President meeting with Simon Kennedy, Deputy Minister, Innovation, Science and Economic Development Canada December 19, 2019

Introduction

Deputy Head

Mr. Simon Kennedy was appointed as the Deputy Minister, Innovation, Science and Economic Development (ISED) on September 3, 2019.

Deputy Minister University Champion

Mr. Kennedy is not a Deputy Minister University Champion.

Deputy Minister Community of Practice Champion

As the Deputy Minister Champion for the Advanced Policy Analyst Program (APAP), Mr. Kennedy plays a key role in building relations between the Public Service Commission of Canada (PSC) and the policy analysts’ community.

The APAP June 2020 intake is part of the current Public Service Post-Secondary Recruitment Campaign, managed by the PSC.

Organizational Context

Mandate

The ISED helps Canadian businesses grow, innovate and export so that they can create good quality jobs and wealth for Canadians. The Department works with provinces, territories, municipalities, the post-secondary education system, employers and labour to improve the quality and impact of its programs that support innovation, scientific research and entrepreneurship, in order to build a prosperous and innovative Canada.

The ISED works with Canadians in all areas of the economy and in all parts of the country to improve conditions for investment, to enhance Canada’s innovation performance, and to make Canadian firms more productive and competitive in the knowledge-based economy. The Department works on a broad range of matters related to industry and technology, trade and commerce, science, consumer affairs, corporations and corporate securities, competition and restraint of trade, weights and measures, bankruptcy and insolvency, intellectual property, investment, small business, and tourism.

The Deputy Minister of the ISED is also responsible for the Office of the Superintendent of Bankruptcy of Canada (OSB), which is a separate entity under the Financial Administration Act that hires under the Public Service Employment Act. However, for many years, the OSB has been managed as a “Branch” within ISED.

Challenges

The ISED reviewed their process for conducting staffing.  They used the LEAN approach to reduce administrative burden and to improve time to staff which has dropped below the public service’s time to staff median.

The LEAN approach was adopted as part of a human resources (HR) transformation exercise spanning over 3 years and aimed at improving efficiencies. In 2019, the ISED has started a new transformation exercise over the next 3 years, with the goal of improving synergy in HR. The creation of a Staffing Centre of Expertise will be considered, as well as looking at a different options for administrative functions. HR, including the Staffing Policy and Monitoring Section, will be asked to prepare a risk assessment of the different types of staffing actions/activities.

The ISED has faced challenges reaching out to potential candidates around the world. They have tried different assessment methods such as video interviews, including real time (such as Skype and other platforms alike) and video-interview tools (such as vid-recruit) which allow for long distance outreach of candidates.

Experimentation

The organization is striving towards a more efficient and effective staffing system. They are using the collective staffing approach to its fullest and are sharing existing pools of qualified candidates. This allows manager and HR to capitalize on efforts of past processes before deploying more resources on running processes for similar positions and requirements.

While the ISED is experimenting with the use of video-conferencing and video-interview tools for staffing assessments, they have not yet adopted this approach permanently. During their experimentation, they have faced challenges with language accessibility of available programs and platforms.  Most programs can support interviews in both official languages. However, instructions for using the programs and online assistance is only available in English, which is not compliant with official languages requirements.

Population and Staffing Activities

Population

The ISED is a large organization that has a population of 5,461 employees (as of March 31, 2019).

Staffing Activities

In 2018–2019, the ISED processed a total of 3,280 staffing actions:  1,640 appointments to the public service (including casual and students);

Tenure of appointments:

Please refer to Annex A for additional details.

Time to Staff

The ISED has a median time of 161 days for internal appointments, which is lower than the median of the public service, which is 176 days.

The ISED has a median time of 147 days for external appointments, which is lower than the median of the public service, which is 186 days.

This notably lower median is the result of efforts to rationalize the staffing process by capitalizing on efforts of past processes before deploying more resources on running processes for similar positions and requirements. They use collective staffing and share existing pools of qualified candidates to their full extent before launching new appointment processes.

Staffing Framework

New Direction in Staffing Implementation

The ISED was one of the early adopters for the New Direction in Staffing (NDS) and they have been active in looking at more efficient ways to do their staffing.

The ISED has reviewed its staffing policies and practices with the optic of adopting a Lean staffing process: ensuring that understanding managers are mobilized and engaged from the beginning of the process, identifying their requirements and making sure that all those involved are working from the same premise. The documentation is limited to what is essential and the steps of the process are not repeated.

Appointment Delegation and Accountability Instrument Annex D Reporting

Use of the Public Service Official Languages Exclusion Approval Order and the Public Service Official Languages Appointment Regulations

The ISED reported that the organization made 8 appointments using the Public Service Official Languages Exclusion Approval Orderand no use of the Public Service Official Languages Appointment Regulations for the period of April 1, 2018, and March 31, 2019. All appointed candidates (8) have learning plans, for which management has allowed or will allow for the employee to go on full-time language training.

