GOVERNMENT OF THE DISTRICT OF COLUMBIA Office of Unified Communications

119 Pages·2012·7.7 MB·English

GOVERNMENT OF THE DISTRICT OF COLUMBIA
Office of Unified Communications

March 2, 2012

The Honorable Phil Mendelson
Chairman, Committee on Public Safety and the Judiciary
Council of the District of Columbia
1350 Pennsylvania Avenue, N.W., Suite 402
Washington, DC 20004

Dear Chairman Mendelson:

In response to the Committee on Public Safety and the Judiciary’s 2nd round of performance
oversight questions related to the Office of Unified Communications (OUC), I respectfully
submit the following information.

1. Please describe every grant the OUC is, or is considering, applying for this fiscal year.

Total FY12 Award
Grant Expiration ID Project Title Award Amount
FY09 Apr 2012 1UCSH9 Interoperable P25 Public Safety Radio 6,503,050 750,000
SHSP Communications Devices
FY09 Apr 2012 3UCUA9 Interoperable P25 Public Safety Radio 1,258,667 1,258,667
UASI Communications Devices
FY10 4/1/2013 3UCUA0 100,000 100,000
CAD Data Sharing for DC Agencies
UASI
Total 7,761,717 2,008,667

2. Please provide the name of each employee on administrative leave in FY 2011, and thus
far for FY 2012. In addition, for each employee identified, please provide: (1) their
position; (2) a brief description of the reason they were placed on leave; (3) the dates they
were on administrative leave; (4) whether the leave is paid or unpaid; and (5) their
current status. Exclude, if applicable, administrative leave for training.

ATTACHMENT

3. How many grievances have been filed by labor unions against OUC management?
Please list each of them by date FY 2010 – FY 2012 (to date), and by union, if more than
one union. Give a brief description of each grievance, and the outcome as of February
27, 2012.

Since FY 2010 NAGE has filed 20 grievances against OUC Management. Please see
the details regarding these grievances below.
Page 2 of 22

Fiscal Grievance
Year Issue Explanation Case Status as of February 27, 2012
This is a group grievance
involving a number of Pending - This is at settlement stage. Agency is
2010 Classification employees who have been in currently processing conversions for the CSR (311)
term positions for multiple position.
years.
OUC has Grade 10 & Grade 11
Closed - OUC responded to NAGE and forwarded
Dispatchers - NAGE alleges that
to DCHR. All positions are being reviewed in
2010 Compensation Grade 10 employees are doing
conjunction with the citywide Comp and Class
the same job as Grade 11
reform project
Dispatchers.
NAGE grieved employees
Pending - Proposal made by management to NAGE
Work charged with LWOP for not
2010 to remove AWOL and LWOP and allow employees
Conditions reporting for duty during
to use annual leave.
weather emergency.
NAGE requests 100% Official
Work Closed - Management/Union came to agreeable
2011 Time for Executive Board
Conditions terms
President.
Employee grieved leave
2011 Discipline Closed - The restriction was rescinded.
restriction.
Employee grieved incorrect
2011 Discipline information written in Closed - Admonition was amended and reissued.
admonition.
Employee grieved dates
Closed in conjunction with Sick Leave Policy
2011 Discipline included in leave restriction
Settlement
were incorrect and inconsistent.
Closed - Management agreed. Sick incentive days
Work NAGE grieved leave year
2011 (leave year determined by DPM) were issued on
Conditions determination.
4/1/2011.
Employee grieved 10-day
2011 Discipline Closed - OUC management and NAGE resolved.
suspension
Employee grieved the charge of
2011 Discipline Closed - NAGE/OUC agreed to a settlement.
AWOL vs. Annual Leave.
NAGE grieved implementation
Work of the EPD training
2011 Closed
Conditions requirements of FEMS
employees.
2011 Discipline Employee grieved termination. Closed- Employee termination rescinded.
Employee grieved the OUC did
Work Closed- Management made accommodation and
2011 not provide adequate
Conditions employee currently working as Dispatcher
accommodations.
NAGE alleges OUC 311
Closed – Agreement reached on the dissemination
2011 Compensation management unfairly
of OT for Operations Staff
disseminated overtime to staff.
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Open- Management determined the current PERB
NAGE requested recognition of certification is not clear on whether Professional
Work IT Specialist and Electronic positions fall into the CBU therefore OUC will not
2011
Conditions Engineers as part of the move the Electronic Engineer position into the
Collective Bargaining Unit. CBU. NAGE has submitted a petition to PERB for
unit clarification.
Closed - 3-day suspension rescinded and employee
2011 Discipline Employee grieved suspension.
received verbal counseling and coaching.
Closed - Employee moved from midnight to day
Work Employee grieved schedule
2012 shift. EE moved back to original schedule effective
Conditions change.
1/2/2012
Employee grieved Letter of Closed - Admonition overturned and verbal
2012 Discipline
Admonition counseling/coaching recommended.
NAGE alleges employee is
performing a higher graded
2012 Compensation Open currently in Step 2 - Linda Pierce
position and not being
compensated accordingly.
NAGE alleges employee is
performing a higher graded
2012 Compensation Open currently in Step 2 - Vanessa Marrow
position and not being
compensated accordingly.

