Sources of Federal Government and Employee Information (Info Source): Treasury Board Secretariat

Table of Contents

1. General Information

Introduction to TBS sources of federal government and employee information

TBS Sources of Federal Government and Employee Information provides information about the functions, programs, activities and related information holdings of government institutions subject to the Access to Information Act and the Privacy Act. It provides individuals and employees of the government (current and former) with relevant information to access personal information about themselves held by government institutions subject to the Privacy Act and to exercise their rights under the Privacy Act.

The Introduction and an index of institutions subject to the Access to Information Act and the Privacy Act are available centrally.

The Access to Information Act and the Privacy Act assign overall responsibility to the President of the Treasury Board (as the designated Minister) for the government-wide administration of the legislation.

Background

The Treasury Board is a Cabinet committee of the Queen’s Privy Council of Canada. It was established in 1867 and given statutory powers in 1869.

The Treasury Board is responsible for accountability and ethics; financial, personnel and administrative management; comptrollership; and approving regulations and most Orders-in-Council to the Governor in Council.

The formal role of the President is to chair the Treasury Board. The President carries out the responsibility for the management of the government by translating the policies and programs approved by Cabinet into operational reality and by providing departments with the resources and the administrative environment they need to do their work. The Treasury Board has an administrative arm, the Secretariat, which was part of the Department of Finance until it was proclaimed a separate department in 1966.

The legislative foundation for the Treasury Board and the Secretariat is the Financial Administration Act.

The Treasury Board of Canada Secretariat reports to Parliament through the President of the Treasury Board.

Responsibilities

As the administrative arm of the Treasury Board, the Secretariat has a dual mandate: to support the Treasury Board as a committee of ministers and to fulfil the statutory responsibilities of a central government agency. The Treasury Board is responsible for accountability and ethics, financial, personnel and administrative management, comptrollership, approving regulations and most Orders-in-Council. The formal role of the President is to chair the Treasury Board. The President carries out the responsibility for the management of the government by translating the policies and programs approved by Cabinet into operational reality. Please refer to our mandate, departmental plan and departmental results report for more information:

2. TBS Institutional Functions, Programs and Activities

1. Core Responsibility: Spending Oversight

Review spending proposals and authorities; review existing and proposed government programs for efficiency, effectiveness and relevance; provide information to Parliament and Canadians on government spending.

1.1. Oversight and Treasury Board Support

Program Description
The Secretariat considers and challenges spending proposals from federal organizations before presenting them to Treasury Board ministers. The Oversight and Treasury Board Support program performs due diligence reviews of Treasury Board Submissions and Memoranda to Cabinet in order to provide advice to Treasury Board regarding resource allocation, risks, and policy compliance. This work supports sound decision making, value for money, compliance with rules and policies, and alignment with Government of Canada priorities and objectives. In addition, this program provides strategic advice, guidance and support to federal organizations in their implementation and application of Treasury Board policies, and on government priorities, risk management strategies, and performance management.
Program Official
Chair, Program Sector Assistant Secretaries (PSAS)
Crown Corporations Centre of Expertise (CCCOE)
Description:

The Crown Corporations Centre of Expertise provides financial analysis, policy analysis, coordination and outreach on Crown corporations.

Financial analysis consists of expert advice through the review of financial statements, budgets, risks, performance, and associated TB submissions for 36 Crown corporations. Policy analysis involves providing advice to TBS and portfolio departments on corporate plans as well as supporting TB and senior officials through Crown corporations governance issue briefings and associated information. The Centre of Expertise also coordinates horizontal government-wide initiatives and reviews that are applicable to Crown corporations. Lastly, the Centre of Expertise reaches out to key actors in the Crown corporations community to exchange information and provide guidance on Crown Corporations issues.

Document Types:
Crown corporations governance, policy analysis, policy guidance, financial statement, budget, performance measurement, risk analysis, corporate plan, briefing note
Record Number:
TBS MP 100
Economic Sector
Description:
The Economic Sector supports the Treasury Board in its role as a management board and budget office by providing management oversight, advice on program and expenditure management, performance and risks for a group of portfolio departments (including agencies and Crown corporations). These portfolio departments include Agriculture and Agri-Food Canada, Fisheries and Oceans Canada, Natural Resources Canada, Transport Canada, Infrastructure Canada, Innovation, Science and Economic Development Canada, Statistics Canada, regional development agencies, and portfolio Crown corporations. The sector is composed of the Assistant Secretary’s office and two divisions: Resource Division and Industrial Division.
Document Types:

Advice provided to Cabinet committees; advice relating to documents on Crown corporations (corporate plans), Management Accountability Framework (MAF), Main and Supplementary Estimates, Governor General’s warrants, Annual Reference Level Update (ARLU), departmental capital and operating budgets, government-wide reviews, program integrity, audit and evaluation reports.

Record Number:
TBS MF 146
Government Operations Sector
Description:
The Government Operations Sector supports the Treasury Board in its role as a management board and budget office by providing management oversight, advice on program and expenditure management, performance and risks for a group of portfolio departments (including agencies and Crown corporations) such as the Privy Council Office, Department of Finance, Treasury Board Secretariat, Public Services and Procurement Canada, Shared Services Canada, and Canada Revenue Agency. The sector is composed of the Assistant Secretary’s office and two directorates: Government Acquisitions and Public Services Directorate (GAPS), and Central Agencies and Shared Services Directorate (CASS).
Document Types:
Briefing Notes, Correspondence, Letter, Decision Letter, Memorandum, Questions and Answers, Speaking Notes, Submission précis, Trackers. Advice: Advice provided to Cabinet committees; advice relating to various documents on Management Accountability Framework (MAF), Main and Supplementary Estimates, Governor General’s warrants, Annual Reference Level Update (ARLU), Reports on Plans and Priorities and Departmental Performance Reports, departmental capital and operating budgets, investment plans, government-wide reviews, program integrity, Departmental Results Frameworks and Program Inventories, audit and evaluation reports, research reports, committee deliberations and pension plans.
Record Number:
TBS MF 147
International Affairs, Security, and Justice Sector
Description:
The International Affairs, Security, and Justice Sector supports the Treasury Board in its role as a management board and budget office by providing management oversight, advice on program and expenditure management, performance and risks for a group of portfolio departments (including agencies and Crown Corporations) such as National Defence, Immigration, Refugees and Citizenship Canada, Justice, Public Safety, Canada Border Services Agency, Correctional Services Canada, and Global Affairs Canada. The sector is composed of the Assistant Secretary’s office and three divisions: Security and Justice Division, International Affairs and Development Division and Defence and Immigration Division.
Document Types:
Advice provided to Cabinet committees, advice relating to documents on Crown corporations (policies, guidance, forums, corporate plans), training, compensation, departmental corporations, mixed and joint enterprises, governance policies and best practices, small departments and agencies (guidance, initiatives, training networks), regulations, domestic and international trade, Management Accountability Framework (MAF), Main and Supplementary Estimates, Governor General’s warrants, Annual Reference Level Update (ARLU), Reports on Plans and Priorities and Departmental Performance Reports, departmental capital and operating budgets, government-wide reviews, program integrity, Management, Resources, and Results Structure and departmental Program Alignment Architecture, audit and evaluation reports, research reports, committees, conferences, meetings, and seminars-retreats, reviews of administrative tribunals, Governor in Council positions, pension plans, inventories, charts of federal organizations and the Government of Canada Workplace Charitable Campaign.
Record Number:
TBS MF 148
Social and Cultural Sector
Description:
The Social and Cultural Sector supports the Treasury Board in its role as a management board and budget office by providing management oversight of a portfolio of departments and agencies and advice on program and expenditure management, performance and risks. The sector is composed of the Assistant Secretary’s office and two divisions: Indigenous & Northern Affairs, Health and Veteran Affairs; and Employment and Social Development and Heritage. Portfolio departments include Employment and Social Development Canada, Health Canada, Public Health Agency of Canada, Veterans Affairs Canada, Indigenous Services Canada, Crown-Indigenous Relations and Northern Affairs Canada, Canadian Heritage, Parks Canada Agency, Women and Gender Equality Canada, portfolio Crown corporations and departmental agencies, and administrative tribunals.
Document Types:
Advice provided to Cabinet committees; submission précis and associated documents; regulations; Management Accountability Framework (MAF); Main and Supplementary Estimates; Governor General’s warrants; Annual Reference Level Update (ARLU); Reports on Plans and Priorities and Departmental Performance Reports; departmental capital and operating budgets; government-wide reviews; program integrity, Management, Resources, and Results Structure and departmental Program Activity Architecture; small departments and agencies (guidance, initiatives, training networks), advice relating to documents on Crown corporations (policies, guidance, corporate plans),  audit and evaluation reports; research reports; committees, conferences, training, compensation, governance policies and best practices, meetings, and seminars-retreats; Governor in Council positions, Government of Canada Workplace Charitable Campaign.
Record Number:
TBS MF 151
Treasury Board Submission Centre
Description:
Treasury Board submissions and related documents are confidences of the Queen’s Privy Council for Canada and excluded from the purview of the Access to Information Act and the Privacy Act.
Document Types:
Treasury Board Submissions, schedules, agendas, minutes, records of decisions, advice (précis), decision letters, attestations (Deputy Head and Chief Financial Officer attestations), briefing notes, correspondence, contact lists, trackers, forms, justifications and recommendations, presentations, procedures,  speaking notes, strategies, statistics,  summaries, tables, training materials, and routing slips in support of Cabinet committees: Treasury Board,  Expenditure Review committees, Strategic Review committees, Strategic and Operating Review committees.
Record Number:
TBS MF 120
Submissions to Treasury Board
Description:
This bank may contain personal information used for administrative purposes that is included in those submissions made by departments and agencies to the Treasury Board for the purpose of obtaining administrative, personnel, or other authorities that the Treasury Board is empowered to grant.
Class of Individuals:
This information relates to current and former employees of the public service and, in pension cases, their dependents and survivors.
Purpose:
The purpose of this bank is to record and maintain submissions made to the Treasury Board by departments and agencies concerning current or previous employees of a government institution. The information is used to present situations which by statute or specific direction require resolution by the Treasury Board.
Consistent Uses:
Information is used for decision-making purposes.
Retention and Disposal Standards:
Retained for three years and then transferred to Library and Archives Canada.
RDA Number:
97/028
Related Record Number:
TBS MF 120
TBS Registration:
003562
Bank Number:
TBS PCE 802

1.2. Expenditure Data, Analysis, Results and Reviews

Program Description
The Expenditure Data, Analysis, Results and Reviews Program has four core activities to support Parliament, namely: implementation of the Policy on Results; presentation of the government’s spending plan (expected and actual) through Estimates documents and GC InfoBase; ensuring that compensation decisions are informed by relevant analyses, and managing government-wide spending reviews. Through these activities the Program exercises an oversight and challenge role to ensure that government spending is effective in achieving tangible results and of good value for Canadians. It also provides leadership to make data on spending and performance easier to discover and use, both for accountability purposes and to instill a results-based decision-making culture. The program works in partnership with financial, performance measurement, and evaluation communities in other government organizations.
Program Official
Assistant Secretary, Expenditure Management Sector
Expenditure Analysis and Compensation Planning Division
Description:
The Expenditure Analysis and Compensation Planning Division (EACPD) is responsible for carrying out research and analysis on expenditure trends to support expenditure planning, resource allocation, and decision making. The division conducts research and analysis to support federal government compensation planning and collective bargaining and research in support of human resources policy development. EACPD also manages the Compensation Reserve, which is the source of funds for incremental increases to salaries and wages resulting from the collective bargaining process. In addition, EACPD prepares and maintains datasets on government-wide financial authorities and expenditures for release on the TBS and Open Data websites. The division is also responsible for GC InfoBase which provides all this information in an easy-to-use and dynamic format.
Document Types:
Advice, Agenda, Agreement, Application, Audit, Authority, Backgrounder, Briefing Notes, Business Case, Classification, Comments, Contact List, Correspondence, Dashboard, Dataset, Decision Letter, Directive, Estimates, Factsheet, Forecast, Framework, Justification, Legal Opinion, Letter, List, Memorandum of Understanding, Memorandum, Minutes, Notes, Plan, Policy Presentation, Procedure, Profile, Project Material, Proposal,Questions and Answers, Questionnaire, Rationale Recommendations, Registry, Report, Request, Review, Speaking Notes, Specification, Statistics, Still Images, Strategy, Summary, Tables, Template, Terms of Reference, Tool, Tracker, Training Material.
Record Number:
TBS EM 303
Expenditure Strategies and Estimates Division
Description:
The Expenditure Management Strategies and Estimates Division (ESED) is responsible for providing a whole-of-government view of expenditure management issues through liaison within the Secretariat and with other central agencies; timely provision of accurate expenditure framework data to the annual budget process; and providing consistent, strategic and reliable advice on Treasury Board reserve management. The ESED is also responsible for the process of obtaining parliamentary approval of appropriation acts by preparing the government’s Main and Supplementary Estimates; the review and analysis of resource requirements of Treasury Board submissions and recommendations to the Treasury Board; the confirmation of parliamentary authorities for publication in the annual Public Accounts; recommendations for allocations from Treasury Board’s central government votes; and preparing government responses to parliamentary committees with regard to the scrutiny of Estimates and the supply process.
Document Types:
Advice, Attestation, Briefing Notes, Checklist, Comments, Contact List, Correspondence, Dataset, Estimates, Form, Letter, Memorandum, Notes, Presentation, Procedure, Rationale, Recommendations, Report, Routing Slip, Speaking Notes, Submission, Tables, Template, Tool, Tracker, Training Material.
Record Number:
TBS EM 304
Results Division
Description:
The Results Division (RD) is the government policy centre for the Treasury Board Policy on Results.  The division is also responsible for managing government-wide spending reviews. RD undertakes policy development, provides interpretation and advice to support departments implementing the policy, and monitors policy implementation. The division provides government-wide functional leadership and capacity building for performance measurement and evaluation, including capacity building and advice and guidance in the conduct, use and advancement of evaluation practices. RD also provides guidance and support for the development and tabling of Part III of the Estimates, which comprise Departmental Plans and Departmental Results Reports. The division collects information from departments on planned and actual financial and human resources and results to provide access to results and expenditure information and support analytical capacity for expenditure management. As part of the annual Management Accountability Framework assessment process, RD conducts assessments of departmental management practices and performance where they intersect with the Policy on Results.  RD conducts research and policy analysis to support the design and operation of spending review processes, including departmental and horizontal spending reviews, and advises on the use of results information in spending reviews and in parliamentary review of spending plans. Within RD, the Central Performance and Impact Assessment Unit also promotes the use of impact assessment methods for the Government of Canada’s business innovation and growth support programs.
Document Types:
Action Plan, Advice, Agenda, Assessment, Backgrounder, Briefing Notes, Comments, Contact List, Correspondence, Dataset, Directive, Estimates, Exemption, Factsheet, Forecast, Framework, Guide, Letter, Memorandum of Understanding, Memorandum, Minutes, Notes, Plan, Policy, Presentation, Procedure, Questions and Answers, Questionnaire, Recommendations, Report, Review, Routing Slip, Speaking Notes, Speech, Statistics, Strategy, Submission, Summary, Tables, Template, Terms of Reference, Tool, Tracker, Training Material.
Record Number:
TBS FM 407

2. Core Responsibility: Administrative Leadership

Lead government-wide initiatives; develop policies and set the strategic direction for government administration related to service delivery and access to government information, as well as the management of assets, finances, information and technology.

2.1. Financial Management Policies and Initiatives

Program Description
The Financial Management Sector (FMS) plays a lead role in supporting the Office of the Comptroller General’s commitment to strengthening financial management, oversight, and reporting within the Government of Canada. FMS continues to lead efforts to ensure the availability of appropriate frameworks, policies, and guidance on financial management across the federal public service and also to ensure the use of appropriate accounting standards for timely, complete, and accurate financial reporting across government. To this end, FMS continues its efforts to strengthen the financial management policy suite and improve financial operations, information, practices, and reporting across government to support better decision-making. FMS also strengthens the professional capacity of the financial management community throughout the public service through a range of capacity building initiatives.
Program Official
Assistant Comptroller General, Financial Management Sector
Document Types:
Action Plan, action request, advice, agenda, authority, backgrounder, briefing notes, business case, dashboard, dataset, decision letter, directive, disclosure, exemption, factsheet, forecast, form, framework, guide, guideline, invitation, justification, opinion, letter, list, memorandum of understanding, memorandum, minute, note, policy, presentation, procedure, profile, project material, proposal, questions and Answer, questionnaire, rationale, recommendations, record of decision, registry, report, request, review, speaking notes, specification, speech, statement, statistics, strategy, submission, summary, tables, template, terms of reference, tool, tracker, training material, advice, agenda, agreement, audit, checklist, correspondence, routing slip, training material.
Record Number:
TBS FM 404
Financial Management Policy
Description:

Through the Financial Management Policy sub-program, the Secretariat provides direction to federal organizations on proper stewardship of taxpayers’ dollars and government assets. The sub-program works to strengthen financial management, across the federal public service. The sub-program objective is to promote sound stewardship and value-for-money and provide direction on standardizing the management of public resources, including in the areas of financial management, across the Government of Canada.

This sub-program provides policy direction and leadership to departments by developing and maintaining policies, guidance and practices; monitoring departmental performance and compliance; and helping improve the overall efficiency of government operations. This includes community development, learning and outreach activities.

The primary legislation issuing program authority is the Financial Administration Act.

Document Types:
Action plan, action request, advice, agenda, agreements, audits, backgrounder, briefing notes, business case, checklist, dashboard, dataset, decision letter, directive, disclosure, exemption, factsheet, forecast, form, framework, guide, guideline, invitation, justification, legal opinion, letter, list, memorandum of understanding, memorandum, minutes, notes, policy, presentation, procedure, profile, project material, proposal, questions and answers, questionnaire, rationale, recommendations, record of decision, report, request, review, routing slip, speaking notes, speech, statement, statistics, strategy, submission, summary, tables, template, terms of reference, tool, tracker, training material.
Record Number:
TBS FM 409
Financial Management Community Development
Description:
Provides strategic direction and coordination of key initiatives for community development and capacity building for the financial management community. Supports the communities by coordinating recruitment activities, mobility, career progression, training and learning, and professional development.
Document Types:
Action Plan, Advice, Agenda, Application, Assessment, Attestation, Backgrounder, Biography, Briefing Notes, Business Case, Certificate, Checklist, Classification, Comments, Complaint, Contact List, Correspondence, Dashboard, Decision letter, Factsheet, Forecast, Form, Framework, Guide, Guideline, Invitation, Letter, List, Memorandum of Understanding, Memorandum, Minutes, Notes, Plan, Presentation, Procedure, Profile, Proposal, Questionnaire, Questions and answers, Recommendations, Record of Decision, Routing Slip, Speaking Notes, Speech, Strategy, Summary, Tables, Template, Terms of Reference, Tool, Tracker, Training Material
Record Number
TBS FM 408
Financial Officer/Internal Auditor Recruitment and Development (FORD/IARD)
Description:
This bank contains personal information such as name, address, telephone number, personal email address, first language, SLE results if applicable, employment equity, proof of citizenship, employment history, classification, proof of education including transcript results, curriculum vitae, competency validation assessment, and interview assessment.
Class of Individuals:
Recent university graduates applying as participants to the FORD/IARD Program through the Public Service Commission of Canada’s post-secondary recruitment campaign, and individual public servants qualifying for a promotion following the completion of the FORD program.
Purpose:
The bank maintains an inventory of qualified university graduates to fill entry -level financial officer and internal auditor positions in departments and agencies across the federal government, and to staff promotional positions as part of the overall talent management strategy.
Consistent Uses:
The bank is used for the recruitment, appointment, training, and general administration of the FORD/IARD Program. It is also used for historical and statistical purposes.
Retention and Disposal Standards:
Records on participants are retained for three years and then destroyed. Retention and disposal of records on recruitment, the screening process, and rejected applications will be established when a new records disposition authority is received from Library and Archives Canada.
RDA Number:
Under development
Related Record Number:
TBS FM 408
TBS Registration:
005048
Bank Number:
TBS PPU 030
Costing, Charging and Grants & Contributions
Description:
Provides advisory role to TB Ministers and Departments regarding, costing, charging and fees, and transfer payment programs and initiatives. Contributes to building capacity through guidance, documents, challenge, and training.
Document Types:
Action Plan, Action Request, Advice, Agenda, Authority, Backgrounder, Briefing Notes, Business Case, Dashboard, Dataset, Decision Letter, Directive, Disclosure, Exemption, Factsheet, Forecast, Form, Framework, Guide, Guideline Invitation, Justification, Opinion, Letter, List, Memorandum of Understanding, Memorandum, Minutes, Notes, Policy, Presentation, Procedure, Profile, Project Material, Proposal, Questions and Answers, Questionnaire, Rationale, Recommendations, Record of Decision, Registry, Report, Request, Review, Routing Slip, Speaking Notes, Specification, Speech, Statement, Statistics, Strategy, Submission, Summary, Tables, Template, Terms of Reference, Tool, Tracker, Training Material.
Record Number:
TBS FM 411
Transfer Payments (Grants & Contributions)
Description:
Supports TB by providing advice, interpretation and assessment of compliance with the Policy and Directive on Transfer Payments. Also supports departmental capacity through the development of Guidance materials and renewal of policy instruments.
Document Types:
Action Plan, Action Request, Advice, Agenda, Authority, Backgrounder, Briefing Notes, Business Case, Dashboard, Dataset, Decision Letter, Directive, Disclosure, Exemption, Factsheet, Forecast, Form, Framework, Guide, Guideline, Invitation, Justification, Opinion, Letter, List, Memorandum of Understanding, Memorandum, Minutes, Notes, Policy, Presentation, Procedure, Profile, Project Material, Proposal, Questions and Answers, Questionnaire, Rationale, Recommendations, Record of Decision, Registry, Report, Request, Review, Routing Slip, Speaking Notes, Specification, Speech, Statement, Statistics, Strategy, Submission, Summary, Tables, Template, Terms of Reference, Tool, Tracker.
Record Number:
TBS FM 412
Cost Assessment Operations and Charging
Description:
Supports TB and senior management by conducting a review and challenge function of cabinet documents and providing strategic assessment and advice with respect to costing, charging and fees. Provides advice, interpretation, direction, and training support to departments and agencies on directives and guidance related to costing and charging including the Service Fees Act.
Document Types:
Authority, Advice, Attestation, Briefing Notes, Business Case, Checklist, Directive, Guide, Guideline, Policy, Legal Opinion, Presentations, Proposal, Questions and Answers, Rationale, Report, Recommendations, Review, Submission, Template, Tool, Training Material.
Record Number:
TBS FM 413
Advanced Cost Estimating Practices
Description:
Develops policy instruments, advises departments and agencies, and assesses the credibility of cost estimates for complex projects and programs in the GoC.
Document Types:
Advice, Assessment, Dataset, Guide, Guideline, Policy, Presentation, Questions and Answers, Recommendations, Review, Report, Tool, Training Material.
Record Number:
TBS FM 414
Horizontal Fixed Asset Review Sector
Description:
Horizontal Fixed Asset Review (the Review) Sector was established in 2017 to undertake a three-year horizontal review of federal fixed assets (e.g., lands, buildings, bridges, military bases, laboratories). The Review has aimed to identify ways to enhance or generate greater value from government assets. The Review has assessed the federal fixed asset portfolio through an asset class lens (e.g., science and technology, office, engineering, security and safety) while also examined horizontal issues trending across the portfolio (e.g., custody model, funding sustainability, portfolio management). Twenty-seven federal departments and agencies have been reviewed (Crown corporations were not in scope). A Final Report of the Review is expected in 2020.
Document Types:
Action plan, advice, agenda, backgrounder, biography, contact list, dashboard, dataset, factsheet, framework, guide, minutes, notes, presentation, profile, project material, proposal, questions and answers, questionnaire, recommendations, record of discussion, report, routing slip, speaking notes, summary, tables, template, terms of reference, tracker.
Record Number:
TBS FM 403
Pay Policies and Administration
Description:
Information on advice, interpretation, direction, and training support provided to departments of the core public administration on pay administration rules, regulations, and policies and directives such as terms and conditions of employment. It also contains information about the review of pay administration policy instruments for the Policy Renewal Initiative, including information on the following: terms and conditions of employment, pay, leave with or without pay, and salary administration. This unit provides strategic assessment and advice on pay administration to senior management.
Document Types:
Pay-(PA)-pay administration-associations (unions), committees, labour disruptions (strikes), monitoring-reports and statistics, pay administration coordination section (PACS)-pay system-development-projects, operations and maintenance, policy interpretation-allowances-entitlement codes, allowances and extra duty, deductions-deduction codes, guides and manuals, regulations and procedures, salaries and compensation; payroll deductions-check-off of union dues-Public Service Alliance of Canada (PSAC).
Record Number:
TBS GW 500

