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3
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That
Fleet Services instruct mechanics to charge work to a line item on a work
order that only pertains to that line item and to charge break time to a
non-productive time account rather than a line number on a work order.
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Management
agrees that work charged to a line time should only pertain to that line
item. On-going education and training of technicians continues to reinforce
that process.
Management disagrees that break times should be
charged to a non-productive time account rather than a line number on a work
order. This issue was reviewed at amalgamation and it was determined to be a
best practice to charge break time to the work in progress as opposed to the
extra work of signing off and back on to the job.
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December 2009: Requires Resolution.
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5
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That
the City consider modifying the M5 system so that if
a work order has been modified after it is closed, it is automatically forwarded
to the maintenance supervisor for review and approval.
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Management
disagrees with this recommendation.
All access to M5 is password protected, once a work
order is closed it is impossible to change any of the original information.
Currently, additions can be made for parts, labour, and external repairs.
When additions take place, M5 provides an auditing function, which forces the
user to provide the reason for the addition which M5 records. Further, the M5
will also record the date and the user's name.
Fleet Services Branch will run this audit report monthly and will submit the
results to the appropriate manager for scrutiny and follow-up. The M5 system
has been modified so that labour additions can only be made by a supervisor;
thus removing the risk. With respect to external repairs, additions occur
very rarely.
Staff also consulted with Maximus Asset Solutions, the City’s M5 supplier.
The supplier indicated that this is not a common practice in the industry and
was the first time that this request had been made in North America.
Therefore, costs would be required to engage Maximus in providing a quotation
on the required work for the system. Given the current built in protections
in the M5 system, no further costing has been explored.
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December 2009: Requires Resolution.
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