Positions over People

October 2018

This office has been tracking issues related to civilian classification since 2011. In recent years, this office has become increasingly concerned about reported delays in the administration of classification. While the Department of National Defence states that classification relates to positions, it also has a significant human dimension that must be considered. Delays in the administration of classification can directly and negatively affect the employees who occupy those positions.

Progress report on the status of recommendations

November 2022

13 recommendations made
13 recommendations accepted
9 recommendation implemented
3 recommendations partially implemented
1 recommendation not implemented, with no further action required

Progress report definitions

Recommendation 1:

By October 2020, review all job description on a 5-year basis to ensure they are current and accurate.

Recommendation 1 status: Implemented

Recommendation 2

By October 2019, complete the processing of all classification requests that pre-date the start of the Three-year Cyclical Plan.

Recommendation 2 status: Implemented

Recommendation 3:

Achieve their goal of completing 80 percent of classification requests within internal service standards by October 2019.

Recommendation 3 status: Implemented

Recommendation 4:

By January 2019, publish quarterly reports demonstrating classification service standard rates and make this information available to all civilian employees on multiple platforms

Recommendation 4 status: Partially implemented

The Department of National Defence (DND) now produces quarterly reports outlining service standard rates. The reports are available to everyone in the DND and the CAF. However, their location is not well promoted, which makes it difficult for employees to find the reports. Our office continues to monitor the implementation of this recommendation.

Recommendation 5:

By January 2019, establish a process requiring managers to provide the Directorate Civilian Classification and Organization with documentary evidence showing that employees have been notified of changes to their job description. This includes cases of bulk mapping to standardized job descriptions.

Recommendation 5 status: Implemented

Recommendation 6:

Resolve all outstanding classification grievances by October 2019.

Recommendation 6 status: Partially implemented

The DND has made progress to resolve outstanding classification grievances. Not all delays are caused by the Department. However, it is clear they continue to work on and monitor the few remaining files. Our office continues to monitor the implementation of this recommendation.

Recommendation 7:

By October 2019, implement a plan to ensure future grievances are resolved within Treasury Board Secretariat mandated time limits moving forward.

Recommendation 7 status: Not implemented – No further action

Our office recognizes the limits on the Assistant Deputy Minister (Human Resources - Civilian) to implement this recommendation. The Treasury Board Secretariat’s Directive on Classification Grievances allows extension requests when the department cannot respond within the 80 calendar-day time limit. We will take no further action on this recommendation.

Recommendation 8:

By January 2019, publish quarterly reports demonstrating classification grievance completion rates and make this information available to all civilian employees on multiple platforms.

Recommendation 8 status: Partially implemented

The DND has taken steps to produce quarterly reports that outline classification grievance completion rates and make these reports available to senior management within the department and the CAF. However, this information is not directly accessible or promoted among civilian employees at lower levels. Our office continues to monitor the implementation of this recommendation.

Recommendation 9:

Immediately ensure that all extension requests are made prior to the expiration of the Treasury Board Secretariat 80-day time limit, are included in the grievance file, and are properly identified in the Grievance Tracking System.

Recommendation 9 status: Implemented

Recommendation 10:

By October 2019, undertake a total review and correction of data held in all active cases within the Civilian Classification Tracking System and the Grievance Tracking System, and strengthen data quality controls moving forward.

Recommendation 10 status: Implemented

Recommendation 11:

By October 2019, develop a formalized process that requires the reporting of labour relations grievances on job content to the Directorate Civilian Classification and Organization.

Recommendation 11 status: Implemented

Recommendation 12:

Take measurable steps to improve the knowledge and awareness of classification for managers and supervisors (civilian and military), and employees at the Department of National Defence through:

By October 2019, implement mandatory training for supervisors (civilian and military);
By October 2019, integrate classification information in the civilian employees’ orientation process; and
By January 2019, implement tracking and monitoring of completion rates of mandatory training

Recommendation 12 status: Implemented

Recommendation 13:

By January 2019, make information on the Department of National Defence’s classification program available to all civilian employees on multiple platforms.

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