2.2. Digital Policy

Program Description

In order to support its operations, the Government of Canada requires standardized direction and requirements concerning the management of its information, information technology, services, access to information, privacy and security. This is especially important as the completion of government processes are increasingly becoming digitally enabled.

The Digital Policy program sets the strategic direction and develops the policies in these areas for government institutions, departments and agencies, as applicable.  The program is also responsible for GC wide plans and activities in support for/of Open Government.

The program supports its areas of management by establishing government wide governance, setting management requirements and expectations, overseeing compliance and performance, conducting research and providing strategic advice, and by providing departments with policy implementation guidance and support, training and development, and GC wide tools, systems and services.

Program Official
Assistant Secretary, Digital Policy and Services
Digital Policy
Description:
The Digital Policy Division (DPD) provides policy stewardship for the Policy on Service and Digital suite of instruments. It undertakes policy research, develops and issues policy instruments in support of digital government and OCIO’s mandate, and reviews TB Subs, MCs, and concept cases related to service and digital. It provides oversight related to the Policy on Service and Digital, including the annual MAF assessments. DPD is the lead policy center for service management, information management and accessibility, providing research, administrative and strategic policy, data and statistical analysis, including the management of the GC Service Inventory, related dashboards and various client satisfaction surveys. It engages with and provides support to the GC service, IM, and accessibility functional communities.
Document Types:
Agendas, minutes, meeting materials, policies and policy instruments legal opinions, memoranda, standard operating procedures, event planning material, correspondence related to the provision of policy on service and digital interpretation, advice and guidance, consultation and training material, data sets and performance information related to service and digital, dashboards and other data visualization documents, public and GC enquiries and related responses, frameworks related to performance management including key performance indicators, departmental results and assessments related to the service and digital Area of Management within the Management Accountability Framework, divisional feedback related to TB Submissions and related documents, community contacts.
Record Number:
TBS MF 127
Access to Information Policy
Description:
Activities relating to Access to Information Policy include analysis and policy development in relation to the Access to Information Act and the administration of policies and directives for access to information requests and proactive publication under the Act on behalf of the President of the Treasury Board, ensuring consistent application of policies, and providing ongoing advice, interpretation and training to government institutions. Activities also include exercising oversight and publishing government-wide information about programs and information holdings of government institutions under the Access to Information Act; as well as preparing and publishing an annual report on the government-wide administration of the access to information program. Activities further include performance measurement to support and inform Access to Information Policy, and community enablement activities to maintain a well-informed and competent workforce able to properly administer the Access to Information Act and related policy instruments.
Document Types:
Action Plan, Action Request, Advice, Affidavit, Affirmation, Agenda, Agreement, Amendment, Application, Assessment, Attestation, Audit, Authority, Backgrounder, Biography, Briefing Notes, Business Case, Certificate, Checklist, Classification, Comments, Complaint, Contact List, Correspondence, Dashboard, Dataset, Decision Letter, Directive, Disclosure, Estimates, Exemption, Factsheet, Forecast, Form, Framework, Guide, Guideline, Invitation, Justification, Legal Opinion, Letter, List, Memorandum of Understanding, Memorandum, Minutes, Notes, Notice, Plan, Policy, Presentation, Procedure, Profile, Project Material, Proposal, Questions and Answers, Questionnaire, Rationale, Recommendations, Record of Decision, Report, Request, Review, Routing Slip, Speaking Notes, Speech, Statement, Statistics, Still Images, Strategy, Submission, Summary, Tables, Template, Terms of Reference, Tool, Tracker, Training Material.
Record Number:
TBS MF 121
Privacy Policy
Description:
Activities relating to Privacy Policy include analysis and policy development in relation to the Privacy Act, the administration of privacy policy instruments on behalf of the President of the Treasury Board, ensuring consistent application of policies, and providing ongoing advice, interpretation and training to government institutions. Activities also include supporting the Privacy Act, encompassing the approval and registration of personal information banks in accordance with the Privacy Act, and publishing an index of personal information banks. An annual report relating to government-wide statistics on the administration of the Privacy Act is also published. Activities further include performance measurement to support and inform Privacy Policy, community enablement activities to maintain a well-informed and competent workforce able to properly administer the Privacy Act and related policy instruments, the implementation of the Privacy Breach Action Plan and government-wide leadership of the management of privacy breaches.
Document Types:
Action Plan, Action Request, Advice, Affidavit, Agenda, Amendment, Application, Assessment, Audit, Authority, Backgrounder, Biography, Briefing Notes, Business Case, Certificate, Checklist, Classification, Comments, Complaint, Contact List, Correspondence, Dashboard, Dataset, Decision Letter, Directive, Disclosure, Estimates, Factsheet, Forecast, Form, Framework, Guide, Guideline, Invitation, Justification, Legal Opinion, Letter, List, Memorandum of Understanding, Memorandum, Minutes, Notes, Plan, Policy, Presentation, Procedure, Profile, Project Material, Proposal, Questions and Answers, Questionnaire, Rationale, Recommendations, Record of Decision, Registry, Report, Request, Review, Routing Slip, Speaking Notes, Speech, Statement, Statistics, Strategy, Submission, Summary, Tables, Template, Terms of Reference, Tool, Tracker, Training Material.
Record Number:
TBS MF 125
Access to Information And Privacy (ATIP) Community Awards For Excellence
Description:
This bank describes information that is related to individuals within the federal government who are or were members of the Access to Information and Privacy (ATIP) Community and who have been nominated for awards under the ATIP Community Awards for Excellence initiative. The personal information may include: biographical information, contact information, views and opinions of or about individuals, in support of meritorious contributions related to nominees’ duties or accomplishments in accordance with the ATIP Community Awards for Excellence criteria.
Class of Individuals:
Past and present employees of the ATIP Community or other individuals who have been nominated for awards under the ATIP Community Awards for Excellence initiative.
Purpose:
The personal information is used to determine eligibility of individuals who have been nominated and bestow awards to individuals who have been selected under the ATIP Community Awards for Excellence initiative. Personal information is collected pursuant to section 11.1(1)( j) of the Financial Administration Act.
Consistent Uses:
The information may be used for the following purposes: to establish precedents for the ATIP Community Awards for Excellence and to provide an audit trail for the selection process.
Retention and Disposal Standards:
Records will be retained for 10 years and then destroyed.
RDA Number:
2010/001
Related Record Number:
TBS MF 125
TBS Registration:
005082
Bank Number:
TBS PCE 704
Access to Information Act Review
Description:
Activities relating to the Access to Information Act Review include analysis and option development across three streams of examination: reviewing the legislative framework of the Access to Information Act; opportunities to improve proactive publication to make information openly available; and assessing processes and systems to improve service and reduce delays. Activities also include engagement with the public and target stakeholders, audiences, Indigenous groups, and the federal institutions subject to the Access to Information Act on topics across the three streams of analysis. The final activity is drafting a report with recommendations for improving access to information, which is to be submitted to the President of the Treasury Board for tabling in Parliament.
Document Types:
Action Plan, Action Request, Advice, Agenda, Agreement, Amendment, Assessment, Authority, Backgrounder, Biography, Briefing Notes, Business Case, Checklist, Classification, Comments, Contact List, Correspondence, Dataset, Estimates, Exemption, Factsheet, Forecast, Form, Framework, Guide, Invitation, Justification, Legal Opinion, Letter, List, Memorandum of Understanding, Memorandum, Minutes, Notes, Plan, Policy, Presentation, Procedure, Profile, Project Material, Proposal, Questions and Answers, Questionnaire, Rationale, Recommendations, Record of Decision, Report, Request, Review, Routing Slip, Speaking Notes, Speech, Statement, Statistics, Strategy, Submission, Summary, Tables, Template, Terms of Reference, Tool, Tracker, Training Material.
Record Number:
TBS MF 129
Security Policy
Description:
Security Policy Division is responsible for developing, implementing and managing Government of Canada security policy instruments, including performance measurement and oversight for a whole-of-government approach to security, through guidance related to eight security controls. As well as providing strategic oversight and coordination for Security Event Management and providing leadership to the GC Security functional community through governance and Community fora. The Division is also the Lead Security Agency for the Security Screening security control, which involves providing advice and guidance in the application of the Standard on Security Screening for all individuals employed by the Government of Canada.
Document Types:
Agendas, minutes, meeting materials, policies, legal opinions, memoranda, personal information bank, standard operating procedures, event planning material, correspondence related to the provision of Security policy interpretation, advice and guidance, training material, statistical information on the number and types of enquiries submitted, frameworks related to performance management including key performance indicators, departmental results and assessments related to the Security Area of Management within the Management Accountability Framework, divisional feedback related to TB Submissions and related documents, contacts database of senior security officials and security functional specialists, and material privacy breach reports.
Record Number:
TBS MF 133
Open Government
Description:
The Open Government Division provides advice on strategic direction and priorities to advance open government for the Government of Canada; coordinates implementation of open government across the GC and with provinces, territories and international partners; plans and executes outreach and engagement to understand the demands and needs of external clients and stakeholders; develops and maintains Canada’s Open Government Portal, Open Government Registry and Access to Information and Privacy (ATIP) Online Request Service; and establishes business and functional requirements that meet needs of legislated proactive publications, open data and open information. Records include information created, collected, and managed by the Open Government Division, including information directives, standards, guidelines, principles, best practices, governance, training and accountability structures related to Open Government, Open Government Portal, Open Government Registry and digital services related to access to information and personal information requests.
Document Types:
Strategies and plans; framework for the management of open data and open information; research summaries, consultation data and reports; blogs, correspondence, memoranda, briefing notes, presentations, policies, directives, standards, guidelines, evaluations, procedures, reports and responses to parliamentary committees and agents of Parliament pertaining to open government; planning materials for events, documentation for internal and external consultations, working groups and committees, agendas, meeting minutes, records of discussion within the domestic and international Open Government and Access to Information and Privacy (ATIP) communities, Open Government Director General committee, Open Government Working Group, Canada Open Government Working Group; contacts database; community outreach and communications services, project plans, business requirements documents, technical documentation, training guides, correspondence supporting the delivery of advice and guidance to federal institutions on the use of the Open Government Portal and Registry and ATIP Digital Services; program business design service, portal system analytics and statistics; visualizations; map gallery; metadata service.
Record Number:
TBS MF 126
Strategic Policy and Planning
Description:
The Strategic Policy and Planning team manages internal priorities and planning, surge projects, committees, as well as service legislation and policy in the Office of the Chief Information Officer. The team provides support on Deputy Minister Committees to the Secretary and committee co-chairs in relation to identifying enterprise-wide priorities and key services, and provides direct support to the CIO and Ministers.
Document Types:
Action Plan, Action Request, Advice, Agenda, Agreement, Backgrounder, Briefing Notes, Comments, Contact List, Correspondence, Dashboard, Dataset, Decision Letter, Directive, Form, Framework, Guide, Guideline, Invitation, Letter, List, Memorandum of Understanding, Memorandum, Minutes, Notes, Plan, Policy, Presentation, Procedure, Project Material, Proposal, Questions and Answers, Questionnaire, Rationale, Recommendations, Record of Decision, Report, Request, Review, Routing Slip, Speaking Notes, Strategy, Submission, Summary, Tables, Template, Terms of Reference, Tracker, Training Material.
Record Number:
TBS MF 119

2.3. Digital Strategy, Planning, and Oversight

Program Description

As the growth of processes conducted over information systems continues, the Government of Canada is responsible for setting strategic direction and enabling continual improvement of information technology, information management, and cyber-security for government departments and agencies.

The Digital Strategy, Planning, and Oversight program supports the achievements of the Government of Canada’s enterprise digital transformation objectives and enables departments to meet priorities by providing enterprise strategic planning and digital investment oversight and supporting cyber security and digital enablement initiatives and activities.

The program focuses on next generation technology, core technology, enterprise architecture of back office applications and infrastructure (including enterprise security architecture), IT expenditure, application portfolio management, IT planning, digital project oversight and project portfolio management, digital tools and ecosystems, digital identity, enterprise cyber security risk management, and cyber security event management. Through encouraging collaboration between government institutions, engaging other governments (domestic and international), providing leadership and establishing governance, developing, monitoring and overseeing departmental policy compliance and project management performance, and developing communities through learning and outreach activities, the program supports advancements in all these focus areas.

Program Official
Chief Technology Officer, Office of the Chief Information Officer
Enterprise Strategic Planning
Description:
Enterprise Strategic Planning (ESP) provides enterprise (GC) wide leadership by providing guidance, technology direction, and policy implementation for Enterprise Architecture and Core Technology by collecting records from departmental architectures and proposals and maintaining records on the results of architectural assessments. ESP leads the review of collected GC Data strategies and are responsible for the GC data and artificial intelligence (AI) policy instruments. In support of the prioritization and planning processes is the GC Enterprise IT Portfolio management which collects information on departmental IT plans and business applications through the GC Application Portfolio Management (APM) Program.
Document Types:
Agendas, records of decision and meeting materials related to Government of Canada Enterprise Architecture Review Board (GC EARB), and Communities of Practice (COP) for Enterprise Architecture, Enterprise Data; Artificial Intelligence; Cloud; and Open Source, architecture assessments, strategy papers, position papers, reports, statistics, assessment tools, procedures, guidance materials, and presentations related to Enterprise Architecture, core technology, cloud migration, application modernization, data, artificial intelligence, IT plans, IT expenditures, and Application Portfolio Management (APM).
Record Number:
TBS FM 410
Cyber Security
Description:
The Cyber Security Division provides leadership, direction and oversight for cyber security and digital identity for the GC enterprise at large. This includes developing strategy and establishing enterprise security architecture to align with GC business objectives, issuing direction and guidance to enable a whole-of-government approach and a consistent enterprise-wide security posture, overseeing implementation of GC cyber security practices to ensure that GC information and assets are managed and protected from cyber threats, performing continuous monitoring of cyber risks, and engaging with partners (across jurisdictions) to ensure execution of strategic vision. This division also plays a key role in enabling digital government as policy lead providing enterprise direction for Pan-Canadian Digital ID and supporting IT security risk management practices that enables the trusted delivery of secure and reliable services to Canadians. In addition, a key responsibility for this division is providing strategic oversight and direction in the GC cyber security event management process, ensuring that events are effectively coordinated in order to support decision-making and minimize potential impacts and losses to the GC.
Document Types:
Agendas, records of decision and meeting materials related to Government of Canada Security Infrastructure Strategic Management Committee (GCSI SMC), Director General Information Technology Security Tripartite (DG ITST), Trusted Digital Identity Committee (TDIC) and Identity Management Sub-Committee (IMSC); strategic direction, vision, security architectures, design patterns, security requirements, guidelines, position papers, backgrounders, reports, statistics, assessment tools, templates, procedures, guidance materials, presentations and project documentation related to GC cyber security, IT security risk management, or digital identity priorities; post-mortems and lessons learned related to significant cyber events.
Record Number:
TBS FM 415
Digital Investment and Oversight
Description:
It serves as the centre of expertise in project/programme management, oversight, and governance practices for digital business projects/programmes. Program components include: Business Intelligence and Investment Advice, to ensure digitally enabled business projects/programmes are well-conceived and effectively planned from the outset, prior to coming to TB for approval, via briefings on MCs and responses to Concept Cases; Policy & Enablement, to guide and enable departments to adopt effective project/programme governance and management Practices for digitally enabled business projects/programmes; TB Submission Reviews and Ministerial Briefings, to ensure the conditions for success are Present at the time of a TB submission for digitally enabled business and ensure a strategic OCIO review of TB submissions with digital implications; Ongoing Project/Programme Oversight (Assurance), to ensure effective project management and Governance practices are consistently applied throughout the life of high-risk projects/programmes; and Performance Analytics and Reporting, to provide key decision makers (e.g., Treasury Board) with a portfolio view of the most complex and/or high-risk digitally enabled business project/programme investments from across the GC with the aim of enabling informed decision making.
Document Types:
Project Information for projects under TBS Oversight (scope, schedule, financial, risks, issues, priority, capability, department, sponsor), Dashboard, Advice, Authority, Backgrounder Affirmation, Agenda, Amendment, Assessment, Attestation, Briefing Notes, Business Case, Checklist, Comments, Contact List, Correspondence, Dataset, Decision Letter, Estimates, Exemption, Forecast, Rationale, Recommendations, Strategy, project proposal, material, Concept Case information (department, concept case name, defined problem, priority, capability), Request Review, Strategy, comments, recommendations, project proposal, material, Treasury Board Files (Submissions, Memorandum to Cabinet, Project Complexity Risk Assessment, Investment Plans) tracking of (total value, department, name, date) Briefing Notes, Business Case Comments, Contact List, Correspondence, Dataset, Decision Letter, Estimates Exemption, Forecast, Agreement Authority, Backgrounder, Briefing Notes, Business Case, Checklist, Memorandum Strategy, recommendations, project material, proposal, Record of Decision.
Performance Analytics:
Framework, Guide, Invitation, List Notes, Presentation, Record of Decision, Report, Speaking Notes Project Material, Dashboard, Advice, Rationale, Recommendations, Statistics, Data sets, Plan, Presentation, Procedure Profile, Project Material, Proposal, Tracker, Training Mate
Policy & Enablement:
Memorandum of Understanding Guideline, Plan, Procedure, Request Review Policy, Questions and Answers, Tool, Tracker Training Material, Agenda, recommendations.
Record Number:
TBS FM 130
Digital Enablement
Description:
The Digital Enablement Division enables digital government by ensuring enterprise digital platforms are in place to facilitate internal public service operations as well as service delivery to Canadians. This is accomplished through exercising strategic leadership, horizontal governance, creative experimentation and the adoption of product management practices for platforms related to information management, digital collaboration, system interoperability and service delivery.
Document Types:
Briefing documents, process documents, trackers, agreements, terms of reference, project proposals, memoranda, procedures, legal opinions, plans, submissions, reports, agendas, records of decision, correspondence, strategies, user profiles, still images, notes and user training materials.
Record Number:
TBS MF 140
Core Services Enablement
Description:
The Core Services Enablement Team (CSET) supports newly created DM Core Services Committee. The CSET: provides expert knowledge, advice and recommendations to the Core Services Committee, and leads deputies on proposed approaches and options, risk assessment, mitigation, and operational matters; works within Treasury Board Secretariat, and with other central agencies and implicated departments, to identify solutions, alternative controls, and facilitation of exemptions and/or exceptions; and, provides dedicated and embedded resources to departmental teams under the mandate of the DM Core Services Committee to ensure ‘on the ground’ support. CSET, in collaboration with implicated departments, is working to identify opportunities to address systemic challenges for targeted transformation initiatives; and CSET is developing, in collaboration with implicated departments, TBS sectors, and Department of Finance, a framework for implementing a milestones-based approach for access to funding.
Document Types:
Agendas, records of decision, meeting materials, placemats, briefing documents, presentations, correspondence.
Record Number:
TBS FM 416
Digital Change
Description:
Digital Change is responsible for four core areas of work: supporting the recruitment, development and recognition of the GC’s digital talent; building the platform for finding and managing GC’s digital talent; sharing digital best practices across Canada and the world and increasing gender equality in tech; and supporting the adoption of the Government of Canada’s Digital Standards.
Document Types:
Action Plan, Application, Assessment, Attestation, Backgrounder, Biography, Briefing Notes, Certificate, Checklist, Comments, Contact List, Correspondence, Dashboard, Directive, Exemption, Forecast, Form, Framework, Guide, Guideline, Invitation, Letter, List, Memorandum of Understanding, Memorandum, Minutes, Notes, Plan, Presentation, Procedure, Profile, Project Material, Proposal, Questions and Answers, Questionnaire, Rationale, Recommendations, Record of Decision, Report, Request, Review, Routing Slip, Speaking Notes, Speech, Still Images, Strategy, Tables, Template, Terms of Reference, Tool, Tracker, Training Material.
Record Number:
TBS FM 417
Talent Cloud
Description:
This bank describes information that is used by the Talent Cloud platform for staffing activities using the Talent Cloud platform. Personal information may include name, contact information, social media profiles, biographic information, workplace preferences and opinions, citizenship status, veteran status, employment equity information, official language preference, general language preference, employment history, education history, relevant biographic experiential information, personal values, self-assessed competencies, reference names, reference contact information, applicant views and opinions, and applicant work samples.
Classes of individuals:
Individuals who apply for employment via Talent Cloud and federal institution hiring managers and human resource advisors.
Purpose:
Personal information is used to administer recruitment and staffing activities in Talent Cloud’s partner departments. Personal information is collected pursuant to sections 7(1) of the  Financial Administration Act, section 15(1), 29 and 30 (1), (2), and (3) of the  Public Service Employment Act and section 5 of the  Employment Equity Act.
Consistent uses:
Personal information may also be used and disclosed in aggregate for non-administrative purposes including program evaluations, audits, research, reporting, statistical analysis. This personal information may be disclosed to the Public Service Commission Investigations Directorate (see PSC PPU 010) in accordance with section 6 of the  Public Service Employment Act.
Retention and disposition standards:
Applicant information will be retained for five years by TBS. Applicant and management profile information on Talent Cloud will be retained for two years following the last administrative action. Applicants and managers will be notified of when their profile information is to be disposed. Job opportunities will remain. For information on the retention and disposition of this information by partner institutions contact the institution's Access to Information and Privacy Coordinator.
RDA Number:
2015/001
Related Record Number:
TBS FM 417
TBS Registration:
20180051
Bank Number:
TBS PPU 095

