Info Source: Treasury Board Secretariat

Crown Corporations Centre of Expertise

Description

The Crown Corporations Centre of Expertise provides:

• policy and financial analysis, guidance and advice, coordination and outreach on Crown corporation governance and related issues
• support to senior TBS officials and Treasury Board ministers

The centre’s clients also include TBS sectors, portfolio departments and central agency counterparts.

The centre reaches out to key actors, including those listed above as well as in the broader Crown corporations’ community to exchange information and provide guidance on Crown corporation issues.

Document types

Guidance and recommendations

• Advice
• Guide
• Guidelines
• Recommendations
• Training material

Documentation and correspondence

• Amendment
• Correspondence
• Letter
• Memorandum
• Submission

Reports and reviews

• Backgrounder
• Briefing notes
• Rationale
• Report
• Review

Plans and proposals

• Authority
• Plan
• Presentation
• Procedure
• Proposal

Data and statistics

• Dataset
• Statistics
• Tracker

Communication and notes

• Comments
• Notes
• Speaking notes

Lists and templates

• Contact list
• List
• Template

Requests and questionnaires

• Request
• Questionnaire
• Questions and answers

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 two divisions: Resource Division and Industrial Division.

Document types

• Advice provided to Cabinet committees
• Advice relating to documents on Crown corporations (corporate plans)
• Annual Reference Level Update
• Audit and evaluation reports
• Departmental capital and operating budgets
• Government-wide reviews
• Governor General’s warrants
• Main and Supplementary Estimates
• Program integrity

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 two directorates:

1. Government Acquisitions and Public Services Directorate
2. Central Agencies and Shared Services Directorate

Document types

• Briefing note
• Correspondence
• Decision letter
• Letter
• Memorandum
• Questions and answers
• Speaking note
• Submission précis
• Tracker

Advice

Advice provided to Cabinet committees relates to:

Budgeting and financial planning

• Annual Reference Level Update
• Departmental capital and operating budgets
• Governor General’s warrants
• Investment plans
• Main and Supplementary Estimates
• Pension plans

Departmental planning and reporting

• Departmental Plans
• Departmental Results Frameworks
• Departmental Results Reports
• Program inventories

Reviews and evaluations

• Audit and evaluation reports
• Government-wide reviews
• Program integrity
• Research reports

Committee and deliberative processes

• Committee deliberations

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 providing 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
• Royal Canadian Mountain Police

The sector comprises the Assistant Secretary’s office and two divisions:

1. Defence, International Affairs and Justice Division
2. Safety, Security and Immigration Division

Document types

Communication and correspondence

• Contact list
• Correspondence
• Invitation
• Letter
• Memorandum
• Notice

Documentation and records

• Application
• Form
• List
• Minutes
• Notes
• Record of decision
• Report
• Routing slip
• Tracker

Planning and strategy

• Agenda
• Framework
• Plan
• Policy
• Strategy
• Terms of reference

Requests and actions

• Action request
• Directive
• Proposal
• Request
• Submission

Evaluation and assessment

• Assessment
• Audit
• Business case
• Estimates
• Review

Guidance and procedures

• Guide
• Guideline
• Procedure
• Templates
• Training material

Information and data

• Classification
• Dashboard
• Dataset
• Profile
• Tables

Opinions and recommendations

• Advice
• Affirmation
• Legal opinion
• Rationale
• Recommendations

Background and briefings

• Backgrounder
• Briefing notes
• Presentation
• Speaking notes
• Speech
• Summary

Agreements and policies

• Agreement
• Authority
• Decision letter
• Disclosure
• Memorandum of understanding

Feedback and comments

• Comments
• Complaints
• Questions and answers
• Statement

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 two divisions:

1. Indigenous and Health
2. Employment and Social Development, and Equality, Heritage, Housing and Veterans
3. Heritage, Cultural and Veteran Affairs

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
• Housing, Infrastructure and Communities Canada (for homelessness and Canada Mortgage and Housing Corporation files)
• portfolio Crown corporations
• departmental agencies
• administrative tribunals

Document types

Financial and budgetary management

• Annual Reference Level Update
• Departmental capital and operating budgets
• Governor General’s warrants
• Main and Supplementary Estimates

Planning and reporting

• Departmental Plans
• Departmental Results Reports
• Government-wide reviews
• Program integrity, management, resources, and results structure and departmental program activity architecture

Governance and accountability

• Advice provided to Cabinet committees
• Governor in Council positions
• Management Accountability Framework
• Regulations

Guidance and support

• Committees, conferences, training, compensation, governance policies and best practices, meetings and seminars or retreats
• Small departments and agencies (guidance, initiatives, training networks): advice relating to documents on Crown corporations (policies, guidance, corporate plans)

Documentation and research

• Research reports
• Submission précis and associated documents

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

Official documents and submissions

• Attestations (deputy head and chief financial officer attestations)
• Decision letters
• Justifications and recommendations
• Treasury Board submissions

Meeting and committee materials

• Agendas
• Minutes
• Records of decisions
• Routing slips in support of Cabinet committees: Treasury Board, expenditure review committees, strategic review committees, strategic and operating review committees

Planning and strategy

• Procedures
• Schedules
• Strategies
• Trackers

Communication and correspondence

• Advice (précis)
• Briefing notes
• Correspondence
• Presentations
• Speaking notes

Data and training

• Contact lists
• Forms
• Statistics
• Summaries
• Tables
• Training materials

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 dependents 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 three years and then transferred to Library and Archives Canada.

Record Disposition Authority (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 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.

The division also manages the Compensation Reserve, which is the source of funds for increases to salaries and wages resulting from the collective bargaining process.

In addition, the division 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

Guidance and recommendations

• Advice
• Comments
• Justification
• Rationale
• Recommendations

Planning and strategy

• Framework
• Plan
• Policy presentation
• Strategy

Documentation and correspondence

• Agreement
• Correspondence
• Decision letter
• Letter
• Memorandum
• Memorandum of understanding
• Notes
• Profile
• Proposal
• Still images
• Summary

Reports and reviews

• Audit
• Backgrounder
• Briefing notes
• Estimates
• Fact sheet
• Report
• Review

Data and analysis

• Dashboard
• Dataset
• Forecast
• Statistics
• Tables

Procedures and directives

• Directive
• Procedure
• Specification
• Terms of reference

Meetings and deliberations

• Agenda
• Minutes
• Questions and answers
• Speaking notes

Applications and requests

• Application
• Questionnaire
• Request

Lists and registries

• Contact list
• List
• Registry

Project and business management

• Business case
• Project material
• Tracker

Training and tools

• Template
• Tool
• Training material

Legal and authority

• Authority
• Classification
• Legal opinion

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 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
• the provision of consistent, strategic and reliable advice on Treasury Board reserve management

The division 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 the Treasury Board’s central government votes
• preparing government responses to parliamentary committees with regard to the scrutiny of Estimates and the supply process

Document types

Communications and correspondence

• Advice
• Briefing note
• Comments
• Correspondence
• Letter
• Memorandum
• Speaking notes

Documentation and reports

• Notes
• Rationale
• Recommendations
• Report
• Submission

Data and tracking

• Dataset
• Estimate
• Table
• Tracker

Forms and procedures

• Checklist
• Form
• Procedure
• Routing slip
• Template

Resources and tools

• Attestation
• Contact list
• Presentation
• Tool
• 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 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 on supporting the parliamentary assessment of spending plans.

Within the division, the Data Science, Research and Development Unit promotes the use of impact assessment methodologies for the Government of Canada’s business innovation and growth support programs.

Document types

Plans and strategies

• Action plan
• Agenda
• Framework
• Plan
• Strategy

Guidance and procedures

• Directive
• Guide
• Policy
• Procedure

Reports and assessments

• Assessment
• Recommendations
• Report
• Review
• Submission

Communications and correspondence

• Advice
• Briefing notes
• Comments
• Correspondence
• Letter
• Memorandum
• Memorandum of understanding
• Speaking notes
• Speech

Data and analysis

• Dataset
• Estimates
• Forecast
• Statistics
• Tables
• Tracker

Documentation and records

• Backgrounder
• Minutes
• Notes
• Summary
• Terms of reference

Tools and resources

• Contact list
• Fact sheet
• Presentation
• Questionnaire
• Questions and answers
• Template
• Tool
• Training material

Administrative items

• Exemption
• Routing slip

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 230

Results Division

Description

The Results Division is the government policy centre for the Treasury Board Policy on Results. The division 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 Quality of Life Framework for Canada, including facilitating coordination of other frameworks and lenses.

The division also provides guidance and support for the development and tabling of Part III of the Estimates, which comprise Departmental Plans and Departmental Results Reports.

The division collects planned and actual financial, human resources and results information from departments to support analytical capacity for expenditure management and public reporting. The division conducts assessments of departmental management practices and performance where they intersect with the Policy on Results.

Document types

Plans and strategies

• Action plan
• Agenda
• Framework
• Plan
• Strategy

Guidance and procedures

• Directive
• Guide
• Policy
• Procedure

Reports and assessments

• Assessment
• Recommendations
• Report
• Review
• Submission

Communications and correspondence

• Advice
• Briefing notes
• Comments
• Correspondence
• Letter
• Memorandum
• Memorandum of understanding
• Speaking notes
• Speech

Data and analysis

• Dataset
• Estimates
• Forecast
• Statistics
• Tables
• Tracker

Documentation and records

• Backgrounder
• Minutes
• Notes
• Summary
• Terms of reference

Tools and resources

• Contact list
• Fact sheet
• Presentation
• Questions and answers
• Questionnaire
• Template
• Tool
• Training material

Administrative items

• Exemption
• Routing slip

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 407

2.1.1 Financial management policies and initiatives

Sub-Program description

The Financial Management Sector plays a lead role in supporting the Office of the Comptroller General’s commitment to strengthening financial management, oversight and reporting within the Government of Canada.

The sector continues to:

• lead efforts to ensure the availability of appropriate frameworks, policies and guidance on financial management across the federal public service
• ensure the use of appropriate accounting standards for timely, complete and accurate financial reporting across government

To this end, the sector continues the financial management policy suite and improve financial operations, information, practices and reporting across government to support better decision-making.

The sector also strengthens the professional capacity of the financial management community throughout the public service through a range of capacity-building initiatives.

Sub-program official

Assistant Comptroller General, Financial Management Sector

Document types

Plans and strategies

• Action plan
• Business case
• Project material
• Strategy

Requests and actions

• Action request
• Proposal
• Request
• Submission

Guidance and recommendations

• Advice
• Framework
• Guide
• Guideline
• Justification
• Rationale
• Recommendations

Meetings and deliberations

• Agenda
• Minutes
• Presentation
• Speaking notes
• Speech

Documentation and correspondence

• Correspondence
• Letter
• Memorandum
• Memorandum of understanding
• Note

Data and analysis

• Dashboard
• Dataset
• Forecast
• Statistics
• Tables

Reports and reviews

• Audit
• Backgrounder
• Briefing notes
• Report
• Review

Procedures and directives

• Directive
• Policy
• Procedure
• Specification
• Terms of reference

Legal and authority

• Authority
• Decision letter
• Disclosure
• Exemption
• Record of decision

Lists and registries

• Checklist
• List
• Registry
• Routing slip

Forms and templates

• Form
• Template
• Tool
• Tracker

Communication and statements

• Fact sheet
• Opinion
• Questionnaire
• Questions and answers
• Statement
• Summary

Training and profiles

• Profile
• Training material

Invitations and agreements

• Agreement
• Invitation

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 404

2.1.2 Acquired services and assets policies and initiatives

Program description

The Acquired Services and Assets (ASA) sub-program aims to strengthen the management of assets and acquired services within the Government of Canada through the development and implementation of policy instruments governing procurement, real property, materiel management, investment planning and project management.

