LHHR 13-12: New Staffing Management Accountability Framework

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Note: The following message was sent to deputy heads on October 1, 2013.

I am writing to inform you of the new Staffing Management Accountability Framework (SMAF), which establishes the key expectations of deputy heads and organizations of how delegated staffing authority should be managed effectively. It also provides the basis for assessing organizational staffing performance, under the Public Service Employment Act (PSEA), for fiscal year 2013-2014.

As you are aware, the PSC committed to undertake a review of the SMAF, recognizing that there is greater maturity in organizational management of staffing seven years after the implementation of the PSEA. Extensive outreach and consultations have been conducted by the PSC during the review and the development of the new SMAF, including deputy heads, human resources personnel and sub-delegated managers.

These consultations emphasized the ongoing value of the SMAF in a highly delegated staffing system as exists under the PSEA. Deputy heads and other contributors also emphasized that the SMAF should be made a more useful internal management tool and that the PSC should continue to provide more guidance and support to organizations to enable their strong staffing management and performance. The PSC was encouraged to streamline reporting requirements where possible.

The new SMAF is closely aligned with the core expectations that are outlined in the Appointment Delegation and Accountability Instrument and the PSC Appointment Framework. It focuses on areas of ongoing risk based on the PSC’s oversight of the staffing system, which includes ongoing monitoring, audits and investigations. Moving from 29 indicators, the new SMAF has one strategic and one desired outcome and 12 key indicators.

The new framework has been designed to support an approach where the Departmental Staffing Accountability Report that your organization prepares each year will be a shorter and more concise report that is prepared for you, as deputy head, and the PSC, on key areas of staffing management and performance. Ideally, this Report will be of as much value to you and your organization as it is to the PSC.

The PSC will continue to provide feedback to you and your organization to recognize where staffing management and performance is acceptable and/or commendable or innovative practices are being demonstrated. Organizations will also be provided with specific recommendations where attention or improvement is required.

The new streamlined SMAF will enable the PSC to continue to ensure that its resources are aligned to provide better guidance and support to organizations. Our aim is to ensure that PSC expectations of how delegated staffing authority should be managed effectively are clear and well communicated, and to support you and your organization in the ongoing improvement of your staffing management and performance.

I would like to take this opportunity to extend an offer for a member of our executive team to make a presentation of the new SMAF to your senior management committee at a date and time of your choosing this Fall. Such a presentation could help raise awareness and understanding of the terms and conditions of your delegated staffing authority and the management framework that is designed to guide organizations.

We will be providing you with additional information shortly, including a guidance document, assessment guidelines and a report template. Your organization will continue to be provided with statistical information (e.g., staffing, priority administration and Survey of Staffing data) for your reference and analysis, as soon as the latest data can be made available. While most of this data will not be used for assessment purposes, the Survey of Staffing data will be used to assess the Political Activities element.

I would like to encourage your organization to contact the PSC analyst assigned to your organization who is available to provide advice and guidance on your staffing management framework, feedback on staffing performance and to share best practices or innovative approaches adopted by other organizations. Please ask your teams to engage their help and support as the PSC wishes to work collaboratively with departments and agencies to support strong staffing management and performance.

Finally, you may wish to consider discussing the content of your Departmental Staffing Accountability Report with your senior management committee prior to its submission to the PSC this year. Your Report, including the management representation statement, will be required by Friday, February 21, 2014.

The Commissioners and I appreciate your continued commitment to helping us ensure the integrity of the appointment system and non-partisanship in the public service.

Anne-Marie Robinson
Public Service Commission

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