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Organisational Services Monthly Review > February 2014

Organisational Services Monthly Review Report > July 2014

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Organisational Services Monthly Review > July 2014

Contents ................................................................................................................................................................................................................ 1

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

Innovation & Improvement .......................................................................................................................... 5

Asset Management ..................................................................................................................................................................... 6

Financial Services ....................................................................................................................................................................... 7

Governance ..................................................................................................................................................................................... 7

Human Resources ...................................................................................................................................................................... 7

Information Services................................................................................................................................................................ 11

Internal Audit ................................................................................................................................................................................ 12

Procurement & Plant ................................................................................................................................................................ 13

Enterprise Risk & Strategic Review ................................................................................................................................ 14


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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I attended SLPT Quarterly Strategic day at the Mirani boardroom and also the Councillors and SLPT, Triennial Strategy and Review Workshop day at Eungella.

As a new proposed Director on the Stadium Mackay Committee, I undertook a stadium visit and also the first meeting of the new Board.

There continues to be a major focus on a wide range of Information Services Projects. These are detailed within this report under the heading Project Progress. The Manager I.S. continues to prioritise projects with the Strategy Leadership and Performance Team (SLPT) for 2014/2015 and beyond.

There continued to be a major focus on the Workplace Health & Safety Reviews. These 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 and implemented. The new Committee structures are now implemented.

Within Governance and Finance, there is a key focus on asset management which has previously been focussed on data collection and cleansing and also asset management plans, but there is now a major focus on the development of a maintenance management module. The Asset Manager's Leader's Forum was held during the month.

The monitoring of the new Industrial Relations and Other Amendment Legislation Bill continues. The Mackay Regional Council Agreement has now rolled over as a continuing agreement until the new Modern Award is in place. The new revised date of the Modern Award is now 31 August 2014. Negotiations cannot commence beyond the 60 day period before implementation but management continue to review their position. An information session was held with Tony Goode from LGAQ. A Joint Consultative Committee meeting was also held during the month.

There continues to be ongoing negotiations in relation to a tripartite agreement in relation to Laguna Quays. Once a tripartite settlement is reached a report will be completed for Council but negotiations are still ongoing.

The Audit and Risk Advisory Committee meeting occurred during the month and RSS also remains a major focus.

Organisational Services Management Team 2013/2014 performance appraisals were also finalised during the month.


Key Focus August:

There are a number of key focuses for August 2014. These include the progress on 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


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

75%

Waste Bins - Charging Audit & Actions Ensure alignment between bins on rate

assessments compared to physical bins 70%

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.

75%

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%


NEW PROJECTS FOR INVESTIGATION

DETAILS OF PROJECT

STAGE OF

COMPLETION - %

SMS Service Looking at SMS gateway for various services, e.g. water leakage

Nil

Asset Management KPI - Data Collection and Valuations · Financial valuations for land, and cultural and heritage assets are completed. · 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.

KPI - Asset Management Plans · Buildings and Parks – Core plan completed and information in place to enable predictive

modelling for movement to 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. Recommendation also given to undertake further work around Council’s business requirements for maintenance management in parallel to the implementation of the interim solution.


Financial Services

· Preparation of Annual Financial Statements in progress · 1st half yearly rates generated · Carryovers for 2013/2014 identified

Governance

· 26 insurance claims received during July 2014

· 4 x Right to Information Applications received during July 2014

· 1 x Right to Information Application finalised during July 2014

· 1 x Internal Complaints Received during July 2014

· 67 Governance queries received during July 2014 (Delegations x 2, authorised person x 4, Local Laws x 4, insurance x 21, RTI and IP x 8 and general governance x 28)

Human Resources

Recruitment · Total Vacant Positions - 51 (excluding maternity leave positions) · Total Number of Positions Filled – 19 · Departures – 11 · Monthly Turnover - 1.04%


0

10

20

30

40

50

60

70

80

90

100

Jul 14 Aug 14 Sept14

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


Information Services

· K Drive restructure well underway and engaging with business teams. · Information Asset classification has commenced. This will inform a longer term plan for how

Mackay Regional Council manage information. · Disaster Response & Recovery Program has commenced Stage 2 with the Wide Area

Network Links upgrade contract awarded and work commenced. · ECI/WWS AMR Taggle in the Cloud project will be completed in the coming weeks. · Planning for the GIS MADI system has commenced which will underpin a number of MRC

initiatives with a dependency on the GIS systems.

IS Requests completed by category = 1321:

201

124 113

97 89 87 81 75 70 66 63 54 45 27 24 23 13

69

0

50

100

150

200

250

Coun

t

Category


IS projects by Priority 2013-2014 The following chart provides a breakdown of the assigned priority of various projects.

Outstanding I.S. Support Requests As at 31 July 2014 the number of outstanding support requests totalled - 439

Internal Audit · Audit & Risk Advisory Committee meeting held 4 July 2014.

· Internal Audit Strategic Plan 2014-2017 adopted.