Through its policies, advice, support and oversight (monitoring, performance measurement and reporting), the ASA sub-program assists federal departments and agencies in providing value for money and sound stewardship in the management of their assets and acquired services.

The ASA sub-program also strengthens the professional capacity of the procurement, materiel management, project management and real property communities throughout the public service through a range of capacity-building and community development initiatives.

Sub-program official

Assistant Comptroller General, Acquired Services and Assets

2.1.3 Internal audit policies and initiatives

Sub-program description

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

The program is responsible for maintaining a modern internal audit policy suite and overseeing the function for the Government of Canada by:

• monitoring policy compliance
• conducting community outreach
• conducting horizontal and core controls audits
• providing audit services to smaller departments
• supporting recruitment
• facilitating training
• supporting the Departmental Audit Committee appointment process and tenure management

These activities ensure that the internal audit function provides deputy heads with assurance to inform decision-making in their departments and support them in their role as accounting officer, as defined in the Financial Administration Act. Additionally, these activities ensure that the Departmental Audit Committee provides advice to deputy heads to inform and support decision-making.

The activities also ensure that the Comptroller General of Canada receives:

• assurance from internal audit functions
• advice from audit committees to:
  • inform decision-making in a broader government context
  • build and sustain the capacity of an independent, professional and innovative internal audit community within the government that adheres to professional standards and delivers timely value-added services that address current and emerging risks and opportunities

Sub-program official

Assistant Comptroller General, Internal Audit

2.1.4 Financial management transformation

Sub-program description

The Financial Management Transformation Sector works with departments and agencies to transform the delivery of core comptrollership functions across the Government of Canada.

The sector plans to achieve this by replacing old and complex financial management systems with digital tools and cloud technology that will make it easier for comptrollership professionals to provide quicker and more accurate information at both the department and government-wide levels for decision-making.

Sub-program official

Assistant Comptroller General, Financial Management Transformation

These tools will:

• standardize processes
• automate transactions
• improve data consistency
• improve cybersecurity to protect government information
• help comptrollership professionals provide better financial management services to support various programs for the benefit of Canadians

Document types

Plans and strategies

• Agenda
• Framework
• Plan
• Strategy

Agreements and correspondence

• Agreement
• Correspondence
• Decision letter
• Invitation
• Memorandum of understanding

Reports and documentation

• Briefing notes
• Business case
• Record of decision
• Report
• Submission

Data and analysis

• Dashboard
• Fact sheet
• Forecast
• Tracker

Guidance and procedures

• Procedure
• Template
• Terms of reference
• Training material

Meetings and presentations

• Minutes
• Notes
• Presentation
• Question and answers

Resources and lists

• Biography
• Contact list
• List
• Project material

Program official

Assistant Comptroller General, Financial Management Transformation

Access to information policy

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
• preparing and publishing an annual report on the government-wide administration of the access to information program
• performance measurement to support and inform the Policy on Access to Information
• 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

Plans and strategies

• Action plan
• Agenda
• Framework
• Plan
• Strategy

Requests and actions

• Action request
• Application
• Directive
• Invitation
• Request

Guidance and procedures

• Guide
• Guideline
• Policy
• Procedure
• Terms of reference

Reports and assessments

• Assessment
• Audit
• Record of decision
• Report
• Review

Communications and correspondence

• Advice
• Briefing notes
• Correspondence
• Letter
• Memorandum
• Memorandum of understanding
• Speaking notes
• Speech

Data and analysis

• Dashboard
• Dataset
• Estimates
• Forecast
• Statistics
• Tables
• Tracker

Documentation and records

• Backgrounder
• Biography
• Minutes
• Notes
• Notice
• Summary

Tools and resources

• Checklist
• Fact sheet
• Form
• Template
• Tool
• Training material

Administrative items

• Agreement
• Amendment
• Authority
• Contact list
• Decision letter
• Disclosure
• Exemption
• Justification
• Legal opinion
• List
• Profile
• Project material
• Proposal
• Questionnaire
• Questions and answers
• Rationale
• Recommendations
• Routing slip
• Statement
• Submission

Legal and compliance

• Affidavit
• Affirmation
• Attestation
• Certificate
• Classification

Miscellaneous

• Business case
• Comments
• Complaint
• Presentation
• Still images

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 128

Open Government Policy

Description

Activities related to Open Government Policy consist of:

• providing advice on strategic direction and priorities to advance open government for the Government of Canada
• coordinating implementation of open government across the government and with provinces, territories and international partners
• planning and executing outreach and engagement to understand the demands and needs of external clients and stakeholders

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

Strategic frameworks and plans

• Strategies and plans (Trust and Transparency Strategy and National Action Plans on Open Government)
• Framework for the management of open data and open information
• Canada’s Multi-Stakeholder Forum on Open Government

Documentation and reports

• 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, Access to Information and Open Government Executive Committee, Open Government Working Group, Canada Open Government Community of Practice

Community engagement and support

• 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 access to information digital services
• Contacts database

Technical services and analytics

• 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

Legislated review of the Access to Information Act

Description

The Access to Information Act requires the President of the Treasury Board (as designated minister) to undertake a review of the Act every five years. Activities related to the cyclical review of the Act include but may not be limited to:

• conducting legislative and policy research and analysis
• developing policy documents, presentations and briefing material
• developing integrated project and communications and engagement plans
• consulting and engaging with key stakeholders, including Indigenous partners

The Act requires the President of the Treasury Board to table a report on the review in Parliament.

Document types

Planning and strategy

• Action plan
• Framework
• Plan
• Strategy

Requests and proposals

• Action request
• Proposal
• Request
• Submission

Communication and correspondence

• Correspondence
• Invitation
• Letter
• Memorandum

Meetings and documentation

• Agenda
• Minutes
• Notes
• Project material
• Record of decision

Agreements and legal documents

• Agreement
• Amendment
• Legal opinion
• Memorandum of understanding

Guidance and recommendations

• Advice
• Guide
• Justification
• Recommendations

Reports and assessments

• Assessment
• Business case
• Estimates
• Report
• Review

Data and information

• Dataset
• Exemptions
• Fact sheet
• Forecast
• Statistics
• Tables

Tools and templates

• Checklist
• Routing slip
• Template
• Tool
• Tracker

Background and profiles

• Backgrounder
• Biography
• Contact list
• Profile

Presentations and briefings

• Briefing notes
• Presentation
• Speaking notes
• Speech

Policies and procedures

• Authority
• Classification
• Policy
• Procedure
• Terms of reference

Miscellaneous

• Comments
• Form
• List
• Questionnaire
• Questions and answers
• Rationale
• Routing slip
• Statement
• Summary
• Training material

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 129

Policy on Government Security

Description

The Security Policy Division develops and oversees the implementation of the Policy on Government Security and supporting security tools. It provides direction to the departments and agencies to which the policy applies to effectively manage government security controls (security screening, information technology (IT) 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 policy ensures clear and consistent direction for departments to protect government information, individuals and assets. The division engages in governance, community outreach and enablement, and performance measurement activities, including:

• the review of Treasury Board submissions, memoranda to Cabinet and concept cases related to the policy
• monitoring of performance and the assessment of compliance with the policy

In its lead security agency roles for the security screening, security awareness and training and security event management controls, the division 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

Planning and strategy

• Action plan
• Framework
• Strategy
• Terms of reference

Meetings and documentation

• Agenda
• Meeting materials notes
• Minutes
• Speaking notes

Reports and assessments

• Assessment
• Briefing note
• Report
• Summary tables

Policies and guidelines

• Guideline
• Policy advice
• Policy guidance
• Standard

Communication and correspondence

• Correspondence
• Decision letter
• Invitation
• Letter

Data and information management

• Consultation data
• Database
• Personal information bank
• Statistics

Tools and templates

• Form
• Guide
• List
• Routing slip
• Templates
• Trackers

Procedures and directives

• Directive
• Guide
• Policy guidance
• Policy tools
• Procedures

Agreements and submissions

• Justification
• Memorandum of understanding
• Request
• Submission

Presentations and training

• Backgrounder
• Indicators
• Presentations
• Training material

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 133

Access to information and privacy (ATIP) 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 Internet 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
• 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
• evaluating the functionality and improvement of the service

Consistent uses

An 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

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
• 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
• 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
• leadership for the management of government-wide privacy breaches

The division supports government institutions completing algorithmic impact assessments and 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

Planning and strategy

• Action plan
• Framework
• Plan
• Strategy

Requests and proposals

• Action request
• Application
• Proposal
• Request
• Submission

Communication and correspondence

• Correspondence
• Invitation
• Letter
• Memorandum

Meetings and documentation

• Agenda
• Decision letter
• Minutes
• Notes
• Record of decision

Legal and compliance

• Affidavit
• Amendment
• Authority
• Directive
• Legal opinion

Reports and assessments

• Assessment
• Audit
• Report
• Review

Policies and guidelines

• Guideline
• Policy
• Procedure
• Terms of reference

Data and information management

• Dashboard
• Dataset
• Registry
• Statistics

Tools and templates

• Checklist
• Routing slip
• Template
• Tool
• Tracker

Background and profiles

• Backgrounder
• Biography
• Contact list
• Profile

Presentations and briefings

• Briefing notes
• Presentation
• Speaking notes
• Speech

Miscellaneous

• Advice
• Business case
• Certificate
• Classification
• Comments
• Complaint
• Disclosure
• Estimates
• Fact sheet
• Forecast
• Form
• Guide
• Justification
• List
• Memorandum of understanding
• Project material
• Questionnaire
• Questions and answers
• Rationale
• Recommendations
• Statement
• Summary
• Tables
• Training material

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 125

Information and data governance

Description

The Information and Data Governance Division:

• 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 Cabinet and concept cases

The division 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

Meeting documentation

• Agendas
• Meeting materials
• Minutes
• Record of decision
• Speaking notes

Reports and presentations

• Data visualization dashboards and other documents
• Presentations
• Reports

Policies and procedures

• Frameworks related to performance management including key performance indicators
• Policies and policy instruments
• Standard operating procedures
• Terms of reference

Legal and official documents

• Legal opinions
• Memoranda
• Public and government enquiries and responses

Event and community planning

• Community contacts
• Event planning material

Departmental and divisional feedback

• Departmental results and assessments related to data and information stewardship
• Divisional feedback related to Treasury Board submissions and related documents

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 418

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 access to information and privacy (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

Data operations

Description

The Data Operations Division sets and oversees how the government implements its data strategy. The division 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

Planning and strategy

• Action plan
• Framework
• Plan
• Strategy

Requests and applications

• Action request
• Application
• Form
• Questionnaire

Communication and correspondence

• Comments
• Correspondence
• Letter
• Memorandum

Meetings and documentation

• Agenda
• Minutes
• Notes
• Speaking notes

Reports and assessments

• Assessment
• Backgrounder
• Briefing notes
• Report

Guidelines

• Guide
• Guideline
• Legal opinion

Data and information management

• Dataset
• Fact sheet
• Tool
• Tracker

Presentations and training

• Presentation
• Training material

Advice and support

• Advice
• Project material

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 420

Transformation enablement

Description

The Transformation Enablement Team plays a dual role in support of Government of Canada transformation initiatives. In accordance with its original mandate, The team supports the Deputy Minister Committee on Core Services in the enablement of the Core Service Initiatives (CSIs). The CSIs were so designated by the Clerk of the Privy Council in 2020 as no-fail initiatives. As such, these select initiatives were placed under the purview of the Deputy Minister Committee Core Committee, the mandate of which is to provide senior level enablement and support to these critically important initiatives, with a particular focus on addressing enterprise risks and systemic barriers to success. The CSIs are also included among the portfolio of digitally enabled projects and programs under the oversight of the Chief Information Officer of Canada, which entails objective surveillance of the initiatives to identify and discern the key risks and issues that could impede successful realization of benefits.

