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2010-11
Departmental Performance Report



Public Service Commission of Canada





Supplementary Information (Tables)





Table of Contents




Sources of Respendable and Non-Respendable Revenue

Respendable revenues

($ thousands)

Program Activity Actual 2008-2009 Actual 2009-2010 2010-2011
Main Estimates Planned Revenues Total Authorities Actual
Staffing Services and Assessment:
Assessment and Counselling Services and Products 11,101 11,183 14,000 14,000 14,000 10,868*
Total Respendable Revenues 11,101 11,183 14,000 14,000 14,000 10,868

*10.9 Million in revenues includes revenues earned from services provided to other departments and agencies as well as services provided to the PSC ($0.3M), but excludes the Employee Benefit Plan (EBP) ($1.5M).

Non-respendable revenues

($ thousands)

Program Activity Actual 2008-2009 Actual 2009-2010 2010-2011
Main Estimates Planned Revenue Total Budget Authorities Actual
Staffing Services and Assessment:
Miscellaneous revenues 1,471 1,662 1,900 1,900 1,900 1,594
Internal Services:
Miscellaneous revenues ___ 10 ___ ___ ___ 2
Total Non-respendable revenues 1,471 1,672 1,900 1,900 1,900 1,596
Total revenues 12,572 12,855 15,900 15,900 15,900 12,464


User Fees Reporting

A- User Fees Act

A- User Fee Description 2009-2010 Planning Years
Fiscal Year Forecast Revenue $ Estimated Full Cost $
Fees charged for the processing of access requests under the Access to Information Act (ATIA)

Fee type: Other products and services

Fee-setting authority: ATIA

Date last modified: 1992		 Forecast revenue: N/A

Actual net revenue: $85.00

Full cost: $64,425.64 (salary and O&M)

Performance standard: Response provided within 30 days following receipt of the request; the response time may be extended pursuant to section 9 of the ATIA. Notice of extension to be sent within 30 days after receipt of the request

The ATIA provides more details: ATIA

Performance results: Statutory deadlines have been met for 100% of requests. Extension notices were sent within 30 days following the receipt of the request in 5% of cases		 2010-2011 250 75,400
2011-2012 250 75,400
2012-2013 250 80,000
B. Date last modified: April 29, 2010
C. Other information:
It is the practice of the Public Service Commission’s Access to Information and Privacy Office to waive fees where (a) the total reproduction costs that could be assessed amount to less than $25; (b) the information being requested is publicly available; or (c) no response or notice of extension is forwarded within 30 days following receipt of the request. Fees were waived for 19 requests in 2009-2010, amounting to $1,030.

B- Policy on Service Standards for External Fees

Supplementary information on Service Standards for External Fees



Status Report on Projects Operating with Specific Treasury Board of Canada Secretariat Approval

Figures are in Thousands and include EBP
Project		 Original Estimated Total Cost1 Revised Estimated Total Cost2 Actual Cost Total3 2010-2011
Main Estimates Planned Spending Total Authorities Actual Expected date of close-out4
Staffing Services and Assessment Program Activity Public Service Staffing Modernization Project (Public Service Resourcing System and other tools) 48,150 65,606 67,274 6,936 6,936 6,936 6,807 31.03.2011
Total 48,150 65,606 67,274 6.936 6,936 6,936 6,807  

1 Very first Treasury Board Expenditure Authority decision for total project cost.

2 Most recent Treasury Board Expenditure Authority decision for total project cost.

3 All expenditures to date including the current year.

4 Fiscal year.



Green Procurement

Part A: Green procurement capacity building

Performance measures for Part A

1a. Number of procurement and materiel management staff with formal green procurement training (e.g., Canada School of Public Service (CSPS) course C215 or an in-house, tailored alternative) relative to total number of procurement and materiel management staff.

1b. Number of acquisition cardholders with formal green procurement training (e.g., CSPS course C215 or an in-house, tailored alternative) relative to total number of acquisition cardholders.

2. Number of performance evaluations of managers and functional heads of procurement and materiel management that incorporate environmental considerations relative to total number of performance evaluations of managers and functional heads of procurement and materiel management.

3. Number of organizational procurement processes and controls that incorporate environmental considerations relative to total number of organizational procurement processes and controls that should address environmental considerations. Alternatively, departments and agencies can report on progress to improve the integration of environmental considerations in management processes and controls relative to procurement.

