Monthly Review Report > May 2014 · o the annual review of the Workplace Health and Safety...

Organisational Services Monthly Review > May 2014

Organisational Services Monthly Review Report > May 2014


Contents

Executive Summary ........................................................................................................ 3

Department Overview ..................................................................................................... 5

Innovation & Improvement .............................................................................................. 7

Asset Management ......................................................................................................... 8

Financial Services ........................................................................................................... 9

Governance .................................................................................................................. 11

Human Resources ........................................................................................................ 11

Information Services ..................................................................................................... 21

Internal Audit ................................................................................................................. 23

Procurement & Plant ..................................................................................................... 24

Enterprise Risk & Strategic Review ............................................................................... 25


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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· Continuing major focus on 2014/2015 Budget and Long Term Financial Forecast planning, including briefings to Council.

· Various meetings:

o Rate Review and Alternative Sources of Revenue Working Group;

o Organisational Services Management Team Meeting;

o City Centre Project Control Group meeting;

o RSS Steering Committee meeting;

o Audit Advisory Committee Meeting;

o NDRRA Steering Committee Meeting;

o Workplace Lifestyle Committee Meeting;

o Health & Wellbeing Committee Meeting;

· There was also significant focus around the Workplace Health & Safety reviews. This covered the recommendations arising from the Kitney Report, DuPont workshop and the external WH&S audit October 2013. There are a number of recommendations which are currently being reviewed.

· Within Information Services there continues to be a major focus on the wide range of IS projects planned to be completed by 30 June 2014.

· Within Governance & Finance, progress continues to be made on the Asset Management implementation. This is around data collection, asset management plans and maintenance management.

· Various meetings re pending E.A. discussions, including allowances;

· Various meetings re Laguna Quays, including a meeting in Brisbane;

· Various discussions on infrastructure charges;

· Attended LGAQ Financial and Civil Leaders Summit;

· Attendance at 'How to Bring the Culture to Life' Workshop;

· 360 Degree Feedback Session;


Key Focus June:

· Asset Management;

· Information Services Projects;

· Continuous review of New Industrial Relations and Other Legislation Amendment Bill 2013 and new E.A.;

· NDRRA Funding;

· 2014/2015 Budget and Long Term Financial Forecast finalisation;

Director Organisational Services


Department Overview Department Main Operations

Asset Management

· Design and implement Strategic Asset Management Frameworks; · Deliver better practice Asset Management outcomes with a whole of Council

focus; · Implementation of new Asset Management System;

Financial Services

· Budget; · Long Term Financial Planning; · Monthly Reporting; · Accounts Receivable and Accounts Payable; · Investment Management; · Loan Management; · Rates and Charges, Processing, Levying and collection; · Business Support across Council; · Statutory Reporting, e.g. Annual Financial Statements; · NDRRA Financial Support;

Governance

· Manage statutory obligations pertaining to Right To Information Act, Insurance, Privacy Act, Public Interest Disclosure Act and Crime & Misconduct Act;

· Oversee Council's compliance with the broader legislative framework including the Local Government Act and Regulations including delegations, instruments of appointment, local laws, Enterprise Risk Management, policy review and complaints;

· Ombudsman Enquiries;

Human Resources

· Enterprise Bargaining; · Joint Consultative Committee; · Drug & Alcohol Testing; · Payroll; · Recruitment; · Industrial Relations/Employee Relations Projects;


Information Services

· Service Desk; · Administration; · ICT Operations; · Applications; · GIS; · Business Analysis; · Projects, (Operational and Capital) · Information Management;

Internal Audit

· Audit Advisory Committee; · Internal Audit Investigations and reports;

Procurement & Plant

· Tender and Contract Management; · Procurement Operations (including Centre led purchasing); · Fleet Management; · Warehouse Operations - Mackay, Mirani, Sarina; · Workshop Operations - Mackay, Mirani, Sarina;

Enterprise Risk & Strategic Review

· Workplace health and safety (day to day operations and strategic review); · Integrated Management System development and implementation; · Business planning; · Project management framework implementation and governance; · Corporate projects (lead and or participation);


Innovation & Improvement Key Achievements

Change Initiatives Project and Process Reviews currently active

Title Stage

Integrated EFTPOS-Pathway Payment Solution 75%

e-Subscriptions to Newspapers/Corporate Magazine/Journal Subscription Review

75%

iDash 25%

Waste Bins Charging Audit & Actions 50%

Chris 21 Expenses Module 75%

i-Kiosk 90%

Historical Imagery Project 15%

Video Conference Efficiency and Sustainability Project

100%

E-training 75%

Organisational Services Business Improvement Team

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

Number of Business Improvement initiatives implemented during the year to date.

