P021Slides-Module1

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 P021
Module1
Workforce Management
and You
 Objective
Participants are able to apply the workforce
directive in the context of a required workforce
adjustment.
Canada School of Public Service │ www.myschool.gc.ca
2
 What do YOU think?
Based on your knowledge and experience, what does workforce adjustment
mean to you?
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Prime Minister
Clerk of the Privy Council
Speech from the Throne
Treasury Board
Ministers
Departmental
DM and ADMs
Budget reductions,
A base, EMS, Strategic
and operational Reviews
MAF, RPP, DPR, PAA,
MRRS, PMA, etc
Strategic Planning
(Strategy creation and management)
Senior Managers
Departmental
Senior Managers and
Middle Managers
Departmental
Senior Managers and
Managers
Departmental
Managers and Human Resources Office
TBS delegation
instruments
Environmental Scan
Tactical Planning
(Initiatives Management-Infrastructure
and Processes)
New vision, mandate,
services, program orientation,
org structure, functions,
accountabilities, delegations
Tactical Planning
(Initiatives ManagementInfrastructure
and Processes)
Workforce Reduction
Implementation and
Ongoing Management
Departmental
Employee, Manager and Human Resources Office
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Employability
Maintenance/
Career
Management
Integrated HR and
Business Planning
Communicate to employees,
unions, TBS and PSC
Communicate and offer assistance, options and
services to affected, surplus, opting employees as well as
non-affected and non-surplus employees.
Notify PSC as required
Update résumé, seek assistance, activate your
network, advertise your qualifications,
share your interests, keep positive
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 WFA Situation?
Work Force Adjustment (WFA) is a situation that occurs when the
services of one or more indeterminate employees will no longer be
required beyond a specified date due to one of the following
reasons:
 A lack of work;
 The discontinuance of a function;
 A relocation in which the employee does not wish to
relocate; or
 Implementation of an Alternative Delivery Initiative (ADI)
initiative where the work is to be transferred to the private
sector or to another level of government or to a separate
employer in the Public Service, for example, a new federal
agency.
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 Agreements on Work Force Adjustment
 4 Agreements
 NJC Directive;
 Appendix to PSAC collective agreements;
 Appendix to PIPSC collective agreements; and
 Appendix to UCCO-SACC collective agreements
(CXs)
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Legal Authorities for Surplus and Lay-off Declaration
Public Service Commission
Public Service Employment Act (PSEA):
-S 64 gives deputy heads the authority to lay off employees
in accordance with PSC regulations; and
-S 22 gives the PSC the authority to regulate the manner in
which employees are to be laid off, and the means of
selecting these employees.
Public Service Employment Regulations:
-S 21 requires that selection for retention be based on merit,
and that the remaining employees be advised that they are
to be laid off.
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 Administrative Authorities and
Delegated Authorities
Administrative Authorities
Delegated Authorities
Work Force Adjustment Directive
(WFAD);
WFA decisions are delegated to
the Deputy Head;
Work Force Adjustment Appendix
(WFAA)-in some of the Collective
Agreements;
DH retains authority related to Ex
and Leadership Development
Program
8
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 Active Players-Roles and
Responsibilities

Treasury Board Secretariat
(TBS)/Office of the Chief Human
Resources Officer (OCHRO)

HR Directorate

HR Planning

Public Service Commission (PSC)

Classification

National Joint Council

Staffing

Bargaining Agents

Labour Relations

Work Force Adjustment Committee
(WFAC)

Compensation

Pension

Departments

Counselling and EAP

Management

Employees
9
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In a workforce adjustment context what are the main
responsibilities of an affected or surplus employee?
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 Employee’s right
To be advised in writing that his/her services are no longer required AND to be
informed of entitlements:

Guarantee of a Reasonable Job Offer (GRJO)  “Surplus” employee
(confers a PS-wide priority status); OR

No Guarantee of a Reasonable Job Offer “Opting” employee:
employee has 90 to 120 days*(as per the applicable WFA agreement)
(“opting” period) to consider three options*
a. -12 month paid surplus period; OR
b. -A lump sum payment called Transition Support Measure
(TSM); OR
c. -TSM plus up to either $7,000 or $11,000 for tuition and
other related fees
 Opting also entitles employees to between $385 and $600 for counselling
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 Reasonable Job Offer (RJO)

An RJO is a written offer of indeterminate employment in the core public administration

may be at another location;

may be in another organization;

normally to a position at an equivalent or lower level paying job with salary
protection.

