Canadian International Development Agency

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4. Classification monitoring

There has been no active classification monitoring in CIDA for many years.  One of the goals of HRCSB/HRD in 2005-2006 was to start re-building a classification monitoring program.  As a first step, HRCSB/HRD hired an external resource to conduct an organizational design and classification monitoring risk assessment.  The purpose of the risk assessment was to identify the inherent risks associated with the management of CIDA's organization and classification program.  The risk assessment was based on the evaluation of low, medium and high risks across the following eight (8) risk factors:

1. Quality of work descriptions,
2. Quality of classification decisions/results,
3. Volume of classification activities,
4. Complexity of classification activities,
5. Level of delegation of classification authority within the organization,
6. Availability and effectiveness of electronic support systems in place,
7. Environmental analysis of the organization's HRM practices, and
8. Availability of an early warning system to address risk areas. 

A copy of CIDA's organizational design and classification monitoring risk assessment report can be found in Annex C.

4.1. Classification risk assessment and impact matrix

The following corporate classification risk assessment and impact matrix reflects the analysis conducted by the external resource using PSHRMAC classification risk assessment model, and the seven (7) risk factors described above.

The information used in determining the preceding risk assessment and impact matrix was also used as the basis to develop the following:

1. Classification monitoring program framework for the Agency,
2. Classification monitoring program policy, and
3. Classification monitoring program procedures.

These are still under development.  An internal consultation process is currently underway with consultation planned with PSHRMAC in April 2006. 

In addition, the above corporate classification risk assessment and impact matrix also served to define the level of performance indicators and desired results from the classification program and monitoring activities.  The Agency monitoring guiding principles are as follows:

1. Higher risk and higher impact classification matters (identified in yellow and in red) will involve higher levels of monitoring to reduce their impacts;
2. Annual corporate classification monitoring activities will focus on addressing risk factors and establishing appropriate performance targets and priorities of monitoring activities will be based on level of risk and impact; and
3. Certain types of classification activities such as reclassifications will continue to be seen as high-risk transactions, which could have an impact on the application of classification values, as well as Agency and inter-departmental relativities.

4.2 Classification monitoring program and activities 2005 – 2006

The classification monitoring activities for 2005-2006 focused on:

1. The highest risk and highest impact classification area identified in the corporate classification risk assessment profile, namely, the electronic support systems, and
2. A review of the classification decisions for positions at the CS-2, 4 and 5 levels.

4.2.1 Electronic support systems

CIDA uses SAP to manage its human resources information.  The classification risk assessment identified a number of issues with the SAP system.  They are:

1. Lack of expertise on the human resource system team to monitor the quality of the entries related to human resources activities. 
2. The quality of the data in SAP is not reliable and, as a result:
   1. Organizational charts are not reliable;
   2. It is difficult to:
      1. Conduct effective organizational and classification analysis and to produce reports for senior management. 
      2. Obtain reliable information to conduct reviews in order to assess the health of the Organization and Classification program within the Agency. 
3. Increased workload for the ODCS.

HRCSB/HRD hired an external resource to further study the issues with the SAP system and to identify measures required to ensure accurate information is available to system users and to meet the expected performance results described in Table 1 below for this high-risk/high impact area. 

The issues related to the data integrity of the Agency's SAP HR system were also highlighted in a May 2004 audit report.  The audit review identified 200 cases where there were discrepancies between the information in the classification files and the information recorded in the SAP HR system.  The report states: “serious issues that were weakening the system for job classification and position management and the HR information management system”.  As a result, the HRCSB/HRD launched the “SAP HR improvement project” (SHIP) initiative.  The objectives of this project are to:

• Respond to last year HR and SAP audits;
• Rebuild the integrity of the data in the SAP HR system;
• Strengthen the administrative infrastructure of the SAP HR system;
• Improve the functionality of the SAP HR system as a management tool; and
• Meet PSMA requirements.

