Chicago Police DepartmentEmployee Resource E02-02-10
Office Automation – Overtime System
Issue Date:19 December 2002Effective Date:20 December 2002
Rescinds:S02-26
Index Category:Payroll and Timekeeping
I.Purpose
This directive:
  • A.introduces the:
    • 1.Office Automation-Overtime System.
    • 2.following reports:
      • a.the Daily Review of Overtime Created and Modified by Report.
      • b.the District / Unit Overtime All Categories 10 or More High to Low Report.
      • c.the District / Unit All Categories Grouped by Individual Report.
      • d.the District / Unit Overtime All Categories Report.
  • B.describes the process by which Department overtime and out of grade work will be entered into the Office Automation-Overtime System.
  • C.outlines responsibilities and procedures for accessing and entering information into the system.
II.Procedures
  • A.Beginning 23 December 2002, all authorized overtime and out-of-grade work performed by Department members will be entered into the Office Automation-Overtime System.
  • B.When authorizing OR approving an Overtime / Compensatory Time Report, the Department member will record his or her PC Login ID in the area designated for the star number instead of the star number.
    NOTE:
    Members may obtain their PC login from the Watch Personnel Program in the District Automation System or by calling the Help Desk.
  • C.The authorized and approved Overtime / Compensatory Time Report will be forwarded from the on-duty watch commander to the unit commanding officer for entry into the Office Automation-Overtime System.
  • D.With the exception of overtime earned for court and court-related appearances described in Item III-E-2, all other overtime data will be entered into the Office Automation-Overtime System by members assigned to the unit commanding officers administrative staff under the supervision of the Administrative Manager or, in units other than districts, the unit secretary or other member as designated by the unit commanding officer.
  • E.In order to designate an event as a special event with an associated special event number, the Department member seeking the special event number designation will contact the Finance Division.
  • F.The Finance Division will be responsible for:
    • 1.the generation and dissemination of special event numbers.
    • 2.the maintenance of the "Special Events" listing contained within the Office Automation-Overtime System.
III.Recording of Overtime
  • A.Members designated by unit commanding officers in Item V of this directive will access the Office Automation-Overtime System to record all instances of earned overtime.
  • B.The member entering the overtime will accurately record the overtime with the appropriate category and reason.
    • 1.The categories of overtime mirror the nine categories listed on the Overtime / Compensatory Time Report. The categories are listed in the drop-down box in the system.
    • 2.The reasons for overtime are generated based on the type of work generally done by members in that bureau. The available reasons are listed in the drop-down box in the system.
  • C.For each entry except court-related overtime, the member entering the overtime data into the system will provide a brief explanation (5 or 6 words) of the overtime earned in the "Comments" section of the system.
  • D.Recording Overtime for the Field Training Officer (FTO) Administrative Time (one-half hour)
    • 1.An FTO may earn a maximum of one-half hour overtime for the completion of any required report related to his or her assigned probationary police officer (i.e., DOR or final evaluation). The half hour may be worked either at the beginning or end of the tour of duty.
    • 2.The FTO will record the name and star number of the assigned PPO on the overtime slip and attach a copy of the relevant report(s) to the overtime slip for submission to the watch commander. This procedure will be used to document each instance of overtime earned. Overtime slips will be submitted on the day the overtime was earned.
    • 3.The watch commander will:
      • a.ensure that each overtime slip submitted is accompanied by the requisite documentation and that the overtime was worked in conjunction with the evaluation of an assigned PPO.
      • b.record the extension of tour on the Watch Commanders Log.
    • 4.The overtime will be entered into the Office Automation-Overtime System as having a category of "Extension of Tour" and the reason of "FTO Administrative One-half Hour."
  • E.Recording Court Overtime
    • 1.Members will indicate on the Overtime / Compensatory Time Report whether they testified at a court appearance by checking the appropriate response in the "Testified" box.
    • 2.Personnel assigned or detailed to the Court Liaison Section will enter overtime data for all court and court-related appearances at the Department of Administrative Hearings, all branch courts within the city, all courts at the Criminal Court Complex, Domestic Violence Courts, Juvenile Court, and Traffic Court.
    • 3.District and unit personnel will enter overtime data for:
      • a.all other court and court-related appearances not included in Item III-E-2 of this directive (i.e., courts having no assigned court liaison section personnel [suburban courts, federal court], depositions, liquor license hearings, etc.).
      • b.all court and court-related appearances for which the related Overtime / Compensatory Time Reports have been returned by Court Liaison Section personnel, due to errors or omissions, and which were subsequently completed or corrected.
    • 4.Members will enter the court branch or location as the reason for the overtime.
    • 5.Unless needed for clarification, comments are not needed.
    • 6.The Commanding Officer, Court Liaison Section will:
      • a.ensure that overtime earned for court and court-related appearances at the facilities listed in Item III-E-2 of this directive are entered on a daily basis.
      • b.once the information is entered into the Office Automation-Overtime System, ensure that the Overtime / Compensatory Time Reports are marked to indicate that the overtime has been entered into the system and then forwarded to the appropriate unit.
