adm (hr-civ) - assistant deputy minister (human resources - civilian) sma (rh-civ) - sous-ministre...
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ADM (HR-Civ) - Assistant Deputy Minister (Human Resources - Civilian)SMA (RH-Civ) - Sous-ministre adjointe (Ressources humaines - Civils) 1
Civilians in Defence: Reducing the Staffing Burden by 20%
UMCC HR Sub-Committee
June 1, 2009
ADM (HR-Civ) - Assistant Deputy Minister (Human Resources - Civilian)SMA (RH-Civ) - Sous-ministre adjointe (Ressources humaines - Civils) 2
Civilians in Defence: Workforce Overview
Operational
34.0%
Administrative & Foreign Service
26.0%Administrative
Support
17.0%
Technical10.4%
Scientific & Professional
9.7%
Executive0.5% DND Civilian Workforce:
Management Environment
• approx. 70% of civilian workforce managed by military managers
• 75% located outside NCR
• 86.6% indeterminate
ADM (HR-Civ) - Assistant Deputy Minister (Human Resources - Civilian)SMA (RH-Civ) - Sous-ministre adjointe (Ressources humaines - Civils) 3
Civilian Employees by Location
Cold Lake 407
Edmonton 708
Wainwright 416
Suffield 777
Dundurn127
Moose Jaw 44
Shilo350 Winnipeg
701
Comox254
Nanoose 35
Esquimalt 2,708
London 89Borden 1,205
Toronto426
Trenton 626
Kingston 1,656
North Bay 90
Petawawa 889
Montréal 1,993
Ottawa-Gatineau
8,662
Bagotville 258
Valcartier 1,628
Goose Bay39 Gander
41
St. John’s 56
Gagetown 1,101 Greenwood 332
Aldershot 53
Halifax 3,397
Land ForcesAir Forces
TrainingMaritime Forces
LEGEND
Total civilian population: 29,424 (31 Mar 09)
3
NDHQCanada Command
Yellowknife28
ADM (HR-Civ) - Assistant Deputy Minister (Human Resources - Civilian)SMA (RH-Civ) - Sous-ministre adjointe (Ressources humaines - Civils) 4
Civilian HR Management Accountabilities
DM/CDS
Level 1(Military/Civilian)
Level 2(Formation Areas &
DGs)
Base/Unit(COs & Directors)
Enabling Environment: Policy, Programs, Processes, Training & Tools
Functional Authority - ADM HR-Civ
Strategic Policy & Program Role
Integrated Role for Regional Service Delivery/Strategic
Implementation
ADM (HR-Civ) - Assistant Deputy Minister (Human Resources - Civilian)SMA (RH-Civ) - Sous-ministre adjointe (Ressources humaines - Civils) 5
ADM HR-Civ Intent: Reducing the Staffing Burden• In partnership with managers, HR-Civ is:
– providing functional leadership & guidance to ensure a sustainable, competent & productive civilian workforce;
– engaging managers & HR service providers across Canada to communicate the intent/importance of PS Renewal and what it means for DND;
– reviewing & analysing current HR management processes & practices to identify opportunities to reduce the staffing burden;
– improving responsiveness of HR service providers to DND/CF civilian HR management requirements; and
– implementing and monitoring an Action Plan (see Annex A).
ADM (HR-Civ) - Assistant Deputy Minister (Human Resources - Civilian)SMA (RH-Civ) - Sous-ministre adjointe (Ressources humaines - Civils) 6
Centres of Gravity: Addressing Workforce/Workplace Challenges
Own: Organizational capability to deliver
• Staffing framework & related processes are seen as a cumbersome “web of rules”, creating conditions that negatively impact the operational requirements of DND/CF
Opposing: Knowledge & participation of DND/CF management
• Management of civilian personnel is a partnership that requires the informed engagement and ongoing commitment of managers (military and civilian)
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Where We Started….
