REPORT RAPPORT

DATE:	24 November 2014
TO/DEST:	Executive Director, Ottawa Police Services Board
FROM/EXP:	Chief of Police, Ottawa Police Service
SUBJECT/OBJET:	WORKFORCE MANAGEMENT REPORT – THIRD 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 Q3 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 OPS.

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 OPC typically holds three 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

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 OPS has reviewed its hiring forecast downwards from 32-31 sworn officers for 2014 as a result of some small changes in staff complement. At year end 2013, OPS had a complement overage of 13 officers. It is expected that 25 officers will retire and another 11 will resign or vacate their position for other reasons.  Two officers are returning to OPS from secondment. The OPS has planned for 10 extra officers at year end to help meet operational needs in Q1 2015.  These assumptions are summarized in Table 1.

Table 1

2014 Summary of Sworn Officer Hiring Requirements

Q3 2014 Position, Staffing and Hiring Activities

In Q3 2014 there were a total of eight sworn staffing actions: three officers retired, three officers resigned, one officer passed away and one officer went on an extended leave of absence.  Annex A to this report lists the names and ranks of the sworn officers who left the employment of the OPS in Q3 2014 due to retirement and resignation. The OPS is on track to meet the forecasted hiring requirement of 31 officers.

As per the revised plan, it provides for the hiring of 30 officers in 2014, slightly under the forecasted requirement of 31, but in helping with optimal class sizes.

12 officers were hired in Q3 2014 bringing the total number of hires in 2014 to date to 18.  These 12 officers will be brought forward for Board approval in the Q4 2014 Workforce Management Report upon their successful completion of the Basic Constable training program at the OPC.  Table 2 summarizes the Q3 2014 hiring activity and the hiring plan for the year.

Table 2

2014 Sworn Officer Hiring Plan

Q3 2014 Sworn Officer Promotions

Sworn officer promotions in OPS are generally made on a quarterly basis, taking into account the number of vacancies arising through attrition.  This activity is detailed in Table 3 below.  Annex B lists the names of the eight sworn employees promoted in Q3 2014.

Table 3

Q3 2014 Sworn Officer Promotions

	Superintendent	Inspector	Staff Sergeant	Sergeant	Total
Q3 Sworn Officer Promotions	0	0	2	6	8

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 five components: 

1.         At the start of 2014 there were 31 vacant positions, 10 forecasted retirements and five 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 (four months or less) temporary requirements; and

5.         10 staffing actions to fill casual opportunities.  

In Q2 2014 this forecast was revised downward to a total of 143 predicted actions for 2014.

Table 4 outlines the 2014 Civilian Staffing Plan and the actual staffing actions to the end of Q3.  In total 28 staffing actions occurred to the end of September, with approximately 54% (15) falling into the Temporary category.

Table 4

2014 Civilian Staffing Plan

Existing Positions	2014 Original Forecasted Requirements	Q1 Actions	Q2 Actions	Q3 Actions	Q4  Forecast	2014 Forecasted Total Staffing Actions
Existing Vacancies	31	3	5	1	13	22
Retirements	10	5	1	0	4	10
Resignations	5	3	3	2	3	11
Backfilling Requirements	25	1	1	10	12	24
Mid–Long Term Temporary   Requirements	40	16	8	15	10	49
Short Term Temporary   Requirements	40	7	4	7	2	20
Casual Requirements	10	0	2	0	5	7
Total Staffing Forecast	161	35	24	35	49	143

Q3 2014 Activities

In Q3 2014, OPS had five civilian retirements and two civilian resignations.  Annex C to this report lists the names and positions held by these seven civilian members.

Annex D to this report lists the names of the 12 civilian employees hired in Q3 2014 into permanent positions to address attrition and to staff two new positions.  Table 5 provides the demographic overview of the 12 new OPS civilian employees hired in Q3 2014.

Table 5

Demographic Highlights of New OPS Civilian Employees

Q3 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	12	8	4	35	9	none	1	3 - Masters Degree 6 - University Degree 2 – College Diploma 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 E to this report lists the names of the eight permanent civilian members in new permanent positions as of Q3 2014.

Senior Officers’ Assignment Update

The OPS currently has five 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 two 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 is also one vacant civilian Director position due to the resignation of the Director, Finance.  This position is currently being backfilled by an actor during the competition process. 

The position of Director, Police Facilities was filled during Q3 by the promotion of Pam Mills who was previously the Manager, Capital Projects.

Table 6 outlines the various Directorates to which the Senior Officers are assigned, as of September 9, 2014. 

Table 6

Senior Officers’ Assignment Report                                                                     as of September 9, 2014

CONSULTATION

Not applicable.

FINANCIAL STATEMENT

Not applicable.