Advice and recommendations are shared with senior leaders in Office of the Chief Information Officer, as well as with project and program leads, to support decision-making regarding actions that may be needed to mitigate risks or address issues. In this way, oversight serves as an enablement function that helps to ensure that targeted business outcomes and benefits for Canadians are realized and serves as a stewardship function of the investments made by the Treasury Board and the Government of Canada on behalf of Canadians.

Document types

Meeting documentation

• Agendas
• Meeting materials
• Placemats
• Records of decision

Reports and briefings

• Backgrounders
• Briefing documents
• Presentations
• Reports

Communication and correspondence

• Correspondence
• Decision letters
• Feedback
• Requests

Project and proposal management

• Project materials
• Proposals
• Rationales
• Recommendations

Assessments and reviews

• Amendments
• Assessments
• Authority documents
• Reviews

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 416

Enterprise Architecture and Technology Strategy

Description

Enterprise Architecture and Strategy provides government-wide leadership and direction for enterprise architecture and IT through the development, issuance and interpretation of strategies, policies, standards, guidelines and guidance.

The strategy collects records on departmental architectures and proposals and maintains records to support the results of enterprise architectural assessments from the Government of Canada Enterprise Architecture Review Board.

The strategy collects information about departmental business applications through the Government of Canada Application Portfolio Management solution. This information is combined with other data gathered about the Government of Canada 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.

As part of government-wide application hosting governance, the strategy is responsible for the application hosting selection tool and co-chairs the Application Hosting Decision Team with Shared Services Canada.

Document types

Meeting and decision documentation

• Agendas
• Backgrounders
• Briefing notes
• Presentations
• Records of decision

Reports and strategic papers

• Advice
• Position papers
• Reports
• Statistics
• Strategy papers

Compliance and standards

• Assessment tools
• Compliance and conformance data in relation to all technology standards
• Guidance materials
• Guidelines
• Standards

Application and project materials

• Application dashboards
• Application data
• Application hosting and cloud migration materials
• Application hosting selection tool submissions
• Departmental modernization key performance indicators and dashboards
• Presentations and project documentation related to enterprise architecture

Visual and template resources

• Diagrams and illustrations
• Template

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. It leads several core functions in support of establishing a consistent government-wide security posture and enabling the secure and reliable delivery of government programs and services to Canadians, including:

• leading the government’s whole-of-government approach to the cyber security of government operations
• establishing and monitoring compliance to minimum cyber security requirements and expectations while ensuring that appropriate risk-based measures are applied continuously in an identify, protect, detect, respond and recover approach to protect information systems and services
• establishing a government-wide enterprise security architecture and supporting tools and templates
• enabling an enterprise approach that is modern, central, secure and user-friendly in support of the government’s identity, credential and access management solution ecosystem
• overseeing the government’s operational framework for the management of Government of Canada cyber security events to ensure that events are effectively coordinated to support decision-making and minimize potential impacts and losses to the government
• maintaining visibility of the Government of Canada’s enterprise cyber threat and risk environment through proactive cyber audit, vulnerability management, situational awareness and continuous monitoring
• supporting departments and agencies, including the Designated Official for Cyber Security community as part of an IT security risk management approach in managing complex cyber security challenges
• providing cyber security oversight on whole-of-government enterprise initiatives and utilizing performance controls to support prioritization of digital investments to lift cyber security across government

Document types

Meeting and decision documentation

• Agendas
• Briefing notes
• Records of decision and meeting materials related to cyber security committees, including the Information Technology Security Tripartite and Designated Official for Cyber Security
• Scenario notes

Strategic and visionary documents

• Analysis
• Backgrounders
• Position papers
• Vision and strategy

Security architecture and requirements

• Design patterns
• Requirements traceability matrices
• Security architectures
• Security requirements
• Use cases

Policies, standards and guidelines

• Guidelines
• Playbooks and procedures
• Policies
• Standards

Reports and assessments

• Cyber maturity
• Metrics
• Performance data
• Reports
• Security assessment and authorization
• Statistics

Tools and templates

• Advice guidance materials
• Assessment tools
• Templates

Cyber security events and incident management

• Cyber security events
• Post-mortems and lessons learned related to significant cyber events
• Security incident reports

Project documentation and risk management

• IT security risk management
• Presentations and project documentation related to government cyber security
• Security assurance

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 415

Digital portfolio management

Description

The Digital Portfolio Management divisions (Economic, Government Operations, International Affairs, Security and Justice, and Social and Cultural) in the Office of the Chief Information Officer:

• support the achievement of the Government of Canada’s digital transformation objectives
• 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:

• Treasury Board submission reviews to:
  • ensure that digital investment proposals are aligned with the Treasury Board policies on digital and service, security, as well as the strategic direction set out by of the Chief Information Officer of Canada
  • 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 program oversight of departmental digital investments to ensure that effective project management and governance practices are consistently applied throughout the life of high-risk digital projects and programs and to provide the Chief Information Officer of Canada and other TBS officials with recommendations for course correction and intervention as required

Document types

Planning and strategy

• Business case
• Framework
• Plan
• Strategy

Meetings and documentation

• Agenda
• Meeting materials
• Notes
• Record of decision

Reports and assessments

• Assessment
• Project summary
• Report
• Review

Communication and correspondence

• Correspondence
• Decision letter
• Invitation
• Letter

Guidance and advice

• Advice
• Briefing notes
• Guide
• Recommendations

Data and information management

• Dashboard
• Dataset
• Estimates
• Forecast

Legal and compliance

• Amendment
• Attestation
• Authority
• Exemption

Project management

• Checklist
• Project material
• Proposal
• Rationale

Feedback and comments

• Comments
• Contact list
• Feedback
• List

Presentations and speaking

• Presentation
• Speaking notes
• Training material

Procedures and processes

• Backgrounder
• Memorandum of understanding
• Procedure
• Request

Treasury Board files

Documentation and records

• Attestation
• Correspondence
• Decision letter
• Information (total value, department, name, date)
• Letter
• Memorandum of understanding

Planning and strategy

• Agenda
• Business case
• Forecast
• Investment plans
• Plan
• Strategy

Project management

• Checklist
• Procedure
• Project complexity risk assessment
• Project material
• Tracker

Analysis and review

• Backgrounder
• Briefing notes
• Estimates
• Recommendations
• Review
• Statistics

Communication and coordination

• Briefing notes
• Comments
• Contact list
• Presentation

Agreements and legal

• Agreement
• Amendment
• Authority
• Exemption

Requests and submissions

• Request
• Submission

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 140

Portfolio services

Description

The Portfolio Services Division manages the coordination of due diligence activities and processes in the Office of the Chief Information Officer of Canada to support the Treasury Board in its role as a management board.

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

Program components include:

• portfolio coordination to manage and triage Treasury Board submissions and other documents for review by portfolio management divisions and Office of the Chief Information Officer policy centres, to:
  • prepare and support senior management for Treasury Board meetings
  • 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 Treasury Board meetings and meetings with departmental officials; processes:
  • ensure a consistent approach is applied in assessing whether digital investments are aligned with the Treasury Board policies on digital and service, security, as well as the strategic direction set out by of the Chief Information Officer of Canada and related government priorities
  • support TBS program sectors with strategic direction, analysis and recommendations on submissions and other Cabinet documents to ensure alignment on digital government objectives

Document types

Planning and strategy

• Concept cases
• Framework
• Strategy

Meetings and documentation

• Agenda
• Briefing notes
• Briefings
• Record of decision

Guidance and procedures

• Advice
• Amendment
• Procedure
• Recommendations

Reports and assessments

• Assessment
• Attestation
• Authority
• Backgrounder

Communication and training

• Comments
• Presentation
• Training material

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 246

Enterprise planning and reporting

Description

• Designs, implements and manages government-wide digital planning and reporting to provide decision support for enterprise governance, prioritization and oversight of investments with digital, data, service, security and cyber implications
• Directs the development and operations of the Government of Canada Digital Portfolio planning and reporting application, the Enterprise Portfolio Management system
• The Enterprise Planning and Reporting Program is responsible for:
  • collecting, managing, analyzing and preparing reports on Departmental Plans and performance for the management of IT, information management, data, cyber, security and services
  • providing 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 Treasury Board Policy on Service and Digital
• In addition, the program collects and maintains information on departmental IT expenditures to enable a better understanding of IT expenditures; the data is combined with other data to better understand IT program delivery.

Record number: TBS FM 430

Enterprise digital enablement

Description

The Enterprise Digital Enablement Division enables digital government by ensuring enterprise digital platforms and solutions 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 information management and IT services contracts through consolidation and strategic vendor management
• support the deployment of enterprise digital platforms and solutions in the areas of information management, digital collaboration, system interoperability and service delivery
• ensure the remediation of at-risk technologies

The division is responsible for collecting, managing and analyzing technology solutions and requirements across the government to enable the development of a strategic plan and way forward related to enterprise solutions.

Document types

Planning and strategy

• Frameworks
• Plans
• Project proposals
• Strategies

Meetings and documentation

• Agendas
• Briefing documents
• Notes
• Records of decision

Agreements and legal documents

• Agreements
• Memoranda
• Memorandum of understanding
• Legal opinions

Processes and procedures

• Procedures
• Process documents
• Submissions
• Terms of reference

Communication and training

• Advice
• Correspondence
• User profiles
• User training materials

Reports and tracking

• Reports
• Trackers

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 140

Digital talent and leadership

Description

Digital talent and leadership help strengthen the federal public service’s digital workforce. This includes:

• supporting hiring, talent management, learning, career development and recognition of the government’s digital talent
• finding and managing external-to-government talent from diverse backgrounds and different sectors
• connecting and collaborating with government departments and external partners such as universities and colleges
• organizational design services
• leading innovation and ongoing improvements
• promoting digital skills and training for all public servants

Document types

Planning and strategy

• Action plan
• Framework
• Plan
• Strategy

Applications and requests

• Application
• Exemption
• Form
• Request

Meetings and documentation

• Minutes
• Notes
• Record of decision
• Template

Reports and assessments

• Assessment
• Briefing notes
• Forecast
• Report
• Review

Communication and correspondence

• Correspondence
• Invitation
• Letter
• Memorandum
• Memorandum of understanding

Guidance and procedures

• Directive
• Guide
• Guideline
• Procedure

Data and information management

• Dashboard
• Tables
• Template
• Tracker

Legal and compliance

• Attestation
• Certificate
• Terms of reference

Project management

• Checklist
• Project material
• Proposal
• Rationale

Comments and contacts

• Comments
• Contact list
• List

Presentations and speaking

• Presentation
• Speaking notes
• Speech

Training and profiles

• Job descriptions
• Profile
• Training material

Miscellaneous

• Backgrounder
• Biography
• Questionnaire
• Questions and answers
• Recommendations
• Routing slip
• Still images
• Tool

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. Personal information may include:

Personal information

• Citizenship status
• Contact information
• Employment equity information
• Name
• Veteran status and priority entitlement status

Language preferences

• General language preference
• Official language preference

Background and experience

• Biographic information
• Education history
• Employment history
• Relevant biographic experiential information

Skills and competencies

• Applicant work samples
• Self-assessed competencies

Preferences and opinions

• Applicant views and opinions
• Workplace preferences and opinions

Class of individuals

Individuals who apply for jobs on talent.canada.ca and hiring managers and human resource advisors in federal institutions

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
• 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 and statistical analysis. This personal information may be disclosed to the Public Service Commission of Canada 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 five years. Applicant and management profile information on talent.canada.ca will be retained for two years following the last administrative action. Applicants and managers will be notified when their profile information is to be deleted. Job opportunities will remain. For information on how other institutions keep and delete information, contact their Access to Information and Privacy Coordinator.