Organizational Design Activities
Service Standards
Review
Learning Strategy/ HR service providers
Staffing Strategies
Online Testing Tool
Business Process Simplification/
Automated Information Systems
SOMC library
Collective Staffing InfoPak
Mat HR Service Delivery Pilot
E-position file
Outreach Plan
HR-Civ Content Review (DP 1-5)
Staffing Delegation
Implementation
CWD Project
Recruitment Strategy
Enhancementsto Service Delivery
Technologies
Marketing &Communications
HR/ Business Planning
Casual Assessment
Career Fairs
CFRG Collaboration
Security/ SLE Requirement
Review
Performance Measurement
Redesign
Succession Planning Strategy
Calendar & Video
CWD LibraryAssessment
Inventory
Re-launch MCHR Course
Review HR Training
Curriculum
SIP
Content update/ ADM HR-CIV
Briefings to CF
Outreach Plan/
(Career Fairs,Calendar, Video
& CFRG Collaboration)
Recruitment Strategy
Marketing & Communications
Performance Measurement
Redesign/ Service Standards
Review
Staffing Strategies (Collective Staffing
InfoPak, SOMC Library)
Staffing DelegationImplementation
New mechanisms(Assessment
Inventory, On-line Testing Tool)
Business Process Review (Casual
Assessment, Mat HR Service Delivery
Pilot, SLE/Security Requirement Review)
Enhancementsto Service Delivery
Technologies
HR/ Business Planning
SIP
Succession Planning
Framework
Organizational Design Activities
Performance Measurement
Redesign/ Service
Standards Review
E-Position File/ CWD library
CWD Project
Business Process Simplification/
Automated Information
Systems
Content update of ADM HR-Civ
Briefings to Sr. CF members
Review HR Training
Curriculum
Re-market updated version of MCHR Course
HR-Civ Content Review (DP 1-5)
Learning Strategy for HR service
Providers
Po
licy Alig
nm
ent
En
ab
ling
Infra
stru
ctu
re (e
.g., w
eb
site
s &
sy
ste
ms
)Components of an Action Plan: Thematic Breakdown
Planning Classification
Recruitment & Outreach Staffing Learning
9
ADM (HR-Civ) - Assistant Deputy Minister (Human Resources - Civilian)SMA (RH-Civ) - Sous-ministre adjointe (Ressources humaines - Civils) 9
Enabling the Defence Mission: 2008/09
DND Policies and Practices
Po
licy Alig
nm
ent
En
ablin
g In
frastructu
re
Planning ClassificationRecruitment & Outreach
Staffing Learning
PS Renewal: Departmental Action Item: 20% reduction in staffing burden
R4(right person, right skills, right time, right place)
Functional Authority
Legislative Framework (PSMA/PSEA)
Performance Measurement, Monitoring & Reporting
ADM (HR-Civ) - Assistant Deputy Minister (Human Resources - Civilian)SMA (RH-Civ) - Sous-ministre adjointe (Ressources humaines - Civils) 10
Illustrative Example - PlanningActions:• Provide direct advice and service to managers in support of integrated business & multi-year HR
planning processes, including succession planning (e.g., Army/Navy/Air Force Days)
• Managers to directly engage HR service providers early in planning & implementation discussions/consultations, including organizational design & restructuring activities
Results: • More accurate & detailed forecasting of Civ-HR requirements, including better Strategic Intake
Plans leads to: – aligned business & Civ-HR plans, focused staffing strategies (e.g., fewer processes, more
appointments & appropriate use of casuals), reduced level of effort (managers/HR service providers) & more timely R4 hires
2007 2008 2009 (projected)
No. External Advertised Process 800 704 634
21% reduction in number of external advertised processes over 3 years
No. External Advertised Appointments 722 902 992
37% increase in number of external advertised appointments over 3 years
No. Casual Appointments 992 903 813
18% decrease in number of casuals over 3 years (approximate)
ADM (HR-Civ) - Assistant Deputy Minister (Human Resources - Civilian)SMA (RH-Civ) - Sous-ministre adjointe (Ressources humaines - Civils) 11
Illustrative Example - Classification Actions: • Engage/consult early on organizational design
• Streamline classification process by implementing collective work descriptions for all types of work across DND
Results: • Cost avoidance in level of effort for managers/HR service providers of $9M/year at steady-state
• Collective work descriptions that support fair & transparent classification, reduction in level of effort in writing of work descriptions & classification of positions (managers/HR service providers)
• Ready to staff immediately (within days as opposed to months)
FY 2007/08 FY 2008/09 FY 2009/10
