Response from Status of Women Canada

From Public Services and Procurement Canada

Mr. Michael Wernick
Clerk of the Privy Council and Secretary to the Cabinet
Privy Council Office
80 Wellington Street, suite 332
Ottawa ON K1. 0A3

Dear Michael:

Thank you for your letter dated November 2, 2017 in which you requested information on actions taken in departments to stabilize the pay system.

I am pleased to report that at Status of Women Canada (SWC) we continue to stay current on new developments related to HR-to-Pay stabilization efforts.  We participate on several conference calls and at meetings and are consistently synchronizing our system (My GCHR) with the Phoenix system. In particular, the following actions have been undertaken:

  1. HR e-mail messages to update SWC personnel on new developments related to My GCHR and Phoenix are distributed regularly.
  2. Managers and staff are reminded at all levels of the importance of ensuring information in the HR management system is accurate (i.e. for tax purposes).
  3. Managers and personnel have received training on My GCHR to ensure common understanding of their roles and responsibilities in relation to the HR-to-Pay process.
  4. This past summer, additional training was provided to HR personnel on My GCHR so that they clearly understand the functionality, process, and timing of HR-to-Pay integration. 
  5. Mandatory on-line training for HR-to-Pay stabilization is now being scheduled for all SWC managers and offered to all other personnel.  
  6. We have negotiated a contract with Public Services and Procurement Canada for compensation services.   We are implementing a system to measure and monitor pay files and identify areas that require improvements in HR-to-Pay data processing.
  7. Information sessions were held for all SWC personnel by each directorate to explain the HR-to-Pay process, the reasons behind certain delays (i.e. transfer of employee files) and to outline roles and responsibilities throughout the agency.
  8. Individual information sessions were organized for SWC employees with a compensation advisor to address issues pertinent to their respective pay situation. Other sessions are being planned now to accommodate new employees who have joined the organization.
  9. The Director General of Corporate Services has attended all directorate management team meetings.
  10. The context of HR-to-Pay is addressed and explained in the orientation program for new employees.
  11. Overpayments and underpayments are monitored regularly by SWC’s Finance unit and SWC Executive Committee is kept informed. We offer advances to all employees who have not received a salary payment due to problems with the system.  
  12. Compensation for students and staff working in acting roles are monitored more closely.
  13. There is additional pressure on SWC resources and capacity to address HR-to-Pay situations – including the onboarding for my My GCHR, the transfer to the Phoenix system and the growth of our workforce (in line with SWC’S expanded mandate). The terms of the new contract for compensation services is expected to address this capacity gap.
  14. Lastly, the HR-to-Pay evolution and stabilization has been a discussion item at the SWC/ Labour Management Consultation Committee meetings so that union representatives are aware of actions taken by the organization to address pay issues.

Trusting that this meets with your approval, I remain,

Sincerely,

Gina Wilson
Deputy Minister
Status of Women Canada

c.c.: The Honourable Maryam Monsef, P.C., M.P.
Les Linklater, Associate Deputy Minister, Public Services and Procurement Canada
Yaprak Baltacioğlu, Secretary of the Treasury Board
Catrina Tapley, Deputy Secretary to the Cabinet (Operations), Privy Council Office

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