Public Works and Government Services Canada

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2008

Public Works and Government Services Canada

General Information

Background

Public Works and Government Services Canada (PWGSC) was created in 1993 through the amalgamation of the former Government Telecommunications Agency (Communications Canada), Public Works Canada (PWC), Supply and Services Canada (SSC), and the Translation Bureau (Secretary of State of Canada).

Following the government's decision to review the way in which corporate communications will be delivered, on April 1, 2004, PWGSC assumed some of Communication Canada's functions.

The Office of the Procurement Ombudsman, an independent Office, and part of the portfolio of the Minister of Public Works and Government Services Canada,was established on May 15, 2008, as one of the final steps in the implementation of the Federal Accountability Act.

Responsibilities

The Department of Public Works and Government Services is the major provider of central and common services to the Government of Canada. Its services and programs are delivered through offices across Canada, and in the United States and Europe.

Common services include the administration and management of payments in lieu of taxes, acquisition, management, operation, maintenance, design, construction, repair and disposal of federal real property, on a fee-for-service basis; the acquisition of goods and services for federal departments and agencies; disposal of surplus moveable Crown assets on behalf of departments and agencies; seized property management; marine inspection and technical services; advertising coordination; public opinion research coordination; information management / information technology infrastructure and common services; and the development and application of standards for federal government procurement. Special Operating Agencies within PWGSC also offer common services such as translation, interpretation, on an optional, fee-for-service basis.

The Department also carries out certain administrative and management functions on behalf of the federal government. These include the Receiver General for Canada function; the Queen's Printer function, government wide-central accounting and reporting; administration of the public service payroll and overall administration of the pension plan for federal public service employees; and the provision of productive working environments for 187,000 federal employees in 2,500 locations across Canada. The Department manages a diverse portfolio of office space and other general purpose property, as well as certain bridges, highways, locks, dams, and the Parliamentary Precinct. Use of these functions is normally mandatory for federal departments and agencies.

The Office of the Procurement Ombudsman reviews complaints from suppliers, procurement practices in departments and agencies, and makes recommendations for the improvement of those practices to ensure improved fairness, openness and transparency in the procurement process.

Legislation

Anti-Personnel Mines Convention Implementation Act, S.C. 1997, c. 33 (for the application of articles 18 and 22 only)
Bridges Act, R.S.C. 1985, c. B-8 (See also Table of Public Statutes, except Fort Falls Bridge Authority, Blue Water Bridge Authority and Buffalo and Fort Erie Public Bridge Company)
Canadian Arsenals Limited Divestiture Authorization Act, S.C. 1986, c. 20
Cheque Issue Regulations, 1997 (SOR/97-240)
Controlled Goods Regulations (SOR/2001-32)
Defence Production Act, R.S.C. 1985, c. D-1, as amended
Department of Public Works and Government Services Act, S.C. 1996, c. 16
Dry Docks Subsidies Act, R.S.C. 1985, c. D-4
Expropriation Act, R.S.C. 1985, c. E-21
Federal District Commission to have acquired certain lands, An Act to confirm the authority of the 1979, c.7
Garnishment, Attachment and Pension Diversion Act, R.S.C.1985, c. G-2 (NB. Certain provisions of Part II only.)
Government Property Traffic Act, R.S.C. 1985, c. G-6
Kingsmere Park Act, R.S.C. 1952, c.161
National Flag of Canada Manufacturing Standards Act, R.S.C. 1985, c. N-9
Ottawa River, an Act respecting certain works, S.C. 1870, c. 24
Payments in Lieu of Taxes Act. S.C. 2000, c.8. to amend Municipal Grants Act, R.S.C. 1985, c. M-13
Pension Benefits Division Act, S.C. 1992, c.46, Sch.II, Part Only See SI/94-122
Pension Diversion Regulations, (SOR/84-48)
Procurement Ombudsman Regulations, (SOR/2008-143)
Public Service Annuation Act, (R.S. 1985, c. P-36)
Public Service Superannuation Regulations, (C.R.C. c. 1358)
Seized Property Management Act. R.S.C. 1993, c. 37
Statutes Act, Publication of - R.S.C. 1985, c. S-21
Statutory Instruments Act R.S. 1985, c.S-22, S-10
Statutory Instruments Regulations, C.R.C. c. 1509
Supplementary Retirement Benefits Act, (R.S., 1985, c. S-24)
Surplus Crown Assets Act, R.S.C. 1985 c. S-27
Translation Bureau Act, R.S.C. 1985, c. T-16

Organization

Deputy Minister
In accordance with Section 4 of the Public Works and Government Services Canada Act, the Deputy Minister of Public Works and Government Services Canada is the deputy head of the Department. The Office of the Deputy Minister develops, coordinates and implements the Departmental Program consistent with the powers, duties and functions outlined in Section 5 of the Act and provides administrative support to Crown Corporations for which the Minister has responsibility. The Deputy plays the central role in formulating advice for the Minister on policy matters and on alternative means of achieving government objectives, as well as implementing effectively the government's policies and programs.