2.4. Management Accountability Framework

Program Description
The Management Accountability Framework (MAF) is an annual performance measurement tool focused on management practices across 63 departments and agencies across the GC (as of December 2019). Since its inception in 2003, MAF is used to set management expectations, measure performance across key areas of management, hold deputy heads accountable for organizational management, and support continuous improvement of management practices within departments. The assessments under MAF are ultimately intended to ensure that departments are undertaking the management practices to fulfil its organizational priorities and departmental mandates.
Program Official
Assistant Secretary, Priorities and Planning
Management Accountability Framework Directorate
Description:

MAF is a framework for management excellence that supports the annual assessment (accessible only on the Government of Canada network) of policy compliance and management  performance in most Government of Canada departments and agencies.

MAF sets out expectations for sound public sector management, to support the management accountability of deputy heads and improve management practices across government. It seeks to obtain an organizational and government-wide view of the state of management practices and performance in order to identify areas of management strength and areas that require attention. The assessment encourages certain evolving practices and nudges management behavior in support of the continuous improvement of management capabilities, effectiveness, and efficiency government-wide.

MAF assessment results are used by a variety of stakeholders including:

  • Privy Council Office (PCO) as input to the annual Performance Management Program for Deputy Heads;
  • Deputy Heads and senior departmental officials to support management accountabilities and improve performance;
  • Functional communities to lead change and improve management practices within their departments, and;
  • TBS to assess the state of management practices and performance across government and to monitor policy compliance and implementation with the TB policy suite.
Document Types:
General information on MAF; MAF methodologies, including indicators, expected results, outcomes and implications; MAF assessment process; MAF presentations; MAF communications; MAF workshops; information on the MAF Portal; learning and training; Senior Management presentations; MAF Evaluation; Canada School of Public Service materials.
Record Number:
TBS MF 113

2.5 Acquired Services and Assets Policies and Initiatives

Program Description
The Acquired Services and Assets (ASA) program aims to strengthen the management of assets and acquired services within the Government of Canada through the development and implementation of policy instruments governing procurement, real property, materiel management, investment planning and project management. Through its policies, advice, support and oversight (monitoring, performance measurement and reporting), the ASA program assists federal departments and agencies in providing value for money and sound stewardship in the management of their assets and acquired services. The ASA program also strengthens the professional capacity of the Procurement, Materiel Management and Real Property Communities throughout the public service through a range of capacity building and community development initiatives.
Program Official
Assistant Comptroller General, Acquired Services and Assets
Investment and Project Management Policy Division
Description:
The Investment and Project Management Policy Division (IPMPD) is responsible for the development and interpretation of policies, directives, and guidance on investment planning for assets and acquired services and project management.
Document Types:
Investment planning and project management policies, directives, standards, assessment tools, guidance material and templates; Management Accountability Framework assessment information concerning investment planning and project management; project documentation; investment planning and project management web pages; investment plans Footnote *; organizational project management capacity assessments (OPMCA); project complexity and risk assessments (PCRA); Calipers (a web application containing project, OPMCA and PCRA information), Periodic Newsletters, Treasury Board Secretariat Advisory Committee on Project Management agendas, presentations and Terms of Reference.
Record Number:
TBS FM 110
Procurement Policy Division
Description:
The Procurement Policy Division (PPD) is responsible for the development and interpretation of policies, directives, and guidelines on the procurement of goods, services, and construction services.
Document Types:
Procurement policy - contracts, contractual arrangements, committees, councils, conferences, meetings, seminars, symposia, consulting and professional services-architectural and engineering services contracts, consultants and consulting services contracts, contracting bonds securities, holdback; construction-dredging, repairs, renovations, overhauls, contracting for goods-national Defence; proactive disclosure of contracts; indemnification in contracting, Advance Contract Award Notices (ACAN); intellectual property; comprehensive land claim agreements; bids; contracting for services-former public servants; procurement policies, directives, standards and guidance; emergency contracting; purchasing activity reports; and reports on limiting contractor liability in Crown procurement contracts; records contain memoranda, briefing notes, legal opinions and other correspondence on legislative, regulatory and policy instruments, including the Financial Administration Act, Government Contracts Regulations, comprehensive land claims agreements, trade agreements, the Contracting Policy, the Policy on Decision Making in Limiting Contractor Liability in Crown Procurement Contracts, the Policy on Title to Intellectual Property Arising Under Crown Procurement Contracts, the Procurement Review Policy, the Policy on Green Procurement, the Guidelines on the Proactive Disclosure of Contracts, the Guidelines on Contractual Arrangements, the Procurement Strategy for Aboriginal Business and contracting policy notices; presentations, agendas, and minutes for various procurement-related committees and other fora, including the Treasury Board Advisory Committee on Contracts, interdepartmental committees and international bodies; Management Accountability Framework assessment information concerning procurement.
Record Number:
TBS FM 112
Real Property and Materiel Policy Division
Description:
The Real Property and Materiel Policy Division (RPMPD) is responsible for the development and interpretation of policies, directives, and guidelines on the planning, acquisition, management and disposal/divestiture of real property and materiel. The Division also manages the Federal Contaminated Sites Action Plan and administers two databases; the Directory of Federal Real Property and the Federal Contaminated Sites Inventory.
Document Types:
Federal Real Property and Federal Immovables Act, Federal Real Property Regulations, controlled goods, light-duty vehicles, executive vehicles, Federal Contaminated Sites Action Plan (FCSAP), Federal Contaminated Sites Inventory, Directory of Federal Real Property, Management Accountability Framework assessment information concerning materiel and real property management. Policies, directives, standards, guidance and guidelines, an inventory of federal real property and an inventory of federal contaminated sites, briefing notes, minutes, contact lists, invitations, notes, presentations, record of decision, speaking notes, terms of reference, and agendas for the Treasury Board Advisory Committee on the Management of Materiel and the Treasury Board Advisory Committee on the Management of Real Property.
Record Number:
TBS FM 138
Acquired Services and Assets Communities
Description:
The Acquired Services and Assets Sector (ASAS) Communities Management Office (CMO) provides strategic direction and central leadership for the collaborative development and implementation of strategies, programs and initiatives to support capacity building, community development and the professional recognition of the federal government employees working in the acquired services and assets functions.
Document Types:
Real Property Functional Competencies Dictionary, Procurement Competency Suite, Materiel Management Competency Suite, Real Property Community Advisory Committee, Procurement and Materiel Management Communities Advisory Committee, the, the Federal Accountability Act – Action Plan: to provide accreditation and training to procurement officers; Blueprint 2020, Destination 2020, Common HR Business Processes, recruitment, retention, classification, talent management, comptrollership communities, professional development, speaking engagements, working groups, professional associations: board of directors, organizing committees, Real Property Community Demographic Studies, Procurement and PG Occupational Group Demographic Studies, Departmental demographic reports, strategic planning documents, certification component, required training, certification curriculum, Certification Program Communiqués, briefing notes and memorandum.
Record Number:
TBS MF 150
Certification Program for the Federal Government Procurement and Materiel Management Communities
Description:

Federal employees working in procurement and/or materiel management can obtain a professional designation through a government-wide certification program. The program certifies two professional designations: CFSP – Certified Federal Specialist in Procurement at Levels I and II and CFSMM – Certified Federal Specialist in Materiel Management at Level I. The Acquired Services and Assets Sector Communities Management Office (ASAS CMO) at the Treasury Board of Canada Secretariat manages the Certification Program and co-ordinates the participation of federal departments, agencies and central agencies, professional designation-granting bodies and professional institutes in its development.

The administration of the Certification Program is carried out by the Canadian General Standards Board (CGSB). It acts as the certification body, providing an independent and impartial assessment of candidates’ qualifications against overall Program requirements. The Personnel Psychology Centre at the Public Service Commission (PSC) assists in providing services in regards to Core Competency reviews (Candidate Achievement Records) and knowledge assessments (exams). 

Certification provides proof of professional qualifications, signals that an employee can perform effectively in the federal government work environment and provides a competitive edge in pursuing career opportunities in procurement or materiel management.

Document Types:
Policies and processes; Procurement and Materiel Management Communities; committees; working groups; strategic planning documents, certification curriculum; workshops; competency suites; forms; equivalency requests; presentations; memorandums of understanding (MOUs); service level agreements (SLAs); reports; communiqués.
Record Number:
TBS PM 243
Certification Program For The Federal Government Procurement And Materiel Management Communities
Description:

This bank contains information about individuals who apply to and participate in the Certification Program for the Federal Government Procurement and Materiel Management Communities (“the Program”). The Program, based on the Federal Government Procurement Competency Suite and the Federal Government Materiel Management Competency Suite, enables practitioners in procurement and materiel management to obtain a professional designation recognizing their level of qualifications. The Program is managed by the Treasury Board of Canada Secretariat.

Personal information may include applicant and participant name, contact information, biographical information, signature, educational information, Personal Record Identifier (PRI), certificate number, certification designation number, employment equity information, language, special accommodation information, signature, and course evaluation of the individual’s performance.

Class of Individuals:
Full- and part-time employees of federal institutions who apply to and participate in the certification program as well as their manager or supervisor.
Purpose:
Personal information is used to conduct an impartial assessment of a candidate’s qualifications, to administer and to provide services for the Certification Program for the Federal Government Procurement and Materiel Management Communities, to determine eligibility for the program, to maintain an inventory of candidates, and to obtain views and opinions on the program. Personal information is collected pursuant to section 7(1) (e) of the Financial Administration Act.
Consistent Uses:
The information may be used for evaluation, maintaining an inventory of Certified Federal Specialists, reporting to senior management, and/or statistical purposes. Personal information is shared with Public Services and Procurement Canada as the certifying body for the Federal Government Certification Program for Procurement and Materiel Management (refer to PWGSC PCU 195 - Program Information Bank for Certification Program for Federal Government Procurement and Materiel Management). Personal information is also shared with Canada School of Public Service for course enrolment and the certification process (refer to CSPS PPU 015 Integrated Learning Management System, formerly Campusdirect). Campusdirect (Please note that Campusdirect has been replaced by the Integrated Learning Management System (I-LMS)). Applicants’ and participants’ personal information is also shared with management of their home department or agency in order to obtain agreement to enroll, payment, undertake required evaluations, and monitor participant progression through the program. With direct, prior consent of the participants, their Names, Certificate Numbers, Certification Levels, and Certification Dates may be posted on the Acquired Services and Assets Sector GCPedia website.
Retention and Disposal Standards:
Archive – once the candidate notifies CGSB they no longer wish to be in the program, they are notified CGSB will archive their file for 2 years.
Disposal – After 2 years all file information is scheduled for destruction. Th only remaining information kept is name, last contact information and their notice to withdraw from the program.
RDA Number:
TBS 91/009
Related Record Number:
TBS PM 243
TBS Registration:
20140101
Bank Number:
TBS PCE 755

2.6. Financial Management Transformation

Description:
The Financial Management Transformation (FMT) Sector is modernizing the financial and materiel management (FM) business model across the Government of Canada, to provide more timely access to reliable, consistent GC-wide information, and ensure that FM services better enable the delivery of programs for Canadians and remain cost effective and sustainable. The Program does so by designing standard, streamlined processes and common data structures, building modernized common systems to replace departmental platforms, and aligning financial management systems investments with government priorities.
Document Types:
Agenda, agreement, biography, briefing notes, business case, contact list, correspondence, dashboard, decision letter, factsheet, forecast, framework, invitation, list, memorandum of understanding, minutes, notes, plan, presentation, procedure, project material, question and answers, record of decision, report, strategy, submission, template, terms of reference, tracker, training material.
Program Official:
Assistant Comptroller General, Financial Management Transformation
Financial Management Transformation Program
Description:
The Financial Management Transformation Program is responsible for designing standards, streamlining processes and common data structures, building modernized common systems to replace departmental platforms, and aligning financial management systems investments with government priorities.
Document Types:
Agendas, agreements, briefing notes, business cases, contact lists, correspondence, dashboards, decision letters, factsheets, forecasts, frameworks, invitations, lists, memorandum of understandings, minutes, notes, plans, presentations, procedures, project materials, questions and answers, record of decision, reports, strategies, submissions, templates, terms of references, trackers, training material.
Record Number:
TBS FM 350
GCFM Solution Delivery
Description:
The GCfm Solution is responsible for modernizing the financial and materiel management (FM) business model across the Government of Canada using S/4HANA, to provide more timely access to reliable, consistent GC-wide information, and ensure that FM services better enable the delivery of programs for Canadians and remain cost effective and sustainable.
Document Types:
Agendas, agreements, business cases, contact lists, correspondence, dashboards, decision letters, forecasts, frameworks, invitations, lists, memorandum of understanding, minutes, notes, plans, presentations, project material, questions and answers, record of decision, reports, strategies, templates, terms of reference, trackers, training material.
Record Number:
TBS FM 351
Central Agency Cluster-Shared Systems Division (iRIS)
Description:
The Central Agency Cluster-Shared Systems (iRIS) provides maintenance and development support on first-line and second-line analysis and configuration, as well as Help Desk support services, End User Communications and Training Services, for the SAP financial system and Cognos Bl software. This Shared Systems Support is currently provided to 15 Departments and Agencies.
Document Types:
Agendas, agreements, correspondence, dashboards, forecasts, invitations, lists, memorandum of understanding, minutes, notes, plans, presentations, project material, questions and answers, record of decision, reports, templates, terms of reference, trackers, training material.
Record Number:
SCT GF 352

2.7. Internal Audit Policies and Initiatives

Program Description

The internal audit function, which is independent of departmental management, informs the oversight of public resources throughout the federal public administration providing assurance as to whether government activities are managed in a way that demonstrates responsible stewardship to Canadians.

The program is responsible for maintaining a modern internal audit policy suite and overseeing the function for the Government of Canada. Activities include monitoring of policy compliance, community outreach, conducting horizontal and core controls audits, provision of audit services to smaller departments, supporting recruitment, facilitating training and supporting the Departmental Audit Committee (DAC) appointment process and tenure management.

These activities ensure that the internal audit function and the DAC provide Deputy Heads with assurance and advice to inform decision making in their departments and supports them in their role as accounting officer, as defined in the Financial Administration Act.

The activities also ensure that the Comptroller General of Canada receives assurance and advice from audit committees and internal audit functions to inform decision making in a broader government context and to build and sustain the capacity of an independent, professional, and innovative internal audit community with the GC that adheres to professional standards and delivers timely value-added services that address current and emerging risks and opportunities.