The first phase of the SHIP project started in July, 2005 with HRCSB/HRD as the pilot organization.  The consultant hired to further study/monitor the SAP system reinforced in his report “the need for the SHIP project to move ahead”.  Furthermore, recommendations were made to further improve project delivery and results. A copy of the consultant report can be found in Annex D.

4.2.2 CS classification decisions review

In August 2004, PSHRMAC completed a relativity review report of the Computer System (CS) occupational group across the federal Public Service.  As a result, as directed by PSHRMAC, CIDA, as part of its 2005/2006 classification monitoring exercise, reviewed all classification decisions for positions at the CS-2, 4 and 5 levels.  A total of 34 CS 2, 4 and 5 files were reviewed which, because of generic work descriptions, represented 58 positions files. The breakdown is as follows: 37 CS-2, 16 CS-4 and 5 CS-5.  The following is a summary of the key observations and recommendations made by the external resource hired to monitor the CS classification decisions at the CS-2, 4 and 5 levels.  A copy of the detailed report can be found in Annex E. 

Results of the review: key observations and recommendations

A. Quality of CS classification decisions

• Overall the quality of the classification decisions was considered good for the number of positions monitored.  However there are seven (7) positions (1 CS-2, 4 CS-4 and 2 CS-5) that need to be reviewed and updated of which five (5) (3 CS-4 and 2 CS-5) need to be evaluated by a classification committee to determine the appropriate level.

• In May 2005 CIDA instituted a new policy entitled “Organization restructuring and classification requests”. 

“In an effort to ensure that the Canadian International Development Agency (CIDA) is managing its organizational design and classification requirements in a corporate manner, all organizational restructuring proposals and classification requests with corporate implications will be brought to the Corporate Resources Committee (CRC), through the Human Resources Management Committee (HRMC), for review before any decision is made to undertake any organizational or classification request change.”

This policy change has been reviewed by the undersigned and is considered an excellent initiative, which should be recommended for use by all departments across the Public Service as a “best practice”. 

B. Quality of CS file documentation

• Overall the quality of file documentation was considered good for the 34 classification files reviewed.  Full work descriptions, organization charts, rationales and classification action and position record form were found on most files.  All files reviewed confirmed adherence to central agency policy that any reclassifications must be subject to an onsite review to confirm job coincidence and that reclassifications should only be completed by classification committee and not by an individual.
  However, three (3) positions files need to be updated to ensure they contain correct organizational charts and one (1) position file to ensure correct position number is on all documentation.

• The Chief, Organization and Classification should consider modifying the signature block in the classification action and position record form that includes the typed name of the signatory on the document to facilitate positive determination of the signee.

• The Central Agency considers, a “best practice”, that all requests for classification action be accompanied by a note from management requesting the classification action.  Not all the files reviewed contained a request for classification action. The Chief, Organization and Classification may wish to institute the Central Agency “best practice” that all requests for classification action be accompanied by a note from management requesting the classification action. 

• The Chief, Organization and Classification may wish to consider the implementation of a policy in use in some departments where any retroactivity of a classification decision exceeding a pre-determined time frame would be reviewed by the senior management committee if this process were not already in place. It is to be noted that CIDA already has in effect a policy on retroactivity.  However, it is also recognized that this policy needs to be reviewed.

C. Quality of CS work descriptions

• The overall quality of the CS work descriptions is considered good and the appropriate central agency format was used. 

The usage of generic work descriptions should be encouraged as it lessens the workload with regard to writing and evaluation requirements and generally leads to a better understanding of the work description with employees, supervisors and managers all being able to better distinguish between levels. 

D. Profile of CIDA's CS positions versus the 2004 PSHRMAC Report on medium sized departments

• CIDA CS % profile exceeds the government-wide profile at CS levels 3, 4 and 5 and is under the profile at CS levels 1 and 2. 

