Thursday, September 26, 2019 5:30 p.m. – Special Meeting Closed Session (See Item 13) – Following Regular Business (Under Section 239 of the Municipal Act, SO, 2001) Council Chambers – 4 th Floor – City Hall Members: Mayor P. Brown (Chair) Regional Councillor P. Vicente – Wards 1 and 5 (Vice-Chair) Regional Councillor R. Santos – Wards 1 and 5 Regional Councillor M. Palleschi – Wards 2 and 6 Regional Councillor M. Medeiros – Wards 3 and 4 Regional Councillor P. Fortini – Wards 7 and 8 Regional Councillor G. Dhillon – Wards 9 and 10 City Councillor D. Whillans – Wards 2 and 6 City Councillor J. Bowman – Wards 3 and 4 City Councillor C. Williams – Wards 7 and 8 City Councillor H. Singh – Wards 9 and 10 For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending (some advance notice may be required), please contact: Sonya Pacheco, Legislative Coordinator, Telephone 905.874.2178, TTY 905.874.2130 [email protected]Note: Meeting information is also available in alternate formats upon request. Agenda Budget Committee Committee of the Council of The Corporation of the City of Brampton
42
Embed
Thursday, September 26, 2019...Governance & Internal Services and Public Works 26 September 2019 City of Brampton Service Efficiency Review –Project Initiation 16-Sep 23-Sep 30-Sep
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
Thursday, September 26, 2019
5:30 p.m. – Special Meeting
Closed Session (See Item 13) – Following Regular Business (Under Section 239 of the Municipal Act, SO, 2001)
Council Chambers – 4th Floor – City Hall
Members: Mayor P. Brown (Chair) Regional Councillor P. Vicente – Wards 1 and 5 (Vice-Chair) Regional Councillor R. Santos – Wards 1 and 5 Regional Councillor M. Palleschi – Wards 2 and 6 Regional Councillor M. Medeiros – Wards 3 and 4 Regional Councillor P. Fortini – Wards 7 and 8 Regional Councillor G. Dhillon – Wards 9 and 10 City Councillor D. Whillans – Wards 2 and 6 City Councillor J. Bowman – Wards 3 and 4 City Councillor C. Williams – Wards 7 and 8 City Councillor H. Singh – Wards 9 and 10
For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending (some advance notice may be required), please contact:
2. Declarations of Interest Under the Municipal Conflict of Interest Act
3. Consent The following items listed with an asterisk (*) are considered to be routine and non-controversial by the Committee and will be approved at this time. There will be no separate discussion of any of these items unless a Committee Member requests it, in which case the item will not be consented to and will be considered in the normal sequence of the agenda.
(nil)
4. Presentations
4.1. Presentation from EY Advisory Services, re: Operational Service Reviews:
Governance and Internal Services Public Works and Engineering Fire and Emergency Services Brampton Library
Note: The presentation will be distributed at the meeting.
4.2. Presentation from Blackline Consulting, re: Operational Service Reviews: Community Services Note: The presentation will be distributed at the meeting.
4.3. Presentation from Optimus SBR re: Operational Service Reviews:
Economic Development and Culture Brampton Transit
Note: The presentation will be distributed at the meeting.
5. Delegations
Agenda Budget Committee
2019 09 26 Page 3 of 3
6. Local Board and Other Presentations
7. Reports
8. Referred Matters
9. Correspondence
10. Other/New Business
11. Council Question Period
12. Public Question Period
15 Minute Limit (regarding any decision made at this meeting)
13. Closed Session
Note: A separate package regarding these agenda items are distributed to Members of Council and senior staff only.
13.1 Labour relations and employee negotiations and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board.
14. Adjournment
The better the question. The better the answer.
The better the world works.
City of Brampton – Service Efficiency Review Studies
(Categories 1, 3, 5 and 7)
September 26 2019
4.1-1
Page 2
Agenda
1 Introductions & Team Structure
2 Project Scope and Approach
3 Proposed Workplan & Timeline
6 Discussion
4 Project Deliverables
5 Governance
26 September 2019
4.1-2
Page 3
1. How our EY team will collaborate with the City of Brampton
We will work collaboratively with your project team to engage key stakeholders from the City of Brampton to identify, investigate, and quantify
opportunities to improve service efficiency and delivery.
