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ADM (HR-Civ) - Assistant Deputy Minister (Human Resources - Civilian) SMA (RH-Civ) - Sous-ministre adjointe (Ressources humaines - Civils) 1 Civilians.

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Presentation on theme: "ADM (HR-Civ) - Assistant Deputy Minister (Human Resources - Civilian) SMA (RH-Civ) - Sous-ministre adjointe (Ressources humaines - Civils) 1 Civilians."— Presentation transcript:

1 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

2 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% Technical 10.4% Scientific & Professional 9.7% Executive 0.5% DND Civilian Workforce: Management Environment approx. 70% of civilian workforce managed by military managers 75% located outside NCR 86.6% indeterminate

3 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 Dundurn 127 Moose Jaw 44 Shilo 350 Winnipeg 701 Comox 254 Nanoose 35 Esquimalt 2,708 London 89 Borden 1,205 Toronto 426 Trenton 626 Kingston 1,656 North Bay 90 Petawawa 889 Montréal 1,993 Ottawa- Gatineau 8,662 Bagotville 258 Valcartier 1,628 Goose Bay 39 Gander 41 St. Johns 56 Gagetown 1,101 Greenwood 332 Aldershot 53 Halifax 3,397 Land Forces Air Forces Training Maritime Forces LEGEND Total civilian population: 29,424 (31 Mar 09) 3 NDHQ Canada Command Yellowknife 28

4 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

5 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).

6 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)

7 7 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 Enhancements to 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 Library Assessment Inventory Re-launch MCHR Course Review HR Training Curriculum SIP Content update/ ADM HR-CIV Briefings to CF

8 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 Delegation Implementation New mechanisms (Assessment Inventory, On-line Testing Tool) Business Process Review (Casual Assessment, Mat HR Service Delivery Pilot, SLE/Security Requirement Review) Enhancements to 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 Policy Alignment Enabling Infrastructure (e.g., websites & systems) Components of an Action Plan: Thematic Breakdown PlanningClassification Recruitment & Outreach StaffingLearning 9

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 Policy Alignment Enabling Infrastructure PlanningClassification Recruitment & 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

10 ADM (HR-Civ) - Assistant Deputy Minister (Human Resources - Civilian) SMA (RH-Civ) - Sous-ministre adjointe (Ressources humaines - Civils) 10 Illustrative Example - Planning Actions: 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 (projected) No. External Advertised Process % reduction in number of external advertised processes over 3 years No. External Advertised Appointments % increase in number of external advertised appointments over 3 years No. Casual Appointments % decrease in number of casuals over 3 years (approximate)

11 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 2007/08FY 2008/09FY 2009/10 Percentage Collective WD8%9%20% Moving toward 40% in FY 2010/11 & 70% in FY 2011/12 Percentage of identical to50%60%70%

12 ADM (HR-Civ) - Assistant Deputy Minister (Human Resources - Civilian) SMA (RH-Civ) - Sous-ministre adjointe (Ressources humaines - Civils) 12 Illustrative Example – Recruitment & Outreach Actions: 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 DNDs 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 2007/08FY 2008/09FY 2009/10 No. of Apprenticeship Hires – General Labour & Trades N/A165TBD Validation of multi-year apprenticeship requirements ongoing No. of Student Appointments % increase this FY, 45% increase over 3 years

13 ADM (HR-Civ) - Assistant Deputy Minister (Human Resources - Civilian) SMA (RH-Civ) - Sous-ministre adjointe (Ressources humaines - Civils) 13 Illustrative Example - Staffing Actions: 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 CandidatesNo. of Appointments 1 CR process AS 02 process CS 03 process PG 04 process115101

14 ADM (HR-Civ) - Assistant Deputy Minister (Human Resources - Civilian) SMA (RH-Civ) - Sous-ministre adjointe (Ressources humaines - Civils) 14 Illustrative Example - Learning Actions: 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 Leadership21EX Orientation No. of Supervisors/ Managers MCHR course Staffing Delegation (45% increase) No. of HR Service Providers National Learning Events 6 regional staffing training sessions (Mar 09)

15 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)

16 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


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