ARCHIVED - Appendix B: Management Response and Action Plan

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Management Response:

Human Resources Branch: Management agrees with the recommendation that there is some room for improvement - however some areas may be impeded by the transfer of the compensation function to PWGSC Pay office in Miramichi, the automation of overtime (which has been implemented but still being adjusted) and in future, the new pay modernization system. The result of these initiatives is the elimination of the compensation function at the Agency.

Proposed actions will be affected by current discussions happening between HR, Finance and PWGSC in order to establish roles and responsibilities and including Qualify Assurance. Once full processes are in place, it is recognized that there will be a requirement for clear communication and training required for delegated managers.

Management Action Plan

Audit Recommendation 1:
The Vice-President, Human Resources Branch in conjunction with senior management should ensure the Authorization of Overtime Policy and related documentation (including CBA interpretations) is reviewed and assessed to confirm it meets operational requirements, and includes the appropriate guidance to manage and minimize overtime.

Audit Recommendation 1:
Proposed Management Actions Responsible Official(s) Completion Date

Management agrees to review and update the Policy in conjunction with senior management from all branches in order to ensure it meets the current needs and aligns with the individual collective agreements. Related documents (such as guidelines, delegation of Human Resources Authorities . . .) will be reviewed to ensure information provides sufficient guidance and interpretation for managers.

Executive Director, Workforce & Workplace Relations Directorate; A/Director, Human Resources Services Directorate. December 2014

Audit Recommendation 2:
The Vice-President of Operations Branch should ensure overtime is regularly monitored by the appropriate management level using available tools.

Audit Recommendation 2:
Proposed Management Actions Responsible Official(s) Completion Date
Operations Branch will review procedures for the regular monitoring of overtime. Senior Director, Business Management and Planning Office March 2014
Operations Branch Areas and Directorates will implement the review of overtime reports at the management level on a regular basis. Area and Directorate EDs March 2014

Audit Recommendation 3:
The Vice-President, Human Resources Branch, in consultation with the Vice-President Corporate Management Branch, should revisit the Quality Assurance pay sampling plan to ensure that it is designed to identify anomalies or high dollar value payments.

Audit Recommendation 3:
Proposed Management Actions Responsible Official(s) Completion Date
Management agrees that the Agency currently retains accountability as the actual process moves to be performed by PWGSC pay office in Miramichi. Discussions are currently being held between HR, Finance & PWGSC to establish how QA will be done. Roles and responsibilities will be established. In the meantime, sampling will be done for transactions of the 5 highest dollar value. National Manager, Compensation; A/Corporate Compensation Advisor; Manager, Monitoring and Financial Controls. December 2014

Audit Recommendation 4:
The Vice-President, Operations Branch should ensure systematic practices to manage overtime are communicated and in place between similar programs and locations.

Audit Recommendation 4:
Proposed Management Actions Responsible Official(s) Completion Date
Operations Branch Areas and Directorates will review local resource requirements and identify local best practices and strategies for the minimization of overtime. Area and Directorate EDs June 2014
Operations Branch will compile local best practices and strategies for the minimization of overtime and communicate them nationally within the Branch. Senior Director, Business Management and Planning Office December 2014
Operations Branch Areas and Directorates will implement and report back on strategies for the minimization of overtime. Area and Directorate EDs March 2015

Audit Recommendation 5:
The Vice-President, Human Resources Branch should review checks in place to ensure overtime submissions with high dollar value are routed for further scrutiny, and to capture duplicate overtime submissions.

Audit Recommendation 5:
Proposed Management Actions Responsible Official(s) Completion Date
Management agrees to put in place a process that will verify high dollar value payments and duplicate overtime submissions. Supervisor, 1-888-HR Service Centre December 2014

Audit Recommendation 6:
The Vice-President, Human Resources Branch should ensure that sufficient guidance is developed and reinforced for Human Resources Branch Compensation Advisors and delegated managers on claims for education allowances that address requirements for approval and supporting documentation, and interpretations for qualified deliverers of training courses and for qualified equipment for training purposes.

Audit Recommendation 6:
Proposed Management Actions Responsible Official(s) Completion Date

1) Management agrees to review the documentation/guidelines that were provided to managers and employees regarding the Employment Transition.

2) The issue of "definitions" for Learning Institutions & Mandatory Equipment was brought to the attention of collective bargaining. Consideration should be given to negotiating more clear definitions with the appropriate Union to be added to each Collective Agreement, if agreement is reached.

Executive Director, Workforce & Workplace Relations Directorate; A/Director, Human Resources Services Directorate.

1) December 2014.

2) Next rounds of negotiation with each Bargaining Agent.

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