Audit of appointments from collective staffing processes
A report by the Public Service Commission of Canada
October 2010
All of the audit work in this report was conducted in accordance with the legislative mandate and audit policies of the Public Service Commission of Canada.
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Summary ................................................................................................................................ 3 ntroduction ........................................................................................................................... Background ................................................ ................................................................................................ 5 Focus of the audit................................................ ...................................................................................... Approach ................................................................................................ .................................................... Observations .................................................................................. ...................................... Characteristics of collective staffing ................................................................................................... Defining collective staffing ......................................................................................................... ........................ 8 Profile of collective staffing .................................................... ............................................................................ 8 ey success factors for collective staffing ........................................................................................ Rate of success ......................................................................................................... .......................................... 11 Planningisessential..........................................................................................................................................11 Approaches should be adapted to the needs of the organization ............................................................. 11 Othersuccessfactors........................................................................................................................................12 Challenges for collective staffing ................................................................................................ ........ Meeting erit .................................................... ................................................................................................. 1 ietostaff.........................................................................................................................................................1 Appointent decision ..................................................... ................................................................................... 1 Riss to the guiding values .................................................... ........................................................................... 1 ploent euit .................................................... ......................................................................................... 1 Challenges for subseuent appointments made from a distinct process ................................................ ................................................................................ Conclusion...........................................................................................................................20 About te audit.................................................................................................................... 21 lossary .................................................................................. ............................................. 2
Table of Contents
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Summary
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e Public Service Commission PSC broadl defines collective staffin as an aroac “ tat allows for one aointment rocess to fill several similar ositions witin or between deartments and aencies” Collective staffin is now more widel used in te federal ublic service As stated in te PSC’s 00010 Annual eort, it is estimated tat “31 of all internal advertised staffin rocesses are considered collective rocesses” Collective staffin can be beneficial in a variet of circumstances, includin te staffin of ositions for wic te turnover is sinificant and tose tat ave similar reuirements and cometencies Collective staffin rocesses allow manaers to enerate, from a sinle advertised rocess, a ool of candidates from wic te ma aoint e obective of te audit was to determine weter collective staffin rocesses and teir resultin aointments comlied wit tePublic Service Employment Act, te PSC Aointment ramewor, related oraniational olicies and oter overnin autorities n addition, te audit team was to identif te caracteristics of te various tes of collective staffin, establis ow oraniations manae collective staffin rocesses and reconie notewort ractices e audit focused on four oraniations Canadian eritae, Canadian nternational eveloment Aenc, Citiensi and mmiration Canada and Statistics Canada or te maorit of aointment rocesses reviewed, wic ad advertised more tan one osition, te oraniation was successful in aointin candidates to all ositions available ose interviewed for te audit considered tat lannin, clear roles and resonsibilities and manaement commitment were critical success factors for collective staffin e also indicated tat clear arameters for te manaement of collective staffin, weter formal or informal, could rovide man advantaes, includin te allocation of adeuate resources and realistic timelines, as well as a clear understandin of te manaement of ools for manaers and uman resources advisors involved in te rocess ools, trainin and communications are also critical success factors for collective staffin e review of aointment files indicated tat merit was enerall met in collective staffin rocesses, as well as for advertised and nonadvertised subseuent aointments made as a result of anoter aointment rocess e oraniations indicated tat time to staff was a sinificant callene for collective staffin for a number of reasons, includin volume manaement and te availabilit of board members As er information found in te PSC’s 00010 Annual eort, time to staff for a collective rocess, wen comared wit time to staff for a distinct rocess, is more time consumin b 1 ime to staff for collective staffin can be seen from two different ersectives e time reuired for a irin manaer from initiatin and comletin
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a collective staffin rocess can be sinificant wen comared to te fairl uic turnaround involved for anoter irin manaer to subseuentl select and aoint from a ool tat as alread been created t can be si times faster for a manaer to draw from a ool tan to conduct a distinct rocess Asset ualifications were identified on te statement of merit criteria for most collective staffin rocesses reviewed Less tan alf of te aointment decisions referred to tese assets owever, te audit found tat te ustification for te aointment decision was a callene for some manaers n some instances, te ustification was not lined to te statement of merit criteria ssues were also identified wit reard to resectin te uidin values e audit found tat, in some aointments from a collective rocess, te advertisement did not contain sufficient information for alicants or eamle, tere was no indication of te duration of te osition to be staffed or man subseuent aointments made from a distinct aointment rocess, te oriinal advertisement did not clearl indicate ow te results of te ool would be used e review of aointment files found tat, in a few cases of subseuent aointments from anoter rocess, te osition was not similar to te oriinal one advertised e review of aointment files found tat one of te collective staffin rocesses limited teir area of selection to desinated rous oneteless, in man aointment rocesses, emloment euit was identified as an oraniational need e audit found tat few aointments from collective rocesses used tis criterion for te aointment decision
Audit of appointments from collective staffing processes
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As the most recent versions of the SAs ere not available at the time of analysis the previous year’s results ere revieed.
