Accountability Guide - Introduction

Purpose

The Accountability Guide is comprised of a series of modules providing information on the PSC's Staffing Management Accountability Framework, expectations and tools. Each module focuses on a particular aspect of this framework, as described below. Additional modules may be added to the Guide over time. This introduction provides additional background information relevant to understanding the modules.

Table of Contents

• Modules
• The Concept of Accountability
• The Legal Basis for Accountability
• Foundations for Appointments
• Accountability Policy
• Annex - Glossary
• PSC Contacts for Accountability

Modules

1. Implementing the Staffing Management Accountability Framework (SMAF)
   This module provides information and guidance to assist organizations in implementing the SMAF. Its implementation is a condition of maintaining the delegated appointment and appointment-related authorities. One means by which organizations account to the Public Service Commission (PSC) for the exercise of delegated staffing authorities is through reports based on the SMAF.
2. Active Monitoring and Risk Assessment in Staffing
   This module has been designed to assist human resources advisors in corporate and operational positions, and departmental managers to better understand the expectations of the Public Service Commission (PSC) with regard to active monitoring of staffing, and to create and implement risk management-based effective active monitoring systems within their organization.
3. Staffing Documentation
   This module is to help determine what staffing documentation to maintain, and how to maintain it. This is done to demonstrate compliance with the legislative framework and appointment policies, as well as respect for the underlying staffing values. Well-maintained staffing documentation helps keep track of expected and actual results.

The Concept of Accountability

In the context of staffing, organizations are accountable to the PSC, which, in turn, is accountable to Parliament. Accountability can be described as a relationship between organizations and the PSC that is based on the obligations to review, demonstrate, and take responsibility for the management and results of the staffing system in light of agreed expectations. As well, an accountability relationship exists within organizations between managers and the deputy head.

The Legal Basis for Accountability

The new Public Service Employment Act (PSEA) gives the PSC the authority to make appointments to and within the public service. It further authorizes the PSC to delegate its appointment and appointment-related authorities to deputy heads. In turn, the deputy heads are accountable to the PSC for the proper use of these delegated authorities.

Following this approach, the PSC has entrusted its appointment and appointment-related authorities to organizations. It then holds them accountable for the exercise of these authorities through the Appointment Delegation and Accountability Instrument (ADAI), the Staffing Management Accountability Framework (SMAF) and a range of accountability mechanisms that assess staffing in terms of its management, results, conformity with legislation and policy, and respect for the Foundations for Appointments.

The PSC's Legal Right to Access Organizational Staffing Information in the Context of Staffing Accountability and Reporting

Both the former and the new PSEA impose on deputy heads and employees the duty to provide the PSC with the information it needs to carry out its functions for the purpose of staffing accountability and reporting.

The new PSEA includes a number of provisions dealing with the accountability of deputy heads to the PSC, as well as the PSC's right of access to departmental staffing information in the context of staffing accountability and reporting. For example, Section 135 states that "… deputy heads and employees shall provide the Commission with any facilities, assistance, information and access to their respective offices that the Commission may require for the performance of its duties."

The ADAI from the PSC to deputy heads reflects the requirement for organizations to provide this access to staffing information.

Foundations for Appointments

The preamble to the new PSEA describes the values, principles and results intended for a healthy staffing system. For accountability purposes, these values, principles and results have been regrouped into Foundations for Appointments: merit, non-partisanship, fairness, access, transparency, and delegation and accountability. They will constitute the basis for reporting on the staffing system in the new regime. The preamble states that Canada will continue to benefit from a public service:

• based on merit and non-partisanship and in which these principles are independently safeguarded;
• that strives for excellence;
• that is representative of Canada's diversity;
• that is able to serve the public with integrity and in their official language of choice;
• that embodies linguistic duality;
• that is characterized by fair, transparent employment practices, respect for employees, effective dialogue, and recourse aimed at resolving appointment issues; and
• in which those who have been delegated staffing authorities must be accountable for their proper use to the PSC.

Merit and non-partisanship are the core values. They are defined as follows:

• Merit: Persons to be appointed meet the essential qualifications for the work to be performed, including official language proficiency, as well as any additional qualifications, current or future operational requirements and any current or future needs of the organization identified by the deputy head and used in the assessment process.
• Non-partisanship: Employees are appointed and promoted free from political influence.

Fairness, access and transparency are the appointment values. They are defined in the Appointment Policy.

The last foundation is delegation and accountability, which is defined as follows:

• Delegation and Accountability: Organizations have established staffing management frameworks that ensure resourcing approaches and responsibilities are adapted to the specific needs of the organization, while meeting legislative and reporting requirements.

Interrelationship of values: In some cases, the PSC has expanded the definitions of the Foundations to clarify the interrelationship of the values, principles and results in the appointment process. For example, the foundation value access can include the concept of linguistic duality. This is because of the PSC'S responsibility in upholding this principle is to ensure that both Francophones and Anglophones have access to public service jobs.

The staffing value of competency under the former PSEA is now considered to be part of merit and will be achieved by the application of the new merit criteria, which require that the person to be appointed meet the essential qualifications and other merit criteria, if used by the manager.

In terms of the value of representativeness, the PSC's responsibility continues to be one of ensuring that members of designated groups have access to public service employment opportunities. For this reason, representativeness is now included as part of the definition of the foundation value of access.

Accountability Policy

The PSC's Accountability Policy articulates the PSC's position on accountability. It also provides an overview of the PSC'S oversight mechanisms and the means by which the PSC will hold deputy heads accountable for their delegated appointment authorities.

Glossary

A glossary has been developed for the modules of this Guide and is presented in the Annex to this introduction.

PSC Contacts for Accountability

Accountability Directorate

The Accountability Directorate is part of the PSC's Policy Branch. It contributes to the PSC's objectives of (1) providing independent oversight of the integrity of the appointment system; and, (2) reporting to Parliament on merit and the integrity of the staffing process.

An oversight analyst available to provide advice on accountability is assigned for each delegated organization. The list of oversight analysts is maintained on the PSC Web site.

PSC Accountability Web Site: http://www.psc-cfp.gc.ca/psea-lefp/framework/accountability/index_e.htm