Draft Classification Model HUMAN RESOURCES MANAGEMENT FUNCTION

Transcription

1 Draft Classification Model HUMAN RESOURCES MANAGEMENT FUNCTION This model records classification structure addresses the Human Resources Management function, the steps in the business process developed to fulfill the function (i.e., sub-functions), the activities associated with each of these sub-functions, and the transactions of administrative business concerning the management of human resources within the federal government as commonly conducted in and across all government institutions to facilitate the delivery of programmes and services. The five sub-functions of the Human Resources Management business process, listed in order of a life-cycle concept of managing human resources, are: Planning Recruiting Developing Retaining Performance Measurement. As a business process, these sub-functions are arranged in the following sequence: Planning Recruiting Performance Measurement Developing Retaining 1

2 HUMAN RESOURCES MANAGEMENT FUNCTION PRIMARY NUMBERS AND SUB-FUNCTIONS Human Resources Management Comprehensive Matters Human Resources Management Planning Human Resources Management Recruiting Human Resources Management Developing Human Resources Management Retaining Human Resources Management Performance Measurement Note: the numeric coding system presented in this draft model classification structure is used for example purposes only. As of the date of this model, LAC has made no final decisions regarding the application of a standard coding system (including delimiters) to complement classification structures for common administrative records. 2

3 1.5.0 HUMAN RESOURCES MANAGEMENT COMPREHENSIVE MATTERS The Human Resources Management - Comprehensive Matters record grouping is reserved for records of activities and transactions that relate to or affect, in a comprehensive manner, the Human Resources Management function or the business process developed to fulfill that function (i.e., this record grouping is reserved for records of activities and transactions that relate to or affect all or most sub-functions of the Human Resources Management business process). Examples of such activities and/or transactions are: developing, applying, monitoring, and/or evaluating a policy, guidelines, systems, procedures, etc. that address or encompass all or most aspects of the human resources management function and/or business process (example record types: draft and approved policies, guidelines, procedures; draft and final requirements definitions for human resources management information systems 1 ); group activities and initiatives, i.e., those of committees, project teams, delegations, etc., that focus on all or most aspects of the human resource management function and/or business process (example record types: committee and/or work group meeting agenda and minutes, records of decisions, issue logs); liaison activities, e.g., via the Human Resources Council, the Human Resources Management Institute, that address or encompass all or most aspects of the human resources management function and/or business process (example record types: documents of inter-organizational information sessions and/or collaborative initiatives); reporting activities that address or encompass all or most aspects of the human resource management function and/or business process (example record types: draft and final reports addressing the overall (e.g., corporate) human resources management function and/or business process. 1 Note: for records of activities relating to information management systems and technologies, see the model records classification structure developed for the Management of Information function. Note: records of activities and/or transactions that relate to specific sub-functions of the human resources management business process (i.e., planning, recruiting, developing, retaining, or performance measurement) should be classified to those sections of this classification scheme. Records that simultaneously address two or more, but not all, sub-functions of the business process should be classified to one of those sub-functions; the existence of these records should be noted in the descriptions of the related sub-function, activity, and/or transaction records groupings or, if appropriate, in the profiles of related individual documents (as a metadata cross-reference element). See next page for examples of file codes and titles. 3

4 Example file codes and titles for: Human Resources Management - Comprehensive Matters Human Resources Management - Comprehensive Matters - Policy Matters (reserved for records related to developing, applying, monitoring, and/or evaluating a policy that simultaneously addresses all or most sub-functions of Human Resources Management) Human Resources Management - Comprehensive Matters - General Matters (reserved for records that relate to the Human Resources Management - Comprehensive Matters record grouping but for which no specific file or file grouping has been created) Human Resources Management - Comprehensive Matters - (Departmental / Sector / Branch) Human Resources Management Committee (reserved for records related to the deliberations of the [departmental / sector / branch] human resources management committee) Terms of Reference Cumulative Record of Decisions /05 - Meetings Agenda and Minutes - Fiscal Year /06 - Meetings Agenda and Minutes - Fiscal Year Human Resources Management - Comprehensive Matters - Liaison Activities (reserved for records related to internal or external relations on a spectrum of issues and/or initiatives that encompass more than one specific sub-function of Human Resources Management) CCHRA - Canadian Council of Human Resources Associations HRC - Human Resources Council HRC-1 - HRC Position Paper on Modernizing Human Resources Management in the Public Service HRIM - Interdepartmental Human Resources Information Management Working Group Human Resources Management - Comprehensive Matters - Reporting Activities (reserved for records related to the process of reporting to management on [departmental / sector / branch] human resources management matters of a comprehensive nature) continued next page 4

