#	Recommendation	Management Response	Est Comp Date	Status Updates (In Progress; Pending; Complete; Requires Resolution)
3	That the City ensure that employees on exception reporting submit timesheets promptly and remind managers/supervisor of their responsibility to ensure direct reports submit timesheets within the required 5 to 10 days after the leave or additional hours are worked.	Management agrees with this recommendation. Management agrees that all City employees are responsible for submitting their time sheets and leave requests in a timely manner to their supervisors/managers, who are in turn responsible for ensuring that the time and leave is approved and entered into SAP. Managers are also responsible for completing timesheets on behalf of employees who are away from work for more than four consecutive days. Managers were advised of the importance of submitting time and leave reporting forms in a timely manner in recent communications issued in the spring of 2009 regarding the automated sick leave tracking process. A broader communication to managers and staff is planned for summer 2009 via employee communications and City Briefs to outline the same requirement and the benefits of having up-to-date information. The importance of submitting forms in a timely manner will also be reinforced during New Employee orientation sessions commencing Q3 2009.	Q3 2009	December 2009: In Progress. Management and Employee bulletins were issued on this subject in May 2009 and August 2009. Revision of the new employee orientation session is in progress and is expected to be completed by the end of Q1 2010.
4 4	That the City ensure that all employees provide the required satisfactory medical certificates to EH&W within the prescribed number of days, as stipulated by individual collective agreements and that the City not pay these until a satisfactory medical certificate is received.	Management agrees with this recommendation. Management agrees that it is an employee's responsibility to submit satisfactory medical certificates in a timely manner to their manager, to whom falls the responsibility for accepting or rejecting the certificates on the basis of established criteria and ensuring satisfactory certificates are forwarded to EH&W for inclusion in the employee's medical file. Management also agrees that it is a manager's responsibility to ensure that approved, certified sick leave is entered into SAP for payment only after a satisfactory medical certificate has been received and approved per the applicable collective agreement. Recent improvements have been made to the sick leave tracking process. Since May 2009, managers have been receiving emails advising them when their employee(s) sick leave has been entered into the SAP system and that a medical certificate is required. This allows the manager to better manage the certification process and to ensure that sick leave is appropriately approved and paid. By September 2009, if an employee submits time sheets for uncertified sick leave and his or her uncertified sick leave is exhausted, the time submitted will automatically revert to unpaid sick leave if a medical certificate has not been submitted and approved to support certified sick leave.	Q3 2009	December 2009: In Progress / Requires Resolution. OAG Comment at time of tabling: The OAG considers that this recommendation should be forwarded to the Audit, Budget and Finance Committee for discussion. An automated tracking system was implemented on September 1, 2009 therefore management considered implementation of this recommendation to be complete, however, the OAG has indicated that he would like this recommendation forwarded to the Audit, Budget and Finance Committee for discussion.
5	That the City document and communicate a policy/procedure/guideline clearly stating the criteria when a medical certificate will be deemed unsatisfactory and will not be accepted, (e.g., listing of an employee's absences in more than one period; doctor's medical certificate where the employee was not seen by the doctor during the absence; medical certificate for an absence which occurred at a much earlier date, etc.) and that responsibility for refusal of a medical certificate be clearly established.	Management agrees with this recommendation. Management will establish and document criteria for acceptable medical certificates, and communicate it to management, employees and unions by Q4 2009.	Q4 2009	December 2009: In Progress. Criteria was established, but due to H1N1 and temporary changes to medical certificate requirements, communication of established criteria will be delayed until after flu season is over and temporary changes are lifted.
6 6	That Employee Health and Wellness ensure that medical certificates are appropriate and meet the City's requirements and be given the final authority to challenge medical certificates.	Management partially agrees with this recommendation. Management agrees that only those medical certificates that meet established criteria are to be accepted for substantiating sick leave (criteria to be formalized as outlined in Recommendation 5). However, management disagrees with the suggestion that EH&W has the responsibility and final authority for the approval of medical certificates: this is the responsibility of managers. EH&W will establish the criteria for acceptable medical certificates based on their expertise and recognized industry practice, and will continue to provide guidance to management in the application of the criteria in support of managers' responsibility to approve leave and manage the attendance of employees. Going forward, managers will be reminded of their responsibility for approving all types of leave (including sick leave), and will be provided training in support of this responsibility.		December 2009: In Progress / Requires Resolution. OAG Comment at time of tabling: The OAG considers that this recommendation should be forwarded to the Audit, Budget and Finance Committee for discussion. Medical certificate criteria has been established, and EH&W staff continue to provide guidance to managers as required. Improved management tools and education for the approval of sick leave are being considered for 2010 as part of the next phase of time and leave automation projects. EH&W final authority to challenge medical certificates portion of this recommendation requires resolution.
