REPORT RAPPORT

DATE:	28 July 2014
TO/DEST:	Executive Director, Ottawa Police Services Board
FROM/EXP:	Chief of Police, Ottawa Police Service
SUBJECT/OBJET:	WORKFORCE MANAGEMENT REPORT – SECOND QUARTER 2014

RECOMMENDATION

That the Ottawa Police Services Board receive this report for information.

BACKGROUND

Section 31(1) of the Police Services Act sets out the Ottawa Police Services Board (Board) responsibilities with respect to the provision of adequate and effective police service in the municipality.  Under Section 31(1)(a), the Board is responsible for the appointment of sworn members to its municipal police force.

The Board has also requested information be submitted, on a quarterly basis, that captures key elements of the Ottawa Police Service (OPS) workforce activities including hiring, retirements, resignations, promotions and Senior Officers’ assignments.

The purpose of this report is to:

1. Identify all new members and fulfill the Board’s obligation to approve all appointments of new members;

2. Provide the Board with an overview of workforce management activities that have occurred in Q2 2014, including: sworn officer recruitment, retirements and resignations, as well as civilian activities;

3. Summarize the 2014 hiring activities;

4. Summarize hiring goals for 2014 including assumptions related to retirements and resignations; and

5. Update the Board regarding the assignment of Senior Officers within the Ottawa Police Service.

Information provided in this report includes names and ranks of employees as governed by the Municipal Freedom of Information and Protection of Privacy Act.

DISCUSSION

Sworn Officer Staffing

Forecast of Hiring Requirements

The forecast of sworn officer hiring requirements for the year is developed annually by OPS.  It is built around the estimated number of officers that must be hired to fill both new and existing vacant positions. 

In developing a hiring plan, five key factors are considered:

1. A new recruit takes nine months, on average, to become deployable;

2. The Ontario Police College typically holds 3 training sessions per year for new recruits; 

3. An experienced officer from another police service takes one to two months, on average, to become deployable;

4. Retirements tend to occur at the beginning of each new fiscal year; and,

5. A complement carry-over of 40% of the following year’s forecasted retirements is needed to ensure that staffing levels in Q1 do not fall below acceptable levels.

2014 Forecast - Revised

The 2014 Sworn Officer Hiring requirements take into consideration the number of new positions budgeted in the year and any change to the number of seconded positions in the organization.  It also considers the number of officers over (or under) complement at the beginning of the year, the projected number of retirements and resignations during the year, and how many extra officers will be needed to begin the next year to ensure staffing levels do not fall below acceptable levels when the majority of retirements occur in Q1.

The forecasted hiring requirement has been revised downward in Q2 from 32 to 30 sworn officers.  This change has occurred for three reasons:

· OPS is expected to have less Operational Backfill positions than planned – negative impact of 3,

· The number of resignations is expected to be lower than forecast – negative impact of 3, and

· The number of members vacating their positions for a leave of absence or other reason is higher than planned – positive impact of 4.

Accordingly it is now expected that 2 officers will be returning from Operational Backill assignments, 25 officers will retire, another 7 will resign and 3 will vacate their position for other reasons in 2014.  At the beginning of the year OPS was 13 officers above its complement level, as planned, and at the end of this year there should be 10 extra officers carried over to help meet operational needs in Q1 2015.  These assumptions are summarized in Table 1 in the “Revised Hiring Requirements” column.

Table 1

2014 Summary of Sworn Officer Hiring Requirements

Q2 2014 Position, Staffing and Hiring Activities

In Q2 2014 there were a total of 9 sworn staffing actions: 2 officers returned from Operational Backfill assignments, 5 officers retired, 3 officers resigned and 3 officers went on extended leaves of absence.  Annex A to this report lists the names and ranks of the sworn officers who left the employment of OPS in Q1 2014 due to retirement and resignation.

The Hiring Plan has been adjusted downward by 2 to match the revised requirement of 30 officers.  The adjustment has been made to the December 2014 recruit class, which will now be at a level of 12 instead of 14.  No hiring activities were planned to occur in Q2. Table 2 below summarizes the 2014 hiring activity to date and the hiring plan.

