1 Agenda – Finance & Administration Committee 18 August 2010 - #2683205 FINANCE AND ADMINISTRATION COMMITTEE 18 AUGUST 2010 1 CORPORATE SERVICES MONTHLY REPORT FOR JULY 2010 Sarah Philpott: sg : 1/3/87-06: #2655660v1 RECOMMENDATION: That the report of the Corporate Services Department for the month of July 2010 be received and noted. COMMENT: This is the report of the Corporate Services Department for Operational Plan Activities for the month of July 2010 and budget performance has been reported. CONSIDERATIONS: Statutory: This report highlights progress against the 2010/2011 Operational Plan and Budget. CONCLUSION: At this time, work is progressing satisfactorily against the Operational Plan and Budget. ATTACHMENTS: Monthly report for July 2010. Sarah Philpott General Manager Corporate Services
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FINANCE AND ADMINISTRATION COMMITTEE 18 AUGUST 2010€¦ · FINANCE AND ADMINISTRATION COMMITTEE 18 AUGUST 2010 1 CORPORATE SERVICES MONTHLY REPORT FOR JULY 2010 Sarah Philpott: sg
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CORPORATE SERVICES MONTHLY REPORT FOR JULY 2010 Sarah Philpott: sg : 1/3/87-06: #2655660v1
RECOMMENDATION: That the report of the Corporate Services Department for the month of July 2010 be received and noted.
COMMENT: This is the report of the Corporate Services Department for Operational Plan Activities for the month of July 2010 and budget performance has been reported.
CONSIDERATIONS: Statutory: This report highlights progress against the 2010/2011 Operational Plan and Budget.
CONCLUSION:
At this time, work is progressing satisfactorily against the Operational Plan and Budget.
ATTACHMENTS: Monthly report for July 2010. Sarah Philpott General Manager Corporate Services
NET OPERATING RESULT 9,467,751 8,888,831 578,920 7 %
Explanations1
2
3
4
56
7
89
1011
1213141516
17
Other revenue is less than budget due to an end of year adjustment and an associated postponement in raising an invoiceduring July. Actuals are expected to re-align with budget next month.
Corporate Services - Variance ReportFor the period ended 30 July 2010
Interest received is higher than anticipated for interest on investments due to a higher than forecast cash balancepredominantly associated with the timing of capital works.
Employee costs are less than budget predominantly due to the workers compensation premium not being recognised as atthe end of July as the invoice is yet to be received.
Materials are under budget due to less than anticipated expenditure year to date on office stationary and other equipment andsupplies ($21k), office furniture & equipment ($2k), computer software & supplies ($2k) and other materials ($4k), which isexpected to come in line with the budget as the year progresses.
Other services are less than budget due to lower expenditure on licences ($71k), telecommunication usage ($52k), electricity($24k), advertising ($20k) and postage costs ($17k).
Variance is due to lower than forecast expenditure on training services ($53k) and IT hardware support services. This hasbeen offset by other services due to costs associated with the digitalisation of microfilm records ($-22k).
Agency/Temp staff expenses are higher than budget due to an unanticipated requirement for agency staff.
Legal services are under budget due to lower than anticipated costs year to date.
Overtime is higher than budget due to unanticipated costs of staff working at the Cairns Show Council stall. Additionally, overtime costs resulting from end of financial year workloads have mainly been budgeted in August and therefore budget and actual costs are expected to more closely align next month.
Variance is due to the performance of the commercialised business units to budget.
Internal Charges are under budget due to lower job charging than anticipated.
Consultancy services actuals are higher than budget as the budgeted expenditure needs to be redistributed at the next budget review to more closely reflect the actual timing of the expenditure to be incurred.
Expenditure on bank fees and charges is less than budget predominantly due to lower than anticipated merchant fees.Variance in other expenses is due to less then anticipated audit expenses year to date.Contributions and donations are greater than budget due to the rates based financial assistance occurring earlier thananticipated. Actuals should more closely align with budget next month.
Travel expenses are under budget due to lower than anticipated utilisation across the Corporate Services department.
Depreciation expense is less than originally anticipated.