• To improve the CIDA profile in relation to the government-wide profile fewer positions should be staffed at senior levels versus junior levels, and the creation of non-supervisory positions at the CS 4 or 5 levels with limited supervisory responsibility should be curtailed.  As well, the monitoring exercise of CS 2, 4 and 5 positions identified five positions where the levels are suspect and that they should be evaluated by committee to determine the appropriate level.  Departmental management would then be in a position to determine if the amended CIDA profile (after ongoing staffing actions) is or is not in line with the government-wide profile. 

5. Planned classification monitoring activities 2006-2007

The following monitoring activities are planned for year 2006-2007.  These activities will address the medium risk / high and medium impact classification areas identified in the Corporate Classification Risk Profile.  The following Table 2 identifies the risk area to be managed, the related planned monitoring activities, the frequency and expected performance results.  The expected performance results are based on PSHRMAC expectation of a 90 per cent or higher classification performance in terms of quality of classification decisions. 

6. Planned performance improvements activities for 2006-2007.

6.1 Corrective actions 

6.1.1 Electronic support system

CIDA is committed to moving forward with its SHIP project to correct the issues identified with SAP, CIDA's electronic HR support system. In addition, the ODCS is in the process of developing draft procedures on the use of SAP for classification actions.  This will serve to guide branch administrative officer when they enter classification related data into the SAP system and will also contribute to reduce the error rate.

6.1.2 CS classification decisions

The following corrective actions will be taking by CIDA to address the issues and situations identified in the CS monitoring report. In the first quarter of 2006-2007, the ODCS will action the following:

1. Positions  #43, 1452, 2194, 2212, 2726, 4927 and 10002 will be reviewed and updated.  Positions 1452, 2194, 2212, 4927 and 10002 will be evaluated by a Classification Committee. 
2. The correct organization charts will be obtained for position # 2726, 4902 and 1452.
3. The correct position number for position # 1452 will be put on all classification documentation in the position file.
4. The ODCS will also work closely with management to identify organization and classification actions required to align CIDA's CS profile with the government-wide profile.  The creation of non-supervisory positions at the CS 4 or 5 level with limited supervisory responsibility will be curtailed. 

The ODCS will also continue to encourage the use of generic work descriptions.  In addition, the Chief, Organization and Classification will:

1. Consider modifying the signature block in the classification action and position record form that includes the typed name of the signatory on the document to facilitate positive determination of the signee;
2. Consider instituting the Central Agency “best practice” that all requests for classification action be accompanied by a note from management requesting the classification action; and
3. Review of CIDA's current policy on retroactivity.

6.2 Policy, procedure and guidelines instruments

The following new instruments are currently under development and will be completed early in 2006-2007:

1. Classification monitoring program framework, policy and procedures;
2. Classification grievance policy and procedures,
3. Guidelines for the use of generic work descriptions, and
4. Procedures on the use of SAP for classification actions. 

Other Organization and Classification policies and procedures will be developed as HRCSB/HRD continues to design and populate a full CIDA HRM policy suite. 

6.3. Training

Training for managers on the evaluation of non-EX positions will be offered starting mid-April, 2006.  This will allow for an increased number of classification committees. 

In addition, training for managers, employees and bargaining agent representatives to familiarize them with the new description format will be given.

6.4 Other initiatives

A review of all administrative support functions is planned to take place in the Agency.  The purpose of this 9 month project is to standardized the delivery of administrative support services across all branches in the Agency and develop generic work descriptions for administrative support positions.

In addition, a review will be conducted to identify where additional generic work descriptions can be created to simplify delivery and reduce the costs associated with the delivery of classification services to the Agency.

7. Contact information

For any additional information you may contact:

Monique Paquin
Director, Human resources operations
CIDA
934-0857
Contact Monique Paquin by email: monique_paquin@acdi-cida.gc.ca

Or

Suzanne Forget
Organizational design specialist
CIDA
994-5379
Contact Suzanne Forget by email: suzanne_forget@acdi-cida.gc.ca

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