Activity Target as % (as reported in 2010–2011 RPP) Actual Results as % Description/Comments
Training for procurement and materiel management staff No data available 33% The Public Service Commission (PSC) did not report on training for Procurement Staff in the Report on Plans and Priorities (RPP)

Currently, 33% of the PSC’s procurement and materiel management staff have formal green procurement training (CSPS course C215)
Training for acquisition cardholders No data available No data available The PSC did not report on green procurement training for acquisition cardholders in the 2010-2011 RPP
Performance Evaluations No data available No data available No environmental considerations formed part of the Chief of Procurement Services Performance Evaluation
Procurement Processes and Controls No data available No data available

As stated in the 2010-2011 RPP, the existing PSC Sustainable Development Policy and related guidelines developed in 2007 remain in effect. In addition to providing recommendations to employees on ways to go "green" within their office environment, the policy identified corporate "greening" initiatives that took effect immediately upon release of the new policy. For the PSC, these initiatives include the recommended use of refillable/remanufactured cartridges for all printers and photocopiers, the return of used cartridges for recycling, the purchase and use of recycled paper products as well as the reduction of paper use through the setting of printer defaults to duplexing (double-sided)

The PSC has implemented several initiatives to address environmental issues associated with the procurement of goods and services:

  • All of the PSC's solicitation documents include the following clause regarding green procurement and services:

    Green Procurement and Services: “The contractor should make every effort to ensure that all documents prepared or delivered are printed double-sided on Ecology certified recycled paper or on paper with equivalent post-consumer recycled content to the full extent to which it is procurable";

  • The PSC only provides electronic references of its General Conditions, Supplementary Conditions and Terms of Payment in all of its solicitation documents;

  • In the future, the PSC will only provide electronic references of its General Conditions for contractual agreements. This will reduce the document size from approximately 20 pages to approximately 8 pages;

  • All of the PSC's contractual documents are printed double-sided;

  • Whenever possible, the PSC posts its solicitation documents on-line (MERX);

  • Even though the PSC has significantly reduced the number of printers in use and continues to do so, it has initiated a review of its photocopier fleet with intent to optimize it with regards to usage and to identify potential redundancies (especially considering the move to Gatineau in 2013);

  • The PSC  participates in the Green Procurement Forum; and

  • The PSC purchases most of its goods using standing offers established by Public Works and Government Services Canada (PWGSC) that relate to green products/services.

The PSC continues to address green procurement through its internal investment planning processes and has met the initiatives outlined in the 2010-2011 RPP:

  • The PSC has identified a Green Procurement Representative;

  • The PSC has identified an Associate Deputy Minister-level environment champion;

  • The PSC continues to make use of Request for Volume Discount for information technology (IT) equipment with PWGSC;

  • The PSC has put in place a Hardware Evergreen Plan; and

  • The PSC continues to dispose of all PSC IT equipment no longer in use through the “Computers for Schools” Program or the PWGSC “E-Waste” Program

Part B: Use of green consolidated procurement instruments

Performance measures for Part B

Dollar value of purchases against green consolidated procurement instruments (as designated by PWGSC) for specified goods or services relative to total dollar value of purchases for them.

Dollar value of purchases that incorporate environmental considerations for goods or services relative to total dollar value of purchases for them. (This performance measure applies when a green consolidated procurement instrument, as designated by PWGSC, was not used or was unavailable for the specified goods or services.)

Goods/Services Target as %
(as reported in 2010–2011 RPP)		 Actual Results as % Description/Comments
Goods (including IT products) No data available No data available In light of the PSC’s buying patterns, the PSC did not see the need to establish its own specific green procurement targets, since it relies mainly on pre-established PWGSC Standing Offers and Supply Arrangements for the acquisition of the majority of its goods

Part C: Reduction initiatives for specific goods

(optional/where applicable)

Performance measure for Part C

Total quantity of a consumable purchased (e.g., paper) or an asset owned or leased (e.g., printing devices) relative to total number of full-time equivalents (FTEs).

Consumable/Asset Target as % Reduction or # per FTE Actual Results as % Reduction or # per FTE Description/Comments
Printing devices No data available No data available The PSC did not establish targets in the 2010-2011 RPP

Currently in the National Capital Region (NCR), the PSC operates on the basis of 7.6 FTEs per printing device

The PSC is also presently undertaking a review of its printing devices and is aiming to establish a target of approximately 30 FTEs per printing device for the NCR once it moves to a new building in Gatineau in 2013


Response to Parliamentary Committees and External Audits


Response to Parliamentary Committees
Follow-ups sent to parliamentary committees following an appearance from the Public Service Commission

From April 1, 2010, to March 31, 2011

During the 2010-2011 fiscal year, the PSC provided a total of 17 follow-ups to 8 Parliamentary Committee appearances.

In the House of Commons, the PSC appeared before the Standing Committee on Government Operations and Estimates twice, the Standing Committee on Official Languages and the Standing Committee on Foreign Affairs and International Development.

In the Senate, the PSC appeared before the Standing Senate Committee on National Finance three times and once before the Standing Senate Sub-Committee on Veterans Affairs.

The 17 follow ups were on a wide variety of topics such as the data collection challenges of the PSC’s temporary help study, the breakdown of bilingual and unilingual positions by region, FSWEP, post-secondary recruitment programs and bureaucratic favouritism.

PSC Parliamentary appearances can be found at Parliamentary Appearances
Response to the Auditor General
In the Office of the Auditor General’s (OAG) Spring 2010 report, Chapter 2 covered “Modernizing Human Resource Management”. Aspects of some PSC staffing-related activities were included in the review. The OAG made no recommendations to the PSC.

