Monthly Review Report > November & December 2014 · modelling (including levels of service and maintenance costings) ... person x 2, policies x 3, right to information and information

Organisational Services Monthly Review > November and December 2014

Organisational ServicesMonthly Review Report > November &

December 2014

Page 1


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

Innovation & Improvement ..................................................................................................................................................... 4

Asset Management ..................................................................................................................................................................... 5

Financial Services ....................................................................................................................................................................... 6

Governance ..................................................................................................................................................................................... 6

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

Information Services.................................................................................................................................................................. 9

Internal Audit ................................................................................................................................................................................ 13

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

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

Page 2


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

<

November / December:

Various meetings were attended, including but not limited to the following:

· Audit & Risk Advisory Committee – the Committee was presented with the audited and unqualified financial statements for 2013/2014. Variance analysis was undertaken around any changes to the statements made during audit and discussion was held with the external auditor and finance team around audit recommendations and key points of focus for the future. Various internal audit reports were also presented and discussed with the audit committee.

· Enterprise Agreement - meetings held with the Joint Consultative Committee and in relation to bargaining around new Enterprise Agreement.

· Various key projects – attendance and contribution to meetings in relation to the City Centre Project Control Group, first meeting of the Mackay Stadium Board and the Northern Australia Services partnership.

A new Procurement Policy was adopted by council in December which included an increase in weighting for local suppliers. This initiative is aimed at supporting the local economy whilst also maintaining council’s obligations to ensure value for money.

Reporting to council was coordinated against key performance indicators adopted in the annual Operational Plan for the September quarter. The budget review for the September quarter was also finalised, incorporating the end of year result for the 2013/2014 financial year following completion of the external audit.

Within Governance and Assets, there has been a noticeable increase in Right to Information applications received, with all applications being completed within the legislative timeframes. Progress also continues in asset management, particularly around the progression of asset management plans and the asset management improvement program.

Key Focus January:

· Enterprise Agreement · 2015/2016 Budget Preparation · Northern Australia Services

Dan McKinlay

Director Organisational Services

Page 3


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

22%

iDash Management dashboard to monitor all

corporate systems, assign tasks and link to KPI’s

96%

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

assessments compared to physical bins 100%

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

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

90%

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%

Financial Delegations Register automation

Online updated financial delegations register at the click of a button

100%

NEW PROJECTS FOR INVESTIGATION

DETAILS OF PROJECT

STAGE OF

COMPLETION - %

SMS Service Replacement and Upgrade

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

Nil

Page 4


Asset Management November / December:

KPI - Data Collection and Valuations · Terms of Reference for financial valuations for roads assets developed in conjunction with

external auditors

· Expressions of Interests were sought for roads valuations

· Road condition survey underway for unsealed road network, with sealed road network being planned for March / April (following the wet season)

· Integration with SMEC to enable data transfer between SMEC and Assetic is being finalised

· Arrangements made with Lion Systems to undertake the evaluation of software available to utilise when validating as constructed drawings received in electronic format

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. Workshop and training commenced 9 December 2014 for Buildings and Parks

KPI - Project Plan for Maintenance Management System · Progression of document outlining Council’s business requirements for a maintenance

management system final solution. This is being developed in parallel to the implementation of the interim solution

· Assets team working on structure of asset register to facilitate the implementation of a maintenance management solution

Page 5


Financial Services

November:

· Australian Bureau of Statistics Local Government data collection return lodged 28 November 2014 · September budget review and end of year result finalised · Preparation and planning for Long Term Financial Forecast and Annual Budget commenced

December:

· Water notices issued with due date of 12 December 2014 · Templates for 2015 / 2016 Long Term Financial Forecast Capital distributed · Preparation of borrowing application through Queensland Treasury Corporation model commenced

Governance

November:

· 24 insurance claims received during November 2014 · 1 x Right to Information application received, 1 x Right to Information application completed · 1 x Crime and Corruption case closed · Qld Audit Office Fraud and Corruption survey completed in conjunction with Human

Resources and Legal Officer · 1 x Ombudsman complaint completed · 29 Governance queries received during November, 2014 (insurance x 12, authorised

person x 1, policies x 1, operational plan x 3, Local Laws x 3, Governance x 9) · Attendance by key staff at Local Government Risk Management Focus Group meeting · Reports on Insurance Coverage Across Council, Fraud & Corruption and Local

Government Regulatory Compliance prepared for Audit & Risk Advisory Committee meeting to be held 5 December 2014

December:

· 34 insurance claims received during December 2014 · 6 x Right to Information applications received · 1 x Ombudsman referral completed and 3 x Ombudsman referrals received · 27 Governance queries received during December, 2014 (insurance x 13, authorised

person x 2, policies x 3, right to information and information privacy x 2 and general governance x 7)

