Info Source: Treasury Board Secretariat

Crown Corporations Centre of Expertise

Description

The Crown Corporations Centre of Expertise (CCCOE) 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 Treasury Board submissions for 36 Crown corporations. Policy analysis involves providing advice to appropriate TBS sectors portfolio departments and central agency counterparts on Crown corporation corporate plans and governance issues, as well as supporting senior TBS officials and Treasury Board ministers through relevant briefings and associated information. The CCCOE also coordinates horizontal government-wide initiatives and reviews that are applicable to Crown corporations.

Lastly, the CCCOE reaches out to key actors in the Crown corporations’ community to exchange information and provide guidance on Crown corporation issues.

Document types

• Crown corporation governance
• policy analysis
• policy guidance
• financial statement
• budget
• performance measurement
• risk analysis
• corporate plan
• briefing note
• issue paper

Disclosure summaries: No third-party disclosure has occurred.

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. This sector provides management oversight and advice on program and expenditure management, performance and risks for:

• 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
• portfolio Crown corporations

The sector comprises the Assistant Secretary’s office and 2 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
• Main and Supplementary Estimates
• Governor General’s warrants
• Annual Reference Level Update
• departmental capital and operating budgets
• government-wide reviews
• program integrity
• audit and evaluation reports

Disclosure summaries: No third-party disclosure has occurred.

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 and advice on program and expenditure management for:

• Department of Finance Canada
• Treasury Board of Canada Secretariat
• Public Services and Procurement Canada
• Shared Services Canada
• Canada Revenue Agency

The sector comprises the Assistant Secretary’s office and 2 directorates: Government Acquisitions and Public Services Directorate, and Central Agencies and Shared Services Directorate.

Document types

• briefing note
• correspondence
• letter
• decision letter
• memorandum
• questions and answers
• speaking note
• submission précis
• tracker

Advice

Advice provided to Cabinet committees relating to:

• various documents on Management Accountability Framework
• Main and Supplementary Estimates
• Governor General’s warrants
• Annual Reference Level Update
• departmental plans
• departmental results reports
• departmental capital and operating budgets
• investment plans
• government-wide reviews
• program integrity
• departmental results frameworks
• program inventories
• audit and evaluation reports
• research reports
• committee deliberations
• pension plans

Disclosure summaries: No third-party disclosure has occurred.

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 by provides management oversight and advice on program and expenditure management and performance for:

• National Defence
• Immigration, Refugees and Citizenship Canada
• Department of Justice Canada
• Public Safety Canada
• Canada Border Services Agency
• Correctional Services Canada
• Global Affairs Canada

The sector comprises the Assistant Secretary’s office and 3 divisions: Security and Justice Division, International Affairs and Development Division, and Defence and Immigration Division.

Document types

• advice
• action request
• affirmation
• agenda
• agreement
• application
• assessment
• audit
• authority
• backgrounder
• briefing notes
• business case
• classification
• comments
• complaints
• contact list
• correspondence
• dashboard
• dataset
• decision letter
• directive
• disclosure
• estimates
• form
• framework
• guide
• guideline
• invitation
• legal opinion
• letter
• list
• memorandum of understanding
• memorandum
• minutes
• notes
• notice
• plan
• policy
• presentation
• procedure
• profile
• proposal
• questions and answers
• rationale
• recommendations
• record of decision
• report
• request
• review
• routing slip
• speaking notes
• speech
• statement
• strategy
• submission
• summary
• tables
• templates
• terms of reference
• tracker
• training material

Disclosure summaries: No third-party disclosure has occurred.

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 comprises the Assistant Secretary’s office and 2 divisions: Indigenous and Northern Affairs, and Health; and Employment and Social Development, and Equality, Heritage, Housing and Veterans.

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
• Women and Gender Equality Canada
• portfolio Crown corporations
• departmental agencies
• administrative tribunals

Document types

• advice provided to Cabinet committees
• submission précis and associated documents
• regulations
• Management Accountability Framework
• Main and Supplementary Estimates
• Governor General’s warrants
• Annual Reference Level Update
• departmental plans
• departmental results 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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 151

Treasury Board Submission Centre

Description

Treasury Board submissions and related documents are confidences of the King’s Privy Council for Canada and excluded from 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
• routing slips in support of Cabinet committees: Treasury Board, Expenditure Review committees, Strategic Review committees, Strategic and Operating Review committees

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 120

Treasury Board submissions

Description

This bank may contain personal information used for administrative purposes. The personal information is included in submissions by departments and agencies to the Treasury Board to obtain 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 dependants and survivors.

Purpose

The purpose of this bank is to record and maintain submissions made to the Treasury Board by departments and agencies about 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 3 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

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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS EM 303

Expenditure Strategies and Estimates Division

Description: The Expenditure Management Strategies and Estimates Division (ESED) is responsible for the provision of a whole-of-government view of expenditure management issues through liaison within TBS and with other central agencies; timely provision of accurate expenditure framework data to the annual budget process; and the provision of 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 note
• checklist
• comments
• contact list
• correspondence
• dataset
• estimate
• form
• letter
• memorandum
• notes
• presentation
• procedure
• rationale
• recommendations
• report
• routing slip
• speaking notes
• submission
• table
• template
• tool
• tracker
• training material

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS EM 304

Horizontal Program Review Division

Description: The Horizontal Program Review Division (HPRD) conducts research and policy analysis to support the design and operation of departmental and horizontal reviews.

The Division advises on the use of results information in horizontal program evaluation, as well as supporting the parliamentary assessment of spending plans.

Within HPRD, the Data Science, Research and Development Unit (DSRD) promotes the use of impact assessment methodologies 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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 230

Results Division

Description: The Results Division (RD) is the government policy centre for the Treasury Board Policy on Results. RD undertakes policy development and provides interpretation and advice to support and monitor departmental implementation. The division provides government-wide functional leadership on performance measurement and evaluation, including capacity building, advice and guidance in the conduct, use and advancement of evaluation practices.

The division also supports the implementation of the President’s responsibilities under the Canadian Gender Budgeting Act and is the policy lead for the Canadian Quality of Life framework, including facilitating coordination of other frameworks and lenses.

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.

RD collects planned and actual financial, human resources and results information from departments to support analytical capacity for expenditure management and public reporting. As part of the Management Accountability Framework assessment process, RD conducts assessments of departmental management practices and performance where they intersect with the Policy on Results.

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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 407

Financial Management Policy

Description: Through the Financial Management Policy sub-program, TBS 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’s objectives are 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
• helping improve the overall efficiency of government operations through functional 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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 409

Government Accounting Policy and Reporting

Description: This subprogram provides direction on accounting, reporting and the recording framework for the government’s external financial reports.

It also establishes the government’s stated accounting policies and standards for the preparation of the government’s consolidated financial statements, the departmental financial statements and quarterly financial reports.

The sub-program develops and maintains the Chart of Accounts of the Government of Canada, which is used by all departments and agencies for coding of financial transactions to roll-up financial information to the Public Accounts of Canada, and for financial reporting purposes across the government.

The sub-program researches, develops, recommends and implements changes to the form and content of the Public Accounts of Canada. The sub-program prepares briefing notes on the content of Public Accounts of Canada and arranges the tabling of the Public Accounts of Canada in Parliament. It also develops and participates in the planning and delivery of seminars, briefing sessions and training programs for personnel from various federal departments and external stakeholders in relation to government accounting.

Document types

• action plan
• action request
• advice
• agenda
• agreements
• backgrounder
• briefing notes
• business case
• checklist
• dashboard
• dataset
• decision letter
• directive
• disclosure
• exemption
• factsheet
• financial statement
• forecast
• form
• framework
• guide
• invitation
• justification
• legal opinion
• letter
• list
• memorandum of understanding
• memorandum
• minutes
• notes
• policy
• position paper
• 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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 420

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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 408

Financial Officer/Internal Auditor Recruitment and Development

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 Financial Officer/Internal Auditor Recruitment and Development (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 3 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 and 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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 411

Transfer Payments (Grants and Contributions)

Description: Supports Treasury Board by providing advice, interpretation and assessment of compliance with the Policy on Transfer Payments 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
• attestation
• authority
• 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
• memorandum of understanding
• minutes
• notes
• opinion
• policy
• presentation
• procedure
• profile
• project material
• proposal
• questionnaire
• questions and answers
• 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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 412

Charging and Fees

Description: Supports Treasury Board and senior management by conducting a review and challenge function of Cabinet documents and providing strategic assessment and advice with respect to charging and fees. Develops policy instruments and tools and provides advice, interpretation and direction to departments and agencies related to charging and fees, including the Service Fees Act and Low Materiality Fees Regulations.

Document types

• authority
• advice
• attestation
• briefing notes
• business case
• checklist
• directive
• guide
• guideline
• legal opinion
• policy
• presentations
• proposal
• questions and answers
• rationale
• report
• recommendations
• review
• submission
• template
• tool
• training material

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 413

Costing

Description: Supports Treasury Board and senior management by conducting a review and challenge function of Cabinet documents with respect to the credibility of costing information. Develops policy instruments, provides training, and leads costing community activities in support of the development of credible costing information in the Government of Canada.

Document types

• authority
• advice
• attestation
• briefing notes
• business case
• checklist
• guide
• guideline
• policy
• presentations
• proposal
• questions and answers
• rationale
• recommendations
• report
• review
• submission
• template
• tool
• training material

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 414

Policy on Access to Information

Description: Activities relating to the Policy on Access to Information 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, and 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 the Policy on Access to Information, 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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 128

Judy Booth Award for Excellence in Access to Information and Privacy (ATIP)

Description: This bank describes information about individuals within the federal government who are or were members of the ATIP Community and who have been nominated for awards under the Judy Booth Award for Excellence (formerly 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 Judy Booth Award 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 Judy Booth Award for Excellence initiative.

