Directive on the Stewardship of Human Resources Management Systems

1. Effective date

  • 1.1This directive takes effect on August 15, 2024.

2. Authorities

  • 2.1This directive is issued pursuant to section 7 and subsection 11.1 of the Financial Administration Act (FAA).

3. Objectives and expected results

  • 3.1The objectives indicated in section 3 of the Policy on People Management apply to this directive.
  • 3.2The expected results indicated in section 3 of the Policy on People Management apply to this directive.

4. Requirements

  • 4.1Heads of HR are responsible for the following:

    Stewardship of HR management systems

    • 4.1.1Engaging the Office of the Chief Human Resources Officer (OCHRO) when planning, proposing and selecting HR management system investments to ensure alignment with direction from OCHRO;
    • 4.1.2Engaging the departmental Chief Information Officer to ensure that HR management systems investments, HR information, and data and business processes are in alignment with direction from the Office of the Chief Information Officer;
    • 4.1.3Following the mandatory procedure set out in the Appendix for the review of HR management systems investments;
    • 4.1.4Working collaboratively with OCHRO to continuously improve and enhance the Government of Canada’s HR management systems landscape, contributing to the establishment of an interoperable, efficient and effective enterprise-wide Government of Canada HR management systems landscape; and
    • 4.1.5Aligning with OCHRO’s foundational HR business standards and procedures that pertain to HR management systems;

    Use of approved HR management systems

    • 4.1.6Selecting and implementing an approved HR management system as defined by and in accordance with guidance and direction from OCHRO; and
    • 4.1.7Obtaining endorsement from OCHRO for any exemption or deviation of an approved HR management system in accordance with guidance and direction from OCHRO (see the Appendix);

    Monitoring and reporting

    • 4.1.8Ensuring compliance with this directive and any associated procedures, standards and requirements through monitoring, reviews and other assessments; and
    • 4.1.9Providing, upon request, information, data and reports on organization HR management systems and processes to OCHRO.

5. Roles of other government organizations

  • 5.1The roles of other government organizations in relation to this directive are described in section 5 of the Policy on People Management.

6. Application

  • 6.1This directive applies to the organizations described in section 6 of the Policy on People Management.
  • 6.2Organizations not subject to the Policy on People Management may consider the application of this directive to realize benefits such as interoperability in the broader HR management systems landscape.

7. References

  • 7.1References in relation to this directive are described in section 8 of the Policy on People Management, the Policy on Service and Digital, and the Policy on the Planning and Management of Investments.

8. Enquiries

  • 8.1For interpretation of any aspect of this directive, contact Strategic Directions and Digital Solutions, Office of the Chief Human Resources Officer, Treasury Board of Canada Secretariat (TBS), at pmsp-sdp.spgp-osr@tbs-sct.gc.ca.

Appendix: Mandatory Procedures for Seeking an Endorsement of Human Resources Management System Investments

  • A.1Effective date
    • A.1.1These procedures take effect on August 15, 2024.
  • A.2Procedures
    • A.2.1These procedures provide details on the requirements set out in section 4 of this Directive on the Stewardship of Human Resources Management Systems.
    • A.2.2Mandatory procedures are as follows:
      • A.2.2.1Consult with TBS, following its established governance process, and with the Human Resources Systems Review Board (HRSRB) when engaging in HR management systems investments by:
        • A.2.2.1.1Seeking advice and guidance on whether an HR management systems investment proposal requires review and endorsement by the Chief Human Resources Officer and Chief Information Officer of Canada;
        • A.2.2.1.2If endorsement by the Chief Human Resources Officer is required, presenting to the HRSRB, in accordance with OCHRO’s information requirements; and
        • A.2.2.1.3Seeking confirmation in writing from the Office of the Chief Information Officer on whether the approval of the Chief Information Officer of Canada is required, including following its established governance processes.
      • A.2.2.2The HRSRB will assess the HR management systems investment proposal using the HR Systems Review Framework and provide an endorsement decision (endorsement,1 endorsement with conditions, no endorsement, or no decision), which departments and agencies must adhere to.
      • A.2.2.3If the investment is approved with conditions, monitor and provide status reports as set out in the conditions of the investment.