Table 2

2014 Sworn Officer Hiring Plan

Civilian Staffing

2014 Staffing Plan

Civilian staffing is driven each year by many of the same factors that influence Sworn Officer hiring, but the volume and timing can be somewhat more difficult to predict.  The original 2014 plan forecasted 161 staffing actions.  This number has 5 components: 

1.         At the start of 2014 there were 31 vacant positions, 10 forecasted retirements and 5 forecasted resignations;

2.         25 subsequent staffing actions are forecasted to occur to backfill positions that become vacant as a result of internal candidates successfully competing for the 31 vacant positions (staff have assumed internal candidates will succeed in the majority of the staffing actions);  

3.         40 staffing actions to fill medium-to-long-term temporary requirements;

4.         40 staffing actions to fill short-term (4 months or less) temporary requirements; and

5.         10 staffing actions to fill casual opportunities.  

The forecasted hiring requirements have been revised downward by just over 10% in Q2 from 161 to 143 actions.  This change is as a result of a new staffing process for short term temporary requirements.  The new guidelines released in Q2 allow managers to staff positions from a competition list which is valid for one year and also gives employees more opportunity for acting assignments.  These measures have the net effect of reducing the number of formal staffing actions.

Table 3 outlines the 2014 Civilian Staffing Plan and the actual staffing actions to the end of Q2.  In total, 24 staffing actions occurred to the end of June.

Table 3

2014 Civilian Staffing Plan

	2014 Original Forecasted Requirements	Q1 Actions	Q2 Actions	Q3 Forecast	Q4  Forecast	2014 Total Staffing Actions
Existing Vacancies	31	3	5	10	13	31
Retirements	10	5	1	1	1	8
Resignations	5	3	3	0	1	7
Backfilling Requirements	25	1	1	9	14	25
Mid–Long Term  Temporary   Requirements	40	16	8	6	10	40
Short Term Temporary   Requirements	40	7	4	5	6	22
Casual Requirements	10	0	2	3	5	10
Total Staffing Forecast	161	35	24	34	50	143

Q2 2014 Activities

In Q2 2014, OPS had one civilian retirement and three civilian resignations.  Annex B to this report lists the names and positions held by these four civilian members.

Annex C to this report lists the names of the 4 civilian employees hired in Q2 2014 into permanent positions to address attrition and backfilling requirements.  Table 4 provides the demographic overview of the 4 new OPS civilian employees hired in Q2 2014.

Table 4

Demographic Highlights of New OPS Civilian Employees

Q2 2014 Hiring Activities

	Total Number	Men	Women	Average Age	English and  French Speaking	Other  Languages	Racialized	College Diploma  University  Degree  Military Service
Q2 Civilian Hires	4	0	4	44	3	none	0	1 - Masters Degree 2 - University Degree 1 – High School

Civilian staffing includes internal movement and promotion opportunities which are created as a result of attrition and growth and filled through a competition process.  Priority Placement of members requiring accommodation and the fulfilment of Labour Relations Agreements are also a factor in the movement of civilians to new permanent positions.  Annex D to this report lists the names of the eight permanent civilian members in new permanent positions as of Q2 2014.

Senior Officers’ Assignment Update

The OPS currently has 5 sworn senior officers in temporary assignments, backfilled by actors, due to ongoing projects:

1. Service Initiative (2);

2. Collision Reporting Centre Project;

3. Radio Project; and

4. Civilian Job Evaluation Project.

There are 2 temporary civilian Senior Officer positions being filled by actors for the following projects:

1. Business Information Systems Re-organization Implementation; and

2. Civilian Job Evaluation Project.

There is one vacant position at the Inspector level which is being filled by an actor. There also is one vacant civilian Senior Officer position due to the resignation of the Director, Police Facilities.  This position is currently being backfilled by an actor during the competition process. 

Table 5 outlines the various Directorates to which the Senior Officers are assigned, as of June 4, 2014. 