Purpose: The personal information is used to determine eligibility of individuals who have been nominated and to grant awards to individuals who have been selected under the Judy Booth Award 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 to establish precedents for the Judy Booth Award 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 3 streams of examination:

• reviewing the legislative framework of the Access to Information Act
• improving proactive publication to make information openly available
• 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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 129

Policy on Government Security

Description: Security Policy Division (SPD) develops and oversees the implementation of the Policy on Government Security (PGS) and supporting security tools. It provides direction to the departments and agencies to which the PGS applies to effectively manage government security controls (security screening, information technology and information management security, physical security, business continuity management, security in contracts and other arrangements, security event management and security awareness and training) for the trusted delivery of Government of Canada programs and services.

The PGS ensures clear and consistent direction for departments to protect government information, individuals and assets. SPD engages in governance, community outreach and enablement, and performance measurement activities. This includes the review of Treasury Board submissions, memoranda to Cabinet and concept cases related to the PGS; the monitoring of performance and the assessment of compliance with the PGS through the annual Management Accountability Framework (MAF).

In its Lead Security Agency roles for the Security Screening, Security Awareness and Training and Security Event Management controls, SPD provides strategic oversight and coordination for a whole-of-government approach. The division also manages a generic enquiries mailbox (SEC@tbs-sct.gc.ca) to respond to questions and to disseminate information within the Security community.

Document types

• action plan
• agenda
• assessment
• backgrounder
• briefing note
• consultation data
• correspondence
• database
• decision letter
• directive
• form
• framework
• policy guidance
• guide
• guideline
• indicators
• invitation
• justification
• letter
• list
• memorandum of understanding
• minutes
• meeting materials notes
• personal information bank
• policy advice
• policy guidance
• policy tools
• presentations
• procedures
• report
• request
• routing slip
• speaking notes
• standard
• statistics
• strategy
• submission
• summary tables
• templates
• terms of reference
• trackers
• training material

Disclosure summaries: No third-party disclosure has occurred.

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 government 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, the Open Government Portal, the 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 about 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 ATIP communities, Open Government Director General committee, Open Government Working Group, Canada Open Government Working Group
• Canada’s Multi-Stakeholder Forum on Open Government
• 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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 126

Access to Information and Privacy Online Requests

Description: This bank describes information that is related to online requests for access to information and personal information by individuals in accordance with the Access to Information Act and the Privacy Act.

The personal information may include information that is described in the standard Personal Information Bank on Access to Information and Privacy Requests (PSU 901); user profile, including Meaningless But Unique Number (MBUN) as user ID, name and contact information; request details, including unique request number, transaction dates, system status and confirmation of fee payment. The system also captures system use data and optional feedback on the usability of the service.

System use data includes Internal Protocol address, information on transactions conducted, including date, time duration and nature of the transaction.

Note: The social insurance number (SIN) is collected only on behalf of institutions with an explicit legal authority to collect it and only when it is necessary to locate the requester’s personal information.

Class of individuals: Individuals and their authorized representatives who make requests online to obtain information under the control of the government institution.

Purpose

The personal information is used to facilitate the receipt and delivery to participating institutions of formal online requests submitted under the Access to Information Act and the Privacy Act and to allow institutions to provide responses. Request information collected by TBS through this platform is transferred to the institutions processing the request for information.

Personal information is collected pursuant to:

• sections 13 and 71.1 of the Privacy Act
• sections 8 and 11 of the Privacy Regulations
• sections 6, 11 and 92 of the Access to Information Act
• section 4 of the Access to Information Regulations

The SIN is collected when required in accordance with the Directive on Social Insurance Number to locate personal information held by a program authorized through legislation or policy approval to collect and use the SIN.

Depersonalized and aggregated user profile and opinion information may be collected for non-administrative purposes to assess the usage and efficacy of the service, and for evaluating the functionality and improvement of the service.

Consistent uses

A MBUN is transmitted to the credential services managed by Shared Services Canada to validate users, which returns a confirmation of credential validation. For more information, refer to the External Credential Management Services PIB – SSC PCI 607.

A MBUN is transmitted to the Moneris service when a requester is required to pay an application fee and a confirmation of payment is received, under Accounts Receivable – PSU 932. Transaction details, such as credit card information, are not collected as part of this program.

Information may be shared with the Office of the Privacy Commissioner during investigations; refer to Privacy Complaints and Investigations – OPC PPU 005 and Privacy Commissioner Ad Hoc – Complaints and Investigations – OPC PPU 008.

Information may be shared with the Office of the Information Commissioner during investigations; refer to Complaint Investigations – OIC PPU 3100 and Ad Hoc Information Commissioner Complaint Investigations – OIC PPU 123.

The SIN may be used in accordance with the Directive on Social Insurance Number to resolve questions implemented by those institutions and locate personal information held by a program authorized through legislation or policy approval to use the SIN.

Personal information may be shared with a government institution providing internal support services in accordance with section 29.2 of the Financial Administration Act.

Information may be used for auditing and logging purposes to inform on security incidents or privacy breach investigations; refer to Security incidents and Privacy Breaches – PSU 939 and Electronic Network Monitoring Logs – PSU 905.

For information about the internal support services used, contact the institution’s Access to Information and Privacy Coordinator.

The information may be used to communicate system changes to users, as well as for planning and evaluation purposes, which may include conducting surveys and other user experience testing related to the administration and improvement of the system and the ATIP program in general; refer to Outreach Activities – PSU 938.

Retention and disposal standards

TBS will retain personal information used to process and respond to formal online requests for two years after the request is closed. Some depersonalized information and metadata, such as volumetric data and anonymous user feedback, is retained indefinitely to conduct research and analysis. The indefinite retention of user accounts and profiles is under review.

RDA number: 2015/001
Related record number: TBS MF 126
TBS registration: 20220003
Bank number: TBS PCE 805

Information and Data Governance

Description

The Information and Data Governance Division (IDGD):

• provides government-wide direction and governance for the stewardship of data and information
• undertakes policy research
• operates enterprise governance committees
• implements performance measurement frameworks for data and information
• provides oversight on data and information aspects of Treasury Board submissions, memoranda to Cabinets and concept cases

IDGD is the lead policy centre for information and data management. It engages with and provides support to the Government of Canada Information Management and data functional communities.

Document types

• agendas
• minutes
• meeting materials
• terms of reference
• record of decision
• presentations
• reports
• speaking notes
• policies and policy instruments
• legal opinions
• memoranda
• standard operating procedures
• event planning material
• data visualization dashboards and other documents
• public and government enquiries and responses
• frameworks related to performance management including key performance indicators
• departmental results and assessments related to data and information stewardship
• divisional feedback related to Treasury Board submissions and related documents
• community contacts

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 418

Privacy and Responsible Data

Description: Activities relating to Privacy and Responsible Data include analyzing and developing policy in relation to the Privacy Act; administering privacy policy instruments on behalf of the President of the Treasury Board; ensuring consistent application of policies; providing ongoing advice, interpretation and training to government institutions; and providing strategic direction for the ethical use of data and data-driven technologies including automated decision systems and artificial intelligence.

Activities also include supporting the Privacy Act, encompassing the approval and registration of personal information banks in accordance with the Privacy Act, supporting institutions to publish an index of personal information banks, and the review of Treasury Board submissions, memoranda to Cabinet and concept cases for privacy and automation considerations.

It also publishes an annual report on government-wide statistics on the administration of the Privacy Act.

Other functions relate to community enablement activities to develop and maintain an effective workforce across government institutions administering the Privacy Act and related policy instruments as well as providing leadership for the management of government-wide privacy breaches.

The division supports government institutions completing algorithmic impact assessments and also engages with partners in other jurisdictions and sectors to develop common strategies, approaches and processes to support the responsible and ethical use of data.

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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 125

Data Operations

Description: The Data Operations Division (DOD) sets and oversees how the government implements its data strategy. The DOD also sets standards to support data quality, accessibility and interoperability.

The division works with and guides departments and functional communities to implement its data strategies and interprets the standards and policies it administers.

Document types

• action plan
• action request
• advice
• agenda
• application
• assessment
• backgrounder
• briefing notes
• comments
• correspondence
• dataset
• factsheet
• form
• framework
• guide
• guideline
• legal opinion
• letter
• memorandum
• minutes
• notes
• plan
• presentation
• project material
• questionnaire
• report
• speaking notes
• strategy
• tool
• tracker
• training material

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 420

Transformation Enablement

Description: The Transformation Enablement program supports the Deputy Minister Committee on Core Services (DM Core) in the enablement and oversight of Core Service Initiatives (CSI) by providing expertise, advice, and recommendations.

Working within the TBS, other central agencies, and implicated departments, the program serves as a strategic partner to support lead deputies on proposed approaches, options, risk assessment, mitigation and operational concerns.

The program collaborates with CSI departments to identify solutions, alternative controls and facilitation of exemptions or exceptions to policies and procedures that may be necessary to support the modernization of core services. The program also provides dedicated resources to departmental teams under the purview of DM Core to provide direct support as and when needed.

The program, in collaboration with departments, is working to identify opportunities to address systemic challenges related to financial flexibilities, human resource flexibilities, procurement and talent for targeted transformation initiatives.

In partnership with CSI departments, TBS sectors, and the Department of Finance Canada, the program is developing a framework for implementing an outcomes-based approach for incremental access to funding based on tangible demonstration of progress toward achievement of targeted outcomes tied to the delivery of value.

Document types

• agendas
• records of decision
• meeting materials
• placemats
• briefing documents
• presentations
• correspondence

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 416

Enterprise Architecture and Technology Strategy

Description: Enterprise Architect and IT Strategy (EATS) provides government-wide leadership and direction for Enterprise Architecture and Information Technology (IT) through the development, issuance, and interpretation of strategies, policies, standards, guidelines, and guidance.

EATS collects records from departmental architectures and proposals and maintains records on the results of enterprise architectural assessments from the GC Enterprise Architecture Review Board (GC EARB).

EATS collects information about departmental business applications through the GC Application Portfolio Management program, and departmental IT expenditures through the IT Expenditure Reporting program. This information is combined with other data gathered about the GC as well as data from industry to produce modern technology strategies that identify at-risk technologies and establish an enterprise-wide plan to reduce our technical debt.