· Operational Pan 2014/2015 Second Quarter Review forwarded to Management for comment

· Commenced review of Delegations Register

Page 6


Human Resources Recruitment

· Total Vacant Positions - 58 (excluding maternity leave, trainee & apprentice vacancies) · Total Number of Positions Filled – 11 · Departures – 13 · Monthly Turnover – 1.25%

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 maternity leave,trainees & apprentices)

Positions Filled

Departures

Page 7


Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec2011 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% 1.61% 1.04% 1.05% 0.94% 1.07% 1.06% 1.25%

0.00%

0.50%

1.00%

1.50%

2.00%

2.50%

3.00%

3.50%

4.00%

MRC Turnover

2011

2012

2013

2014

Page 8


Information Services November:

· GIS: o Majority of Draft Planning Scheme mapping changes have been completed. o Real time Flood Gauge tool for public to use on MiMAPS is currently under

development.

· ICT Operations: o Network configuration of DDR Point to Point Wireless Project being planned. o All Systems Shutdown W/E 22-23 November successful, Communications Plan

to be refined based upon feedback.

· Information Management: o Single Source of Truth project (M Drive & Q Drive are being assessed with

various council programs) o Continue to liaise with various programs to transition to the new K Drive

structure

· Information Services Projects: o The DRR Program WAN upgrade has completed within budget and timeframes. o The Water & Waste Services External Monitor Pro (Web) Solution to enable

shared services for water testing has concluded remediation work. o A number of ‘Cloud’ based solutions are currently being analysed and proposals

developed which will align to the QGCIO risk guidelines and consider return on investment.

· Information Services Development: o iDash – Finalist in national innovation awards in Canberra 25/11/2014.

Preparing for January move to the production server. o AMR Taggle Project - MRC now using Smart Services QLD contract to

deliver inexpensive, efficient and reliable SMS services for MiWater. Two new cloud servers now built and running. Preparing security audit in preparation for December testing by MRC staff internally, and January testing by external public users.

Page 9


· Administration:

o Draft IS Strategic Plan on hold, to be reviewed in conjunction with partnership with Northern Australia Services.

o Culture – IS team leaders and supervisors attended culture workshops.

December:

· GIS: o All historical imagery has now been received from DNRM. 1962 imagery is

currently being geo-referenced and will be used as the first “test” layer to be uploaded to MADI.

o The Mackay Region Planning Scheme including updates to all the maps in response to feedback from public consultation has been resubmitted to State Government.

o Stormwater assets are currently being updated to connect to Assetic with about 50% of the network now joining and providing attribute data.

· ICT Operations: o Network configuration of DDR Point to Point Wireless Project scheduled to

commence in January 2015. o Substantial work undertaken to prepare offices for NAS Transition Team

prior to Christmas.

· Information Management: o Continuation of Single Source of Truth project and K Drive restructure o Information Management staff are continuing on system assessments of

various corporate systems around performance and ongoing use.

· Information Services Projects: o Contract Resources are at 90% complete for the following outputs:

o Develop Solution Architecture Framework o Scope and deliver Infrastructure projects as aligned with the ICT

Framework o Twenty two MISPS Initiatives have been completed to date. o Stage 2 of the DRR Program has commenced with Network upgrade audit

and planning completed and procurement commenced. o The Water & Waste Services External Monitor Pro (Web) Solution to enable

shared services for water testing has been released to production.

Page 10


· Information Services Development:

o Taggle in the Cloud – Modifying Project Closure documentation after feedback from Manager Information Services. Successful project completion once this is done.

o iDash –Move to production server end of January. o AMR Taggle Project - Security audit underway this week. Testing internally

and externally to begin shortly following the results from the audit. o KPI / IT Infrastructure Library reports for IS team efficiency. Most KPIs are

now in place with an auditing process currently being developed. This will allow for an accurate summary and trending over time.

· Administration: o IS Manager seconded to NAS position of IS Transformation Facilitator until

30 June 2015 and Ann Murray will be acting IS Manager. o Capital budget planning in progress. o Visit to Treasury on Information Architecture to inform commencement of

various projects included in the Bruce and information management restructure.