Title Stage

Animal registration process Implemented

Service Level Efficiency - Staff outdoor tables Implemented

Facebook e-pathway linkage on MRC website Implemented

Financial Delegation Review Implemented

Access to Rates Information on-line via e-Pathway

Implemented

Ad Hoc Over the Counter Payment Processing Implemented


Asset Management KPI - Data Collection and Valuations · Financial valuations for land and heritage and cultural asset categories. · Review of unit rates and useful lives undertaken for water and sewerage asset categories. · Review of road unit rates on hold pending Road and Transport Alliance roads asset valuation

methodology for investigation and possible adoption on a regional basis. This is a key state-wide asset management initiative of the Roads and Transport Alliance over the past 18 months and has the support of the Qld Audit Office.

KPI - Asset Management Plans · Buildings & Parks - Updated with new data / valuations / condition ratings and hierarchies. · Roads - Asset Management plan being reviewed and updated. · Water & Sewer - Draft plan populated with best information available at current stage, and

being reviewed against existing plans for quality assurance. Work continuing on data cleansing and gap analysis for further improvement of plan - target date 30 June 2014.

· Work also underway in conjunction with Chris Adams on overarching governance arrangements for service / asset management framework, meeting arranged for 27 June 2014.

KPI - Project Plan for Maintenance Management System · Scoping study for long term ultimate maintenance management solution provided by Tech1

and peer review undertaken by John Gorman. Recommendation followed to undertake further work around Council's business requirements for maintenance management.

· ADAC project consultant, John Gorman, engaged to ensure alignment with ADAC project and asset management systems and over-arching corporate governance arrangements going forward.


Financial Services · 2014/2015 Annual Budget and Long Term Financial Forecast · Finalisation of March Budget Review · 2nd half yearly water bills issued

Rates Outstanding


Governance

· 32 insurance claims received during May, 2014 · 1 Right to Information Application received during May, 2014 · 2 Right to Information Application completed during May, 2014 · 1 General Complaint received May, 2014 · 1 General Complaint completed May, 2014 · Operational Plan 2014/2015 – Draft plan collated and circulated for comment

Human Resources

Recruitment · Total Vacant Positions - 41 (excluding maternity leave positions) · Total Number of Positions Filled – 13 · Departures – 7 · Monthly Turnover - 0.66%


Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec2010 1.54% 1.84% 1.43% 1.13% 2.64% 1.22% 1.14% 1.04% 2.09% 1.52% 1.12% 1.02%2011 1.85% 2.35% 1.69% 1.21% 1.66% 2.15% 2.93% 1.44% 1.78% 1.60% 3.03% 2.47%2012 1.64% 1.14% 1.89% 1.60% 1.22% 1.12% 1.41% 1.68% 1.57% 1.38% 1.56% 0.64%2013 1.43% 1.87% 1.05% 1.23% 0.87% 1.58% 0.97% 1.17% 1.17% 1.46% 1.66% 0.36%2014 1.03% 1.04% 0.84% 1.21% 0.66%

0.50%

1.00%

1.50%

2.00%

2.50%

3.00%

3.50%

4.00%

4.50%

5.00%MRC Turnover

2010

2011

2012

2013

2014


Information Services · Planning Scheme - 22 overlays from Sarina Shire added - solved a long term problem; · Update of Mapbooks completed; · Major restructure of K drive underway; · Working with Tyeware and Telstra to complete a project on taking the AMR Taggle into the cloud;

IS Projects by Status 2013-14 The following chart provides a breakdown of the status of the ICT Project Portfolio 90 projects. Where a project is deferred this indicates that there is a required predecessor or specific reason the project will not be progressed however is still valid and will be looked at for commencement at a later date.


