Organisational Services Monthly Review > September 2014

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Organisational Services Monthly Review > September 2014

Organisational Services

Monthly Review Report > September 2014

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Contents

... 1

Executive Summary ... 3

Innovation & Improvement ... 4

Asset Management ... 5

Financial Services ... 6

Governance ... 6

Human Resources ... 6

Information Services... 7

Internal Audit ... 7

Procurement & Plant ... 8

Enterprise Risk & Strategic Review ... 8

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Executive Summary

Organisational Services

The number of planning applications received decreased this month but still is a continuation of the above the average long term trend. IDAS

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2013/2014 carryovers were finalised with Council.

Audit and Risk Advisory meeting was held which included Committee sign off of the 30 June 2014 Draft Financial Statements.

Continuing work on Management Log of Claims in relation to a new Enterprise Agreement and review of new pending legislation.

Various meetings attended such as Organisational Services Management Team meeting, City Centre Project Group, NDRRA Steering Group, NDRRA etc. Also involved in Joint Consultative Committee Meeting and MiWater Commercialisation interviews.

Information Services Strategic Director's Quarterly meeting held. Key focus is on delivery of IS Capital Projects.

Laguna Quays negotiations are still continuing.

Within Governance and Finance, there remains a key focus on asset management around the development of a maintenance management module.

Key Focus October:

There are a number of key focuses for October 2014. These include the finalisation of the 2013/2014 financial statements, the maintenance management module for asset management, continuous review of the New Industrial Relations and Other Amendment Legislation Bill and the new E.A. The rollout of the Corporate Culture also remains a key focus.

Director Organisational Services

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Innovation &

Improvement

Key Achievements

Organisational Services Business Improvement Team

The aim of the Organisational Services Business Improvement Team is to improve the efficiency and effectiveness of business processes delivered to the organisation.

PROJECTS IN PROGRESS DETAILS OF PROJECT STAGE OF

COMPLETION - % Historical Imagery Project Ability to write on both MIMAPS and MADI

historical imagery

20%

iDash Management dashboard to monitor all

corporate systems, assign tasks and link to KPI’s

90%

Waste Bins - Charging Audit & Actions Ensure alignment between bins on rate assessments compared to physical bins

90%

i-Kiosk i-KIOSK will be available on line internally,

(e.g. timesheets completed from home by logging into Council system

90%

Digital Mail Boxes Rate assessments will be able to be

forwarded electronically. Aiming for second rates instalment 2014/2015.

80%

e-Training All training will be able to be applied and approved through KIOSK.

90%

Chris 21 Expenses Module Training expenses will be able to be reimbursed through payroll rather than finance system.

75%

Video Conference Efficiency &

Sustainability Project

Implementation of video conferencing facilities at each of Council’s key sites.

70%

e-Subscriptions to Newspapers/Corporate

Magazine/Journal Subscription Review

Reviewing ability to reduce number of newspapers circulated throughout the organisation.

90%

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NEW PROJECTS FOR INVESTIGATION

DETAILS OF PROJECT STAGE OF

COMPLETION - % SMS Service Looking at SMS gateway for various services,

e.g. water leakage

Nil

Financial Delegations Register automation

Online updated financial delegations register at the click of a button

95%

Asset Management

KPI - Data Collection and Valuations

• Financial valuations for land, cultural and heritage assets signed off by external audit.

• Data cleansing and addition of technical data is continuing for water and sewer assets in conjunction with water services.

• Access and training given to Parks and Property Services enabling ongoing data collection, and condition inspections in corporate asset register.

• Basic integration with SMEC to enable data transfer between SMEC and Assetic is progressing well.

KPI - Asset Management Plans

• Buildings and Parks – Core plan completed and arrangements being made for predictive modelling (including levels of service and maintenance costings) to be undertaken, in conjunction with staff training, for completion of advanced plans.

• Roads – Advanced plan updated with latest information.

• Water & Sewer – Asset management plan developed and referenced in business plan adopted through budget process.

KPI - Project Plan for Maintenance Management System

• Through initial meeting of Asset Management Leaders Forum, direction given to proceed with interim solution for maintenance management. This is being driven by the Chief Operating Officer Water and Waste Services. Recommendation also given to undertake further work around Council’s business requirements for maintenance management in parallel to the implementation of the interim solution.

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Financial Services

• Finalisation of 2013/2014 Financial Statements and external audit.

• Reminder notices issued.

• Water meter reading continuing.

• QTC model preparation underway.