Page 11


Requests completed December 2014 by IS Team: 733

Requests completed December 2014 by Category by IS Team: 733

Number of Outstanding IS Support Requests 31/12/2014: 286

593

79 49

7 2 2 1 0

100

200

300

400

500

600

700

Coun

t

Group

91

79

69

54 49 49 48 48

43 41 40

28

19 16 13 10 6

30

0

10

20

30

40

50

60

70

80

90

100

Coun

t

Category

Page 12


Internal Audit November:

· Two internal audits completed and reports prepared for Audit & Risk Advisory Committee · Attendance at Internal Audit Workshop · Internal Audit reviews progressing in accordance with Audit Plan 2014/15

· Involvement in progression of Fraud & Corruption Framework

· Agenda distributed for Audit & Risk Advisory Committee meeting to be held 5 December 2014

December:

· Audit and Risk Advisory Committee meeting held 5 December 2014

Procurement & Plant November:

Key areas of focus for the month of November 2014 were:

· Manager presented at the Local Government Finance Professionals conference in Cairns. · Project Management Framework procurement workflow development. · Adoption of Council’s Procurement Policy including increased weighting applicable to local suppliers. · Tender information session held at the MECC for prospective Wet plant hire tenderers. · Quarterly program meeting held at Sarina Depot workshop. · Fleet review committee meeting held focussing on reviewing large plant requirements – graders,

backhoes and loaders. · Continuation of GPS roll out with all trucks being included in installations. · Fleet replacement program 14/15. · Continued focus on Waste Services contracts.

December:

Key areas of focus for the month of December 2014 were:

· Meeting in Townsville with procurement managers from Townsville and Cairns Councils. · Completion of first batch of truck (60 units) GPS installations. · Fleet replacement program 14/15

§ Delivery of long lead time Flocon truck with two remaining for delivery in late January 2015. § Identification of five (5) surplus light fleet items to be disposed of in 2015.

· Training and information sessions held covering general procurement, contracting and newly adopted Local Content requirements.

· Awarding of Corporate Uniform to local supplier with commencement in early January 2015. · Continued focus on Waste Services contracts.

Page 13


Enterprise Risk & Strategic Review November:

The Program continued to work on:

· Various improvement initiatives for workplace health and safety, of which: o 32 are currently in progress, 3 of which are approaching final stage prior to completion. o 24 are now complete

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

o Compilation of the project management plan o Benchmarking exercise

· Response and monitoring of the requirements of the Enforceable Undertaking: o 4 deliverables in progress and on track, with 9 deliverables scheduled for commencement

2015.

Additionally:

· Participation in the design and delivery of Council’s project management framework continues. Specifically in the areas of project risk and change and implementation. Additional support is being provided by the strategy team to the EPMF Project Manager enabling traction on change activities.

· InControl: o Post implementation review endorsed. o Current state report endorsed. o Future state options being articulated in readiness for Management review January 2015.

Employee Health & Safety Work Health & Safety November 2014

§ Participated in 11 Worksite Hazard inspections in the Administration, Civil Operations, Emergency Management, Parks, Procurement and Plant, Technical Services, and WWS Mechanical and Electrical work groups.

December:

The Program continued to work on:

· The strategy for workplace health and safety that will be followed moving forward. · Planning for the design and implementation of the corporate integrated management system as per

November · Response and monitoring of the requirements of the Enforceable Undertaking:

o WHS organisational audit complete with audit report submitted and planning for actioning audit outcomes underway.

Page 14


Additionally: · Ongoing additional support is being provided by the strategy team to the EPMF Project Manager

enabling traction on EPMF change activities. In particular, the compilation of the implementation plan, schedule of works and supporting stakeholder analysis and communication planning.

· InControl: o Future state options being articulated in readiness for Management review January 2015. o Preparation of options for SLPT endorsement January 2015.

· Recruitment activities undertaken to complete the compliment of WHS staff. · Commencement of forecasting activities for the ERSR program 2015/2016.

Work Health & Safety December 2014

§ Management of 16 Work Related compensation claims including 8 new claims with 4 claims being finalised. Management of 6 Non-Work Related Return to Work Programs including 4 new cases and 2 cases being finalised.

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

§ Provided 71 WH&S Inductions, 2 Staff, 64 Contractors, 1 Work Experience and 4 Volunteers.

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 7.9 6.3 8.4

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

5.6 7.4 8.84 11.1 12.2 11.8

MRC LTIs Cumulative 2 3 3 5 5 9

Page 15


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 20.2 21.6 16.7

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

4.6 7.9 9.3 10.2 10.5 11.2

MRC Days Lost: Cumulative 12 29 69 103 108 150

Page 16


Page 17

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 – Workshops and training undertaken in December for predictive modelling (including levels of service and maintenance costings) towards completion of advanced plans.

· Roads – Advanced plan updated with latest information. Arrangements being made for full condition survey of councils gravel and sealed roads by ARRB. Survey commenced in December.

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

· Asset Management improvement program being developed through Asset Management Leaders Forum in conjunction with ISO55000 Readiness Review, to inform overall strategy, to be completed by June 2015.