5 Example file codes and titles for: Human Resources Management - Comprehensive Matters, continued Human Resources Management - Comprehensive Matters - Volunteers - Risk Assessment and Management (reserved for records related to the assessing and managing risks associated with volunteer workers who provide services directly to or on behalf of the institution) 5

6 1.5.1 HUMAN RESOURCE MANAGEMENT - PLANNING This sub-function record grouping is reserved for records of activities and transactions that relate to or affect, in a specific manner, determining how human resources will be used to achieve goals and objectives. Activities associated with the Human Resources Management - Planning sub-function may have a sequential relationship as follows: Assessing Resources Designing Plans Defining Requirements Human resources management - planning entails the activities of: assessing and evaluating the numbers, skills, capabilities, etc., of current work force establishments defining current and future human resources needs against mandated goals and objectives; and designing, monitoring, and evaluating plans for meeting human resources requirements, including evaluating alternate means for satisfying human resources needs. Note: records of activities and/or transactions that relate to recruiting to fill specific positions or types of positions should be classified to the Human Resources Management - Recruiting subfunction record grouping. See next page for examples of file codes and titles. 6

7 Example file codes and titles for: Human Resources Management - Planning Human Resources Management - Planning - Policy Matters (reserved for records related to developing, applying, monitoring, and/or evaluating policies that address the planning sub-function of Human Resources Management) Human Resources Management - Planning - General Matters (reserved for records that relate to the Human Resources Management - Planning sub-function record grouping but for which no specific file or file grouping has been created) Human Resources Management - Planning - Government Planning Process (reserved for records related to the Government of Canada and institution-specific planning processes that have human resources implications) Government of Canada Planning Cycle Strategic Planning Business Planning Human Resources Management - Planning - Human Resources Management Planning Committee (reserved for records related to the deliberations of a [departmental / sector / branch] human resources management planning committee) Terms of Reference /05 - Meetings Agenda and Minutes - Fiscal Year /06 - Meetings Agenda and Minutes - Fiscal Year Human Resources Management - Planning - Assessing (reserved for records that relate to the process of assessing and evaluating the numbers, skills, capabilities, etc., of current work force establishments) Work Force Establishment Excluded - Excluded - Managerial / Confidential Positions PIPS - Professional Institute of the Public Service (PIPS) PSAC - Public Service Alliance of Canada (PSAC) continued next page 7

8 Example file codes and titles for: Human Resources Management - Planning, continued Human Resources Management - Planning - Assessing, continued Skills Inventorying /06 - Skills Inventory Report - Fiscal Year /07 - Skills Inventory Report - Fiscal Year Self Identification (e.g., visible minorities) /06 - Self Identification Report - Fiscal Year /07 - Self Identification Report - Fiscal Year Human Resources Management - Planning - Defining Requirements (reserved for records related to the process of defining current and future human resources management needs and performance targets against mandated goals and objectives) Classifying (describing) work and work force positions Delegation of Organizational Authority Policy Requirements Executive Group Positions Policy Requirements UCS - Universal Classification System (UCS) position no. - (individual position case file) Legal Requirements Official Languages Act and Policy Requirements Employment Equity Act and Policy Requirements Work Force Adjustment Designing Pans (reserved for records related to the process of designing, monitoring, and evaluating plans for meeting human resources management requirements) Skills Gap Analysis /06 - Report for Fiscal Year Succession Planning Anticipatory Hiring Departmental Re-organisation Initiative Annual Human Resources Management Plans /06 - Fiscal Year Five Year Human Resources Management Plans /10 - Fiscal Years