EATS manages the TBS Application Modernization Investment Fund as a centrally administered stimulus program to stabilize the GC’s application portfolio’s health and security posture. The funds support the application modernization and cloud adoption efforts of departments and agencies; the program is scheduled to sunset in March 2024.

Document types

• agendas
• records of decision and meeting materials related to Government of Canada Enterprise Architecture Review Board and multiple Communities of Practice
• compliance/conformance data in relation to all technology standards
• strategy papers
• position papers
• advice
• briefing notes
• backgrounders
• reports
• statistics
• assessment tools
• templates
• standards
• guidelines
• guidance materials
• presentations and project documentation related to enterprise architecture
• application hosting and cloud migration
• application data
• application dashboards
• IT expenditures
• departmental modernization key performance indicators and dashboards

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 410

Cyber Security

Description: The Cyber Security Division provides Government of Canada–wide leadership, direction and oversight on cyber security for federal institutions. In support of establishing a consistent government-wide security posture and enabling the secure delivery of government programs and services to Canadians, the Cyber Security Division leads a number of core functions, including:

• developing IT security and cyber security strategies
• ensuring the prioritization of investments and their alignment with the strategies
• establishing a government-wide enterprise security architecture, in alignment with government business objectives, to ensure that cyber security requirements and risk-based measures are applied continuously in an identify, protect, detect, respond, and recover approach to protect information systems and services
• issuing direction and guidance to enable a whole-of-government approach and a consistent enterprise-wide security posture
• enabling a government enterprise platform that is modern, central, secure and user-friendly in support of the government’s Identity, Credential, and Access Management solution ecosystem
• overseeing implementation of cyber security enterprise initiatives and practices to improve the maturity of cyber security management across the enterprise and ensure that government information and assets are managed and protected from cyber threats
• performing continuous monitoring of cyber risks to maintain visibility of enterprise cyber threat and risk environment and establish situational awareness
• providing strategic oversight and direction in the government cyber security event management process to ensure that events are effectively coordinated in order to support decision-making and minimize potential impacts and losses to the government

Document types

• agendas
• records of decision and meeting materials related to Government of Canada Security Infrastructure Strategic Management Committee, Director General Information Technology Security Tripartite, Director Information Technology Security Tripartite and Designated Official for Cyber Security
• 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 government cyber security
• IT security risk management
• post-mortems and lessons learned related to significant cyber events

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 415

Digital Portfolio Management

Description: The Portfolio Management divisions (Economic, Government Operations, International Affairs, Security and Justice, and Social and Cultural) support the achievement of the Government of Canada’s digital transformation objectives and enable department to meet priorities by providing guidance in enterprise strategic planning, risk management and oversight of digital investments.

The divisions are aligned to and collaborate with the TBS Program Sectors to support the Treasury Board in its role as a management board by providing management oversight and advice on digital, data, service, technology, privacy, security and cyber implications for a group of portfolio departments and agencies.

Program components include:

• Business Intelligence and Investment Advice to ensure that digital investments are well conceived and effectively planned from the outset, prior to coming to Treasury Board for approval, via early engagement with departmental officials, briefings on Memoranda to Cabinet, guidance and direction on concept cases and other recommendations.
• Treasury Board Submission Reviews to ensure that digital investment proposals are aligned with the TB policies on Digital and Service, and Security, as well as the strategic direction set out by of the Chief Information Officer of Canada and to support TBS Program Sectors with strategic direction, analysis and recommendations on submissions and other cabinet documents regarding digital, data, service, technology, privacy, security and cyber implications
• Ongoing Project and Programme Oversight of departmental digital investments to ensure effective project management and governance practices are consistently applied throughout the life of high-risk digital projects/programmes and to provide the Chief Information Officer of Canada and other TBS officials with recommendations for course correction and intervention as required

Document types

• advice
• agenda
• amendment
• assessment
• attestation
• authority
• backgrounder
• briefing notes
• business case
• checklist
• comments
• contact list
• correspondence
• dashboard
• dataset
• decision letter
• estimates
• exemption
• feedback
• forecast
• framework
• guide
• invitation
• letter
• list
• memorandum of understanding
• notes
• plan
• presentation
• procedure
• project material
• project summary
• proposal
• rationale
• recommendations
• record of decision
• report
• request
• review
• speaking notes
• strategy
• training material

Treasury Board files

• information (total value, department, name, date)
• agenda
• agreement
• amendment
• attestation
• authority
• backgrounder
• briefing notes
• business case
• checklist
• comments
• contact list
• correspondence
• dataset
• decision letter
• estimates
• exemption
• forecast
• investment plans
• letter
• memorandum of understanding
• plan
• presentation
• procedure
• project material
• project complexity risk assessment
• recommendations
• request
• review
• statistics
• strategy
• submission
• tracker

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 140

Portfolio Services

Description: The Portfolio Services division:  1) manages the coordination of due diligence activities and processes in the Office of the Chief Information Officer of Canada to support the Treasury Board (TB) in its role as a management board, and 2) designs, implements and manages government-wide programs for planning and reporting to provide decision support for enterprise governance, prioritization and oversight of investments with digital, data, service, security, and cyber implications.

The Enterprise Portfolio Management is an enterprise digital solution managed by TBS and used by government departments and share service providers collect and manage data and information on departmental investments and IT plans and Government of Canada Services.

Program components include:

• Due Diligence Coordination to manage and triage TB submissions and other documents for review by Portfolio Management divisions and OCIO policy centres, to prepare and support senior management for TB meetings, and to ensure TBS service standards for submission review are tracked and met.
• Portfolio Coordination to develop and manage common processes across the sectors of the Office of the Chief Information Officer of Canada for the coordination and management of proposal reviews, recommendations, and briefings to prepare and support senior management for TB meetings and meetings with departmental officials. Processes ensure a consistent approach is applied in assessing whether digital investments are aligned with the TB policies on Digital and Service, and Security, as well as the strategic direction set out by of the Chief Information Officer of Canada and related government priorities, and to support TBS Program Sectors with strategic direction, analysis and recommendations on submissions and other cabinet documents to ensure alignment on digital government objectives. 
• Enterprise Planning and Reporting Program is responsible to collect, manage, analyse and prepare reports on departmental plans and performance for the management of information technology, information management, data, cyber, security, and services, and to provide evidence and data to support strategy direction setting, governance, enterprise prioritization and oversight of government digital investments and operations, as well as monitoring compliance to the TB Policy on Service and Digital

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 246

Enterprise Digital Enablement

Description: The Enterprise Digital Enablement Division enables digital government by ensuring enterprise digital platforms are in place to facilitate internal public service operations and service delivery to Canadians.

This is accomplished through exercising strategic leadership, horizontal governance and the development of enterprise frameworks to improve the management of IM/IT services contracts through consolidation and strategic vendor management and to support the deployment of enterprise digital platforms in the areas of information management, digital collaboration, system interoperability and service delivery, and to ensure the remediation of at-risk technologies.

Document types

• advice
• briefing documents
• process documents
• trackers
• agreements
• terms of reference
• project proposals
• memoranda
• memorandum of understanding
• frameworks
• procedures
• legal opinions
• plans
• submissions
• reports
• agendas
• records of decision
• correspondence
• strategies
• user profiles
• notes
• user training materials

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 140

Digital Talent and Leadership

Description: Digital Talent and Leadership is responsible for organizing, optimizing and upskilling digital talent across the Government of Canada, which includes:

• supporting the recruitment, management, learning, development and recognition of the government’s digital talent
• sourcing and managing external talent and promoting talent intake from underrepresented communities, international, academia, civic tech, not-for-profit and industry sources
• leading engagement and outreach across the government and with external partners
• leading innovation and continuous improvement conceptualization

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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 417

Talent.canada.ca

Description: This bank describes information that is used by the platform talent.canada.ca for staffing activities. The platform was previously known as Talent Cloud. It currently includes GC Digital Talent and Indigenous Talent Portal. 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
• applicant work samples

Class of individuals: Individuals who apply for employment via talent.canada.ca and federal institution hiring managers and human resource advisors.

Purpose: Personal information is used to administer recruitment and staffing activities in departments using talent.canada.ca. Personal information is collected pursuant to section 7(1) of the Financial Administration Act; sections 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 form 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: TBS will retain applicant information for 5 years. Applicant and management profile information on talent.canada.ca will be retained for 2 years following the last administrative action. Applicants and managers will be notified when their profile information is to be disposed. Job opportunities will remain. For information on the retention and disposition of this information by other 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

Management Accountability Framework

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 to identify areas of management strength and areas that require attention.

MAF encourages certain evolving practices and nudges management behaviour 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 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
• TBS to assess the state of management practices and performance across government and to monitor policy compliance and implementation with the Treasury Board 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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 113

Investment Management Directorate

Description: The Investment Management Directorate develops and interprets policies, directives and guidance on investment planning, project/programme management and real property.

The Directorate also manages:

• Directory of Federal Real Property
• Callipers, a web application containing project, Organizational Project Management Capacity Assessment and Project Complexity and Risk Assessment information
• Federal Contaminated Sites Inventory

Note: Requests for department-specific project documentation or investment plans should be directed to the department.

Document types

• investment planning policy
• project/programme management and real property directives, standards, tools and guidance material
• Management Accountability Framework assessment information concerning investment planning, project management, and real property management
• investment planning and project management web pages
• Callipers briefing notes
• presentations
• records of discussion
• terms of reference
• agendas for the Senior Designated Official Councils for Project Management and Real Property, Federal Contaminated Sites Inventory, Directory of Federal Real Property

Disclosure summaries: No third-party disclosure has occurred.

Record number:  TBS FM 110

Centre of Expertise for Real Property

Description: The Centre of Expertise for Real Property (COE) was established through Budget 2021, following the release of the report on the government-wide review of federal fixed assets. The COE’s mandate is to implement recommendations from the Horizontal Fixed Asset Review and to help departments respond to real property use changes resulting from the COVID-19 pandemic.