Program Official
Assistant Comptroller General, Internal Audit
Internal Audit - Policies and Initiatives
Description:
Through a consultative process with departments, the Internal Audit Sector (IAS) leads and supports the Treasury Board Policy on Internal Audit by doing the following: providing interpretation and advice to deputy heads, heads of internal audit, and internal audit practitioners on the implementation of the Policy, development of departmental internal audit policies, risk-based audit plans, application of professional standards, and oversight and guidance of the internal audit function; conducting or leading internal audit engagements focused on departments that do not have an internal audit function and that address horizontal, sectoral or thematic risks or issues; establishing audit intelligence systems, assessment strategies to determine and report to the Comptroller General on the state of the internal audit function in departments and across government; the development of capacity building strategies for the internal audit community to support departments in achieving the objective and expected outcomes of the Policy; working with departments to appoint external members to departmental audit committees (DAC); assisting the audit communities by coordinating recruitment activities, training and learning, and professional development.
Document Types:
Internal audit policy and directive; horizontal working group terms of reference, meeting agendas and meeting minutes; Capacity Assessment Template; audit reports; audit summaries and reports on internal audit engagements; departmental risk-based audit plans-summaries and analyses; departmental liaison-visits and advice; communications plan; community development-classification, competency profile; learning strategy; conferences, presentations, workshops, seminars, and communications; internal audit manual; policy interpretation-exposure drafts, guides, interpretation bulletins; IIA quality assessment manual; recruitment; research projects; departmental audit committee guidance; collective staffing for internal auditors; community development-advice and assistance; generic job descriptions; internal audit demographic survey; internal audit information management; human resources planning; liaison-university; conferences, meeting and seminars; special studies; reports and statistics; selection standards; training and development.
Record Number:
TBS FM 406
Library of Audit Recruitment Activities (LARA)
Description:
The Office of the Comptroller General of Canada uses the Library of Audit Recruitment Activities (LARA) database to manage the recruitment, appointment and tenure of external members of federal departmental audit committees.
Document Types:

The PIB for LARA includes:

  • the names and contact information of candidates and members of federal departmental audit committees
  • biographical information on candidates and members such as professional and board experience
  • educational information on candidates and members
  • the gender of candidates and members
  • self identification details of candidates and members (whether they are a member of an under-represented group)
  • memberships of candidates and members
  • information on candidates’ and members’ internal contacts in the Government of Canada (roles and coordinates)
  • information on each departmental audit committee such as composition, past members, etc.
Record Number:
TBS FM 406
Library of Audit Recruitment Activities (LARA)
Description:

The Office of the Comptroller General of Canada uses a Library of Audit Recruitment Activities (LARA) tool to manage the recruitment, appointment and tenure of members of departmental audit committees government-wide. The PIB for LARA includes:

  • the names and contact information of candidates and members of departmental audit committees
  • biographical information on candidates and members
  • educational information on candidates and members
  • the gender of candidates and members
  • memberships of candidates and members
  • information on candidates’ and members’ internal contacts in the Government of Canada (roles and coordinates)
  • information on each departmental audit committee
  • other information
Classes of individuals
  • Candidates for appointment to departmental audit committees who are external to the Government of Canada
  • Employees of federal institutions who are involved in recruiting and appointing audit committee members (for example, deputy heads and chief audit executives)
Purpose
This PIB maintains an inventory of candidates so that candidates can be referred to departments that wish to appoint departmental audit committee members, consistent with subsection 16.2 of the Financial Administration Act.
Consistent uses

This PIB is used:

  • to identify candidates for referral to departments
  • for statistical purposes
Retention and disposal standards
  • Information is retained for 20 years once the candidate or member is no longer considered for membership in a departmental audit committee
RDA Number:
91/099
Related Records Number:
TBS FM 406
TBS Registration:
20180052
Bank Number:
TBS PCE 756

2.8. Communications and Federal Identity Policies and Initiatives

Program Description
The Communications and Federal Identity Policy program is responsible for setting the requirements that enable departments to provide Canadians with information about Government of Canada decisions, policies, programs and services and support the use of a consistent, and coherent identity of the Government of Canada. The program provides guidance, interpretations and strategic advice; and monitors and oversees departmental policy performance. This includes community support and outreach and engagement activities.
Program Official
Assistant Secretary, Strategic Communications and Ministerial Affairs
Support to Government Departments on Communications and Federal Identity
Description:
The Communications and Federal Identity Policy program manages the Policy on Communications and Federal Identity and its related instruments. It provides policy interpretations and advice to government departments to enable them to manage their communications activities and corporate identity effectively and efficiently and monitors their compliance with the policy. The policy addresses advertising, public opinion research, social media and web communications, publishing, and the use of the Government of Canada’s official symbols. The program supports the use of various communications channels including using digital media and platforms as the primary means to connect and interact with the public. It requires departments to communicate in both official languages in a manner that is objective, factual, non-partisan, clear, and in plain language. It stipulates that departments, programs, services and assets be clearly identified in Canada and abroad through the consistent use of the government’s official symbols. The program is also responsible for the legal protection of the Government of Canada’s official symbols: the Canada wordmark, flag symbol and the arms of Canada.
Document Types:
policy, directive, procedures, manual, guidelines, interpretations, advice, briefing notes, correspondence, datasets, forms, lists, meeting agendas, memoranda, minutes, plans, presentations, rationales, recommendations, reports, reviews, speaking notes, statistics, strategies, summaries, tables, templates, terms of reference, tools, trackers, web content (internal and external).
Record Number:
TBS MF 134

2.9. Canadian Digital Service

Program Description
The Canadian Digital Service works with partner organizations to improve government services for the people that use them; builds capacity across government for human-centred service design and iterative development; and provides advice to inform government decisions about digital investments.
Program Official
Chief Executive Officer, Canadian Digital Service.
Service Design and Delivery
Description:
The Canadian Digital Service (CDS) designs and delivers digital services in order to improve the experience of using Government of Canada services, and to meet Canadians’ modern expectations. This is done through two business lines, a Partnerships Delivery Unit that works with federal departments to improve existing or new services, and a Platforms Delivery Unit that builds and operates services for common government-wide use-cases. In both of these business lines, multidisciplinary product teams design and deliver high-quality services, using best practices from the design and technology industries. Through this work, CDS role-models modern ways of working in government, and helps identify and address barriers to effective service delivery.
Document Types:
Partnership agreements; reports, business cases, performance data, and background material on existing services; performance metrics; web analytics data; design artefacts; software code; design research plans and artefacts, including usability testing results and user interviews; privacy consent statements to participate in design research; job descriptions, statements of work, career progression frameworks; recruitment candidate information; procurement initiation and evaluation documents; planned and past outreach materials, including social media communications, newsletters, web pages, and blog posts; newsletter participants; corporate reporting; strategic advice; analysis and feedback on policy; background research on service delivery topics; security and privacy compliance artefacts; security and system performance logs; blameless retrospective reports; product status updates.
Record Number:
TBS PM 246

2.10. Greening Government Operations

Program Description

In December 2017, the Government announced the Greening Government Strategy. The Strategy includes the following elements: an enhanced target to reduce federal GHG emissions by 80% by 2050 relative to 2005-06 levels; new targets for new buildings and retrofits, including for water and waste, and for hybrid and zero-emission vehicles in the administrative and executive fleets; tracking and disclosure of a broader scope of emissions; integrating environmental considerations into procurement activities; and improving the resiliency of federal assets, services, and operations through departmental action to address the wide range of potential climate change impacts.

The Centre for Greening Government leads the implementation of the Greening Government Strategy. The Centre exercises its leadership through the setting of targets for the Government of Canada, alignment of Government of Canada policies to the Greening Government Strategy, implementation support and technical guidance to departments to facilitate compliance with the Strategy, brokering of targeted initiatives, developing communication products and learning events, and tracking and publicly disclosing the government’s environmental performance.

Program Official
Executive Director, Centre for Greening Government
Service Design and Delivery
Description:
Under development
Document Types:
Under development
Record Number:
Under development

2.11. Public Service Accessibility

Program Description

The Office of Public Service Accessibility (OPSA) was created in August 2018 to support the Government of Canada in meeting the requirements of the Accessible Canada Act. OPSA is charged with developing an overarching strategy and implementation plan to help the federal public service be ready to meet the requirements of the Act and establishing a Centralized Enabling Workplace Fund to invest in new tools, research and projects to improve workplace accommodation practices and eliminate barriers that contribute to the need for individual accommodation.

OPSA is a hub – a source of strategic advice regarding accessibility issues related to employment, the built environment, information and communications technologies, the procurement of goods and services, program and service delivery, workplace accommodation and the development of a disability inclusive culture for all Government of Canada departments and agencies. It leverages, through extensive and targeted engagement, the expertise of partners in other levels of government and both the private and non-profit sectors according to the principle of nothing without us, to establish the public service of Canada as the gold standard of an accessible and inclusive workplace.

Program Official
Assistant Deputy Minister, Office of Public Service Accessibility
Public Service Accessibility
Description:
The Office of Public Service Accessibility creates and collects information on accessibility in the public service, and creates information related to the Centralized Enabling Workplace Fund.
Document Types:
Strategy plans, reports, scenario notes, briefing notes, surveys, guidance, correspondence, background research on accessibility in other jurisdictions and other sectors.
Record Number:
TBS PM 280

3. Core Responsibility: Employer

Develop policies and set the strategic direction for people management in the public service; manage total compensation (including pensions and benefits) and labour relations; undertake initiatives to improve performance in support of recruitment and retention objectives. This program achieves its results by developing and delivering solutions where whole-of-government leadership is required or where standardization and cost savings can be achieved.

3.1. Executive and Leadership Development

Program Description

The Executive Leadership and Development sector fosters government-wide excellence in executive leadership and development through modern and agile policy frameworks.

The sector supports deputy heads and heads of human resources with policy advice and guidance to enable a high-performing and diverse executive cadre. It provides strategic direction and oversight in the areas of executive performance, leadership and talent management, terms and conditions of employment, classification and organization design, including compensation, and collective management and resourcing of Assistant Deputy Minister positions. It also provides co-governance and co-delivery of the Joint Learning Program with the Public Service Alliance of Canada.

Program Official
Assistant Deputy Minister, Executive and Leadership Development
Executive Management
Description:
Information related to areas such as total compensation, organization and classification, the Performance Management Program for Executives, policy interpretation and terms and conditions of employment, including career transition.
Document Types:
General information on the Policy on the Management of Executives and directives; Executive (EX) group classification; career transition; EX Group classification monitoring; Executive Group - position files, TB decision letters; EX classification and organization – standard (EX Group Position Evaluation Plan; EX Group Bench Marks), training and development, tools and templates; Organization - departments and agencies; Pay - Executive Group - compensation comparisons, executive compensation, salary administration; Executive Group projects (Executive Renewal Project; Nature of Executive Work Study; EX Group Evaluations; EX Group Job Evaluation Solutions; Advisory Committee on Senior Level Retention and Compensation (meetings, contracts, reports), human resource issues, outside organizations or employers, provincial governments, studies and surveys.
Record Number:
TBS PM 251
Executive Group Classification Information System
Description:
Classification information on individual Executive Group positions in the Public Service is stored in the Position and Classification Information System (PCIS), in individual position files and in spreadsheets.
Class of Individuals:
All current federal employees for whom the Treasury Board is classed as the employer under the Public Service Labour Relations Act, departments named in Schedule I and IV of the Financial Administration Act, the core public administration.
Purpose:
To provide information for oversight, monitoring, analysis and other purposes related to the organization of departments and agencies and the classification of Executive Group positions.
Consistent Uses:
Also used for research and statistical purposes.
Retention and Disposal Standards:
Computer-Based Data: Arrangements are made for the yearly transfer of the PCIS data to Library and Archives Canada. The data for the "Position Information Collection System (PICS) were transferred to Library and Archives Canada until 1995 when it was replaced by PCIS. Textual and Electronic Records: there are no textual or electronic records for the new PCIS. The textual records for the defunct PICS were retained for 10 years and transferred to Library and Archives Canada.
RDA Number:
93/031
Related Record Number:
TBS PM 236
TBS Registration:
002318
Bank Number:
TBS PCE 784
ADM Resourcing
Description:
ADMs are collectively managed and OCHRO is responsible for providing an enterprise-wide perspective on the ADM community and supporting deputy heads in filling upcoming vacancies. This class of records uses the Executive Talent Management System (ETMS) tool that supports the Executive Talent Management Process as its primary source of data. Refer to the Central EX Talent Management Bank, TBS PCU 715.
Document Types:
Notes from talent management discussions by deputy head, outreach meetings with ADM ELD, CVs, ADM talent management dashboards and talent management questionnaires.
Record Number:
TBS PM 200
Government-Wide Ex Talent Management
Description:
This bank describes information about federal government employees in the executive (EX) category who use the Executive Talent Management System (ETMS) through a secure online database. Personal information may include: name and contact information of the individual and supervisor, employee identification number, employment equity information, biographical information, educational information, employee personnel information, gender, opinions and views of or about individuals, photograph and signature.
Class of Individuals:
As per the Directive on Performance and Talent Management for Executives that will be coming into effect on April 1, 2020, completing a talent assessment (will be) is a requirement for all executives at all levels. The Chief Human Resources Officer has provided the ETMS to ensure these are completed and recorded for corporate and departmental talent management.
Purpose:
Personal information is collected by Treasury Board of Canada Secretariat (TBS), in the Office of the Chief Human Resources Officer, the Office of the Comptroller General (for CFOs), and the Office of the Chief Information Officer, for the purpose of assisting federal organizations in managing executive talent through activities such as succession planning, identification of talent gaps and training and developmental opportunity needs and responding strategies. In addition, with respect to EX-04 and EX-05 levels, the purpose is also to support the collective management of assistant deputy ministers. For organizations to identify trends and critical gaps for the EX-01 – EX-05 levels, refer to the TBS Standard Personal Information Bank “EX Talent Management” (PSU 934). Participating organizations may also receive aggregated enterprise-wide data reports for benchmarking purposes. Personal information is collected under the authority of sections 7 and 11.1 of the Financial Administration Act.
Consistent Uses:
Information collected for executives who are at the EX-03, or ADM levels may be shared with the Clerk of the Privy Council’s Committee of Senior Officials (COSO). Executive level information may be shared with the Canada School of Public Service (CSPS), the Public Service Commission (PSC), including the Personnel Psychology Centre (PPC). Information may also be shared or used with the following Standard Personal Information Banks: Performance Management Reviews – PSE 912, Entitlements and Deductions System – PCE 741, Training and Development – PSE 905, Human Resource Planning – PSU 935 and PSE 918 Employment Equity and Diversity. Information may also be used for program evaluations, reporting, research and/or statistical purposes.
Retention and Disposal Standards:
Retained for 10 years and then destroyed.
RDA Number:
2003/011
Related Record Number:
TBS PM 200
TBS Registration:
20090818
Bank Number:
TBS PCU 715