7	That Employee Services ensure that employees be advised of those certificates, which are found unsatisfactory and that a consistent follow-up process occur to get a satisfactory certificate.	Management agrees with this recommendation. EH&W already undertakes this practice on a regular basis. Under the newly implemented process, the responsibility for follow-up will be with managers/supervisors with support from EH&W. The May 12, 2009 Management Bulletin regarding the new sick leave tracking process explained to managers their responsibility for contacting employees to remind them of the need for medical certificates once they have exhausted their uncertified sick leave entitlements. This has also been reinforced during management briefing sessions held in conjunction with the management bulletin. Management will ensure that the communication to managers under recommendation 5 also reminds managers/supervisors of their responsibility to follow up on their employees' outstanding satisfactory medical certificates. Employees will also be reminded of what constitutes a satisfactory medical certificate.	Q2 2009	December 2009: In Progress. The first round of communications was issued in May 2009. A second round was issued in August 2009 in advance of the September 1, 2009 implementation of the new automated sick leave tracking system. Medical certificate criteria has been established but due to H1N1 and temporary changes to medical certificate requirements, communication to managers of these criteria will be delayed until after flu season is over and temporary changes are lifted.
8 8	That Employee Services ensure that those certificates, which are received and satisfactory, are promptly and accurately entered in SAP.	Management partially agrees with this recommendation. Management agrees that the receipt of satisfactory medical certificates should be promptly and accurately recorded in SAP. However, management disagrees that this is a responsibility of Employee Services (Human Resources): ensuring that time/leave is approved and properly submitted is a management responsibility. Accordingly, managers are responsible for accepting or rejecting medical certificates based on established criteria, and for approving employee time/leave in accordance with the applicable collective agreement or policies through the established processes. As part of the current time/leave automation project, the capability for management to indicate their approval of medical certificates while entering the corresponding time/leave will be developed by Q4 2009.		December 2009: In Progress / Requires Resolution. OAG Comment at time of tabling: The OAG considers that this recommendation should be forwarded to the Audit, Budget and Finance Committee for discussion. The portion of the recommendation that puts the onus on ES for the acceptance and certification of sick leave in SAP requires resolution. The remainder of recommendation is in progress. ES staff currently receives and reviews medical certificates before certifying leave in SAP. Improved management tools and education for the approval of sick leave is being considered for 2010 as part of the next phase of time and leave automation projects.
10	That the City establish a process to advise employees that recovery of compensation will take place in the absence of an appropriate medical certificate; and that the City recover compensation for uncertified absence in excess of collective agreement banks consistently City-wide.	Management agrees with this recommendation. This process is currently in place. Management explored the automation of sick leave tracking and such a system was found to be achievable. Accordingly, through 2009, the City is implementing an automated sick leave tracking system for the majority of the organization. This will ensure that sick leave in excess of entitlements allowed in the collective agreements are automatically recovered if employees do not supply medical certificates in a timely fashion per the applicable collective agreement. ATU 1760 and IATSE are currently in a statutory freeze (due to bargaining) and will be implemented at a later date. In May 2009, communications via Ozone and through regular inter-office mail were sent to all managers and employees regarding the recovery of compensation in the absence of valid medical certificates. It is expected that the practice will be implemented corporate-wide once discussions take place with the unions, which is anticipated to be by the end of Q1 2010.	Q1 2010	December 2009: In Progress. An automated tracking system was implemented on September 1, 2009. The first round of communications was issued in May 2009. The second round was issued in August 2009 in advance of the September 1, 2009 implementation date. Remaining unions to be automated should be complete by Q1 2010.