RDA number: 2015/001
Related record number: TBS FM 417
TBS Registration: 20180051
Bank number: TBS PPU 095

Centre of Expertise for Real Property

Description

The Centre of Expertise for Real Property was established through Budget 2021, following the release of the report on the government-wide review of federal fixed assets. The centre’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
• briefing notes
• work plans
• action plans

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS FM 138

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 are 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

Policies and guidelines

• Directive
• Guidelines
• Interpretations
• Manual
• Policy
• Procedures
• Standard

Communication and documentation

• Advice
• Briefing notes
• Correspondence
• Meeting agendas
• Memoranda
• Speaking notes
• Web content (internal and external)

Planning and strategy

• Plans
• Rationales
• Recommendations
• Strategies
• Terms of reference

Reports and reviews

• Presentations
• Reports
• Reviews

Data and technical information

• Dataset
• Statistics
• Tables
• Technical specifications

Tools and lists

• Lists
• Tools

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 134

Communications Community Office

Program description

The Communications Community Office (CCO) helps communications professionals in the Government of Canada enhance their skills and abilities and grow their careers with a variety of services, including regular learning events, access to the latest communications news and information, and help in connecting and networking with colleagues.

The CCO provide tools and mechanisms to:

• support recruitment and retention efforts by managers
• enhance learning and career development opportunities for communicators
• support the use of new technology and new media
• strengthen the community through the sharing of information and networking
• play an advocacy role in positioning the communications function as bringing value to advance Government of Canada priorities

The CCO Steering Committee, composed of directors, directors general and assistant deputy ministers of communications, provides direction and helps set priorities. Members come from large, medium and small organizations, with at least one representative from the regions.

Program official

Assistant Secretary, Strategic Communications and Ministerial Affairs

Document types

• Agenda
• Annual report
• Data base
• Memorandum of understanding
• Presentation
• Record of decision
• Terms of reference

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 450

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

Policies and standards

• Greening Government Strategy
• Policy on Green Procurement
• Standard on Embodied Carbon in Construction
• Standard on the Disclosure of Greenhouse Gas Emissions and the Setting of Reduction Targets

Documentation and resources

• Agendas
• Guidance documents
• Presentations
• Terms of reference, background research and reports

Performance data

• 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

• Background research on accessibility in other jurisdictions and other sectors
• Briefing notes
• Correspondence
• Guidance
• Reports
• Scenario notes
• Strategy plans
• Surveys

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 information and contact details

• Contact information
• Employee name
• Identifying numbers

Workplace situations and solutions

• Barriers
• Facilities
• Selection and use of solutions
• Services
• Situations
• Supplies
• Training for adaptive devices, tools, supports, services or other measures in place as part of solutions

Agreements and tracking

• Agreements between employees and their managers
• History of previous solutions
• Tracking and reporting on solution status

Document types

• Adaptive tools or measures
• Central agency- or institution-specific policies, standards, guidelines or procedures
• Copies of relevant legislation and regulations
• Correspondence between employees, managers, facilitators, private sector health care providers or subject matter experts
• Public Service Accessibility Strategy governance framework records (such as agendas, minutes of meetings, records of decision)
• Reports
• Training materials and records

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. Personal information may include:

Personal and contact information

• Employee’s given name, surname, contact information, identification number
• Given name, surname, contact information for colleagues with whom Passport information has been shared
• Manager’s given name, surname, contact information

Situations and solutions

• Barriers
• Situations
• Solutions

Documentation and agreements

• Agreements between the employee and manager including signature and date
• Discussion confirmations between the employee and manager including signatures and date
• Private sector health care providers or subject matter expert correspondence and communications

Adaptive tools and support

• Adaptive tools or support measures provided
• 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 the Accessibility, Accommodation and Adaptive Computer Technology Program of Shared Services Canada 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 or described in other Standard Personal Information Banks pertaining to human resources activities, including:

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

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: 20240016
Bank number: TBS PCE 702

Employment equity, diversity and inclusion

Description

Equity, diversity and inclusion is supported by People and Culture through activities of the Inclusion, Diversity, Equity, Anti-Racism and Leadership division (formerly known as 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
• leads the development of and administers key initiatives such as:
  • the Self-ID Modernization Project
  • the Mentorship Plus program
  • the Mosaic Leadership Development program
  • the Federal Speakers’ Forum on Lived Experience
  • the Action Plan for Black Public Servants
  • 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, and guidance to organizations is developed through interdepartmental consultations as well as employee networks.

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

Meeting and communication materials

• Communiqués
• Correspondence
• Meeting agendas
• Presentation decks
• Speaking notes
• Supporting visual materials

Reports and documentation

• “What we heard” reports
• Annual reports
• Backgrounders
• Briefing notes
• Official reports
• Summaries and analyses of reports

Plans and strategies

• Action plan
• Engagement plans
• Project management documents
• Strategic and implementation plans
• Treasury Board submissions

Guidance and recommendations

• Best practices
• Program advice
• Recommendations and guidance documents
• Scenario notes
• Terms of reference

Enquiry and response materials

• Narratives
• Question Period cards
• Questions and answers
• Responses to official enquiries

Tools and reference materials

• Forms
• Journey maps
• Lexicons
• Placemats and dashboards

Agreements and proposals

• Memorandum of understanding
• Proposals

Contact and workshop materials

• Contact list
• Workshop documents

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 executive 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 Inclusion, Diversity, Equity, Anti-Racism and Leadership (IDEAL) division (formerly known as the Centre on Diversity and Inclusion). The Mosaic program was designed in collaboration with various federal employee equity networks and key stakeholders. Personal information may include:

• work contact information
• Work location
• number of years in substantive level or position
• department and classification
• second language proficiency
• equity information, including:
  • gender
  • Indigenous employees
  • persons with a disability
  • members of visible minorities and racialized employees
  • Black employees
  • 2SLGBTQI+
• whether the candidate is a Veteran
• participant’s narrative description of examples where participant demonstrates Government of Canada 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 (Schedules I, IV and V of the Financial Administration Act)

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 (that is, the learning provider – currently the Ivey Academy, the Public Service Commission of Canada and the IDEAL division 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
• 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 five years.

The disposal of the personal information in the IDEAL division possession will be conducted in accordance with the regulations issued by TBS. Disposition of non-transitory information within the department is the sole purview of the corporate information management services team. The IDEAL division, 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 information management 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 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 and performance measurement for workplace mental health and psychological health and safety in federal public service organizations

Activities include:

Advisory and development services

• Conducting research
• Developing tools
• Providing advice and guidance to departments and agencies, including central agencies
• Suggesting training options

Stakeholder engagement and best practices

• Conducting engagement and outreach with key stakeholders
• Facilitating exchange of best practices with various communities and networks

Progress measurement and dashboard maintenance

• Maintaining and updating the Federal Public Service Workplace Mental Health Dashboard
• Supporting the measurement of progress against the Federal Public Service Workplace Mental Health Strategy

Document types

Planning and strategy

• Action plans
• Frameworks
• Plans
• Strategies

Meetings and documentation

• Agendas
• Minutes
• Notes
• Records of decision

Reports and assessments

• Assessments
• Reports
• Reviews
• Summaries

Communication and correspondence

• Contact lists
• Correspondence
• Decision letters
• Invitations

Guidance and procedures

• Advice
• Guides
• Policies
• Procedures
• Recommendations

Data and information management

• Datasets
• Dashboards
• Statistics
• Tables

Legal and compliance

• Agreements
• Directives
• Legal opinions
• Memoranda
• Memoranda of understanding

Project management

• Business cases
• Checklists
• Project materials
• Proposals

Presentations and speaking

• Briefing notes
• Presentations
• Speaking notes
• Speeches
• Submissions

Miscellaneous

• Backgrounders
• Biographies
• Comments
• Fact sheets
• Forms
• Lists
• Questionnaires
• Questions and answers
• Routing slips
• Still images
• 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

Planning and strategy

• Action plans
• Frameworks
• Plans
• Strategies

Meetings and documentation

• Agendas
• Minutes
• Notes
• Records of decision

Reports and assessments

• Business cases
• Reports
• Reviews
• Summaries

Communication and correspondence

• Contact lists
• Correspondence
• Decision letters
• Invitations

Guidance and procedures

• Advice
• Guides
• Procedures
• Recommendations

Data and information management

• Datasets
• Statistics
• Tables
• Trackers

Legal and compliance

• Agreements
• Directives
• Memoranda of understanding
• Memoranda
• Policies

Project management

• Project materials
• Proposals
• Templates
• Tools

Presentations and speaking

• Presentations
• Speaking notes
• Speeches

Feedback and comments

• Comments
• Questionnaires
• Questions and answers
• Routing slip

Miscellaneous

• Backgrounders
• Briefing notes
• Fact sheets
• Forms
• Lists
• Still images
• Submission
• Terms of reference
• 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 and the responsibility of tabling the annual report of the Public Servants Disclosure Protection Act, 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 Public Servants Disclosure Protection ActReview Task Force
• support on meeting Canada’s obligations under international anti-corruption agreements (for example, Organisation for Economic Co-operation and Development (OCED), United Nations, Organization of American States (OAS), The Group of Twenty (G20))
• support to the Public Servants Disclosure Protection ActReview Task Force established by the President of the Treasury Board in 2023

Document types

Planning and strategy

• Action plans
• Frameworks
• Plans
• Strategies

Meetings and documentation

• Agendas
• Minutes
• Notes
• Records of decision

Reports and assessments

• Business cases
• Reports
• Reviews
• Summaries

Communication and correspondence

• Contact lists
• Correspondence
• Decision letters
• Invitations

Guidance and procedures

• Advice
• Guides
• Procedures
• Recommendations

Data and information management

• Datasets
• Statistics
• Tables
• Trackers

Legal and compliance

• Agreements
• Directives
• Memoranda
• Memoranda of understanding
• Policies

Project management

• Project materials
• Proposals
• Templates
• Tools

Presentations and speaking

• Presentations
• Speaking notes
• Speeches

Feedback and comments

• Comments
• Questionnaires
• Questions and answers
• Routing slip

Miscellaneous

• Backgrounders
• Briefing notes
• Fact sheets
• Forms
• Lists
• Still images
• Submission
• Terms of reference
• 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 the 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 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