In the summer 2010, the Auditor General provided the PSC with its Audit Report on the PSC’s 2009-2010 Financial Statements. The OAG made no recommendations.
Response to the Public Service Commission on external audits
In carrying out its audits of the staffing activities of departments and agencies, the PSC performed the following audits and studies during the reporting period:

Entity audits Follow-up audit

Studies

Statistical study updates


Internal Audits and Evaluations

Internal Audits 2010-2011

Name of Internal Audit Audit Type Status Completion Date Link to Report
Human Resources (HR) Special Projects - PeopleSoft Project and Process Management Completed Q3 – 2010-2011 Audit of Human Resources Special Projects - PeopleSoft - Final Report
Cost Management of Information Technology Management Controls and Risk Management Completed Q3 – 2010-2011 Internal Audit of Cost Management of Information Technology - Final Report
Selected Advance Contract Award Notices - Final Report Compliance and Process Management Completed Q4 – 2010-2011 Audit of Selected Advance Contract Award Notices - Final Report
Management of Audit and Data Services Branch Fundamental Controls In progress Est. Q2 – 2011-2012  
Human Resources Planning Fundamental Controls In progress Est. Q2 – 2011-2012  

The following are the main audit conclusions:

Human Resources Special Projects – PeopleSoft: The execution of this project achieved all strategic objectives. The partnering with Veterans’ Affairs Canada realized cost economies and helped mitigate some of the risks associated with the implementation and operation of a new system. Some existing processes could be bolstered such as improvement in tracking training, system access and business continuity. In general, the successful implementation of PeopleSoft provided the PSC with an up-to-date application to manage HR effectively.

Cost Management of Information Technology: The auditors found that Information Technology Services Directorate (ITSD) has made inroads in addressing the recommendations from two consulting studies, along with the 2004 audit on IT planning. A governance structure based on a partnership of ITSD and business lines has been established. Over the past few years, ITSD has put in place a more disciplined long-term approach, including a strategic IT plan, an evergreen plan and a systems rationalization exercise. Resource allocation and investment prioritization processes are also being strengthened. Some work remains in the areas of oversight and governance, investment management and costs and performance of IT-enabled investments and services.

Selected Advance Contract Award Notices: This audit determined that the exception used to justify the selection of the Advance Contract Award Notices as an instrument for a specific procurement was not correct. Overall, the audit found that Procurement Services provided the necessary support and advice to program management in the procurement of the advisory services required, although some of its procurement practices needed improvement. Furthermore, procurement files were not sufficiently complete. The PSC’s Internal Audit Committee also recommended that the PSC seek guidance from TBS on procurement mechanisms to use for similar situations in the future.

The Internal Audit Directorate made recommendations for improvement relating to the above projects and management provided sound action plans to address them all.

Internal Evaluation 2010-2011

Name of Evaluation Program Activity Evaluation Type Status Completion Date Electronic Link to Report
Priority Administration 1.1.0 Summative evaluation Completed March 2011 Evaluation Policy, Plans and Reports
Communications and Parliamentary Affairs 2.1.0 Summative evaluation Completed March 2011 Evaluation Policy, Plans and Reports
Assessment Policy – Requirements Specific to the EX Category 1.1.1 Summative evaluation Completed – review and approval phase March 2011 -
Follow-Up Study to the Evaluation of the Post-Secondary Recruitment Program and Other Recruitment Methods into the Public Service 1.3.1 Follow-up study Completed February 2011 Evaluation Policy, Plans and Reports
Federal Student Work Experience Program (FSWEP), Research Affiliate Program (RAP), Co-operative Education and Internship Program (CO-OP) 1.3.1 Summative evaluation On hold due to policy changes being made To be determined  
Information Management Office 2.1.2.3A Summative evaluation in 2012-2013 Evaluation framework in progress Q2 2012  

Evaluation

The PSC's Policy on Evaluation, 2009 was approved in June 2009 and reflects the priorities of the PSC and changes made to the TBS Policy on Evaluation, 2009 as it pertains to the PSC. The rolling Risk-based PSC Five-Year Evaluation Plan 2009-2014 was recently updated to take into consideration emerging issues and priorities and to show progress towards increased evaluation coverage. The approved Plan is strategically integrated into the PSC's overall management activities and supports decision-making with the generation of strategically focused, objective and evidence-based information about the performance of the policies, programs and initiatives of the PSC as an organization. We assess risk regularly as part of our annual planning process.

The PSC posts all completed evaluations on its Web site.

The table below shows the outlook for evaluations to be completed over the next three years.

Name of Evaluation Program Activity Architecture Link Status Expected Completion Date
Central Recruitment Programs - RAP/CO-OP/FSWEP Staffing Services and Assessment Planned 2010-2011
Assessment Methods - Reference Checks Appointment Integrity and Political Neutrality Planned 2010-2011
EX Resourcing Staffing Services and Assessment Planned 2010-2011
Information Management Project and Strategy Internal Services Planned 2011-2012
Political Activities Appointment Integrity and Political Neutrality Planned 2011-2012
General Recruitment (Sector Framework) Staffing Services and Assessment Planned 2012-2013
Delegated Authorities and Strategic Staffing Appointment Integrity and Political Neutrality Planned 2012-2013

Electronic link to the PSC's Five-year Evaluation Plan 2011-2016