IS projects by Priority 2013-2014 The following chart provides a breakdown of the assigned priority of the project which the underlying calculations will inform the overall importance of the project from a council perspective. It provides interested parties with a snap shot of effort currently being attributed across the priorities to achieve the organisational goals and objectives.

Outstanding I.S. Support Requests As at 31 May 2014 the number of outstanding support requests totalled - 413


Support Requests Completed by Category

As at 31 May 2014 the number of support requests completed by Category totalled - 1317

Internal Audit · Assistance with Fraud and Corruption framework in conjunction with Governance.

· Audit and Risk Advisory Committee meeting held 2 May 2014

· Audit planning commenced for Internal Audit Strategic Plan 2014-17

213

104 102 94 89 89 85 83 74 67 65 50 42 36

26 22 13

63

0

50

100

150

200

250

Group

Coun

t


Procurement & Plant Projects progress and key areas of focus:

· CBD Revitalisation Project tenderer workshops. · Issuing and advising on various Waste Services tenders/EOI. · Completion of annual registration for all fleet 14/15 including all Certificate of Inspections. (COI’s) · Finalisation of ordering for 13/14 plant replacement program. · Upgraded diesel storage at Eungella Depot. · Commencement of new stationery contract with Mackay Office Equipment (MOE). · Commenced roll out of GPS tracking website access for operational departments. · Fleet deliveries for May included three truck and dogs (pictured below), 1 x tilt tray truck, mowers

and various light trucks.


Enterprise Risk & Strategic Review

The Program Enterprise Risk and Strategic Review came into effect 1 May, 2014. Since formation the team has:

· Undergone a team building exercise. This exercise has set the foundation for the Program moving forward.

· Commenced work on: o the strategy for workplace health and safety, that will be followed moving forward. o the annual review of the Workplace Health and Safety Management System Plan, in

preparation for 14/15. o An operation review of WHS day to day operations. o Planning for the design and implementation of the corporate integrated management

system. o Continued to monitor and respond to the requirements of the Enforceable Undertaking

· Finalised the new look WHS committees, for implementation by August, 2014. · Developed a draft Internal Operating Guideline on the management of First Aid · Commenced participation in the design and delivery of Council’s project management framework.

Workplace Health & Safety § Management of 16 Work Related compensation claims including 3 new claims with 4 claims being

finalised. Management of 11 Non-Work Related Return to Work Programs with 1 new case and 5 cases being finalised.

§ 46 Incident Reports received, recorded and distributed for comment (44 staff, 2 Non Staff Members).

§ Provided 155 WH&S Inductions, 22 Staff, 122 Contractors, 7 Work Experience and 4 Volunteers.

§ Review and feedback on 2 Contractor (WWS Infrastructure Delivery) Safety Management Plans. § Participated in 23 Worksite Hazard inspections in the Civil Operations, Parks, Technical Services, Plant

& Procurement, Water Treatment, Infrastructure Delivery and WWS Networks work groups.


LGW Data: 2013 - 2014 Year To Date Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

MRC LTIFR YTD LGW Data. 18.6 9.3 10.3 10.8 9.9 9.3 8.9 9.3 9.0 10.5 10.7

Group E LTIFR YTD (Councils with wages > $50 mil)

9.6 11.3 13.2 13.3 14.1 15.8 15.2 15.2 16.0 16.1 16.3

MRC LTIs Cumulative 3 3 5 7 8 9 10 12 13 17 19

LGW Data: 2013- 2014 YTD Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

MRC Duration Rate YTD LGW data

2.7 8.3 7.4 10.3 12.0 12.3 15.1 16.1 16.6 15.5 15.6

Average duration rate for Group E (Councils with wages > $50 mil)

4.0 6.2 8.0 10.0 11.1 13.7 15.5 16.2 17.4 18.0 18.9

MRC Days Lost: Cumulative 17 25 37 72 96 111 151 193 216 274 321


Workers Compensation

Project Progress OS No.

