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1
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That
the City ensure that whenever charges are made to a
closed work order, the work order should automatically be presented to the Supervisor,
Fleet Services for review and approval. His approval should be indicated by a
password provided for the 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 only 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. This information is
documented in the system along with the date and the user’s name.
Fleet Services will run the 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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