· 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

Page 18




Accountable Officer

· Assets team continuing to configure

assets registers in preparation for implementation of interim solution.

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

- Administration Building (Gordon Street);

- Paget Depot;

· A draft project management plan prepared.

· Business impact analysis completed.

· Draft template to be developed and populated in consultation with appropriate managers by June 2015.

Manager Governance & Assets

3 Human Resources 7.3.2 Investigate e-learning functionality and accessibility to enable electronic training program for employees.

Implementation of electronic system for employees completed December 2014.

· All staff now have access to Personal Development modules.

· LMS instructional design tool and publisher to develop development eLearning in house is now fully functional.

Manager HR

4 Human Resources 7.7.2 Review induction process to ensure suitability and accessibility for both indoor and outdoor staff.

Process review undertaken by December 2014.

· Noted that MRC currently have 700 licences for custom content. To include outdoor staff this needs to be increased to 1,100

· Findings, including additional licencing and accessibility and computer literacy training required, to be reviewed by SLPT.

Manager HR

Page 19




Accountable Officer

5 Information Services

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

Data backup system upgrade

Vendor solutions reviewed, options analysis conducted. Business case project plan under development for approval 30/1/15.

Implementation of Wide Area Network

Infrastructure handover from vendor complete. Operational handover to be completed 30/1/15. Migration of Mirani/Sarina from Telstra IPMAN to MRC WAN for completion 28/2/15.

Planning and Design Network Switching Infrastructure

Strategic Network Audit complete. Detailed network design (layer2/layer3) commenced. Market assessment of network hardware completed. Business case and project plan for approval 24/1/15.

Firewall and DMZ – Migration to cloud services

Vendor engaged. High level design and requirements complete (firewall). Implementation delayed by 1 month due to vendor resource availability. Firewall now due for completion 3/15. DMZ planning to commence 3/15 for completion by 5/15.

Team Leader IS projects

Page 20




Accountable Officer


7.6.1 Upgrade of corporate software systems.

Finance system upgrade complete, technical audit has been completed, the document will be sent out this week for review

HR system upgrade planning complete, implementation in Feb 2015. Testing is going well, the project is on track

Client and rating system project planning complete, implementation due May 2015.

· Mapping system project in progress, completion due May, 2015.

Team Leader Applications/Team Leader IS Projects


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

“Optimisation of ECM” roadmaps commenced and reviewed. Review recommends that system be upgraded to next version as new technology will meet operational review requirements. Training in workflows, minute manager and system administration are currently in progress. Project planning for upgrade of this system will commence for next financial year.

Windows authentication in the Test Environment is still continuing. Application team advise completion anticipated at end of January. A follow-up to occur February 2015.

Team Leader Applications/Team Leader IS Projects


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

Draft is complete and is with management team for feedback. IS program working on matching current projects to the new strategy’s program of works.

Team Leader

Page 21




Accountable Officer


7.7.1 Implement projects from the Information Management Framework.

The Information Management Single Source of Truth and Asset Register is progressing and approval obtained to continue in current format from IM Steering Committee. Systems assessment of corporate and secondary systems will continue with recommendations to be approved for action and projects by the IM Steering Committee. Implementation of the roadmaps projects of K drive challenge is progressing well with 55% of teams now utilising the new structure. Review of M & Q Drives is continuing. A noticeable improvement has been made on Q Drive. Review of the various distribution groups across council is continuing.

Team Leader IM

10 Procurement & Plant

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

Session held at the MECC on 19 November 2014.

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 occurred in September and ongoing review occurring. Targeted plant categories being reviewed are graders, backhoes and loaders.

Manager Procurement & Plant

Page 22




Accountable Officer

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).

Post implementation review endorsed.

Current state analysis endorsed.

Future state options considered and are in the process of being articulated for management decision January 2015.

Manager ERSR

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

24 audit actions/process reviews completed, with a further 32 in progress.

Manager ERSR

14 ERSR Design and implementation of a corporate wide performance management framework (business planning)

Project on hold pending other initiatives.

Executive Manager Performance & Strategy and Manager ERSR

15 ERSR Design and implementation of corporate wide integrated management system

Project planning and scheduling in progress.

Benchmarking exercise nearing completion.

Manager ERSR

16 ERSR ADAC – carryover project from Development Services Business Support

Recommendations from the Change Management Report with the Asset Management Leaders Forum for approval

Manager ERSR

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

Final phase handover to business complete.

Business to complete pilot of the new process January 2015.

Coordinator Strategic Projects

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.

Page 23

Documents

Monthly Review Report > November & December 2014 · modelling (including levels of service and maintenance costings) ... person x 2, policies x 3, right to information and information