Positions over People
An investigation into delays in the administration of civilian classification at the Department of National Defence
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
October 2025
- 13 recommendations made
- 13 recommendations accepted
- 11 recommendation implemented
- 1 recommendation not implemented
- 1 recommendation not implemented, with no further action required
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: Not implemented
Recommendation
We previously assessed this recommendation as partially implemented in May 2024. At that time, ADM(HR-Civ) was reporting on classification service standard rates through SharePoint. The last report available is dated September 2024. Classification service standard rates are currently not being reported, therefore we consider this recommendation not implemented.
The Directorate Civilian Classification and Organization is working with the Directorate of Digital Transformation and Business Intelligence to develop performance measurement indicators that will effectively and consistently track performance throughout the organization. They will make this framework available for all civilian employees in the department.
The Directorate Civilian Classification and Organization anticipates that they will complete this work before by the end of the 2025–2026 fiscal year. We will continue monitoring progress on 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: Implemented
Recommendation
The Department has progressed significantly in resolving outstanding classification grievances that pre-date April 1, 2017. Due to the consistent effort of the Director Civilian Classification and Organization, few files requiring resolution have remained. Much of the delay in the resolution of these unique files is due to factors outside of the Department’s control such as parties pursuing resolution outside of the grievance process or difficulties in scheduling with the parties involved. Given that they have met the overall intent of this recommendation, we consider this recommendation implemented.
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
Recommendation
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: Implemented
Recommendation
The Directorate Civilian Classification and Organization (DCCO) now publishes quarterly reports demonstrating classification grievance completion rates for Department of National Defence (DND) public service employees. The dashboard includes reporting from the fiscal year 2021–2022 to the present (fiscal year 2025–2026). Employees can access the dashboard through their Defence 365 account on their computer or mobile device. We now consider this recommendation implemented.
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.
Recommendation 13 status: Implemented
