Classification & Organizational Design Bulletin – Q2

Activities for the period of July 1^st to September 30^th, 2019

New employees

We would like to welcome our new employees in the classification team.

Véronic Gauvreau:

HR Assistant started July 2^nd, 2019

Samantha Moniz-Andrade:

HR Assistant started July 2^nd, 2019

Magdalena Zadrozny:

HR Advisor started August 12, 2019

Mélissa Lesieur:

HR Advisor started August 12, 2019

Rabiaa Rabbani:

HR Assistant (grievance) started August 12, 2019

Michele Petit:

Manager started September 3rd, 2019

Valérie Klassen:

HR advisor started September 30, 2019

Promotion

Karine Larabie :

AS-04, Team Leader, Project Services started July 15, 2019

Opportunities

On going process:

PE-04, PE-02 (external), PE-01/PE-02 (at level or in a pool)

What’s new in classification

CIO CS Suites Phase II implementation has begun. Analysis and relativity research for standardized CS Job Descriptions is currently undergoing in specific areas within IITB where the structures and mandates did not align well to the CIO Suites.

Presentations were made on unique positions to senior management for the endorsement approach at CMC meeting (July 17). An email was sent out to all branches on the readiness of the unique position.

We will be producing departmental org. chart in October. We will be sharing the org. chart with the client by adding them on their SharePoint site. This initiative was discussed at the last Strategic Human Resources Committee (SHRC) held in August. The expectation is for clients to submit portal request (change of reporting relationship) to align client reality in PeopleSoft.

Anticipated communications to all employees on upcoming conversions will be released late fall.

Since November 2018, we have reduced the number of job codes from 1934 to 1230, which represents a 36% reduction.

Classification Role & responsibilities of a Manager:

• Managers are responsible for ensuring that efficient and cost effective organizational structures support the mandate and business requirements of the organization. To this end, they are required to write/select the job description, submit classification requests on a timely basis, manage their positions including abolishing vacant positions and, when required, participate as a trained member in the classification evaluation process.
• When a manager signs a job description, he/she is certifying that it reflects the work assigned and to be performed. A misrepresentation of this fact would violate the Code of Values and Ethics and financial management principles within the Government of Canada.

For all suggestions or subjects, please contact us through our generic inbox: nc-nwdb-bdtn-gd@hrsdc-rhdcc.gc.ca

Why is it so Important that Job Descriptions are accurate, complete and up-to-date?

A job description is the key document for evaluating and classifying a position and thereby ensuring that the incumbent is compensated fairly.

An accurate, complete and up-to-date job description:

• Improves the cost-effectiveness and efficiency of an organization
• Clarifies the distribution of responsibilities
• Allows for a fair evaluation of the work and, as a result, appropriate compensation
• Facilitates the development of statements of merit criteria
• Allows for a position’s exclusion and language requirements to be determined
• Allows for performance objectives and training requirements to be identified
• Reduces the number of job content and classification decision grievances, and facilitates employee recruitment, retention and motivation
• Take the mandatory on-line P930 classification and organizational design course

Accredited classification advisors are specialists in classification who have completed all components of the TBS Organization and Classification Learning Curriculum. Classification advisors are delegated by the Deputy Minister for classification decisions. Accredited classification advisors use the organizational structure and job descriptions to evaluate work against job evaluation standards to make classification decisions. These classification decisions are validated by comparing the ratings to those of similar positions both within the department and interdepartmentally. They monitor frozen positions to ensure classification integrity of the classification program and of the financial cost attached to classification decisions.

Monitoring of vacant positions!

A semi-annual review of positions vacant for more than 2 years will take place in October. The TBS Directive on Classification states that organizations must manage their vacant positions through regular reviews in order to keep the number of vacant positions to a minimum at all times (10-15%). The management of vacant positions is also an exercise that will help us through the various upcoming conversions (PA-IT-CT).

ESDC

Branch	Occupied	Vacant	Total
CFOB	1040	252	1292
Chief Audit	44	25	202
Corp. Sec	153	48	201
DMO ESDC	26	16	42
HRSB	1164	554	1718
IITB	2087	753	2840
ISSD	499	173	672
Learning	399	106	505
Legal Serv.	76	35	111
PASRB	264	78	342
SEB	710	359	1069
SSPB	561	142	782
Comm. Empl	4	0	4
Comm Work	3	1	4

Labour

Branch	Occupied	Vacant	Total
COPD	565	142	707
PDRIA	158	79	237
SIG	27	26	53
DM Labour	6	6	12

Service Canada

Branch	Occupied	Vacant	Total
BDS	1115	498	1613
COO	11	7	18
CSB	506	195	701
ISB	375	211	586
POB	372	147	519
TISMB	70	44	114
Atlantic Region	2687	827	3514
Quebec Region	4277	1751	6028
Ontario Region	6395	2208	8603
West Region	5467	1878	7345

Grand Total

Branch	Occupied	Vacant	Total
All	29061	10640	39701