1 Areview of eartmental Staffin Accountabilit eorts SA1sows tat collective staffin ractices var reatl amon oraniations Wile some oraniations are in te rocess of develoin collective staffin units to manae lare collective rocesses, oters, wo ma not ave tat same caacit, ma use te results of rocesses from oter oraniations to mae aointments from ools 1 ere are man similarities between distinct and collective staffin rocesses or eamle, collective staffin rocesses follow te same eneral stes and decision oints as oter
ntroduction
Table 1easons for using collective staffing Collective staffing processes can be Collective staffing processes offer advantageous en • he possibility to staff several positions in • here is a high turnover ithin large numbers a single process alloing for savings in time of similar positions and effort for managers and human resources • esource pools for these positions have been specialists ehausted before they epire • A proect management approach linked to Cha es organiationalplanning•signnifigcanitnibnucrsienaessesinactthievitsiuepsprleyoufirseimailarskills• pportunities to develop common tools and and competencies and processes and • ther regions andor organiations have similar • elief from some of the pressures imposed staffing reuirements. by repetitive independent processes. Sourcehe Manager’s ollective taffing andboo Canada School of Public Service April
Background 13 e 0000 Annual eort of te Public Service Commission PSC states tat “b worin toeter, manaers can sare costs, staffin nowlede and assessment tools Collective staffin can be articularl effective wen staffin a variet of similar entr level ositions, … or wen tere is a need to attract a i number of candidates … ” Collective staffin rocesses allow manaers to enerate, from an advertised rocess, a ool of candidates from wic te ma aoint 1 n tat contet, articiatin in collective rocesses and creatin ools of artiall or full assessed candidates can el manaers find ualified ersons uicl As sown inTable 1, it can be advantaeous to roceed wit collective staffin
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aointment rocesses urter, collective staffin rocesses and resultin aointments must adere to tePublic Service Employment ActPSA and oter leislative reuirements, wile ensurin resect of te core values of merit and nonartisansi and te uidin values of fairness, access, transarenc and reresentativeness owever, collective staffin does create uniue oortunities, callenes and riss
Focus of the audit is audit was initiated for te urose of identifin notewort ractices and determinin ris areas in collective staffin iven its broad oals, it was determined tat a overnment wide audit would be te aroriate wa to elore tese issues e obective of te audit was to determine weter collective staffin rocesses and resultin aointments comlied wit te PSA, te PSC Aointment ramewor, related oraniational olicies and oter overnin autorities n addition, te audit team was to identif te caracteristics of te various tes of collective staffin, establis ow oraniations manae collective staffin rocesses and reconie notewort ractices
Approach e audit focused on collective staffin rocesses in four oraniations based on te followin selection criteria te ad a critical mass of multiaointment rocesses te were oraniations wit various ractices in lace as outlined in teir SA and te were a mi of mediumsied and lare oraniations On tat basis, te oraniations selected were Canadian eritae, Canadian nternational eveloment Aenc, Citiensi and mmiration Canada and Statistics Canada e audit included interviews wit PSC staeolders to identif te e issues surroundin collective staffin rocesses urter, te PSC comleted interviews and a review of aointments and oter related documentation from te four oraniations selected to obtain an understandin of ow tese oraniations define collective staffin and ow te manae suc rocesses e audit also included a review of 3 randoml selected collective staffin rocesses wic resulted in a total of 1 aointments reviewed, 3 randoml selected advertised subseuent aointments from a distinct aointment rocess and 1 nonadvertised subseuent aointments from anoter rocessfor te eriod of Aril 1, 00, to Marc 31, 00 istinct aointment rocesses tat, as a result of one or
rganiations ere reuested to provide a list of nonadvertised appointments from other processes three of the four organiations selected did not have nine or more nonadvertised processes from hich to randomly select to ensure a representative sample and therefore a revie as conducted of all of their nonadvertised appointments from other processes for the remaining organiation ten nonadvertised appointments from other processes ere randomly selected.
Audit of appointments from collective staffing processes
more subseuent aointments, became a collective rocess were included in te audit owever, iven tat collective staffin rocesses are initiated to staff several ositions and tat subseuent aointments from a distinct aointment rocess are initiated to staff a sinle osition, te aroac taen to manae suc rocesses and te resultin riss ma differ As a result, te findins are resented searatel SeeTable 2for furter samlin information
Table 2Appointments audited sample Advertised subseuent onadvertised Appointments appointments subseuent from a collective from a distinct appointments from Total Type of process staffing process appointments processprocess anoter nternalprocesses ternal5processes Total3pr1ocesses3121 SourceAudit and ata Services Branch Public Service Commission evie of audited appointment processes For collective staffing processes five appointments ere randomly selected and revieed to enable an analysis of the process. For appointments from pools one subseuent appointment as randomly selected and revieed to enable an analysis not of the process but rather of the appointment itself.
or more information reardin te obectives and metodolo, refer to te section entitled About the auditat te end of tis reort
Audit of appointments from collective staffing processes