3.2. Employment Conditions and Labour Relations

Program Description
The Employment Conditions and Labour Relations (ECLR) program supports the Treasury Board of Canada (TB), in its role as the Employer for the Core Public Administration, including RCMP Civilian and Regular Members, to ensure that terms and conditions of employment are fairly negotiated, that compensation is equitable and appropriate, and that departments and agencies are equipped to meet their accountabilities with respect to labour relations and managing compensation. The program provides support in establishing strategic direction for the public service to prevent and resolve workplace harassment.
Program Official
Assistant Deputy Minister, Employment Conditions and Labour Relations Sector
Occupational Health and Safety
Description:
The Occupational Health and Safety (OHS) unit provides advice and strategic policy direction on establishing and managing the OHS program to departments and agencies of the core public administration named in Schedules I and IV of the  Financial Administration Act.
Document Types:
Canada Labour Code Part II, Health and Safety Officer under Part II of the Canada Labour Code, committees, conferences, meetings and seminars, departments with delegated responsibility, departmental programs, fire protection, first aid, Government Employees Compensation Act (GECA), guides, procedures, standards, health evaluations, investigations-studies-surveys-audits, publications, reports and statistics, smoking in the workplace, training, use and occupancy of buildings, workers compensation benefits.
Record Number:
TBS MF 136
Classification
Description:
Information related to Classification Program for the Core Public Administration
Document Types:
General information on Classification; Classification program, Classification policy, Classification directives; Classification delegation - policy and directive, delegation of authority to organizations; Classification learning and accreditation - learning, practicum, policy and directive, curriculum development, accreditation - courses; Complaints; Conversion; Occupational groups - occupational group structure, pre- and post-March 1999; Classification oversight - audits and monitoring - department audits, monitoring; active monitoring, small departments, medium departments, large departments, tools - Position and Classification Information System Plus (PCIS+), Classification dashboard - reporting on Classification; Job Evaluation Standards - groups, sub-groups and levels, needs analysis, update and maintenance, application; Qualification Standards; Classification Program Renewal Initiative (CPRI) - proposal, special projects, research reports; Funding; Pay equity complaints, implication and gender neutrality; Grievances - case files, cases as of January 1994, cases closed prior to January 1994, policy and directive, grievance tracking system (GTS); Position files.
Record Number:
TBS PM 248
Universal Classification Standard
Description:
Files related to the design of the Universal Classification Standard.
Document Types:
Classification simplification group-classification and occupational group structure; Artificial intelligence (AI) technology ex-class project; Classification standards and agreements; Committees; Conferences, meetings, symposia and presentations; Consultations and participation-consultants, departments and agencies, unions; Departmental work descriptions; Universal Classification Standard (UCS)-conversion-reference positions, general services group (GE)-implementation, HS/GS (hospital services and general services), degree illustrations; Universal job evaluation plan (UEJP)-committees, whole job ranking activity; Training-universal job evaluation plan (UEJP); Universal Classification Standard; Social sectors; Evaluation plan redesign; Committees; Communication files-decks, speeches, meetings, flip charts; Fresh eye testing (February 2-20, 1998); Design simplification-work descriptions(5K); Gender neutrality; Implementation-enquiries Canada exercise, reporting on the departmental UCS project plan (includes sample II); Interdepartmental model work description (IMWD); Sample 1 and 2 on the work information gathering tool (WIGT) by participant number; Information technology; Organization test; Standard 1.0 (May 1998 to April 1999); Standard 1.1 (April 1999 to October 1999); Standard 2.0 (October 1999 to present); Training-5K exercise-Departments/Asticou (September 1998), Evaluation training by region; Historical.
Record Number:
TBS PM 259
Collective Bargaining
Description:
Information on collective agreements that were made in writing and entered into under the  Public Service Labour Relations Act  (PSLRA) by the Treasury Board of Canada Secretariat and a bargaining agent on behalf of all departments and agencies named in Schedules I and IV of the  Financial Administration Act. Information includes any amendment to such agreements containing provisions regarding the terms and conditions of employment, the collective bargaining mandate process, negotiation strategies, and related matters. It also includes information on the following: the PSLRA dispute resolution process, either through arbitration or conciliation (strike route); compensation and statistical analysis in support of the negotiation process; interpretation of collective agreements; policy centre for Public Service Modernization Act guidelines on two-tier bargaining and use of employer facilities; maternity and parental benefits; and performance pay for represented groups.
Document Types:
Collective bargaining-Negotiations; Third-party proceedings; Categories and groups-up to 1986, postal operations group, as of 1987; negotiations as of 1997-present; Collective agreements; compensations allowances; Cost of living allowances; Master agreement bargaining; Outside collective bargaining; Pay implementation; Pay Research Bureau-reports and surveys, Reports and statistics; Unions; compensation information-collective bargaining-reports, personnel management information systems (PMIS)-attendance leave overtime and shiftwork system (ALOSS), extra duty reporting system (EDRS), incumbent system, leave reporting system (LRS); compensation information-reports, requests-TBS; compensation and statistical analysis (CSA)-occupational categories and groups; compensation valuation and comparison-elements, individually, outside practices, valuation-application, implementation.
Record Number:
TBS PM 249
Certification
Description:
This bank contains records of bargaining unit and bargaining agent certification, recertification, and decertification, under the  Federal Public Sector Labour Relations Act.
Class of Individuals:
This information relates to all employees of the public service (under Schedules I and IV of the  Financial Administration Act) governed by the collective bargaining process.
Purpose:
The purpose of this bank is to maintain an accurate record of each bargaining agent’s certification within the bounds of Schedules I and IV of the  Financial Administration Act, as well as a record of position exclusions. The bank includes information on the Public Service Labour Relations Board’s decision, the bargaining agent’s application, the intervener’s position, the position exclusion lists, and the employer’s representations.
Consistent Uses:
The information in this bank is used for reference and to provide background for research purposes.
Retention and Disposal Standards:
Retained for 10 years and then destroyed.
RDA Number:
94/011
Related Record Number:
TBS PM 249
TBS Registration:
001960
Bank Number:
TBS PCE 722
Complaints by Bargaining Agents
Description:
This bank contains representations made by complainants and may include names of complainants, their bargaining agents, or legal representatives, as well as the decisions of the Public Service Labour Relations Board.
Class of Individuals:
This information relates to all employees of the public service (under Schedules I and IV of the  Financial Administration Act) governed by the collective bargaining process.
Purpose:
The purpose of this bank is to maintain records of complaints made by bargaining agents on behalf of individuals pursuant to the  Public Service Labour Relations Act.
Consistent Uses:
Information in the bank is used to provide background information for research purposes.
Retention and Disposal Standards:
Retained for 10 years and then destroyed. Some samples were transferred to Library and Archives Canada for permanent retention.
RDA Number:
94/011
Related Record Number:
TBS PM 249
TBS Registration:
001961
Bank Number:
TBS PCE 728
Human Rights Complaints
Description:
The Employer Representation in Recourse (ERR) within Compensation and Labour Relations Sector represents the interests of the employer before the Canadian Human Rights Commission and the Canadian Human Rights Tribunal or other administrative tribunals on human rights complaints filed against Treasury Board policies. ERR also provides comprehensive advice and guidance to departments and agencies in managing human rights complaints filed against them pursuant to the  Canadian Human Rights Act.
Document Types:
Consultation and planning-departmental consultation, union consultation; human rights-conferences;  Canadian Human Rights Act, Canadian Human Rights Commission, Canadian Human Rights Tribunal; human rights complaints, race, national or ethnic origin, colour, religion, age, sex, sexual orientation, marital status, family status, disability, and conviction for which a pardon has been granted.
Record Number:
TBS PM 252
Complaints - Canadian Human Rights Commission
Description:
This bank contains complaints lodged against Treasury Board and related Canadian Human Rights Commission (CHRC) decisions, as well as those of a tribunal, court, or both, if applicable.
Class of Individuals:
This information relates to individuals who have filed a formal CHRC complaint against Treasury Board.
Purpose:
The purpose of this bank is to record information necessary for dealing with potential or current CHRC complaints lodged against the Treasury Board.
Consistent Uses:
Consistent uses are to provide specific and general documentation for research purposes.
Retention and Disposal Standards:
General human rights complaints are retained for 10 years and then destroyed. Complaints related to disability insurance are retained for 20 years and then destroyed. Complaints related to the Public Service Health Care Plan (PSHCP) are retained for 20 years and then destroyed. Complaints related to the Public Service Management Insurance Plan (PSMIP) are retained for 20 years and then destroyed. Complaints related to pensions are retained for 25 years and then transferred to Library and Archives Canada. Complaints related to equal pay for work of equal value are retained for 10 years and then destroyed. Complaints related to the Nursing Group are retained for 25 years and then transferred to Library and Archives Canada. Complaints related to the Hospital Services Group are retained for 25 years and then destroyed. Complaints related to maternity leave without pay are retained for 10 years and then transferred to Library and Archives Canada.
RDA Number:
93/031
Related Record Number:
TBS PM 252
TBS Registration:
005050
Bank Number:
TBS PPE 803
Labour Relations Centre of Expertise
Description:
General information on labour relations, the centre of expertise for unfair labour practice complaints, discipline, demotion, termination, termination of employment during probation, strikes, essential services agreements, managerial or confidential positions, union dues and union certification, occupational health and safety (OHS), human rights complaints, grievance management at the adjudication stage before the Public Service Labour Relations Board, the monitoring of trends and jurisprudence, advice and support to departments, support to OHS and labour relations communities, and business continuity for human resources matters.
Document Types:
Unfair labour complaints, discipline, demotion, termination, termination of employment during probation, strikes, essential services agreements, managerial or confidential positions, union dues and union certification, occupational health and safety (OHS), human rights complaints, grievance management at the adjudication stage before the Public Service Labour Relations Board, trends and jurisprudence, advice and support to departments, support to OHS and Labour Relations communities and business continuity for human resources matters; Advisory committee on labour management relations in the federal public service;  Public Service Labour Relations Act  (PSLRA)-review-Finkleman study; Public Service Labour Relations Board (PSLRB); reference of questions of law or jurisdiction; adjudication-individual cases-section 92-old system, reference to chief adjudicator under sections 98 and 99, requests for review under section 27, section 18 application of Federal Court Act; certification-establishment of bargaining units, managerial and confidential exclusions-reports and statistics, safety and security designations-Section79; complaints; discipline-discharges and suspensions; disputes and strikes-legal proceedings, illegal proceedings-prosecution; grievances-departments, agencies, Crown corporations; informatics-administrative and operations; interpretation; risk management-legal; statistics and surveys; training and communications; union dues.
Record Number:
TBS PM 253
Pay Equity
Description:
The Employment Conditions and Labour Relations Sector is responsible for presenting the Employer’s position and responding to allegations of gender-based wage discrimination with respect to pay equity complaints filed against Treasury Board with the Canadian Human Rights Commission or the Public Service Labour Relations Board. Pay equity in the federal context involves eliminating gender-based wage discrimination that has resulted from the systemic undervaluation of work traditionally performed by women. Until the new Pay Equity Act is brought into force, pay equity is governed by the Canadian Human Rights Act and the Equal Wages Guidelines, 1986.
Document Types:
Pay equity (PE)-communications, complaints, interest, joint union/management initiatives-committees, investigation, management position, questionnaires-by case number, newspaper and journal articles, reference documents, tribunal (PSAC versus TBS).
Record Number:
TBS PM 254
Corporate Liaison and Strategic Management
Description:
Corporate Liaison and Strategic Management (CLSM) coordinates Labour Relations and Compensation Operations (LRCO) corporate requests and provides reports, policy analysis, and labour relations advice (for Treasury Board submissions); provides input on LRCO issues for the Treasury Board of Canada Secretariat and Canada Public Service Agency policy renewal initiative and the review of policy instruments; supports the National Joint Council and separate agencies, i.e. those under the  Financial Administration Act (FAA), Schedule V; coordinates  Public Service Modernization Act (PSMA) initiatives and the policy centre for PSMA guidelines on co-development and labour-management consultation committees; and supports the Compensation and Comparability Review and the Policy Framework for the Management of Compensation.
Document Types:
LRCO corporate requests, reports and policy analysis; labour relations advice (TB submission); LRCO Policy Renewal and review of policy instruments; National Joint Council; Separate Agencies (i.e. FAA, Schedule V); PSMA initiatives; PSMA Guidelines on Co-Development and Labour-Management Consultation Committees; Compensation and Comparability Review; Compensation Policy Framework.
Record Number:
TBS PM 201
Adjudication – Section 92 (Public Service Staff Relations Act) References
Description:
This bank contains information on grievances referred to adjudication for which a Public Service Labour Relations Board decision has been received.
Class of Individuals:
This information relates to all federal employees (under Schedules I and IV of the  Financial Administration Act) who have referred their grievances to adjudication.
Purpose:
The purpose of this bank is to maintain a record of adjudication decisions along with the related grievances.
Consistent Uses:
The information in this bank is used to provide background information for research purposes.
Retention and Disposal Standards:
Retained for 10 years and then destroyed. Some samples were transferred to Library and Archives Canada for permanent retention.
RDA Number:
94/011
Related Record Number:
TBS PM 201
TBS Registration:
001958
Bank Number:
TBS PCE 705
Collective Recruitment Initiatives
Description:
This bank describes personal information about candidates participating in various Treasury Board of Canada Secretariat (TBS) and Public Service Commission (PSC) recruitment initiatives. Personal information may include name, contact information, scores from post-secondary recruitment tests administered by TBS or the Public Service Commission (in the case of the PSC, the Graduate Recruitment Test, Written Communication Proficiency Test and the Situational Judgement Test), Second Language Evaluation results, employment equity identification, employment history, classification, education information, curriculum vitae information, interview assessment results (including all handwritten notes of assessors and candidates), references, security screening information, and proof of identity, including photo identification.
Class of Individuals:
Recent secondary school, college, and university graduates applying as participants to various recruitment initiatives through Treasury Board of Canada Secretariat and Public Service Commission Post-Secondary recruitment campaigns.
Purpose:
The personal information is used to establish an inventory of qualified secondary school, college, and university graduates to fill entry-level officer positions or administrative type positions in various functions within TBS and other departments and agencies across the federal public service.
Consistent Uses:
For PSC-led campaigns, personal information is shared with the Commission for purposes of candidate referral and selection (Refer to the PSC Personal Information Bank entitled Post-Secondary Recruitment (PSR) Program: Inventory of Applicants and Support Organizational Recruitment Initiatives, number PSC PPU 015). Note that for TBS campaigns, any inventory of qualified candidates will be used for TBS recruitment purposes only. Information from such an inventory will not be shared with any other federal departments or agencies. Information may be used for audit, evaluation, research, and / or statistical purposes.
Retention and Disposal Standards:
Under development
RDA Number:
Under development
Related Record Number:
TBS PM 201
TBS Registration:
20090804
Bank Number:
TBS PPU 025
Extension of Time to Present A Grievance
Description:
This bank contains information and Public Service Labour Relations Board decisions on employee requests for extension of time to present grievances. It may contain names of employees.
Class of Individuals:
This information relates to federal employees (under Schedules I and IV of the  Financial Administration Act) who are requesting an extension of time to present their grievances.
Purpose:
The purpose of this bank is to maintain records of employees who have requested an extension of time to present their grievances.
Consistent Uses:
The information in this bank is used for reference and to provide background information for research purposes.
Retention and Disposal Standards:
Retained for 10 years and then destroyed. Some samples were transferred to Library and Archives Canada for retention.
RDA Number:
94/011
Related Record Number:
TBS PM 201
TBS Registration:
001744
Bank Number:
TBS PCE 740
Grievances
Description:
This bank contains information on grievances referred to adjudication that were withdrawn by the grievors and may contain names of grievors.
Class of Individuals:
This information relates to all federal employees (under Schedules I and IV of the  Financial Administration Act) who have referred their grievances to adjudication.
Purpose:
The purpose of this bank is to maintain records of grievances that were submitted for adjudication but were withdrawn, settled, or otherwise resolved, thereby rendering an adjudication decision unnecessary.
Consistent Uses:
The information in the bank is also used to provide background information for research purposes.
Retention and Disposal Standards:
Retained for 10 years and then destroyed. Some samples were transferred to Library and Archives Canada for retention.
RDA Number:
94/011
Related Record Number:
TBS PM 201
TBS Registration:
005055
Bank Number:
TBS PCE 750
National Joint Council Grievances
Description:
This bank contains information on grievances referred to the final level of the National Joint Council (NJC) redress procedure. Files usually contain grievance forms specifying the name, address, telephone number, job classification, department, and work location of the grievor, as well as earlier-level replies and background information pertinent to each case. This background information will vary according to the subject of the grievance but may include information concerning travel and relocation itineraries and expense claims, job search activities and results, and, very infrequently, information related to the financial status of the grievor and his or her dependents. Grievances may also include personal information (e.g. medical) pertaining to employees or their dependents.
Class of Individuals:
This information relates to federal employees named in Schedules I, IV, and V of the  Financial Administration Act (when both employer and bargaining agent are NJC participants) who have referred their grievances to the final level of the NJC Executive Committee.
Purpose:
Information in this bank is obtained primarily from the General Secretary of the NJC and is compiled to resolve, in accordance with the NJC By-Laws (Section 15-Resolution of Grievances), alleged misinterpretations or misapplications of policies, directives, or regulations which have been the subject of NJC consultations and have been adopted by the NJC. This information is used by officers of the Treasury Board of Canada Secretariat to develop the employer’s position in response to employees’ grievances referred to the NJC.
Consistent Uses:
Information is used for internal research to make comparisons between previous and present cases in an effort to identify precedents.
Retention and Disposal Standards:
Retained for 10 years and then transferred to Library and Archives Canada for permanent retention.
RDA Number:
94/011
Related Record Number:
TBS PM 201
TBS Registration:
002569
Bank Number:
TBS PCE 770
Staffing Complaint Recourse
Description:
The Centre of Expertise on Staffing Complaint Recourse was established to meet the need for expertise and support in a new and untested environment as a result of the coming into force of the Public Service Modernization Act (PSMA), which also saw the establishment of the Public Service Staffing Tribunal (PSST) as an independent tribunal. On November 1, 2014, the PSST and the Public Service Labour Relations Board merged to form the Public Service Labour Relations and Employment Board (PSLREB). With respect to the broader HR management system, the program contributes to maintaining a staffing system that is flexible and contributes to efficient and effective staffing in departments to address and respond to the needs of Canadians. The Centre provides deputy heads with effective, timely and high-quality advice, support and representation in respect of individual staffing complaints before the PSLREB through direct intervention, knowledge transfer, tools, research and analysis. The Directorate is also responsible for developing and overseeing the implementation of instruments such as policy, directives and standards of practice across the core administration. The Centre facilitates the sharing of best practices and the necessary linkages with other related policies or programs.
Document Types:
General information on  Public Service Modernization Act -  Public Service Employment Act  (PSEA),  Public Service Labour Relations Act  (PSLRA), Centre of Expertise on Staffing Recourse, staffing and staffing recourse, communications liaison, directive, consultation, learning and development, measurement, research and best practices; trends and analysis; staffing complaints, 2006 to 2012 decisions, communications and liaison, legal opinions, research and best practices, regulations and procedures, learning and development, statistics and reports; Complaints to the Public Service Staffing Tribunal, the resulting decisions, and related trends and statistics; Staffing Complaints-trends, statistics, decisions, systems; learning.
Record Number:
TBS PM 245
National Joint Council Secretariat
Description:
The National Joint Council (NJC) is the forum for participating employers and bargaining agents to take joint ownership of broad labour relations issues and develop collaborative solutions to workplace problems. Through the NJC, public service bargaining agents and employers come together to share information, consult on workplace policies, and co-develop directives on different issues that affect employees throughout the public service. NJC directives form part of collective agreements. The NJC deals with grievances arising from these directives.
Document Types:
Committees and councils-National Joint Council-grievances, standing committees; NJC Secretariat-annual fall seminar, annual planning retreat, constitution and by-laws, council proceedings; Executive Committee, Foreign Service Directives Committee, Government Travel Committee, Isolated Posts and Government Housing Committee, Joint Employment Equity Committee, Relocation Committee, Occupational Health and Safety Committee, Service-Wide Committee on Occupational Health and Safety, Workforce Adjustment Committee, Official Languages Committee, Public Service Health Care Plan, Dental Care Plan Board of Management and Disability Insurance Plan Board of Management.
Record Number:
TBS PM 209
National Joint Council (NJC) Travel Directive Exception - Individual Cases
Description:
This bank is no longer active. It was used to describe information related to requests from public service employees, “travelers” (meaning non-employees), or both for NJC Travel Directive exceptions. The personal information collected may have included home address, personal telephone numbers, Employment Equity information (i.e. religious beliefs, medical conditions), personal credit card number, passport number, date of birth, information regarding emergency contacts (in the event of serious illness, medical evacuation, or death in travel status). Supporting documentation included ministerial and departmental correspondence, background documentation relating to Treasury Board submissions, memoranda to the President, decision letters, and analysts’ notes on individual cases.
Class of Individuals:
This information related to any individual seeking provisions that differed from the stated terms of the NJC Travel Directive.
Purpose:
It is used to sustain, substantiate and justify requests for “exceptions” to the NJC Travel Directive and reimbursement of travel expenses.
Consistent Uses:
Information was used for research regarding the development of directives and in considering other requests for NJC Travel Directive exceptions.
Retention and Disposal Standards:
Records are retained for 10 years and then destroyed.
RDA Number:
93/031
Related Record Number:
TBS PM 209
TBS Registration:
002570
Bank Number:
TBS PCE 803
Excluded Groups and Administrative Policies
Description:
General information about excluded groups and administrative policies (EGAP). The EGAP unit is responsible for the preparation, authorization, publication, and maintenance of various policies that define terms and conditions of employment for excluded and unrepresented employee groups including the following: Royal Canadian Mounted Police (compensation), Canadian Forces members, ministers’ exempt staff, excluded and unrepresented groups, and non-EX Group employees excluded from collective bargaining (performance pay).
Document Types:
Excluded groups and administrative policies-administration, budget; Employer Policies (EOD), Commonwealth Secretariat (Excluding non-rotational assignments), heads of posts directives, individuals-deletions, locally engaged staff, military (excluding Indochina regulations), non-rational assignments, outside practices, membership fees, relocation-appointees special applications-National Defence, Royal Canadian Mounted Police, Compensation and Benefits Instructions and Queen’s Order and Regulations related to pay allowances for National Defence, Pay and Allowance for the RCMP, Special situations, services, staff relations-collective agreements and interpretations, taxis, travel-accommodation, commercial transportation-commercial air-first class, employee-driven vehicles, exceptions to the policy, meals and incidentals,, special travel authorities, special travel situations, travel agencies; Exempt and excluded categories and groups, commissions and boards, departments, agencies and crown corporations, ministers’ exempt staff; Organization for Economic Co-operation and Development (OECD); pay plans-administration, performance pay; risk management.
Record Number:
TBS PM 202
Relocation
Description:
Includes records related to the authorized move of an employee from one place of duty to another or the authorized move of an employee from the employee’s place of residence to the employee’s first place of duty upon appointment to a position in the institution. Records may include information related to employee entitlements and obligations, employer obligations, third party service providers, interim accommodation, travel to new destination, spousal relocation, advances, legal fees, and long-term storage.
Document Types:
Relocation expense claims, copies of institution-specific policies and procedures, and moving and storage company information.
Record Number:
TBS PM 265
Relocation Policy Exceptions - Individual Cases
Description:
This bank contains ministerial and departmental correspondence, background documentation, information relating to Treasury Board submissions, memoranda to the Secretary or the President, decision letters, and analysts’ notes on individual cases concerning requests for exceptions from the relocation policy. The information may include financial or other personal information (e.g. medical) about employees or their dependents.
Class of Individuals:
This information relates to any individual whose relocation costs are partially or completely paid by the government.
Purpose:
Information is compiled to maintain a record of individual cases where decisions were provided relating to specific relocations.
Consistent Uses:
Information is used for research in policy development and in considering other requests for relocation policy exceptions.
Retention and Disposal Standards:
Retained for 10 years and then destroyed.
RDA Number:
93/031
Related Record Number:
TBS PM 265
TBS Registration:
005063
Bank Number:
TBS PCE 792
Union Engagement and NJC Support
Description:
General information on National Joint Council (NJC) Directives. The unit is responsible for consulting with departments and bargaining agents for the purpose of putting in place directives established via the NJC on the following: travel, relocation, isolated posts and government housing, foreign service, commuting assistance, and workforce adjustment, uniforms, allowance for first aid to the general public, and occupational health and safety. It is also responsible for consolidating and publishing the policies for ministers’ offices, and developing the TB directives on special travel authorities and relocation for initial appointees, EX and GIC appointees. The unit also considers exceptions with regard to the above directives and makes recommendations as to their disposition.
Document Types:
Administrative policies-administration, budget; Foreign service-committees-Interdepartmental Committee on External Relations (ICER), directives-committees, heads of posts directives, individuals-deletions, posts-indices, revisions, locally engaged staff, military, outside practices, government housing, national defence, isolated posts allowances, committees, isolated posts locations, commuting assistance, disposal and acquisition of accommodation, family separation and house-hunting trip, incidental expenses, integrated relocation program (IRP), shipment of effects, special applications-National Defence, Royal Canadian Mounted Police, National Joint Council, special travel authorities, special travel situations, travel agencies; commissions and boards, departments, agencies and crown corporations, ministers’ exempt staff; risk management; Workforce Adjustment (WFA)-National Joint Council (NJC).
Record Number:
TBS PM 270
Separate Agencies
Description:
There are 26 separate agencies named in Schedule V of the  Financial Administration Act (FAA). They conduct their own negotiations for unionized employees and determine compensation levels for non-unionized employees. All unionized separate agencies are required to obtain a mandate for collective bargaining from the President of the Treasury Board. Once a settlement is reached, the President of the Treasury Board recommends its approval to the Governor in Council.
Document Types:
Separate agencies compensation management: Canada Investment and Savings (CIS), Canada Revenue Agency (CRA), Canadian Food Inspection Agency (CFIA), Canadian Institutes of Health Research (CIHR), Canadian Nuclear Safety Commission (CNSC), Canadian Polar Commission (CPC), Canadian Security Intelligence Service (CSIS), Communications Security Establishment Canada (CSEC), Financial Consumer Agency of Canada (FCAC), Financial Transactions and Reports Analysis Centre of Canada (FINTRAC), Indian Oil and Gas Canada (IOGC), National Capital Commission (NCC), National Energy Board (NEB), National Film Board (NFB), National Research Council Canada (NRC), Natural Sciences and Engineering Research Council (NSERC), Staff of the Non-Public Funds – Canadian Forces (NPF), Northern Pipeline Agency (NPA), Office of the Auditor General of Canada (OAG), Office of the Correctional Investigator Canada (OCIC), Office of the Superintendent of Financial Institutions Canada (OSFI), Parks Canada (PCA), Public Service Labour Relations Board (PSLRB), Security Intelligence Review Committee (SIRC), Social Sciences and Humanities Research Council of Canada (SSHRC), Statistical Survey Operations (SSO).
Record Number:
TBS MF 135
Classification Grievances Tracking System
Description:
This bank contains information on all aspects of position classification grievances submitted by employees in accordance with Classification Grievance policy. The bank may include information such as position title, position classification and rating, position number, supervisor’s position number, employees’ name and employees’ Personal Record Identifier (PRI), committee’s recommendation and a summary of the deliberations. The system is linked with the Position and Classification Information System (PCIS).
Class of Individuals:
All federal employees for whom Treasury Board is classed as the employer under the  Public Service Labour Relations Act (formerly the  Public Service Staff Relations Act), who have presented a classification grievance.
Purpose:
To maintain records of all classification grievances both delegated to departments and non-delegated.
Consistent Uses:
The information is used to administer and monitor the application of the classification grievance policy, and to provide statistical data to other departments. It is also used in the research of precedents, and to ensure that the final and binding nature of the classification decision is respected.
Retention and Disposal Standards:
Records are retained for 10 years and then destroyed. Some samples were transferred to Library and Archives Canada for permanent retention.
RDA Number:
93/031
Related Record Number:
TBS PM 236
TBS Registration:
001134
Bank Number:
TBS PCE 723
Employment and Staffing
Description:
Information on employment programs in the public service.
Document Types:
Employment and Staffing; Moratorium/staffing freeze; part-time employment; Public Service Employment Act-review of personnel management and the merit principle; Size of the public service; temporary services.
Record Number:
TBS PM 232
Exclusion System
Description:
This bank contains individual federal employee data relating to exclusions. The employee record contains information including: name and employee classification. Also included is information concerning reasons for exclusions.
Class of Individuals:
All former and currently excluded employees for whom Treasury Board is classed as the employer under the Public Service Labour Relations Act (formerly the Public Service Staff Relations Act).
Purpose:
Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Public Service Labour Relations Act (PSLRA). Pursuant to the general powers described under the FAA and the PSLRA, the Treasury Board maintains personnel information systems on public service employees. This bank is the prime source of exclusions data for Treasury Board Secretariat users and is used for monitoring the exclusions process as well as to support human resources planning and management, which include collective bargaining, designations, compensation analysis, and personnel policy planning, implementation, evaluation and monitoring. It is also used to respond to special requests for information and to conduct research, special studies and surveys as it relates to employee-related personnel information and Access to Information and Privacy requests.
Consistent Uses:
Information may be provided to public service bargaining agents, the Employment Equity Data Bank, the Public Service Staff Relations Board and other federal departments or agencies. This system may be used as a source of information or for linking with the following systems: Incumbent System, Entitlements and Deductions System, Leave Reporting System, Extra Duty Reporting System, Mobility File, Leave Without Pay System, Public Service Pay System, Executive and Management Compensation System and the Position and Classification Information System (PCIS). All linkages for the purpose of administering human resources and compensation plans are in compliance with the provisions of the Privacy Act.
Retention and Disposal Standards:
Computer-Based Data: Destroyed after the operational needs have expired. Textual and Electronic Records: Retained for 10 years and then destroyed.
RDA Number:
94/011
Related Record Number:
TBS PM 232
TBS Registration:
005051
Bank Number:
TBS PCE 743
Point of Contact (Assignment Service)
Description:
This bank contains personal information such as name, address, telephone number, classification, department, language, employment history, employment status, curriculum vitae, skills assessment and referral results.
Class of Individuals:
Federal government employees (including separate employers and Crown corporations) in finance, internal audit, program evaluation and human resources who have requested an interdepartmental assignment.
Purpose:
The bank maintains an inventory of candidates for the purpose of referring interested employees to departments that are looking to fill available assignments.
Consistent Uses:
The bank is used to identify employees for referral to available developmental assignment opportunities. It is also used for statistical purposes and human resources planning.
Retention and Disposal Standards:
It is proposed that records be retained for 10 years after the report has been tabled in Parliament and then destroyed.
RDA Number:
91/009
Related Record Number:
TBS PM 232
TBS Registration:
002870
Bank Number:
TBS PCE 782

3.3. Pension and Benefits Management

Program Description

The President of the Treasury Board is responsible for the oversight, management and administration of the public service pension plan, and for certain stewardship responsibilities for the pension plans or retirement programs for the Canadian Forces (Regular Force and Reserve Force), the Royal Canadian Mounted Police (RCMP), Members of Parliament, Federal Judges, Lieutenant Governors, Governor Generals, Diplomats and Deputy Ministers. The Chief Human Resources Officer, and in turn the Assistant Deputy Minister (ADM), Pension and Benefits Sector (PBS), have been delegated the operational responsibility to support the President in this role.