9 1.5.2 HUMAN RESOURCES MANAGEMENT - RECRUITING This sub-function record grouping is reserved for records of activities and transactions that relate to or affect, in a specific manner, the recruiting of human resources. Activities associated with the Human Resources Management - Recruiting sub-function may have a sequential relationship as follows: Selecting Evaluating Deploying Monitoring Human resources management - recruiting entails the activities of: selecting human resources to fill full or part-time positions within the federal government; deploying human resources within the institution or between the institution and other federal government institutions or external organisations to meet goals and objectives; monitoring the provision of human resources against requirements identified in the Human Resources Management - Planning process; and evaluating the performance of employees against competency / skills sets requirements identified in the Human Resources Management - Planning process. See next page for examples of file codes and titles. 9

10 Example file codes and titles for: Human Resources Management - Recruiting Human Resources Management - Recruiting - Policy Matters (reserved for records related to developing, applying, monitoring, and/or evaluating policies that address the recruiting sub-function of Human Resources Management) Human Resources Management - Recruiting - General Matters (reserved for records that relate to the Human Resources Management - Recruiting sub-function record grouping but for which no specific file or file grouping has been created) Human Resources Management - Recruiting - Government Recruiting Process (reserved for records related to the Government of Canada and institution-specific recruiting processes that have human resources implications) Legal Requirements Official Languages Act and Policy Requirements Employment Equity Act and Policy Requirements Human Resources Management - Recruiting - Human Resources Recruitment Committee (reserved for records related to the deliberations of a [departmental / sector / branch] human resources recruitment committee) Terms of Reference /05 - Meetings Agenda and Minutes - Fiscal Year /06 - Meetings Agenda and Minutes - Fiscal Year Human Resources Management - Recruiting - Liaison Activities (reserved for records related to internal or external relations on recruiting human resources) NSC - National Staffing Council continued next page 10

11 Example file codes and titles for: Human Resources Management - Recruiting, continued Human Resources Management - Recruiting - Selecting (reserved for records related to the process of selecting human resources to meet planned goals and objectives) Advertising Employment Internet / Intranet Postings /06 - Fiscal Year Competition Notices /06 - Fiscal Year Processing Applications for Employment /06 - Applications Received in Fiscal Year Competitions /06 - Fiscal Year Promotions /06 - Fiscal Year Student Hires /06 - Fiscal Year Surplus and Priority Employee Placement /06 - Fiscal Year Human Resources Management - Recruiting - Deploying (reserved for records related to the process of deploying human resources to meet planned goals and objectives) Assignments / Secondments /06 - Fiscal Year Redeploys /06 - Fiscal Year Relocating Human Resources /06 - Fiscal Year Redeploys /06 - Fiscal Year Transfers Internal /06 - Fiscal Year External /06 - Fiscal Year continued next page 11

12 Example file codes and titles for: Human Resources Management - Recruiting, continued Human Resources Management - Recruiting - Monitoring (reserved for records related to the process of monitoring the provision of human resources against requirements identified in the Human Resources Management - Planning process) Human Resources Utilisation Report /06-Q1 - Fiscal Year First Quarter Human Resources Management - Recruiting - Evaluating (reserved for records related to the process of evaluating the performance of employees against competency / skills sets requirements identified in the Human Resources Management - Planning process) Employee Performance Appraisals /06 - Fiscal Year /06-(PRI) - PRI number 12

13 1.5.3 HUMAN RESOURCES MANAGEMENT - DEVELOPING This sub-function record grouping is reserved for records of activities and transactions that relate to or affect, in a specific manner, developing of human resources. Activities associated with the Human Resources Management - Recruiting sub-function may have a sequential relationship as follows: Planning Designing Evaluating Delivering Monitoring Human resources management - developing entails the activities of: planning to establish development and training goals and standards designed to provide employees with the knowledge, skills, and abilities needed to fulfil current and anticipated human resources requirements; designing professional development, learning, and training plans, programs and courses to meet human resources management goals and objectives; delivering professional development, learning, and training programs and courses to meet identified requirements and to create and build a continuous learning culture; monitoring professional development, learning, and training initiatives to ensure that content reflects revised or new policy requirements, trends, theories, etc.; evaluating the effectiveness of professional development, learning, and training initiatives, and the means by which they are delivered, to facilitate meeting human resources development goals and objectives and as per the Policy for Continuous Learning in the Public Service of Canada. See next page for examples of file codes and titles. 13

