Classification Renewal: Update on HRSS Committee

1. UNCLASSIFIED Human Resources and Corporate Services Classification Renewal Update Presentation to HRSS Committee For: Information Date: June 20, 2019

2. UNCLASSIFIED Purpose • To provide a progress update regarding the Classification Renewal Initiative.

3. UNCLASSIFIED Overview • Classification Renewal is aninitiative that aims to improve the health of the Classification function at the Department by ensuring: • Equal pay for equal work; and, • Organizational structures are optimized. • The initiative is premised on limiting the practice of double-banking and ceasing the practice of position-loaning as well as taking more calculated, defined, and measured risks related to classification. • The initiative is split into two major phases: • Phase I – Reconciling Position Information in PeopleSoft (FY2019-20); and, • Phase II – Organizational Re-design and Optimization (2019-2024).

4. UNCLASSIFIED Phase 1Objective: Reconciling Position Information in PeopleSoft • This phase aims to correct reporting relationships. Benefits: • Addresses privacy issues within the organization; • Addresses issues with over-allocation, position loaning, and inaccurate reporting relationships; • One employee per position within the right organization; and, • Access to relevant staff information for supervisors. Considerations: • No longer have unrestricted access to double-banking and position-loaning; and, • Access to DM-delegated positions if classification cannot provide service within a prescribed timeline.

5. UNCLASSIFIED Phase 1Status Update • Completed the pilot with 2 organizations • Indigenous Affairs; and, • Operational Personnel (Coast Guard). • Started work on the post-pilot organizations • Communications; • Economic Analysis and Statistics; • Executive Secretariat; • External Relations; and, • Strategic Policy. • Submitted a request to Deputy Minister’s Committee (DMC) for approval of the departmental roll out of this initiative.

6. UNCLASSIFIED Phase 2Objective - Organizational Re-design and Optimization • This phase aims to perform a systematic review of the department, one organization at a time. Benefits: • It will help address issues with outdated job descriptions, classification anomalies, governance issues, and inefficient organizational structure. • Increase support for management and flexibility in the application of models/job descriptions within established parameters. Considerations: • This phase is expected to take several years. • Management is expected to be heavily involved in providing information as well as in selecting and implementing new organizational designs.

7. UNCLASSIFIED Phase 2Status Update - Work has begun on the following organizations • Integrated Technical Services (Marine Engineering) Status: The desired functional models are identified for national and regional organizational structures and consultations are underway to finalize functional organizational charts. Next Step: The Organization and Classification Centre of Expertise (OCCOE) is to provide drafts of new job descriptions to management by the end of June. • Canadian Coast Guard College Status: OCCOE completed an in-depth review of the College (organizational analysis and diagnostic). Next Step: OCCOE is developing organizational design options for presentation to College management board by the end of June.

8. UNCLASSIFIED Phase 2Status Update (cont’d) - Work has begun on the following organizations : • Administrative Services Review* Status: OCCOE completed an in-depth review of the context and functions of existing positions supporting an executive. An official sponsor has been identified for this project (Jen O’Donoughue, Assistant Deputy Minister & Chief Financial Officer). Next Step: Department-wide consultations with Senior Management, via the use of a survey, to validate the administrative and executive functions. • Conservation and Protection (C&P)* Status: Project charter has been approved by management. OCCOE currently working on the organizational analysis and diagnostic phase. Next Step: The organizational analysis and diagnostic phase is expected to take several months while the entire project is expected to take up to one year, given the size of the organization. *It should be noted that these projects will be reviewed as a whole given their potential impact and inter-relation with other components of the organization. As such, it is not desirable or feasible to expedite the review of specific component or community (e.g. Fisheries Officers, admin support in Sciences,…).

9. UNCLASSIFIED Classification RenewalNext Steps • DMC to approve the departmental roll out of phase 1 of Classification Renewal. • Work to continue on current org design projects. • Continued efforts to increase the Classification team’s capacity as well as streamlining of internal policies and procedures. • Updating the instrument of human resources delegation to ensure we meet central agency’s policies and directives.