Annex 2: Recommendations from the PSC 2011 audit report

A follow-up was conducted as part of this audit to confirm whether the recommendations from the PSC 2011 audit report were implemented. The results confirmed that all 5 recommendations were implemented.

PSC recommendation 1

“The deputy head of Environment Canada should adjust its sub-delegation instrument and appointment policies in the following areas:

• Remove the sub-delegation for revocation from the Associate Deputy Head in order to respect the Public Service Employment Act;
• Better align the sub-delegation instrument and its Policy on Non-Advertised Appointment Processes in order to prevent situations where appointments are authorized by an inappropriate management level;
• Revise its Policy on Non-Advertised Appointment Processes to include the guiding value of representativeness, as required by the Public Service Commission Policy on Choice of Appointment Process;
• Include in its Policy on Non-Advertised Appointment Processes, and implement, a review mechanism for appointments to the Executive Group through non-advertised processes; and
• Revise its Policy on Area of Selection in order to respect the requirements of the Public Service Commission Policy on Area of Selection.”

Management has revised the sub-delegation instrument in 2012, the Policy on Area of Selection and the Policy on Non-Advertised Appointment Processes in 2011 to address the issues raised in the recommendation. As noted earlier in the report, the PSC has consolidated its former suite of staffing policies into a single Appointment Policy as part of the new Direction in Staffing, which came into effect on April 1, 2016.

PSC recommendation 2

“The deputy head of Environment Canada should establish and implement a control mechanism at the transactional level to ensure that the processes of selecting and appointing a person respect the guiding values and that documentation, as it pertains to appointment-related decisions, is complete, accurate and compliant with the Public Service Employment Act, the Public Service Employment Regulations, the Public Service Commission’s Appointment Framework and other governing authorities. The findings of the control activity should be reported to senior managers for action, as needed.”

Management approved and implemented, in 2013, the Staffing Monitoring Framework, to ensure that the process of selecting and appointing a person respects the guiding values, and that documentation pertaining to appointment-related decisions is complete and compliant. The audit found that ECCC conducted file reviews on appointments, results were reported to senior management and corrective actions were taken as needed.

PSC recommendation 3

“The deputy head of Environment Canada should establish a process for the review of written rationales to ensure that the choice of a non-advertised process is justified, meets the established organizational criteria and demonstrates that all of the guiding values are considered when a non-advertised appointment process is conducted.”

We found that ECCC Policy on Non-Advertised Appointment Processes included a requirement for the review of written rationales for non-advertised appointments by HR advisors prior to their final approval by the sub-delegated managers. ECCC also developed in 2014 a Staffing Values Attestation Form that was to be signed by sub-delegated managers prior to appointing a candidate. It states, among other things, that staffing processes were conducted in accordance with the guiding values.

PSC recommendation 4

“The deputy head of Environment Canada should ensure that sub-delegated managers give proper priority consideration for appointments, within or to the Department, to persons with priority entitlement before making an appointment, and monitor the application of this requirement.”

The Staffing Monitoring Framework included monitoring elements relating to priority consideration. The audit found that ECCC conducted file reviews on appointments that included the consideration of priority persons.

Mandatory staffing sessions were held with sub-delegated managers on various staffing-related topics such as priority consideration, the use of non-advertised processes, and on selection and appointment decisions.

PSC recommendation 5

“The deputy head of Environment Canada should establish a process to ensure that sub-delegated managers authorized to make appointments verify that:

• All conditions of employment have been satisfied before or on the date of appointment; and
• The appointee has accepted a valid written offer of employment prior to their employment and, when applicable, has subscribed the oath or solemn affirmation prior to or on the date of the appointment.”

The Staffing Monitoring Framework contained file review on appointments that included elements related non-advertised appointments, the consideration of priority persons and conditions of employment. Mandatory training sessions provided awareness to sub-delegated managers and also included information on conditions of employment.