Project Plan Reference

Details of Project Project Update Traffic Light Indicator

Accountable Officer

1 Director Organisational Services

Review of Workplace Health and Safety.

Actions as detailed in Workplace Health & Safety Management Report Action Plan arising from the Kitney Report, Dupont Report and external Workplace Health & Safety Audit.

Progressing WH&S Committee - structure nearly finalised.

Director Organisational Services

2 Asset Management

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

· Completion of Strategic

Asset Management Plan;

· Implementation of Maintenance Management System.

· Roads asset management plan is updated. · Buildings / Parks Plans updated with new

data / valuations / condition ratings and hierarchies

· Water & Sewer - Draft plan populated with best information available at current stage, and being reviewed against existing plans for quality assurance.

· Work continuing on data cleansing and gap analysis for further improvement of plans.

· Scoping study for long term ultimate maintenance management solution provided by Technology 1 and peer review undertaken by John Gorman. Recommendation to further review Council's business requirements for maintenance management.

· ADAC Project Consultant engaged to ensure alignment with ADAC project and asset

Manager Governance & Assets




Accountable Officer

management systems and overarching Corporate Governance arrangements going forward.

3 Governance Provision of an Organisation wide Business Continuity Plan.

Draft Business Continuity Framework has been reviewed by Governance staff and an Analysis document finalised after consultation with Management Team and presented to SLPT. Plan presented to Audit Advisory Committee with recommendations received for further progression.


4 Governance Conduct a review of Council’s Corporate Governance Framework and hierarchy of policies.

Draft Policy hierarchy reviewed by SLPT and subsequently approved following suggested amendments being incorporated.

Draft governance framework currently being reviewed to incorporate all relevant activities and better practice guidelines.


5 Human Resources Development and implementation of pilot area for an electronic system for SafePlan enabling online safety forms.

Pilot program is currently in progress.

Manager HR

6 Information Services

5.5.1 Deliver infrastructure projects outlined in Stage 1 Project Roadmap from ICT DRR Report.

Tender complete and vendor selected. Vendor has commenced work.

Team Leader IS projects


7.6.2 Implement initiative outlined in the mobile computing strategy – IS Projects

Technology One were engaged in January to complete a scoping study in Asset system to determine the implementation of the Mobile assets this is currently being reviewed.

Team Leader Applications/Team Leader IS Projects


7.6.3 Upgrade of corporate software systems – APPLICATIONS

ECM Upgrade in planning.

Team Leader Applications/Team




Accountable Officer

Pathway Audit recommendations have been categorised into projects, work packages and support requests. A number of projects have been proposed for next FY and will need to be aligned with the Corporate and ICT Strategies and Plans

Leader IS Projects


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

Restructure of K Drive

Work is continuing with individual Programs to migrate documents from K:Drive into ECM.

Team Leader IM


7.6.5 Deliver MS Lync unified communications platform – ICT Operations

Completed Stage 1 of delivery of the technical platform.

IS Projects has completed a project brief.

Workshop conducted on 15/1/14 to determine the as is and to be.

A presentation of the proposed phase 2 of unified communications to be scheduled to gain endorsement and approval of the proposed scope and plan. No further progress on this in May

Team Leader IS Projects


7.7.1 Provide an overlay of Councils internal/external mapping systems of Mackay Region riverine flood level data – GIS

Development of symbology to clearly define flood heights currently underway.

Team Leader GIS


7.9.3 Undertake optimisation of the Councils customer ePathway portal- APPLICATIONS

Current initiatives are ePathway

· Plumbing and Sewer applications online completed

· Food licence applications online in planning · Payment of application and plumbing

inspection fees online completed

Donna Langer

Team Leader ICT Ops




Accountable Officer

· Other initiatives are being investigated

however direction from the business is required as to on-line services strategy.

13 Procurement &

Plant Host a “Doing Business with

Council” session for suppliers and contractors.

Public sessions were held on 31 July 2013 and March 2014.

Manager Procurement & Plant

14 Procurement & Plant

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

Program on target.

Manager Procurement & Plant

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.




Accountable Officer

Monthly Review Report > May 2014 · o the annual review of the Workplace Health and Safety...

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