Click here to load reader
Upload
gay-keller
View
23
Download
4
Embed Size (px)
DESCRIPTION
Review of Overtime Ottawa Police Service 2008. Reasons for Review. Reasons for Review. A recurring annual deficit in the overtime budget (annual average of $1.5m deficit over the past seven years). Post review- Ended 2008 at ($174k) vs Ended 2007 at ($1m) deficit. - PowerPoint PPT Presentation
Citation preview
Review of OvertimeOttawa Police Service
2008
Review of OvertimeOttawa Police Service
2008
2
Reasons for ReviewReasons for Review
3
Reasons for ReviewReasons for Review
• A recurring annual deficit in the overtime budget (annual average of $1.5m deficit over the past seven years).
• Post review- Ended 2008 at ($174k) vs Ended 2007 at ($1m) deficit.
• To establish the ground work and framework for OPS manage overtime as efficiently and effectively as possible
• Post review- Overtime Mgt. Policy/ Guidelines/Checklists/ implemented+ more cost recovery.
• A concern over potential burnout and well being of OPS members working high amounts of overtime.
• Post review- Systems implemented to better balance overtime allocation
4
OPS Overtime Deficit, 2001-2008
OPS Overtime Deficit, 2001-2008
$(3.0)
$(2.5)
$(2.0)
$(1.5)
$(1.0)
$(0.5)
$-
Mil
lio
ns
2001 2002 2003 2004 2005 2006 2007 2008
$ 1.3
$ 2.1
$ 2.5
$ 1.2
$ 1.9
$ 1.0$ 1.0
Recoverable overtime is not included in these figures. 2007 includes overtime earned of $591K re NHL Playoffs.
$ 0.2
5
$-
$0.5
$1.0
$1.5
$2.0
$2.5
$3.0
$3.5
$4.0
$4.5
2001 2002 2003 2004 2005 2006 2007 2008
Mill
ion
s
Budget Actual
$ 1.5
$ 2.8 $ 2.8
$ 1.5
$ 3.6
$ 4.2
$ 1.7
$ 1.9 $ 1.9
$ 2.9
$ 3.1
$ 3.8 $ 3.7$ 3.9
Recoverable overtime is not included in these figures. 2007 includes overtime earned of $591K re NHL Playoffs.
$ 3.0
$ 3.2
OPS Budget vs. Actual Overtime Earned Expenditures,
2001-2008
OPS Budget vs. Actual Overtime Earned Expenditures,
2001-2008
6
OvertimeOvertime
OT is an inevitable part of police work in all police organizations which rely on it to some extent to meet service delivery requirements. (Effective tracking and controls need to be in place).
Influenced by internal & external factors and managed by personal judgment at the time. Based on actual incidences planned and unplanned.
OT must be properly authorized, recorded, accumulated, approved, analyzed and controlled as it is a discretionary cost in many cases.
““The Key is Managing”The Key is Managing”
7
Overtime Review ProcessOvertime Review Process
8
ObjectivesObjectives
to determine why budget over-spending occurred in various areas and to evaluate procedures and resource allocation plans that may have contributed to the over expenditure. Finance issues detailed monthly reports to section managers
to collect appropriate data that can be analyzed to determine the causes of overtime, and with the assistance of other senior officers develop strategies to reduce the use of and reliance on overtime.
to develop policies and procedures governing the authorization and use of overtime.
to ensure that appropriate processes are in place to track, manage and control overtime worked by employees.
to assist managers to better understand what they can do in a practical way to improve overtime performance.
9
Elements & Process of Review
Elements & Process of Review
Analysis of overtime & other
interrelated factors
Graphic depicts areas of examination for review and the process leading to findings and recommendations.
Concept & illustration by Concept & illustration by Pat McCaffery PhD candidatePat McCaffery PhD candidate
Findings & Recommendations
OOvertime Expenditures
CCauses of Overtime
PPolicy & Practices
WWorkload Pressures
SSpecial Events
BBudgets
Staff Input
Data Analysis
Previous Audits
Best PracticesConcept & illustration by Concept & illustration by Pat McCaffery PhD candidatePat McCaffery PhD candidate
10
OvertimeOvertime
Controllable Uncontrollable
Recoverable
Anticipated large scale events
Selected special events Natural disasters
Unrecoverable
Staffing challenges / shortages Administrative time On Call overtime
Increased homicides and fatal collisions Emergency response call-outs to major incidents Unanticipated events Priority one calls occurring near end of officer’s shift Major IT malfunctions Protests associated with a specific event or meeting
11
RECOMMENDATIONSRECOMMENDATIONS
Review led to 36 recommendations. Recs divided by Division with 10 general recs
applying to all DivisionsFirst Ten RecommendationsFirst Ten Recommendations1. Change the culture towards overtime (Passive to Aggressive)
2. Develop and implement detailed policy (approved Dec. 4/08)
Authorize prior, validate OT claim, approval by Inspectors
3. Improve overtime budget allocations for sections through reallocation of funds within divisions.
4. Change shifts to meet workload demands (also part of CIS review in 2009)
5. Include overtime mgt. in Performance Reviews
12
RECOMMENDATIONSRECOMMENDATIONS
6. Pre-approval of overtime7. Better manage/communicate $100k list8. Track reasons for all overtime usage with
codes9. Absenteeism Management/ Loss Time Analysis10. Include overtime cost recovery in all MOUs.
The other 26 recommendations were categorized by the Divisions they occurred in. Most were actioned as they were discovered.
13
Status of Recommendations and Budget Impact
Status of Recommendations and Budget Impact
Q1 2009 follow-up completed on status of 36 recs. (All but 4 are complete).
Q1 budget status
- March overtime reflects earnings of $233K, which is $25K under budget. This is $57K or 20% decrease compared to the same period last year.
YTD End of Q1– Earnings of $618K.
Budget - $678K
Surplus of $60KSurplus of $60K
14
Status of Recommendations and Budget Impact
Status of Recommendations and Budget Impact
169,1
04 216,0
70 232,6
38
050,000100,000150,000200,000250,000300,000350,000400,000
Jan. Feb. Mar. Apr. May Jun. Jul. Aug. Sept. Oct. Nov. Dec.
Budget Actual
15
2009 YTD OT PRESSURES2009 YTD OT PRESSURES
World Junior Hockey $6kObama visit $600kDadshani – High risk trial (Feb –15 May) $171k (est)Tamil Protest – $662k
Total YTD $1.43m out of $3.084mHiring Plan – challenge staying on complement
Note: OT related to Obama - this has not been recovered yet but we are hopeful it will be before year end. The gov't does a full audit before any payment is made on these major events and that has not even been scheduled yet. Keep in mind we only received recovery for NALS (summer of 2007) in January 2009.
16
ON-GOING STEPSON-GOING STEPS
Status monitored each month at the Executive Team Meetings
Finance issues detailed monthly reports to section managers
OT is now Authorized, validated, approved, tracked, and monitored.
Special event overtime is closely monitored/mitigated
Cost recoverable overtime is increasing (March $13.4k)
Following up on report recommendations
17
QUESTIONSQUESTIONS
?