13 13	That the City treat accommodations as a corporate initiative and that staff that can perform modified work be accommodated.	Management agrees with this recommendation. A significant number of employees are accommodated in modified work at the City every year, as a result of either work-related or non-work-related injuries or illnesses. Management acknowledges that there is always room to improve program performance and that increasing the awareness and understanding of both management and employee responsibilities are an important part of this process. Occupational Health and Wellness will address the need for broader awareness and understanding as a component of a broader wellness strategy that is scheduled for Senior Management Committee (SMC) approval and implementation in Q2 2010.	Q2 2010	December 2009: In Progress. A Corporate Wellness Program document was prepared in 2008. In addition, a budget request was submitted in 2009 for funding to conduct a wellness program assessment and prepare a development plan. The intent is to bring this forward for discussion with SMC in Q1 2010.
14	That the City prepare an inventory of modified duty positions and match employee capabilities to available work in order to provide timely and effective returns to work for all employees who are partially disabled, or are returning to work from sick leave with temporary restrictions.	Management agrees in principle with this recommendation. While management agrees with this recommendation in principle, they also realize that a "modified duty" position may not always be suitable for every employee's limitations. Quite often, employees are accommodated in their own position with changes made to accommodate their temporary or permanent limitations and precautions. Therefore, attempting to prepare a modified duty position "inventory" for the City would not be practicable or feasible. However, management agrees to create an inventory of the positions that are currently most frequently used to provide modified work for employees returning from sick leave, along with any job demands analyses that may have already been completed for these positions. As part of Recommendation 13, EH&W, along with management representatives, will be tasked with commencing the development of a Citywide inventory of modified duty positions. The stakeholder team will begin by identifying and documenting an inventory of the positions that are currently most frequently used to provide modified work for employees returning from sick leave, along with any job demands analyses that may have already been completed for these positions by Q2 2010.	Q2 2010	December 2009: In Progress. First draft of inventory of positions currently used on a regular basis to provide modified work for employees returning from sick leave has been prepared. Currently comparing the list against completed JDAs. This inventory to be completed in Q2 2010.
15 15	That the City clarify the roles and responsibilities of employees, managers and/or supervisors and of the Centres of Expertise, e.g., EH&W, LR, Payroll, etc. in relation to the sick leave management process.	Management agrees with this recommendation. Roles and responsibilities for employees, managers, supervisors and Human Resource (Employee Services), Labour Relations and Payroll are clearly set out in the AMP Procedures. Roles and responsibilities are also set out in the Return to Work Program document. Representatives from Employee Services (Human Resources), Labour Relations, Legal Services and Payroll will review the current sick leave management process roles and responsibilities to identify any areas that require modification or clarification. Once identified, the required changes will be made to the affected documents and communicated to managers and staff by Q1 2010.	Q1 2010	December 2009: In Progress. The first meeting of EH&W, LR and Legal Services staff to review processes, roles and responsibilities was held on November 16, 2009. Further facilitated working sessions to follow.
23	That Employee Services provide further training to all supervisors with direct reports who contribute and/or are involved in the AMP process.	Management agrees with this recommendation. Work is currently underway to include an overview of the AMP in the new supervisor/manager development sessions (currently under development). Employee Services (Human Resources) will work with Labour Relations to develop initial and refresher AMP training sessions for managers in Q1 2010. Once developed, Human Resources and Labour Relations will communicate the availability of the training and will begin to schedule and offer sessions by Q2 2010.	Q2 2010	December 2009: In Progress. Session revision is currently in progress. Training slides have been updated and updating of handout material is in progress. Once completed, communication and delivery plan will be developed.
24 24	That Employee Services ensure all employees are captured in the AMP databases, rerun the export of the data from SAP for the previous cycle to ensure data accuracy, and that the databases be reviewed by another resource before spreadsheets are provided to departments.	Management partially agrees with this recommendation. Human Resources (Employee Services) will ensure that all sick days for employees within the scope of the AMP are captured in the AMP database, including those employees who retire/leave the City during the year (with the exception of firefighters on pre-retirement leave in accordance with their collective agreement provisions). While management agrees with the need to work with accurate data, management disagrees with re-running of the previous cycle's data export for every six-month cycle, as conducting the second data download is not cost effective. SAP data is accurate and reflects the information inputted by the branches. Historically, there have been approximately 20 discrepancies in each cycle out of 11,000 employees in the AMP. These discrepancies are largely due to timesheets being entered after the semi-annual data download is complete. If timesheets are entered in a timely fashion and if management compares their AMP spreadsheets with their branch records and responds back to the AMP administrator with discrepancies, the necessary corrections will be made. There is no recognized value in the database being reviewed by another resource because there would be no way for this second resource to know whether data was missing or not. This has primarily been an issue for a small number of employees in those groups where Telestaff is used to schedule employees in 24/7 operations. When Recommendation 21 is implemented by Paramedic Services, the occurrence of this problem will be greatly minimized.		December 2009: Requires Resolution. OAG Comment at time of tabling: The OAG considers that this recommendation should be forwarded to the Audit, Budget and Finance Committee for discussion. First part is complete: The AMP Administrator included all employees (including those employees who retired from/left the City during the year; with the exception of firefighters on pre-retirement leave) in the database and their sick days are reflected in the 2008 statistics. The same will be done for 2009 and all other years going forward. Second part requires resolution.
