Information Bulletin on the Implementation of Standardized Job Descriptions

Purpose

This bulletin outlines requirements to implement standardized job descriptions (SJDs) and interdepartmental standardized job descriptions (ISJDs) in the core public administration (CPA), based on the following policy requirements:

As set out in the Directive on Classification, the head of human resources is responsible for:

• section 4.1.4: ensuring that standardized and unique job descriptions are used appropriately

Managers are responsible for:

• section 4.2.4: implementing interdepartmental and departmental standardized job descriptions wherever possible (see clarification of “wherever possible” in the Direction section of this bulletin)

Application

This bulletin is effective immediately. It applies to organizations in the CPA and supports heads of human resources, organizational design and classification advisors, and managers who authorize and assign work. It is to be used in conjunction with all relevant and subsequent directions and tools issued by the Office of the Chief Human Resources Officer on this topic.

Background

The Directive on Classification requires the use of SJDs and ISJDs wherever possible. Their appropriate use supports the standardization and simplification of human resources processes. Specifically, it ensures that each job is described and evaluated only once, thereby avoiding duplication of effort and ensuring consistent classification outcomes. The expected outcomes of this standardization include, among others:

• enhanced operational efficiency (for example, organizations delivering classification services more effectively)
• improved fairness and transparency
• faster human resources processes
• greater cohesion for pay equity and classification conversion initiatives
• improved relativity

The directive clearly stipulated requirements; however, its practical application in organizations appears to diverge from the original intent, indicating a need for further alignment. Evidence shows continued use of unique positions where SJDs and/or ISJDs exist to cover the work.

Concurrently, many SJDs and ISJDs developed by functional communities are not being implemented, leading to operational inefficiencies, redundant work, and negative impacts on interdepartmental relativity.

Direction

As stipulated in the Directive on Classification, SJDs and ISJDs are required to be implemented, as is, wherever possible. “Wherever possible” may include situations when:

• multiple positions have identical duties, responsibilities, organizational contexts and the same job evaluation rating
• a CPA-wide initiative requires reducing the number of classification decisions, such as classification conversions, among others
• a new suite of SJDs is created by functional communities of practice with extensive consultation, representing the work of a community
• an existing SJD or ISJD is deemed by management, or by the organizational design and classification (OC) advisor, to reflect the full extent of the key activities assigned

SJDs that do not reflect the actual work do not need to be implemented. However, once they are implemented, managers are accountable to fully assign the work as described in the SJDs.

Resolving disagreements from client managers on SJDs

In cases where the client managers disagree with the recommendation to use an SJD, an impasse resolution mechanism must be implemented as set out in section 4.1.5 of the Directive on Classification.

Managers are responsible for providing all information required for rendering a classification decision and for completing classification actions in a timely fashion.

Oversight

Deputy heads are expected to maintain oversight of classification activities within their organizations, including the use of SJDs and ISJDs. This includes:

• ensuring that SJDs and ISJDs are implemented wherever possible and applied in alignment with occupational group definitions and job evaluation standards
• tracking and monitoring the use of SJDs and ISJDs to support consistency and compliance
• addressing implementation challenges as they arise and ensuring that a process is in place to resolve classification impasses

The Office of the Chief Human Resources Officer will conduct oversight to assess organizational compliance with the Policy on People Management and its supporting instruments. Where necessary, deputy heads may be directed to take corrective actions to address non-compliance or inconsistent application of SJDs and ISJDs.

Enquiries

All questions pertaining to this information bulletin should be directed to departmental corporate classification resources, which, if required, will direct questions to the Workforce Organization and Classification Division of the Office of the Chief Human Resources Officer at ZZORGCLA@tbs-sct.gc.ca.

David Prest
Associate Assistant Deputy Minister
Employee Relations and Total Compensation
Office of the Chief Human Resources Officer
Treasury Board of Canada Secretariat