Management response and action plan: Audit of Human resources planning

March 2012

Audit of Human resources planning
Recommendations Management response and planned actions Deliverables Expected completion date Responsibility
Recommendation 1

It is recommended that the Assistant Deputy Minister (ADM), Corporate Services Branch (CSB) obtain formal approval of the Departmental Strategic Human Resource Plan (DSHRP), which provides an organizational view and strategic functional support to the Department.
Management agrees with this recommendation.

The CSB has produced a DSHRP with a 3-year horizon that identifies the Department's key Human Resources Management (HRM) issues, priorities, and resolution strategies in the context of the Department's operating environment and strategic business objectives. The Departmental Strategic Plan is analogous to the Report on Plans and Priorities, in that it provides context and identifies longer term HRM priorities for the Department to be considered when developing the HRM functional summary in the annual Departmental Integrated Operational Planning (DIOP) process.
     
CSB will move to seek approval of this document. DSHRP 2012-15 approved by the Deputy Head. August 30, 2012 CSB - Human Resources Services Directorate (HRSD)
To further embed this practice in departmental planning processes for future years, CSB will include a requirement to update and approve the DSHRP annually in the Human Resources Planning Policy (HRPP) referenced in recommendation #2. Recognition of the requirement for senior management to approve the DSHRP in the HRPP to be developed (see recommendation #2). September 30, 2013 CSB - HRSD

*Link with recommendation #2
A Plan update will be produced annually. DSHRP 2013-16 approved by the Deputy Head. August 30, 2013 CSB - HRSD
Recommendation 2

It is recommended that the ADM, CSB develop a HRPP which aligns with departmental strategic priorities as well as the annual operational planning process.
Management agrees with this recommendation.

The CSB will develop a departmental policy on human resources (HR) planning that will be used to guide the 2014-15 planning process. This date aligns with the Chief Financial Officer Branch's (CFOB) commitment to develop an integrated planning policy for the Department.

CSB will collaborate with CFOB* to ensure that the HRPP specifies the expected activities, outputs, timelines, roles and responsibilities are embedded in the broader Integrated Operational Planning Policy recommended in the Audit of the DIOP Process. As such, the Departmental Strategic Human Resources Plan will be linked and developed in the context of all other corporate plans and processes in the Department (for example: Report on Plans and Priorities, Departmental Operational Plans, Corporate Risk Profile and the Investment Plan).
Development and approval of the HRPP which aligns with departmental strategic priorities as well as the Annual Operational Planning Process. September 30, 2013 CSB - HRSD
Development and implementation of a communication strategy for the HRPP. September 30, 2013 CSB - HRSD
Implementation of the HRPP for the 2014-15 planning cycle. September 30, 2013 CSB - HRSD

*Link with recommendation #1, DIOP Audit
Recommendation 3

It is recommended that the ADM, CSB integrate risks from the Corporate Risk Profile (CRP) into the HR planning process.
Management agrees with this recommendation.

The CRP is now and will continue to be integrated in the HR planning process.
     
At the Integrated Human Resources Management Planning Workshop in October 2011, which was used to launch the HR planning portion of the 2012-13 DIOP Process, the CFOB manager for the Centre for Integrated Risk Management presented the CRP and spoke on how it is to be integrated into HR planning. The Centre for Integrated Risk Management to present the CRP at the annual Human Resources Planners' Workshop and speak on how it should be integrated into HR planning. October 2011 - Completed CSB - HRSD
Furthermore, the Integrated Planning and Performance Reporting System (IPPRS) supporting the 2012-13 DIOP Process, has been modified and improved such that the HR plans associated with program activities and work plans can be linked to the relevant elements of the CRP where appropriate. Integrate the CRP into the HR planning process through linkages with branch work plans in IPPRS. December 2011 - Completed CSB - HRSD and CFOB
Recommendation 4

It is recommended that the ADM, CSB advise/challenge the branch HR plans.
Management agrees with this recommendation.

The CSB will continue to advise and challenge branch HR plans to the extent it is able to within the tight timelines as part of the DIOP Process.
CSB will advise and challenge branch HR plans. February 28, 2012 CSB - HRSD
CSB will ensure this requirement is established in the HRPP. The HRPP that will be developed will formalize the requirement for CSB to provide advice and challenge branch HR plans. September 30, 2013 CSB - HRSD
Recommendation 5

It is recommended that the ADM, CSB revise the HR planning methodology to capture information related to resource allocation for approved activities.
Management agrees with this recommendation.

The CSB has already taken action towards meeting this recommendation.
     
As part of the 2012-2013 planning cycle, branches are asked, for each of their work plans, to identify workforce growth, reduction and turnover. The requirement for branches to identify the current and future HR allocations for their work plans will be incorporated into the HRPP. September 30, 2013 CSB - HRSD
As part of the next planning cycle, CSB will work closely with the CFOB* to ensure current and future HR allocations for branch work plans are incorporated into the IPPRS*. The full-time employees associated with any given program deliverable will be identifiable and presented as part of the operational plan on an annual basis. Develop the templates and associated design requirements needed for CFOB to modify IPPRS to capture the HR allocations required for program activities and work plans at the branch level. September 15, 2012 CSB - HRSD

*Link with recommendation #6, DIOP Audit
Recommendation 6

It is recommended that the ADM, CSB work with the Chief Financial Officer to align HR planning timelines within the DIOP Process to allow inclusion of more meaningful HR plans and resource requirements.
Management agrees with this recommendation.

The CBS has already taken steps to align HR planning timelines within the DIOP Process.
Align the HR planning timelines within the DIOP. October 2011 - Complete CSB - HRSD
CSB and CFOB* will continue to work together to refine the timelines in order to allow inclusion of more meaningful HR plans and resource requirements. Refine timelines to allow inclusion of more meaningful HR plans and resource requirements. September 30, 2013 CSB - HRSD

*Link with recommendation #1, DIOP Audit
Recommendation 7

It is recommended that the ADM, CSB identify key HR performance indicators to assess HR plans and monitor actual performance against planned results.
Management agrees with this recommendation.

The CSB has already taken actions towards meeting this recommendation. As part of the 2012-2013 planning cycle, branches were asked to identify key performance indicators, performance targets and target completion periods for each HRM issue and action identified in IPPRS.
Require branches to develop key performance indicators, performance targets and target completion periods for each HR management issue identified in IPPRS. September 2011 - Completed CSB - HRSD
Communicate this requirement through various means, including the IPPRS guidelines and during training sessions such as the Integrated Human Resources Management Planning Workshop. September 2011 - Completed CSB - HRSD
CSB will introduce performance monitoring to this process in line with the IPPRS Roadmap which specifies when monitoring capacity will be developed in this system. Incorporate a requirement to identify key HR performance indicators and monitor actual performance against planned results into the HRPP. October 1, 2012 CSB - HRSD
Develop the templates and associated design requirements needed for CFOB to modify IPPRS to capture progress against planned HR activities and results. September 30, 2013

(with IPPRS Roadmap implementation)
CSB - HRSD

*Link with recommendation #6, DIOP Audit
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