QA Partner
Mark MacDonald
Government and Public Sector
Subject Matter Advisors
Edward Ng – Alternative Service Delivery
Josh Colle – Municipal Governance
Steven Maynard – Governance & Internal
Services
Jeff Wood – Real Estate
Michael Hainey – Library Facilities Support Team
Alternative Service Delivery Lead
Scott Pegg
Government Advisory
Project Manager
David Bryden
Government Advisory
Engagement Partner
Mohamed Bhamani
Government and Public Sector
City of Brampton Service Efficiency Review – Project Initiation
This material has been prepared for general informational purposes only and is not
intended to be relied upon as accounting, tax or other professional advice. Please
refer to your advisors for specific advice.
ey.com
4.1-14
Private and Confidential
B L A C K L I N E
C O N S U L T I N G
A Higher Standard
Community Services Efficiency Review
City of Brampton
Council Introduction
26th September 2019
4.2-1
Agenda
/ Scope
/ Approach
/ Team
/ Workplan
4.2-2
Scope
Recreation
• Delivering recreation
activities that
positively contribute
to communities and
lifestyles, including:
• Recreation
Planning
• Strategic
Community
Development and
Partnerships
• Community Centre
Programming and
Operations
• Special Projects
and Administration
Facilities Maintenance
• Proactive
maintenance of City
owned buildings,
including:
• Facilities
Maintenance
• Facilities Services
& Operations
• Asset
Management &
Capital Planning
• Security Services
Animal Services
• Helping ensure
responsible pet
ownership and
cohabitation with
wildlife, through
community outreach
and enforcement,
including:
• Animal Shelter
• Animal Control
Service Brampton
• First point of contact
for the City’s multi-
channel, multi-
location customer
service, including:
• Contact Centre
• 311
• Cashiers
• Service Brampton
Centre
3
4.2-3
Approach
4
4.2-4
Opportunities
► Business process
and work methods
► Organizational
structure
► Governance model
► Alternate service
delivery approach
► Automation
► Shared services
► Service innovation
► Service adjustments
► Synergies across
services/departments
► Workload reductions
► Collaboration
5
KPI and Financial
Analysis Cost Savings
Cost
Avoidance
Input from Stakeholders
Comparator Analysis
Opportunity
Index
Service Profile Analysis
Service
Efficiency
Process and
Technology Analysis
Organizational Analysis
4.2-5
Our Team
6
Clarity | Insight | Professionalism
Workstream A
Recreation and Service
Brampton
Workstream B
Facilities Operations and
Animal Services
John Naas
Partner and Lead
Ian Shelley
Partner and Lead
Sami Issa
Senior Consultant
Hannah Murphy
Senior Consultant
Fara Ogunsanya
Associate Consultant (Shared Resource)
4.2-6
Workplan
7
Month
Week 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16
1. Project Kick-off
♦
2. Identify Opportunities
♦
3. Design Solutions
♦
4. Report Recommendations
♦
Co
nti
ng
en
cy P
eri
od
Develop implementation plan
Develop final report
Executive briefing
Design opportunities with staff
Consolidate recommendations
Kick-off meeting
Document opportunities
NovemberSeptember October December
Gather documentation
Stakeholder consultation
On-site visits
Document baseline service metrics
Conduct benchmarking analysis
Analyze service and service levels
Prioritize opportunities
Working session to confirm focus areas
4.2-7
B L A C K L I N E C O N S U L T I N G
4.2-8
Sep 26, 2019
Service Efficiency Study:
• Economic Development
and Culture
• Transit
Budget Committee
Presentation
4.3-1
Who We Are
1
Budget Committee Presentation
Strategy and
Operations
Governance
& Leadership
Customer
Experience
Project
Management
Process
Improvement
Learning &
Enablement
Robotics Process
Automation
Risk
Management
Research
& Analytics
Change
Management
Optimus SBR is an independently owned management consulting firm that works
with organizations across North America.