Planning and strategy

• Action plans
• Frameworks
• Plans
• Strategies

Communication and correspondence

• Advice
• Comments
• Correspondence
• Invitations
• Speeches

Meetings and documentation

• Agendas
• Briefing notes
• Minutes
• Notes
• Presentations
• Speaking notes

Agreements and legal documents

• Agreements
• Decision letters
• Memoranda
• Memoranda of understanding
• Terms of reference

Project and business management

• Business cases
• Project materials
• Proposals
• Records of decision
• Submissions

Information and reference materials

• Backgrounders
• Fact sheets
• Reports
• Reviews
• Summaries

Tools and templates

• Checklists
• Lists
• Procedures
• Templates
• Trackers

Data collection and analysis

• Contact lists
• Questionnaires
• Questions and answers
• Recommendations
• Routing slips

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:

Employment policies and programs

• Duty to accommodate
• Interchange Canada (policy and program activities)
• Promotions
• Student employment
• Telework
• Term employment
• Workplace daycare centres

Legal and ethical considerations

• Conflict of interest
• Legal assistance and indemnification
• Probation
• Termination

Training and development

• Mandatory training

Document types

Planning and strategy

• Action plans
• Frameworks
• Plans
• Strategies

Documentation and records

• Agreements
• Comments
• Records of decision
• Reports
• Reviews
• Routing slips
• Submissions
• Summaries
• Terms of reference

Communication and correspondence

• Correspondence
• Decision letters
• Invitations
• Memoranda
• Memoranda of understanding
• Questions and answers
• Speeches

Meetings and agendas

• Agendas
• Minutes
• Notes
• Speaking notes

Guidance and advice

• Advice
• Directives
• Fact sheets
• Guides
• Policies
• Procedures
• Recommendations

Evaluation

• Assessments
• Questionnaires

Data and statistics

• Datasets
• Statistics
• Tables

Forms and applications

• Applications
• Forms
• Templates

Project management

• Business cases
• Project materials
• Proposals

Training and development

• Tools
• Trackers
• Training materials

Lists and checklists

• Checklists
• Contact lists
• Lists

Presentations and briefings

• Backgrounders
• Briefing notes
• Presentations

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 opportunities 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 six years after the end of the assignment or in accordance with their organizational policies on record retention.

RDA number: 2001/025
Related record number: TBS PM 204
TBS registration: 001952
Bank number: TBS PCE 729

Recognition and awards

Description

Records on the management, planning, coordination, departmental and regional liaison, advice and communications oversight of awards and recognition in accordance with relevant policies (for example, the Directive on Performance Management) 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

Planning and strategy

• Action plans
• Plans
• Strategies

Communication and correspondence

• Correspondence
• Decision letters
• Invitations
• Letters
• Memoranda

Meetings and agendas

• Agendas
• Minutes
• Notes
• Speaking notes

Documentation and records

• Agreements
• Backgrounders
• Briefing notes
• Reports
• Reviews
• Summaries

Guidance and advice

• Advice
• Guides
• Procedures
• Recommendations

Project management

• Business cases
• Project materials
• Proposals

Data and statistics

• Fact sheets
• Statistics
• Tables

Forms and applications

• Certificates
• Forms
• Templates

Lists and checklists

• Checklists
• Contact lists
• Lists

Training and tools

• Tools
• Trackers
• Training materials

Additional categories

• Biographies
• Presentations
• Questionnaires
• Questions and answers
• Routing slips
• Speeches
• Still images
• Terms of reference

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

Planning and strategy

• Action plans
• Frameworks
• Plans
• Strategies

Communication and correspondence

• Correspondence
• Decision letters
• Letter
• Memoranda
• Memoranda of understanding

Meetings and agendas

• Agendas
• Minutes
• Notes
• Speaking notes

Documentation and records

• Agreements
• Backgrounders
• Briefing notes
• Records of decision
• Reports
• Reviews
• Summaries

Guidance and procedures

• Advice
• Guides
• Procedures
• Recommendations

Project management

• Business cases
• Project materials
• Proposals

Data and tools

• Datasets
• Fact sheets
• Forms
• Lists
• Presentations
• Questions and answers
• Routing slips
• Speeches
• 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 the Official Languages Act, and, in particular:

• Part IV (communications with and services to the public)
• Part V (language of work within federal institutions)
• Part VI (participation of French-speaking and English-speaking Canadians in the public service)
• some provisions of section 41 of Part VII (advancement of equality of status and use of English and French)

Document types

Policy and regulatory documents

• Policy analyses
• Program, regulatory and policy advice and interpretation
• Recommendations and guidance documents
• Treasury Board submissions

Meetings and agendas

• Meeting agendas
• Question Period cards
• Scenario notes
• Speaking notes

Communication and correspondence

• Correspondence
• Newsletters
• Notices
• Responses to official enquiries

Reports and analyses

• Annual reports to parliament
• Summaries and analyses of reports
• Survey analyses
• What we heard reports, consultation documents

Planning and strategy

• Proposals
• Strategic and implementation plans
• Terms of reference

Training and workshop materials

• Best practices
• Computer publications and tools for the official languages’ community
• Workshop documents and training materials

Supporting materials and tools

• Administrative documents
• Backgrounders
• Binders
• Briefing notes
• Contact lists
• Narratives
• Placemats and dashboards
• Presentation decks
• Questions and answers
• Supporting visual materials

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 211

Official languages: Burolis

Description

Public-facing website directory to obtain information on federal offices and whether they offer services to the public in English, French or in both official languages. Burolis search results provide:

• an office’s contact information
• its official language designation for communications and services to the public
• hyperlinks to the institution’s website

Document types

• Analyses
• Computer publications
• Databases
• Operating procedures
• Tables

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

• Data tables
• Databases
• Manuals
• Reports
• Statistical output

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
• supervision

Data are provided by the institutions by filling out five tables or by submitting an electronic file annually.

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 three months.

Purpose

Pursuant to the Official Languages Act, an annual report must be submitted to Parliament on the status of programs relating to the official languages of Canada in the various federal institutions.

Consistent uses

The information is used for statistical purposes to monitor 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 web-based application designed to:

• help federal institutions apply the Official Languages (Communications with and Services to the Public) Regulations
• determine each office’s official language obligations for communications with and services to the public

It also feeds Burolis, the public-facing website that informs the public which federal offices provide services in French, in English or in both languages. The system also includes reporting modules that allow for the monitoring of federal institutions’ compliance with the Official Languages Act and its regulations, policies and directives.

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 communicating with and serving the public.

Through the reporting modules, the file includes statistical data on employees and information such as:

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

Those statistical data are provided by institutions that are not part of the core public administration by filling out five tables on the electronic portal every year. Since 2023, this data is gathered via SOLO instead of the OLIS II.

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

Document types

• Data tables
• Databases
• Operating procedures
• Reports
• Statistical data

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

Planning and strategy

• Action plans
• Plans
• Strategies

Communication and correspondence

• Correspondence
• Decision letters
• Invitations
• Letters
• Memoranda

Meetings and agendas

• Agendas
• Minutes
• Notes
• Speaking notes

Documentation and records

• Agreements
• Backgrounders
• Briefing notes
• Reports
• Reviews
• Summaries

Guidance and procedures

• Advice
• Guides
• Procedures
• Recommendations

Project management

• Business cases
• Project materials
• Proposals

Data and statistics

• Fact sheets
• Statistics
• Tables

Forms and applications

• Certificates
• Forms
• Templates

Lists and checklists

• Checklists
• Contact lists
• Lists

Training and tools

• Tools
• Trackers
• Training materials

Additional categories

• Biographies
• Presentations
• Questionnaires
• Questions and answers
• Routing slips
• Speeches
• Terms of reference

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. Personal information may include:

Personal and contact information

• Employee identification number
• Gender
• Name and contact information of the individual and supervisor

Background and employment details

• Biographical information
• Educational information
• Employee personnel information
• Employment history

Additional information

• Employment equity information
• Opinions and views of or about individuals

Document types

Profiles and forms

• Mentor profiles
• Nomination forms
• Participant profiles
• Resumés

Performance and selection

• Notes on individual and group performance as part of leadership-building activities
• Selection decision records
• Talent and performance profiles

Documentation and reports

• Presentations
• Questionnaires
• Reports

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 human resources (HR) systems and stored in the database for 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, and 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

Assistant deputy minister (ADM) resourcing

Description

The Office of the Chief Human Resources Officer (OCHRO) supports the management of the assistant deputy minister (ADM) community through resourcing activities. OCHRO is responsible for providing an enterprise-wide perspective to deputy heads on assistant deputy minister (ADM) talent for current and future 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

• ADM movement packages
• ADM talent management dashboards
• Notes for outreach meetings with OCHRO senior management
• Notes from talent management discussions with deputy heads
• Resourcing recommendations provided to deputy heads
• Resumés
• Talent management questionnaires

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 200

Government-wide executive (EX) talent management

Description

This bank describes information about federal public service employees in the executive category who use the Executive Talent Management System (ETMS) through a secure online database. Personal information may include:

Personal and contact information

• Name and contact information of the individual and supervisor
• Photograph
• Signature

Identification and demographics

• Employee identification number
• Employment equity information
• Gender

Background and employment details

• Biographical information
• Educational information
• Employee personnel information
• Employment information

Opinions and views

• Opinions and views of or about individuals

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 OCHRO primarily through a talent management questionnaire. This tool is used to facilitate talent conversations between the executive and their supervisor. This information is used by 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 to inform on succession planning and support ongoing resourcing of senior leader jobs.

For organizations to identify trends and critical gaps for the EX-01 to 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.

The executives at the level of EX-04 and EX-05, and assistant deputy ministers (ADMs), are considered corporate assets and managed collectively to enable development and mobility across the public service.

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 of Canada, 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:

• Employee Performance Management Program – 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 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 and expected behaviours
• performance compensation
• annual increments
• probation

Document types

• Action plan reports
• Learning and development plans
• Performance agreements
• Performance assessments
• Performance improvement plans
• Talent management plans

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:

Personal and identification information

• Employee identification number
• Name
• Other identification numbers
• Signature

Background and employment details

• Biographical information
• Educational information
• Employee personnel information

Barriers and opinions

• Information on barriers and limitations
• 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 Shared Services Canada 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

Occupational health and safety

Description

The Occupational Health and Safety (OHS) Centre of Expertise provides advice and strategic policy direction on establishing and managing the OHS program to departments and agencies of the core public administration named in Schedules I and IV of the Financial Administration Act.