Percentage Collective WD 8% 9% 20%
Moving toward 40% in FY 2010/11 & 70% in FY 2011/12
Percentage of “identical to” 50% 60% 70%
ADM (HR-Civ) - Assistant Deputy Minister (Human Resources - Civilian)SMA (RH-Civ) - Sous-ministre adjointe (Ressources humaines - Civils) 12
Illustrative Example – Recruitment & OutreachActions:• Develop & implement multi-year strategies, including funding to sustain number of key professional &
operational workforces
• Promote greater use of existing GoC recruitment programs (e.g., Post-Secondary Recruitment, Management Trainee Program, student bridging) through a comprehensive communication strategy & targeted staffing to elevate DND’s profile in public domain & attract new talent
Results:• More focused outreach based on better business/HR plans, including strategies to recruit employment
equity groups
• Target efforts and investments ($20M) for shortage groups based on demographic & labour market analysis
FY 2007/08 FY 2008/09 FY 2009/10
No. of Apprenticeship Hires – General Labour & Trades
N/A 165 TBD
Validation of multi-year apprenticeship requirements ongoing
No. of Student Appointments 341 413 495
21% increase this FY, 45% increase over 3 years
ADM (HR-Civ) - Assistant Deputy Minister (Human Resources - Civilian)SMA (RH-Civ) - Sous-ministre adjointe (Ressources humaines - Civils) 13
Illustrative Example - StaffingActions:• Simplify & streamline specific processes & practices
– leverage technologies to support improved HR business processes, but still too slow
• Move away from individual process per vacancy to collective planning action (see slide 11)
Results:• New service delivery structures & modernized tools (e.g., Materiel Group HR service delivery
structure; assessment inventory in Mar 09; enhancements to Statement of Merit Criteria/Collective Work Description libraries; Statement of Requirement developed for on-line testing)
• Timely & appropriate access to HR advice & services, increasing effectiveness of staffing processes
No. Qualified Candidates No. of Appointments
1 CR 03-04 process 98 53
1 AS 02 process 93 36
1 CS 03 process 225 80
1 PG 04 process 115 101
ADM (HR-Civ) - Assistant Deputy Minister (Human Resources - Civilian)SMA (RH-Civ) - Sous-ministre adjointe (Ressources humaines - Civils) 14
Illustrative Example - LearningActions:• Updated & re-launched Managing Civ HR Course (MCHR) as mandatory requirement for new
supervisors & managers (civilian/ military)
• Review, in consultation with Managers/ clients, HR training curriculum to identify other training requirements
– e.g., DP 1-5 content updated (next 2-3 FYs), PE development program updated & formalized (end FY 2008/09), Learning Strategy for HR service providers (ongoing), New Training Curriculum Strategy developed (end FY 2009/10)
Result:• Significant number of new events to support knowledgeable managers/ service providers, built on
individual learning plans
No. of Participants (2008/09) Training Event
Leadership 21 EX Orientation
No. of Supervisors/ Managers 1000
154
MCHR course
Staffing Delegation (45% increase)
No. of HR Service Providers 250
365
3 National Learning Events
6 regional staffing training sessions (Mar 09)
ADM (HR-Civ) - Assistant Deputy Minister (Human Resources - Civilian)SMA (RH-Civ) - Sous-ministre adjointe (Ressources humaines - Civils) 15
Measuring Success: Key Indicators of Management Success
• HR plans that result in better developed & articulated strategies with better implementation– increased stakeholder awareness (e.g., managers, employees, union
representatives, etc.)
• Hiring strategies that result in timely recruitment & staffing – e.g. fewer processes, more appointments per process, better use of
collective work descriptions, simplified security and language requirements
• Client satisfaction balanced against accountabilities
• Contributes to a productive workplace through transparent and fair processes– e.g, “R4” (right person with the right qualifications in the right place at
the right time)
ADM (HR-Civ) - Assistant Deputy Minister (Human Resources - Civilian)SMA (RH-Civ) - Sous-ministre adjointe (Ressources humaines - Civils) 16
Continuing Our Way-Forward
• Improved integrated business & HR planning, multi-year strategies
• Broader use of collective work descriptions
• Targeted implementation strategies to manage national & regional staffing
• Enhanced training & communication for managers & HR service providers