14 Example file codes and titles for: Human Resources Management - Developing Human Resources Management - Developing - Policy Matters (reserved for records related to developing, applying, monitoring, and/or evaluating policies that address the developing subfunction of Human Resources Management) Human Resources Management - Developing - General Matters (reserved for records that relate to the Human Resources Management - Developing sub-function record grouping but for which no specific file or file grouping has been created) Human Resources Management - Developing - Government Process for Developing Human Resources (reserved for records related to the Government of Canada and institution-specific processes that have implications for developing human resources) Continuous Learning in the Public Service of Canada Human Resources Management - Developing - Human Resources Development Committee (reserved for records related to the deliberations of a [departmental / sector / branch] human resources development committee) Terms of Reference /05 - Meetings Agenda and Minutes - Fiscal Year /06 - Meetings Agenda and Minutes - Fiscal Year Human Resources Management - Developing - Liaison Activities (reserved for records related to internal or external relations on developing human resources) Interdepartmental Training Initiative Human Resources Management - Developing - Planning (reserved for records related to planning development and training goals and standards) Human Resources Development Plan /06 - Fiscal Year continued next page 14

15 Example file codes and titles for: Human Resources Management - Developing, continued Human Resources Management - Developing - Designing (reserved for records related to designing professional development, learning, and training plans, programs and courses) Employee Orientation Program Accelerated Economist Trainee Program (AETP) Health and Safety Training Language Training Management Development Accelerated Executive Development Program (AEXDP) Career Assignment Program (CAP) Management Trainee Program (MTP) Career and Personal Development Pre-Retirement Planning Human Resources Management - Developing - Delivering (reserved for records related to delivering professional development, learning, and training programs and courses) In-house Learning Centre /06 - Courses for Fiscal Year Mentoring Program Workshops /06 - Fiscal Year Seminars /06 - Fiscal Year Development Through University and College Programs CCMD - Canadian Centre for Management Development (CCMD) CCMD-2005/06 - Learning Events for Fiscal Year Human Resources Management - Developing - Delivering, continued PSC - Public Service Commission (PSC) PSC-2005/06 - Courses for Fiscal Year PSC-IC - Interchange Canada PSC-LTC - Language Training Canada (LTC) PSC-LTC-1 - Basic Training Course PSC-LTC-2 - Customized Training PSC-LTC-3 - Specific Skills Training PSC-TC - Training Centres TDC - Training and Development Canada (TDC) TDC-2005/06 - Courses for Fiscal Year continued next page 15

16 Example file codes and titles for: Human Resources Management - Developing, continued Human Resources Management - Developing - Monitoring (reserved for records related to monitoring professional development, learning, and training initiatives to ensure that content reflects revised or new policy requirements, trends, theories, etc.) Human Resources Management - Developing - Evaluating (reserved for records related to evaluating the effectiveness of professional development, learning, and training initiatives, and the means by which they are delivered, to facilitate meeting human resources development goals and objectives and as per the Policy for Continuous Learning in the Public Service of Canada) 16

17 1.5.4 HUMAN RESOURCES MANAGEMENT - RETAINING This sub-function record grouping is reserved for records of activities and transactions that relate to or affect, in a specific manner, retaining human resources. Activities associated with the Human Resources Management - Retaining sub-function may have a sequential relationship as follows: Compensation Releasing Health and Safety Staff Relations Human resources management - retaining entails the activities of: providing employees with terms and conditions of employment relating to hours of work, variable work arrangements (e.g., tele-work), pay, benefits (e.g., leave, pension, insurance), employee assistance programs, etc., and ensuring employees receive the compensation to which, by collective or individual employment agreements, they are entitled; providing employees with a safe and healthy workplace, creating and administering processes for addressing employee concerns regarding health and safety, and taking appropriate preventative and/or remedial action to ensure a healthy, safe, hazard-free, barrier-free, and harassment-free occupational environment; administering collective agreements between various groupings of employees and the government as employer, including administering processes and mechanisms for resolving employment related disputes; releasing employees from being employed by the institution and/or by the public service in general, in accordance with terms and conditions for separation contained in collective or individual employment agreements. See next page for examples of file codes and titles. 17