25	That Employee Services in consultation with Information Technology Services investigate the use of an automated tool for AMP reporting.	Management agrees with this recommendation. Employee Services, in consultation with IT, will investigate the possibility of increasing the automation capability of the AMP system tools by Q4 2009.	Q4 2009	December 2009: In Progress. Some work done in 2007 in conjunction with HRIS to determine if there were opportunities to improve the efficiency of the AMP database/process through automation, and it was determined at that time that there were too many variables in the AMP to make increased automation feasible. AMP Administrator will consult with IT in Q2 2010 to determine if any automation options exist today.
27	That the City develop and document a wellness strategy aimed at decreasing sick leave; that it further establish objectives and set measurable targets for the organization; and, that these be effectively communicated.	Management agrees with this recommendation. Management agrees that development of a corporate wellness strategy would benefit employees and the organization; however, it must be holistic in nature, and its objectives much broader in scope than just the reduction of sick leave. With input from the Senior Management Committee, Employee Services (Human Resources) will develop a wellness strategy (see Recommendation 13) that is linked with, and supports the corporate service excellence strategy and workplan by Q2 2010.	Q2 2010	December 2009: Pending. Preliminary Wellness Program documentation work was completed in 2008, but further progress on the conduct of a baseline assessment of current wellness efforts, and the development of a forward-looking corporate wellness improvement strategy is subject to budget approvals in the 2010 budget.
28	That the City report to all levels of management as well as City Council on: - The status of the set targets vs. improvements in absenteeism; and, - Days taken by branch as well as related costs each cycle.	Management agrees with this recommendation. A corporate-wide performance reporting framework, which will rise through standing committees and Council, is currently being developed. As part of this development effort, Employee Services (Human Resources) will be recommending performance measures to be included in the framework, including measures related to employee attendance, by Q2 2010.	Q2 2010	December 2009: In Progress.
30	That Employee Services explore alternative means to minimize the lapse between the end of the program cycle; supplying letters to all operating departments and the issuance of the letter to an employee.	Management agrees with this recommendation. Means to minimize the time lapse between the end of a cycle and the provision of letters to employees has been investigated, with the following findings: - The time that Payroll requires (one month) from the end of a cycle to ensure that all leave is entered (some groups are paid three weeks in arrears) cannot be reduced. - An additional resource could help reduce time required to download data from SAP to AMP database and manipulate data to prepare spreadsheets for managers by as much as two weeks. Human Resources will explore the feasibility of providing additional support to the AMP administrator through the HR Service Centre, which will be established during Q3 2009. - In some instances, there is significant lapse between the time managers receive letters and the actual dissemination to employees. The AMP administrator will remind managers of the need to promptly provide letters to employees at the next program cycle in Q3 2009.	Q3 2009	December 2009: In Progress. HR is exploring the feasibility of providing additional support to the AMP administrator through the HR Service Centre. This exploration should be completed by the end of Q4 2010. Reminders regarding prompt dissemination of letters to employees sent to Directors/Managers in conjunction with their AMP spreadsheets in September 2009.
32	That the City closely monitor and assess if positive results materialize from providing ATU employees with monetary incentives for taking less sick leave and perform a cost-benefit analysis of these.	Management agrees with this recommendation. To the extent that relevant data is available, by Q4 2009, Employee Services (Human Resources) will investigate whether or not the monetary incentive provided to ATU 1760 employees has resulted in a reduction in sick leave days taken, or sick leave costs, since the introduction of the incentive.	Q4 2009	December 2009: In Progress. The assessment and cost benefit analysis is expected to be completed by Q3 2010.