General information on:

Occupational health and safety regulations

• Canada Labour Code, Parts II and IV
• Canada Occupational Health and Safety Regulations
• Work Place Harassment and Violence Prevention Regulations

Directives and procedures

• Directive on Building Emergency and Evacuation Teams
• Directive on Occupational Health Evaluations
• Directive on the Prevention and Resolution of Workplace Harassment and Violence
• Procedures for Liaison with Private Contractors

National Joint Council directives

• First Aid to the General Public: Allowance for Employees
• Occupational Health and Safety Directive
• Uniforms Directive

Support and coordination

• Occupational health and safety
• Support to occupational health and safety, departmental emergency evacuation coordinators and designated recipients’ communities

Document types

Policies and procedures

• Assurance of voluntary compliance
• Direction
• Directive
• Procedures
• Standards

Programs and plans

• Action plan
• Departmental programs
• Framework
• Plan

Health and safety

• Grievances
• Occupational health evaluations
• Workplace violence and harassment complaint

Reports and evaluations

• Audit
• Investigations, studies, surveys, audits
• Report
• Reports and statistics

Communication and correspondence

• Briefing note
• Correspondence
• Letter
• Memorandum of understanding
• Speaking note

Guidance and training

• Guide
• Guideline
• Handbook
• Training material

Administrative and legal

• Advice
• Agenda
• Backgrounder
• Complaint
• Dashboard
• Interpretation
• Legal opinion
• Minutes
• Part II Administrative Monetary Penalties
• Publications
• Rationale

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 136

Classification

Description

The Classification Program:

• establishes the principles for the sound organization and measurement of work in the core public administration
• 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 core public administration

Document types

Classification policies and programs

• Classification delegation: policy and directive, delegation of authority to organizations
• Classification learning and accreditation: learning, practicum, policy and directive, curriculum development, accreditation courses
• Classification Program Renewal Initiative: proposal, special projects, research reports, funding
• Classification program, policy, directives and interpretation
• General information on classification

Monitoring and oversight

• Active monitoring tools: Position and Classification Information System Plus
• Classification dashboard: reporting on classification
• Classification oversight, audits and monitoring: department audits, monitoring
• Conversion dashboard: reporting on classification conversions
• Reports and statistics

Occupational standards and evaluation

• Job evaluation standards
• Occupational groups: occupational group structure and definitions, pre- and post-March 1999
• Qualification standards for occupational groups

Complaints and grievances

• Complaints
• Grievances: case files, policy and directive, grievance tracking system
• Public enquiry responses

Administrative and supportive functions

• Treasury Board submissions

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 248

Workforce Organization and Classification (WOC) Classification Program – Learning (CPL)

Description

The Workforce Organization and Classification (WOC) Classification Program-Learning (CPL) program delivers centralized learning and accreditation services for classification advisors in the Core Public Administration (CPA) employed within Government of Canada (GC) public sector institutions.

Personal information associated with this bank can include:

• employee name, employee group and level, opinions and views of the employee concerning the program, accommodation information in compliance with the TBS Directive on the Duty to Accommodate, unique identifiers (that is, personal training and accreditation numbers) associated with an individual, training status and progress
• course and/or accreditation examination completion status and scoring information
• feedback and results of exams and evaluation

Optional surveys offered in relation to the program can collect employee position, language of training, department or agency, substantive group and level, length of time working in classification, number of rationales written, number of committees in which the individual has participated, number of relativity studies participated in, as well as comments and feedback on course contents and ease of use.

Class of individuals

The class of individuals whose information is being collected includes GC employees from institutions referenced in the following Financial Administration Act schedules:

1. Schedule I
2. Schedule IV: Portions of the Core Public Administration
3. Schedule V: Separate Agencies

Purpose

Information is collected by the program to administer classification training; administer classification accreditation; maintain a credit system for continuous learning for employees; conduct optional surveys, analyze and report upon survey results to promote continuous improvement of both the program and the learning and accreditation content delivered within.

Information is collected by the program pursuant to paragraphs 7(1)(e), 11.1(1)(b) and 11.1(1)(j) of the Financial Administration Act. Information indirectly collected via CSPS to inform the program is collected pursuant to paragraph 12(1)(a) of the Financial Administration Act and sections 4 and 5 of the Canada School of Public Service Act.

Consistent uses

Information may be disclosed to other programs to ensure that prerequisite training has been met in order to participate in other training (for example, classification grievances, P916) offered by other programs. Please see PSE 910 - Grievances. Information may be used or disclosed for program evaluation, assessment of compliance with applicable legislative and regulatory requirements, research, continuous program improvement, and program planning purposes.

Also used for research and statistical purposes

Retention and disposal standards

Personal information will be retained for a minimum of two (2) years after the last administrative action and will follow the disposition standards set out by Library and Archives Canada.

RDA number: TBD
Related record number: TBS PM 248
TBS Registration: TBD
Bank number: TBS PCE 820

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 under the Federal Public Sector Labour Relations Act 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 Public Sector Labour Relations Act 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 and negotiations

• Collective agreements
• Collective bargaining: negotiations
• Master agreement bargaining
• Negotiations as of 1997 to present
• Outside collective bargaining

Compensation and allowances

• Compensation valuation and comparison: elements, individually, outside practices, valuation, application, implementation
• Compensations allowances
• Cost of living allowances
• Pay implementation

Compensation information and analysis

• Compensation and statistical analysis: occupational categories and groups
• 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)
• Pay Research Bureau: reports and surveys
• Reports and statistics

Categories, groups and unions

• Categories and groups: up to 1986, postal operations group, as of 1987
• Unions

Third-party and administrative proceedings

• Third-party proceedings

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 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.

Employer Representation in Recourse 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

Research and documentation

• Investigations, studies, surveys, audits
• Publications
• Reports and statistics
• Training material

Advisory and support materials

• Advice
• Backgrounder
• Briefing note
• Legal opinion
• Minutes
• Rationale
• Speaking note

Complaints and grievances

• Complaint
• 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 the Treasury Board and related Canadian Human Rights Commission 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 commission complaint against the Treasury Board.

Purpose

The purpose of this bank is to record information necessary for dealing with potential or current commission 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 complaints

• Complaints related to equal pay for work of equal value are retained for 10 years and then destroyed
• General human rights complaints are retained for 10 years and then destroyed

Insurance-related complaints

• 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

Pension and leave complaints

• Complaints related to maternity leave without pay are retained for 10 years and then transferred to Library and Archives Canada
• Complaints related to pensions are retained for 25 years and then transferred to Library and Archives Canada

Group-specific complaints

• Complaints related to the Hospital Services Group are retained for 25 years and then destroyed
• Complaints related to the Nursing Group are retained for 25 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 and dispute management

• Demotion
• Discipline
• Essential services agreements
• Grievance management at the adjudication stage before the Federal Public Sector Labour and Employment Relations Board
• Labour relations
• Strikes
• Termination
• Termination of employment during probation
• The Centre of Expertise for Unfair Labour Practice Complaints

Union and employee rights

• Human rights complaints
• Managerial or confidential positions
• Union dues and union certification

Occupational health and safety (OHS)

• Occupational health and safety (OHS)
• Support to OHS and labour relations communities

Advisory and support services

• Advice and support to departments
• Business continuity for human resources matters

Monitoring and analysis

• The monitoring of trends and jurisprudence

Document types

Communication and documentation

• Briefing note
• Correspondence
• Letter
• Memorandum of understanding
• Speaking note

Plans, guidelines and reports

• Action plan
• Dashboard
• Guideline
• Reports of trends and jurisprudence
• Risk management plan
• Statistics and surveys

Complaints and grievances

• Grievances
• Unfair labour practice complaints, human rights complaints

Advisory and support services

• Advice and support to departments
• Interpretation
• Legal opinion
• 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 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 Governor in Council appointees, or similar institution-specific policies regarding COVID-19 vaccination requirements.

Personal information collected may include:

Personal and identification information

• Contact information
• Date of birth
• Employee identification number
• Employee personnel information
• Name
• Personal record identifier

Vaccination and health status

• Accommodation measures taken
• Accommodation status
• Attestation status
• Confirmation of medical contraindication
• Religious affidavit
• Self-evaluation symptoms
• Testing information (test type and test results)
• Vaccination attestation status
• Verification of vaccination status information

System and log information

• Audit log information from Government of Canada: Vaccination Attestation System (GC-VATS) and the Rapid Testing Attestation Solution (RTAS)

Opinions and views

• Opinions or views of or about individuals

Information may be stored in two 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: Governor in Council 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 Governor in Council 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 Governor in Council appointees.

Class of individuals

Full-time or part-time employees of federal institutions in the core public administration, the Royal Canadian Mounted Police (RCMP), and Governor in Council 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 Governor in Council 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 Governor in Council to address non-compliance for Governor in Council 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 Governor in Council 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 Governor in Council 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 two 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, Royal Canadian Mounted Police (RCMP) and the Canadian Armed Forces (CAF).

In addition, ERTC presents the employer’s position and responds to allegations of gender-based wage discrimination in pay equity complaints filed against the 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 the Treasury Board.

Document types

Meeting documentation

• Agenda
• Meeting material
• Minutes
• Presentations
• Record of decision
• Terms of reference

Reports and reference materials

• Investigation reports
• Newspaper and journal articles
• Questionnaires by case number
• Reference documents
• Reports
• Tribunal documents

Communication and correspondence

• Correspondence
• Pay equity – communications
• Speaking notes

Legal and expert opinions

• Affidavits
• Expert advice
• Legal opinions

Agreements and initiatives

• Briefing notes
• Joint union-management initiatives – committees
• Memoranda
• Memorandum of understanding
• Pay equity complaints

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 initiatives and the policy centre for Public Service Modernization Act 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

• Compensation and Comparability Review
• Compensation Policy Framework
• Labour relations advice (Treasury Board submission)
• LRCO corporate requests, reports and policy analysis
• LRCO Policy Renewal and review of policy instruments
• National Joint Council
• Public Service Modernization Act Guidelines on Co-Development and Labour–Management Consultation Committees
• Public Service Modernization Act initiatives
• Separate agencies (Financial Administration Act, Schedule V)

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 of Canada (PSC) recruitment initiatives. Personal information may include:

Personal and contact information

• Contact information
• Name
• Proof of identity, including photo identification

Employment and recruitment information

• Classification
• Employment history
• Interview assessment results (including all handwritten notes of assessors and candidates)
• References
• Resumé information

Education and evaluation results

• Education 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

Equity and security information

• Employment equity identification
• Security screening information

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 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 to identify precedents.

Retention and disposal standards: Retained for 10 years and then transferred to Library and Archives Canada for permanent retention.

RDA number: 94/011
Related record number: TBS PM 201
TBS registration: 002569
Bank number: TBS PCE 770

Staffing complaint recourse

Description

The Centre of Expertise on Staffing Complaint Recourse was established to meet the need for expertise and support in a new and untested environment as a result of the coming into force of the Public Service Modernization Act, 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:

Committees and councils

• Executive Committee
• Foreign Service Directives Committee
• Government Travel Committee, Isolated Posts and Government Housing Committee
• Joint Employment Equity Committee
• Occupational Health and Safety Committee
• Official Languages Committee
• Relocation Committee
• Service-Wide Committee on Occupational Health and Safety
• Workforce Adjustment Committee

Plans and boards of management

• Dental Care Plan Board of Management
• Disability Insurance Plan Board of Management
• Public Service Health Care Plan

Governance and events

• Annual fall seminar and annual planning retreat
• Constitution and by-laws
• Council proceedings

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 209

National Joint Council (NJC) Travel Directive exception: individual cases

Description

This bank is no longer active. It was used to describe information related to requests from public service employees, “travellers” (meaning non-employees), or both for National Joint Council 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 National Joint Council Travel Directive.

Purpose

It is used to sustain, substantiate and justify requests for exceptions to the National Joint Council Travel Directive and reimbursement of travel expenses.

