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.
The Manager Human Resources should initiate pay adjustments where warranted.
We agree that corrective action should be taken where errors have been identified.
The list of errors will be reviewed and appropriate measures will be taken where required.
Manager Human Resources
February 29, 2009
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).
Managers currently approve all overtime requests. However, we recognize that documentation could potentially be improved.
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.
Manager, Human Resources
June 30, 2009
Directors and managers should review periodically the approval practices of overtime to ensure they are compliant with the procedures governing this activity.
We agree that approval practices are not always clear and that procedures could be better defined.
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. An annual reminder will be issued afterwards.
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:
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
June 30, 2009
The Manager Human Resources should ensure that deficiencies are corrected.
We agree that deficiencies should be corrected.
The Manager, Human Resources will remind Pay and Benefits employees of the internal control requirements.
Manager. Human Resources
December 31, 2008
The 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.
Such instructions were developed and communicated to managers and employees in the past. We agree that instructions should be better communicated to new employees.
Instructions 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.
Manager, Human Resources
June 30, 2009
The 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.
We agree to review our account verification process to ensure full compliance to TB policies.
The internal controls will be reviewed and appropriate changes will be made where required.
Manager, Human Resources
March 31, 2009
The 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 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