Governance

•

29 insurance claims received during September 2014

•

1 x Right to Information Application received during September 2014

•

Enterprise Risk Management Framework reviewed and endorsed by the Audit and Risk Advisory Committee

•

Enterprise Risk Management Risk Register reviewed and endorsed by the Audit and Risk Advisory Committee

•

34 Governance queries received during September 2014 (delegations x 3, authorised person x 1, Local Laws x 1, insurance x 12, RTI and IP x 2 and general governance x 15)

Human Resources

Recruitment

• Total Vacant Positions - 52 (excluding mat leave vacancies)

• Total Number of Positions Filled – 9

• Departures – 10

• Monthly Turnover – 0.94%

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0 10 20 30 40 50 60 70 80 90 100

Jul 14 Aug 14 Sept 14 Oct 14 Nov 14 Dec 14 Jan 15 Feb 15 Mar 15 Apr 15 May 15 Jun 15

Recruitment Monthly Statistics

Total Vacant Positions (excluding Trainees &

Apprentices) Positions Filled

Departures Total Vacant Positions (excluding mat leave vacancies)

Recruitment Monthly Statistics Graph MRC Turnover Graph

Total Vacant Positions (excluding mat leave vacancies) Positions Filled

Departures

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Information Services

• GIS:

o MADI upgrade in progress, project planning complete. This upgrade will improve data speed and useability.

• ICT Operations:

o High percentage of requests actioned

• Information Management:

o Infrastructure and Procurement moving into the final stages of restructuring K Drive. M Drive also being assessed with various Council programs.

• Information Services Projects:

o New ICT Portfolio report re Information Services Projects team processes and procedures was provided to Information Services Service Desk committee.

• Information Services Development:

o iDash – significant reduction in outstanding tasks across all systems

•

Administration:

o

Draft Information Services Strategy – feedback, findings and recommendations under review by the IS Manager. Follow up from organisational survey is

occurring.

IS Requests completed by category for the month of September = 946

142 130

104

81 78 71

51 45

37 36 32

24 22 19 17

12 10 35

0 20 40 60 80 100 120 140 160

Count

Category

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Total Number of Outstanding I.S. Support Requests:

As at September 2014 the number of outstanding support requests totalled - 355

IS Requests completed for the month of September = 946

Internal Audit

• Audit & Risk Advisory Committee meeting held 11 September 2014

• Internal Audit reviews progressing in accordance with Audit Plan 2014/15 766

78 50 26 12 7 5 2

0 100 200 300 400 500 600 700 800 900

Count

Group

Resolute

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Procurement & Plant

Projects progress and key areas of focus:

• Presentation at the Queensland Government – “Tendering for Government Business Workshop” with the Department of State Development, Infrastructure and Planning.

• Briefing to Audit and Risk Advisory Committee regarding closeout of audit action items.

• Briefing to Council regarding additional Local Preference inclusions in Councils Procurement Policy.

• Culture Cascade Workshop held for supervisory staff.

• Continuation of Waste Management Suite of contracts progress - from tender to award.

• Preferred Supplier Arrangements evaluations for – PPE, Hydroexcavation, Traffic Control devices.

• Wet Plant hire contract review evening with existing Contractors

• Fleet replacement program progress in September included:

o Delivery of one steel drum roller.

o Delivery 4 x work utilities.

o Ordered 2 x tractors for slashing operations.

• GPS training roll out for website users and duress alarm instruction guide produced by local company Bigmate Monitoring.

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Enterprise Risk &

Strategic Review

The Program continues to work on:

• The strategy for workplace health and safety, that will be followed moving forward.

• Various improvement initiatives for workplace health and safety, of which:

o 14 are currently in progress.

o 16 are now complete.

• Planning for the design and implementation of the corporate integrated management system, in particular:

o Workshop planning for scoping session – outcomes will inform project planning.

o Commencement of project planning documentation.

• Response and monitoring of the requirements of the Enforceable Undertaking.

o Key focus this month:

§ Continues to be organisation of the safety breakfast and forum (coordinating speakers, invites, and the program agenda) that is scheduled for October 2014.

§ Coordinating the provision of safety leadership training.

• Preparation for the handover of the abandoned vehicle process review (local laws) Additionally:

• Participation in the design and delivery of Council’s project management framework continues.

• Finalisation of auditor training scheduled to take place October 2014.

• InControl post implementation (for the pilot) review – consideration of responses and preparation of draft report.

Employee Health & Safety

§

Provided 93 WH&S Inductions, 3 Staff, 80 Contractors, 8 Work Experience and 2 Volunteers.

§

Participated in 22 Worksite Hazard inspections in the Community Lifestyles, Parks, Emergency Management, Civil Operations, Technical Services, Plant & Procurement, Civil Projects, Infrastructure Delivery, Water Treatment and WWS Networks work groups.

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Workers Compensation

LGW Data: 2014 - 2015 Year To

Date Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

MRC LTIFR YTD LGW Data. 12.4 9.5 6.3

Group E LTIFR YTD (Councils

with wages > $50 mil) 5.6 7.4 8.8

MRC LTIs Cumulative 2 3 3

LGW Data: 2014- 2015 YTD Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun MRC Duration Rate YTD LGW

data 6.0 9.7 23.0

Average duration rate for Group E

(Councils with wages > $50 mil) 4.6 7.9 9.3

MRC Days Lost: Cumulative 12 29 69

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Project Progress

OS No.

Project Corporate

Plan Reference

Details of Project Project Update Traffic Light

Indicator

Accountable Officer

1 Asset

Management

5.2.1 • Develop and implement an Asset Management Plan which meets legislative requirements:

• Completion of Strategic Asset Management Strategy;

• Implementation of

Maintenance Management System.

