Fast Track Staffing Self Service Web-Enabled Information Portal

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The Department of Fisheries and Oceans (DFO) is leading a collaborative venture for the advancement of the Public Service Renewal project to implement and develop the Fast Track Staffing self service web-enabled information portal. The Canadian Food Inspection Agency (CFIA) and Environment Canada (EC), in collaboration with DFO, implemented the Fast Track Staffing (FTS) application on March 31 2008. Agriculture and Agri-Food Canada (AAFC) implemented Fast Track Staffing (known as Express Lane Staffing (ELS) within AAFC) in 2007. Each organization is responsible for maintaining and managing the Fast Track Staffing (FTS) self service web-enabled information portal.  There is no interconnectivity between departments as no HR information is shared across departments.

The implementation of Fast Track Staffing has met one of the top priorities of the Clerk of the Privy Council, namely the link to the PS Renewal Action Plan Commitment: ‘In 2007/08, the CPSA will enable the adoption of the ‘Fast Track’ staffing model developed by Agriculture and Agri-food Canada in at least two other departments as a first step towards system-wide application.’

Fast Track Staffing is a self service web-enabled information portal for managers that both simplifies and expedites select staffing actions requiring limited Human Resources (HR) consultation. Managers are able to fast track low risk staffing actions through the timely provision of appropriate documentation to a dedicated unit within the department/agency. The benefits of this application include rapid turnaround time, user-friendly, and easy access to information.  From an HR perspective, this application provides consistency in processing, centralization of information^[1], and the removal of high volume transactions from HR Advisors’ workload, allowing time for more strategic discussions with managers.

Personal information used for the staffing actions and entered into the Fast Track Staffing application by the authorized users^[2] is gathered from individuals submitting applications and resumes through use of normal government recruiting mechanisms^[3]. Fast Track Staffing is collecting the same information as previous but is processing it differently. The following information remains collected:

• Personal data such as Name and Personal Record Identifier (PRI)^[4], Date of Birth (DOB), Resumes;
• Group and position numbers; and
• HR information for staffing purposes.

The most significant finding and associated recommendations to help mitigate potential privacy risk(s) for the Fast Track Staffing application is presented below within the ten privacy principles as stated in the TBS guidelines.  The Privacy Impact Assessment (PIA) findings and recommendations are applicable for each Department (EC, DFO, CFIA and AAFC) unless a specific privacy risk was identified for a particular Department.

Disclosure and Disposition of Personal Information

No personal information will be used, disposed or disclosed outside the Departments (EC, CFIA, AAFC and DFO).  There are no retention periods defined for the Fast Track Staffing Application as no information is directly stored.   However personal information in transit on the e-mail server will be deleted manually once transferred to the Human Resources Management System (HRMS)/ Human Resources Management Information System (HRMIS) database.  Information collected by the Fast Track Staffing application and manually stored in HRMS/HRMIS will have defined disposal procedures in place.  If e-mails are archived personal information will be destroyed or sanitized when no longer required as per EC, CFIA, AAFC and DFO retention and disposal standards.  A procedure will be developed to address this specific requirement to ensure that the hardware is sanitized in accordance with the Department’s standards.

In its current deployment, the privacy risk (disclosure and disposition of personal information) for the Fast Track Staffing application is minor.  This PIA will be reviewed and amended if any new risks are identified as a result of new operational requirements and/or significant configuration changes, impacting the utilization of the Fast Track Staffing application.

Contacts for inquiries on the application

Fisheries and Oceans Canada

Public inquiries: http://www.dfo-mpo.gc.ca/Contact-eng.htm
Media inquiries: http://www.dfo-mpo.gc.ca/media/contacts-eng.htm

Agriculture and Agri-Food Canada

Public Information Request Services
Agriculture and Agri-Food Canada
Sir John Carling Building
930 Carling Ave
Ottawa, Ontario
K1A 0C7
Telephone: 613-759-1000
Fax: 613-759-7977
For the hearing and speech impaired (TDD/TTY): 613-759-7470
E-mail: info@agr.gc.ca

Media Relations
1 866 345-7972, or,
(613) 759-7972
mediar@agr.gc.ca

Canadian Food Inspection Agency

Public Information Request Services: 1-800-442-2342
Media Relations: 613-228-6682

Environment Canada

Public Information Request Services and Media Relations contact:
Adine Patterson at (819)934-7132.

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[1] All personal information will be processed and centralized within the FTS Unit. The organizational structure for the departments and agency are being centralized nationally thus the mention of centralization information.

[2] Authorized users are identified as FTS Staff, Administrative assistant and delegated manager.

[3] The government recruiting mechanisms can be found at: http://www.psc-cfp.gc.ca/centres/empl_e.htm

[4] CFIA will not use PRI or DOB on the e-form