Government Temporary Help Services Advisory Committee Meetings - December 6, 2006

• Agenda
• Record Decisions

Agenda

Wednesday, December 6, 2006
10:00 AM to 2:00 PM
11A1 Room 101
Gatineau, Québec

1. Approval of Record of Decision
2. What constitutes THS (Cont'd):
   1. Definition
   2. THS Providers (Qualifications / Mandatory Requirements)
   3. How does THS "fit" government hiring options (casual vs terms vs temps)
   4. Types of services
3. Categories of THS Personnel (Classifications)
   1. Employer – Employee relationship
   2. How to efficiently and effectively make a call-up
   3. Call-up based on quality as well as price
   4. Method of selection by client
4. Other Items
5. Next Meeting
6. Roundtable and closing remarks.

Record of Decisions

In attendance:

• Steven Turner, Consultant (Chair)
• Helen Seto, Health Canada
• André Lamothe, Service Canada
• Sylvain Cardinal, PWGSC
• Line Dugas, PWGSC
• Richard Goodfellow, PWGSC
• Meredith Egan, ACSESS
• Jeremy Ingle, ACSESS
• Kathryn Tremblay, ACSESS
• Paul Gagnon, Portage Personnel
• Daniel Moorcroft, QMR Staffing Solutions Inc.
• Pierre Paquette, PWGSC, (Secretary)

Item

Item 1 - Approval of Record of Decision

• PWGSC tabled a note in response to the issue of what is wrong with the current system raised by a member of the industry. A PWGSC representative reiterated what was explained by the A/ADM of the Acquisitions Branch during the previous meeting in that, the Department is reviewing all the commodities and services as part of the Way Forward initiative. We need to re-examine all aspects of the process for THS to ensure that we have captured the "best of breed" on the way to designing the most cost-effective overall method of supply. Attached at Annex A is a copy of the note.

Item 2 - What constitutes THS

• The definition of THS was discussed at length and agreement in principle was reached on the wording of the definition. PWGSC will table the revised wording at the next meeting.
• The qualifications / mandatory requirements was discussed in detail:
  1. -ACSESS to provide PWGSC with wording for a certification pertaining to suppliers current internal quality controls (ref. Item 6 - Qualifications for THS Providers).
  2. -PWGSC will submit a revised list of mandatory requirements for THS Suppliers to the Committee at the next meeting.
  3. -ACSESS will provide the Committee at the next meeting with recommendations pertaining to Evaluation Methods for discussion (ref. Item R6 -Bidder Profile).

It was agreed that the List of Issues for Discussion previously established by the Committee, be revised to include additional items. Attached at Annex A is a copy of the revised list.

Item 3 - Categories of THS Personnel (Classifications)

• The categories of THS personnel were discussed at length but no decision was concluded. It was agreed that members would continue the discussion at the next meeting.

Item 4 - Next Meeting

• The next meeting will be held December 13, 2006 at Place du Portage, 11 Laurier, PDP III, Gatineau, Québec, Tower A, 11A1, room 101 from 10:00 AM to 2:00 PM. The Agenda for the next meeting will be sent to members via e-mail prior to the next meeting.

Annex A
Temporary Help Services

Concerns with current Method of Supply

1. Categories of Personnel – They are outdated, confusing and include highly specialized categories (such as engineering) or categories that overlap with other methods of supply (such as information technology).
   • Our goal is to relate the categories as closely as possible to those of the public servants being replaced. We are removing highly specialized categories or categories that overlap with other methods of supply as well as proposing new categories of personnel that are both simple and adequate for the purpose being used.
2. Dynamic Pricing and First Right of Refusal – Our experience with the current dynamic pricing system is that a significant number of orders are going to suppliers that are charging higher rates which suggests that the government is not obtaining the best competitive rates. A true application first right of refusal would mean that the government always contracts with the lowest priced company. Our data shows that this is not occurring.

We must examine the entire method of supply to ensure the most cost effective tool for THS.

Annex B

Revised List of Issues for Discussion

• Define THS
• How does THS "fit" government hiring options? (Casual vs Term vs Temp)
• THS providers (Qualifications / Mandatory requirements + types of services)
• Candidate wages
• Classifications
• Employer-Employee relationships
• Fixed price vs dynamic pricing
• PWGSC's and others' role in administering for consistency
• Contract – Shopping
• "Stealing" of resources
• Consistency / Quality of data
• Improved communications / analysis
• Client education + roles + costs for all stakeholders + Bilingualism (Screening Reqts.)
• Audit
• PS Online – alternative procurement vehicles
• Travel expenses
• Determination of value for $
• How to measure performance
• Method of payment as efficiency + cost saving measure + use of credit card
• Where is the money / savings opportunities
• Quality + ease of accessing data
• How to efficiently + effectively make a Call-up (Do we need to use classification standards ?)
• Client turnover vs training + communications
• Call-up based on quality as well as price
• Need an accurate baseline
• Method of selection by client
• How can we promote retention?
• Call-up limits ($ + duration)
• Vendor performance
• Evaluation criteria for supplier selection
• Invoices + timesheets (process & signing)
• Right of First Referral
• Security Clearance of individuals
• Insurance coverage requirements + clause
• Diverse workforce placements

Note: Items added to the list appear in bold.