CONCLUSION

This report provides an overview of the activities that have occurred in Q3 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 Debra Frazer

Annexes:

Annex A – 2014 Q3 Sworn Officer Retirements, Resignations and Deaths

Annex B – 2014 Q3 Sworn Officer Promotions

Annex C – 2014 Q3 Civilian Retirements and Resignations

Annex D – 2014 Q3 Permanent Civilian Hires

Annex E – 2014 Q3 Civilians in New Permanent Positions

ANNEX A

Q3 2014 Sworn Officer Retirements

	NAME	DIRECTORATE	SECTION	RANK	RETIREMENT DATE/LONG-TERM LEAVE DATE
1.	Albert Ferris	Emergency Operations	Collision Investigations	Sergeant	1 Jul 2014
2.	David Shea	Patrol	Platoon East	Sergeant	1 Aug 2014
3.	Denis Charbonneau	Patrol	Platoon East	Staff Sergeant	1 Sept 2014

Q3 2014 Sworn Resignations

	NAME	DIRECTORATE	SECTION	RANK	RESIGNATION DATE
1.	Justine Todd	Patrol	Platoon Central	Constable	18 Jul 2014
2.	Alfred Casselman	Patrol	Platoon West	Constable	7 Aug 2014
3.	Mike Braga	Patrol	Platoon East	Constable	19 Aug 2014
4.	Lisa Brogan	District	Front Desk	Constable	8 Sept 2014

ANNEX B

Q3 2014 Sworn Officer Promotions

	NAME	DIRECTORATE	SECTION	PROMOTED TO	PROMOTION DATE
1.	Paul Burnett	District	CPC/Traffic East	Staff Sergeant	9 Sept 2014
2.	Francois D’Aoust	Criminal Investigations	Internet Child Exploitation	Staff Sergeant	9 Sept 2014
3.	Leesa Baldwin	Criminal Investigations	Robbery	Sergeant	9 Sept 2014
4.	Kelly Lyle	Patrol	Platoon B West	Sergeant	9 Sept 2014
5.	Mark MacMillan	Patrol	Platoon E Central	Sergeant	9 Sept 2014
6.	Christopher Montague	Resourcing & Development	Outreach Recruitment & Resourcing	Sergeant	9 Sept 2014
7.	Maria Neill	Support Services	Courts	Sergeant	9 Sept 2014
8.	Michael Salinas	Emergency Operations	Tactical	Sergeant	9 Sept 2014

ANNEX C

Q3 2014 Civilian Retirements

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	RETIREMENT DATE/LONG-TERM LEAVE DATE
1.	June Reggler	Support Services	Court Liaison	Court Liaison Clerk	1 Jun 2014 (retroactive)
2.	David Baldwin	Support Services	Court Security	Special Constable	1 Jul 2014
3.	Guy Bourdon	Support Services	Communications Centre	Communications Centre Clerk	1 Aug 2014
4.	Carol Duffy	Corporate Support	CPIC	CPIC Clerk	1 Aug 2014
5.	Karen Vezina	Criminal Investigations	Forensic Identification	AFIS Technician	1 Sept 2014

Q3 2014 Civilian Resignations

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	RESIGNATION DATE
1.	Kathy Murray	Corporate Support	Finance	Director, Finance	7 Aug 2014
2.	Gaetane Golden	Support Services	Call Centre	Call Centre Agent	4 Sept 2014

ANNEX D

Q3 2014 Permanent Civilian Hires

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	START DATE
1.	Mathieu Boucher	Support Services	Communication Centre	Communication Centre Clerk	13 Jun 2014
2.	James Boudreau	Support Services	Communication Centre	Communication Centre Clerk	13 Jun 2014
3.	Julie Forsyth	Support Services	Communication Centre	Communication Centre Clerk	13 Jun 2014
4.	Amanda Hadley	Support Services	Communication Centre	Communication Centre Clerk	13 Jun 2014
5.	Michele Webb	Support Services	Communication Centre	Communication Centre Clerk	13 Jun 2014
6.	Chris Pennings	Corporate Support	Freedom of Information	Release of Information Clerk	27 Jun 2014
7.	Kirk Hansen	Corporate Support	BIS Projects	Project Manager BIS	16 Jul 2014
8.	Dominique Creamer	Support Services	Communication Centre	Communication Centre Clerk	8 Aug 2014
9.	Michael Brulotte	Support Services	Communication Centre	Communication Centre Clerk	22 Aug 2014
10.	Trevor Lush	Criminal Investigations	Imaging Services Section	Video Specialist	22 Aug 2014
11	Aric Palmer	Corporate Support	Fleet Services	Fleet Attendant	22 Aug 2014
12.	Richard Youmaran	Corporate Support	BIS Projects	Project Manager BIS	29 Sept 2014

ANNEX E

Q3 2014 Civilians in New Permanent Positions

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	START DATE
1.	Robert Conlin	Corporate Support	BIS Business Solutions	Team Lead Business Intelligence	27 Jun 2014
2.	Roxanne Seveny	Corporate Support	BIS Telecommunications	Telecommunications Support Specialist	27 Jun 2014
3.	Kendrick Abell	Corporate Support	BIS Client Liaison	Client Liaison Officer	14 Jul 2014
4.	Lindsay Verdon	Corporate Support	BIS Projects	BIS Business Analyst	1 Aug 2014
5.	Pam Mills	Corporate Support	Police Facilities	Director, Police Facilities	5 Aug 2014
6.	Patricia Roos	Corporate Support	Police Facilities	ISMS Administrator	18 Aug 2014
7.	Denis Lecuyer	Corporate Support	Fleet Services	Fleet Services Coordinator	22 Aug 2014
8.	Gabriel Godin	Corporate Support	Mail Services	Mail Services Attendant	19 Sept 2014