4. Please provide, as an attachment, a copy of the FY 2010 and FY 2011 audits of the E911
Fund. If the latest audit is not final, why, and when will it be?

A copy of the FY 2010 audit report for the E911 Fund is attached. The final audit
report for FY 2011 is not yet complete. Once the report is final a copy will be
provided to your office by the auditors, Bert Smith & Co.

5. Please provide a full accounting of the E911 Fund for fiscal years 2010, 2011 and 2012 to
date. A full accounting includes the starting balance and revenues, broken down by
source of funding (e.g. E911 tax revenue, interest earned, transferred from the consumer
protection fund, etc.), a list of expenditures, with as much specificity as possible, and
ending balance (or current balance).

ATTACHMENT

6. In table format, please provide the number of 911 calls dispatched to the wrong location
or for the wrong purpose in calendar year 2011 and calendar year 2012 to date. Group
the calls by Fire, EMS, or MPD, and further, by the cause of the error (e.g. call taker
error, caller misinformation, dispatch error, etc.).

In 2011, there were a total of 5 calls that were dispatched to the wrong location or
for the wrong purpose. Please see the details regarding these erroneous dispatches
below.
Page 4 of 22

Call Type Number of Cause of Error
Erroneous
Dispatches
Fire 2 Call Taker Error
EMS 3 Call Taker Error
MPD 0 N/A

Thus far in 2012, there has been 1 call dispatched to the wrong location or for the
wrong purpose. Please see the details regarding this erroneous dispatch below.

Call Type Number of Cause of Error
Erroneous
Dispatches
Fire 1 Call Taker Error
EMS 0 N/A
MPD 0 N/A

7. Please provide, as of February 1, 2011 and February 1, 2012 the number of 911 universal
call takers, and the number of 911 call taker vacancies. How many universal call takers
currently are trained, but not active? If any, please explain why they are not active.

Fiscal Year # of UCTs # of Vacancies
02/01/2011 89 5
02/01/2012 83 2

Currently, the OUC has one person that has not been trained on all three protocols
and is not an active UCT. This employee has been out related to a workman’s
compensation claim since May of 2009.

8. In FY 2011 and to date in FY 2012, on a monthly basis, please provide the average
number of call takers on duty per shift and the average number of calls taken by each
individual for that shift. Break this down by 911 and 311.

ATTACHMENT
Page 5 of 22

9. In fiscal year 2011, how many 911 universal call takers were transferred, resigned, or
otherwise left the agency? For fiscal year 2012 to date?

Fiscal Year #left Reason for Leaving
agency
2011 5 2 retired, 2 resigned,
1 term date ended
2012 to date 1 Terminated

*Four UCT’s were promoted in fiscal year 2011 to the dispatcher positions.

10. Does OUC hire and train individuals as single-role 911 call takers (e.g., police-only, fire-
only?)

The OUC does not hire or train individuals as single-role 911 call takers. All
persons hired as 911 call takers are trained on all call protocols and are expected to
function as UCTs.

11. a. What is the total number of personnel either assigned or detailed-in as 911 call
takers and dispatchers as of February 17, 2012? Itemize the information by:
position (e.g., separate rows for TRU, universal call taker, police communication
operator, fire communication operator, MPD dispatcher, FEMS dispatcher, total).
Further itemize the information (separate columns): total positions; on leave; in
training; vacant; etc.

There are no employees assigned or detailed into 911 call taker or dispatcher
positions.

b. Please provide this information for 311 personnel.

There are no employees assigned or detailed into 311 call taker positions.
Page 6 of 22

12. a. What is the ideal number of 911 call takers – both total, and total per shift?

911 Ideal Staffing

Sunday Monday Tuesday Wednesday Thursday Friday Saturday
Shift 1 - 6:00 am to 4:00 pm 14 14 14 14 14 14 14

Shift 2 - 2:00 pm to 12:00 am 14 14 14 14 14 14 14

Shift 3 - 10:00 pm to 8:00 am 14 14 14 14 14 14 14
Scheduled Staffing 42 42 42 42 42 42 42
Annual/Sick Leave Allowance 6 6 6 6 6 6 6
Ideal Staffing 36 36 36 36 36 36 36

b. What is the idea number of 311 call takers – both total, and total per shift?

311 Ideal Staffing

Sunday Monday Tuesday Wednesday Thursday Friday Saturday
Shift 1 - 7:00 am to 6:00 pm 7 39 38 36 36 34 8

Shift 2 - 11:00 pm to 9:00 pm 5 11 9 8 8 9 5

Shift 3 - 11:00 pm to 7:00 am 1 2 2 1 2 2 2
Scheduled Staffing 13 52 49 45 46 45 15
Annual/Sick Leave Allowance 2 4 4 4 4 4 3
Ideal Staffing 11 48 45 41 42 41 12

13. How many term employees were/are employed by the OUC as of October 1, 2010, June
30, 2011, October 1, 2011, and February 1, 2012? Explain, generally, the types of
workers who are term, and why. Your agency’s March 8, 2011 response to performance
questions last year (question #36) stated that it was the OUC’s intent to convert all term
employees by the third quarter of FY 11. What has been the progress in this regard?

