Return to office: myWorkArrangements deadline and other key reminders

February 7, 2023 - Defence Stories

As mentioned in the latest DM/CDS update on the hybrid work model, the myWorkArrangements (mWA) application is now available to all DND public service employees to record work arrangement agreements.

Deadline to submit a work arrangement agreement in mWA

All public service employees must submit a work arrangement agreement in mWA by March 3, 2023, including employees working full-time on-site. Agreements can be iterative and updated as the implementation of the common hybrid model progresses.

Agreement duration can be set for up to one year from date of signature and must be updated after expiry or if a change occurs (e.g. change of position, manager, telework location, amount of days teleworking, or any other circumstance).

Any agreements previously submitted through the Civilian Flexible Work Program PDF form are no longer valid.   

Exceptions

To ensure managers are able to track adherence to the common hybrid work model for the Federal Public Service, employees seeking to work less than the prescribed 2 to 3 days per week on-site are to signal their request for such measures to their manager before the mWA submission deadline of March 3, 2023, as noted above.

Agreements can be entered into the mWA application only when employees have received appropriate level of L1 approval of their exception request.

This will allow managers to discuss individual situations with their staff while departmental processes for reviewing requests for full-time telework agreements or other exceptions are being finalized.

Work is well underway to establish the exception request process for DND. The process will be based on the TBS criteria and employees will be informed as soon as possible.  Exceptions will be narrow in scope and authority for approval will be required at the ADM or DM level.

Accommodations

Requests for an accommodation may be submitted under DAOD-5015, Workplace Accommodation.

Employees seeking medical accommodations, must consult with the Office of Disability Management (accessible only on the National Defence network). Requests for accommodations under any other grounds of discrimination need to be consulted with Labour Relations (accessible only on the National Defence network).

Managers have an obligation under the Canadian Human Rights Act to adopt measures to eliminate disadvantages to employees as a result of a rule, policy, practice or barrier that has or may have an adverse impact on individuals. Although requests for accommodation can be submitted at any time, those requesting an accommodation from the Policy (i.e., more than 60% telework), are expected to initiate the process as soon as possible for review and resolution. Agreements can be entered into the mWA application only when employees have received an approved decision on their accommodation request.

Note on agreements with an exception or accommodations in mWA

Until such time as an exception request is approved at the appropriate level or a decision is provided on an accommodation request, employees should maintain their current workplace posture and are not required to enter their agreement in mWA by March 3, 2023.

Approving work agreements in mWA

Prior to approving arrangements, managers are expected to discuss an overall approach to hybrid with your teams and directly with employees regarding their personal work arrangements. Requests for exceptions will be subject to a separate approval process and can only be entered into mWA upon receipt of the applicable approval.

As per the Instrument of Delegation of Human Resources Authorities (accessible only on the National Defence network), Level 4 staff and above can approve telework/hybrid work agreements meeting the minimum common hybrid approach requirements as directed by TBS (i.e., onsite 40-60% per month or 2 – 3 days per week).

We are working on a solution for those who do not have access to TBS's TAP portal, where the mWA tool is housed. More information will be shared when it becomes available. 

Resources and support

1. The Hybrid work webpage (accessible only on the National Defence network) houses the latest guidance and information to support public service employees and their managers through the implementation of the common hybrid work model for the Federal Public Service by March 31, 2023.

2. The Team Charter (accessible only on the National Defence network) is a practical tool to help managers facilitate the implementation of the hybrid work model that works for their team in light of the unique realities, operational requirements, and regional footprints of their organizations. As a resource, the charter is not mandatory, and information will not be collected.

Creating a team charter should be a collaborative effort where all team members contribute to ensure its reflective of the team. Once completed, they can be used to inform conversations between managers and employees about individual work arrangements.

3. Visit the mWA application website (accessible only on the National Defence network) to learn more about creating, submitting, and reviewing a work agreement.

4. Contact HR Connect RH (accessible only on the National Defence network) for general HR questions.

5. The Ask Anything positional mailbox is an anonymous tool to submit questions related to resuming on-site work at National Defence. Answers to the Ask Anything tool are posted on the Defence Team FAQs page.

Thank you for your ongoing patience and cooperation.