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2019–20 Third Party Service Level Agreements Action Plan

(Back to Internal Audit of Three Third Party Service Level Agreements)

As part of the response from the Office of the Public Sector Integrity Commissioner (PSIC) to the audit report prepared by KPMG of the three Third Party Service Level Agreements, this Action Plan was developed to be implemented by March 31, 2020.

Recommendation

Activity

Target Date

1. The Deputy Commissioner, PSIC, should enter into discussion to amend the Memorandum of Understanding (MOU) with the Canadian Human Rights Commission (CHRC) to reflect the changes to the roles and responsibilities that have occurred to the compensation and Information Management / Information Technology (IM/IT) service delivery.
  • PSIC’s Deputy Commissioner and Chief Financial Officer (CFO) will hold discussions with CHRC regarding changes in roles and responsibilities around service delivery.
  • In accordance with discussions, the Deputy Commissioner and CFO will ensure that a list of proposed amendments to the MOU are developed.
March 31, 2020
2. The Manager, Financial Services, PSIC, should request a report that compares the fees charged to the incremental cost incurred by the Shared Human Resources Services of Public Service and Procurement Canada (SHRS-PSPC), perform an assessment of the fixed fee structure compared to a variable fee structure, as well as consider negotiating other fee arrangements to help ensure value for money of the service provided by SHRS-PSPC. This review could be performed once a year before the agreement is renewed.
  • PSIC’s Deputy Commissioner and Manager, Financial Services, will request a comparative report on fees from SHRS-PSPC.
  • The Manager, Financial Services will perform an assessment of the fee structure and, with the Deputy Commissioner negotiate a different fee structure, if necessary, to ensure value for money.
  • The Manager, Financial Services, will ensure that a review of costs is done on an annual basis.
March 31, 2020
3. The Manager, Financial Services, PSIC, should request additional information that supports the forecasted fees charged on a monthly basis for financial, HR and IM/IT services by CHRC, perform an assessment of the forecasted fees, as well as consider negotiating other fee arrangements to help ensure value for money for the services provided by CHRC. This exercise could be performed annually or anytime a significant change in roles and responsibilities occurs.
  • The Manager, Financial Services, PSIC, will request a detailed report on fees from CHRC.
  • The Manager, Financial Services will perform an assessment of the fee structure and negotiate a different fee structure, if necessary, to ensure value for money.
  • The Manager, Financial Services will ensure that a review of costs is done on an annual basis.
March 31, 2020
4. The Deputy Commissioner, PSIC, should contact the Director, Integrated Services Branch, Shared Services Integrated Sector, PSPC, to discuss the possibility of transitioning the My GCHR support services and reporting to SHRS-PSPC and negotiate any associated cost.
  • The Deputy Commissioner, PSIC, will identify the appropriate contact within SHRS-PSPC and set up a meeting with them to discuss the possibility of transitioning My GCHR support services and reporting to SHRS-PSPC.
  • The Deputy Commissioner will negotiate associated costs, if applicable.
March 31, 2020
5. The Manager, Executive Services, PSIC, should document the key HR processes, identifying the roles and responsibilities and share this information with key PSIC Management.
  • The Manager, Executive Services, PSIC, will identify and document key HR processes including associated roles and responsibilities.
  • The Manager, Executive Services will ensure that this information is accessible to PSIC management team.
March 31, 2020
6. The Deputy Commissioner, PSIC, should identify and coordinate training for a second individual within the current PSIC structure that would act as a back-up to the Manager, Executive Services, PSIC.
  • The CFO, PSIC, will identify a resource to ensure appropriate back-up in the area of HR coordination.
March 31, 2020
7. The Deputy Commissioner, PSIC, should procure the service of an IT consultant to help the Manager, Financial Services, PSIC, draft the IT Strategic Plan. This plan should include an evaluation of the service delivery options available to PSIC.
  • The CFO, PSIC, will put a contract in place to acquire the services of an IT consultant.
  • The Deputy Commissioner, PSIC, will ensure that the IT Strategic Plan is completed.
March 31, 2020
8. The Deputy Commissioner, PSIC, should seek to participate in client satisfaction surveys and, in the absence of client satisfaction surveys, initiate regular discussions with the service provider to highlight best practices, issues needing resolution and areas for improvement to promote possible process efficiency.
  • PSIC's Deputy Commissioner and CFO will initiate a discussion with PSIC’s service providers.
  • The Deputy Commissioner and CFO will set up regular and ongoing discussions with service providers in order to be proactive in addressing any issues and to promote process efficiency.
March 31, 2020
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