Item - 2013.AU11.4
Tracking Status
- City Council adopted this item on June 11, 2013 without amendments.
- This item was considered by the Audit Committee on May 29, 2013 and adopted without amendment. It will be considered by City Council on June 11, 2013.
AU11.4 - Financial Planning Analysis and Reporting System (FPARS) - A Large Scale Business Transformation / Information Technology Project
- Decision Type:
- ACTION
- Status:
- Adopted
- Wards:
- All
City Council Decision
City Council on June 11, 12 and 13, 2013, adopted the following:
1. City Council request the City Manager to ensure that prior to the development of large scale information technology projects, a detailed review of all Auditor General’s recommendations be conducted. Specific check lists be developed and signed off by senior staff attesting to the fact that all Auditor General’s recommendations have been considered.
2. City Council request the City Manager to review the current governance structure pertaining to the Financial Planning, Analysis and Reporting System. Specific accountability and responsibilities be clearly defined and communicated. Reporting relationships be clearly structured and clarified including the roles of the City Manager, Deputy City Manager and Chief Financial Officer and the Chief Information Officer.
3. City Council request the Deputy City Manager and Chief Financial Officer to prepare a detailed and comprehensive analysis of all Financial Planning, Analysis and Reporting System related costs to date as well as those costs projected to the completion of the project. This information should also include all anticipated ongoing maintenance costs. Further, the Deputy City Manager and Chief Financial Officer quantify and document all anticipated financial and operational benefits of the Financial Planning, Analysis and Reporting System project. Such an analysis be completed by July 31, 2013.
4. City Council request the Deputy City Manager and Chief Financial Officer to report in detail to Council on the estimated costs to implement the capital budget component of the Financial Planning, Analysis and Reporting System.
5. City Council request the Deputy City Manager and Chief Financial Officer, the Director, Financial Planning and the Chief Information Officer review and approve detailed cost estimates for large scale information technology projects for accuracy and reasonableness prior to submission to the Budget Committee and Council. Such a review include a financial analysis to identify, quantify and document anticipated financial and operational benefits for implementation. Further, the review should be clearly documented and approved.
6. City Council request the Deputy City Manager and Chief Financial Officer and the Chief Information Officer to ensure that existing or prospective “off-the-shelf” software applications are thoroughly researched and investigated prior to developing a custom solution for future large scale information technology projects.
7. City Council request the Deputy City Manager and Chief Financial Officer, the Director, Financial Planning and the Chief Information Officer to ensure that upon project completion, a final “close-out” report is submitted to City Council. Such reports should include comparisons of budget to actual timelines, costs, actual benefits achieved and where applicable, a description of anticipated benefits not realized.
8. City Council request the Chief Information Officer to establish minimum documentation standards required in support of information technology projects. Standards should include one documentation repository in projects where various project leads exist. In addition, a formal process for collecting, addressing and reporting project risks and a formalized business change request process should be in place.
9. City Council request the City Manager direct all City Divisions to ensure documentation is maintained for issues and recommendations made by external consultants. Supporting documentation should include action taken on issues identified and related recommendations.
Background Information (Committee)
https://www.toronto.ca/legdocs/mmis/2013/au/bgrd/backgroundfile-58424.pdf
(May 29, 2013) Presentation Material submitted by the Auditor General (AU11.4.a)
https://www.toronto.ca/legdocs/mmis/2013/au/bgrd/backgroundfile-58689.pdf
(May 29, 2013) Presentation Material submitted by the Director, Financial Planning (AU11.4.b)
https://www.toronto.ca/legdocs/mmis/2013/au/bgrd/backgroundfile-58694.pdf
Motions (City Council)
Vote (Adopt Item) Jun-12-2013 2:10 PM
| Result: Carried | Majority Required - AU11.4 - Adopt the item |
|---|---|
| Total members that voted Yes: 36 | Members that voted Yes are Paul Ainslie, Maria Augimeri, Ana Bailão, Michelle Berardinetti, Shelley Carroll, Raymond Cho, Josh Colle, Gary Crawford, Vincent Crisanti, Janet Davis, Glenn De Baeremaeker, Mike Del Grande, Frank Di Giorgio, Sarah Doucette, John Filion, Rob Ford, Mary Fragedakis, Mark Grimes, Doug Holyday, Mike Layton, Chin Lee, Gloria Lindsay Luby, Giorgio Mammoliti, Josh Matlow, Pam McConnell, Mary-Margaret McMahon, Joe Mihevc, Peter Milczyn, Denzil Minnan-Wong, Frances Nunziata (Chair), Cesar Palacio, Gord Perks, David Shiner, Michael Thompson, Adam Vaughan, Kristyn Wong-Tam |
| Total members that voted No: 0 | Members that voted No are |
| Total members that were Absent: 9 | Members that were absent are Paula Fletcher, Doug Ford, Norman Kelly, Ron Moeser, John Parker, James Pasternak, Anthony Perruzza, Jaye Robinson, Karen Stintz |
AU11.4 - Financial Planning Analysis and Reporting System (FPARS) - A Large Scale Business Transformation / Information Technology Project
- Decision Type:
- ACTION
- Status:
- Adopted
- Wards:
- All
Committee Recommendations
The Audit Committee recommends that:
1. City Council request the City Manager to ensure that prior to the development of large scale information technology projects, a detailed review of all Auditor General’s recommendations be conducted. Specific check lists be developed and signed off by senior staff attesting to the fact that all Auditor General’s recommendations have been considered.