18 Example file codes and titles for: Human Resources Management - Retaining Human Resources Management - Retaining - Policy Matters (reserved for records related to developing, applying, monitoring, and/or evaluating policies that address the retaining sub-function of Human Resources Management) Human Resources Management - Retaining - General Matters (reserved for records that relate to the Human Resources Management - Retaining sub-function record grouping but for which no specific file or file grouping has been created) Human Resources Management - Retaining - Government Process for Retaining Human Resources (reserved for records related to the Government of Canada and institution-specific processes that have implications for retaining human resources) Human Resources Management - Retaining - Human Resources Retention Committee (reserved for records related to the deliberations of a [departmental / sector / branch] human resources retention committee) Terms of Reference /05 - Meetings Agenda and Minutes - Fiscal Year /06 - Meetings Agenda and Minutes - Fiscal Year Human Resources Management - Retaining - Liaison Activities (reserved for records related to internal or external relations on retaining human resources) continued next page 18

19 Example file codes and titles for: Human Resources Management - Retaining, continued Human Resources Management - Retaining - Compensation (reserved for records related to providing employees with terms and conditions of employment relating to hours of work, variable work arrangements, pay, benefits, etc., and to ensuring employees receive the compensation to which, by collective or individual employment agreements, they are entitled) Hours of Work Maximum Hours of Work Flexible Hours of Work Variable Work Week Pay Administration Garnishment of Wages Management of Overtime Pay Performance Pay Administration Leave Leave with Income Averaging Maternity and Parental Benefits Maternity-related Reassignment or Leave Injury-on-Duty Leave Pre-retirement Transition Leave Self-Funded Leave Sick Leave Insurance Dental Care Plan (DCP) - Public Service of Canada Disability Insurance Plan Flying Accidents Compensation Public Service Health Care Plan Public Service Income Benefit Plan for Survivors of Employees Slain on Duty Public Service Management Insurance Plan (PSMIP) Public Service Pension Plan Worker s Compensation Allowances and Bonuses Bilingualism Bonus Commuting Assistance High Risk Travel Compensation Isolated Posts Allowances and Benefits Membership Fees Travel Allowances and Reimbursements continued next page 19

20 Example file codes and titles for: Human Resources Management - Retaining, continued Human Resources Management - Retaining - Compensation continued Recognition and Awards Award Plan for Inventors and Innovators Merit Awards Conflict of Interest Educational Assistance for Children of Employees Employee Involvement in Charitable Organizations Information and Referral Services for Child Care Telework Uniforms Union Dues Check-off Employee Individual (Personnel) case files (Activity code + Personnel Records Identification PRI number) Human Resources Management - Retaining - Health and Safety (reserved for records related to providing employees with a safe and healthy workplace, creating and administering processes for addressing employee concerns regarding health and safety, and taking appropriate preventative and/or remedial action to ensure a healthy, safe, hazard-free, barrier-free, and harassment-free occupational environment) Public Service Health Program First-Aid Safety and Health Accident Investigation, Reporting, and Prevention Correction of Physical Safety and Health Hazards National and Regional Safety and Health Committees Hazardous Confined Spaces Employee Assistance Program Noise Control and Hearing Conservation Personal Protection Equipment and Clothing Prevention and Resolution of Harassment in the Workplace Safety Officers and Special Safety Measures Smoking in the Workplace Workplace Disease Control Human Immunodeficiency Virus (HIV) and Acquired Immunodeficiency Syndrome (AIDS) Severe Acute Respiratory Syndrome (SARS) West Nile virus Workplace Hazardous Materials Information System (WHMIS) Use of Pesticides Workplace Fitness Programs continued next page 20

