Government Temporary Help Services Advisory Committee Meetings - February 14, 2007

• Agenda
• Record of Decisions

Agenda

Wednesday, February 14, 2007
10:00 AM to 2:00 PM
11A1 Room 101
Gatineau, Québec

1. Approval of Record of Decision
2. Work Planning – Review List of Issues and Prioritize Outstanding Issues
3. Other Priority issues
4. Diverse Workforce Placements
5. Invoices and Timesheets
6. Other Items
7. Next Meeting
8. Roundtable and Closing Remarks.

Record of Decisions

In attendance:

• Steven Turner, Chair (Consultant)
• Captain Crane, DND
• Helen Seto, Health Canada
• Sylvain Cardinal, PWGSC
• Debbie Sinclair, PWGSC
• Patricia Lalonde, PWGSC
• Meredith Egan, ACSESS
• Jeremy Ingle, ACSESS
• Kathryn Tremblay
• Paul Gagnon, Portage Personnel
• Daniel Moorcroft, QMR Staffing Solutions Inc.
• Pierre Paquette, Secretary, PWGSC

Item

Item 1 - Record of Decision

• The Record of Decision was adopted by the Committee with one revision: Item 5 Right of First Referral discussed at the meeting held 7 February 2007, is hereby revised as follows:
  "It was agreed that User Departments contacting Temp employees directly and encouraging them to change THS supplier they are registered with was an unacceptable ethical practice. This issue will be addressed in the Protocol signed with User Departments and discussed as well during User Department of THS training.
• PWGSC will look into the feasibility of requesting a Supplier confirmation at the time a candidate resume is submitted to the User Department of THS, indicating that verbal or written permission was obtained from the THS employee."
• The Senior ADM Departmental Transformation, Yvette Aloïsi and the A/ADM Acquisitions Branch, Ian Bennett, joined the Committee for a few moments to thank Industry and client department representatives for their continuous participation and contribution to the Committee.

Item 2 - Work Planning – Review List of Issues and Prioritize Outstanding Issues

• The Revised List of Issues identifying all outstanding issues (attached) was accepted as tabled.
• List of THS Categories
  PWGSC informed the Committee that a THS Commodity Council was being held on 16 February 2007. The Commodity Council is chaired by PWGSC and is made up of Client Departments discussing various methods of supply currently under review by PWGSC. The meeting of 16th February will be dedicated to THS. PWGSC will table the proposed List of THS Categories and the proposed Methodology for THS RFSO Financial Evaluation.
  • ACSESS will provide PWGSC with a copy of the revised List of THS Categories.
• THS Evaluation Criteria
  The proposed THS Evaluation Criteria was briefly discussed and deferred until the next meeting when industry representatives will table some proposed changes.
  • PWGSC will provide the Industry with a copy of the revised THS Evaluation Criteria.
  • Industry will table revised criteria for the next meeting
• Call-up Limitations
  It was agreed that the Call-up limitation with respect to duration should be based on the total number of hours equal to 48 weeks.
• Bilingualism
  It was agreed that the current language proficiency levels A, B and C used by the federal government will be adopted to identify the level of bilingualism required when placing a Call-up for THS. User Departments education will be required to ensure that client departments understand the implications, including extra cost, associated with calling up linguistic capabilities.
  • PWGSC will ensure that the protocols with User Departments clearly define the bilingualism levels and outline the conditions under which bilingual Temps may be requested, and this be included in PWGSC's Training Program to User Departments.
  • THS Suppliers will in their Ceiling Rates reflect their costs associated with the provision of bilingual candidates. In this manner, clients who call up lesser levels of proficiency will be able to negotiate a price reduction. This too will be reflected in the User Departments training and guidelines.
• Use of Credit Cards
  The use of the Credit Card as a mechanism for payment by User Departments of THS was discussed at length specifically the cost to THS suppliers. An issue was raised by the Industry pertaining to clarity of the wording "tasking" which appears in the current Standing Offer under the Method of Payment.
  • It was agreed that suppliers of THS will continue to submit invoices to User Departments on a weekly basis.
  • PWGSC will review Para 4.0 Method of Payment of current Standing Offer for THS.
  • THS Suppliers will include in their Ceiling Rates their costs associated with the use by User Departments of credit cards as a means of payment. In this manner, clients who will settle invoices by other means than credit cards will be able to negotiate a price reduction. This too will be reflected in the User Departments training and guidelines.
• User Department Request for THS Employees to Travel
  It was recognized that THS employees are requested from time to time by User Departments to travel as part of the THS assignment. It was agreed that provisions for THS employees requested to travel by User Departments will be included in the next Standing Offer agreement and that a Travel Request form which clearly outlines the authorities and obligations, details and costs associated with the travel, be submitted to User Department's for approval for each travel.
  • ACSESS will draft a Travel Request for THS Employees.
  • PWGSC will ensure that protocols with User Departments clearly outline the travel provisions and procedures, and this be included in PWGSC's Training Program to User Departments.
• Consistency/Quality of Data/Ease of Accessing Data
  It was agreed that this is a critical issue and all members agree on the fundamental principles associated with effective information management. However, this issue will be further discussed once the automated system supporting the method of supply is under development.
• Measuring Performance including Vendor Performance
  It was recognized that measuring performance is important. This is issue will be further discussed at the 28 February meeting when PWGSC will table a draft framework for discussion.
• Security Clearances
  It was agreed that the process and responsibilities for efficient security clearances be discussed at the 28 February meeting.
  • PWGSC will invite a representative from PWGSC Corporate Security to attend the 28 February meeting.
  • Industry will provide PWGSC with a list of questions or concerns with the current Security Program for THS prior to the 28 February meeting.
  • THS Suppliers will include in their Ceiling Rates their costs associated with the provision of candidates at the level of "Secret". In this manner, clients who require lesser levels of security clearance will be able to negotiate a price reduction. This too will be reflected in the User Departments training and guidelines.
• Stealing of Resources
  This issue was discussed briefly and will be further discussed at the 21 February meeting.

Item 3 - 6

• Time did not permit discussion of these issues. They are deferred to the meeting of February 21, 2007.

Item 7 Next Meeting

• The next meeting will be held February 21, 2007 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 meeting.

Item 8 Round Table

• No issues of significance were raised during this round table. Members were satisfied with the progress made.