Performance Indicators (Ratings: = Satisfactory, ? = Marginal, X = Unsatisfactory, - = no data)
Performance Rating:
Variance Report
5. Financial Sustainability
Result Measure (description): Compliance with DIP ratios. Result Target: 100% compliance. Source of Data: Financial reports. Reporting Frequency: Quarterly Performance:
Prospective Actions
Performance Rating:
Variance Report
6. Cultural Change
Result Measure (description): Employee survey: engagement score, closing the gaps between importance and satisfaction scores and satisfaction score. Result Target: Positive movement. Source of Data: Annual survey – LCC feedback. Reporting Frequency: Annual. Performance:
Performance Indicators (Ratings: = Satisfactory, ? = Marginal, X = Unsatisfactory, - = no data) Performance Rating:
Variance Report Nil
Records Management
0
5
10
15
July
Augu
st
Septe
mber
Octobe
r
Novem
ber
Decem
ber
Janu
ary
Febru
aryMarc
hAp
ril MayJu
ne
# RTI Applications # RTI Applications Compliant
Prospective Actions Nil
Performance Rating:
Variance Report Nil
Customer Service
0
2000
4000
6000
8000
10000
12000
14000
Jul-1
0
Aug-10
Sep-10
Oct-10
Nov-10
Dec-10
Jan-1
1
Feb-11
Mar-11
Apr-11
May-11
Jun-1
1
E-Services Credit Card by Phone Bpay Aust Post Customer Service
Prospective Actions Nil
Top 10 Customer Request Management (CRM’s) Received – Council & After Hours Local Law & Animal Management 999 188 Waste Services 686 2 Water Services 313 79 Maintenance Central 226 17 Maintenance North 107 9 Maintenance South - Gordonvale 67 2 Public Health 52 14 Works Investigations 62 2 Maintenance Far North 37 3 Wastewater Services 27 11 Top 5 Customer Call Topics Animal Management 2057 Rates 1874 Water 1005 Depot Works 673 Waste 671
ACTIVITY: FINANCIAL SERVICES Mission To provide excellent financial services and professional advice to enable our
customers to achieve their plans. Officer Responsible: Manager Financial Services Staffing Level (FTE) 59
Performance Indicators (Ratings: = Satisfactory,? = Marginal, X = Unsatisfactory, - = no data)
Performance Rating:
Variance Report
1. Reporting deadlines
Result Measure (description): Number of occasions that reporting deadlines are missed. Result Target: 0 missed Source of Data: Check sheet Reporting Frequency: Monthly Performance: 0 deadlines missed
Prospective Actions
Performance Rating:
Variance Report
2. Payroll completion and accuracy< 3% Pay adjustment
Performance Indicators (Ratings: = Satisfactory,? = Marginal, X = Unsatisfactory, - = no data)
Performance Rating: ?
Variance Report Variance attributed to a large number of non-compliances and the show public holiday.
3A. Timely processing of purchase requisitions
40
50
60
70
80
90
100
Jul
Aug Sep OctNov Dec Ja
nFeb Mar Apr
May Jun
% O
rder
s co
nver
ted
with
in 2
day
s
Actual 2009/10 Actual 2010/11 Target 90%
Prospective Actions Purchasing unit to continue to monitor and action identified issues with responsible officers.
Performance Rating:
?
Variance Report No improvement for the month.
3B. Confirmation Orders
0
10
20
30
40
50
60
70
Jul
Aug Sep OctNov Dec Ja
nFeb Mar Apr
May Jun
% C
onfir
mat
ion
Ord
ers
Actual 2009/10 Actual 2010/11 Target 15%
Prospective Actions Maintain awareness and ongoing training and provide feedback to request generators regarding correct policy and procedures to be followed.
Performance Indicators (Ratings: = Satisfactory,? = Marginal, X = Unsatisfactory, - = no data)
Performance Rating:
Variance Report
6. Regulatory Return Deadlines
Result Measure (description): Number of occasions that regulatory return deadlines are missed. Result Target: 0 missed Source of Data: Check sheet Reporting Frequency: Monthly Performance: 0 missed
Prospective Actions
Performance Rating:
Variance Report No statistics available on accuracy until after rates due date
7. Accuracy of Rates Levied
1st 09/10 2nd 09/10 1st 10/11 2nd 10/11 Total number 77,910 78,691 79,261 No. incorrect 24 4
Performance Indicators (Ratings: = Satisfactory, ? = Marginal, X = Unsatisfactory, - = no data)
Performance Rating:
Variance Report 28 vacancies were actioned within 3 months. 3 vacancies were not filled within 3 months. Majority being difficult to fill, specialist positions.
2. Vacancy management and workforce planning - Vacancies filled
01020304050607080
Jul
Aug Sep OctNov Dec Ja
nFeb Mar Apr May Ju
n
Vacancies actioned w ithin 3 months Vacancies not actioned w ithin 3 months
Prospective Actions HR to continue with close support in assisting departments to finalise recruitment within specified timeframes.
Performance Rating:
Variance Report The annualised turnover for full time employees in July was 12.2%. Turnover was 16.37% overall (including casuals and part-time positions). Target level is 10%.
3. Staff turnover (including casuals) Vacancy management and workforce planning
0%
10%
20%
30%
Jul
Aug Sep OctNov Dec Ja
nFeb Mar Apr May Ju
n
% Turnover Full Time staff % Turnover Overall inc Casuals Target < 10%
Prospective Actions Joint consultative committees have been established to provide a mechanism for workforce communication and issues resolution
Performance Indicators (Ratings: = Satisfactory, ? = Marginal, X = Unsatisfactory, - = no data) Performance Rating:
Variance Report There have been 19 Industrial disputes/ grievances open in July.
4. Workplace dispute and grievance levels
-202468
10
Jul
Aug Sep OctNov Dec Ja
nFeb Mar Apr May Ju
n
Water & Waste Corporate Services Infrastructure Services
Comm & Cultral Services Planning & Development
Prospective Actions HR to continue in providing service, to assist departments in minimising disputes / grievances.