· Internal Audit reviews progressing in accordance with Audit Plan 2014/15

39

27

12

5 5 2

MRC Operational Plan

ICT Strategic Plan

Business Improvement

Safety and Risk

Legislative

Other


Procurement & Plant Projects progress and key areas of focus:

· CBD Revitalisation contract award and progress to commencement of works. · Project Management Framework – involvement on Procurement function team. · First meeting held of the Fleet Review Working Group with some early success in potentially

deferring and/or reducing capital replacement requirements. · Procurement meeting with Development Services Management Team to launch the departments

transition to Centre Led Procurement. · Planning for Councils “Doing Business with Council” information session at the MECC to be held on

14 August 2014. · Significant workload for Contracts team to assist in the issue and evaluation of the Waste Suite of

contracts. · Program meeting held on the 24th July to roll out Cultural plan information, update 14/15 budget,

section updates and welcome new starters to the team


Enterprise Risk & Strategic Review

Workplace Health & Safety § Management of 15 overall Work Related compensation claims including 8 new claims with 6

claims being finalised. Management of 7 Non-Work Related Return to Work Programs with 2 new cases and 1 case being finalised.

§ 42 Incident Reports received, recorded and distributed for comment (38 staff, 4 Non Staff Members).

§ Provided 71 WH&S Inductions, 14 Staff, 42 Contractors, 4 Work Experience and 11 Volunteers.

§ Participated in 44 Worksite Hazard inspections in the Health and Regulatory, Community Lifestyle, Civil Operations, Parks, Technical Services, Plant & Procurement, Emergency Management, Water Treatment and WWS Networks work groups.

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

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

5.6

MRC LTIs Cumulative 2


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

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

4.6

MRC Days Lost: Cumulative 12

Workers Compensation

DEPARTMENTS 2009-10 2010-11 2011-12 2012-13 2013-14 2014-15

COM Services 93 8 104 11 C & C Services 259 11

COR Services 31 31 393 24 Org Services 4

DEV Services 23 15 4 Dev Service

ENG Services 1069 344 282 313 Eng & Com Inf 91 1

Office of CEO 50 Office of CEO 22

WWS 101 69 17 79

TOTAL 1,367 467 796 431 376 12

Numbers of Days Lost will change until all claims for each year are finalised

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.

· Roads, buildings and parks Asset Management Plans updated with new data / valuations / condition ratings and hierarchies

· Water & Sewer - Asset Management Plan developed and referenced in business plan adopted through Budget process

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

· Buildings and Parks – Core plan completed and information in place to enable predictive modelling for movement to advanced plans.

· 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




Accountable Officer

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

3 Human Resources 7.3.2 Investigate e-learning functionality and accessability 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 accessability 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.

Planning in place to deliver stage 2 of the project which involve:

- Data backup system upgrade;

- Implementation of Wide Area Network upgrade;

- Planning and solution design of network switching infrastructure;

Team Leader IS projects


7.6.1 Upgrade of corporate software systems.

Projects to be completed:

- Client and rating system;

Team Leader Applications/Team Leader IS Projects




Accountable Officer

- Human Resource system and financial system;

- Planning internal mapping system upgrade;

Comments on Progress to date:

ECM Upgrade – Project brief has been completed. There is a dependency on Pathway upgrade to 3.09 and GENCON implementation.

This project has been put on hold until GENCON is signed off from the vendors.

Pathway Audit recommendations have been categorised into projects (and moved into the Pathway Program), work packages and support requests.

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.

Team Leader IM


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

IS Framework Plan should be finalised in August along with the delivery plan.

Team Leader IS Projects


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; These are in progress.

Team Leader IM




Accountable Officer

10 Information

Services Implement initiatives outlined in

the mobile computing strategy. Corporate system projects are in the planning stage. Chris 21 Upgrade due to be completed early August 2014.

Team Leader IS Projects


Undertake optimisation of the Councils customer ePathway portal – Applications.

A range of other initiatives are being investigated however direction from the business is required as to on-line services strategy.

Team Leader ICT Ops

12 Procurement & Plant

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

Public session to be held on 14 August at the MECC. Further sessions are scheduled during the year but will be tender/category specific.

Manager Procurement & Plant

13 Procurement & Plant

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

Fleet Review Working Group has had an initial meeting. Prior to the replacement of any plant/vehicle assessments are made regarding utilisation and suitability.

Manager Procurement & Plant

14 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 (for pilot component of project – Stage 2) prepared for rollout in August, 2014.

Current state analysis in progress.

Manager ERSR

15 ERSR 7.4.2 WHS - action audit recommendations and identified process reviews

7 audit actions/process reviews completed, with a further 21 in progress. Delays in progress due to resource constraints that will be addressed in the short term.

Manager ERSR

16 ERSR Design and implementation of a Framework and template design has

Executive Manager




Accountable Officer

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.

corporate wide performance management framework (business planning)

commenced with approval set for August, 2014.

Project planning has commenced and scheduled for endorsement August, 2014.

Performance & Strategy and Manager ERSR

17 ERSR Design and implementation of corporate wide integrated management system

Gap analysis undertaken by external provider. Final report components currently being deliberated. This will inform the way forward, in particular project planning which is currently scheduled to commence January 2015.

Manager ERSR

18 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

19 ERSR Local Law Reviews – carryover project from Development Services Business Support Program

The final process review remaining is scheduled for completion August/September, 2014.

Coordinator Strategic Projects

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