• Buildings and Parks – Core plan completed and arrangements being made for predictive modelling (including levels of service and maintenance costings) to be undertaken, in conjunction with staff training, for completion of advanced plans.

• Roads – Advanced plan updated with latest information.

• Water & Sewer – Asset management plan developed and referenced in business plan adopted through budget process.

• Through initial meeting of Asset Management Leaders Forum, direction given to proceed with interim solution for maintenance management.

Recommendation also given to

undertake further work around Council's business requirements for maintenance management in parallel to the

implementation of the interim solution.

Manager Governance &

Assets

2 Governance 17.17.1 The co-ordination of the development of the business continuity plans for:

- Administration Building (Gordon Street);

- Paget Depot;

• This is in the early stage of planning. Manager Governance &

Assets

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Project Progress

OS No.

Project Corporate

Indicator

3 Human Resources 7.3.2 Investigate e-learning

functionality and accessibility to enable electronic training program for employees.

Planning in place to implement electronic system for employees by December 2014.

Manager HR

4 Human Resources 7.7.2 Review induction process to ensure suitability and

accessibility for both indoor and outdoor staff.

Planning in place for implementation by December 2014.

Manager HR

5 Information Services

5.5.1 Deliver infrastructure projects outlined in stage 2 project roadmap from ICT DRR report.

Data backup system upgrade

Initial discussions with Symantec (vendor) completed – Symantec presenting options analysis for MRC review, assessment and preparation of business case

Implementation of Wide Area Network

Wide area network due for commissioning and handover 30/10/14. On schedule and budget.

Planning and Design Network Switching Infrastructure

Audit of existing network infrastructure complete.

Strategic review of network requirements in final draft. Network upgrade business case

commenced.

Team Leader IS projects

7.6.1 Upgrade of corporate software

systems. Completion of projects:

− Client and rating system;

Team Leader Applications/Team

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Project Progress

OS No.

Project Corporate

Indicator

− Human resource system and financial system

− Planning internal mapping system upgrade

Projects are in planning and resource assignment stages. client and rating system.

Mapping system project in progress. Planning complete Developing Program of works for client and rating system.

Mapping system project in progress. Planning complete.

Leader IS Projects

Team Leader Applications/Team Leader IS Projects

7.6.2 Undertake optimisation of Councils electronic document and record management system ECM - Applications

Completion of roadmap and projects from the 2014 technical and operational audits are in the planning stage for implementation by June 2015.

Recommendations from operational audit are combined to create a program of works

“Optimisation of ECM”. Roadmaps and project plans will be completed this quarter.

Technical audit recommendations rectification has commenced.

Team Leader IM

7.6.3 Develop the Information Services framework and Strategic Plan 2014-2018.

Completion of IS Framework and IS Strategic Plan with adoption from SLPT.

IS Framework complete and draft IS Strategic Plan has been completed.

Team Leader IS Projects

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Project Progress

OS No.

Project Corporate

Indicator

7.7.1 Implement projects from the Information Management Framework.

Implementation of Information Management Framework roadmap of projects including:-

− Information Management Asset Register

− K Drive challenge

Workshops for input into the IM asset register have been undertaken.

K Drive challenge is continuing with excellent progress of 50% of teams now utilizing the new structure.

Team Leader IM

10 Procurement &

Plant

2.3.3 Host a “Doing Business with Council” session for suppliers and contractors.

Public session was held on 14 August at the MECC with over 70 attendee's.

Manager Procurement &

Plant 11 Procurement &

Plant

5.2.2 Provide an effective fleet management service by replacement fleet in line with Asset Management Plan.

Second Fleet Review meeting scheduled for 25 September. Targeted plant categories for review this meeting are graders, backhoes and loaders.

Manager Procurement &

Plant

12 ERSR InControl – solution to be

implemented corporately as a safety risk incident management system. Initiative transferred (Stage 1 & 2)from ECI Business Services Program to ERSR (Stage 3).

Project Management Plan has been completed and is being circulated for endorsement by SLPT.

Post implementation review in progress.

Current state analysis in progress.

Manager ERSR

13 ERSR 7.4.2 WHS - action audit

recommendations and identified

16 audit actions/process reviews completed, with a further 14 in progress.

Manager ERSR

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Project Progress

OS No.

Project Corporate

Indicator

On Track - The initiative is on track for delivery on time.

Problematic - One or more elements of the project require substantial attention

Highly problematic - Urgent and decisive action is required.

Significant elements have failed or are likely to fail

Finalised - Project has been completed and will be removed from future reports.

process reviews

14 ERSR Design and implementation of a

corporate wide performance management framework (business planning)

Project on hold Executive Manager

Performance & Strategy and Manager ERSR

15 ERSR Design and implementation of

corporate wide integrated management system

Project planning has commenced with a scoping session scheduled for October, to assist

informing project planning documentation and schedule.

Manager ERSR

16 ERSR ADAC – carryover project from

Development Services Business Support

Recommendations from the Change Management Report are with the Asset Management Leadership Forum for approval

Manager ERSR

17 ERSR Local Law Reviews – carryover

project from Development Services Business Support Program

The final process review remaining is now scheduled for completion October/November, 2014.

Coordinator Strategic Projects