2. City Council request the City Manager to review the current governance structure pertaining to the Financial Planning, Analysis and Reporting System. Specific accountability and responsibilities be clearly defined and communicated. Reporting relationships be clearly structured and clarified including the roles of the City Manager, Deputy City Manager and Chief Financial Officer and the Chief Information Officer.
3. City Council request the Deputy City Manager and Chief Financial Officer to prepare a detailed and comprehensive analysis of all Financial Planning, Analysis and Reporting System related costs to date as well as those costs projected to the completion of the project. This information should also include all anticipated ongoing maintenance costs. Further, the Deputy City Manager and Chief Financial Officer quantify and document all anticipated financial and operational benefits of the Financial Planning, Analysis and Reporting System project. Such an analysis be completed by July 31, 2013.
4. City Council request the Deputy City Manager and Chief Financial Officer to report in detail to Council on the estimated costs to implement the capital budget component of the Financial Planning, Analysis and Reporting System.
5. City Council request the Deputy City Manager and Chief Financial Officer, the Director, Financial Planning and the Chief Information Officer review and approve detailed cost estimates for large scale information technology projects for accuracy and reasonableness prior to submission to the Budget Committee and Council. Such a review include a financial analysis to identify, quantify and document anticipated financial and operational benefits for implementation. Further, the review should be clearly documented and approved.
6. City Council request the Deputy City Manager and Chief Financial Officer and the Chief Information Officer to ensure that existing or prospective “off-the-shelf” software applications are thoroughly researched and investigated prior to developing a custom solution for future large scale information technology projects.
7. City Council request the Deputy City Manager and Chief Financial Officer, the Director, Financial Planning and the Chief Information Officer to ensure that upon project completion, a final “close-out” report is submitted to City Council. Such reports should include comparisons of budget to actual timelines, costs, actual benefits achieved and where applicable, a description of anticipated benefits not realized.
8. City Council request the Chief Information Officer to establish minimum documentation standards required in support of information technology projects. Standards should include one documentation repository in projects where various project leads exist. In addition, a formal process for collecting, addressing and reporting project risks and a formalized business change request process should be in place.
9. City Council request the City Manager direct all City Divisions to ensure documentation is maintained for issues and recommendations made by external consultants. Supporting documentation should include action taken on issues identified and related recommendations.
Decision Advice and Other Information
The following City officials made presentations to the Audit Committee on the Financial Planning Analysis and Reporting System (FPARS):
- the Auditor General; and
- the City Manager, and the Director, Financial Planning.
Origin
Summary
The Auditor General’s Work Plan included a review of the Financial Planning, Analysis and Reporting System (FPARS) implementation project. The objectives of this review were to assess the adequacy of measures, controls and processes in place to ensure successful implementation of the FPARS project.
This report contains nine recommendations along with a management response to each of the recommendations. Certain recommendations included in this report have been made in previous Auditor General’s reports. In spite of specific direction by the Audit Committee that these recommendations be addressed, it is clear from our review that this has not always occurred.
Background Information
https://www.toronto.ca/legdocs/mmis/2013/au/bgrd/backgroundfile-58424.pdf
(May 29, 2013) Presentation Material submitted by the Auditor General (AU11.4.a)
https://www.toronto.ca/legdocs/mmis/2013/au/bgrd/backgroundfile-58689.pdf
(May 29, 2013) Presentation Material submitted by the Director, Financial Planning (AU11.4.b)
https://www.toronto.ca/legdocs/mmis/2013/au/bgrd/backgroundfile-58694.pdf
Speakers
Councillor Janet Davis
Councillor Gord Perks