Table 5

Senior Officers’ Assignment Report     (as of 4 June 2014)

CONSULTATION

Not applicable.

FINANCIAL STATEMENT

Not applicable.

CONCLUSION

This report provides an overview of the activities that have occurred in the second quarter to fulfill work planning goals and request approvals of sworn officer appointments to comply with legislative requirements.

This report also identifies the substantive positions to which civilian and sworn Senior Officers are assigned. 

(Original signed by)

Charles Bordeleau

Chief of Police

Responsible for this report: Director General Frazer

Annexes:

Annex A – 2014 Q2 Sworn Officer Retirements and Resignations

Annex B – 2014 Q2 Civilian Retirements and Resignations

Annex C – 2014 Q2 Permanent Civilian Hires

Annex D – 2014 Q2 Civilians in New Permanent Positions

ANNEX A

Q2 2014 Sworn Officer Retirements

	NAME	DIRECTORATE	SECTION	RANK	RETIREMENT DATE/LONG-TERM LEAVE DATE
1.	Gary Babstock	OPA Secondment	OPA	Constable	1 April 2014
2.	Ed Kaminski	Patrol	Platoon West	Constable	1 May 2014
3.	Charles Momy	Patrol	Platoon East	Sergeant	1 May 2014
4.	Gerry Kinnear	Criminal Investigations	Major Crime	Sergeant	1 June 2014
5.	Chris Parent	Support Services	Court Security	Constable	1 June 2014

Q2 2014 Sworn Resignations

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	RESIGNATION DATE
1.	Suzanne Agnessi	Patrol	Platoon East	Constable	12 May 2014
2.	Jamie Pardy	Patrol	Platoon East	Constable	30 May 2014
3.	Michael Noonan	Criminal Investigations	Organized Fraud	Sergeant	5 June 2014

ANNEX B

Q2 2014 Civilian Retirements

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	RETIREMENT DATE/LONG-TERM LEAVE DATE
1.	Deborah Davis	Corporate Support	Quartermaster	QM Storekeeper	1 April 2014

Q2 2014 Civilian Resignations

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	RESIGNATION DATE
1.	Caroline Lacasse	Support Services	Communications	Communications Clerk	10 April 2014
2.	Ian Fisher	Corporate Support	Police Facilities	Director, Police Facilities	18 April 2014
3.	Wendy Vandervliet	Corporate Support	Police Facilities	ISMS Administrator	30 May 2014

ANNEX C

Q2 2014 Permanent Civilian Hires

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	START DATE
1.	Cindy Ibrahim	Corporate Support	Business Information Solutions	Background Clearance Representative	4 April 2014 (effective 16 January 2014)
2.	Gaetane Golden	Support Services	Call Centre	Call Centre Agent	30 May 2014
3.	Allison Chapman	Resourcing & Development	Employee & Labour Relations	Labour Relations Advisor	2 June 2014
4.	Jennifer Ghadiali	Office of the Chief	Planning, Performance & Analytics	Evaluation & Research Coordinator	16 June 2014

ANNEX D

Q2 2014 Civilians in New Permanent Positions

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	START DATE
1.	Tammy Norlock	EOD	Office of the Superintendent EOD	Sr. Admin Assistant EOD	4 April 2014 (effective 16 January 2014)
2.	Nicole O’Neill	EOD	Tactical	Admin Assistant Tactical	4 April 2014 (effective 16 January 2014)
3.	Wendy Erfle	Corporate Support	Freedom of Information	FOI Analyst	14 April 2014
4.	Pierre Lalonde	Support Services	Communications Centre	Supervisor Communications Centre	22 April 2014
5.	Natalie Lacasse	Support Services	Communications Centre	Supervisor, Communications Centre	22 April 2014
6.	Stefan McClelland	Corporate Support	Fleet Services	Fleet Services Attendant	22 April 2014
7.	Bryan McNally	CID	Imaging Services	Supervisor, Imaging Services	5 May 2014
8.	Malcolm Tardieu	Corporate Support	Quartermaster Services	QM Storekeeper	30 May 2014