October 16, 2007

UNDE EVP REPORT

UMCC HUMAN RESOURCES SUB-COMMITTEE

Agenda

UNDE EVP opened the meeting, welcoming everyone to the fall session and welcoming the new ADM HR Civ, Cynthia Binnington to DND and as co-chair of the HR Sub-committee.  ADM HR Civ stated that she is looking forward to working at DND.

Acceptance of Previous Minutes and Agenda/Acceptation du compte rendu de la dernière réunion et de l’ordre du jour.  The agenda and minutes were accepted as presented, with new items to be introduced during the round table.

New Business:

Job Placement Program / Programme d'aide au placement.  This item was submitted by UNDE because of information received from the field.  DGLPD introduced Mr Bill Hayward, from Veterans’ Affairs Canada (VAC).  Mr Hayward provided background information leading up to the present.  He stated that the same presentation has been delivered at various locations across the country.  He identified that during the period 1998-2003, there was an average of 4,000 releases per year, approximately 2,100 of these were non-medical related.  Mr Hayward stated that not all ex-military are seeking employment within the Federal government.  Some are looking for employment in the private sector and/or advice on establishing self-employment opportunities.

Powerpoint presentation

UNDE EVP asked if consideration was given to using the money that would now be paid to the contractor to providing training on the expanded services to the current VAC and DND employees who are providing/supporting the current services to the veterans?  Mr Hayward responded that he could not speak to why the decision was made to hire Right Management Inc and not provide these services using current/additional Public Service Workers.  He did say that VAC did not see this as a contracting out situation as the additional programs are considered « new work ».

UNDE EVP reiterated UNDE’s support to the disabled military priority program and thanked Mr Hayward for VAC’s and DND’s support to the pre-2005 definition of a veteran.  UNDE EVP also stated that it has not been UNDE’s experience that the military are having a problem transitioning to the Public Service workforce.

Review of the Terms of Reference / Revue du Mandat.  Brother Lorne Brown, FFGTLC-E/CMTCM-E, introduced this item stating that the Committee’s current TORs have not been reviewed since 2002.  It was also identified that several of the departmental representatives titles have changed.  In light of the new legislation and DAOD 5008-2 it was decided that a review is in order.  Comments/amendments were requested by November 30, 2007.

PeopleSoft 8.9 Update  / Exposé  sur Peoplesoft 8.9.  Still on track for roll-out October 31, 2007, the grievance tracking portion will roll-out in January 2008.  It was stated that Peoplesoft 8.9 is a web-based, standard government-wide used program.

Human Resources training will be conducted in Quebec and the NCR the last week in October, the remainder of the country is complete.

UNDE EVP stated that the unions had previously been advised that the grievance tracking module did not allow for ADR monitoring.  Committee members were advised that this issue has been resolved.

Civilian Retention Strategy / Stratégie nationale du maintien en fonction des civils.  The results of the 1st phase of the retention study were provided.  The majority of the union representatives identified their support for Phase 1 of the study stating that the results reflect the same concerns that we regularly hear from our members.  The unions were thanked for their participation, especially where members volunteered to be interviewed.

UNDE EVP cautioned that the HR must remember that working in the NCR is not the same work environment as working on a Base/Wing and that speaking to a civilian employee is not necessarily speaking to the union (making the comparision to consultation at the various diversity committees).

ADM HR Civ stated that Managers will be assessed against the Public Service values and leadership principles.  However, this will be a challenge in that the majority of the DND managers are military.

Round table / Table ronde:

DGLPD/DGAPP:  distributed a copy of the updated DND Orientation Program.  Ms Poliquin also stated that the “CF101” was well received by the focus group.  The 3-hour on line course will be made available to the Bargaining Agents on CD.  Also, for those that do not have access to the DWAN, the course is also available in print.

DGLRC/DGRTR:  stated that the LMRC DAOD is now posted on line.  DLGRC also advised that the DND Harassment Policy is under review.

IBEW/FIOE:  Brother Bob Taylor raised the issue of a « Retiree Recognition Card » (ID card for retired civilian employees) stating that the subject was discussed in the past but it has only been implimented on the two coasts.  He asked that this item be brought back for discussion at the upcoming meeting in December.

            Brother Bob requested that in future the appointment statistics (in staffing processes) be broken down and provided by group, level and location.  All the union representatives stated that they have received complaints from their members that the statistics previously provided do not accurately reflect what the members see occurring in the workplace.  Further, the  unions are seeing appointments of successful candidates of external advertised/non-advertised processes into higher than entry level positions.  This limits the career advancement opportunities for current employees.

