FINAL AUDIT-#49521 v5 DATA COLLECTION REPORT DECEMBER 200…

Jeverest

Description

2Introduction The Public Service Commission (PSC) is an independent agency reporting to Parliament, mandated to safeguard the integrity of the public service staffing system and the political neutrality of the public service. In addition, the PSC recruits qualified Canadians from across the country. The PSC develops policies designed to ensure that appointments are made according to the merit principle and that they respect the public service appointment values. Authority for staffing (appointments within the public service) and recruitment (appointments to the public service from outside) within the government is assigned by the Public Service Employment Act (PSEA) to the PSC. The PSC delegates this authority to deputy heads. The PSC oversees the appointment system through various mechanisms, such as monitoring appointment delegations and conducting staffing audits, studies and investigations to confirm the effectiveness of, and to make improvements to, the staffing system. The new PSEA came into force on December 31, 2005. Under the new Act, appointments can be made using advertised or non-advertised processes. Non-advertised processes can include the consideration of one individual, reclassifications, promotions within training programs, priority appointments and appointments made from collective staffing initiatives. As the concept of advertised processes is new, the PSC asked departments and agencies to provide transactional-level data ...

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• Publié par: Vyom
• Nombre de lectures: 18
• Langue: English

Extrait

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1

Introduction

The Public Service Commission (PSC) is an independent agency reporting to

Parliament, mandated to safeguard the integrity of the public service staffing system and

the political neutrality of the public service. In addition, the PSC recruits qualified

Canadians from across the country.

The PSC develops policies designed to ensure that appointments are made according to

the merit principle and that they respect the public service appointment values. Authority

for staffing (appointments within the public service) and recruitment (appointments to the

public service from outside) within the government is assigned by the

Public Service

Employment Act

(PSEA) to the PSC. The PSC delegates this authority to deputy heads.

The PSC oversees the appointment system through various mechanisms, such as

monitoring appointment delegations and conducting staffing audits, studies and

investigations to confirm the effectiveness of, and to make improvements to, the staffing

system.

The new PSEA came into force on December 31, 2005.

Under the new Act,

appointments can be made using advertised or non-advertised processes. Non-

advertised processes can include the consideration of one individual, reclassifications,

promotions within training programs, priority appointments and appointments made from

collective staffing initiatives. As the concept of advertised processes is new, the PSC

asked departments and agencies to provide transactional-level data on all appointments

made under the PSEA indicating whether they were advertised or non-advertised. This

monitoring activity is needed to maintain the integrity of the staffing system.

Objective

The purpose of this report is to communicate the preliminary results of reported non-

advertised and advertised appointments; and to identify issues for follow up as

appropriate.

In carrying out its oversight activities, problems in data quality and timeliness of reporting

generally across all organizations were identified (reported in our Audit of Readiness for

the New

Public Service Employment Act,

October 2006). The PSC committed to

analyzing these data quality issues, sharing the results of this analysis with organizations

and clarifying its reporting requirements, as appropriate.

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Preliminary results

The following table shows the number of departmental records received between

January 2006 and September 2006 that have been matched to PSC appointment files.

This table excludes deployments to which the PSC advertising policy does not apply.

Advertised and Non-advertised Processes – 2006 – Preliminary Results

Jan-Sept 2006

Indeterminate

Term

Total

Number

Percent A

dvertised

Percent N

on-adv.

Number

Percent A

dvertised

Percent N

on-adv.

Number

Percent A

dvertised

Percent N

on-adv.

Appointments

to the public

service

1,775

57

43

2,174

51

49

3,949

54

46

Promotions

1,668

42

58

184

19

81

1,852

39

61

Acting

Appointments

1

1,296

16

84

132

17

83

1,428

16

84

Total Matched

Results

4,739

40

60

2,490

47

53

7,229

43

57

1

Acting Appointments include appointments for greater then 4 months.

Based on 7,229 matched records, the preliminary results show 43% of appointments

were made as a result of an advertised appointment process and 57% of appointments

were made following a non-advertised appointment process. As described below,

matched records represent only 26% of appointments made in the reporting period.

There are also inconsistencies in the coding of advertised and non-advertised

processes, particularly for collective staffing processes.

Preliminary results by departments and agencies can be found in Annex A. These results

should be treated with caution, as the data quality issues may be more pronounced

when reported in smaller groups.