The employee must be trainable and mobile.

A reasonable job offer is also a job offer from an employer listed in Schedule V of the
Financial Administration Act (e. g. Canada Revenue Agency, Parks Canada), provided
that:
a) the appointment is at a rate of pay and an attainable salary maximum
not less than the employee’s current salary and attainable maximum
b) it is a transfer without interruption in benefits (sick leave credits,
severance pay and accumulated annual leave credits)
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 Guarantee of a Reasonable Job Offer
(GRJO)


When an employee receives a GRJO, he/she remains on paid surplus
status and maintains a priority entitlement until:
•
he/she is placed; or
•
he/she chooses to resign; or
•
he/she refuses an RJO.
When an employee refuses an RJO:
•
employee can be laid off one month after;
•
but not sooner than 6 months from the date of being declared surplus; and
•
employee does not have access to any lump sum payments or waiver of
pension penalty.
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 No Guarantee of a Reasonable Job
Offer
Specific factors:
 little probability of placement within the next 12 months.
 employee is very specialized and retraining would be
complicated and inappropriate;
 activity level in the priority system;
 the Core Public Administration no longer employs the skills
of the employee in question;
 work location is in a remote area with little federal
government presence and the employee is not mobile; and
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Flow Chart- Work Force Adjustment Directive
Work Force Adjustment
• Deputy Head decides that the services of one or more indeterminate employees will no longer be
required due to: lack of work; discontinuance of function, relocation (where employee refuses to
relocate); or alternative delivery initiative.
• Deputy Head must determine which employees will receive a GRJO and which ones will become
“opting” employees.
Employee with a GRJO
On surplus priority status until receives/accepts
a RJO, is laid-off or resigns.
Employee
Accepts RJO
• Removed from
surplus priority
status.
Employee refuses RJO
• Laid-off but no sooner
than 6 months from
beginning of surplus
period;
•Layoff priority status
(unpaid) for 1 year.
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Opting Employee – No GRJO
Employee has 90 to 120 days to choose one of
three options depending on which agreement applies
Option A: 12-Month
Surplus Status to
Secure a RJO
•Receives/accepts RJO.
• If does not
receive/accept RJO, is
laid (no sooner than 6
months) off with layoff
priority status for 12
months (unpaid).
•If no RJO received
/accepted during layoff
priority status, entitlement
ceases. No longer an
employee of PS.
Option B: Transition
Support Measure (TSM)
• Employee resigns.
• Receives cash payment
of up to 52 weeks salary,
based on years of service.
Option C: Education
Allowance
• Cash payment equivalent
to TSM plus education
allowance of up to $11,000.
• Employee resigns or
takes leave without pay
(LWOP) for up to 2 years to
pursue education.
• After LWOP, If no alternate
employment is found
employee is laid off with layoff
priority status for 12 months
(unpaid).
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• Work Force Adjustment Process Map
Employee accepts a
position during the
Affected Period
Employee
can be
referred to
positions
within the
Department
DH decides
which
employees
will be
affected
Employee
receives Surplus
letter with a
GRJO
DH
decides
which
employees
are surplus
DH
decides
which
surplus
employees
will receive
a GRJO
Employee
receives
Opting letter
Alternation Program:
Employee exchanges
positions with a nonaffected employee
willing to leave with
TSM or Education
Allowance
Employee
accepts RJO
Employee becomes
surplus priority and is
referred to positions
across the PS
Option 1: 12 month surplus
status with priority
entitlement
90 or
120
days to
pick
option
Option 3: Transitional
Support Measure +
Education Allowance
Canada School of Public Service │ www.myschool.gc.ca
Employee
receives
RJO
After 12 months
Option 2: Transitional
Support Measure
Employee takes LWOP for up to 2
years, attends a recognized
learning institution and is
reimbursed for eligible fees
Employee resigns from the PS,
attends a recognized learning
institution and is reimbursed for
eligible fees
Employee
refuses RJO
Employee is laid off and
is entitled to layoff priority
status for 12 months
Employee is referred to
positions across the PS
After LWOP period,
employee is laid off and is
entitled to layoff priority
status for a 12 month period
Employee
accepts a
job offer
After 12
months,
priority
entitlement
ceases
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 Who is entitled to retraining?
17
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 COMPENSATION AND BENEFITS
Salary Protection-Appointment to Lower Level Position
Leaving the Public Service
Working with an outside Employer or Rejoining the Public Service After
Cessation of Employment
Severance Pay on Leaving the Public Service
Leave Credits
Insurance Benefits upon Lay-Off
Other deductions such as Canadian or Quebec Pension Plan, Canada Saving
Bonds, Superannuation
WFA Lump Sum Payments, etc.
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 What your manager needs to
tell you
Invite you to attend a meeting. As soon
as possible (beginning / middle of the
week)
Follow up session, if required
In confidentiality (closed door / private
room / no interruptions)
Give you a letter that tells you about
your status
Inform you about your status
Give you time to read letter
Inform you of the basis of that decision
Give you time to ask questions
Support you
Encourage you to renew and update
you résumé
EAP, HR and Union coordinates
Continue to inform you
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 Some Possible and Normal Employee
reactions/needs
What are some of the possible reactions a given employee will experience upon receipt of a
surplus letter? What are the employee’s needs at that moment?
Reactions
Needs
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Possible Employees Coping Strategies
Take a few minutes to identify some employee coping strategies that would work for you to help
you overcome the reactions to a bad news.
21
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 Selecting employees for retention
and lay-off