Consistent uses

Information was used for research to develop directives and for considering other requests for National Joint Council 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 unit prepares, authorizes, publishes and maintains policies that define terms and conditions of employment for excluded and unrepresented employee groups including the following:

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

Document types

Administrative policies and exclusions

• Excluded groups and administrative policies: administration
• Exempt and excluded categories and groups, commissions and boards, departments, agencies and Crown corporations, ministers’ exempt staff

Employer and staff policies

• Employer policies, outside practices and membership fees
• Staff relations: collective agreements and interpretations

International and government directives

• International and government directives: Commonwealth Secretariat (excluding non-rotational assignments), heads of posts directives and individuals (deletions)
• Organisation for Economic Co-operation and Development (OECD)

Staff and employment categories

• Staff and employment categories: locally engaged staff, military (excluding Indochina regulations) and non-rational assignments
• Relocation and compensation: relocation (appointees special applications, National Defence, RCMP), compensation and benefits instructions and King’s Regulations and Orders related to pay allowances for National Defence, and pay and allowance for the RCMP

Travel and special situations

• Special situations and services
• Travel policies: 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, and travel agencies

Compensation and risk management

• 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
• 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, executive and Governor in Council appointees.

The unit also considers exceptions with regard to the above directives and makes recommendations as to their disposition.

Document types

Administrative policies and budget

• Administration
• Administrative policies
• Budget

Foreign service and committees

• Committees
• Foreign service
• Interdepartmental Committee on External Relations

Directives and practices

• Deletions
• Directives
• Heads of posts directives
• Indices
• Individuals
• Locally engaged staff
• Military
• Outside practices
• Posts
• Revisions

Housing and relocation

• Commuting assistance
• Disposal and acquisition of accommodation
• Family separation and house-hunting trip
• Government housing
• Incidental expenses
• Integrated relocation program
• Isolated posts allowances
• Isolated posts locations
• National defence
• Royal Canadian Mounted Police
• Shipment of effects
• Special applications: National Defence

Travel and special situations

• Special travel authorities
• Special travel situations
• Travel agencies

Commissions and boards

• Agencies and Crown corporations
• Commissions and boards
• Departments
• Ministers’ exempt staff

Risk management

• Risk management

Workforce adjustment

• National Joint Council
• Workforce adjustment

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 Energy Regulator
• Canada Investment and Savings (inactive)
• 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
• 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
• The Correctional Investigator Canada

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 or 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 (EXCL)

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 has 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 and the Federal Public Sector Labour Relations Act. Pursuant to the general powers described under the Financial Administration Act and the Federal Public Sector Labour Relations Act, 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 information and privacy requests.

Consistent uses

Information may be provided to public service bargaining agents, the Employment Equity Data Bank, the Public Service Staff Relations Board and other federal departments or agencies. This system may be used as a source of information or for linking with the following systems:

• Entitlements and Deductions System (EDSS)
• Executive and Management Compensation System
• Extra Duty Reporting System (EDRS)
• Incumbent System (pay system)
• Leave Reporting System (LRS)
• Leave Without Pay System (LWOP)
• Mobility file
• Position and Classification Information System (PCIS)

All linkages for the purpose of administering human resources and compensation plans are in compliance with the provisions of the Privacy Act.

Retention and disposal standards: Computer-based data: Destroyed after the operational needs have expired. Textual and electronic records: Retained for 10 years and then destroyed.

RDA number: 94/011
Related record number: TBS PM 232
TBS registration: 005051
Bank number: TBS PCE 743

Group insurance benefits programs

Description

The benefits program supports the effective management of Treasury Board–sponsored benefit plans through policy development and negotiations, building and maintaining stakeholder relations, the provision of operational advice and guidance, and the management of the benefits procurement process.

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:

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

Document types

Agreements and contracts

• Agreements
• Contracts
• Request for expressions of interest in contracts
• Requests for proposals

Communication and correspondence

• Communications products
• Correspondence
• Information notices

Policy and governance

• Charging guidelines
• Policy instruments
• Terms of reference for governance committees and boards

Planning and decision-making

• Briefing materials
• Decisions
• Memoranda
• Plan documents

Documentation and guides

• Forms
• Guides
• Presentations and reports

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 and policy instruments

• Agreements
• Charging principles and guidelines
• Funding Policy for the Public Sector Pension Plans
• Policy instruments

Governance and committees

• Asset Liability Committee
• Terms of Reference for the Public Service Pension Advisory Committee

Documentation and correspondence

• Briefing materials
• Correspondence
• Decisions
• Information notices
• Memoranda
• Presentations
• Reports

Regulatory and business requirements

• Business requirements
• Forms
• Guides
• Legislation
• Regulations

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, and 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 (pay system)
• Analytical Environment (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 (pay system)
• Analytical Environment (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

Strategy and direction

Description

The organization develops strategic guidance on human resources systems and standards to ensure alignment with overall objectives. It enhances the employee experience by identifying and addressing key challenges, leading to improved satisfaction and organizational performance. Additionally, the organization identifies critical human resources risks and benefits, sharing insights with partner organizations to support their transformation efforts. By identifying enterprise risks early, the organization ensures these are integrated into broader strategies, enabling more informed decision-making and contributing to the success of enterprise initiatives.

Document types

Planning and strategy

• Action plans
• Business cases
• Plans
• Strategies

Meeting and decision documentation

• Agendas
• Briefing notes
• Minutes
• Notes
• Recommendations
• Records of decision

Communication and information-sharing

• Backgrounders
• Comments
• Consultation summaries
• Questionnaires
• Questions and answers
• Speaking notes
• Web content
• White papers

Project and task management

• Checklists
• Dashboards
• Metrics
• Project material
• Requests
• Trackers

Guidelines and procedures

• Direction
• Directive
• Frameworks
• Guides
• Procedures
• Templates

Data and analysis

• Reports
• Reviews
• Statistics
• Tables

Legal and formal documentation

• Forms
• Legal opinions
• Lists
• Routing slip

Training and educational materials

• Infographics
• Presentations
• Training material

Tools and resources

• Inventories
• Journey maps
• Personas
• Tools

Correspondence and invitations

• Contact lists
• Invitations

Record number: TBS PM 320

Human Resources Systems Review Board

Description

The objective of the Human Resources Systems Review Board (HRSRB) is to help simplify the human resources (HR) systems environment, increase interoperability, and contribute to coherence, effectiveness and modernization across the HR-pay-pension landscape. To achieve this, HRSRB’s focus is to align with the following objectives:

• contribute to the desired business outcomes and priorities of the Government of Canada HR-Pay-Pension systems
• contribute to the coherence, effectiveness and modernization of the HR-pay-pension landscape
• promote synergy among departments, agencies and other Government of Canada entities to leverage solutions to common HR and pay requirements

Documents

Planning and strategy

• Action plans
• Business cases
• Concept cases
• Plan
• Risk assessment reports

Meeting and decision documentation

• Agendas
• Briefing notes
• Decision briefs
• Minutes
• Records of decision

Communication and information-sharing

• Advice provided to clients
• Comments
• Questionnaires
• Questions and answers
• Requests
• Speaking notes
• Summaries
• Web content

Project and task management

• Checklists
• Dashboards
• Trackers

Guidelines and procedures

• Charters
• Frameworks
• Guides
• Procedures
• Templates

Data and analysis

• Rationales
• Recommendations
• Reports
• Reviews

Legal and formal documentation

• Forms
• Legal opinions
• Lists
• Routing slip

Training and educational materials

• Infographics
• Presentations

Tools and resources

• Contact lists
• Inventories

Correspondence and invitations

• Invitations
• Notes

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 330

Human Resources Standards Development and Maintenance

Description

The organization is responsible for the development and delivery of human resources (HR) standards, including the Common HR Services Framework and Catalogue and Standardized HR Delegation Instrument and others to bring more uniform HR practices across the Government of Canada. Standards also facilitate alignment with enterprise system deployment timelines and support the implementation of the future operating model across the Government of Canada. The organization also ensures that these standards are updated to reflect policy changes, maintaining their relevance and effectiveness in supporting operational needs.

Documents

Planning and strategy

• Action plans
• Implementation guides
• Plans
• Rationales
• Recommendations

Meeting and decision documentation

• Agendas
• Briefing notes
• Minutes
• Records of decision

Communication and information sharing

• Comments
• Consultation summaries
• Questionnaires
• Questions and answers
• Speaking notes
• Summaries
• Web content

Project and task management

• Change logs
• Checklists
• Dashboards
• Requests
• Trackers
• Version control records

Guidelines and procedures

• Charters
• Frameworks
• Guides
• Human resources standards
• Procedures
• Standard operating procedures
• Templates

Data and analysis

• Catalogues
• Matrices
• Reports
• Tables

Legal and formal documentation

• Forms
• Legal opinions
• Lists
• Routing slip

Training and educational materials

• Presentations
• Training materials

Tools and resources

• Contact lists
• Inventories
• Maps
• Process maps
• Tools

Correspondence and invitations

• Invitations
• Notes

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 340

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 seven areas of human resources management and are mapped and documented. The business processes are highly integrated, and their value stems from the linkages found between and across all process areas.

Document types

Process maps and documentation on the CHRBP website process areas include:

• Human Resource Planning, Work and Organizational Design and Reporting
• Job and Position Management
• Staffing and Employee Integration
• Total Compensation (Pay Centre Clients and Non-Pay Centre Clients)
• Employee Performance, Learning, Development and Recognition
• Permanent and Temporary Separation
• 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 and payroll systems

• Entitlements and Deductions System
• Extra Duty Reporting System
• Incumbent System (pay system): development, maintenance and operations
• Leave Reporting System
• Leave Without Pay System
• Personnel Management Information System (PMIS)

Classification and adjustment systems

• Mobility file
• Position and Classification Information System
• Workforce Adjustment Monitoring System

Language and equity data systems

• Employment Equity Data Bank
• Official Languages Information System II (OLIS II)

Surveys and information management

• Information management
• Public Service Employee Survey results
• Student Experience Survey results

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS PM 236

Position and Classification Information System (PCIS)

Description

This bank contains job and position data and some individual federal employee data sent from departmental human resources systems relating to position classification matters (executive and non-executive).

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, sex) who occupy said position. Also included is information concerning position classification data, Official Languages Information System and Position Information Collection System (up until 1995). All 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 the Treasury Board has classed as the employer under the Federal Public Sector Labour Relations Act, departments named in Schedules I and IV of the Financial Administration Act, and the core public administration

Purpose

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

Pursuant to the general powers described under the Financial Administration Act and the Federal Public Sector Labour Relations Act, the Office of the Chief Human Resources Officer at TBS maintains personnel information systems on public service employees. TBS uses 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 of Canada, 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:

• Incumbent System (pay system)
• Employment Equity Data Bank
• Entitlements and Deductions System
• Extra Duty Reporting System
• Leave Reporting System
• Mobility file
• Executive and Management Compensation System
• Analytical Environment (PSC PCE 761) held by the Public Service Commission of Canada
• 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 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 the Position Master Database for historical reporting, but the PCIS+ application only retains the current job and position information for the core public administration 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 (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.

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, Schedules I and IV (the core public administration) and are subject to the Employment Equity Act

Purpose

Self-identification information is collected under the authorities and obligations described in the Employment Equity Act). 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 Employment Equity and Diversity Bank (PSE 918), and serves as the source of an annual exercise for reconciliation with these departmental banks.