Data completeness issues

The PSC monitors appointments made in the public service through its Job-Based

Appointment Information System that estimates appointments through changes in pay

records. Data about the choice of appointment (i.e., advertised or non-advertised) is

collected by departments and agencies and reported to the PSC using standardized

reporting templates. The PSC matches the data submitted to its appointment records to

assess the completeness and validity of this data.

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The PSC has received reports on 21,683 appointments covering the period January

2006 through September 2006. However, the PSC estimates that 42,226 appointments

were made during this time period. Furthermore, of the reports received, the PSC has

only been able to match 7,229 or 26% with its appointment records (excluding

deployments). Part of the problem can be explained by timing issues related to when

data is recorded in the pay system and in the organizational templates. However, the

large numbers of unmatched records remains of concern.

Advertised and Non-advertised Processes – 2006 – Preliminary Results

Completeness and Validity of Monitoring Reports

PSC Appointment

File

Reports from

Departments and

Agencies

Percentage

Matched

Jan-Sept 2006

42,226

21,683

51%

Unmatched

records

9,554

Deployments

14,605

4,683

Missing advertised

data

217

Total appointments

27,621

7,229

26%

Data definition issues

An important consideration that may have an effect on the numbers reported is that

departments and agencies have been undertaking collective staffing initiatives, which

can include a variety of approaches. Depending on the approach taken, they can result

technically in advertised or non-advertised appointments, even when the solicitation of

applications has been public. Currently, there appears to be some inconsistency among

departments and agencies as to whether these appointments are considered advertised

or non-advertised for reporting purposes.

PSC follow-up

1. The PSC will work with departments and agencies to identify and help resolve

systemic issues regarding data collection in order to improve the completeness and

validity of departmental reporting.

2.

The PSC will work with departments and agencies to identify and resolve data

definition issues in order to improve the consistency of interpretation and coding of

advertised and non-advertised processes, particularly for collective staffing

processes.

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3. Through its ongoing monitoring and audit activities, the PSC will assess whether

departmental and agency decisions on the choice of appointment processes comply

with the PSEA, the Public Service Employment Regulations and the PSC

appointment policies. Recommendations for improvements will be made, where

appropriate.

Background

The following background information is an extract of the guidance on the PSC

Appointment Framework found on the PSC Web site at:

http://www.psc-cfp.gc.ca/psea-lefp/framework/policy/index_e.htm

Definitions

. An appointment process is either advertised or non-advertised.

An

advertised appointment process must meet two conditions. First, persons in the area of

selection must be informed of the appointment process. Second, they must have an

opportunity to submit their applications and to show how they meet the merit criteria.

A non-advertised appointment process is a process that does not meet the conditions

established for an advertised appointment process. The manager with sub-delegated

authority, namely the person to whom staffing powers have been entrusted, need not

solicit applications. This person may simply decide to consider only one person and

appoint him or her if the person meets the merit criteria. For example, he or she may

appoint a person to the person’s own position, which has been reclassified upwards.

In a non-advertised process, several persons can be considered. For example, three

persons participating in a training program can be evaluated but only one appointed to a

position. What makes the non-advertised process different from the advertised process

is not the number of persons evaluated, but the fact that applications have not been

solicited.

Increased Flexibility.

Neither the new PSEA nor the PSC Appointment Policy

establishes a preference for limiting consideration to only one person or expanding to

more than one person, or for the use of either an advertised or non-advertised

appointment process. One decision may influence the other, in that if a manager

chooses to consider only one person, there is no need to advertise the opportunity.

However, if a manager chooses to consider more than one person, he or she could

choose to either advertise or not advertise the opportunity. Therefore, there is much

flexibility provided to deputy heads in making this decision. This policy statement

ensures that decisions on choice of process are made within a planned approach in

order to meet the organization's needs.

Choice of Appointment Process.

Deputy heads need to ensure that the choice of

advertised and non-advertised processes is based on human resources plans. However,

the choice to use a non-advertised process must be based on pre-established criteria set

out by the deputy head. This allows organizations to determine when they will use a non-

advertised process, based on their human resources plans and business needs. This

requirement obliges deputy heads to give thought ahead of time to the circumstances in

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which to use a non-advertised process, and to communicate these to employees in order

to ensure transparency in staffing.

Deputy heads should keep in mind that the use of non-advertised processes limits

access to opportunities.

Monitoring.