Consultation/
Facilitation
Practice Areas
Government & Health Care • Energy & Transportation • Travel & Private Sector
Financial Services
4.3-2
Economic
Development and
Culture
01
2
4.3-3
Contents
Budget Committee
Presentation
Sep 26, 2019
1. Project Team
2. Project Mission and Success
3. Work Streams and Study Focus
4. Project Approach
5. Timelines
3
Economic Development
and Culture
4.3-4
Team Organizational Structure
4
Budget Committee Presentation
Mary Tate
Executive Oversight
Vivian Tan
Project Manager
Rohit Hora
Consultant
Michael Bugeja
Consultant
Bill Allen
SME
4.3-5
Project Mission & Success
o To identify and recommend opportunities that will provide maximum serviceefficiency savings in the short and long term, focusing on three (3) identifiedfocus areas - Economic Development and Culture Department (EDCD),Performing Arts Section, and Festivals and Special Events Office.
Budget Committee Presentation
Project Mission
Project Success o Identification of changes to work methods, processes, responsibilities, andother factors that will result in the most cost savings and the greatestimprovement in service delivery both in short term (1-2 year) and long term.
o Opportunities of alignment within and across departments from a structuraland service delivery perspective.
o Identification of opportunities for introducing more cost-effective and efficientprogram delivery applications.
o Identification of interdependencies with other departments.
o A clear understanding of cost requirement and savings resulting from therecommended changes.
o Clear implementation guidelines.
o Buy-in from all key partners and stakeholders.
5
4.3-6
Work Streams and Study Focus
6
Budget Committee Presentation
Economic Development and Culture Department (EDCD)
Performing Arts Section –Cultural Services Division
Festivals and Special Events Office – Cultural Services
Division
Areas of Review
• Process Improvement
• Benchmarking/
Jurisdictional Scan
• Organizational
Structure Review
• Alternative Service
Delivery Model
• Process Improvement
• Benchmarking
• Benchmarking
• Alternative Service
Delivery Model
4.3-7
Project Approach
Budget Committee Presentation
Project Launch & Discovery1.
o Setup and Planning
o Kick-Off Meeting
o Discovery
o Project Plan
o Knowledge Transfer and Project Closeout
o Evaluation Framework
o Study Focus Confirmation
o Stakeholder Engagement Planning
o Final Report Development and Review
o Final Presentation
o Data and Document Review
o Stakeholder Engagement
o Jurisdictional Research and Environmental Scan
o Assessment of In-Scope Areas
o Current State Summary
o Recommendation
Development
o Impact Analysis of Recommendations
o Preliminary Recommendations
Review
Knowledge Transfer and Project Closeout6.
Evaluation Framework and Study Focus Confirmation2.
Current State Assessment of Study Focus Areas3.
Recommendation Development and Impact Analysis4.
Report and Documentation Development5.
o Current State Summary (including Issues and Gaps Analysis Roster)
o Evaluation Framework
o Confirmed Study Focus Areas and Methodology
o Final Report of Recommendations
Key Deliverables
o Draft Report of Recommendations
o Project closeout
4.3-8
Sep Oct Nov
Sep 16 Sep 23 Sep 30 Oct 7 Oct 14 Oct 21 Oct 28 Nov 4 Nov 11 Nov 18 Nov 25
Timelines
Budget Committee Presentation
Kick-Off Meeting
Preliminary recommendations and impact analysis report
Project Plan
8
Current State Summary Report
Evaluation Framework and Study Focus Confirmation
Recommendation Development
Estimated 2.5-3 months engagement
Key Deliverables
Week
Current State Assessment of Study Focus
Areas
Project Launch & Discovery
Report and Documentation Development
Final Report
Project Close-Out
Planning CloseoutProject Management, Monitoring, and Control
Draft service efficiency evaluation framework;
Research and Engagement Plan
4.3-9
Transit
02
9
4.3-10
Contents
Transit
Budget Committee
Presentation
Sep 26, 2019
1. Project Team
2. Project Mission and Success
3. Work Streams and Study Focus
4. Project Approach
5. Timelines
10
4.3-11
Team Organizational Structure
11
Budget Committee Presentation
Arminda Dumpierrez
Executive Oversight
On-demand Transit Assessment
Study #1
Bus LifecycleAnalysis
Study #2
Snow Removal for Transit Facilities
Study #3
Service Reliability
Study #4
Yuval Grinspun
Project Manager
Daniel Berkovitz
SME
Cathal O’Gorman
SME
Matthew Lattavo
Consultant
John Ford
Project Manager
JananyRagunathan
Consultant
Rosalyn Chiu
Project Manager
Lindsay Martin
Consultant
David McPhee
Project Manager
Rohit Hora
Consultant
4.3-12
Project Mission & Success
o To identify and recommend opportunities that will provide maximum service efficiency savings in the shortest period of time for the four (4) identified focus areas – On-demand transit, Bus Lifecycle, Snow Removal for Transit Facilities and Service Reliability
Budget Committee Presentation
Project Mission
Project Success o Identification of changes to work methods, processes, responsibilities, and other factors that will result in the most cost savings and the greatest improvement in service delivery both in short term (1-2 year) and long term.