21 Example file codes and titles for: Human Resources Management - Retaining, continued Human Resources Management - Retaining - Staff Relations (reserved for records related to administering collective agreements between various groupings of employees and the government as employer, including administering processes and mechanisms for resolving employment related disputes) Exclusions Designation of Positions or Employees Managerial and Confidential Positions Unions Determining New Occupational Groups Determining Membership Status of Employees Within Bargaining Units Certification, De-certification, or Revocation of Bargaining Agents Determining Rights of Bargaining Agents Dispute Registration Complaints of Unfair Labour Practices Complaints under Canada Labour Code Disciplinary Actions Grievances /06 - Fiscal Year Refusal to Work Dispute Resolution Conciliation and Mediation Arbitration Adjudication Strike Actions National Joint Council Redress Human Resources Management - Retaining - Releasing (reserved for records related to releasing employees from employment in the institution and/or in the public service in general, in accordance with terms and conditions for separation contained in collective or individual employment agreements) Actions Resulting from Work Force Adjustment Transfers Intra-institutional /06 - Fiscal Year Inter-institutional /06 - Fiscal Year Transfer to the Private Sector Retirements Pre-Retirement Planning Exit Interviews Termination of Employment Compensation 21

22 1.5.5 HUMAN RESOURCES MANAGEMENT - PERFORMANCE MEASUREMENT This sub-function record grouping is reserved for records of activities and transactions that relate to or affect, in a specific manner, performance measurement of human resources management. Activities associated with the Human Resources Management - Performance Measurement sub-function may have a sequential relationship as follows: Evaluating Reporting Analysing Adjusting Human resources management - performance measurement entails the activities of: evaluating (measuring) performance against requirements and criteria established during human resources management planning; analysing the meaning of measurement findings; developing recommendations for adjusting the management of human resources reporting to management the results of measuring performance against goals, the analyses of measurement findings, together with recommendations designed to improve performance, for consideration and/or action during the human resources management planning cycle. See next page for examples of file codes and titles. 22

23 Example file codes and titles for: Human Resources Management - Performance Measurement Human Resources Management - Performance Measurement - Policy Matters (reserved for records related to developing, applying, monitoring, and/or evaluating policies that address the performance measurement sub-function of Human Resources Management) Human Resources Management - Performance Measurement - General Matters (reserved for records that relate to the Human Resources Management - Performance Measurement sub-function record grouping but for which no specific file or file grouping has been created) Human Resources Management - Performance Measurement - Government Process for Human Resources Management - Performance Measurement (reserved for records related to the Government of Canada and institution-specific processes that have implications for human resources management - performance measurement) Performance Planning and Management Program Human Resources Management - Performance Measurement - Human Resources Management Performance Measurement Committee (reserved for records related to the deliberations of a [departmental / sector / branch] human resources performance measurement committee) Terms of Reference /05 - Meetings Agenda and Minutes - Fiscal Year /06 - Meetings Agenda and Minutes - Fiscal Year Human Resources Management - Performance Measurement - Liaison Activities (reserved for records related to internal or external relations on human resources management performance measurement) continued next page 23

24 Example file codes and titles for: Human Resources Management - Performance Measurement, continued Human Resources Management - Performance Measurement - Evaluating (reserved for records that relate to evaluating (measuring) performance against requirements and criteria established during human resources management planning) Human Resource Utilization /06 - Fiscal Year Personnel Management Monitoring, Audit and Evaluation Human Resources Management - Performance Measurement - Analysing (reserved for records that relate to analysing the meaning of measurement findings) Human Resources Management - Performance Measurement - Adusting (reserved for records that relate to developing recommendations for adjusting the management of human resources) Human Resources Management - Performance Measurement - Reporting (reserved for records that relate to reporting to management the results of measuring performance against goals, the analyses of measurement findings, together with recommendations designed to improve performance, for consideration and/or action during the human resources management planning cycle) /06 - Human Resources Management Performance - Fiscal Year