Document types

• Horizontal Fixed Asset Review: Reports and associated documents, presentations, agendas, terms of reference and records of discussion for the Deputy Minister Real Property Committee, training materials, presentations, briefing notes, workplans and action plans

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 138

Procurement, Materiel and Communities Directorate

Description: The Procurement, Materiel and Communities Directorate is responsible for the development and interpretation of policies, directives, and guidelines on the procurement of goods, services, construction services and materiel.

Additionally, the Community Development Office 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

• policies
• directives
• standards
• guidance
• reports
• memoranda
• briefing notes
• legal opinions and other correspondence on legislative regulatory and policy instruments
• contracting policy notices
• plans
• submissions
• presentations
• speaking points
• agendas
• terms of reference
• records for various committees and other fora
• Management Accountability Framework assessments
• correspondence
• still images
• notes
• training materials
• lists

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 112

Certification Program for the Federal Government Procurement and Materiel Management Communities

Note: The program activity associated with this CoR sunsetted on March 31, 2023. Records are retained until the retention and disposition period is concluded.

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 at TBS manages the Certification Program and coordinates 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. 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 assists in providing services in regard 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 

• committees 
• working groups documents 
• certification curriculum 
• workshops 
• forms 
• equivalency requests 
• presentations 
• memoranda of understanding 
• service level agreements 
• 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 TBS.

Personal information may include:

• applicant and participant name
• contact information
• biographical information
• signature
• educational information
• personal record identifier
• certificate number
• certification designation number
• employment equity information
• language
• special accommodation information
• signature
• 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,
• administer and provide services for the Certification Program for the Federal Government Procurement and Materiel Management Communities
• determine eligibility for the program
• maintain an inventory of candidates
• 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). Applicants’ and participants’ personal information is also shared with management of their home department or agency in order to obtain agreement to enroll, pay for, 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

Retention: Once the candidate notifies Canadian General Standards Board (CGSB) that they no longer want to be in the program, they are notified that CGSB will archive their file for two years.

Disposal: After two years, all file information is scheduled for destruction. The only 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

Digital Comptrollership Program

Description: The Digital Comptrollership Program is responsible for the SAP-ECC6 migration to SAP S/4 HANA designing standards, streamlining processes and common data structures, building modernized common Financial and Material Management 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
• memoranda of understanding
• minutes
• notes
• plans
• presentations
• procedures
• project materials
• questions and answers
• record of decision
• reports
• strategies
• submissions
• templates
• terms of references
• trackers
• training material

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 350

Central Agency Cluster-Shared Systems Division

Description: The Central Agency Cluster-Shared Systems (CAC-SS) provides maintenance and development support on first-line and second-line analysis and configuration, Help Desk support services, End User Communications and Training Services for the SAP ERP financial system and SAP BusinessObjects Web Intelligence for corporate reporting. CAC-SS provides services to 25 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

Disclosure summaries: No third-party disclosure has occurred.

Record number: SCT GF 352

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:

• providing interpretation and advice to deputy heads, heads of internal audit, and internal audit practitioners on policy implementation, development of departmental internal audit policies and risk-based audit plans, application of professional standards, and oversight and guidance of the internal audit function
• conducting or leading internal audits for departments that do not have an internal audit function and that address horizontal, sectoral or thematic risks or issues
• establishing audit intelligence systems and assessment strategies to determine and report to the Comptroller General on the state of the internal audit function in departments and across government
• developing strategies to build 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 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
• Institute of Internal Auditors 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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 406

Library of Audit Recruitment Activities

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 personal information bank (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 and past members

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 want 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

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 departments to help them to manage their communications activities and corporate identity effectively and efficiently. The program also monitors their compliance with the policy.

The policy covers various communications activities such as advertising, public opinion research, social media and web communications, publishing, and the use of the Government of Canada’s official symbols.

The policy supports the use of many communications channels, including digital media and platforms and traditional methods, 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 makes sure that the Government of Canada and its programs, services, facilities, assets, activities and uniformed officials is clearly identified in Canada and abroad through the consistent use of the government’s official symbols.

The program is 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
• standard
• guidelines
• interpretations
• advice
• briefing notes
• correspondence
• dataset
• lists
• meeting agendas
• memoranda
• plans
• presentations
• rationales
• recommendations
• reports
• reviews
• speaking notes
• statistics
• strategies
• tables
• terms of reference
• tools
• web content (internal and external)
• technical specifications

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 134

Service Design and Delivery

Description: The Centre for Greening Government acts as both a policy centre within TBS and a Centre of Expertise on greening government operations for departments, agencies and Crown corporations.

Document types

• Greening Government Strategy
• Policy on Green Procurement
• guidance documents
• presentations
• agendas
• terms of reference, background research and reports
• data on the environmental performance of federal operations (published annually on the TBS website and Open Government Portal)

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 290

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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 280

Government of Canada Workplace Accessibility Passport

Description: Includes records related to the provision of an accessible, barrier-free workplace for all federal employees (including employees of Crown corporations, foundations, commissions). Records may include information related to:

• employee name
• identifying numbers
• contact information
• situations
• barriers
• facilities
• services
• supplies
• the selection and use of solutions
• training for adaptive devices, tools, supports, services or other measures in place as part of solutions
• agreements between employees and their managers
• tracking and reporting on solution status
• history of previous solutions

Document types

• Public Service Accessibility Strategy governance framework records (such as agendas, minutes of meetings, records of decision)
• correspondence between employees, managers, facilitators, private sector health care providers or subject matter experts
• adaptive tools or measures training materials and records
• reports
• central agency or institution-specific policies, standards, guidelines or procedures
• copies of relevant legislation and regulations

Disclosure summaries: Private sector health care providers, subject matter experts.

Record number: TBS PM 300

Government of Canada Workplace Accessibility Passport

Description: This bank describes information that is used in support of the Government of Canada Workplace Accessibility Passport (the Passport). Personal information may include:

• employee’s given name, surname, contact information, identification number
• manager’s given name, surname, contact information
• the given name, surname, contact information for colleagues with whom Passport information has been shared
• situations
• barriers
• solutions
• private sector health care providers or subject matter expert correspondence and communications
• discussion confirmations between the employee and manager including signatures and date
• adaptive tools or support measures provided
• agreements between the employee and manager including signature and date
• history of adaptive tools, devices, services or support measures

Class of individuals: Current, former or prospective employees of government institutions, including casual and contract employees.

Purpose: Personal information is used to record and maintain Passport agreements between an employee and their manager to identify barriers and situations in the workplace and the solutions that will be implemented to remove those barriers. Information may be collected under sections 7(1)(e) and 11.1(1)(j) of the Financial Administration Act.

Consistent uses: Information may be used or disclosed for the following reasons:

• to prevent injuries, illnesses and subsequent disabilities arising out of or aggravated by barriers and situations in the workplace
• to establish that individuals subject to certain barriers or situations are able to continue working without detriment to their health or safety or to that of others

Information may be shared with consent to private sector health care providers or subject matter experts to advise on situations, barriers and solutions.

Information may be shared with Shared Services Canada (SSC) Accessibility, Accommodation and Adaptive Computer Technology Program (AAACT) to request workplace adjustments and adaptive solutions.

Information may be used or disclosed for planning and program evaluation purposes.

Information may also be shared with/described in other Standard Personal Information Banks pertaining to human resources activities including:

• Employee Personnel Record – PSE 901
• Attendance and Leave – PSE 903
• Employee Assistance – PSE 916
• Pay and Benefits – PSE 904
• Grievances – PSE 910
• Occupational Health and Safety – PSE 907

Retention and disposal standards: Personal information will be retained for a period of at least two years following the last time it was used for a decision-making purpose.

Note: For further information about the length of time that specific types of common administrative records listed in the above Standard Personal Information Banks are maintained by government institutions, including the final disposition of those records, contact the institution’s Access to Information and Privacy Coordinator.

RDA number: 2015/001
Related record number:  TBS PM 300
Treasury Board of Canada Secretariat registration number:  Pending TBS approval
Bank number: TBS PCE 702

Employment Equity, Diversity and Inclusion

Description: Equity, diversity and inclusion is supported by People and Culture through activities at the Centre on Diversity and Inclusion, which is dedicated to examining the barriers and challenges to achieving a diverse and inclusive workplace.

In addition to producing the Employment Equity in the Public Service Annual report on behalf of the President of the Treasury Board, it provides policy advice and guidance on employment equity, diversity and inclusion, and leads the development of and administers key initiatives such as the Self ID Modernisation Project, Mentorship Plus Program, the Mosaic Leadership Development Program, the Federal Speakers’ Forum on Lived Experience, and the Community of Practice of the Designated Senior Officials for Employment Equity, Diversity and Inclusion. Much of this work is co-developed with the diverse communities it is intended to serve.

Finally, it engages and coordinates with stakeholders whose policies and programs affect the diversity and inclusion agenda in the federal government. Includes 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.

Records related to activities to advance the work on diversity and inclusion within the public service include:

• 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
• engaging and consulting with internal and external stakeholders related to equity, 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
• annual reports
• what we heard reports

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 250

The Mosaic Leadership Development Program

Description: The Mosaic Leadership Development Program is a 15-month management development program meant to address the gap in representation in senior EX levels. Personal information is collected from potential candidates in the Mosaic Leadership Development Program to determine eligibility for participation in the program. The program is managed through the Office of the Chief Human Resource Officer of Canada’s Centre on Diversity and Inclusion (CDI). The Mosaic Program was designed in collaboration with various Federal employee-equity networks and key stakeholders. Personal information may include:

• work contact information
• location
• number of years in substantive level/position
• department and classification
• second language proficiency
• equity information, including:
  • gender
  • Indigenous
  • person with a disability
  • members of visible minorities
  • 2SLGBTQI+ community
• whether the candidate is a veteran
• participant’s narrative description of examples where participant demonstrates GC Core Key Leadership Competencies

Class of individuals: Full-time employees of federal institutions within the core public administration, as well as from separate institutions and agencies outside of the core public administration.

