HomeMy WebLinkAboutFollow-up of Deschutes County 9-1-1 Service District-Staffing analysesFollow-up report on Deschutes County 9-1-1 Service District - Staffing analyses #11/12-6 January 2012
FOLLOW-UP REPORT
Deschutes County 9-1-1 Service District - Staffing analyses
(Internal audit report #09/10-8 issued March 2011)
Deschutes County,
Oregon
David Givans, CPA, CIA
Deschutes County Internal Auditor
1300 NW Wall St
Bend, OR 97701
(541) 330-4674
David.Givans@deschutes.og
Audit committee:
Michael Shadrach, Chair - Public member
Chris Earnest - Public member
Gayle McConnell - Public member
Jean Pedelty - Public member
Greg Quesnel - Public member
Jennifer Welander - Public member
Anthony DeBone, County Commissioner
Tom Anderson, Community Development Director
Scot Langton, County Assessor
Follow-up report on Deschutes County 9-1-1 Service District - Staffing analyses #11/12-6 January 2012
TABLE OF
CONTENTS:
1. INTRODUCTION
1.1. Background ………………………………………...………………................................... 1
1.2. Objectives & Scope ……………………………………..………………………….…….… 1
1.3. Methodology ……………………………………………………..…………………….……. 1
2. FOLLOW-UP RESULTS ……………….…...………………………….............................. 2
3. APPENDIX I – Internal Audit Recommendations - Updated Workplan for
Report #09/10-3 (Status updated as of January 2012) .....…….…...………................ 3-4
Follow-up report on Deschutes County 9-1-1 Service District - Staffing analyses #11/12-6 January 2012
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1.
Introduction
1.1 BACKGROUND
Audit Authority:
The Deschutes County Audit Committee has suggested that follow-ups occur from nine months to one
year after the original report issuance. The Audit Committee’s would like to make sure departments
satisfactorily address recommendations.
1.2 OBJECTIVES and SCOPE
Objectives:
The objective was to follow-up on the audit recommendations in the report.
Scope:
The follow-up included eight (8) recommendations from the internal audit on Deschutes County 9-1-1
Service District - Staffing analyses (#09/10-8) (issued March 2011).
The follow-up reflects the status as of January 2012. The original internal audit report should be referenced
for the full text of recommendations and discussion.
1.3 METHODOLOGY
The follow-up report was developed from information provided by Robert Poirier, Director of 9-1-1 Service
District. In cases where recommendations have not been implemented, comments were sought for the
reasons why and the timing for addressing these. The follow-up is, by nature, subjective. In determining the
status of recommendations that were followed up, we relied on assertions provided by those involved and
did not attempt to independently verify those assertions.
9-1-1 should be acknowledged for their work at addressing these recommendations.
Since no substantive audit work was performed, Government Auditing Standards issued by the Comptroller
General of the United States were not followed.
Follow-up report on Deschutes County 9-1-1 Service District - Staffing analyses #11/12-6 January 2012
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2.
Follow-up
Results
Figure I -
How were
recommenda-
tions
implemented?
The follow-up included eight (8) recommendations in the report. Management did not disagree with any of the
recommendations.
Figure I provides an overview of the implementation status of the eight (8) recommendations that were accepted
by management. The detail of the updated workplan is provided in Appendix I.
With this follow-up, 100% of the accepted recommendations are in progress. This is a good effort considering the
nature of these recommendations. It is anticipated that some of these recommendations will take awhile to
implement.
Follow-up report on Deschutes County 9-1-1 Service District - Staffing analyses #11/12-6 January 2012
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3. Appendix Appendix I –Updated Workplan for Report #09/10-8 (Status as of January 2012)
Rec
#
Recommendation
Agreement
Status
Estimated
completion
date
Department Comments - Updated
1 It is recommended for the District to
consider options that can reduce the
burden being paid for scheduled
overtime.
Agreement In
progress
Jun-2012 The District has developed alternate scheduling
options that would eliminate the need for
scheduled overtime. As hours of work are a
mandatory subject of bargaining the District has
approached the Association to schedule talks to
establish a new schedule. Our initial meeting is
scheduled for February 13, 2012.
2 It is recommended for the District to
consider reviewing the on-call
provisions for fairer terms.
Agreement In
progress
Jun-2012 The District has devised an alternative on-call
policy calling for 12 hour non-adjacent on-call
shifts. The Association has asserted that the
District would be in violation of the collective
bargaining agreement if it were to unilaterally
implement the new policy. The District is working
with legal counsel to try and resolve this issue.
3 It is recommended the District consider
more recruiting efforts to gain on their
anticipated staffing goals.
Agreement In
progress
Jun-2012 A new recruitment effort was launched and the
District has conditional job offers out to fill the six
open positions. Four of the six recruits will begin
their training on January 18, 2012.
4 It is recommended for the District to
consider whether some of the activity
levels observed could be translated into
changes in schedules.
Agreement In
progress
Jun-2012 These issues are being considered and will be part
of the discussion with the Association discussed in
number 1.
Follow-up report on Deschutes County 9-1-1 Service District - Staffing analyses #11/12-6 January 2012
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Rec
#
Recommendation
Agreement
Status
Estimated
completion
date
Department Comments - Updated
5 It is recommended for the District to
consider expanding its options for
utilizing work plans other than the 12-
hour plan. It would be important to
involve the work force in the design and
implementation process.
Agreement In
progress
Jun-2012 These issues are being considered and will be part
of the discussion with the Association discussed in
number 1.
6 It is recommended the District consider
in their staffing plan, sufficient staffing
to cover absences, lunches and breaks
to not need the supervisors to cover for
telecommunicators.
Agreement In
progress
Jun-2012 This issue should be remedied once all the new
hires have been trained and released.
7 It is recommended the District make
efforts to understand their service
differences as compared to larger
PSAP’s in order to identify potential
opportunities to operate more efficiently
or to explain to users the additional
services they provide.
Agreement In
progress
Jun-2012 These issues have been analyzed and are being
addressed by working with the Central Oregon Fire
Operations Group (COFOG) and the Law
Enforcement Review Committee (LERC) both of
these groups are endorsed by the 9-1-1 Executive
Board.
8 It is recommended that the District
consider these other activity levels
should they explore other avenues for
collecting fees for services.
Agreement In
progress
May -2012 A complete review of funding possibilities has been
discussed with the 9-1-1 Executive Board and a
Citizen Funding Panel. Both the Eboard and the
Citizen Panel have endorsed a ballot measure to
form a new District at a rate of $0.39/$1,000
assessed value. This rate has been projected out
and is determined to provide sustainable funding
for the District.
{END OF REPORT}