Policy Text
DEPARTMENTAL
GENERAL
ORDER I-16 Index as: Automated Scheduli ng and Staffing
Management System (Telestaff) Effective Date
9 Jan 09
Evaluation Coordinator:
Information Technology Unit
Supervisor
Evaluation Due Date:
9 Jul 09
Automatic Revision Cycle:
3 Years
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AUTOMATED SCHEDULING AND ST AFFING MANAGEMENT SYSTEM
The purpose of this order is to set forth Departmental policy and procedure for utilizing
the automated scheduling and st affing management system (hereafter, referred to as
System). The System sh all be the primary method for Departmental pers onnel to request
a leave of absence or schedule mandatory/vol untary overtime. Additionally, supervisors,
commanders, and managers shall utilize the Sy stem to facilitate developing, updating,
and archiving Daily Details. Utilization of the System ensures accura te reporting of daily
staffing within the Department. Refer to DGO I-16.1 Daily Detail for specific
requirements for preparing a Daily Detail. I. POLICY A. Departmental personnel sha ll access the System to:
1. Report sick, injured, Family Medical Leave, or Military Leave;
1
2. Request other Leave of Absences (e.g., Compen satory time,
vacation, family death);
3. Report Special Assignments (e .g., School, conference, and
training); and
4. Schedule Mandatory or Voluntar y Work On Day-Off Program
(WODOP).
B. Personnel shall not utilize another pers on’s password to access the System.
1 The System replaces the current BFO Leave of Absen ce hotline. Personnel have the option to log in as
noted in Part II. Until the electronic payroll system is implemented, personnel shall continue to utilize the
Time Sheet (TF-3169) for reporting th ese types of Leave of Absences.
DEPARTMENTAL GENERAL ORDER I-16 Effective Date
9 Jan 09 OAKLAND POLICE DEPARTMENT
C. Supervisors/Commanders/Managers shall access the System to
create/update Daily Details for Departmental orga nizational units, except
for the following:
1. A Major Response Operation (M RO) (e.g., Cinco de Mayo,
Memorial Day, Fourth of July, New Years); or
2. A special event (e.g., Raider s Games, Coliseum Events).2
II. ACCESSIBILITY
The System can be accessed vi a the following three (3) methods:
A. Departmental Client Server – Pe rmits full access on Departmental
computers with the System program installed;
B. Internet - Permits limited access to the System; and
C. Telephone or cell phone – Permits limited access to the System.
III. RESPONSIBILITIES
A. System Administrator
The Information Technology Unit Superv isor shall designate a System
Administrator, who shall: 1. Confer with the Personnel Manage r to ensure the Department’s
organizational unit structure is configured and current;
2. Ensure organizational unit structur e is maintained/updated within
the System;
3. Track and report System proble ms to the City Information
Technology Department and the vendor;
4. Recommend System upgrades and modifications;
5. Assess and identify training needs for Departmental personnel; and
2 Telestaff does not support creating MRO or special event details. Until enhancement of the System, event
details shall be included as part of the Operations Plan.
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DEPARTMENTAL GENERAL ORDER I-16 Effective Date
9 Jan 09 OAKLAND POLICE DEPARTMENT
6. Grant/rescind access to authority levels within the System.
B. The Bureau Deputy Chief/D irector, or commanders or supervisors of
organizational units assigned to th e OCOP, shall de signate personnel
within their bureau/unit to ensure the following tasks are completed:
1. Query the System, as ne cessary, to approve/de ny leave of absence
requests;
2. Ensure new assignment or rea ssignment information of intra-
bureau transfers or loans of pers onnel is entered into the System;
3. Ensure personnel information and assignment is updated (i.e., squad, unit, shift, days off, call sign, etc), as necessary;
4. Ensure the Daily Detail reflects an accurate accounting of personnel attendance within the unit that day; and
5. Notify the first-level commande r/manager (non-BFO) or Area
Commander (BFO) for review and fi nalizing of the Daily Detail.
C. The first-level commander/ manager reviewer sha ll, within 72 hours:
1. Review the Daily Detail (s) to ensure Daily De tails are accurate and
reflect composition and assignment of the unit workforce and to
ensure all required information, overtime, specific leaves of absences, and special assignmen ts are properly approved and
documented per DGO I- 16.1 Daily Detail.
2. Upon approval, “Finalize” th e Daily Detail in the System; AND
Print and sign the first page of th e Daily Detail and initial all other
pages. Forward the Final Daily Detail to the appropriate division commander/manager or Area Commander.
D. Division Commander/Manager or Area Commander shall: 1. Ensure all Final Daily Details re ceived are scanned, read-only
protected, and saved in the appropriate folder on the
bureau/division server; and
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DEPARTMENTAL GENERAL ORDER I-16 Effective Date
9 Jan 09 OAKLAND POLICE DEPARTMENT
2. Provide the IAD with access to the bureau server to access
hardcopies of Daily Details upon request3.