Purpose: Personal information is used to:

• determine eligibility for the program
• conduct an impartial assessment of a candidate’s qualifications
• research and statistical purposes

Personal information for use by the Mosaic Leadership Development Program is collected under the legal authority of the Financial Administration Act paragraph 11.1(1)(e) which stipulates that personal information can be collected, subject to the Employment Equity Act, for programs with respect to the implementation of employment equity in the public service.

Consistent uses: The bank is used for the recruitment, appointment, evaluation, training, and general administration of the Mosaic Program. The personal information is used in a consistent manner and shared with the other parties involved in the program (i.e., the learning provider – Ivey Academy, the Public Service Commission and the Centre on Diversity and Inclusion within the Office of the Chief Human Resources Officer, as administrators of the program). Information may also be shared or used with the following standard personal information banks: Human Resources Planning (PSU 935) and Training and Development (PSE 905).

Retention and disposal standards: The personal information collected by the Centre on Diversity and Inclusion will be retained for a period of up to 5 years.

The disposal of the personal information in the Centre on Diversity and Inclusion’s possession will be conducted in accordance with the regulations issued by the Treasury Board of Canada Secretariat. Disposition of non-transitory information within the department is the sole purview of the corporate Information Management (IM) services team. CDI, as the business owner, is responsible for making sure that the information is stored appropriately on the TBS network, in the main repository so that the IM team can perform disposition at the appropriate time.

RDA number: 2015-001
Related record number: TBS PM 250
TBS Registration: 20230043
Bank number: TBS PCE 810

Mental Health in the Workplace

Description: Records related to advancing priorities for mental health in the workplace, including:

• supporting federal organizations in complying with the 2016 Federal Public Service Workplace Mental Health Strategy
• aligning with the National Standard of Canada for Psychological Health and Safety in the Workplace
• providing advice and guidance on policy considerations for mental health / psychological health and safety in public service organizations

Activities include:

• 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
• supporting the measurement of progress including against the Federal Public Service Workplace Mental Health 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
• 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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 221

Values and Ethics

Description: Records related to the administration, promotion and provision of advice on the Values and Ethics Code for the Public Sector and related Treasury Board policies and directives, including:

• engagement, outreach, support and advice to departments and stakeholders on values and ethics and conflict of interest
• support and training for 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
• facilitation of 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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 210

Disclosure Activities

Description: Records related to activities for the administration, promotion and provision of advice on the Public Servants Disclosure Protection Act (PSDPA) and the responsibility of tabling thePSDPA Annual Report, including activities such as:

• engagement, outreach, support and advice to departments on disclosure activities
• support and training for the key departmental officials responsible for the disclosure process
• collaboration and exchange with departments through interdepartmental networks
• liaison with the Office of the Public Sector Integrity Commissioner
• support to the PSDPA Review Task Force
• support on meeting Canada’s obligations under international anti-corruption agreements (eg. OCED, UN, OAS, G20)

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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 240

Employment Equity Champions and Chairs Committees/Circle

Description: Records related to Employment Equity Champions and Chairs Committees/Circle (EECCCs/C) activities that support public service employment equity objectives by convention and according to the legislative obligations of Treasury Board in its role as the employer under the Employment Equity Act. 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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 261

People Management and Workplace Policies

Description: Information on People Management and Workplace Policies and Programs includes:

• duty to accommodate
• telework
• mandatory training
• Interchange Canada (policy and program activities)
• student employment
• term employment
• promotions
• workplace daycare centres
• legal assistance and indemnification
• probation
• termination
• conflict of interest
• legal assistance and indemnification

Document types

• action plans
• advice
• agendas
• agreements
• applications
• assessments
• backgrounders
• briefing notes
• business cases
• checklists
• 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 slips
• speaking notes
• speeches
• statistics
• strategies
• submissions
• summaries
• tables
• templates
• terms of references
• tools
• trackers
• training materials

Disclosure summaries: No third-party disclosure has occurred.

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. Departmental Interchange Canada liaison officers submit the data. The Interchange Canada Reporting Application is also used to process user requests.

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: Departments use the Interchange Canada Reporting Application to submit information to TBS about Interchange Canada. This information is used for statistical data analysis and trends forecasting. 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: Interchange Canada assignments are uploaded to the Interchange Canada Assignment Opportunity Portal and stored until the deadline selected by the user, after which they are automatically deleted. The Interchange Canada Reporting Application administrator can modify the deadline, on request of the uploader.

Interchange Canada assignment data inputted to the Interchange Canada Reporting Application is 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.

Departments retain documents on assignments of participants from personal corporations for audit purposes for a period of 6 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 of awards and recognition in accordance with relevant policies (for example, 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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 260

Government of Canada Workplace Charitable Campaign

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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 262

Official Languages

Description: Records related to 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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 211

Official Languages: Burolis

Description: Directory of offices and service locations of federal institutions and privatized organizations that offer services to the public and are subject to the provisions of the Official Languages Act and Regulations.

Document types

• tables
• analyses
• operating procedures
• computer publications

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 213

Information Systems for Official Languages and Human Resources in Federal Institutions

Description: Information on administrative systems for 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.

Document types

• databases
• data tables
• reports
• statistical output
• manuals

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 237

Official Languages Information System II

Description: Official Languages Information System II (OLIS II) is a central file containing information from institutions on the resources necessary to meet their official languages obligations.

The file may include figures on employees and information such as the employment category, the first official language, the communications requirements related to service to the public, internal services, and supervision. Data are provided by the institutions either by filling out 5 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 now called the Federal Public Sector Labour Relations Act) that are appointed full-time indeterminate or part-time determinate for more than 3 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 the 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

System for Official Languages Obligations

Description: The System for Official Languages Obligations (SOLO) is a central file containing information from institutions on the resources necessary to meet their official languages obligations.

The file may contain information on the offices and service points of all institutions subject to the Official Languages Act. It also includes information on how institutions apply the Official Languages (Communication with and Services to the Public) Regulations to determine the linguistic designation of their offices serving the public.

The file may include statistical data on employees and information such as:

• employment category
• first official language
• communications requirements related to service to the public
• internal services
• supervision

This data is provided by institutions that are not part of the core public administration by filling out 5 tables on the electronic portal every year. Since 2023, this data is gathered via SOLO instead of the Official Languages Information System II.

Finally, SOLO enables institutions to complete TBS-initiated questionnaires on the status of their official languages programs.

Document types

• databases
• operating procedures
• reports
• statistical data
• data tables

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 227

Executive Management

Description: Information and records related to total compensation, organization and classification, talent management, performance management for executives, policy interpretation, terms and conditions of employment, including career transition for executives.

Document types

• action plans
• advice
• agendas
• agreements
• backgrounders
• biographies
• briefing notes
• business cases
• certificates
• checklists
• contact lists
• correspondence
• 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
• strategies
• summaries
• tables
• templates
• terms of references
• tools
• trackers
• training materials

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 251

Executive Leadership Development Program

Description: Information and records about Executive Group employees nominated to or participating in the Executive Leadership Development Program (ELDP). Personal information may include:

• name and contact information of the individual and supervisor
• employee identification number
• employment equity information
• biographical information
• educational information
• employment history
• employee personnel information
• gender
• opinions and views of or about individuals

Document types

• nomination forms
• notes on individual and group performance as part of leadership-building activities
• talent and performance profiles
• participant profiles
• mentor profiles
• resumés
• selection decision records
• questionnaires
• reports
• presentations

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 256

Executive Group Classification Information System

Description: Classification information on individual Executive Group positions in the public service is sent from departmental HR systems and stored in the database for the Position and Classification Information System Plus (PCIS+), in job and individual position records and displayed in spreadsheets.

Class of individuals: All current federal executives for whom the Treasury Board is classed as the employer under the Federal Public Sector Labour Relations Act, departments named in Schedules 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 745

ADM Resourcing

Description: Assistant deputy ministers (ADMs) are collectively managed and the Office of the Chief Human Resources Officer 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 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 People and Culture
• resumés
• ADM talent management dashboards
• talent management questionnaires

Resourcing recommendations provided to deputy heads.

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 200

Government-wide EX Talent Management

Description: This bank describes information about federal government employees in the executive 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
• employment information
• employee personnel information
• gender
• opinions and views of or about individuals
• photograph
• signature

A Privacy Impact Assessment is currently being conducted on ETMS use for talent management.

Class of individuals: Under the Directive on Performance and Talent Management for Executives that came into effect on April 1, 2020, completing a talent assessment is a requirement for all executives at all levels. The Chief Human Resources Officer has provided the ETMS to ensure that these are completed and recorded for corporate and departmental talent management.

Purpose: Personal information is collected by TBS, in the Office of the Chief Human Resources Officer, the Office of the Comptroller General (for chief financial officers), 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 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. Executive-level information may be shared with the Canada School of Public Service and the Public Service Commission, including the Personnel Psychology Centre. Information may be shared with deputy heads and heads of human resources for talent management purposes. 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
• Employment Equity and Diversity – PSE 918

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

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
• discipline

Document types

• performance assessments
• performance agreements
• learning and development plans
• talent management plans
• investigation reports
• action plan reports

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 275

Performance Management Program for Employees

Description: This bank describes information that is used for 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
• views and opinions of and about an individual

Note: Information may be stored in the Public Service Performance Management Application (PSPM App). To access the PSPM App, use a public key infrastructure 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 deliver the performance management program for employees by deputy heads and their representatives in departments and agencies of the core public administration.

The program involves:

• registering employees and managers in the program
• creating performance agreements
• providing reports to departments, agencies and Parliament in the form of aggregated information,
• providing 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.

Consistent uses: The information may be used or disclosed for the following purposes:

• reporting to senior management
• evaluation
• auditing
• policy analysis
• research and statistics

Information may be accessed by departmental human resources officers, TBS systems administrators and Shared Services Canada systems administrators, as part of their duties to support the PSPM App. 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; 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

Classification

Description: The Classification Program establishes the principles for the sound organization and measurement of work in the core public administration (CPA); supports the creation of a hierarchy of work to which compensation can be mapped; provides a policy framework, direction and tools to foster the prudent management of the wage bill through appropriate classification decisions and classification relativity across the CPA.

