Overtime

Document Sample
Overtime Powered By Docstoc
					OVERTIME AUDIT PROGRAM FIRE AND RESCUE OBJECTIVE Determine if the CY 1991 overtime incurred was necessary to comply with Board of Supervisor and Fire and Rescue policy. In Fire and Rescue, overtime is the result of both plan and unplanned factors. Management can infulence the planned factors that include schedule, shift size, annual/comp leave, training, special assignment and committee work. Management can exert less influence on the unplanned factors that include vacancies, sick leave and injury leave. AUDIT PROGRAM GENERAL: OBJECTIVE: Summarized information from PRISM and Plan of the Day (POD) for overtime hours and overtime dollar amounts. PROCEDURES: 1. Retrieve CY 1991 information from PRISM & FAMIS to achieve specific audit objectives. Summarize information in computer report format. 2. In spreadsheet format, summarize the POD by categories: shift, date, allocated staff size, on duty staff, regular leave, sick leave, injury leave, vacancies, details/mandated, details non-mandated, lwop, callback/holdover for CY 1991. SCHEDULE OBJECTIVE: Evaluate the 24 hour three shift schedule as a factor contributing to unnecessary overtime. PROCEDURES: 1. Review OMB & Fire & Rescue 1984 reports on 24 hour scheduling. 2. Identify possible reductions to overtime by using a 10/14 or 12/12 hour schedules instead of the 24 hour schedule. 3. Identify possible reductions to overtime by adjusting the number of shifts. 4. Identify increases/decreases to the 59 positions allocated by the Operations Divisions to non-operations activities: regular leave, mandated training, sick leave and injury leave. 5. Summarize findings with Word Perfect 5.0/5.1. Use standard IAO report

format including condition, criteria, cause, effect and recommendation. SIZE OBJECTIVE: Evaluate the staff sizing and the composition of personnel as factors contributing to unnecessary overtime. PROCEDURES: 1. Determine the total positions mandated by the Board of Supervisors (BOS) policy by tracing to approved minutes. 2. Determine the number of positions for each rank/level of certification mandated by BOS policy by tracing to approved minutes. 3. Determine the total number of positions in the Operations Division in CY 1991. 5. Determine the number of positions at each rank/level of certification in the Operations Division in CY 1991. 6. Compare BOS mandated total number of positions and the number of positions at each rank/certification level to the actual number in the Operation Division for CY 1991. 7. Summarize findings with Word Perfect 5.0/5.1. Use standard IAO report format including condition, criteria, cause, effect and recommendation. ANNUAL LEAVE OBJECTIVE: Evaluate annual leave and comp-leave as factors contributing to unnecessary overtime. PROCEDURES: 1. Determine the number of annual leave hours earned by personnel in the Operations Division for the CY 1991. 2. Determine the number of annual leave hours taken by personnel in the Operations Division for the CY 1991. 3. Calculate the number of comp leave hours that is built into the schedule for grades S-26 and above, as mandated by the BOS. 4. Determine the number of hours of comp leave earned by personnel in the Operations Division in CY 1991. 5. Determine the number of comp leave hours taken by personnel in the Operations Division in the CY 1991. 6. Determine the adequacy of the 37 leave slots. Calculate 37 slots times 365 days less the number of hours of annual and comp leave (per the schedule) earned.

7. Identify the number of days and slots of annual/comp leave taken exceeded the daily 37 leave slots in CY 1991. 8. Calculate the average amount of paid and comp overtime for those leave slots that exceeded the 37 leave slots. 9. Identify possible reductions in the number of leave slots by assigning annual and comp leave. 10. Summarize findings with Word Perfect 5.0/5.1. Use standard IAO report format including condition, criteria, cause, effect and recommendation. TRAINING OBJECTIVE: Evaluate training hours as a factor contributing to unnecessary overtime. PROCEDURES: 1. Determine the number of hours of training mandated by BOS by tracing to approved minutes. 2. Determine the total number of training hours used by Operation Division personnel in CY 1991. 3. Determine the number of non mandated training hours used by Operations Division personnel in CY 1991. 4. Determine the number of non mandated training hours used by Operations Division personnel that required overtime. 5. Compare number hours of mandated training to the total number of hours used by Operation Division personnel for 1991. 6. Calculate the average amount of paid and comp overtime for nonmandated training. 7. Summarize findings with Word Perfect 5.0/5.1. Use standard IAO report format including condition, criteria, cause, effect and recommendation. SPECIAL PROJECTS AND COMMITTEES OBJECTIVE: Evaluate detailing personnel out of operations for special projects and committee assignments as a factor contributing to unnecessary overtime. PROCEDURES:

1. Obtain a list of the T/A codes used when detailing personnel out of operations for special projects and committee assignments. 2. Determine the number hours used when detailing personnel out of operations for special projects and committee assignments. 3. Determine the number of hours used when detailing personnel out of operations for special projects and committee assignments that required overtime. 4. Calculate the average amount of paid and comp overtime for special projects and committee assignments. 5. Summarize findings with Word Perfect 5.0/5.1. Use standard IAO report format including condition, criteria, cause, effect and recommendation. VACANCIES OBJECTIVE: Evaluate vacancies as a factor contributing to unnecessary overtime. PROCEDURES: 1. Prepare a schedule of the changes in vacancies in the Operations Division during CY 1991. 2. Determine which is more cost efficient by comparing the cost of overtime to the cost of new positions with benefits. 3. If the cost of new positions is more cost efficient than the cost of overtime, gather information on the Fire and Rescue recruiting policy? a. Identify the minimum size of the recruit school needed to cover training costs. b. Determine compliance with the recruiting policy with respect to affirmative action. 5. Calculate the average amount of paid and comp overtime for vacancies. 6. Summarize findings with Word Perfect 5.0/5.1. Use standard IAO report format including condition, criteria, cause, effect and recommendation. SICK LEAVE AND INJURY LEAVE OBJECTIVE: Evaluate sick leave and injury leave as factors contributing to unnecessary overtime. PROCEDURES: 1. Evaluate the under-reporting of holdovers to the Lead Battalion Chief as a cause for sick leave abuse.

2. Identify correlations between overtime and injury leave. 3. Determine the total number of sick leave and injury leave hours taken in CY 1991. 4. Summarize findings with Word Perfect 5.0/5.1. Use standard IAO report format including condition, criteria, cause, effect and recommendation.


				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:19
posted:4/1/2009
language:English
pages:5