Classification & Organizational Design Bulletin – Q3
Activities for the period of October 1st to December 31st, 2019
New employees
We would like to welcome our new employees in the classification team.
- Fabienne Cécire:
- HR Advisor started November 4th, 2019
- Valérie Ruel:
- HR advisor started November 4th, 2019
- Awa Ndiaye-Sylla:
- HR Advisor started December 4th, 2019
- Émilie Bélisle-Porlier:
- HR Assistant started December 16th, 2019
Promotion
- Maude Desjardins:
- PE-02, HR Advisor started July 3rd, 2019 (Sorry, we forgot in Q2)
- Louis Bastiand:
- PE-02, HR Advisor started October 15th, 2019
- Alexandra Desjardins:
- PE-02, HR Advisor started December 2nd, 2019
Statistics
- Portal requests received in this quarter:
- 1215
- Portal requests completed in this quarter:
- 1141
- Number of actions completed in PeopleSoft:
- 3946
What’s new in classification
Departmental organizational charts were produced and shared on clients' respective SharePoint sites to allow them to access the org charts. Despite the discussion at the Strategic Human Resources Committee (SHRC) meeting, several branches have still not submitted their SharePoint sites.
Since November 2018, we have reduced the number of jobs code (jobs description) from 1934 to 1152 (782), which represents a 40% reduction.
At the beginning of November, our ADM HR informed the Assistant Deputy Ministers of the upcoming conversions. In addition, a communication to all employees via HR info regarding conversions affecting various occupational groups (PA, CS, FI and AU) was sent by ADM HRSB on November 18, 2019. We have updated our iService page for consultation. Future communications to come in 2020.
ADMs received their first conversion dashboard in mid-October and will receive quarterly updates.
Classification Roles & 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, submits classification requests on a timely basis to 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.
- Participation in the online course P930 Organization and Classification is mandatory for all managers.
Monitoring of vacant positions!
A semi-annual review of positions vacant for more than 2 years took 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).
The percentage of vacant positions is 26% department wide.
Reminder: That vacant positions will not be converted.
| Branch | Occupied | Vacant | Total |
|---|---|---|---|
| CFOB | 1040 | 250 | 1290 |
| Chief Audit | 46 | 22 | 68 |
| Corp. Sec | 156 | 59 | 215 |
| DM ESDC | 19 | 20 | 39 |
| HRSB | 1208 | 523 | 1731 |
| IITB | 2135 | 783 | 2918 |
| ISSD | 512 | 174 | 686 |
| Learning | 416 | 105 | 521 |
| Legal Serv. | 76 | 34 | 110 |
| PASRB | 251 | 80 | 331 |
| SEB | 692 | 386 | 1078 |
| SSPB | 575 | 224 | 799 |
| Comm. Empl | 4 | 0 | 4 |
| Comm Work | 3 | 1 | 4 |
| Branch | Occupied | Vacant | Total |
|---|---|---|---|
| COPD | 566 | 158 | 724 |
| PDRIA | 160 | 70 | 230 |
| SIG | 30 | 16 | 46 |
| DM Labour | 9 | 5 | 14 |
| Branch | Occupied | Vacant | Total |
|---|---|---|---|
| BDS | 1074 | 495 | 1569 |
| COO | 13 | 10 | 23 |
| CSB | 510 | 183 | 693 |
| ISB | 386 | 191 | 577 |
| POB | 373 | 179 | 552 |
| TISMB | 115 | 65 | 180 |
| Atlantic Region | 2781 | 887 | 3668 |
| Quebec Region | 4356 | 1558 | 5914 |
| Ontario Region | 6479 | 1965 | 8444 |
| West Region | 5543 | 1804 | 7347 |
| Branch | Occupied | Vacant | Total |
|---|---|---|---|
| All | 29528 | 10247 | 39775 |
On behalf of the Classification team, we wish you a very happy new year!
Conversions (CT, IT, PA)
The communication to all employees on upcoming conversions was sent by HRSB ADM on November 18, 2019 via HR-Info.
In recent years, the Treasury Board of Canada Secretariat, following discussions with bargaining agents and a number of departments, has been renewing the classification program, some parts of which were put into place in the 1960s.
A modern classification system will provide for improved quality and consistency of job evaluation decisions, a reduced number of distinct job evaluation standards, and an effective means to evaluate the skills, effort, responsibility, and conditions of work.
In particular, there are three classification renewal exercises underway that are expected to be implemented in the coming years:
- The Computer Systems (CS) group will change to a new occupational group called Information Technology (IT). IT conversion will affect 6% of the ESDC’s population. There are 2415 CS positions.
- The Program and Administrative Services (PA) group will be restructured to five new sub-groups. Additionally, Negotiation, Mediation and Conciliation work currently classified as “PM-MCO” will become a new group of the same name, with a new acronym “MN”. The PA group has 31,672 positions 80% of ESDC employees.
- A new Comptrollership (CT) group will be created to bring together work in the areas of financial management, as well as external and internal audit. It will affect 2% of the ESDC’s population. There are 649 positions in the CT group.
Making changes to an occupational group involves several steps that take a number of years to implement. This means that there are no immediate changes to the classification or salary levels of any position. No immediate changes.
Timing for implementation and changes to current position classifications
The implementation date, or the date when these changes will go into effect, will be based on departmental and systems readiness, and in discussion with bargaining agents. This includes ensuring that the new classifications and corresponding rates of pay can be seamlessly integrated into the pay system.
Existing groups and classifications that are changing
Employees who are currently in a position that falls under one of the existing classifications listed below (left column), can expect that the classification of their position will change to one of the new groups and/or sub-groups (right column).
New Groups
Program and Administrative Services (PA) group
Program and Administrative Services (PA) group
Clerical and Regulatory (CR)
Program and Service Operations (PA-PVO)
Administrative Services (AS)*
Program Development and Administration (PA-PDM)
Programme Administration (PM)+
Executive Administrative Assistant (PA-EAA)
Organization and Methods (OM) - forms design work only
Communications (PA-CMN)
Information Services (IS)
Negotiation, Mediation and Conciliation Officer (MN)
+PM-MCO classified positions undertaking negotiation, mediation and conciliation work will become a new group, with a new acronym “MN”.
*Administrative Services (AS) positions primarily responsible for internal audit work will become part of the new Comptrollership (CT) group (see below).
Learn more about existing classifications by consulting the Occupational Groups for the public service page. To support you through conversion readiness, ESDC’s classification team has developed a conversion dashboard that will be shared with you on a quarterly basis.
Here is a departmental snapshot of areas that classification will work on with management to attein targets to ensure conversions readiness.
For all suggestions or subjects, please contact us through our generic inbox: nc-nwdb-bdtn-gd@hrsdc-rhdcc.gc.ca.