1.	Daniel Beauchamp	Patrol	Platoon E Central	Sergeant	1 July 2013

Q3 2013 Sworn Officer Resignations

	NAME	DIRECTORATE	SECTION	RANK	RESIGNED AS OF
1.	William VanRyswyk	District	Front Desk	Sergeant	1 July 2013
2.	Roberta Weir	Patrol	Central Fixed Afternoons	Constable	5 September 2013

ANNEX B

Q3 2013 Sworn Promotions

	NAME	DIRECTORATE	SECTION	PROMOTED TO	PROMOTION DATE
1.	Uday Jaswal	Corporate Support	Materiel Management	Superintendent, Patrol Directorate	23 September 2013
2.	Don Sweet	Patrol	Duty Inspector	Superintendent, Criminal Investigations Directorate	23 September 2013
3.	John Medeiros	Patrol	Superintendent’s Office	Inspector	23 September 2013

ANNEX C

Q3 2013 Civilian Retirements

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	RETIREMENT DATE/LONG-TERM LEAVE DATE
1.	Theresa Turner	Support Services	Call Centre	Call Centre Agent	1 July 2013
2.	Helen Lapierre	Corporate Support	Freedom of Information	FOI Analyst	1 August 2013
3.	Deborah Cloutier	Corporate Support	Freedom of Information	Release of Information Clerk	1 September 2013

Q3 2013 Civilian Resignations

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	RESIGNATION DATE
1.	Marie-Claire Fortin	Support Services	Communications Centre	Communications Centre Clerk	28 August 2013
2.	Amie Scharfe	Corporate Support	Background Clearance	Background Clearance Representative	7 September 2013

ANNEX D

Q3 2013 Permanent Civilian Hires

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	START DATE
1.	Gordon Jones	Criminal Investigations	Criminal Intelligence	Supervisor Criminal Intelligence Monitors	28 June 2013
2.	Michelle Newton	Support Services	Court Liaison	Court Liaison Clerk	9 August 2013
3.	Allen John Ross	Corporate Support	CPIC	CPIC Operator	23 August 2013
4.	Arni Ahronson	Resourcing & Development	Outreach & Development	Mgr. Talent Dev. & Perf. Mgmt.	29 August 2013
5.	Darlene Kilby	Corporate Support	CPIC	CPIC Operator	30 August 2013
6.	Charlene Campbell	Office of the Chief	Project Mgmt Office	Mgr Project Mgmt. Office	9 September 2013
7.	Francis Beaudry	Support Services	Call Centre	Call Centre Agent	20 September 2013
8.	Dean M. O’Brien	Support Services	Court Liaison	Court Liaison Clerk	20 September 2013
9.	Stephane Van Westerop	Corporate Support	Freedom of Information	Release of Information Clerk	20 September 2013
10.	Serena Docherty	Support Services	Court Liaison	Charge Coordinator	23 September 2013

ANNEX E

Q2 2013 Civilians in New Permanent Positions

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	START DATE
1.	Sebastien Saumure	Corporate Support	Freedom of Information	FOI Analyst	1 August 2013
2.	Jeff Ryan	Support Services	Court Security / Temporary Custody	Special Constable	9 August 2013
3.	Julie Kubiseski	Corporate Support	Background Clearance	Background Clearance Representative	19 August 2013
4.	Cameron Hopgood	Office of the Chief	Business Enterprise Performance	Manager Business Performance	4 September 2013