            Brother Perry Schippers, PIPSC/IPFPC, raised concerns with regards to the administration of pools.  Pools are created through a staffing process but experience has been that military personnel in the pool are usually appointed before a civilian.

            UNDE EVP raised the issue of ex-military personnel being hired as consultants or contractors and then being appointed through a non-advertised process to a public service position.  Brother Perry stated that he has been advised that once a military person has been out of the CF for a period of time, they are no longer reflected as ex-military.  If this is true, appointment numbers could be skewed.

PIPSC/IPFPC:  Brother Perry asked if DCCO is conducting a review in regards to the military/civilian reporting chain as it relates to the classification process?  Ms St-Jean, DGCESP/DGSPEC, stated that a review is ongoing but only for the engineer classifications at this time.

DGCESP/DGSPEC:  Ms St-Jean provided the following appointment statistics for the period 1 April 2006 - 30 June 2007:

Medical Priorities:

Total number of appointments of CF members medically released during the period 31 December 2005 - 7 August 2007 was 146.  124 (85%) appointed to positions in DND, majority within the AS, CR and GS groups; 22 appointments in other government departments.

Number of medical/disabled priorities currently in the system:  174 CF members; and 0 civilian employees

In regards to the most activity by region, Ms St-Jean stated that there has been staffing activity in all regions but more significantly as follows (in order of highest activity):

External Advertised           External Non-Advertised              Internal Advertised

Atlantic                                   NCR                                                   NCR
Ontario                                   Prairies                                              Atlantic
Prairies                                  Atlantic                                               Pacific

UNDE EVP asked if these processes were for indeterminate staffing, term staffing, or a mix?  Ms St-Jean advised that they were staffing processes for indeterminate and six months plus.  Based on that response, UNDE EVP requested that in future a breakdown by indeterminate and term be identified raising the concern, again, with the employment equity numbers.  Although it had been previously identified that there was hiring from within the equity groups, it was discovered that the staffing was usually for term positions.

Brother Perry asked that more current information be provided, ie for a one year period.

In response to a question about the military disabled priority system, it was explained that there are two criteria that must be met before a disabled military person is considered a disabled priority for referral: first, they must want to have their name registered with the PSC; and second, although they may be entered into the system on release from the CF, they must be declared fit for employment before they are referred.

Ms St-Jean reminded everyone that the Civilian Workforce Census is ongoing and she distributed a Return Rate Report stating that the date has already been extended once.  DND has only achieved a 50% return to date.  Ms St-Jean requested the unions’ support in promoting the census.

As previously requested by UNDE, Ms St-Jean provided the committee members with the Outreach Calendar which identifies career fairs and other recruitment opportunities.  (Note:  UNDE National President has the list).

UNDE/UEDN:  UNDE EVP raised the issue of disclosure of information stating that confirmation of the previous agreement is timely with the appointment of the new ADM HR Civ/SMA RH Civ.  Two issues were discussed.  First, disclosure of information in the grievance process and, second, disclosure of information in the PSST Complaint Process.   UNDE EVP identified that the previous DGLRC/DGRTR, the current DGLRC/DGRTR, and the previous ADM HR Civ/SMA RH Civ, all committed to transparency, open disclosure and true consultation.  Further, at the recent Labour Symposium, Treasury Board representatives in attendance at the symposium all spoke of transparency, open communications and disclosure of information being of value to everyone in resolving workplace issues at the lowest level possible.  UNDE EVP questioned why the union is continually forced to go the legal route, ie ATIP or PSST complaint, in order to receive full disclosure.

Once more it was agreed – respecting privacy issues, legislation and relevancy - that disclosure of information should be the practice.  DGLRC/DGRTR also stated that this message has been passed on to the Human Resources Practitioners in the Service Centres and is included in the labour relations training being conducted for Human Resources Practitioners and Managers.

Brother Perry asked where concerns in regards to disclosure should be addressed?  DLGRC/DGRTR advised that it would relative to where the concern was.  For example, if the issue was at the local level, keeping in the practice of resolving issues at the lowest level possible, the concern should be addressed to the appropriate level of the department, locally being the CHRO.  If resolution cannot be reached, then the concern should be addressed higher.

In closing comments, UNDE EVP announced that Brother Bob Taylor, IBEW/FIOE, would be assuming the position of Labour Co-Chair at the next meeting – December 6, 2007.

In Solidarity,

Mary L. Chamberlain
UNDE EVP