#	Recommendation	Management Response	Est Comp Date	Status Updates (In Progress; Pending; Complete; Requires Resolution)
2	That the City revise the Corporate Responsible Computing Policy to clearly define what constitutes “incidental use”.	Management agrees with the recommendation. The ITS department is satisfied that the Responsible Computing Policy addresses “incidental use” appropriately, however, further clarification and examples of acceptable incidental use will be communicated to City managers in Q1 2010.	Q1 2010	December 2009: Pending. On hold pending approval of the revised City of Ottawa Employee Code of Conduct.
3	That the City ensure that performance appraisals are completed for each employee yearly and filed to their human resources file and more frequently when there are known issues with an employee’s performance.	Management agrees with this recommendation. This practice is currently in place. A formal performance development process was implemented for SAS staff in 2009. This includes tools, processes and training for management staff on how to manage performance, document and complete a yearly evaluation. It includes training on how to deal with performance issues throughout an annual cycle, including the need for documentation. One of the management accountabilities included in the MPE performance development program is the responsibility to complete annual performance appraisals for their employees. Management bulletins advising managers of the requirement to complete annual performance appraisals, training, and updates to PDP programs are sent out periodically. All tools and processes are accessible through the Manager Info tab on Ozone. HR will conduct random, periodic employee file reviews to ensure completeness of files, including annual appraisals.		December 2009: In Progress. HR is currently in discussions with MFIPPA/Legal to determine how random checks can be done while maintaining employee privacy requirements. Once resolved, random checks will be implemented in 2010.
5	That the City ensure completeness of the employee’s human resources file, including but not limited to the Attendance Management Program letters.	Management agrees with the recommendation. Managers are instructed to send copies of signed letters back to the AMP Administrator, who forwards them to Records for inclusion in the employees’ personnel file. The AMP Administrator will send a reminder of this requirement to all managers who are receiving employee letters for the next AMP cycle in Q3 2009. The Human Resources department will conduct random, periodic employee file reviews to ensure completeness of files, including AMP letters.	Q3 2009	December 2009: In Progress. The Attendance Management Program (AMP) Administrator sent out the latest AMP spreadsheets to directors/managers in September 2009, including a reminder to return signed copies of any employee letters to the AMP Administrator for placement on the employee’s file. Human Resources will commence quarterly random employee file reviews in Q2 2010 to verify presence of AMP letters.
6	That the City’s Responsible Computing Policy be reviewed with the purpose of addressing employees’ on-going receipt of non-business materials subscribed to, e.g., e-flyers.	Management agrees with the recommendation. The Responsible Computing Policy will be revised in Q3 2010 to advise staff that they are not to use their City of Ottawa email address for non-business subscriptions.	Q3 2010	December 2009: Pending. On hold pending approval of the revised City of Ottawa Employee Code of Conduct.
7	That the City advise an employee’s manager in all cases where the employee is found to abuse the City’s IT resources, e.g., storing large files or large quantities of files not related to City business on the City network etc. That the City hold the manager accountable for rectifying the situation and, as appropriate, taking immediate disciplinary action with the employee, once the manager is advised of their employee’s abuse.	Management agrees with the recommendation. The ITS department has revised its process to include notification to an employee’s manager when personal files are detected on the City network. The Responsible Computing Policy will be revised in Q3 2010 to set out management’s responsibility to rectify the situation and take disciplinary action when required.	Q3 2010	December 2009: Pending. As per the management response, the ITS department has revised its process to include notification to an employee’s manager when personal files are detected on the City network. This portion is complete. The second portion of this recommendation is on hold pending approval of the revised City of Ottawa Employee Code of Conduct.
8	That the City change its ITS retention period of purging all e-mails older than 90 days and change the retention period to two years which represents the statutory limitation period.	Management agrees with the recommendation. In accordance with Councillor McRae’s motion related to the 2008 Hospitality Audit tabled in November 2008, the ITS department had included these changes in its workplan for 2009, with a view to presenting the revised policy to Committee/Council in the early fall of 2009, following review by Executive Committee/Senior Management Committee. However, Legal Services has advised IT Services that as a result of litigation before the Divisional Court, the two-year e-mail archive should not be implemented until the court case has concluded and the decision of the Divisional Court regarding MFIPPA and personal employee e-mails has been rendered. Divisional Court will likely hear this matter either in late 2009 or in 2010, at which time the revised policy will be considered. In the interim, IT Services is proceeding with the costing of technology solutions, which will enable the policy to be implemented.		December 2009: Pending. See Management Response. Implementation is pending the result of litigation before the Divisional Court.