Approved Deputy Head Exceptions to the National Area of Selection Requirements for External Advertised Appointment Process

The ISED reported that the Deputy Minister did not approve any exceptions to the National Area of Selection.

Results of Organizational Cyclical Assessment

The ISED is doing ongoing monitoring of their staffing system with a compliance component, and will be using part of this information to support their cyclical review report. The ISED confirmed that they will submit their cyclical Assessment in May 2021.

Inquiries and Trends

The majority of inquiries from the ISED are related to the assessment process and to the monitoring and reporting functions. Other noteworthy areas of inquiries include guidance on the Office of the Chief Human Resources Officer people management policies, the use of advertised and non-advertised appointments and student hiring. This spread of inquiries is similar to activities from comparable organizations.

Oversight

Audits

The ISED volunteered and was included in the completed System-Wide Staffing Audit, for which the final report was published in December 2018. The organization is among the 30 organizations selected for the Audit of Employment Equity Representation in Recruitment that is currently underway.

Investigations

Between August 26, 2016, and August 25, 2019, the PSC received 7 requests for investigations on staffing actions at ISED, 4 on external appointments, and 1 on an internal appointment, at the Deputy Minister’s request, as well as 2 on potential fraud. There were also 2 cases that were ongoing at the beginning of the period, for a total of 9 cases being managed during the period under review.

Nature of Issue

Cases Received

Cases Referred by Organization

Closed—Not Accepted

Completed Unfounded

Completed Founded

Ongoing

s.66 External Appointments (Merit, Error, Omission, Improper Conduct)

4

0

5

0

0

0

s.67.2 Internal Appointment—Deputy Head Request

1

1

0

0

0

1

s.69 Fraud

2

0

1

0

0

1

Total

7

1

6

0

0

2

Note: The numbers may not add up as discontinued cases, cases resolved via early intervention and rare cases are not included in this table.

New Community of Practice for Investigators

The ISED is not part of the new Community of Practice for Investigators.

Staffing and Non-Partisanship Survey Results

Diversity Profile

The workforce availability estimates in the public service for 2019 have been updated in the Workforce Profile although they have not been officially released yet. Based on 2017-2018 data, ISED exceeds the workforce availability for the visible minorities designated group, is just slightly lower than the workforce availability for women, and is lower than the workforce availability for aboriginal peoples and persons with disabilities.

Designated Group

Public Service Work Force Availability (WFA) (2019)

Innovation, Science and Economic Development Canada

Representation across the Public Service of Canada

Women

52.5%

51.5%

54.8%

Aboriginal Peoples

4%

2.7%

5.1%

Persons with Disabilities

9%

4.1%

5.3%

Members of Visible Minorities

15.3%

18.0%

15.7%

Source: Employment Equity in the Public Service of Canada 2017– 2018 Treasury Board of Canada Secretariat

Priority Entitlements and Veterans

From April 1, 2018, to August 31, 2019, the ISED appointed 4 persons with a priority entitlement (PPE).

One of the PPE’s was permanently appointed to a lower level position changing their priority entitlement to that of a reinstatement priority. The Priority Information Management System, does not count such an action as a priority appointment, but it should be acknowledged that the ISED provided continuity of employment for the individual.

Since the coming into force of the Veterans Hiring Act, the ISED made 2 appointments of persons with a Canadian Armed Forces Priority Entitlement (both regulatory), between July 1, 2015, and July 31, 2019.

Period

attributable to service (statutory)

not attributable to service (regulatory)

total

2015 (July 1) - 2016

0

0

0

2016 - 2017

0

2

2

2017 - 2018

0

0

0

Total

0

2

2

Non-Partisanship in the Public Service

The Designated Political Activities Representative (DPAR) for the ISED is Michel Alarie, Director, Labour Management Relations. The DPAR acts as a liaison with the PSC on matters related to political activities and non-partisanship.

Since April 2006, the PSC granted in total 21 permissions to seek nomination, and be, a candidate in an election from ISED employees: three (3) at the federal level, one (1) at the provincial level and 17 at the municipal level. Currently, there are no employees elected at the municipal level, and there were no requests for permission for the 2019 federal election.

The SNPS indicated that employees of the ISED are aware of their obligations for engaging in political activities. They are at 79.8% which is similar to the public service at 80.1%.

The PSC delivered an awareness session on employees’ rights and responsibilities related to political activities to the employees of the Science and Research Sector on June 13, 2019.

