Chicago Police DepartmentDepartment Notice D18-07
Electronic Overtime/Compensatory Time Report Pilot Program - Phase II
Issue Date:13 November 2018Effective Date:13 November 2018
Rescinds:16 October 2018 Version
Index Category:Department Notice
I.Purpose
This directive introduces Phase II of the Electronic Overtime/Compensatory Time Report system. The sequence of dates for implementation will be announced by the Bureau of Technical Services. Future expansions are forthcoming and when a unit is identified by the Bureau of Technical Services, Information Services Division to be included in the pilot program, the procedures outlined in this directive will apply.
II.General Information
  • A.The Electronic Overtime/Compensatory Time Report system will be used to maintain accurate accrued overtime and manage the accumulation/use of any contractual paid time off requests. The system enables the Department to collect, calculate, and maintain overtime compensation and use of any contractual paid time off more efficiently to the benefit of both the Department and its members.
  • B.Until further notice, all current manual or automated timekeeping procedures, as delineated in the Department directive entitled "Payroll and Timekeeping - Overtime/Compensatory Time/Working Out of Grade" will continue, including the completion of CLEAR Overtime application.
  • C.At this time:
    • 1.the system will be used to submit, track, and approve overtime and use of contractual time off. A member's overtime/contractual paid time off will be managed from information derived from the system.
    • 2.timekeepers and designated unit supervisors will be required to make any entries or edits in the system.
    • 3.timekeepers will update members' Time and Attendance Card with information from the system.
  • D.Phase I of the Electronic Overtime/Compensatory Time Report system remains operational in Unit 125 (Information Services Division), Unit 133 (Information and Strategic Services), and the 019 District.
  • E.While not included in the Phase II implementation of the pilot program, the system is expected to be tied to producing payroll, and managing the accumulation of compensatory time and the use of any contractual paid time off.
III.Scope
  • A. On 13 November 2018 at 0001 hours, Phase II of the Electronic Overtime/Compensatory Time Report system will be implemented in the following units/districts:
    • 1.Unit 123, Human Resources Division;
    • 2.Unit 127, Research and Development Division;
    • 3.Unit 129, Management and Labor Affairs Section;
    • 4.Unit 189, Narcotics Division;
    • 5.Unit 610, Detective Area - Central;
    • 6.006 District; and
    • 7.012 District.
  • B.The system will be used by sworn and civilian Department members assigned or detailed to the designated units/districts for requesting and approving overtime and contractual time off.
IV.Procedures
  • A.All Department members in the designated districts/units for the pilot program will submit an on-line request for authorized in-unit overtime and/or use of any contractual paid time off.
  • B.After the initial implementation of the pilot program, the district/unit commanding officer will determine if all requests will be submitted on-line, or if there continues to be a need for paper Overtime/Compensatory Time Reports (CPD-11.608) to be submitted for an extended designated time frame.
  • C.For districts/units participating in the pilot program, all out-of-unit overtime (VRI, court etc.) will continue to be submitted on a paper Overtime/Compensatory Time Report (CPD-11.608) and entered by the unit timekeeper, as delineated in Department directive entitled "Payroll and Timekeeping - Overtime/Compensatory Time/Working Out of Grade."
  • D.Members who are participating in the pilot program and are submitting an on-line request for authorized overtime or use of any contractual paid time off will select the Overtime/Compensatory Time Report from the drop down menu located under the CLEARNET APPLICATIONS icon on The Wire homepage, and:
    • 1.log into the system with CLEAR Applications login credentials;
      NOTE:
      District commanders/unit commanding officers will ensure the appropriate unit personnel have the required access to the system in the CLEARNET APPLICATIONS. Additional access may be requested via a BTS Action Request (CPD-60.107) to the Information Services Division.
    • 2.select authorized overtime or request to use any contractual paid time off, and complete the relevant portion thereof.
    • 3.submit the electronic request to his or her authorized supervisor for approval.
    • 4.verbally notify relevant supervisor of submitted pending requests.
  • E.Supervisors participating in the pilot program with approval access will:
    • 1.log into the system at least once per tour of duty to check status of submitted authorized overtime/compensatory time requests;
    • 2.approve or reject submitted authorized overtime/compensatory time requests, as appropriate.
V.PROGRAM COMPLIANCE AND EVALUATION
  • A.District commanders/unit commanding, identified as participating in the pilot program by the Bureau of Technical Services, Information Services Division, will ensure that members under their command are complying with the procedures outlined in this directive.
  • B.The Chief, Bureau of Technical Services, in consultation with pilot program district/unit commanding officers and other appropriate Department members, will make a determination to continue, expand, modify, or terminate this pilot program.
  • C.Members may direct any questions or suggestions regarding the new Electronic Overtime/Compensatory Time Report system to AskOT@chicagopolice.org.
VI.CONFLICT RESOLUTION
If this directive conflicts with any other Department directive, this directive will take precedence.
Eddie T. Johnson
Superintendent of Police
18-071 KT