The majority of term workers employed by the agency are 311 and 911 call takers.
The agency is moving forward on efforts to convert the remaining term employees
Page 7 of 22

as soon as possible. The table below provides a breakdown of conversions made as
of the dates listed in the question above.

As of Date # of term employees
October 1, 2010 48
June 30, 2011 48
October 1, 2011 24
February 1, 2012 24*

*There are currently twelve conversion offers in progress which should be
complete within the next 60 days. Thus, we anticipate having a remainder of 12
term employees after those conversions are complete.

14.
a. Regarding 911 call takers and dispatchers: how often, if at all, are criminal
background checks undertaken?

Based on the OUC’s previous interpretation of the WALES Security Policy,
criminal background checks for 911 call takers and dispatchers were
conducted in line with the Awareness and Training section of the policy,
which requires that all individuals with access to WALES/CJIS receive
recertification every two years.

Moving forward, criminal background checks for 911 call takers and
dispatchers will be undertaken every four years, since recertification does
not require that they be conducted every two years. Instead, the policy
requires that a name based record check be completed every four years on
all authorized personnel with access to WALES/CJIS.

b. With regard to on-board 911 call takers and dispatchers: list by year the number
who last had a background check within the past year, two years, etc.

Year 911 Call Takers Dispatchers
2009 22 14
2010 32 74
2011 29 32
2012 5 9

15. a. How many individuals, if any, as of January 1, 2012 have expired certifications to
use WALES?

All WALES certifications are current and up to date.
Page 8 of 22

b. How many individuals were recertified for WALES during FY 2011 and to date
in fiscal year 2012?

In FY 2011, 152 individuals were recertified for WALES. In FY 2012 to
date, 15 individuals were recertified for WALES.

16. a. Since October 1, 2010, what has been the monthly attrition number for 911 call
takers? For 911 dispatchers?

911 Call Attrition
911 Attrition
Takers Rate Dispatchers Rate
Oct‐10  0% Oct‐10 0%
Nov‐10  0%
Nov‐10 0%
Dec‐10  0%
Dec‐10 0%

Jan‐11  0%
Jan‐11 0%

Feb‐11  0%
Feb‐11 0%

Mar‐11  0%
Mar‐11 0%
Apr‐11  0%
Apr‐11 0%
May‐11  0% May‐11 0%
Jun‐11  0% Jun‐11 0%
Jul‐11  0%
Jul‐11 0%
Aug‐11  0%
Aug‐11 0%

Sep‐11  0%
Sep‐11 0%

Oct‐11  0%
Oct‐11 0%

Nov‐11  0%
Nov‐11 0%
Dec‐11  0%
Dec‐11 0%
Jan‐12  0%
Jan‐12 0%
Feb‐12  0% Feb‐12 0%
Page 9 of 22

b. Provide this information for 311 call takers.

Attrition
311 Call
Takers Rate
Oct‐10 1%
Nov‐10 0%
Dec‐10 0%
Jan‐11 0%
Feb‐11 0%
Mar‐11 0%
Apr‐11 0%
May‐11 0%
Jun‐11 0%
Jul‐11 3%
Aug‐11 1%
Sep‐11 0%
Oct‐11 0%
Nov‐11 0%
Dec‐11 0%
Jan‐12 0%
Feb‐12 0%
Page 10 of 22

17. a. By month, for fiscal years 2011 and 2012 to date, please provide the sick leave
statistics for OUC call takers. Separate by 311 and 911.

311
sick 911sick
leave leave
hours hours
FY2011 used used
Oct-10 264 417
Nov-10 577 613
Dec-10 443 694
Jan-11 622 1025
Feb-11 329 836
Mar-11 418 961
Apr-11 331 775
May-11 282 858
Jun-11 481 692
Jul-11 866 1178
Aug-11 499 479
Sep-11 510 785
FY2012 311 911
Oct-11 426 542
Nov-11 480 760
Dec-11 790 960
Jan-12 496 709
as of
February
12, 2012 250 546

b. What is the current sick leave statistic for OUC 911 call takers at this time (please
provide the as-of date in your answer)? The answer should be fiscal year, to date,
stating % employees taking sick leave, the total number of hours of sick leave,
and the rate of sick leave usage as a percentage of total hours.

As of February 11, 2012, 93% of the 911 call takers have taken sick leave.
The total number of hours utilized is 3,517. Currently sick leave is utilized at
a rate of approximately 5% of the scheduled weekly work hours. At this
point in the fiscal year 911 call takers have taken 105% of the total accrued
sick leave available at this time.