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Employee Overtime Hours - Quarter 4, 2015

2015 FOURTH QUARTER AGENCY CORE OVERTIME HIGHLIGHTS

  • Through the fourth quarter, Agency core overtime hours, excluding snow and ice, were 11% over plan but 11% lower than the same period in 2014. Core overtime includes recurring operational, maintenance, construction, security and other emergency workload.
  • Civilian staff incurred 923,000 core overtime hours, 43,000 hours, or 5% over plan. Due to mild weather through the fourth quarter, civilian staff was able to accelerate important capital construction and maintenance work in the most cost effective manner, and to plan for anticipated needs in 2016.
  • Police, which includes Public Safety (PAPD) and Office of the Inspector General Police Integrity Unit, incurred 801,000 hours in core overtime, 100,000 hours or 14% over plan. Excluding heightened security, which included the Papal visit in September, Police core overtime hours were 9% over plan. Similar to previous quarters, heightened security activities, higher than anticipated attrition, higher than expected police coverage for construction projects and increased court appearances resulting from a rise in arrest activity continued to impact overall police overtime performance.
  • Total Police hours were on plan, since the over run in overtime hours was offset by an under run in straight time hours. Police overtime expenses were $103 million on a plan of $98 million, of which $7.8 million was reimbursed by grants. A new police class is scheduled to begin in 2016 (with a second in early 2017); these new officers are expected to begin to mitigate overtime needs starting at the end of 2016.
  • Firefighting - Aircraft Rescue and Fire Fighting (ARFF) cadre incurred 69,000 hours, 32,000 hours or 88% over plan. ARFF cadre overtime expenses were $13.6 million on a plan of $13.3 million. The cadre continued to experience slight improvements in unplanned absences; these improvements reduced the budget variance from 108% in the second quarter to 88% this quarter.
  • Overall, agency core overtime hours were 1.8 million hours, 176,000 hours or 11% over plan, and $206 million, $10 million, or 5% over plan. Net of reimbursements and recoveries, and the under run in police straight time, the financial impact to the agency was minimal.

2015 FOURTH QUARTER AGENCY TOTAL OVERTIME HIGHLIGHTS

  • In total, the agency incurred 2 million overtime hours through the fourth quarter. Total overtime expenses were $221 million, which was 17% of total labor expenses and $17 million over plan. Compared to the same period in the previous year, overtime expenses were $29 million, or 11% lower. After recoveries through flight fees, grants and other reimbursements, and taking into account under-budget straight-time hours at PAPD, there was minimal financial impact.
  • Total snow and ice (non-core) overtime performance was 195,000 hours, or 80%, over plan. Agency staff responded to 24 snow and ice weather events in the first quarter, which was well above the five-year trend. Snow overtime expenses were $15 million on a plan of $8 million. The variance of $7 million is mostly recoverable.

2016 OVERTIME BUDGET AND STRATEGY

In 2016, the agency will continue to exercise proactive overtime measures and implement effective mitigation strategies to meet the overtime budget (within 3%) for 2016. New and on-going mitigation strategies include:

  • Focus assessments on departmental workload, productivity, scheduling and availability
  • Execute agency developmental programs to grow our staff for both hard-to-fill and critical job titles
  • Continue to manage to Police total workload and implement patrol deployment efficiencies
  • Deploy newly graduated police officers (1 of 2 classes) to begin to mitigate overtime needs by end of 2016
  • Implement Overtime Working Group recommendations as they are identified to improve existing processes
  • Continue phased implementation of ScheduleSoft to enable better planning, management and tracking of overtime needs
  • Snow and Ice Performance: As needed, refine snow and ice response plans to ensure best use of available resources, while maintaining facility safety and operability