Document types

• general information on classification
• classification program, policy, directives and interpretation
• classification delegation – policy and directive, delegation of authority to organizations
• classification learning and accreditation – learning, practicum, policy and directive, curriculum development, accreditation courses
• complaints
• occupational groups – occupational group structure and definitions, pre- and post-March 1999
• classification oversight – audits and monitoring – department audits, monitoring
• active monitoring tools – Position and Classification Information System Plus
• classification dashboard – reporting on classification
• reports and statistics
• conversion dashboard – reporting on classification conversions
• job evaluation standards
• qualification standards for occupational groups
• Classification Program Renewal Initiative – proposal, special projects, research reports, funding
• grievances – case files, policy and directive, grievance tracking system
• Treasury Board submissions
• public enquiry responses

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 248

Compensation Policy and Pay Administration

Description: Information on advice, interpretation, direction and training support provided to departments of the core public administration on pay administration guidance, and policies and compensation policy, including various directives such as terms and conditions of employment. This unit provides strategic assessment and advice on compensation policy and pay administration to senior management.

Document types

• pay-(PA)-pay administration, bargaining agents (unions)
• committees
• monitoring, reports and statistics of compensation policy and pay administration
• pay administration coordination, with Public Services and Procurement Canada policy interpretation
• allowances and extra duty

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS GW 500

Collective Bargaining

Description: Information on collective agreements that were made in writing and entered into under the Federal Public Sector Labour Relations Act (FPSLRA) by TBS 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 with provisions about the terms and conditions of employment, the collective bargaining mandate process, negotiation strategies, and related matters. It also includes information on the following:

• the FPSLRA 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
• 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, attendance, leave, overtime and shiftwork system, extra duty reporting system, incumbent system, leave reporting system
• compensation information – reports, requests – TBS
• compensation and statistical analysis – occupational categories and groups
• compensation valuation and comparison – elements, individually, outside practices, valuation, application, implementation

Disclosure summaries: No third-party disclosure has occurred.

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 Federal Public Sector Labour Relations and Employment Board’s decision
• the bargaining agent’s application
• the intervener’s position
• the position exclusion lists
• 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 Federal Public Sector Labour Relations and Employment Board.

Class of individuals: This information relates to all federal employees (under Schedules I and IV of the Financial Administration Act) who have submitted complaints or on whose behalf complaints have been submitted.

Purpose: The purpose of this bank is to maintain records of complaints made by bargaining agents on behalf of individuals pursuant to the Federal Public Sector 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 the Employee Relations and Total Compensation 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 under the Canadian Human Rights Act.

General information on:

• 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 for race, national or ethnic origin, colour, religion, age, sex, sexual orientation, gender identity or expression, marital status, family status, genetic characteristics, disability, and conviction for which a pardon has been granted or in respect of which a record suspension has been ordered

Document types

• investigations, studies, surveys, audits
• publications
• reports and statistics
• training material
• backgrounder
• advice
• minutes
• rationale
• complaint
• legal opinion
• briefing note
• speaking note
• grievances

Disclosure summaries: No third-party disclosure has occurred.

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 are retained for 20 years and then destroyed
• complaints related to the Public Service Management Insurance Plan 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 Federal Public Sector Labour and Employment Relations Board
• the monitoring of trends and jurisprudence
• advice and support to departments
• support to OHS and labour relations communities
• business continuity for human resources matters

Document types

• letter
• correspondence
• grievances
• interpretation
• briefing note
• speaking note
• memorandum of understanding
• action plan
• dashboard
• guideline
• unfair labour practice complaints, human rights complaints
• reports of trends and jurisprudence
• advice and support to departments
• risk management plan
• legal opinion
• statistics and surveys
• training material

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 253

COVID-19 Vaccination Attestation and Worksite Testing Program

Description: This bank describes personal information related to federal employees and Governor in Council (GIC) appointees who are subject to vaccination attestation and testing requirements stemming from the Policy on COVID-19 Vaccination for the Core Public Administration Including the Royal Canadian Mounted Police, the terms and conditions applying to GIC appointees, or similar institution-specific policies regarding COVID-19 vaccination requirements.

Personal information collected may include:

• name
• contact information
• date of birth
• personal record identifier
• employee identification number
• employee personnel information
• vaccination attestation status
• verification of vaccination status information
• accommodation status
• accommodation measures taken
• confirmation of medical contraindication
• religious affidavit
• testing information (test type and test results)
• attestation status
• self-evaluation symptoms
• audit log information from Government of Canada – Vaccination Attestation System (GC-VATS) and the Rapid Testing Attestation Solution (RTAS)
• opinions or views of or about individuals

Information may be stored in 2 information systems managed by TBS: GC-VATS and RTAS.

Note: Federal institutions outside of the core public administration may use GC-VATS and RTAS upon approval from TBS.

Note: GIC appointees are not considered “employees” for the purposes of the Policy on COVID-19 Vaccination for the Core Public Administration Including the Royal Canadian Mounted Police but are required by the terms and conditions applying to GIC appointees to be fully vaccinated unless accommodated, and they must abide by the vaccination requirements applicable to the institutions to which they are appointed. Therefore, GC-VATS and RTAS collects information on some GIC appointees.

Class of individuals: Full-time or part-time employees of federal institutions in the core public administration, the RCMP, and GIC appointees appointed to institutions that use GC-VATS and/or RTAS, and employees outside of the core public administration where the employing institution uses GC-VATS and/or RTAS.

Purpose: The personal information is used to record compliance with the Government of Canada’s requirement that all federal employees must be vaccinated against COVID-19 unless accommodated due to certified medical contraindications, religion, or other prohibited grounds under the Canadian Human Rights Act.

For federal employees within the core public administration, personal information is collected pursuant to paragraph 7(1)(e) and subsection 11.1(1) of the Financial Administration Act.

For federal employees outside the core public administration, personal information is collected pursuant to employment and human resources authorities laid out in the institution’s enabling legislation.

For a GIC appointee, personal information is collected pursuant to the human resources management authorities inherent in the order in council formalizing their appointment and the legislation or other statutory instrument that establishes their position.

Consistent uses: The personal information will be used to determine if individuals will be granted on-site access to the workplace and to determine whether an individual is permitted to report to work in person or remotely.

Aggregated information will also be used by organizations, Health Canada and TBS to monitor and report on the overall impact of COVID-19 and compliance with the vaccination program, both within the organization and for the core public administration (refer to Occupational Health and Safety, PSE 907).

The personal information may also be used or disclosed:

• in accordance with established occupational health and safety requirements (refer to Occupational Health and Safety, PSE 907)
• in support of staffing decisions (refer to Staffing, PSE 902)
• for training (refer to Training and Development, PSE 905)
• for disciplinary actions for non-compliance (refer to Discipline, PSE 911)
• in support of action by the GIC to address non-compliance for GIC appointees (refer to Governor in Council Appointments, PSU 918)
• for personnel administration in the employing organization and for continuity and accuracy when an employee is transferred to another organization (refer to Employee Personnel Record, PSE 901)

Personal information data-matching occurs when a user accesses GC-VATS with the TBS Application Portal (TAP). The individual’s personal record identifier and name on the myKey must match the information stored in TAP, which received its data from Phoenix or the human resources system of RCMP or National Defence.

Information on GIC appointees may also be disclosed to the Privy Council Office for tracking compliance with vaccination requirements, as well as to support administrative action by the GIC related to non-compliance (refer to Governor in Council Appointments, PSU 918).

Information may be used and disclosed for:

• research
• statistics
• program and policy evaluation
• internal audit
• compliance and risk management
• strategy development
• reports

Retention and disposal standards: Personal information will be retained for 2 years after the last administrative action and will follow the disposition standards set out by Library and Archives Canada.
RDA number: 2015/001
Related record number: TBS PM 253
TBS registration: 20220001
Bank number: TBS PCE 807

Pay Equity

Description: The Employee Relations and Total Compensation (ERTC) sector implements the Pay Equity Act in the core public administration and the RCMP.

In addition, ERTC presents the employer’s position and responds to allegations of gender-based wage discrimination in pay equity complaints filed against Treasury Board with the Canadian Human Rights Commission or the Federal Public Sector Labour Relations and Employment Board.

This bank contains documentation related to the implementation of the Pay Equity Act and to pay equity complaints lodged prior to the enactment of the Pay Equity Act.

Class of individuals: This information relates to federal employees (under Schedules I and IV of the Financial Administration Act) and individuals who have filed a formal pay equity complaint against Treasury Board.

Document types

• agenda
• minutes
• meeting material
• terms of reference
• presentations
• reports
• speaking notes
• legal opinions
• memoranda
• briefing notes
• memorandum of understanding
• expert advice
• affidavits
• correspondence
• record of decision
• pay equity – communications
• pay equity complaints
• joint union/management initiatives – committees
• investigation reports
• questionnaires by case number
• newspaper and journal articles
• reference documents
• tribunal documents

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 254

Corporate Liaison and Strategic Management

Description: Corporate Liaison and Strategic Management:

• 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 TBS and Canada Public Service Agency policy renewal initiative and the review of policy instruments
• supports the National Joint Council and separate agencies, that is, those under the Financial Administration Act, Schedule V
• coordinates Public Service Modernization Act (PSMA) initiatives and the policy centre for PSMA guidelines on co-development and labour–management consultation committees
• 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 (Treasury Board submission)
• LRCO Policy Renewal and review of policy instruments
• National Joint Council
• separate agencies (Financial Administration Act, Schedule V)
• PSMA initiatives
• PSMA Guidelines on Co-Development and Labour–Management Consultation Committees
• Compensation and Comparability Review
• Compensation Policy Framework

Disclosure summaries: No third-party disclosure has occurred.

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 Federal Public Sector Labour Relations and Employment 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: This bank maintains 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 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 PSC (in the case of the PSC, the Graduate Recruitment Test, Written Communication Proficiency Test and the Situational Judgment Test)
• second language evaluation results
• employment equity identification
• employment history
• classification
• education information
• resumé information
• interview assessment results (including all handwritten notes of assessors and candidates)
• references
• security screening information
• proof of identity, including photo identification

Class of individuals: Recent secondary school, college and university graduates applying as participants to various recruitment initiatives through TBS and PSC 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 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 PSC for candidate referral and selection (refer to the PSC Personal Information Bank entitled Post-Secondary Recruitment Program: Inventory of Applicants and Support Organizational Recruitment Initiatives, number PSC PPU 015).

