| PRIORITY DRIVERS |
| RELATIONSHIPS, WORK LIFE BALANCE |
| Champions |
| John MacKenzie and Michael Tolensky |
| Project Description & Goals |
| The intention of this initiative is to ensure that TRCA remains an agile organization, allowing the right staff to make decisions on a timely basis, through the simplification of processes and the development of procedures that improve organizational efficiencies, e.g. obtaining delegated authority for permits and award of tenders from Board. |
| Scope |
In Scope:
- TRCA’s Authorized signing authority list
- Streamlining of processes w/ ITRM
- Streamlining of policies and procedures
- Identification of process bottlenecks
|
| Deliverables |
- An updated signing authority list
- Communications strategy regarding changes to TRCA’s policies and procedures
- Changes to ITRM offerings
- Updates to processes and procedures, where Director approval is received, that increase efficiency and effectiveness
|
| Progress Made to Date |
NOVEMBER 2020:
- An updated signing authority list has been approved and SLT is working with ITRM to implement changes to TRCA’s systems
(see attached memorandum)
- Policy committee continues to work on updating policies and procedures that reduce risk/improve efficiencies and is directly linked in the supplementary actions
DECEMBER 2020:
- Updated policy tools, modifications to Sharepoint and process changes (see attached memorandum)
JANUARY 2021:
- Updated signing authority now in effect
- Introduction of renewed Code of Conduct
- Updates to Property policies finalized and to be brought forward to Board of Directors for approval
- CEO approval of new streamlined process to ensure TRCA interests are represented in land use planning matters for LPAT appeals along with new working process established for TRCA Board to consider CA Act permit requests where Planning Act Minister’s Zoning Orders approvals have been granted.
FEBRUARY 2021:
- DES and Policy Planning staff are working with Conservation Ontario (CO) on the Client Service and Streamlining Initiative which aims to improve client service and accountability, increase speed of approvals and reduce red tape and regulatory burden. TRCA provides quarterly reports and an annual summary to CO on permit timelines. These reports will be made available for staff to view on the DES Hub space and a summary report will be taken to our BOD annually.
MARCH 2021:
- Parks and R&I admin staff have begun review of forms, training materials, field safety procedures and more, to eliminate duplication, improve content, ensure organized access to materials and generally gain some economy of scale by sharing similar documents — eg. Training checklists for equipment, training materials for field safety, guidelines for yard safety inspections.
MAY 2021:
- Conservation Parks & Lands and Corporate Services (Legal) are exploring ways to streamline standard film agreements to eliminate steps of people and time reviewing standard agreements that are routinely approved.
- Conservation Parks & Lands and ITRM are exploring Point of Sale (POS) and customer service software options to improve current systems.
SEPTEMBER 2021:
- CP&L and ITRM completed a Request For Proposal (RFP) process regarding Point of Sale (POS) and customer service software, but mutually decided not to proceed with the RFP until 2022.
- ITRM implemented OKTA Verify to better protect the organization’s existing/future processes.
- HR rolled out the new Ceridian Dayforce Recruitment and Onboarding Modules which will provide candidates, new hires, employees and management with an enhanced user experience.
DECEMBER 2021:
- Corporate Services completed an analysis into procurement and are developing new processes to simplify oversight of ongoing agreements, which go into effect in January.
- Open feedback and communication at the staff level with HR and ITRM to improve digital record keeping and process for training records.
- Provided Manager access to Ceridian recruitment job requisitions to key hiring supervisors to better enable recruitment, hiring and onboarding process.
- HR conducted PDP post mortem and collected feedback to refine the program. Feedback has been incorporated into the program and will be implemented for the 2022 PDP cycle.
|
| Measurements of Success |
- Improved employee engagement scoring on processes in 2021
- Number of processes simplified or streamlined
|
| Dates |
- Project Start Date: October 2020
- Anticipated Project Completion Date: May 2021
|
