SBO Operations feature to handle overtime requests

[atdservicebot]

Describe the problem.

Currently we rely on Word documents sent via emails, text messages, or phone calls to submit and approve overtime requests. This takes many hours for the multiple layers of approval and disparate locations to find information (lack of visibility, lack of consensus on approval/denial, delayed submittal for preapproved overtime)

Describe the solution you have in mind.

A work order type system (Knack or similar) to submit pre-planned overtime request with justification, employee names/numbers, and routing to appropriate level (Superintendent to DM to AD)

How will we know that our solution is successful?

All pre-planned OT is submitted ahead of time, all parties are aware of the process and timeline to complete the requests. Overtime spending is monitored and easier to manage.

Users

Superintendents, Division Managers, Program Managers, Admin, Executives.

Sponsorship

Reiner Hershaw

Which Strategic Direction 2023 “Mobility” indicators would this new application impact?

['Condition of transportation-related infrastructure']

Which Austin Strategic Mobility Plan goals would this new application support?

['Innovation — Draw inspiration from forward-looking cities around the world, change the way we think about what’s possible, and set an example for the rest of the country.']

Describe the outcome you'd like to see when this feature is implemented.

SBO will be able to approve or deny OT requests faster, be able to have visibility on all requests, and better manage individual units.

Describe any workarounds you currently have in place or alternative solutions you've considered.

We've used a standardized Word document that has to be manually entered, signed, and routed. This led to many errors and issues on a ticking timeline.

Is there anything else we should know?

Sooner the better but not critically urgent.

How have other divisions/departments/cities addressed similar challenges?

All SBO divisions, Watershed Protection Department, likely Signs and Markings.

Requested By Reiner H.

Request ID: DTS24-112775

[dianamartin]

3/6/2024

Diana's Notes

Participants: Reiner, Richard

• Richard - Operations Consulting group

Overtime Procedure

• 9 superintendents
• 12 programs

How to track 240 staff members, regular

• large overtime budget, 3.2 million

Old process

• paper, email, text messages

Problem we’re solving for

• What work is being requested
• Formal chain of approval
• Superintendents know, DM, AD knows about it

Ex. Who is going overtime this Saturday?

• link to budget process (future)

Supervisor submitting

• batch of employees

Where should we put this module?

• HR or SBO
• Reiner is leaning towards SBO environment

  he's going to have a talk with Jennifer to see if she wants to scale this up and make it department wide..

Timeline

• no timeline
• Preferred by next month (4-6 weeks time)
• Greg, take sign in sheets

Procedure

• existing procedure?
• current procedure
  • Jermaine, Clay approves it

Features

• Superintendent & Supervisor submits

  • Subgroup work groups
  • Crew (group of employees)
  • Same date & time
  • Approval: Division Managers (up to 8 hours)
    • Emergency OT
  • Beyond 8 hours (Assistant Director)
    • Fri: some overtime requests
  • WORK ORDER ID (Required)
  • PROJECT LOCATION (Required)
  • TYPES
    • Carryover overtime: need to complete work assignments, stay late (non-emergency)
    • Scheduled overtime: if work group anticipates need, beyond
    • Emergency overtime

• WPD has several Task Order Codes (would use this for "Tasks")

  • Planned High Priority Work
  • Community Engagement
  • In-house Projects
  • Executive Direction Work
  • Unplanned Emergency Work
  • Emergency Storm Recovery Work

• Ideas for Task Code Categories:

  • High risk projects
  • High Priority, Executive
  • Safety Concerns

[ChristinaTremel]

We reviewed the module for overtime requests with Reiner and Richard on 3/25. We made modifications as requested and the module is ready for use. When we rolled out the SBO coordination module on 4/30, we had discussed rolling this out at the same time but it was determined with Ryan that we should start with SBO coordination. Will follow up during the sprint review to determine when/if we are still wanting this featured to be rolled out.

[ChristinaTremel]

The overtime request module has been tested by SBO and they like the process! We met on 11/4 and discussed plans to train staff next week. We will have 3 training sessions, one for each Division. Dave is coordinating these trainings and Diana or I will be attending to support the effort.