Annex: Transport Canada strengthening HR-to-pay contribution

From Public Services and Procurement Canada

Since April 2016, Transport Canada has and continues to:

  • Have an HR-to-pay team that:
    • Created a strong, collaborative relationship with internal stakeholders, specifically Finance, other parts of Human Resources, Internal Audit, and Communications to ensure an integrated approach to managing and communicating Transport Canada pay issues to employees, managers, bargaining agent representatives, and the Pay Centre.
  • Report on Progress and Issues by:
    • Creating in 2016, and continuously enhancing an internal dashboard to better monitor cases needing more attention (e.g. acting pay), and tracking all outstanding actions. 
    • Generating regular and ad hoc reports, such as the critical-error reports from the pay application to identify employees at risk of pay interruptions, and in support of the analysis for workload management.
    • Responding in a timely and effective manner to all reporting requirements from Public Services and Procurement Canada and the Office of the Chief Human Resources Officer.
    • Reporting regularly to the Bargaining Agents as a standing item on the National Union Management Consultation Committee.
  • Develop communication tools to ensure employees and managers understand their roles and responsibilities:
    • Transport Canada has Pay page, accessible to all employees and managers, providing access to a wide-variety of pay resources.
    • Transport Canada frequently uses direct communications to all employees, “Pay-O-Grams” to update employees on Phoenix and broader compensation issues, as well as sending out e-mails from both Human Resources and/or the Deputy Ministers or Senior management team as appropriate.
  • Ensure it can identify employees with a compensation risk by:
    • Closely monitor all pay cycle reports, with particular attention to employees not receiving pay or other significant events (i.e. priority 1 activities; new employees, leaving the public service, leave without pay scenarios, etc.) and is able to reach out to individual employees and offer mitigation measures (i.e. priority payments or emergency salary advances) in a timely manner. Transport Canada has provided approximately 310 priority payments and salary advances since the implementation of Phoenix.
    • Specific reporting and monitoring for the most-vulnerable employees such as Students, new employees from outside the Public Service, and those going on or returning from leave without pay.
    • Changing the compensation-services structure from a client based to pay-activity based to facilitate training and increase efficiency.
    • Modifying our service standards, aligning with the priorities used by the Public Service Pay Centre, and communicating them through the Pay web-page.
  • Incorporate robust HR-to-pay best-practices by:
    • Participating in a wide range of compensation-related interdepartmental committees lead by Public Services and Procurement Canada, the Office of the Chief Human Resources Office, and our web-based services colleagues.
    • Participating in other compensation-community forums, including the Association of Compensation Managers, a standing interdepartmental committee that addresses various challenges related to the compensation field, and most recently with the new pay system. Transport Canada is currently the Chair of the Association.
    • Encouraging all Compensation Advisors to consider helping the Public Service Pay Centre satellite office in Gatineau, supporting both the overall backlog of work and the sharing of information and best practices (Transport Canada currently has one Compensation Advisor working overtime hours at the Pay Centre).
    • Increasing our overtime budget and utilization so that our Compensation staff could better address pay-at-risk scenarios and meet the other demands and deadlines, such as the implementation of collective agreements and new reporting requirements.
  • Support data integrity:
    • With the Transport Integrated Personnel Systems (TIPS), single data entry allows for a high-degree of data integrity.  In addition, with its own Compensation Team, Transport Canada is able to quickly update and/or correct employee-data errors directly in the system.
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