PBS fulfills its responsibilities by undertaking policy analysis; conducting studies; reviewing plan provisions; monitoring the financial status of pensions and benefits plans; leveraging technologies; streamlining administrative processes; and aligning plans and services more effectively with the Government of Canada’s priorities and industry best practices.

The sector also negotiates with bargaining agents and key stakeholders on changes to benefit plans through various boards and committees to ensure that terms and conditions of employment are comparable and sustainable.

In addition, the sector manages stakeholder relations with respect to the plans and provides information to members on plan benefits and plan changes.

Program Official
Assistant Deputy Minister, Pensions and Benefits Sector
Group Insurance Benefits Programs
Description:
Information on group insurance benefits plans for employees and retired members of the federal public service and certain participating separate employers.
Document Types:
Agreements, briefing materials, information notices, contracts, correspondence, plan documents, decisions, policy instruments, charging guidelines, request for expressions of interest, requests for proposals, forms, guides, memoranda, presentations, and reports, and Terms of Reference for governance committees and boards.
Record Number:
TBS GW 501
Group Insurance Benefits Programs on Pensioners’ Dental Services Plan
Description:
Information on the dental services plan for retired members of the federal public service.
Document Types:
Agreements, briefing materials, information notices, contracts, correspondence, decisions, policy instruments, forms, guides, memoranda, presentations, plan documents, Terms of Reference for the Public Service Dental Care Plan and Pensioner’s Dental Service Plan Boards.
Record Number:
TBS GW 502
Employee Wellness Support Program
Description:
The Employee Wellness Support Program (formerly referred to as the Workplace Wellness and Productivity Strategy) is an initiative led by TBS which seeks to modernize the federal government’s short-term sick leave and disability management system by developing a program proposal to replace its currently approach. With key partners, TBS is working to design a fair, more effective, and sustainable disability management system for the participating federal public service that will promote employee wellness and productivity, and focus on prevention, support and return to work.
Document Types:
Memoranda of Agreements, EWSP Plan document, briefing material, correspondence, communication products, decisions, legal assessments, memoranda, plans, policies, presentations, research.
Record Number:
TBS PM 225
Pensions
Description:
Information on pension schemes that the Government of Canada provides, administers, and contributes to on behalf of persons in the federal public service, and members of Parliament. It also contains general information on pension matters and benefits.
Document Types:
Agreements, briefing materials, information notices, correspondence, decisions, policy instruments, forms, guides, regulations, legislation, memoranda, presentations, reports, Funding Policy for the Public Sector Pension Plans,, Terms of Reference for the Public Service Pension Advisory Committee, and the Asset-Liability Committee.
Record Number:
TBS PM 255
Public Sector Pension Cases
Description:
This bank contains information used to make decisions in individual pension cases where no clear precedent exists or where the Treasury Board was empowered to hear appeals in the past. The information relates to specific situations and contains minimal employment and personal data relating to specific aspects of the individual’s pension situation.
Class of Individuals:
This information relates to individuals who are subject to the following pension statutes: Public Service Superannuation Act, Royal Canadian Mounted Police Superannuation Act, Royal Canadian Mounted Police Pension Continuation Act, Canadian Forces Superannuation Act, and Defence Services Pension Continuation Act.
Purpose:
To maintain a record of the circumstances leading to decisions in individual pension cases that are referred to by the Pensions and Benefits Sector, to maintain consistency of policy application. The personal information is collected in fulfillment of Treasury Board’s obligation to administer pension statutes.
Consistent Uses:
The information contained in the bank may be used by the Pension and Benefits Sector for statistical research purposes and for implementing and evaluating government pension policies. This bank may be used as a source of information or for linking with the following systems: The Incumbent System, the EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission of Canada, the Public Service Pensions Data Bank (PWGSC PCE 702) held by Public Services and Procurement Canada, the Pension File (DND PPE 859) held by National Defence, and the Members Pay and Allowance Records (CMP PPE 806) held by the Royal Canadian Mounted Police. All linkages for the purposes of developing and administering human resources and pension plans are in compliance with the provisions of the Privacy Act.
Retention and Disposal Standards:
Retained for 75 years and then destroyed. Records deemed historical are transferred to Library and Archives Canada after 25 years.
RDA Number:
93/031
Related Record Number:
TBS PM 255
TBS Registration:
005062
Bank Number:
TBS PCE 789
Special Pension Plans
Description:
This bank contains minimal information relating to appointment to positions, salary, length of service under the plan, and vital statistics on plan members and their survivors.
Class of Individuals:
This information relates to individuals who are subject to the Governor General’s Act and the Lieutenant Governors Superannuation Act, employees engaged by the Government outside Canada, Diplomatic Services Special Superannuation Act, certain senior public servants, and certain members of Parliament.
Purpose:
To calculate and authorize payment of pension benefits for both plan members and their survivors. The information is collected in fulfillment of Treasury Board’s obligation to administer the pension statutes named in “Class of Individuals” above.
Consistent Uses:
The information contained in the bank may be used by the Pensions and Benefits Sector for statistical reports and information sheets for related systems and for developing and evaluating government pension policies. This bank may be used as a source of information or for linking with the following systems: The Incumbent System, the EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission of Canada, the Public Service Pensions Data Bank (PWGSC PCE 702) held by Public Services and Procurement Canada, the Pension File (DND PPE 859) held by National Defence, and the Members Pay and Allowance Records (CMP PPE 806) held by the Royal Canadian Mounted Police. All linkages for the purpose of developing and administering human resources and pension plans are in compliance with the provisions of the Privacy Act.
Retention and Disposal Standards:
Retained for 75 years and then destroyed. Records deemed historical are transferred to Library and Archives Canada after 25 years.
RDA Number:
93/031
Related Record Number:
TBS PM 255
TBS Registration:
005064
Bank Number:
TBS PCE 799

3.4. People Management Systems and Processes

Program Description

People Management Systems and Processes program supports the Chief Human Resources Officer of Canada who, as the business owner, is responsible for providing coordinated and strategic oversight for enterprise-wide HR systems, processes, standards and controls. PMSP is currently executing the business owner functions in response to the Phoenix pay crisis and the NextGen Initiative which aims to replace Phoenix with the intent to ensure a modern HR infrastructure is integrated with enterprise-wide systems.

Key areas of the program include providing strategic direction for the development, implementation and maintenance of common HR systems and processes, standards and controls for the Government of Canada; collaborating with partners to develop and operationalize the HR business frameworks and enable infrastructure; supporting effective change management for key stakeholders; monitoring compliance to ensure People Management tools are services meet the needs of the Government of Canada now and into the future; and maintaining important relationships with bargaining agents.

The areas of the focus for this program, as it pertains to fully operationalizing the business owner role, represents the long-term commitment that is critical to enabling world-class people management in the Government of Canada.

Program Official
Assistant Deputy Minister, People Management Systems and Processes
Common Human Resources Business Process (CHRBP)
Description:
The Common Human Resources Business Process (CHRBP) is the standard for human resources service delivery across the Government of Canada. The CHRBP is the result of an extensive and ongoing collaboration with Subject Matter Experts, across the Public Service, who define the common way of delivering human resources services. All the major processes and activities meet business objectives and policy requirements within the seven areas of Human Resources management and are mapped and documented. The business processes are highly integrated and their value stems from the linkages found between and across all process areas.
Document Types:
Process Maps and Documentation are found on the CHRBP website. Process Areas include: 1.0 Human Resource Planning, Work & Organizational Design and Reporting; 2.0 Job and Position Management; 3.0 Staffing and Employee Integration; 4.0 Total Compensation (Pay Centre Clients and Non-Pay Centre Clients); 5.0 Employee Performance, Learning, Development and Recognition; 6.0 Permanent and Temporary Separation and 7.0 Workplace Management. Departmental Letters of Intent (LOI) committing departments to implement the CHRBP.
Record Number:
TBS PM 276
Performance Management Reviews
Description:
Includes records related to the evaluation of the performance of employees based upon regularly established objectives. May include information related to training requirements, employee/employer objectives and expectations, competencies, employee misconduct, performance compensation, annual increments, probation, and discipline.
Document Types:
Performance assessments, performance agreements, learning and development plans, talent management plans, investigation reports and action plan reports.
Record Number:
TBS PM 275
Performance Management Program for Employees
Description:

This bank describes information that is used in support of the performance management of employees of the core public administration. The personal information may include name, biographical information, educational information, employee personnel information, medical information, employee identification number, other identification numbers, signature, and views and opinions of and about an individual.

Note: Information may be stored in the following system: The Public Service Performance Management Application (PSPM App). To access the PSPM App, use a Public Key Infrastructure (PKI) certificate issued by Shared Services Canada; refer to SSC PCU 606 Internal Credential Management Services.

Class of Individuals:
Employees of the core public administration
Purpose:
The personal information is used to support the delivery of the performance management program for employees by deputy heads and their representatives in departments and agencies of the core public administration. This involves the registration of employees and managers in the program; the creation of performance agreements; the provision of reports to departments and agencies and Parliament in the form of aggregated information; and the provision of reports to departments and agencies to identify employees and managers who are not registered in the program. Personal information is collected pursuant to section 11.1 of the Financial Administration Act (FAA).
Consistent Uses:
The information may be used or disclosed for the following purposes: reporting to senior management, evaluation, auditing, policy analysis, and research and statistics. Information may be accessed by departmental human resources officers, Treasury Board of Canada Secretariat systems administrators and Shared Services Canada systems administrators, as part of their duties to support the PSPM Application. Personal information provided for registration is validated by technological means through data matching with personal information found in the Phoenix Pay System of Public Services and Procurement Canada (PSPC); refer to PWGSC PCE 705 Public Service Compensation Systems. Information may be shared with departments and agencies; refer to PSE 912 Employee Performance Management Program of the employee’s department.
Retention and Disposal Standards:
Under development
RDA Number:
98/005
Related Record Number:
TBS PM 275
TBS Registration:
20140006
Bank Number:
TBS PCE 754

3.5 Workplace Policies and Services

Program Description

The Workplace Policies and Services program supports the Treasury Board in establishing strategic direction for people management and for the use of official languages for work and services to the public. It seeks to provide the foundation for excellence to manage a productive public service that is respectful, healthy, safe, and inclusive. In doing so, the program contributes to the attraction, engagement, retention, and development of a skilled and diverse workforce that can communicate in both official languages.

To achieve its goals, the program develops and supports implementation of policies, directives and standards for: people management; values and ethics; official languages for communications with the public; workforce bilingualism; workplace well-being; and diversity and inclusion.

Other key activities include: supporting governance mechanisms; supporting leadership and professionalism for the human resources community; engaging and collaborating with a broad range of expert communities, stakeholders and partners, both domestic and international, and providing advice and guidance to public service organizations including, for official languages and disclosure of wrongdoing, to the broader range of public sector institutions, such as Crown corporations, separate agencies and some privatized organizations.

This sub-program is underpinned by legislation such as the Financial Administration Act, the Federal Accountability Act, the Federal Public Sector Labour Relations Act (formerly the Public Service Labour Relations Act), the Public Servants Disclosure Protection Act, the Privacy Act, the Public Service Employment Act, the Canadian Human Rights Act, the Accessibility Act, the Multiculturalism Act, the Indigenous Languages Act, the Employment Equity Act, Nunavut Land Claim Agreement, and the Official Languages Act.

Program Official
ADM, Workplace Policies and Services
Diversity and Inclusion
Description:
Records related to activities to advance the work on diversity and inclusion within the public service including: co-developing and implementing initiatives, providing support to departments and agencies, raising awareness about issues, conducting research to help measure and report on current realities and progress, and consulting with internal and external stakeholders of diversity and inclusion in the federal public service.
Document Types:
Program Advice; Meeting Agendas; Backgrounders; Briefing Notes; Contact List; Correspondence; Presentation Decks; Supporting Visual Materials; Questions and Answers; Recommendations/Guidance Documents; Speaking Notes; Strategic and Implementation Plans; Treasury Board Submissions; Scenario Notes; Engagement Plans; Terms of Reference; Project Management Documents; Narratives; Question Period Cards; Responses to Official Inquiries; Placemats/Dashboards; Official Reports; Journey Maps; Lexicons; Best Practices; Summaries/Analyses of Reports; Proposals; Communiqués; Workshop Documents; What We Heard Reports.
Record Number:
TBS PM 250
Mental Health In The Workplace
Description:
Records related to activities to advancing priorities for mental health in the workplace including supporting federal organizations in complying with the new 2016 Federal Public Service Workplace Mental Health Strategy (the Strategy) and aligning with the Canadian National Standard for Psychological Health and Safety in the Workplace and providing advice and guidance on policy considerations for mental health in public service organizations. Activities including providing advice and guidance to departments including central agencies, conducting research, developing tools, suggesting training options, conducting engagement and outreach with key stakeholders, facilitating exchange of best practices with various communities and networks, and supporting the measurement of progress including against the Strategy.
Document Types:
Action Plans; Advice; Agendas; Agreements; Assessments; Backgrounders; Briefing Notes; Biographies; Business Cases; Checklists; Comments; Contact Lists; Correspondences; Dashboards; Datasets; Decision Letters; Directives; Factsheets; Forms; Frameworks; Guides; Invitations; Lists; Memoranda of Understanding; Memoranda; Minutes; Notes; Plans; Policies; Presentations; Procedures; Project Materials; Proposals; Questions and Answers; Questionnaires; Recommendations; Records of Decision; Reports; Reviews; Routing Slips; Speaking Notes; Speeches; Statistics; Still Images; Strategies; Submissions; Summaries; Tables; Templates; Terms of Reference; Tools; Trackers; Training Materials.
Record Number:
TBS PM 221
Values and Ethics
Description:
Records related to activities for the administration, promotion and the provision of advice on the Values and Ethics Code for the Public Sector and related Treasury Board policies and directives, including activities such as: engagement, outreach, support and advice to departments and stakeholders on values and ethics; supporting and training the key departmental officials responsible for values and ethics policies, programs, and activities; analysis of political activities not subject to Part 7 of the Public Service Employment Act; and facilitating collaboration with departments, Crown corporations, bargaining agents, interdepartmental networks, non-governmental organizations, and international organizations.
Document Types:
Action Plans; Advice; Agendas; Agreements; Backgrounders; Briefing Notes; Business Cases; Comments; Contact Lists; Correspondence; Datasets; Decision Letters; Directives; Factsheets; Forms; Frameworks; Guides; Invitations; Lists; Memoranda of Understanding; Memoranda; Minutes; Notes; Plans; Policies; Presentations; Procedures; Project Materials; Proposals; Questions and Answers; Questionnaires; Recommendations; Records of Decision; Reports; Reviews; Routing Slip; Speaking Notes; Speeches; Statistics; Still Images; Strategies; Submission; Summaries; Tables; Templates; Terms of Reference; Tools; Trackers; Training Materials.
Record Number:
TBS PM 210
Employment Equity
Description:
Records related to the government wide coordination of the employer role under the Employment Equity Act and the responsibility of tabling the Employment Equity Annual Report on behalf of the federal public service
Document Types:
Action Plans; Advice; Agendas; Agreements; Assessments; Backgrounders; Biographies; Briefing Notes; Business Cases; Checklists; Comments; Contact Lists; Correspondence; Dashboards; Datasets; Decision Letters; Directives; Factsheets; Forms; Frameworks; Guides; Invitations; Legal Opinions; Lists; Memoranda of Understanding; Memoranda; Minutes; Notes; Plans; Policies; Presentations; Procedures; Project Materials; Proposals; Questions and Answers; Questionnaires; Recommendations; Records of Decision; Reports; Reviews; Routing Slips; Speaking Notes; Speeches; Statistics; Still Images; Strategies; Submissions; Summaries; Tables; Templates; Terms of Reference; Tools; Trackers; Training Materials.
Record Number:
TBS PM 227
Employment Equity Champions and Chairs Committees/Circle
Description:
Records related to Employment Equity Champions and Chairs Committees/Circle (EECCCs/C) activities that supports public service employment equity objectives by convention and according to the legislative obligations of Treasury Board in its role as the employer under the EEA. The EECCCs/C serve as a forum for networking, engagement, outreach, and sharing of employment equity best practices among departments and agencies. The EECCCs/C are composed of Champions and Employee Network Chairs in departments and agencies from across the public service of Canada. Each Committee is chaired by an Employment Equity Deputy Minister Champion, appointed by the Clerk of the Privy Council.
Document Types:
Action Plans; Advice; Agendas; Agreements; Backgrounders; Briefing Notes; Business Cases; Checklists; Comments; Contact Lists; Correspondence; Decision Letters; Factsheets; Frameworks; Invitations; Lists; Memoranda of Understanding; Memoranda; Minutes; Notes; Plans; Presentations; Procedures; Project Materials; Proposals; Questions and Answers; Questionnaires; Recommendations; Records of Decision; Report; Reviews; Routing Slips; Speaking Notes; Speeches; Strategies; Submissions; Summaries; Templates; Terms of Reference; Trackers.
Record Number:
TBS PM 261
People Management and Workplace Policies
Description:
Information on People Management and Workplace Policies and Programs including as related to: duty to accommodate, mandatory training, performance and talent management, Interchange Canada (policy and program activities), student employment, term employment, telework, employee assistance program, workplace daycare centres, legal assistance and indemnification, probation and termination.
Document Types:
Action Plans; Advice; Agendas; Agreements; Applications; Assessments; Backgrounders; Briefing Notes; Business Cases; Checklists; Comments; Contact Lists; Correspondences; Datasets; Decision Letters; Directives; Factsheets; Forms; Frameworks; Guides; Invitations; Legal Opinions; Lists; Memoranda of Understanding; Memoranda; Minutes; Notes; Plans; Policies; Presentations; Procedures; Project Materials; Proposals; Questions and Answers; Questionnaires; Recommendations; Records of Decision; Reports; Reviews; Routing Slips; Speaking Notes; Speeches; Statistics; Still Images; Strategies; Submissions; Summaries; Tables; Templates; Terms of References; Tools; Trackers; Training Materials.
Record Number:
TBS PM 204
Interchange Canada Reporting Application
Description:
The Interchange Canada Reporting Application is a database of basic assignment details for all Interchange Canada assignments. Data is submitted by departmental Interchange Canada liaison officers. The Interchange Canada Reporting Application is also used to process user requests on the Interchange Canada Resume Bank and Interchange Canada Assignment Opportunity Portal. The Interchange Canada Résumé Bank is an application allowing users to upload profiles and résumés for review by managers and HR professionals inside and outside of the Government of Canada. The database contains curricula vitæ of prospective participants and participant profiles. Access to view profiles is restricted to managers and HR professionals.
Class of Individuals:
Public servants and non-public servants who are interested in or who have undertaken an Interchange Canada assignment.
Purpose:
The Interchange Canada Reporting Application exists under the authority of sections 5, 10, 11 and 16 of the Public Service Employment Act, to provide an inventory of persons seeking Interchange Canada assignments and to maintain historical records of all persons who have participated in Interchange Canada.
Consistent Uses:
The Interchange Canada Reporting Application is used by departments to submit information to TBS about Interchange Canada. This information is used for statistical data analysis and trends forecasting. The Interchange Canada Resume Bank is used as a general inventory of talent for potential Interchange Canada assignments. The Interchange Canada Assignment Opportunity Portal is used to display available assignment opportunities to users inside and outside the Government of Canada.
Retention and Disposal Standards:
Profiles inputted to the Interchange Canada Resume Bank are stored in the bank for a period of six months, and then they are automatically deleted. Interchange Canada assignments uploaded to the Interchange Canada Assignment Opportunity Portal are stored until the deadline selected by the user, after which time they are automatically deleted. The deadline can be modified by the Interchange Canada Reporting Application administrator, on request of the uploader. Interchange Canada assignment data inputted to the Interchange Canada Reporting Application are stored indefinitely. The administrator account of the Interchange Canada Reporting Application can access all records, while registered users (Interchange Canada liaison officers) can view the records in their corresponding department. Hard copy records of Interchange Canada participants, if applicable, are stored in accordance with the relevant TBS policies on the storage and disposal of records. Departments retain documents on assignments of participants from personal corporations for audit purposes for a period of six years after the end of the assignment or in accordance with their organizational policies on record retention.
RDA Number:
2001/025
Related Record Number:
TBS PM 204
TBS Registration:
001952
Bank Number:
TBS PCE 729
Recognition and Awards
Description:
Records on the management, planning, coordination, departmental and regional liaison, advice, and communications oversight related to awards and recognition in accordance with relevant policies (e.g., Performance Management Directive) and in the context of public service renewal. This includes activities such as National Public Service Week, the Public Service Award of Excellence, the “Seasons” Long Service Award and Retirement Award and “iBoutique” Instant Award programs.
Document Types:
Action Plans; Advice; Agendas; Agreements; Backgrounders; Biographies; Briefing Notes; Business Cases; Certificates; Checklists; Contact Lists; Correspondences; Decision Letters; Factsheets; Forms; Guides; Invitations; Letters; Lists; Memoranda; Minutes; Notes; Plans; Presentations; Procedures; Project Materials; Proposals; Questions and Answers; Questionnaires; Recommendations; Reports; Reviews; Routing Slips; Speaking Notes; Speeches; Statistics; Still Images; Strategies; Summaries; Tables; Templates; Terms of References; Tools; Trackers; Training Materials.
Record Number:
TBS PM 260
Government of Canada Workplace Charitable Campaign (GCWCC)
Description:
Records relating to the framework for the Government of Canada Workplace Charitable Campaign.
Document Types:
Action Plans; Advice; Agendas; Agreements; Backgrounders; Briefing Notes; Business Cases; Correspondences; Datasets; Decision Letters; Factsheets; Forms; Frameworks; Guides; Letter; Lists; Memoranda of Understanding; Memoranda; Minutes; Notes; Plans; Presentations; Procedures; Project Materials; Proposals; Questions and Answers; Recommendations; Records of Decision; Reports; Reviews; Routing Slips; Speaking Notes; Speeches; Strategies; Summaries; Templates; Terms of Reference; Trackers; Training Materials.
Record Number:
TBS MF 262
Official Languages
Description:
Records related to activities for the development and monitoring of official languages programs, policies and regulations and to support federal institutions in enforcing parts IV (communications with and services to the public), V (language of work within federal institutions) and VI (participation of French-speaking and English-speaking Canadians in the Public Service) of the Official Languages Act.
Document Types:
Program, Regulatory and Policy Advice and Interpretation; Meeting Agendas; Backgrounders; Briefing Notes; Notices; Binders; Contact Lists; Correspondence; Presentation Decks; Supporting Visual Materials; Computer Publications and Tools for the Official Languages Community; Questions and Answers; Recommendations/Guidance Documents; Speaking Notes; Strategic and Implementation Plans; Treasury Board Submissions; Scenario Notes; Terms of Reference; Narratives; Question Period Cards; Responses to Official Inquiries; Placemats/Dashboards; Annual Reports to Parliament; Best Practices; Summaries/Analyses of Reports; Proposals; Newsletters; Workshop Documents; What We Heard Reports, Consultation Documents; Policy Analyses; Survey Analyses; Administrative Documents.
Record Number:
TBS PM 211
Official Languages: Burolis
Description:
Directory of offices and service locations offering services to the public of federal institutions and privatized organizations subject to the provisions of the Official Languages Act and Regulations.
Document Types:
Tables; analyses; operating procedures; computer publications.
Record Number:
TBS PM 213
Information Systems for Official Languages and Human Resources in Federal Institutions
Description:
Information on administrative systems related to official languages programs from the core public administration and from tables provided by institutions subject to the Official Languages Act outside the core public administration, including privatized organizations. Also includes content from the Official Languages Information System, Official Languages Information System II, and the Position and Classification Information System.
Document Types:
Databases; Data Tables; Reports; Statistical Output; Manuals.
Record Number:
TBS PM 237
Official Languages Information System (OLIS II)
Description:
OLIS II is a central file containing information from institutions on the resources necessary to meet their official languages obligations. The file may include employee names and information such as the employment category, the first official language, the communications requirements related to service to the public, internal services and supervision. Source of data: data are provided by the institutions either by filling out five tables or by submitting an electronic file on an annual basis.
Class of Individuals:
All employees of the federal institutions that are not part of the Core Public Administration and privatized organizations subject to the Official Languages Act except employees of the public service (Annex 1, Part 1, of the Public Service Staff Relations Act) that are appointed full-time indeterminate or part-time determinate for more than three months.
Purpose:
Pursuant to the Official Languages Act, an annual report must be submitted to Parliament on the status of programs relating to the official languages of Canada in the various federal institutions.
Consistent Uses:
The information is used for statistical purposes to monitor that segment of the official languages programs that pertains to language obligations.
Retention and Disposal Standards:
Computer-Based Data: Transferred yearly to Library and Archives Canada Textual and Electronic Records. It is proposed that records be retained for 10 years and then destroyed.
RDA Number:
94/004
Related Record Number:
TBS PM 237
TBS Registration:
005061
Bank Number:
TBS PCE 775

