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REPORT RAPPORT |
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DATE:
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24 February 2014 |
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TO/DEST:
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Executive Director, Ottawa Police Services Board |
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FROM/EXP:
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Chief of Police, Ottawa Police Service |
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SUBJECT/OBJET:
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WORKFORCE MANAGEMENT REPORT – FOURTH QUARTER 2013
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RECOMMENDATION
That the Ottawa Police Services Board receive this report for information.
BACKGROUND
Section 31(1) of the Police Services Act sets out the Ottawa Police Services’ Board (Board) 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 Q4 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 2014 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. The Ontario Police College typically only holds 3 training sessions per year for new recruits with limited space in each class;
3. An experienced officer from another police service takes 1 to 2 months, on average, to become deployable;
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.
For 2013 these factors combined to create a need for 18 officers.
Q4 2013 Position, Staffing and Hiring Activities
Table 1 below summarizes the 2013 sworn officer forecasted hiring requirements as compared to the actual requirements. As reported in the 3rd quarter, the forecast was revised downward from 29 to 18 sworn officers to ensure that staffing levels at year end align with the approved staff complement level for 2013. In the 2013 budget, the Sworn Officer Just-In-Time Replacement Program was re-sized and adjusted downward from 49 to 30 positions. Staffing levels have been managed to this level by moderating the 2013 hiring activities.
In Q4 2013, there was 1 retirement from LTD (this position would have already been recorded as vacated in a previous report) and 2 deaths in the sworn officer cadre. These reductions are offset by the return of 2 sworn officers from extended leave of absence. As well, the actual number of secondments through Operational Backfill was dropped by 10.
Annex A to this report lists the names and ranks of the sworn officers who left the employment of OPS in Q4 2013.
Table 1
2013 Summary of Sworn Officer Hiring Requirements
This year end data shows that the OPS required a total of 18 officers to be hired in 2013 to meet its requirements. As noted above, the plan was to carry 10 officers (40% of next year’s forecasted retirements) but due to changes in requirements, the OPS is left with 3 more officers at year end compared to the plan of 10. This overage will be taken into account in the 2014 hiring requirements.
With respect to hiring activities, as planned there were no officers hired in Q4 2013: the total officers hired remained at the revised forecast of 18 for 2013. Table 2 below summarizes the Q4 2013 hiring activity and the revised hiring plan.
Table 2
2013 Sworn Officer Hiring Plan
2014 Sworn Officer Forecasted Hiring Plan
The 2014 Hiring Plan calls for a total of 32 officers. It was developed with the assumption that 25 officers will retire and another 10 will resign or vacate their position for other reasons. Other key assumptions include:
a) Changes in the number of operational backfill positions increases the requirements by 1;
b) The complement overage from 2013 is 13 officers; and
c) An officer will be returning from an extended leave of absence.
The 2014 hiring requirements are outlined in Table 3 below.
Table 3
2014 Summary of Sworn Officer Hiring Requirements
Table 4 below summarizes the 2014 Sworn Officer Hiring Plan designed to meet the requirements outlined above. A total of 6 experienced officers will be hired in March, with the goal of being deployable before the peak of operations begins in the summer months. The remaining 26 officers will be split into 2 groups. One group of 12 new recruits will be hired in August, and attend OPC in September with the goal of being deployable in June 2015. The second group of 14 new officers will be hired in December, and attend OPC in January with the goal of being deployable in October 2015.
Table 4
2014 Sworn Officer Hiring Plan
Civilian Staffing
Q4 2013 Activities
The forecasted staffing actions for existing vacancies, resignations, and short-term requirements generally occurred as expected. Staffing actions exceeded expectations for retirements, and term requirements. Staffing actions for new positions and backfilling requirements did not meet the forecast for Q4 2013.
Annex B to this report lists the names and positions held by the 3 civilian members who left the permanent employment of OPS in Q4 2013 due to retirement and resignation.
Annex C to this report lists the names of the 3 civilian employees hired in Q4 2013 into permanent positions to address attrition and to staff 1 position. Table 5 provides the demographic overview of the 3 new OPS civilian employees hired in Q4 2013.
Table 5
Demographic Highlights of New OPS Civilian Employees
Q4 2013 Hiring Activities
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Total Number |
Men |
Women |
Average Age |
English and French Speaking |
Other Languages |
GLBT |
College Diploma University Degree Military Service |
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Q4 Civilian Hires |
3 |
1 |
2 |
38 |
1 |
Tagalog |
2 |
1 - Masters Degree 1 - University Degree 1 – College Diploma |
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 D to this report lists the names of the 6 permanent civilian members in new permanent positions as of Q4 2013.
2013 Summary
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 2013 plan forecasted 172 staffing actions. In Q4 there were 46 actions bringing the 2013 total to a level of 174.
While the overall number of actions is in keeping with the predicted level, the distribution has changed. Only 21 of the predicted 37 permanent positions were filled leading to only 13 of the 25 forecasted backfilling opportunities. Retirements and resignations were higher than predicted. A total of 22 civilians left the employ of OPS during 2013 although forecasted at 15.
Table 6 outlines the 2013 Civilian Staffing plan and actual staffing actions to the end of Q4.