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 Federal Public Sector Labour Relations and Employment 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 grievers and may contain names of grievers.

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 griever, 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 griever and their dependents. Grievances may also include personal information (for example, 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 that have been the subject of NJC consultations and have been adopted by the NJC. This information is used by officers of the TBS 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 (the Centre) 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, which also saw the establishment of the Public Service Staffing Tribunal as an independent tribunal.

On November 1, 2014, the Public Service Staffing Tribunal and the Public Service Labour Relations Board merged to form the Federal Public Sector Labour Relations and Employment Board (FPSLREB). With respect to the broader human resources 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 FPSLREB through direct intervention, knowledge transfer, tools, research and analysis. The Centre 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, Federal Public Sector Labour Relations Act, 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

Disclosure summaries: No third-party disclosure has occurred.

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 – NJC, 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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 209

National Joint Council 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, “travellers” (meaning non-employees), or both for National Joint Council (NJC) Travel Directive exceptions.

The personal information collected may have included:

• home address
• personal telephone numbers
• employment equity information (such as, 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
• 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 to develop directives and for 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. The Excluded Groups and Administrative Policies (EGAP) unit prepares, authorizes, publishes and maintains policies that define terms and conditions of employment for excluded and unrepresented employee groups including the following:

• RCMP (compensation)
• Canadian Forces members
• ministers’ exempt staff
• excluded and unrepresented groups
• non-EX Group employees excluded from collective bargaining (performance pay)

Document types

• excluded groups and administrative policies-administration
• employer policies, 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, RCMP, Compensation and Benefits Instructions and King’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
• Organisation for Economic Co-operation and Development
• pay plans – administration, performance pay
• risk management

Disclosure summaries: No third-party disclosure has occurred.

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
• long-term storage

Document types

• relocation expense claims
• copies of institution-specific policies and procedures
• moving and storage company information

Disclosure summaries: No third-party disclosure has occurred.

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 (such as, 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 National Joint Council 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
• occupational health and safety

It is also responsible for consolidating and publishing the policies for ministers’ offices and developing the Treasury Board 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
• 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, shipment of effects, special applications – National Defence, Royal Canadian Mounted Police, NJC, special travel authorities, special travel situations, travel agencies
• commissions and boards, departments, agencies and Crown corporations, ministers’ exempt staff
• risk management
• work force adjustment, National Joint Council

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 270

Separate Agencies

Description: There are 27 separate agencies named in Schedule V of the Financial Administration Act. 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

Collective agreements and terms and conditions of employment for:

• Canada Investment and Savings (inactive)
• Canada Energy Regulator
• Canada Revenue Agency
• Canadian Food Inspection Agency
• Canadian Institutes of Health Research
• Canadian Nuclear Safety Commission
• Canadian Security Intelligence Service
• Communications Security Establishment Canada
• Financial Consumer Agency of Canada
• Financial Transactions and Reports Analysis Centre of Canada
• Indian Oil and Gas Canada
• Invest in Canada Hub
• National Capital Commission
• National Film Board
• National Research Council Canada
• National Security and Intelligence Review Agency
• Natural Sciences and Engineering Research Council of Canada
• Northern Pipeline Agency Canada
• Office of the Auditor General of Canada
• The Correctional Investigator Canada
• Office of the Intelligence Commissioner
• Office of the Superintendent of Financial Institutions Canada
• Parks Canada
• Polar Knowledge Canada
• Social Sciences and Humanities Research Council of Canada
• Staff of the Non-Public Funds – Canadian Forces
• Statistical Survey Operations

Disclosure summaries: No third-party disclosure has occurred.

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 the Directive on Classification Grievances. The bank may include information such as:

• position title
• position classification and rating
• position number
• supervisor’s position number
• employees’ name
• committee’s recommendation
• summary of the deliberations

The system is linked with the Position and Classification Information System.

Class of individuals: All federal employees the Treasury Board is classed as the employer for under the Federal Public Sector 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 Directive on Classification Grievances 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

Disclosure summaries: No third-party disclosure has occurred.

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 that Treasury Board is classed as the employer for under the Federal Public Sector 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 Federal Public Sector Labour Relations Act (FPSLRA). Pursuant to the general powers described under the FAA and the FPSLRA, the Treasury Board maintains personnel information systems on public service employees.

This bank is the prime source of exclusions data for TBS users and is used for monitoring the exclusions process and supporting human resources planning and management, which including:

• collective bargaining
• designations
• compensation analysis and personnel policy planning
• implementation
• evaluation
• 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 informationand 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
• Position and Classification Information System

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

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.

The public service benefit plans are:

• The Public Service Health Care Plan
• The Public Service Dental Care Plan
• The Public Service Disability Insurance Plan
• The Public Service Management Insurance Plan
• The Royal Canadian Mounted Police Life and Disability Insurance Plan
• The Pensioners’ Dental Services Plan

Document types

• agreements
• briefing materials
• communications products
• information notices
• contracts
• correspondence
• plan documents
• decisions
• policy instruments
• charging guidelines
• request for expressions of interest in contracts
• requests for proposals
• forms
• guides
• memoranda
• presentations and reports
• terms of reference for governance committees and boards

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS GW 501

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
• charging principles and guidelines
• business requirements
• regulations
• legislation
• memoranda
• presentations
• reports
• Funding Policy for the Public Sector Pension Plans
• Terms of Reference for the Public Service Pension Advisory Committee
• Asset Liability Committee

Disclosure summaries: No third-party disclosure has occurred.

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
• 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 Employee Relations and Total Compensation 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 Employee Relations and Total Compensation 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:

• Incumbent System
• EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission of Canada
• Public Service Pensions Data Bank (PWGSC PCE 702) held by Public Services and Procurement Canada
• Pension File (DND PPE 859) held by National Defence
• 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 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
• 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.”

Consistent uses: The information contained in the bank may be used by the Employee Relations and Total Compensation 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:

• Incumbent System
• EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission of Canada
• Public Service Pensions Data Bank (PWGSC PCE 702) held by Public Services and Procurement Canada
• Pension File (DND PPE 859) held by National Defence
• 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

Common Human Resources Business Process

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 7 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 on the CHRBP website process areas include:

1. 1.0 Human Resource Planning, Work and Organizational Design and Reporting
2. 2.0 Job and Position Management
3. 3.0 Staffing and Employee Integration
4. 4.0 Total Compensation (Pay Centre Clients and Non-Pay Centre Clients)
5. 5.0 Employee Performance, Learning, Development and Recognition
6. 6.0 Permanent and Temporary Separation
7. 7.0 Workplace Management, departmental letters of intent committing departments to implement the CHRBP

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 276

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)
• Official Languages Information System II (OLIS II)
• Incumbent System – development, maintenance and operations
• Extra Duty Reporting System (EDRS)
• Leave Reporting System (LRS)
• Leave Without Pay System (LWOP)
• Mobility File
• Position and Classification Information System (PCIS)
• Workforce Adjustment Monitoring System (WFAM)
• Information Management
• Employment Equity Data Bank (EEDB)
• Public Service Employee Survey (PSES) results
• Student Experience Survey results (SES)
• people management component of the Management Accountability Framework departmental reports

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 236

Position and Classification Information System (Position Master Database or PMD)

Description: This bank contains job and position data and some individual federal employee data sent from departmental HR systems relating to position classification matters (EX and non-EX).

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 (PRI) and information on employees (such as name, gender, etc.) who occupy said position. Also included is information concerning position classification data, Official Languages Information System and Official Languages Information System II (OLIS II) and Position Information Collection System (up until 1995). All of this data is housed within its Position Master Database, but only non-incumbent information is used in the actual Position Classification Information System Plus (PCIS+) application.

Class of individuals: All current indeterminate employees for whom Treasury Board is classed as the employer under the Federal Public Sector Labour Relations Act (FPSLRA), departments named in Schedules I and IV of the Financial Administration Act (FAA), the core public administration.

Purpose: Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA), the Federal Public Sector Labour Relations Act (FPSLRA), the Policy on People Management, and the Directive on Classification.

Pursuant to the general powers described under the FAA and the FPSLRA, the Office of the Chief Human Resources Officer (OCHRO) at Treasury Board Secretariat (TBS), maintains personnel information systems on public service employees. TBS 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 TBS, the Public Service Commission, public service bargaining agents, Statistics Canada and other departments or agencies within the core public administration.

This system may be used as a source of information or for linking with the following systems:

• Public Service Pay System/Incumbent System
• Employment Equity Data Bank (EEDB)
• Entitlements and Deductions System (EDS)
• Extra Duty Reporting System (EDRS)
• Leave Reporting System (LRS)
• Mobility File
• Executive and Management Compensation System
• Analytical Environment (PSC PCE 761) held by the Public Service Commission
• 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:  The OLIS and Position Information Collection System (PICS) data were transferred to Library and Archives Canada until 1995 when it was replaced by PCIS.  Data may be retained in PMD for historical reporting, but the PCIS+ application only retains the current job and position information for the CPA as departmental personnel information systems are the systems of record for this information.

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 federal employees of the public service who have self-identified as belonging to one or more of the designated groups (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, departmental electronic versions, MyGCHR and Public Service Resourcing System (PSRS).

In particular, the bank contains the personal record identifier (PRI), name 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 (FAA), Schedules I and IV (the core public administration) and are subject to the Employment Equity Act (EEA)

Purpose: Self-identification information is collected under the authorities and obligations described in the Employment Equity Act (EEA). Treasury Board Secretariat (TBS) (Office of the Chief Human Resources Officer) maintains personnel information systems on public service employees. This bank is the primary source of data for TBS users and is used for planning, implementing, evaluating and monitoring government policies.