ACTIVITY: WORKPLACE HEALTH & SAFETY
Performance Indicators (Ratings: = Satisfactory, ? = Marginal, X = Unsatisfactory, - = no data)
Performance Rating:
Variance Report The Rectifications Completed is Councils proactive KPI for Workplace Health and Safety CRC is currently at 73.02% completion. CRC’s target for rectifications completed is 85% this allows for complex actions to be carried over.
1a. Workplace Health & Safety Reporting Rectifications
completed(Council)
0
20
40
60
80
100
Jul-10
Aug-10
Sep-10
Oct-10
Nov-10
Dec-10
Jan-11
Feb-1
1Mar-
11Apr-
11
May-11
Jun-11
LTIDR Target
Prospective Actions Complete identified actions. If actions are completed then need to identify that action in Councils reporting system CHRIS 21
Performance Indicators (Ratings: = Satisfactory, ? = Marginal, X = Unsatisfactory, - = no data)
Performance Rating:
Variance Report CRC’s target for Days Lost for 09/10 is 1346. This is a 15% reduction on last FY of 1583 days lost due to injury. CRC has a total of 113.63 days lost for the year so far. This is 1.47 days above Councils BM of 112.16.
1b. Days Lost Due to Injury (DL) (Council)
0
200
400
600
800
1000
1200
1400
Jun-10
Jul-10
Aug-10
Sep-1
0Oct-1
0
Nov-10
Dec-10
Jan-11
Feb-1
1Mar-
11Ap
r-11
May-11
Jun-11
Days Lost Target
Prospective Actions Prevent workplace injuries by hazard identification, workplace audits, and training of staff.
Performance Rating:
Variance Report 3 reported LTI’s occurred this month. Council has a total of 3 LTI’s (Injuries that cause the employees to have more than 4 days away from the workplace). This is below the KPI of 3.25.
1c. Number of Lost Time Injuries (LTI’s) (Council)
0
10
20
30
40
50
Jun-10
Jul-10
Aug-10
Sep-1
0Oct-1
0
Nov-10
Dec-10
Jan-11
Feb-1
1Mar-
11Ap
r-11
May-11
Jun-11
LTI's Target
Prospective Actions Continue to monitor and audit the workplace for hazards and dangerous practices. Complete rectifications from reported hazards and investigations
Result Measure (description): Compliance with Safeplan system. Compliance with WH&S QLD Legislation, Regulations, COP and standards. Result Target: To achieve 80% or better internal/external audit. 100% compliance to all WH&S Qld notices issued. To achieve % rectifications benchmark set by ET and completed by the due date, set by ET. Source of Data: Audit results / Improvement, Prohibited, Directive notices. Reporting Frequency: Quarterly/Annually Performance: A Rectification Action Plan has been implemented for the External Audit and progress can by followed in #2462734. Element One - out for comment Element Two – 80% complete
Prospective Actions Review feedback from workforce on element one.
Performance Rating:
Variance Report Days lost are above Councils KPI. This is mainly due to long term injuries.
3. Rehabilitation System Compliance Manager
Result Measure (description): Meeting all legislative standards. Days lost for the month/year Direct/indirect costs due to injury Result Target: 100% compliance with legislative standards. Reduction in day lost to injury. Reduction in direct costs due to injury. Source of Data:. BO report – Workers compensation cost Reporting Frequency: Quarterly and annually. Performance: Council must continue to work hard towards a culture change of suitable duties as apposed to a culture of see a doctor to gain days off work for minor – medium injuries. Omega Health have accepted Councils Memorandum of Understanding to be it’s preferred medical practitioner Suitable duties to be as a KPI for branch managers
Prospective Actions Continue to foster acceptance of RRTW practices/suitable duties within the workforce.
Mission: To enable Council to have the capacity and capability to manage the
collection and flow of data, information and knowledge; and to ensure that management of information systems, infrastructure and information management services support Council’s role in providing customer and community services, decision-making and business operations.
Officer Responsible: Manager Information Services Staffing Level (FTE) 29
On Target Operating Initiative Status Relevant
Linkage(s) Due Date
Complete (enter %) Yes
(enter )
No * (enter X)
1. Progress the IS Service Management ITIL process to a level of 3.0 on the CMMi scale
Corporate Plan 6.2
Ongoing 11%
2. Investigate, evaluate and prioritise emerging technologies and strategic direction to reduce asset management/replacement costs and increase IT infrastructure efficiencies including a revision of the 5 year IS Strategic Plan.
Corporate Plan 6.3, 6.5, 6.6, 6.7
Dec 2011 6%
* Variance Report for Initiatives not on target: * Prospective Actions for Initiatives not on target:
Performance Indicators (Ratings: = Satisfactory, ? = Marginal, X = Unsatisfactory, - = no data)
Performance Rating:
Variance Report
1. Responsiveness - Service Requests - Percentage completed within timeframes