Rec # |
Recommendation |
Management
Response |
Est
Comp Date |
Status Updates (In Progress; Pending; Complete; Requires Resolution) |
1 1 1 |
That the City Treasurer assign a
function with the overall responsibility for all City assets. This function should be responsible for
developing and issuing, for overall City asset and inventory management,
overarching policies, systems and procedures covering the capitalization,
depreciation, identification, accounting, recording, tracking, control and
safeguarding of City assets, and inventory management. |
Management
disagrees with this recommendation. Under the Municipal Act, the Treasurer
"...is responsible for handling all of the financial affairs of the
municipality on behalf of and in the manner directed by the council of the
municipality". As a result, within the City of Ottawa, the City
Treasurer is responsible for materials that have not been expensed
(inventory) - with the exception of salt and sand, as their control by Stores
staff would not be cost-effective. Financial Services, has in place, policies
for the management of inventory under their custody. As part of the implementation of tangible
capital assets, the City Treasurer, in consultation with asset owners, will
develop policies including capitalization thresholds, depreciation rates and
methods, and accounting treatment at disposal. |
|
December 2009: Requires Resolution. |
2 2 |
That the City Treasurer ensures that
the City is ready to comply with the PSAB rules for full accrual accounting
for local governments, which come into effect January 1, 2009. |
Management
agrees with this recommendation. |
Q2 2010 |
December 2009:
In Progress. Pre-2009
City assets have been valued, approved, and loaded into the TCA solution and
SAP production. 2009 asset
transactions have been requested and will be included as part of the 2009
financial reporting. June
2009: The implementation schedule has been finalized and communicated. The
definition of all remaining assets is nearing completion. The integration of
source asset management information with the TCA solution is currently
underway. |
3 3 |
That the City ensure that: |
a)
Management agrees with this recommendation.
Financial Services will review the system-defined metrics within SAP
and industry best practices to ensure that common methodologies are in place
for appropriate inventory metrics by Q1 2009. |
Q3 2009 |
December 2009:
In Progress. Management expects this recommendation to be complete by end of Q1 2010. June
2009: In Progress. |
5 5 |
That the City ensure that a
Financial Services Branch staff be assigned to work with the FSUs in each of
the branches to ensure that the financial transactions for assets and
inventory and the status of inventory is reviewed in detail each month end to
ensure that the data is correct. |
Management
disagrees with this recommendation.
Inventory is the responsibility of the Financial Services Branch (with
the exception of salt and sand) and is reviewed in detail each month. Assets
are the responsibility of each branch director. Financial Services, in
conjunction with the SAP support centre, will work with client groups to
ensure they have the necessary knowledge and training in SAP to identify
exceptions in the underlying data and that they are in a position to assess
the status of their assets on a regular basis, based on the existing toolset
in SAP, by Q1 2009. |
|
December 2009:
Requires Resolution. |
8 |
That the City ensure that all Stores
take cycle counts of inventory: |
a)
Management agrees with this recommendation. This recommendation will be
implemented where current staff levels permit, by Q1 2009, following the
completion of the bar coding implementation. |
Q1 2009 |
December 2009:
Requires Resolution. December
2008: Requires Resolution. Briefing note completed. |
8 8 |
c)
Hand held scanners be used for the count to increase efficiency and accuracy.
|
c)
Management agrees with this recommendation. A project to implement bar coding
in Transit Stores has been initiated and is scheduled to begin in Q1
2008. The inclusion of the remaining
stores in General Stores and Municipal Fleet Stores may have to be addressed
through a subsequent IT project, and follow the IT intake process and
business case evaluation. Anticipated completion is Q4 2008. |
Q4 2008 |
December 2009:
In Progress. Wireless bar code
solution delayed to Q1 2010 due to project resources being deployed to H1N1
efforts. June 2009: Funding for complete
implementation of wireless bar code solution confirmed at 100% in January
2009, hand held scanners to be in place for Transit stores locations July
2009, for Fleet stores locations September 2009, and for General stores
locations October 2009. AG
recommendation to be complete in 2009. |
14 14 14 |
That the City ensure that controls
over salt, sand, gravel and similar products be improved by: |
a)
Management agrees with this recommendation. Management has implemented a
number of procedures dealing with road salt.