The Employment Equity and Diversity Bank 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 or 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 and in the Interactive data visualization tool. 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 (pay system)
• Extra Duty Reporting System
• Mobility file
• Entitlements and Deductions System
• Leave Without Pay System
• Leave Reporting System
• Position and Classification Information System
• Official Languages Information System
• Workforce Adjustment Monitoring System
• human resource data files of the Public Service Commission Analytical Environment (PSC PCE 761) and Applicant Profiles, Applications and Referrals (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 and TBS PM 236
TBS registration: 003560
Bank number: TBS PCE 739

Entitlements and Deductions System (EDS)

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 and the Federal Public Sector Labour Relations Act. Pursuant to the general powers described under the Financial Administration Act and the Federal Public Sector Labour Relations Act, TBS 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 of Canada, public service bargaining agents, Statistics Canada, insurers of public service group insurance plans, the Public Service Staff Relations Board and other federal departments or agencies. This system may be used as a source of information or for linking with the following systems:

• Incumbent System (pay system)
• Employment Equity Data Bank
• Leave Reporting System
• Extra Duty Reporting System
• Position and Classification Information System
• Mobility file
• Leave Without Pay System
• Executive and Management Compensation System
• Analytical Environment (PSC PCE 761) held by the Public Service Commission of Canada

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 sex, 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 and the Federal Public Sector Labour Relations Act. Pursuant to the general powers described under the Financial Administration Act and the Federal Public Sector Labour Relations Act, TBS 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:

• Incumbent System (pay system)
• The Employment Equity Data Bank
• Entitlements and Deductions System
• Leave Reporting System
• Executive and Management Compensation System
• Analytical Environment (PSC PCE 761) held by the Public Service Commission of Canada

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, sex, personal record identifier (PRI), date of birth, marital status, name, salary, appointment dates, classification, superannuation number and years of continuous or 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. 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 (the federal public service).

Purpose

Personnel management information is collected under the authorities and obligations described in the Financial Administration Act, the Federal Public Sector Labour Relations Act and the Pay Equity Act. Pursuant to the general powers described under the Financial Administration Act and the Federal Public Sector Labour Relations Act, 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 of Canada, 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:

Payroll and leave systems

• Entitlements and Deductions System
• Extra Duty Reporting System
• Leave Reporting System
• Leave Without Pay System

Classification and compensation systems

• Mobility file
• Position and Classification Information System
• Workforce Adjustment Monitoring System, Executive and Management Compensation System

Data and analytical tools

• Analytical Environment (PSC PCE 761) held by the Public Service Commission of Canada
• Employment Equity Data Bank
• myEmployees (TBS Application Portal)

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 sex, 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 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 (the core public administration).

Purpose

Personnel management information is collected under the authorities and obligations described in the Financial Administration Act and the Federal Public Sector Labour Relations Act. Pursuant to the general powers described under the Financial Administration Act and the Federal Public Sector Labour Relations Act, 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

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

• Incumbent System (pay system)
• Employment Equity Data Bank
• Entitlements and Deductions System
• Extra Duty Reporting System
• Mobility file
• Leave Without Pay System
• Position and Classification Information System
• Executive and Management Compensation System
• Analytical Environment (PSC PCE 761) held by the Public Service Commission of Canada

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, sex, 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 (the federal public service).

Purpose

Personnel management information is collected under the authorities and obligations described in the Financial Administration Act and the Federal Public Sector Labour Relations Act. Pursuant to the general powers described under the Financial Administration Act and the Federal Public Sector Labour Relations Act, 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 includes 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

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

• Incumbent System (pay system)
• Entitlements and Deductions System
• Extra Duty Reporting System
• Leave Reporting System
• Mobility file
• Position and Classification Information System
• Executive and Management Compensation System
• Analytical Environment (PSC PCE 761) held by the Public Service Commission of Canada

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 or departure data. Also included is information concerning the reason for departure or 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 (the federal public service).

Purpose

Personnel management information is collected under the authorities and obligations described in the Financial Administration Act and the Federal Public Sector Labour Relations Act. Pursuant to the general powers described under the Financial Administration Act and the Federal Public Sector Labour Relations Act, 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 includes 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

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

• Incumbent System (pay system)
• Employment Equity Data Bank
• Entitlements and Deductions System
• Extra Duty Reporting System
• Leave Reporting System
• Position and Classification Information System
• Executive and Management Compensation
• Analytical Environment (PSC PCE 761) held by the Public Service Commission of Canada

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 IncumbentSystem (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.

Class of individuals

All employees, including executives for whom Treasury Board is the employer under the Federal Public Sector Labour Relations Act, Schedule 1, Part 1, who have been affected by the Work Force 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 Workforce 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

• Departmental Plans and Department Results Reports (employer component)
• Integrated business plans
• Performance information profiles
• Presentations and briefing materials in support of renewal and hybrid efforts
• 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 class of record 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

• Agendas and records of decision
• Departmental Plans and Departmental Results Reports (employer component)
• Integrated business plans
• Internal governance committee terms of reference
• Performance information profiles
• Project plans and documentation

Record number: TBS PM 205

Educational leave / Co-op Replacement Program (EDCO)

Description

This bank contains personal information such as:

Personal Information

• Address
• Name
• Social insurance number
• Telephone number

Employment details

• Classification
• Department
• Letters of offer of employment and salary

Professional background

• Employment and educational history
• Resumé
• Transcripts

Class of individuals

A first group consists of federal government employees in finance, internal audit, human resources and IT 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

Planning and strategy

• Action plan
• Business case
• Plan
• Strategy

Meeting and decision documentation

• Agenda
• Briefing notes
• Minutes
• Records of decision

Communication and information-sharing

• Backgrounder
• Comments
• Contact list
• Correspondence
• Notes
• Questionnaire
• Questions and answers
• Review
• Speaking notes
• Summary

Project and task management

• Action request
• Checklist
• Project material
• Tracker

Guidelines and procedures

• Framework
• Guide
• Policy
• Procedure
• Terms of reference

Data and analysis

• Dashboard
• Dataset
• Fact sheet
• Report
• Statistics
• Tables

Legal and formal documentation

• Form
• Legal opinion
• List
• Routing slip

Training and educational materials

• Presentation
• Training material

Tools and resources

• Template
• Tool

Requests and proposals

• Invitation
• Proposal
• Request

Rationales and recommendations

• Rationale
• Recommendations

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 and strategic documentation

• Agreements, including memoranda of agreement and agreements between stakeholders
• Business cases
• Statements of work, career progression frameworks
• Strategic advice, analysis and feedback on agreements
• Terms of reference

Performance and compliance

• Performance data and corporate reporting
• Security and privacy compliance artefacts and system performance logs
• Standards of timeliness

Communication and job-related documents

• Communications, including social media, web pages, and planned and past outreach materials
• Job descriptions
• Procurement initiation and evaluation documents
• Reports

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 non-financial damages due to issues with their pay caused by the Phoenix Pay System. Personal information is collected under the authority of the Financial Administration Act and the Income Tax Act. Personal information may include:

Personal information

• Biographical information
• Contact information
• Date of birth
• Date of death
• Employee identification number (such as personal record identifier)
• Employee personnel information
• Name,
• Social insurance number (SIN)

Financial and pay information

For example:

• details on expenses
• interest and penalties incurred as well as foregone interest
• lost investments or capital gains
• 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 social insurance number 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 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, consistent with the application of the memorandum of agreement 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 subclause.

For this reason, the information collected and used through the claims process has been separated into six types:

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. Other claim payment or 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

Regulatory advice and submissions

• Advice provided to Cabinet committees
• Advice relating to Governor in Council regulatory and order-in-council submissions
• Cabinet Directive on Regulation
• Regulatory Impact Analysis Statements
• Regulatory policies and guidelines
• Triage statements

Reports and compliance

• Annual report to federal regulatory management initiatives
• Benefits and costing spreadsheets
• Cost-benefit analysis
• Red Tape Reduction Act reports

Communication and documentation

• Agendas
• Briefing notes
• Communications plans
• Draft regulations
• Explanatory notes
• Legal opinions
• Memoranda
• Records of decision
• Summaries
• Supplementary notes

Parliamentary and committee engagement

• Parliamentary standing committee appearances

Disclosure summaries: No third-party disclosure has occurred.

Record number: TBS MF 149

Internal services

Internal services are groups of related activities and resources that are administered to support the needs of programs and other corporate obligations of an organization. These groups are:

• Acquisitions
• Communications Services
• Financial Management
• Human Resources Management
• Information Management
• Information Technology
• Legal Services
• Management and Oversight Services
• Material
• Real Property
• Travel and Other Administrative Services

Internal services include only those activities and resources that apply across an organization and not to those provided specifically to a program.

Acquisitions management services

Acquisition management services involve activities undertaken to acquire a good or service to fulfill a properly completed request (including a complete and accurate definition of requirements and certification that funds are available) until entering into or amending a contract.

• Procurement and Contracting Class of Record
  • Professional Services Contracts Personal Information Bank

Communications services

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

• Communications Class of Record
  • Internal Communications Persona Information Bank
  • Public Communications Personal Information Bank

Financial management services

Financial management services involve activities undertaken to ensure the prudent use of public resources, including planning, budgeting, accounting, reporting, control and oversight, analysis, decision support and advice, and financial systems.

• Financial Management Class of Record
• Disclosure summaries: A memorandum of understanding has been signed between TBS, the Department of Finance Canada and the Canada Revenue Agency (CRA) that sets conditions and procedures for the release of monies to TBS by way of set-off by the CRA against debts of individuals due to TBS, and for the release of debtor information by TBS to the CRA and the release of taxpayer information by the CRA to TBS.
  • Accounts Payable Personal Information Bank
  • Accounts Receivable Personal Information Bank
  • Acquisition Cards Personal Information Bank

Human resources management services

Human resources management services involve activities undertaken for determining strategic direction, allocating resources among services and processes, as well as activities relating to analyzing exposure to risk and determining appropriate countermeasures.

They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies and plans.

It includes activities related to:

Human resources planning and development

• Developing and maintaining human resources information systems within the organization
• Identifying and coordinating organization-wide training and learning requirements
• Reviewing and assessing job descriptions and classifications
• Reviewing, assessing and developing organizational design
• Supporting human resources planning, data analysis, research and reporting
• Supporting staffing processes

Classification

• Classification of Positions Class of Record
  • Staffing Personal Information Bank

Employee information and compensation

• Collecting and processing employee information related to compensation, leave and transfers
• Compensation and Benefits Class of Record
  • Attendance and Leave Personal Information Bank
  • Pay and Benefits Personal Information Bank

Training, development and recognition

• Managing employee recognition and awards programs
• Awards (Pride and Recognition) Class of Record
  • Recognition Program Personal Information Bank
• Training and Development Class of Record
  • Training and Development Personal Information Bank

Values, ethics and equity

• Promoting values, ethics, employment equity, diversity, inclusion and accessibility
• Employment Equity and Diversity Class of Record
  • Employment Equity and Diversity Personal Information Bank

Workplace management and safety

• Addressing workplace management, occupational health and safety, organizational wellness and labour relations
• Occupational Health and Safety Class of Record
  • Employee Assistance Personal Information Bank
  • Harassment Personal Information Bank
  • Occupational Health and Safety Personal Information Bank
  • Vehicle, Ship, Boat and Aircraft Accidents Personal Information Bank