Deputy heads are required to establish a monitoring and review

mechanism for appointments of casual workers to term or indeterminate status through

non-advertised processes; and appointments to the EX group through non-advertised

processes.

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Annex A – Preliminary Departmental Results

Advertised

Total

Yes

No

Department

No.

%

No. %

No.

Agriculture and Agri-Food

197

57 151 43

348

Atlantic Canada Opportunities Agency

22

46

26 54

48

Canada Border Services Agency

401

56 320 44

721

Canada Industrial Relations Board

2

40

3 60

5

Canada School of Public Service

16

38

26 62

42

Canadian Artists and Producers

Professional Relations Tribunal

..

1 100

1

Canadian Environmental Assessment

Agency

8

47

9 53

17

Canadian Firearms Centre

17

74

6 26

23

Canadian Forces Grievance Board

1 100

..

1

Canadian Grain Commission

3

30

7 70

10

Canadian Heritage

14

23

47 77

61

Canadian Human Rights Commission

1

20

4 80

5

Canadian Intergovernmental Conference

Secretariat

..

2 100

2

Canadian International Development

Agency

8

3

3

1

6

6

7

2

4

Canadian International Trade Tribunal

3

23

10 77

13

Canadian Radio-television and

Telecommunications Commission

16

80

4 20

20

Canadian Space Agency

1

33

2 67

3

Canadian Transportation Accident

Investigation and Safety Board

7

8

8

1

1

2

8

Canadian Transportation Agency

9

24

28 76

37

Citizenship and Immigration

45

31 101 69

146

Correctional Service of Canada

133

53 120 47

253

Courts Administration Service

..

2 100

2

Environment Canada

89

32 193 68

282

Finance

7

7 100 93

107

Financial Consumer Agency of Canada

2 100

..

2

Fisheries and Oceans

204

46 243 54

447

Foreign Affairs and International Trade

37

30

85 70

122

Hazardous Materials Information Review

Commission

1 100

..

1

Health Canada

90

29 226 71

316

Human Resources and Social

Development

85

33 170 67

255

Human Resources Development

86

39 134 61

220

7

Advertised

Total

Yes

No

Department

No.

%

No. %

No.

Immigration and Refugee Board

1

8

12 92

13

Indian Affairs and Northern Development

65

42

90 58

155

Indian Oil and Gas Canada

4

50

4 50

8

Industry

59

31 129 69

188

Justice

11

20

45 80

56

Library and Archives Canada

18

44

23 56

41

National Defence

680

49 707 51

1387

National Energy Board

9

75

3 25

12

National Parole Board

7

47

8 53

15

Natural Resources

29

38

48 62

77

Office of Indian Residential Schools

Resolution of Canada

5

46

6 54

11

Office of Infrastructure of Canada

2

22

7 78

9

Office of the Chief Electoral Officer

12

39

19 61

31

Office of the Commissioner for Federal

Judicial Affairs

3

7

5

1

2

5

4

Office of the Commissioner of Official

Languages

1

2

0

4

8

0

5

Office of the Co-ordinator Status of

Women

4

36

7 64

11

Office of the Governor General's

Secretary

10

59

7 41

17

Office of the Registrar of the Supreme

Court of Canada

8

67

4 33

12

Office of the Superintendent of Financial

Institutions

31

97

1

3

32

Offices of the Information and Privacy

Commissioners

8

47

9 53

17

Passport Canada

2

11

17 89

19

Patented Medicine Prices Review Board

..

3 100

3

Privy Council Office

3

9

30 91

33

Public Health Agency of Canada

33

43

44 57

77

Public Safety and Emergency

Preparedness

6

40

9 60

15

Public Service Commission

25

58

18 42

43

Public Service Human Resources

Management Agency of Canada

10

21

37 79

47

Public Service Labour Relations Board

4

67

2 33

6

Public Works and Government Services

156

30 368 70

524

Registry of the Competition Tribunal

..

2 100

2

Royal Canadian Mounted Police (Civilian

Staff)

103

48 113 52

216

8

Advertised

Total

Yes

No

Department

No.

%

No. %

No.

Statistics Canada

134

57 103 43

237

Transport Canada

75

39 117 61

192

Treasury Board (Secretariat)

3

4

79 96

82

Veterans Affairs

42

56

33 44

75

Western Economic Diversification

14

93

1

7

15

Total

3,082

434,147 57

7229

This annex should be read in the context of the main body of this report.