The bank acquires information from other employment equity 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 EEDB provides quantitative data according to the 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/classification distribution.

This data is published yearly in the government of Canada Employment Equity Annual Report and online via the Diversity and Inclusion Statistics website. 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 TBS 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 (EDRS)
• Mobility File
• Entitlements and Deductions System (EDSS)
• Leave Without Pay System (LWOP)
• Leave Reporting System (LRS)
• Position and Classification Information System (PCIS)
• Official Languages Information System (OLIS)
• Workforce Adjustment Monitoring System (WFAM)
• human resource data files of the Public Service Commission such as Quarterly Statistics File, Appointment Information Management System, Priority Administration System, Analytical Environment Systems (PSC PCE 761) and 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. The data is also linked with workforce availability data to create departmental reports.

Retention and disposal standards: Computer-based data: Fiscal year master files are transferred to Library and Archives Canada periodically. Records are retained for historical reporting.

RDA numbers: 93/031 and 94/004
Related record number: TBS PM 250
TBS registration: 003560
Bank number: TBS PCE 739

Entitlements and Deductions System (EDSS)

Description: This bank contains individual federal employee data relating to pay and benefits.

The employee record may include information concerning personal characteristics, such as 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 Federal Public Sector Labour Relations Act. Also included are some of the employees employed by the separate employers identified in the Federal Public Sector Labour Relations Act.

Purpose: Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Federal Public Sector Labour Relations Act (FPSLRA). Pursuant to the general powers described under the FAA and the FPSLRA, the Treasury Board Secretariat maintains personnel information systems on public service employees.

This bank is the prime source of pay and benefits data for TBS 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 TBS, 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:

• Public Service Pay System/Incumbent System
• Employment Equity Data Bank (EEDB)
• Leave Reporting System (LRS)
• Extra Duty Reporting System (EDRS)
• Position and Classification Information System (PCIS)
• Mobility File
• Leave Without Pay System (LWOP)
• Executive and Management Compensation System
• Analytical Environment (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 (EDRS)

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 Federal Public Sector Labour Relations Act.

Purpose: Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Federal Public Sector Labour Relations Act (FPSLRA). Pursuant to the general powers described under the FAA and the FPSLRA, Treasury Board Secretariat maintains personnel information systems on public service employees.

This bank is the prime source of overtime and extra duty usage data for TBS 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 TBS, 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:

• Public Service Pay System/Incumbent System
• The Employment Equity Data Bank (EEDB)
• Entitlements and Deductions System (EDSS)
• Leave Reporting System (LRS)
• Executive and Management Compensation System
• Analytical Environment (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.

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 (PRI), date of birth, marital status, name, salary, appointment dates, classification, superannuation number and years of continuous / pensionable service. Also included is information concerning collective bargaining, exclusions, bargaining agents and first official languages.

Class of individuals: All current employees for whom Treasury Board is classed as the employer under the Federal Public Sector Labour Relations Act (FPSLRA). Also included are some of the employees employed by the separate employers identified under the FPSLRA. It includes departments and agencies listed under Schedules I, IV and V of the Financial Administration Act (FAA) (the federal public service).

Purpose: Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA), the Federal Public Sector Labour Relations Act (FPSLRA) and the Pay Equity Act. Pursuant to the general powers described under the FAA and the FPSLRA, the Treasury Board Secretariat (TBS) maintains personnel information systems on public service employees.

This bank is the prime source of incumbent data for TBS 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, developing pay equity plans 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 TBS, 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 (EDSS)
• Employment Equity Data Bank (EEDB)
• Leave Reporting System (LRS)
• Extra Duty Reporting System (EDRS)
• Mobility File
• Leave Without Pay System (LWOP)
• Position and Classification Information System (PCIS)
• Workforce Adjustment Monitoring System (WFAM), Executive and Management Compensation System
• Analytical Environment (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 prior to April 2016. Records are maintained for historical reporting.

RDA numbers: 93/031 and 94/011
Related record number: TBS PM 236
TBS registration: 002316
Bank number: TBS PCE 753

Leave Reporting System (LRS)

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 type of leave and duration of leaves taken by individuals.

Class of individuals: All current employees for whom Treasury Board Secretariat (TBS) is classed as the employer under the Federal Public Sector Labour Relations Act. It includes departments and agencies listed under Schedules I and IV of the Financial Administration Act (FAA) (the core public administration).

Purpose: Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Federal Public Sector Labour Relations Act (FPSLRA). Pursuant to the general powers described under the FAA and the FPSLRA, the TBS maintains personnel information systems on public service employees.

This bank is the prime source of leave data for TBS 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 TBS, 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:

• Public Service Pay System /Incumbent System
• The Employment Equity Data Bank (EEDB)
• Entitlements and Deductions System (EDSS)
• Extra Duty Reporting System (EDRS)
• Mobility File
• Leave Without Pay System (LWOP)
• Position and Classification Information System (PCIS)
• Executive and Management Compensation System
• Analytical Environment (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.

RDA number: 93/031
Related record number: TBS PM 236
TBS registration: 005058
Bank number: TBS PCE 764

Leave Without Pay System (LWOP)

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 (PRI), 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 Federal Public Sector Labour Relations Act. Also included are some of the employees employed by the separate employers identified under the Federal Public Sector Labour Relations Act. It includes departments and agencies listed under Schedules I, IV and V of the Financial Administration Act (FAA) (the federal public service).

Purpose: Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Federal Public Sector Labour Relations Act (FPSLRA). Pursuant to the general powers described under the FAA and the FPSLRA, the Treasury Board Secretariat (TBS) maintains personnel information systems on public service employees.

This bank is the prime source of leave-without-pay data for TBS 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 TBS, 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:

• Public Service Pay System/Incumbent System
• Entitlements and Deductions System (EDSS)
• Extra Duty Reporting System (EDRS)
• Leave Reporting System (LRS)
• Mobility File
• Position and Classification Information System (PCIS)
• Executive and Management Compensation System
• Analytical Environment (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.

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 (PRI), date of birth, name, appointment dates and classification. Since the release of Phoenix in April 2016, the mobility file contains only the termination/departure data. Also included is information concerning the reason for departure/separation and the effective dates.

Class of individuals: All employees for whom Treasury Board is the employer under the Federal Public Sector Labour Relations Act. Also included are some of the employees employed by the separate employers identified under the Federal Public Sector Labour Relations Act. It includes departments and agencies listed under Schedules I, IV and V of the Financial Administration Act (FAA) (the federal public service).

Purpose: Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Federal Public Sector Labour Relations Act (FPSLRA). Pursuant to the general powers described under the FAA and the FPSLRA, the Treasury Board Secretariat (TBS) maintains personnel information systems on public service employees.

This bank is the prime source of mobility data for TBS 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 TBS, 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:

• Public Service Pay System/ Incumbent System
• Employment Equity Data Bank (EEDB)
• Entitlements and Deductions System (EDSS)
• Extra Duty Reporting System (EDRS)
• Leave Reporting System (LRS)
• Position and Classification Information System (PCIS)
• Executive and Management Compensation
• Analytical Environment (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

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.” This bank uses information that has been extracted from data submitted for three other systems, such as the Public Service Pay System, the Priority Administration System and the Incumbent System (Office of the Chief Human Resources Officer). This system is only used when necessary, such as during the Deficit reduction action plan (DRAP).

Class of individuals: All employees, including executives; for whom Treasury Board is the employer under FPSLRA, Schedule 1, Part 1; who have been affected by the Workforce Adjustment 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 Work Force Adjustment Directive and the Directive on Career Transition for Executives.

Consistent uses: The Work Force Adjustment Monitoring system has been developed for the related policy groups in TBS. 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.

RDA number: 93/031
Related record number: TBS PM 236
TBS registration: 005065
Bank number: TBS PCE 804

Planning and People Management Strategy

Description: Integrated strategic planning and reporting for the Office of the Chief Human Resources Officer, as well as strategic policy and strategies supporting government-wide people management strategy and renewal.

Document types

• presentations and briefing materials in support of renewal and hybrid efforts
• integrated business plans
• departmental plans and reports (employer component)
• performance information profiles
• reporting on corporate initiatives

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 219

Planning and Governance

Note: The program activity associated with this CoR was discontinued in 2023. Records are retained until the retention and disposition period is concluded.

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

Description: This bank contains personal information such as name, address, telephone number, social insurance number, classification, department, employment and educational history, resumé, 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 and 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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 207

Service Design and Delivery

Description: The Claims Office is responsible for the Government of Canada–wide claims processes and claims processes under the memoranda of agreement entered into 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)
• providing damages for severe impacts and other demonstrable cases (Tier 3)

Through this work, the Claims Office seeks to settle current and potential grievances and 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
• standards of timeliness

Disclosure summaries: No third-party disclosure has occurred.

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 nonfinancial 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 (such as, personal record identifier), employee personnel information, financial and pay information (for example, 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(s) and/or settlements applies.

Purpose: Personal information is used to determine and 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 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 to issue payment.

Consistent uses: Information is collected from and shared with Public Services and Procurement Canada (PSPC) 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 Legal Services Unit and Employee Relations and Total Compensation (ERTC), consistent with the application of the MOA and/or settlement (refer to Grievances – PSE 910), with the claimant’s organization labour relations sector, legal services unit, and their bargaining agent for the purposes of preparing the case for adjudication. 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 separated into six types:

• Claim Tombstone Data: the basic information about a claim, such as claimant identity (name, personal record identifier), date of claim, claim type, claim outcome, payment made, payment denied, source deductions, net payment. Total retention will be until all claim types have been 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 experts. 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 two years.
• Other Claim Payment/Tax Data: other information specifically related to claimant payments and taxes (for example, gross to net calculation, tax slips, remittance information). Retention will be until the claim type is closed plus six years.

RDA number: 2015/001
Related record number: TBS PM 236
TBS registration: 20210025
Bank number: TBS PCE 742

Regulatory Affairs Sector

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
• Cabinet Directive on Regulation
• regulatory policies and guidelines
• annual report to Parliament
• parliamentary standing committee appearances
• Red Tape Reduction Act reports
• 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

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 149