One procedure details the method by which supervisory staff or
management place bulk orders for road salt and the method by which they are
received in the respective yards. A
second procedure details the steps taken to perform a random weighing of a
salt shipment and the method by which to adjust the weigh bill should the ticket
weight not fall within tolerance or reject the shipment. Staff are currently adapting these
procedures to function for other winter and summer materials. |
Q4 2008 |
December 2009: In Progress. Following the
OAG's report in 2006, the former Surface Operations (SOPs) branch implemented
a number of initiatives to address the auditor's recommendations. In September
2009, the independent auditors, Samson & Associates, on behalf of the
OAG, conducted a post audit "follow up". Initial feedback from
Samson & Associates suggested that the branch has made progress and has
plans in place to address the outstanding issues... The branch awaits the
findings of the finalized post audit "follow up". In the meantime,
the branch through a continuous improvement initiative led by PWS staff and
involving the FSU and Corporate Compliance units, is in the first phase of
implementing an Inventory Enhancement initiative, following the guidance and
approval of the Division Management Team (DMT). The Branch now
conducts random weighing of roadway salt deliveries and the recording of salt
receipt tickets have now been transferred from the FSU to PWS staff. These
changes have greatly reduced the timing delays in transaction processing that
previously resulted in negative inventory balances and inaccuracies in the
SAP inventory system. In addition, enhanced data quality assurance procedures
and practices to embed the initial benefits and improvement are in the
process of being established. The first phase
of the project concentrated on improving salt monitoring and management,
because roadway salt accounts for over 80% of the branch's inventory. The
next phase, starting in March 2010, will focus on general and summer
materials. June
2009: SOP is currently reviewing their processes and will implement a new
process that will allow clerks to receive materials into inventory which will
significantly improve inventory accuracy. The new process procedure will be
officially released in Q2 2009. The objective is to implement the changes for
improvement to these processes by the end of Q4 2009 subject to acceptance of
the strategies developed. |
16 16 16 16 |
That the City ensure that: |
a)
Management agrees with this recommendation. Management proposes that the most
effective way to track and maintain this information is through an electronic
approach. Management will modify the
electronic IT ordering form to clearly capture details of both the employee
requesting the order and information regarding the employee receiving the
equipment, by Q2 2008. |
Q1 2009 |
December 2009:
a) In Progress. Phase 1 of the IT Service Management
Tool (Marval) has been implemented giving ITS the ability to, going forward,
consistently record the name of the assigned employee against each piece of
IT equipment installed. Full asset
management and continuous tracking of assets is available as another module
to the Marval tool. In 2010, ITS will
begin evaluation of asset tracking requirements with a view to capture
requested asset information from an on-line Order system that would feed into
an eventual asset management database.
In addition, an IT Asset Management Policy will be developed in 2010
as a first step towards ongoing asset management. b) Requires Resolution. June 2009: a)
ITS planned to address the requirement for integrated asset and inventory
tracking using an on-line ordering form built on the new IT Service
Management (ITSM) solution being implemented to automate key IT processes
across the Branch. When fully deployed, the ITSM tool will provide a
consolidated system to track each piece of installed equipment together with
equipment description, serial number as well as the City’s asset tag number.
Pilot testing was completed in December 2008, but further implementation was
delayed based on the results/recommendations from the pilot testing, the
temporary loss of a key resource to an extended illness, supplier related
issues, and pending Wave III activities. However, ITS has worked through the supplier
issues and by backfilling and re-allocation of resources, have constructed a
fast-track implementation plan that will see the first part of the
implementation in place Q3 2009, and the new on-line ordering function
available Q4 2009. The new on-line form will be constructed so that the
inventory information within the ITSM tool is accurate and up-to-date. b)
Requires resolution. Since Management
disagreed with the recommendation, a Briefing note was completed for
discussion at an upcoming CAWG meeting. In the interim, ITS continues to
investigate situations where IT services or assets may be involved in a
suspected security breach or contravention of City policies, federal,
provincial or municipal legislation, and advises management so that appropriate
action may be taken as appropriate.
|
20 20 |
That the City ensure that internal
control over the City’s Art be improved by: |
a)
Management agrees with this recommendation.
Staff will work with Corporate Security and RPAM to develop an optimum
approach by Q4 2008. |
Q2 2010 |
December 2009: a) In Progress. An alarm and security cameras in the art storage
vault will be completed in 2010. Initial discussions have proceeded with the
Routhier Community Centre facility staff to coordinate all security issues
within the building as an efficient and cost saving approach. Due to a major
HVAC system replacement in the building, the security project was delayed. A
budget has been allocated from within the Capital Accommodations budget to
proceed with this recommendation. b) Complete. The removal of artworks now includes signed
paperwork by the contractor, client and Cultural Planner - Collections. c) Pending. Management
requested an FTE in the 2009 budget for a staff receiving & stocking
function. However, this funding was not approved. A request has been included
in the 2010 budget. d) Complete. e) Pending. To be completed subject to
2010 budget approval. June
2009: |
24 24 24 |
That the City ensure that the Stores
function be improved by: |
a)
Management agrees with this recommendation. This recommendation will be
implemented where staff levels permit, however, management believes full
implementation would not be cost effective.