PSC Initiatives

The ISED participated in the Job Advertisement Pilot project led by the PSC in 2017 and were one of 5 departments and agencies to participate in the redesign and modernization of Government job ads. Building on leading practices from both the private and public sectors, new advertisements were posted using plain accessible language. The posters explored new ways of capturing job requirements and featured more information on the hiring organization’s culture. To extend the reach of the advertisements, various social media platforms were used to promote the opportunities.

Recruitment Programs

In 2019, the ISED used the recruitment programs for persons with disabilities and for Indigenous students as follows:

Staffing Support

Public Service Commission Representatives and Organizational Contacts

The Staffing Support Advisor (SSA) assigned to this organization is Yannick Fortin.

The Head of HR is Jean-Philippe Lapointe, Director General, HR Branch.

The primary organizational contact is Katherine Gendreau, Manager, recruitment and Staffing Centre of Expertise.

PREPARED BY:

Yannick Fortin,

Staffing Support Advisor

Annexe:

Public Service Employment Act population by tenure as of March 31
Year Indeterminate population Term population Casual population Student population Total population
As of March 31, 2014 4 446 97 85 78 4 706
As of March 31, 2015 4 435 102 120 80 4 737
As of March 31, 2016 4 404 102 130 139 4 775
As of March 31, 2017 4 516 147 187 148 4 998
As of March 31, 2018 4 649 160 184 168 5 161
As of March 31, 2019 4 808 184 240 229 5 461
Public Service Employment Act population by language requirements of the position for fiscal year 2018 to 2019
Linguistic requirements of the position Population as of March 31, 2019 Percentage of population as of March 31, 2019
Bilingual 2 654 58%
Unilingual 1 911 42%
Unknown 896 0%
Top occupational groups, as a percentage of the Public Service Employment Act population for fiscal year 2018 to 2019
Occupational group Population as of March 31, 2019 Percentage of population as of March 31, 2019
AS – Administrative Services 925 18%
CO – Commerce 717 14%
EC – Economics and Social Science Services 687 13%
SG – Scientific Regulation 407 8%
Other 2 496 48%
Distribution by region, as a percentage of the Public Service Employment Act population for fiscal year 2018 to 2019
Region Population as of March 31, 2019 Percentage of population as of March 31, 2019
National Capital Region (NCR) 4 447 81%
Non-NCR 1 014 19%
Unknown 0 0
External indeterminate hires by top occupational groups, for fiscal year 2018 to 2019
Occupational group Number of indeterminate hiring activities Percentage of all indeterminate hiring activities
AS – Administrative Services 105 27%
EC – Economics and Social Science Services 65 16%
CR – Clerical and Regulatory 47 12%
CO – Commerce 40 10%
TI – Technical Inspection 35 9%
Other 104 26%
Total 396 100%
Percentage of staffing activities in the National Capital Region compared with all other regions by fiscal year
Fiscal year Percentage of staffing activities in the National Capital Region (NCR) Percentage of staffing activities in all other regions (Non-NCR)
2014 to 2015 81% 19%
2015 to 2016 82% 18%
2016 to 2017 86% 14%
2017 to 2018 88% 12%
2018 to 2019 89% 11%
Number and percentage of staffing activities by type of process and fiscal year
Fiscal year Non-advertised processes (excludes unknowns) Advertised processes % of Non- advertised processes
2014 to 2015 290 311 48%
2015 to 2016 284 421 40%
2016 to 2017 330 482 41%
2017 to 2018 551 635 46%
2018 to 2019 684 696 50%
Number and percentage of staffing activities by type of process and fiscal year
Fiscal year Promotions Lateral and downward movements Appointments to the public service (includes casuals and students) Acting appointments (excludes appointments of less than 4 months) Total
2014 to 2015  352 369 642 254 1 617
2015 to 2016 452 402 865 300 2 019
2016 to 2017  529 458 1 074 250 2 311
2017 to 2018 699 612 1 177 269 2 757
2018 to 2019 825 509 1 640 306 3 280
Staffing activities by tenure and fiscal year
Fiscal year Indeterminate staffing activities Term staffing activities Casual staffing activities Student staffing activities Total staffing activities
2014 to 2015 1 045 104 252 216 1 617
2015 to 2016 1 274 134 296 315 2 019
2016 to 2017 1 408 174 381 348 2 311
2017 to 2018 1 812 183 397 365 2 757
2018 to 2019 2 016 218 593 453 3 280

Key findings - Staffing and non-partisanship survey (2018)

Student staffing activities by recruitment program and fiscal year
Fiscal year Federal Student Work Experience Program Post-Secondary Co-op/Internship Program Research Affiliate Program Total
2014 to 2015 135 81 0 216
2015 to 2016 158 157 0 315
2016 to 2017 156 187 5 348
2017 to 2018 179 182 4 365
2018 to 2019 212 240 1 453
External indeterminate and term hiring activities: Post-Secondary Recruitment Program and former students by fiscal year
Fiscal year Post-Secondary Recruitment Program hires Hiring of former students
2014 to 2015 9 48
2015 to 2016 17 65
2016 to 2017 21 94
2017 to 2018 20 88
2018 to 2019 30 137

Hiring of former students includes indeterminate and term hires with experience in a federal student recruitment program within the last 10 years.

