LHHR 11-21: 2011-2012 Assessment Guidelines and Reporting Template for Departmental Staffing Accountability Report - micro organizations

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The Public Service Commission (PSC)’s Assessment Guidelines and the Departmental Staffing Accountability Report (DSAR) template for fiscal year 2011-2012 are now available on the PSC’s Web site.

This year’s DSAR will continue to be based on the Staffing Management Accountability Framework (SMAF) that measures performance under the Public Service Employment Act. The DSARs will evaluate staffing performance based on key success factors and short-term outcomes. Our assessment of the DSARs will help ensure the integrity of the staffing system across the federal public service and provide assurance to Parliament that the core values of merit and non-partisanship, and the guiding values of fairness, transparency, access and representativeness are respected in appointments.

The review of the SMAF is ongoing and the PSC continues to tailor the approach to assessing micro organizations due to their different context. As such, there are reduced reporting requirements. While some leading indicators will continue to be evaluated based on statistical data, in the case of micro organizations, statistical data will be provided as a point of reference for discussion with the oversight analyst (OA). Your OA will review these data with you to explore any potential issues, and subsequent reporting requirements.

In order to demonstrate the accuracy of your reports and your commitment to respect the core and guiding values, the PSC expects you to sign the management representation statement incorporated in the DSAR template.

To ensure timely assessment of your organization against the SMAF and to provide input into deputy heads’ performance evaluations (if applicable), the PSC asks that your final DSAR, including the management representation statement, be received by my office on or before Friday, February 17, 2012.

In a call letter sent on May 31, 2011, I provided you with the PSC’s approach to assessing organizational performance for staffing for the fiscal year 2011-2012, as well as, the updated SMAF. As you may know, the five-year review of the SMAF is underway. This review will ensure that the accountability framework uses appropriate indicators, is based on relevant information and data and fosters ongoing improvement.

In this context, the PSC has kept changes to the SMAF to a minimum. The only addition to the SMAF indicators consists of one indicator under the element of Fairness (FAIR-5) — on priority administration — while the PSC maintained a mostly steady state for all other indicators. Moreover, four indicators that previously required evidence have become self-reporting indicators if a rating of “acceptable” was received in 2010-2011 reporting cycle. These are:

  • DEL-1 – Mechanisms in place to ensure that sub-delegated managers comply with their sub-delegated authorities;
  • DEL-3 – Appointment policies are current;
  • PLN-2 – Extent to which expected results for staffing are assessed; adjustments made as required;
  • SUP-3 – Participation in continuous learning by staffing advisors.

Further, the PSC has improved its internal coordination of information sharing for those organizations under audit during 2011-2012 so as to reduce reporting requirements. Specifically, the PSC will rely on audit findings to assess those organisations on the indicators related to delegation (DEL-1, DEL-2 and DEL-3), planning (PLN-1 and PLN-2) and portions of organizational accountability for results (OAR-1).

PSC’s oversight analysts will continue to provide guidance to help your micro organization improve its staffing performance. They will also be visiting your organization later in the 2011-2012 assessment cycle to share information with, and provide guidance to, your staff. We strongly encourage you to present your interim DSAR to them as soon as it is available.

I appreciate your continued commitment and support in ensuring the integrity of the appointment process in the public service.

Maria Barrados, PhD

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