o Opportunities of alignment within and across departments from a structural and service delivery perspective.
o Identification of opportunities for introducing more cost-effective and efficient program delivery applications.
o A clear understanding of cost requirement and savings resulting from the recommended changes.
o Clear implementation guidelines with the identification of any risks and implications.
o Buy-in from all key partners and stakeholders.
12
4.3-13
Work Streams and Study Focus
13
Budget Committee Presentation
Study #1On-Demand Transit
Assessment
Study#2Bus Lifecycle Analysis
Study #3Snow Removal for Transit Facilities
Areas of Review
• Analysis of
current service
delivery model
• Opportunities to
use on demand
at a lower cost
• Conditions for
successful
implementation
• Optimum bus
retention years
by fleet type
• Optimum
maintenance
program
• Review service
level
requirements
• Develop cost
efficient service
model
Study #4Service Reliability
• Analyse costs of
long-term
absenteeism
• Assess potential
cost savings by
assigning
contingent
resources
4.3-14
Project Approach
Budget Committee Presentation
Study Planning and Kickoff Meeting1.
o Study Planning and Kickoff Meeting
Deliverables
o Bus Retention and Maintenance Policy
o Bus Maintenance Program
o Bus Replacement Schedule
o Current state data collection
o Analysis of findings
o Current state summary
o #1 - Service Concept Design
o #2- Bus Retention and Maintenance Policy Development
o #3 - Service Level Analysis
o #4 - Benchmarking and Best Practice Review
o #1 - Strategy Development
o #2 - Schedule and Maintenance Program Development
o #3 - Cost and Benefit Analysis
o #4 - Options Development and Model Setup
o Draft Final Report
o Review and Validation
o Update and Submit Final Report
Current State Data Collection and Review2. Study Specific3. Study Specific4.
Report Development5.
o Service Concepts
o Service Communication Strategy
o On-Demand Transit Strategy
o Recommendations Report o Costing Model
o Final Report
Study #1 Study #2 Study #3 Study #4
4.3-15
Sep Oct Nov Dec
Sep 23 Sep 30 Oct 7 Oct 14 Oct 21 Oct 28 Nov 4 Nov 11 Nov 18 Nov 25 Dec 2 Dec 9
Timelines
Budget Committee Presentation
Kick-off Meeting 15
Estimated 2.5-3 months engagement
Key Deliverables
Week
Planning Closeout
#1 Service Concepts
#1 Service Communication Strategy
#1 On-Demand Transit Strategy
#1 #2 #3 #4 Study Planning and Kickoff Meeting
#2 Bus Retention and Maintenance Policy
#1 #2#3 #4 Final Report
#4 Costing Model
#4 Benchmarking and Best Practice Review
#3 Service Level Analysis
#2 Bus Retention and Maintenance Policy Development
#1 Service Concept Design
#1 #2 #3 #4 Report Development
#1 #2 #3 #4 Current State Data Collection and Review
#2 Schedule and Maintenance Program
Development
#1 Strategy Development
#3 Cost and Benefit Analysis
#4 Options Development and Model Setup
#2 Bus Maintenance Program; Bus Replacement Schedule