Transportation Safety Board of Canada - Internal Audit - Audit of  Overtime - Management Response
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Transportation Safety Board of Canada - Internal Audit - Audit of Overtime - Management Response

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4 Pages
English

Description

TSB Management Response and Action Plan Internal Audit of Overtime Expenditures December 2008 TSB management accepts the findings of this audit and generally agrees with the recommendations made by auditors. The detailed management responses and actions planned are described in the following tables. Recommendation 1 The Manager Human Resources should initiate pay adjustments where warranted. Management We agree that corrective action should be taken where errors Response have been identified. Actions Planned The list of errors will be reviewed and appropriate measures will be taken where required. OPI Manager Human Resources Timeline February 29, 2009 Recommendation 2 Managers should approve all overtime requests and maintain documentation to substantiate instances where authorization was not possible (i.e. emergency responses to accidents or incidents). Management Managers currently approve all overtime requests. However, Response we recognize that documentation could potentially be improved. Actions Planned Procedures and forms will be reviewed and updated. A bulletin will be prepared and issued to clarify the approval procedures. The bulletin will be posted in the Reference Centre for easy retrieval. OPI Manager, Human Resources Timeline June 30, 2009 Recommendation 3 Directors and managers should review periodically the approval practices of overtime to ensure they are compliant with the procedures governing this ...

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TSB Management Response and Action Plan Internal Audit of Overtime Expenditures December 2008 TSB management accepts the findings of this audit and generally agrees with the recommendations made by auditors. The detailed management responses and actions planned are described in the following tables. Recommendation 1The Manager Human Resources should initiate pay adjustments where warranted. ManagementWe agree that corrective action should be taken where errors Responsehave been identified. Actions PlannedThe list of errors will be reviewed and appropriate measures will be taken where required. OPIManager Human Resources TimelineFebruary 29, 2009 Recommendation 2Managers should approve all overtime requests and maintain documentation to substantiate instances where authorization was not possible (i.e. emergency responses to accidents or incidents). ManagementManagers currently approve all overtime requests. However, Responsewe recognize that documentation could potentially be improved. Actions PlannedProcedures and forms will be reviewed and updated. A bulletin will be prepared and issued to clarify the approval procedures. The bulletin will be posted in the Reference Centre for easy retrieval. OPIManager, Human Resources TimelineJune 30, 2009 Recommendation 3Directors and managers should review periodically the approval practices of overtime to ensure they are compliant with the procedures governing this activity. ManagementWe agree that approval practices are not always clear and Responsethat procedures could be better defined. Actions PlannedProcedures and forms will be reviewed and updated. A bulletin will be prepared and issued to clarify the approval procedures. The bulletin will be posted in the Reference Centre for easy retrieval. An annual reminder will be issued afterwards.
OPI Timeline Recommendation 4
Management Response Actions Planned
OPI Timeline Recommendation 5
Management Response Actions Planned
OPI Timeline Recommendation 6
Management Response
Actions Planned
OPI
Manager, Human Resources June 30, 2009
The Director General Investigation Operations should ensure that all exceptions to TB Policy on Maximum Hours of Work are properly documented and present evidence of management approvals. We agree that current practices need to be reviewed and clarified in this area. The draft TSB policy will be reviewed and modified to comply with TB requirements. Acting Director, Marine Investigations April 30, 2009
The Manager Human Resources should ensure that staff is appropriately trained on use of HRIS, particularly to sections that relate to past years’ data on compensatory timeoff. We agree with the provision of additional employee training.
HRIS training and systems support will be provided and a network of HRIS users to share tools and practices will be developed. Manager, Human Resources March 31, 2009
When certifying under section 34 of the FAA pay documents that relate to overtime, TSB managers should ensure that they have taken into consideration the dispositions of the following TB policies:  the terms and conditions of the respective collective agreements;  the TB Policy on Terms and Conditions of Employment; and  the TB Comptrollership Policy on Pay Administration. Managers already take TB policies into consideration when reviewing and approving overtime. However, managers cannot be expected to become experts in this area. We have other steps in our business processes where compliance to policies is verified. A bulletin will be issued to remind managers of their responsibilities. Manager, Human Resources
TimelineJune 30, 2009 Recommendation 7The Manager Human Resources should ensure that deficiencies are corrected. ManagementWe agree that deficiencies should be corrected. Response Actions PlannedThe Manager, Human Resources will remind Pay and Benefits employees of the internal control requirements. OPIManager. Human Resources TimelineDecember 31, 2008 Recommendation 8The Manager Human Resources should develop some written instructions on how to fill out the EDPRA form (use of codes, etc…) and provide it to any new employee within TSB. ManagementSuch instructions were developed and communicated to Responsemanagers and employees in the past. We agree that instructions should be better communicated to new employees. Actions PlannedInstructions will be reviewed and updated. They will be issued in a bulletin to all employees and posted in the Reference Centre for easy retrieval. They will also be included in the new employee orientation program. OPIManager, Human Resources TimelineJune 30, 2009 Recommendation 9The Director General Corporate Services should ensure that the Comptrollership Policy on Pay Administration is complied with in regard to the process for verifying accounts, which requires auditable evidence of verification. ManagementWe agree to review our account verification process to ensure Responsefull compliance to TB policies. Actions PlannedThe internal controls will be reviewed and appropriate changes will be made where required. OPIManager, Human Resources TimelineMarch 31, 2009 Recommendation 10The Director General Investigation Operations, in conjunction with Branch Directors and the Senior Financial Officer, should investigate costeffective alternative solutions to the present standby system to mitigate the need for
Management Response Actions Planned
OPI Timeline
overtime expenditures. We agree it would be appropriate to explore the alternatives to the current standby system. A detailed review of the standby system has been identified as a Business Plan project for 20092010. The review will be undertaken in the new fiscal year. Director, Rail/Pipeline Investigations March 31, 2010