Table 6
2013 Civilian Staffing Plan
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2013 Original Forecasted Requirements |
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Q1 Actions |
Q2 Actions |
Q3 Actions |
Q4 Actions |
2013 Total Staffing Actions |
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New Positions |
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New Positions |
13 |
0 |
0 |
2 |
1 |
3 |
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Existing Positions |
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Existing Vacancies |
24 |
4 |
8 |
4 |
2 |
18 |
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Retirements |
10 |
7 |
3 |
3 |
3 |
16 |
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Resignations |
5 |
1 |
3 |
2 |
0 |
6 |
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Backfilling Requirements |
25 |
1 |
0 |
6 |
6 |
13 |
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Mid–Long Term Temporary Requirements |
40 |
5 |
16 |
24 |
16 |
61 |
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Short Term Temporary Requirements (EOI) |
40 |
9 |
9 |
6 |
14 |
38 |
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Casual Requirements |
15 |
11 |
4 |
0 |
4 |
19 |
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Total Staffing Forecast |
172 |
38 |
43 |
47 |
46 |
174 |
2014 Forecasted Civilian Staffing Plan
The 2014 Staffing Plan forecasts a total of 161 staffing actions. Table 7 below outlines the civilian staffing plan by category, which includes a small reduction in the number of actions in comparison to the previous year.
As noted in Table 7, the end of the year left OPS with 31 civilian vacancies. These vacancies include positions which are part of the BIS restructuring project and other vacancies which are expected to be posted in 2014.
Table 7
2014 Forecasted Civilian Staffing Plan
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2014 Forecasted Requirements |
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Existing Positions |
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Existing Vacancies |
31 |
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Retirements |
10 |
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Resignations |
5 |
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Backfilling Requirements |
25 |
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Mid-Long Term Temporary Requirements |
40 |
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Short-Term Temporary Requirements |
40 |
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Casuals |
10 |
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Total Staffing Actions |
161 |
Senior Officers’ Assignment Update
The OPS currently has five (5) sworn members in acting assignments due primarily to ongoing projects:
1. Radio Project;
2. Service Initiative Project; and
3. Collision Reporting Centre Project.
There is also one (1) position vacant at the Inspector level which is being filled by an actor.
The temporary position of Superintendent, CRC Project is held by Superintendent Ralph Erfle as he oversees the completion of this project until his retirement on January 31, 2014.
Two (2) Senior Officer civilian positions were filled this quarter:
1. Chief Information Officer – Daniel Steeves; and
2. Manager, Labour Relations – Nancy Burrows.
Mary Deavey, Manager, Records, is currently acting in the temporary position of Director, BIS Implementation until March 16, 2014.
Table 8 outlines the various Directorates to which the Senior Officers are assigned, as of December 31, 2013.
CONSULTATION
Not applicable.
FINANCIAL STATEMENT
Not applicable.
CONCLUSION
This report provides an overview of the activities that have occurred in the fourth quarter to fulfill the goals of the plans; summarizes the 2013 OPS Sworn and Civilian hiring activities; and summarizes the hiring goals for 2014. 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 Q4 Sworn Officer Retirements and Deaths
Annex B – 2013 Q4 Civilian Retirements and Resignations
Annex C – 2013 Q4 Permanent Civilian Hires
Annex D – 2013 Q4 Civilians in New Permanent Positions
Responsible for report: Director General D. Frazer
This document contains information that reports on activities related to the Ottawa Police Service Business Plan.
ANNEX A
Q4 2013 Sworn Officer Retirements
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NAME |
DIRECTORATE |
SECTION |
RANK |
RETIREMENT DATE/LONG-TERM LEAVE DATE |
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1. |
Bryan Dodds |
District |
NHO Central West |
Constable |
1 November 2013 |
Q4 2013 Sworn Officer Deaths
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NAME |
DIRECTORATE |
SECTION |
RANK |
DATE |
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1. |
Ronald McDonell |
Patrol |
Platoon F Central |
Constable |
1 November 2013 |
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2. |
Michael Robillard |
District |
District Team East |
Constable |
17 November 2013 |
ANNEX B
Q4 2013 Civilian Retirements
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NAME |
DIRECTORATE |
SECTION |
PERMANENT POSITION |
RETIREMENT DATE/LONG-TERM LEAVE DATE |
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1. |
Jerry Benoit |
Corporate Support |
Fleet Services |
Fleet Services Coordinator |
1 October 2013 |
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2. |
Shirley Witham |
Support Services |
Court Liaison |
Court Liaison Clerk |
1 October 2013 |
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3. |
Valerie Either |
Support Services |
Communication Centre |
Communication Centre Clerk |
1 November 2013 |
ANNEX C
Q4 2013 Permanent Civilian Hires
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NAME |
DIRECTORATE |
SECTION |
PERMANENT POSITION |
START DATE |
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1. |
Daniel Steeves |
Corporate Support |
Business Information Solutions |
Chief Information Officer |
7 October 2013 |
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2. |
Courtney Strom |
Support Services |
Call Centre |
Call Centre Agent |
29 November 2013 |
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3. |
Therese Bitanga |
Office of the Chief |
Enterprise Performance |
Audit Specialist |
16 December 2013 |
ANNEX D
Q4 2013 Civilians in New Permanent Positions
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NAME |
DIRECTORATE |
SECTION |
PERMANENT POSITION |
START DATE |
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1. |
Kevin Logue |
Emergency Operations |
Office of the Supt. |
Project Mgr. Operation INTERSECT |
4 October 2013 |
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2. |
Martin Bourbeau |
Support Services |
Communication Centre |
Mgr. Communication Centre |
4 November 2013 |
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3. |
Jennifer Mucz |
Support Services |
Court Liaison |
Spec. Cst. Document Server |
29 November 2013 |
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4. |
Lynn Sabourin |
Support Services |
Communication Centre |
Communication Centre Clerk |
16 December 2013 |
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5. |
Nancy Burrows |
Resourcing & Development |
Employee & Labour Relations |
Manager Labour Relations |
16 December 2013 |
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6. |
Michael Mason |
Support Services |
Call Centre |
Supervisor Call Centre |
20 December 2013 |