3.6. Research, Planning and Renewal

Program Description

The Research, Planning and Renewal program leads research and experimentation of innovative practices across the public service to manage people effectively in preparation for the future of work. It is responsible for the collection, consolidation and reporting on data analytics for administrative and performance data and surveys related to people management. In addition, it oversees the design and ongoing development of the people management indicators of the Management Accountability Framework (MAF), carries out the analysis and assessment of performance of participating departments and agencies as illustrated by results on these indicators, and formulates management priorities, arising from this analysis, to deputy heads to support people management excellence in their organizations.

The program aligns its analysis on people management with the strategic outcomes and government-wide objectives of maintaining an agile, equipped and inclusive public service. RPR supports foresight capacity and establishes key partnerships to further research within and outside government on the key people management issues.

The program contributes to evidence-based decision-making by leading the development of an enterprise-wide strategy for managing data on human resources. The program also enables government-wide leadership on strategic planning for workforce management to build capability for the future of work and excellence in managing people.

The program provides a central service to Office of the Chief Human Resources Officer sectors in order to strengthen people management planning, strategy and governance.

Program Official
Assistant Deputy Minister, Research, Planning and Renewal
Information Management
Description:
Information system programs to assist users of data obtained from the central agency information systems.
Document Types:
Personnel Management Information System (PMIS) - Employee Benefits Statements (EBS), Entitlements and Deductions System (EDSS), Personnel Data System (PDS), Official Languages Information System (OLIS), System for Human Resources Monitoring (SHURM), Incumbent System - development, maintenance and operations, mobility subsystem, related activities - Extra Duty Reporting System (EDRS), Leave Reporting System (LRS), Leave Without Pay (LWOP) System, mobility file, Population Affiliation System (PAS), Position and Classification Information System (PCIS), Position Exclusion System, Workforce Adjustment Monitoring System (WFAM), Information Management, Employment Equity Data Bank (EEDB), Public Service Employee Survey results, Student Exit Survey results. People management component of the Management Accountability Framework (MAF) departmental reports.
Record Number:
TBS PM 236
Position and Classification Information System (PCIS)
Description:
This bank contains individual federal employee data relating to position classification (EX and non-EX) matters and includes position numbers. The system is used mainly to support the development and administration of the classification system and the Official Languages Act. The position record contains the Personal Record Identifier. Also included is information concerning position classification data, Official Languages Information System (OLIS) and Position Information Collection System (PICS).
Class of Individuals:
All current employees for whom Treasury Board is classed as the employer under the Public Service Labour Relations Act, departments named in Schedule I and IV of the Financial Administration Act, the core public administration.
Purpose:
Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Public Service Labour Relations Act (PSLRA). Pursuant to the general powers described under the FAA and the PSLRA, the Office of the Chief Human Resources Officer (OCHRO), maintains personnel information systems on public service employees. OCHRO and the Treasury Board Secretariat use this bank for planning, implementing, evaluating and monitoring government policies. The information it contains is used to support human resources planning and management, which include collective bargaining, compensation analysis, official languages, and personnel policy planning, implementation, evaluation and monitoring. The bank is also used to support the development and administration of the classification system within the core public administration, to respond to special requests for information and to conduct research, special studies and surveys as they relate to employee-related personnel information and Access to Information and Privacy requests. The results of monitoring activities may be forwarded to departments for review and action, if required.
Consistent Uses:
Information may be provided to OCHRO and the Treasury Board Secretariat, the Employment Equity Data Bank, the Public Service Commission, public service bargaining agents, Statistics Canada and other federal departments or agencies. This system may be used as a source of information or for linking with the following systems: Incumbent System, Entitlements and Deductions System, Extra Duty Reporting System, Leave Reporting System, Mobility File, Training and Development Information System, Public Service Pay System, Executive and Management Compensation System, the EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission and departmental personnel information systems. All linkages for the purpose of administering human resources and compensation plans comply with the provisions of the Privacy Act.
Retention and Disposal Standards:
Computer-Based Data: Arrangements will be made for the yearly transfer of the PCIS data to Library and Archives Canada. The data for OLIS and for the Position Information Collection System (PICS) were transferred to Library and Archives Canada until 1995 when it was replaced by PCIS. Textual and Electronic Records: there are no textual or electronic records for the new PCIS. The textual records for the defunct PICS are retained for 10 years and transferred to Library and Archives Canada.
RDA Number:
93/031
Related Record Number:
TBS PM 236
TBS Registration:
002318
Bank Number:
TBS PCE 784
Employment Equity Data Bank (EEDB)
Description:
This bank contains information on those employees of the federal public service who have self-identified as belonging to one or more of the designated groups, i.e., women, Indigenous peoples, persons with disabilities and members of visible minorities. The bank contains data extracted from the Government of Canada’s self-identification paper questionnaire and departmental electronic versions. In particular, the bank contains the Personal Record Identifier and data indicating that an individual is a member of one or more designated groups. For an individual who does not have access to their electronic self-identification information in the departmental Human Resources Management System, they can request access to their self-identification information via a written request, including their full name and Personal Record Identifier to their human resources branch.
Class of Individuals:
Employees for whom Treasury Board is classed as the employer under the Financial Administration Act, Schedules I and IV.
Purpose:
Self-identification information is collected under the authorities and obligations described in the Employment Equity Act. The Treasury Board Secretariat (Office of the Chief Human Resources Officer (OCHRO)) maintains personnel information systems on public service employees. This bank is the primary source of data for the Treasury Board Secretariat users and is used for planning, implementing, evaluating and monitoring government policies. The bank acquires information from other banks containing self-identification data, such as the Standard Departmental Employment Equity Bank (PSE 918) and serves as the source of an annual exercise for reconciliation with these departmental banks. The bank provides quantitative data as per our employer’s obligations under the Employment Equity Act.  It is used to analyze and monitor the progress of designated groups, compared with non-Employment Equity group members, in terms of numbers and regional and occupational distribution. This data is published yearly in the government of Canada Employment Equity Annual Report.  The bank is also used to respond to requests for information and to conduct research or special studies as these relate to personnel information and access to information and privacy requests.
Consistent Uses:
Information is used by the Treasury Board Secretariat and may be provided to other federal departments or agencies and a snapshot is released to Parliamentarians and the public every year. This system may be used as a source of information or for linking with the following systems: Incumbent System, Extra Duty Reporting System, Mobility File, Entitlements and Deductions System, Leave Without Pay System, Leave Reporting System, Position and Classification Information System, Workforce Adjustment Monitoring System, and other human resource data files of the Public Service Commission, such as the Quarterly Statistics File, the Appointment Information Management System and the Priority Administration System, the Analytical Environment Systems (PSC PCE 761) and the Applicant Profiles, Applications and Referrals System (PSC PPU 015). All linkages for the purpose of administering human resources and compensation plans comply with the provisions of the Privacy Act.
Retention and Disposal Standards:
Computer-based data: fiscal year master files are transferred yearly to Library and Archives Canada. Textual and electronic records: retained for 10 years and then transferred to Library and Archives Canada.
RDA Number:
93/031 & 94/004
Related Record Number:
TBS PM 250
TBS Registration:
003560
Bank Number:
TBS PCE 739
Entitlements and Deductions System
Description:
This bank contains individual federal employee data relating to pay and benefits. The employee record may include information concerning personal characteristics, including gender, Personal Record Identifier, date of birth, salary, name and classification. Also included are the reference numbers for various insurance and medical plans and the entitlements and deductions of each individual.
Class of Individuals:
All current employees for whom Treasury Board is classed as the employer under the Public Service Labour Relations Act. Also included are some of the employees employed by the separate employers identified in the Public Service Labour Relations Act.
Purpose:
Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Public Service Labour Relations Act (PSLRA). Pursuant to the general powers described under the FAA and the PSLRA, the Canada Public Service Agency maintains personnel information systems on public service employees. This bank is the prime source of pay and benefits data for the Agency and Treasury Board Secretariat users and is used for planning, implementing, evaluating and monitoring government policies. The information is used to support human resources planning and management, which include collective bargaining, compensation analysis, official languages, employment equity, and personnel policy planning, implementation, evaluation and monitoring. The bank is also used to support the development and administration of various insurance and medical plans, to respond to special requests for information and to conduct research, special studies and surveys as they relate to employee-related personnel information and Access to Information and Privacy requests.
Consistent Uses:
Information may be provided to the Agency and Treasury Board Secretariat, the Employment Equity Data Bank, the Public Service Commission, public service bargaining agents, Statistics Canada, insurers of public service group insurance plans, the Public Service Staff Relations Board and other federal departments or agencies. This system may be used as a source of information or for linking with the following systems: Incumbent System, Leave Reporting System, Extra Duty Reporting System, Position and Classification Information System (PCIS), Mobility File, Leave Without Pay System, Training and Development Information System, Public Service Pay System, Executive and Management Compensation System and the EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission. All linkages for the purpose of administering human resources and compensation plans comply with the provisions of the Privacy Act.
Retention and Disposal Standards:
Computer-Based Data: Retained for 25 years and then destroyed. Textual and Electronic Records: Retained for 10 years and then destroyed.
RDA Number:
93/031
Related Record Number:
TBS PM 236
TBS Registration:
002321
Bank Number:
TBS PCE 741
Extra Duty Reporting System
Description:
This bank contains individual federal employee data relating to overtime and extra duty usage. The employee record contains information concerning personal characteristics, including gender, Personal Record Identifier (PRI), date of birth, name, salary, classification, hours and frequency and type of overtime.
Class of Individuals:
All current employees for whom Treasury Board is classed as the employer under the Public Service Labour Relations Act.
Purpose:
Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Public Service Labour Relations Act (PSLRA). Pursuant to the general powers described under the FAA and the PSLRA, the Agency maintains personnel information systems on public service employees. This bank is the prime source of overtime and extra duty usage data for Agency and Treasury Board Secretariat users and is used for planning, implementing, evaluating and monitoring government policies. The information is used to support human resources planning and management, which include collective bargaining, compensation analysis, employment equity programs, and personnel policy planning, implementation, evaluation and monitoring. The bank is also used to respond to special requests for information and to conduct research, special studies and surveys as they relate to employee-related personnel information and Access to Information and Privacy requests.
Consistent Uses:
Information is provided to the Agency and to Treasury Board Secretariat, the Employment Equity Data Bank, Statistics Canada and other federal departments or agencies. This system may be used as a source of information or for linking with the following systems: Incumbent System, Entitlements and Deductions System, Leave Reporting System, Public Service Pay System, Executive and Management Compensation System and the EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission. All linkages for the purpose of administering human resources and compensation plans comply with the provisions of the Privacy Act.
Retention and Disposal Standards:
Computer-Based Data: Destroyed after the operational needs have expired. Textual and Electronic Records: All records excluding records on negotiations are retained for 10 years and then destroyed. Files on negotiations are retained for 10 years and transferred to Library and Archives Canada.
RDA Number:
94/011
Related Record Number:
TBS PM 236
TBS Registration:
005054
Bank Number:
TBS PCE 747
Incumbent System
Description:
This bank contains individual federal employee data relating to personnel matters. The employee record contains information concerning personal characteristics, including age, gender, Personal Record Identifier, date of birth, name, salary, appointment dates, classification, Superannuation number and years of continuous/ pensionable service. Also included is information concerning collective bargaining, exclusions, bargaining agents and languages.
Class of Individuals:
All current employees for whom Treasury Board is classed as the employer under the Public Service Labour Relations Act. Also included are some of the employees employed by the separate employers identified under the Public Service Labour Relations Act.
Purpose:
Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Public Service Labour Relations Act (PSLRA). Pursuant to the general powers described under the FAA and the PSLRA, the Agency maintains personnel information systems on public service employees. This bank is the prime source of incumbent data for Agency and Treasury Board Secretariat users and is used for planning, implementing, evaluating and monitoring government policies. The information it contains is used to support human resources planning and management, which include collective bargaining, exclusions, designations, compensation analysis, official languages, employment equity programs, and personnel policy planning, implementation, evaluation and monitoring. The bank is also used to support the development and administration of various insurance and medical plans, to respond to special requests for information and to conduct research, special studies and surveys as they relate to employee-related personnel information and Access to Information and Privacy requests.
Consistent Uses:
Information is provided to the Agency and Treasury Board Secretariat, the Employment Equity Data Bank, the Public Service Commission, public service bargaining agents, Statistics Canada, insurers of public service group insurance plans, the Public Service Staff Relations Board and other federal departments or agencies. This system is used as a source of information or for linking with the following systems: Entitlements and Deductions System, Leave Reporting System, Extra Duty Reporting System, Mobility File, Leave Without Pay System, Training and Development Information System, Position and Classification Information System (PCIS), Public Service Pay System, Executive and Management Compensation System and the EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission. All linkages for the purpose of administering human resources and compensation plans comply with the provisions of the Privacy Act.
Retention and Disposal Standards:
Computer-Based Data: Transferred to Library and Archives Canada on a yearly basis. Textual and Electronic Records: Retained for 10 years and transferred to Library and Archives Canada.
RDA Number:
93/031 & 94/011
Related Record Number:
TBS PM 236
TBS Registration:
002316
Bank Number:
TBS PCE 753
Leave Reporting System
Description:
This bank contains individual federal employee data relating to leave. The employee record contains information concerning personal characteristics, including gender, Personal Record Identifier, name, salary, age, classification, hours, frequency and duration of various leaves taken by individuals.
Class of Individuals:
All current employees for whom Treasury Board is classed as the employer under the Public Service Labour Relations Act.
Purpose:
Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Public Service Labour Relations Act (PSLRA). Pursuant to the general powers described under the FAA and the PSLRA, the Agency maintains personnel information systems on public service employees. This bank is the prime source of leave data for Agency and Treasury Board Secretariat users and is used for planning, implementing, evaluating and monitoring government policies. The information is used to support human resources planning and management, which include collective bargaining, compensation analysis, employment equity programs, and personnel policy planning, implementation, evaluation and monitoring. The bank is also used to respond to special requests for information and to conduct research, special studies and surveys as they relate to employee-related personnel information and Access to Information and Privacy requests.
Consistent Uses:
Information may be provided to the Agency and Treasury Board Secretariat, the Employment Equity Data Bank, the Public Service Commission, Statistics Canada and other federal departments or agencies. Aggregated data on senior levels are presented to external advisory committees for consideration and recommendation. This system may be used as a source of information or for linking with the following systems: Incumbent System, Entitlements and Deductions System, Extra Duty Reporting System, Mobility File, Leave Without Pay System, Position and Classification Information System (PCIS), Public Service Pay System, Executive and Management Compensation System and the EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission. All linkages for the purpose of administering human resources and compensation plans comply with the provisions of the Privacy Act.
Retention and Disposal Standards:
Computer-Based Data: Destroyed after the operational needs have expired. Textual and Electronic Records: Retained for 10 years and then destroyed.
RDA Number:
93/031
Related Record Number:
TBS PM 236
TBS Registration:
005058
Bank Number:
TBS PCE 764
Leave Without Pay System
Description:
This bank contains individual federal employee data relating to leave without pay. The employee record contains information concerning personal characteristics, including age, gender, Personal Record Identifier, date of birth, name, salary, appointment dates and classification. Information is also included concerning the reason for leave without pay and the effective and return dates.
Class of Individuals:
All employees for whom Treasury Board is the employer under the Public Service Labour Relations Act. Also included are some of the employees employed by the separate employers identified under the Public Service Labour Relations Act.
Purpose:
Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Public Service Labour Relations Act (PSLRA). Pursuant to the general powers described under the FAA and the PSLRA, the Agency maintains personnel information systems on public service employees. This bank is the prime source of leave- without-pay data for Agency and Treasury Board Secretariat users and is used for planning, implementing, evaluating and monitoring government policies. The information is used to support human resources planning and management, which include collective bargaining, compensation analysis, employment equity programs, and personnel policy planning, implementation, evaluation and monitoring. The bank is also used to respond to special requests for information and to conduct research, special studies and surveys as they relate to employee-related personnel information and Access to Information and Privacy requests.
Consistent Uses:
Information is provided to the Agency and Treasury Board Secretariat, the Employment Equity Data Bank, the Public Service Commission, public service bargaining agents, Statistics Canada, and other federal departments and agencies. Aggregated data on senior levels are presented to external advisory committees for consideration and recommendation. This system may be used as a source of information or for linking with the following systems: Incumbent System, Entitlements and Deductions System, Extra Duty Reporting System, Leave Reporting System, Mobility File, Training and Development Information System, Position and Classification Information System (PCIS), Public Service Pay System, Executive and Management Compensation System and the EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission. All linkages for the purpose of administering human resources and compensation plans comply with the provisions of the Privacy Act.
Retention and Disposal Standards:
Computer-Based Data: Destroyed after the operational needs have expired. Textual and Electronic Records: Retained for 10 years and then destroyed.
RDA Number:
93/031
Related Record Number:
TBS PM 236
TBS Registration:
005059
Bank Number:
TBS PCE 765
Mobility File
Description:
This bank contains individual federal employee data relating to the mobility of public servants. The employee record contains information concerning personal characteristics, including age, gender, Personal Record Identifier, date of birth, name, appointment dates and classification. Since the release of Phoenix in April of 2016, the mobility file only contains the termination data. Also included is information concerning the reason for mobility and the effective dates.
Class of Individuals:
All employees for whom Treasury Board is the employer under the Public Service Labour Relations Act. Also included are some of the employees employed by the separate employers identified under the Public Service Labour Relations Act.
Purpose:
Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Public Service Labour Relations Act (PSLRA). Pursuant to the general powers described under the FAA and the PSLRA, the Agency maintains personnel information systems on public service employees. This bank is the prime source of mobility data for Agency and Treasury Board Secretariat users and is used for planning, implementing, evaluating and monitoring government policies. The information it contains is used to support human resources planning and management, which include collective bargaining, compensation analysis, employment equity programs, and personnel policy planning, implementation, evaluation and monitoring. The bank is also used to respond to special requests for information and to conduct research, special studies and surveys as they relate to employee-related personnel information and Access to Information and Privacy requests.
Consistent Uses:
Information is provided to the Agency and Treasury Board Secretariat, the Employment Equity Data Bank, the Public Service Commission, Statistics Canada and other federal departments or agencies. Aggregated data on senior levels are presented to external advisory committees for consideration and recommendation. This system may be used as a source of information or for linking with the following systems: Incumbent System, Entitlements and Deductions System, Extra Duty Reporting System, Leave Reporting System, Training and Development Information System, Position and Classification Information System (PCIS), Public Service Pay System, Executive and Management Compensation and the EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission. All linkages for the purpose of administering human resources and compensation plans comply with the provisions of the Privacy Act.
Retention and Disposal Standards:
Computer-Based Data: Transferred yearly to Library and Archives Canada. Textual and Electronic Records: Retained for 10 years and transferred to Library and Archives Canada.
RDA Number:
93/031
Related Record Number:
TBS PM 236
TBS Registration:
005060
Bank Number:
TBS PCE 769
Leave Without Pay System Workforce Adjustment Monitoring (Wfam) System
Description:
This system contains Workforce Adjustment and executive career transition cash-out information pertaining to all federal government employees, as specified under Class of Individuals below. This bank uses information which has been extracted from data submitted for three other systems, i.e., the Public Service Pay System (PSPC), the Priority Administration System (PSC) and the Incumbent System (Office of the Chief Human Resources Officer).
Class of Individuals:
All employees, including executives; for whom Treasury Board is the employer under PSLRA, Schedule 1, Part 1; who have been affected by the WFA Directive or by the Directive on Career Transition for Executives and who, in accordance with these policies, received payments in lieu of their unfulfilled surplus period.
Purpose:
This system is used to monitor the implementation and ongoing departmental compliance with the Workforce Adjustment Directive and the Directive on Career Transition for Executives.
Consistent Uses:
The WFAM system has been developed for the related policy groups in the Agency and Treasury Board Secretariat. Regularly scheduled electronic extracts are provided to the users, showing cumulative and year-to-date totals for employees receiving “cash-out” payments, as well as the amount and period for those payments.
Retention and Disposal Standards:
Computer-Based Data: Destroyed after the operational needs have expired. Textual and Electronic Records: It is proposed that records be retained for 10 years and then destroyed.
RDA Number:
93/031
Related Record Number:
TBS PM 236
TBS Registration:
005065
Bank Number:
TBS PCE 804
Government-Wide People Management Strategy
Description:
Information related to the policy, programs and strategies supporting government-wide people management strategy and renewal.
Document Types:
General Information on Human Resources Strategies; Strategic planning; Strategic policy team; Continuous learning-policy evaluation, continuous learning culture, core knowledge needs, e-learning, learning / training programs.
Record Number:
TBS PM 219
Planning and Governance
Description:
The OCHRO Planning and Governance Secretariat is responsible for integrated strategic planning, reporting and internal governance of OCHRO as well as internal transformation initiatives.
Document Types:
Integrated Business Plans, Departmental Plans and Reports (Employer component), Performance Information Profiles, Project Plans and Documentation, Internal Governance Committee Terms of Reference, Agendas and Records of Decision.
Record Number:
TBS PM 205
Educational Leave / Co-op Replacement Program (EDCO)
Description:
This bank contains personal information such as name, address, telephone number, Social Insurance Number, classification, department, employment and educational history, curricula vitae, transcripts, letters of offer of employment, and salary.
Class of Individuals:
A first group consists of federal government employees in finance, internal audit, human resources, and information technology who have been granted departmental full-time educational leave. A second group is made up of co-op students from Canadian universities who are assigned to participating departments.
Purpose:
The bank maintains an inventory of participants and co-op students for general administration purposes.
Consistent Uses:
The bank is used for statistical purposes and human resources planning.
Retention and Disposal Standards:
It is proposed that records be retained for 10 years after the report has been tabled in Parliament and then destroyed.
RDA Number:
91/009
Related Record Number:
TBS PM 205
TBS Registration:
005047
Bank Number:
TBS PPU 035
Experimentation and Research
Description:
Research and experimentation are key pillars for the modernization of the public service and the innovations that will drive it. People management focused research projects and experiments, with widely variable scopes and objectives, will yield qualitative and quantitative data and information, as well as insights. These will be used by partners, within TBS and outside of it, for evidence-based decision-making.
Document Types:
Action plan, action request, agenda, backgrounder, briefing notes, business case, checklist, comments, contact list, correspondence, dashboard, dataset, factsheet, form, framework, guide, invitation, legal opinion, list, minutes, notes, plan, policy, presentation, procedure, project material, proposal, questions and answers, questionnaire, rationale, recommendations, records of decision, report, request, review, routing slip, speaking notes, statistics, strategy, summary, tables, template, terms of reference, tool, tracker, training material.
Record Number:
TBS PM 207