 
Internal time to staff for fiscal year 2018 to 2019 External time to staff for fiscal year 2018 to 2019
Internal time to staff is calculated as the number of calendar days between the opening date of the advertisement and the date of the first notification Innovation, Science and Economic Development Canada’s median internal time to staff for fiscal year 2018 to 2019 is 161 days
The median internal time to staff for the public service (organizations subject to the Public Service Employment Act) for fiscal year 2018 to 2019 is 176 days The data is insufficient for providing results on external process times for the Immigration, Refugees and Citizenship Canada
 
Number of calendar days The number of internal appointments for which the TTS-IA was within the specified number of calendar days for organizations subject to the Public Service Employment Act The number of internal appointments for which the TTS-IA was within the specified number of calendar days for the specified organization
0 calendar days 0 0
0 to 29 calendar days 15 0
30 to 59 calendar days 130 3
60 to 89 calendar days 277 6
90 to 119 calendar days 391 9
120 to 149 calendar days 367 15
150 to 179 calendar days 322 10
180 to 209 calendar days 278 7
210 to 239 calendar days 241 9
240 to 269 calendar days 165 1
270 to 299 calendar days 134 4
300 to 329 calendar days 107 0
330 to 359 calendar days 77 0
360 to 389 calendar days 61 1
390 to 419 calendar days 53 0
420 to 449 calendar days 51 2
450 to 479 calendar days 42 1
480 to 509 calendar days 40 4
510 to 539 calendar days 32 0
540 to 569 calendar days 24 0
570 to 599 calendar days 21 0
600 to 629 calendar days 11 0
630 to 659 calendar days 19 1
660 to 689 calendar days 3 0
690 to 719 calendar days 13 0
720 to 749 calendar days 6 0
750 to 779 calendar days 5 0
780 to 809 calendar days 8 0
810 to 839 calendar days 4 0
840 to 869 calendar days 10 0
870 to 899 calendar days 4 1
900 to 929 calendar days 5 0
930 to 959 calendar days 5 0
960 to 989 calendar days 3 0
More than 990 calendar days 23 0
 
Internal time to staff for fiscal year 2018 to 2019 External time to staff for fiscal year 2018 to 2019
External time to staff is calculated as the number of calendar days between the opening date of the advertisement and the date of the first estimated external hire Innovation, Science and Economic Development Canada’s median external time to staff for fiscal year 2018 to 2019 is 147 days
The median external time to staff for the public service (organizations subject to the Public Service Employment Act) for fiscal year 2018 to 2019 is 186 days The data is insufficient for providing results on external process times for the Immigration, Refugees and Citizenship Canada
 
Number of calendar days The number of external appointment processes for which the TTS-EA was within the specified number of calendar days for organizations subject to the Public Service Employment Act The number of external appointment processes for which the TTS-EA was within the specified number of calendar days for the specified organization
0 calendar days 0 0
0 to 29 calendar days 49 2
30 to 59 calendar days 82 5
60 to 89 calendar days 124 3
90 to 119 calendar days 160 5
120 to 149 calendar days 181 5
150 to 179 calendar days 179 2
180 to 209 calendar days 160 2
210 to 239 calendar days 139 3
240 to 269 calendar days 84 3
270 to 299 calendar days 73 4
300 to 329 calendar days 61 2
330 to 359 calendar days 41 1
360 to 389 calendar days 43 0
390 to 419 calendar days 49 0
420 to 449 calendar days 35 0
450 to 479 calendar days 22 1
480 to 509 calendar days 27 0
510 to 539 calendar days 17 0
540 to 569 calendar days 15 0
570 to 599 calendar days 14 0
600 to 629 calendar days 12 0
630 to 659 calendar days 7 0
660 to 689 calendar days 5 0
690 to 719 calendar days 7 0
720 to 749 calendar days 11 0
750 to 779 calendar days 3 0
780 to 809 calendar days 7 0
810 to 839 calendar days 2 0
840 to 869 calendar days 2 0
870 to 899 calendar days 0 0
900 to 929 calendar days 3 0
930 to 959 calendar days 1 0
960 to 989 calendar days 0 0
More than 990 calendar days 0 0

Technical notes:

Sources:

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