The inventory control specialist position, which will be staffed by Q3
2008, will provide an added level of oversight by conducting reviews of:
cycle counts, inventory reconciliations, negative balance adjustments and
items with high turnover rates. d) Management agrees with this
recommendation. A procedure requiring
the original work order to be produced when requisitioning goods will be
implemented by Q3 2008. However, given
the 24/7 by 365 day emergency response requirement at ROPEC, Supply/Materials
Management staff are not always available.
A procedure is in place that allows staff to remove the required
materials in order to effect the necessary repairs. This procedure requires that a work order
and parts allocation be reconciled immediately thereafter. e) Management agrees with this
recommendation. It is standard practice for goods issue to be entered as soon
as possible subject to client service priorities at the service counter. This
approach has been reinforced with staff as a result of this audit. |
Q4 2008 |
December 2009: In Progress. a & b) Wireless bar
code solution delayed to Q1 2010 due to project resources being deployed to
H1N1 efforts. June
2009: Where staffing levels permit, segregation of duties has been
implemented, also, the Inventory Control Specialist has provided an
additional level of oversight in relation to inventory counts, adjustments,
and issues such as negative balances.
However, by far the most meaningful improvement will arrive with the
bar code solution in 2009. Funding for
complete implementation of wireless bar code solution confirmed at 100% in
January 2009, hand held scanners to be in place for Transit stores locations
July 2009, for Fleet stores locations September 2009, and for General stores
locations October 2009. AG
recommendation to be complete in 2009. |
25 25 |
That
the City ensure that control over parts charged to a WO be improved by: |
a)
Management agrees with this recommendation. The necessary steps are being
taken to effect this change by Q2 2008. |
|
December 2009: b) In Progress. Attempts were made by
the Inventory Control Specialist to build a report to address this
information using queries within SAP. Those attempts did not achieve the
desired results. The specifications for the required report have been
submitted to the SAP Support Centre for development of an ABAP report. The
development of this report is subject to prioritization against other
workload demands. June
2009: |
33 33 |
That the City ensure that Fleet
Maintenance staff not be allowed to order or receive their own parts directly
from the supplier. |
Management
disagrees with this recommendation. Stores staff are not present at all fleet
locations and on all shifts. Fleet
staff order materials through standing offer agreements and approved
purchasing processes. Financial
Services performs systems receipt and provides oversight by verifying
compliance to the Purchasing By-law. The additional FTEs required to comply
with this recommendation would not be cost effective. |
|
December 2009: Requires Resolution. |
44 44 |
That the City ensure that the
storekeeper confirm receipt of goods from the receiver and place them on the
shelves. |
Management
agrees with this recommendation. Transit Material’s project to implement bar
coding in its stockrooms by Q4 2008, will incorporate a process to record the
movement of material from the receiving location into its storage location. |
Q1 2009 |
December 2009: Pending. Wireless bar code
solution delayed to Q1 2010 due to project resources being deployed to H1N1
efforts. June
2009: Funding for complete implementation of wireless bar code solution
confirmed at 100% in January 2009. Hand held scanners to be in place for
Transit stores locations July 2009, for Fleet stores locations September
2009, and for General stores locations October 2009. AG recommendation to be
complete in 2009. |
53 |
That the City ensure that cores be
recorded and given a value in SAP. |
Management
agrees with this recommendation. Core values will be recorded in SAP by Q4
2008. |
Q4 2008 |
December 2009: In Progress. The
St. Laurent North location has begun its process to value cores and bring the
value into SAP. Management expects
this recommendation to be completed by end of Q4 2010. June
2009: Majority of cores organized and process for inventory determined.
Inventory on these cores to be completed by end of June 2009. Large cores
subject to construction of a secure area within St. Laurent construction
planning to commence in June 2009. |
58 58 |
That the City ensure that transfers
between plants not be counted as part of inventory turnover calculations. |
Management
agrees with this recommendation. Financial Services will review the
system-defined metrics within SAP and industry best practices to ensure that
common methodologies are in place for appropriate inventory metrics including
inventory turnover by Q1 2009. |
Q1 2009 |
December 2009: In Progress. Management expects this
recommendation to be complete by end of Q1 2010. June
2009: A policy on inventory turnover was officially approved by Finance in
May 2009, providing for a common methodology for turnover which does not
count transfers between plants in the turnover calculation. |