3.7. Claims Office

Program Description
The Claims Office falls under the Corporate Services Sector of TBS which provides support in the areas of financial management, security, information management and technology, facilities and material management.
Program Official
Assistant Secretary of Corporate Services Sector
Service Design and Delivery
Description:

The Claims Office is responsible for the Government of Canada–wide claims processes and claims processes under the Memorandum of Agreements entered between the Government of Canada and various bargaining agents related to the damages caused by the implementation of the Phoenix pay system. Its role is to ensure the expeditious and consistent assessment of claims from current and former federal public servants who have incurred additional financial expenses or experienced severe personal or financial hardships because of inaccurate or incomplete pay resulting from the implementation of the Phoenix pay system.

This is done by; providing general compensation for former employees (Tier 1b); processing claims under the Government-wide initiative (which includes payment of out of pocket expenses, advance on social benefits and reimbursement of tax advice); providing damages for financial costs and lost investment income (Tier 2) and damages for severe impacts and other demonstrable cases (Tier 3).

Through this work, the Claims Office seeks to settle current and potential grievances as well as fulfill the Government of Canada’s objective to make those individuals impacted by the Phoenix pay system whole.

Document Types:
Agreements including Memoranda of Agreement and agreements between stakeholders; reports; business cases; terms of references; performance data and corporate reporting; job descriptions; statements of work, career progression frameworks; procurement initiation and evaluation documents; communications including social media, web pages, and planned and past outreach materials; strategic advice, analysis and feedback on agreements; security and privacy compliance artefacts and system performance logs; and standards of timeliness.
Record Number:
TBS PM 399
Claims and Compensation for Damages Related to the Phoenix Pay System
Description:
This bank describes information related to the programs and activities that establish and administer compensation to current and former employees, as well as representatives of deceased or incapacitated employees, who have submitted a claim for financial and non‑financial damages due to issues with their pay caused by the Phoenix Pay System. Personal information is collected under the authority of the Financial Administration Act and the Income Tax Act. Personal information may include name, contact information, biographical information, date of birth, date of death, Social Insurance Number (SIN), employee identification number (e.g. Personal Record Identifier), employee personnel information, financial and pay information (e.g. details on expenses, interest and penalties incurred as well as foregone interest, lost investments/capital gains and lost government benefits as a result of Phoenix pay issues). The information is either collected directly by TBS or may be provided by a government department or agency on behalf of the claimant. Authority for the collection and use of the SIN by TBS was sought and obtained for the purposes of issuing T4s/RL-1s to claimants, in keeping with requirements under the Income Tax Act.
Class of Individuals:
Current and former Federal Public Servants (or their representatives) to which the Phoenix claims damages agreement applies.
Purpose:
Personal information is used to verify eligibility and administer compensation to current and former employees, as well as representatives of deceased or incapacitated employees who have submitted a claim for financial and non-financial damages due to issues with the Phoenix Pay System. The information collected is combined with pay information contained within a TBS pay information database in order to calculate payments. Personal information submitted and combined with other pay information will be provided to the employee’s home department or their last federal department for former or deceased employees in order to issue payment.
Consistent Uses:
Information is collected from and shared with Public Services and Procurement Canada and the employee’s last department or agency in order to provide payment information and process payouts as a result of a claim for damages (refer to Public Service Compensation System – PWGSC PCE 705; Pay and Benefits – PSE 904; Employee Personnel Record – PSE 901; Accounts Payable PSU 931). Information including the SIN, is disclosed to the Canada Revenue Agency (refer to Individual Returns and Payment Processing – CRA PPU 005) and the Province of Quebec (if applicable) for taxation purposes. Information collected from claimants regarding grievances and the resolution of the damages claim, will also be shared within TBS, specifically Employment Conditions and Labour Relations, consistent with the application of the Memorandum of Agreement (refer to Grievances – PSE 910). Information may also be used or disclosed for program evaluation and reporting purposes.
Retention and Disposal Standards:
The Claims Office operates under a number of legal authorities, each with their own minimum retention and disposition requirements. Requirements for claims retention and disposition are further complicated by terms of the agreements that state that claims can be made at any time in the future, yet a claimant may only make a claim once under each sub-clause.

For this reason, the information collected and used through the claims process has been decomposed into six types:
  • Claim Tombstone Data: the basic information about a claim, such as claimant identity (name, PRI), date of claim, claim type, claim outcome, payment made, payment denied, source deductions, net payment. Total retention will be until all claim types actioned plus 10 years.
  • Claims Supporting Data: the information supporting the claim analysis and the claim analysis itself, including any comments made by the review committee and/or subject matter expert. Total retention will be until all claim types are closed plus 10 years.
  • Claims Payment Data: all information documenting payment of the claim, processing of remittances and appropriation transfers. Total retention will be until all claim types are closed plus 10 years.
  • Payment Supporting Data: all information related to financial controls associated with payments. Total retention will be until all claim types are closed plus 10 years.
  • Other Claim Administration Data: Other administrative data related to processing of the claim. Retention will be until the claim type is closed plus 2 years.
  • Other Claim Payment/Tax Data: other information specifically related to claimant payments and taxes (e.g., gross to net calculation, tax slips, remittance information). Retention will be until the claim type is closed plus 6 years.
RDA Number:
2015/001
Related Record Number:
TBS PM 236
TBS Registration:
20210025
Bank Number:
TBS PCE 742

4. Core Responsibility: Regulatory Oversight

Develop and oversee policies to promote good regulatory practices, review proposed regulations to ensure they adhere to the requirements of Government policy, and advance regulatory cooperation across jurisdictions.

4.1. Regulatory Policy, Oversight, and Cooperation

Program Description
The Secretariat supports Treasury Board (TB) Ministers in their role as a committee of the Queen’s Privy Council for Canada by providing advice on regulatory and Order-in-Council (OIC) matters. The Regulatory Policy, Oversight, and Cooperation program provides leadership and management of the Government’s regulatory function, federal regulatory policy including the Cabinet Directive on Regulation (the Directive), and regulatory reform agenda by: providing regulatory policy guidance to departments; reviewing Governor in Council submissions; providing central oversight, assessing and reporting on the regulatory system; representing Canada in international and domestic regulatory policy fora; coordinating efforts to foster regulatory alignment in key sectors between Canada and key trading partners; negotiating regulatory provisions in trade agreements; and leading targeted reviews of regulatory requirements in key sectors. Engaging stakeholders, such as the Canadian public, business, and other groups also plays an important role in the delivery of program objectives. TB Ministers and federal departments and agencies are the primary clients of the program.
Program Official
Assistant Secretary, Regulatory Affairs Sector
Regulatory Affairs Sector
Description:
The Governor in Council Operations Division, Regulatory Affairs Sector, supports the Treasury Board in its role as the Cabinet committee that considers Governor in Council regulations and Order-in-Council submissions. The Sector exercises a central agency challenge function over submissions prepared by all portfolio departments and Crown corporations and provides oversight and advice in accordance with the Cabinet Directive on Regulation.
Document Types:
Advice provided to Cabinet committees; advice relating to Governor in Council regulatory and Order-in-Council submissions; triage statements; Regulatory Impact Analysis Statements; explanatory notes; supplementary notes; communications plans; draft regulations; briefing notes; summaries; memoranda; legal opinions; agendas; cost benefit analysis; benefits and costing spreadsheets; records of decision.
Record Number:
TBS MF 149

5. Core Responsibility: Internal Services

Internal Services are those groups of related activities and resources that the Federal Government considers to be services in support of programs and/or required to meet corporate obligations of an organization. Internal Services refer to the activities and resources of ten distinct services that support program delivery in the organization, regardless of the Internal Services delivery model in a department. These services are: Acquisition Management Services, Communications Services, Financial Management Services, Human Resources Management Services, Information Management Services, Information Technology Services, Legal Services, Materiel Management Services, Management and Oversight Services, Real Property Management Services.

5.1. Communications Services

Program Description

Communications services involve activities undertaken to ensure that Government of Canada communications are effectively managed, well-coordinated and responsive to the diverse information needs of the public. These activities ensure that the public receives government information, and that the views and concerns of the public are taken into account in the planning, management and evaluation of policies, programs, services and initiatives.

This Internal Services category refers to communications that are corporate in nature, affecting the entire department whether through internal communications to all employees or external communications on behalf of the department.

5.2. Financial Management Services

Program Description

Financial management services involve activities undertaken in the department to ensure the prudent use and stewardship of financial resources in an effective, efficient and economic manner. Activities include planning, budgeting, accounting, costing, reporting, control and oversight, analysis, decision support and advice, and financial systems.

5.3. Human Resources Management Services

Program Description

Human resources management services include activities related to supporting human resources (HR) planning and reporting; reviewing, assessing and developing organizational design; reviewing and assessing job descriptions and classifications; supporting staffing processes; collecting and processing employee information related to compensation, leave and transfers; identifying and coordinating organization-wide training and learning requirements; promoting values, ethics and employment equity; managing employee recognition and awards programs; addressing workplace management and labour relations; and developing and maintaining HR information systems within the organization.

5.4. Information Management Services

Program Description

Information management services involve activities undertaken to achieve efficient and effective information management to support program and service delivery; foster informed decision making; facilitate accountability, transparency, and collaboration; and preserve and ensure access to information and records for the benefit of present and future generations. Information management (IM) is the discipline that directs and supports effective and efficient management of information in an organization, from planning and systems development to disposal or long-term preservation.

5.5. Information Technology Services

Program Description

Information technology services involve activities undertaken to achieve efficient and effective use of information technology (IT) to support government priorities and program delivery, to increase productivity and enhance services to the public. IT management activities includes planning, developing (or procuring), and operating IT computing, telecommunications, infrastructure and applications.

5.6. Legal Services

Program Description

Legal services involve activities undertaken to enable government departments and agencies to pursue policy, program and service delivery priorities and objectives within a legally sound framework. Activities include the provision of the following services: legal advisory, litigation and legislative services.

5.7. Management and Oversight Services

Program Description

Management and oversight services involve activities undertaken to ensure that federal government service operations and programs comply with applicable laws, regulations, policies and plans. Activities include providing strategic direction, governance and corporate planning; allocating resources and taking investment decisions; and analyzing exposure to risk and determining appropriate countermeasures.

5.8. Materiel Services

Program Description

Materiel management services involve activities undertaken to ensure that materiel can be managed by departments in a sustainable and financially responsible manner that supports the cost-effective and efficient delivery of government programs. Treasury Board’s Policy on Management of Materiel defines materiel as “all movable assets, excluding money or records, acquired by Her Majesty in right of Canada.” Movable assets are tangible and include a broad range of goods such as equipment (e.g., office, information technology, telecommunications, scientific), furniture and furnishings, and larger goods (e.g., vehicles and ships). Most materiel expenditures are specific program expenditures. However, as an Internal Services category, materiel management services include the expenditures from policy and administrative support for those who manage and dispose of materiel throughout the department.

5.9. Real Property Services

Program Description

Real property management services involve activities undertaken to ensure that real property (e.g., land, bridges, and buildings) is managed in a sustainable and financially responsible manner throughout its life cycle to support the cost-effective and efficient delivery of government programs. Most federal real property services are captured under specific program expenditures. As an Internal Services category, real property management services are limited to those expenditures associated with office accommodations that are not funded by Public Services and Procurement Canada (PSPC), as well as to expenditures for real property services. Also included in this category are the expenditures of any FTEs that provide real property policy advice to real property practitioners throughout the department.

5.10. Acquisition Management Services

Program Description

Acquisition management services involve activities undertaken to support the acquisition of goods, services or construction services identified as necessary for a department to fulfill its ongoing mandate and purpose. These activities include processing, monitoring and reporting, developing and implementing departmental policies and procedures, and activities that support the sound management of procurement contracts.

5.11. Travel and Other Administrative Services

Travel and other administrative services include Government of Canada travel services, as well as those other internal services that do not smoothly fit with any of the internal services categories.

3. Additional Information

Manuals

Contact Information

Please see the introduction to this publication for information on access procedures under the provisions of the Access to Information Act and the Privacy Act. You may also contact the Treasury Board of Canada Secretariat’s ATIP Office by sending an email to the following address: ATIP.AIPRP@TBS-SCT.gc.ca.

Submitting an Online Request

Using the ATIP Online Request service is a faster, easier and more convenient way to submit access to information or privacy requests. Apply online today to save time.

Mailing your Request

To make a request by mail, please complete either the Access to Information Request Form or the Personal Information Request Form, or include a letter indicating that your request is made in accordance with the Access to Information Act or the Privacy Act and describe the information you are seeking. Please include relevant details to help the ATIP Office find the information you are requesting. Mail your request to:

Access to Information and Privacy Office
Treasury Board of Canada Secretariat
Corporate Communications
James Michael Flaherty Building
90 Elgin Street
Ottawa, Ontario K1A 0R5
Telephone: 613-369-3201
Toll-Free: 1-866-312-1511

A $5 application fee applies to Access to Information requests only. There is no fee for requests for personal information.

Please Note: Strategic Communications and Ministerial Affairs (SCMA) is responsible for processing requests received under the Access to Information Act and Privacy Act only for records held by the Treasury Board of Canada Secretariat.

For additional information about the programs and activities of the Treasury Board of Canada Secretariat, please contact:

Public Enquiries
James Michael Flaherty Building
90 Elgin Street, 8th Floor
Ottawa, Ontario K1A 0R5
Telephone: 613-369-3200
Toll-Free: 1-877-636-0656
TTY: 613-369-9371

Email: questions@tbs-sct.gc.ca
Internet: www.canada.ca/en/treasury-board-secretariat.html

Completed Access to Information Requests

The Government of Canada encourages the release of information through informal requests outside of the ATIP process. Records released in response to completed Access to Information Act requests processed by the Treasury Board of Canada Secretariat can be obtained informally. A list of completed request summaries is available.

Privacy Impact Assessments

The Treasury Board of Canada Secretariat conducts Privacy Impact Assessments (PIAs) to ensure that privacy implications will be appropriately identified, assessed and resolved before a new or substantially modified program or activity involving personal information is implemented. Summaries of completed PIAs are available.

Open Data

To obtain information on open data, visit the Open Government portal.

Reading Room

In accordance with the Access to Information Act and Privacy Act, the applicant may wish to review material in person at the Treasury Board of Canada Secretariat’s ATIP Office. The address is:

James Michael Flaherty Building
90 Elgin Street
Ottawa, Ontario K1A 0R5
Telephone: 613-369-3201
Toll-Free: 1-866-312-1511

Individuals interested in visiting the reading room must phone ahead to make an appointment.

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