    • 7.The Commanding Officer, Traffic Court Unit will ensure that all Overtime / Compensatory Time Reports for Traffic Court appearances are delivered to the Court Liaison Section on a daily basis, in order to provide for timely data input.
    • 8.The Commanding Officer of the Court Liaison Section will ensure that all Overtime / Compensatory Time Reports for Juvenile Court appearances are delivered to the Court Liaison Section on a daily basis, in order to provide for timely data input.
  • F.To ensure the accurate tracking of unit overtime, updates must be made to the Watch Personnel section of the Office Automation System when a member is detailed to another unit.
    • 1.The unit commanding officer of the unit that the member is being detailed from will ensure that the following information is updated in the Watch Personnel section:
      • a.The detailed member's watch will be changed to zero ("0").
      • b.The effective date of the detail and the three digit designation of the detail unit will be entered.
    • 2.The unit commanding officer of the unit that the member is being detailed to will ensure that the detailed members watch is updated by adding a second number, representing the watch at the unit of detail, after the zero. The zero inserted by the unit of assignment must remain to indicate to the unit of assignment that the member is detailed.
IV.Recording of Out of Grade Payment
Members designated by unit commanding officers in Item V of this directive will access the Office Automation-Overtime System, Out of Grade Work Authorization, to record all instances of authorized out of grade work performed by a member.
V.System Access
  • A.Based on assignment, members will be able to add, update, query, or delete information in the Office Automation-Overtime System. Security access levels will be administered by the Public Safety Information Technology.
    • 1.Bureau of Patrol
      • a.Unit commanding officers, administrative managers, and unit secretaries in non-district units will be granted the capability to add, update, query, and delete records.
      • b.A unit commanding officers administrative staff and secretaries to deputy chiefs, Bureau of Patrol will be granted the capability to add, update, and query records.
      • c.Watch commanders, field and tactical lieutenants, and sergeants in non-district units will be granted the capability to query records.
    • 2.All Other Units

      Unit commanding officers in units outside the Bureau of Patrol will designate personnel and access capability (i.e., ability to add, update, query, or delete information) as required by operational needs of their units. All such members will require prior registration as indicated in Item V-B in order to access the system.
  • B.To activate access to the Office Automation-Overtime System:
    • 1.Bureau of Patrol unit commanding officers will provide, via a To-From-Subject report addressed to the Managing Deputy Director, Public Safety Information Technology, their own name and PC Login ID and the names and PC Login IDs of the following members:
      • a.watch commanders;
      • b.field and tactical lieutenants;
      • c.administrative managers or unit secretaries in non-district units;
      • d.up to a total of six other administrative personnel designated by unit commanding officers to perform data entry of overtime data.
    • 2.unit commanding officers of units outside the Bureau of Patrol will provide, via a To-From-Subject report addressed to the Managing Deputy Director, Public Safety Information Technology, the names, PC Login IDs, and level of access desired for all unit personnel to be granted access to the Office Automation-Overtime System.
  • C.Only the members identified above will be authorized to access the Office Automation-Overtime System.
  • D.Unit commanding officers will ensure that, when new members are assigned to any of the positions identified above, a report is submitted to the Managing Deputy Director, Public Safety Information Technology requesting that the new member be assigned the respective authority and that the name of his or her immediate predecessor be removed from the access list.
  • E.Unit commanding officers will ensure that specific administrative personnel are designated as contact persons for all overtime-related matters. At least one contact person will be available every day of the business week.
    • 1.In the Bureau of Patrol, administrative managers, unit secretaries, and secretaries to deputy chiefs, Bureau of Patrol will assume this role.
    • 2.In units outside of the Bureau of Patrol, the unit commanding officer will designate administrative personnel to assume this function.
    • 3.Designated members must be available to quickly resolve discrepancies that are found during the weekly review of overtime data conducted prior to report submission to Department command members.
VI.Reports
  • A.Crystal Reports
    • 1.A series of Crystal reports have been designed for use by unit management personnel. A brief description of each report is provided below.
      • a.The Daily Review of Overtime Created and Modified By Report identifies duplicate, incomplete, or missing data. This report can be used to verify overtime entries prior to submission of overtime data to commanding officers.
      • b.The District / Unit Overtime All Categories 10 or More High to Low Report identifies unit personnel who have earned overtime of 10 hours and above for a specified period of time. This report is sorted in descending order by credited overtime hours.
      • c.The District / Unit All Categories Grouped by Individual Report provides all credited overtime earned by a member over a specified period of time.
      • d.The District / Unit Overtime All Categories Report provides data on credited overtime earned - by category - over a specified period of time.
    • 2.In order for these reports to be effective, they must be produced often and consistently.
  • B.Special Reports
    At the conclusion of major events (Taste of Chicago, 3rd of July Fireworks, New Years Eve, etc.), all units will prepare a report of overtime worked relative to the type of event for each day of the event. These reports will:
    • 1.depict all overtime earned by members working such an event, including overtime credited hour totals, and sorted by rank.
    • 2.include the special event number, the overtime category, and the overtime reason.
    • 3.be submitted as directed in the special event order for that event.
Terry G. Hillard
Superintendent of Police
00-115 VAH/LMT(PMD)