Process/Steps to be taken by management:
1.
Determine the part of the organization that is affected;
2.
Identify the similar affected positions and employees;
3.
Determine the merit criteria and assessment methods;
4.
Communicate decisions to employees;
5.
Assess and select employees;
6.
Communicate results to employees; and
7.
Appoint the qualified employees
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•
Priority Search/Referral/Clearance
Organization Submits Request to PSC for Priority Clearance (through PIMS)
Priority
person (s)
Self-Refer
PIMS Identifies Potentially Qualified Priorities in the Database
PSC issues
Automatic
Clearance
Org re-submits
search with
correct criteria
No priority
person identified
Indeterminate
positions
OUT
PSC
monitors org
search
criteria
PIMS provides
names - PSC
Screens
PSC issues clearance
Org continues process
Search criteria
inaccurate, org
cancels, submits
new search
Search criteria
accurate
PSC Issues clearance
Priority NOT qualified
Org continues process
Org continues process
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Priority person(s)
identified
Term
positions
IN
PIMS
provides
names - Org
screens
PSC refers
to Org
Org assesses & reports to PSC
--------------------------------------PSC reviews
Priority qualified
Org makes offer
PSC rejects,
requests
more info
Org
provides
additional
Info
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 Why consider a Priority
Person
 It is not just the law, it is a corporate responsibility that
crosses all federal organizational boundaries and all
managerial and executive levels;
 Appointing persons with priority entitlements assists the
public service in retaining competent employees; and
 Managers have access to a database of potentially
qualified persons who can be appointed quickly and
efficiently.
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 Order of Priority Entitlement
 There is a ranked order to priority entitlements based on
the legislation:
 “Statutory” priority entitlements in the Public Service
Employment Act take precedence over the “regulatory”
priority entitlements found in the Public Service
Employment Regulations; and
 There is a further ranked order to the statutory priorities
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 Documents Required by the PSC
• PIMS Electronic Registration Form - consent form must be signed by
the priority person and retained in organization’s file;
• Current CV;
• Letter advising you of your status (leave of absence, lay off, surplus,
etc); and
• Other documents, including security clearance and language
assessment results, should be retained on the organization’s file and
may be requested by the PSC
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