The Deputy is authorized in law to exercise on the Minister's behalf the management and direction of the Department. In so doing, the Deputy is naturally subject to the Minister's direction. At the same time, the Deputy is required by law to observe financial, administrative and personnel management standards and practices established government wide by the Treasury Board on behalf of the Ministry as a whole.

Associate Deputy Minister
The Associate Deputy Minister supports the Deputy Minister in managing all aspects of departmental business. In this context, the Associate DM's duties include leadership of various specific initiatives, and a special focus on priority areas, as requested by the Deputy Minister. Program objectives are carried out by one Associate Deputy Minister (Associate DM) and Branch Heads located at headquarters in Gatineau, Quebec and five Regional Directors General (RDGs) located across the country.

Accounting, Banking and Compensation Branch (ABC)
The mission of the Accounting, Banking and Compensation Branch is: the fulfillment of Receiver General responsibilities, the administration of compensation services, and the provision of services and optional products in the area of finance. In fulfilling these roles, the Accounting, Banking and Compensation Branch is organized into the following areas of responsibility which are detailed below:

Banking and Cash Management Sector (BCMS)
Responsible for carrying out the public money and banking program activities mandated to the Receiver General by the Financial Administration Act. Banking and Cash Management functions include the administration and recording of inflows to and outflows from the Consolidated Revenue Fund, and the negotiation and tendering for banking services and facilities required by the government. Its activities include the issue of Receiver General Payments, the management of the deposit of all money collected by the government, placement of excess funds in interest earning accounts at Canadian financial institutions, and the settlement for redeemed government payment instruments (cheques, direct deposit payments, electronic payments, and Employment Insurance warrants). There is also an internal automated functional test, web development and office automation facility to support the Accounting Banking and Compensation Branch business operations.

Central Accounting and Reporting Sector (CARS)
The Central Accounting and Reporting Sector, carries out its Receiver General government-wide central accounting and reporting responsibilities through the maintenance of the Accounts of Canada, the preparation of the Government's monthly financial statements and the production of the annual Public Accounts. To carry out these responsibilities, the Sector operates and maintains the Central Financial Management Reporting System, the Receiver General General Ledger and the Payroll System General Ledger. The Sector also offers a common service to other government departments by operating and maintaining the Common Departmental Financial System.

Cheque Redemption Control Directorate (CRCD)
Cheque Redemption Control Directorate (CRCD) manages the redemption of payments and offers investigative and custodial services for Federal Government payments. CRCD also provides optional document handling and storage services for departments.

Compensation Sector
Authority and responsibility for the pay and benefits function for federal public servants are shared by all Government departments and agencies. The Treasury Board manages the compensation function for employees who staff the Government's departments and many of its agencies; individual departments and agencies administer day-to-day pay and benefits operations; and Crown Corporations and other separate employers manage and administer compensation for their respective employees.

This sector is responsible for the administration of compensation systems and services such as the provision of pay, pensions, insurance, operational activities, including communication to active and retired Public Service Pension Plan members, as well as training and advisory services on a government-wide basis through such products as Public Service Pay and Pensions, RCMP Pay, Canadian Forces Superannuation, Members of Parliament Retirement Allowances and Judges' Pensions. Delivery of these services is accomplished through a national network of 7 service offices which respond to approximately 120 departments and other federal organizations.

Superannuation, Pension Transition, and Client Services Sector (SPTCSS)
In partnership with the Compensation Sector, SPTCSS acts as the primary office responsible for the administration of the Public Service pension plan for active plan members, the Public Service Superannuation Act (PSSA) and related regulations and legislation; provides administrative support to the underwriters responsible for several public service group benefit plans, Public Service Health Care Plan (PSHCP), the Public Service Management Insurance Plan (PSMIP), the Disability Insurance Plan (DI), and the Post Retirement Life Insurance Plan (PRLIP); administers the Pensioners' Dental Services Plan; determines eligibility for benefits, computing, authorizing and paying benefits to active plan members, retired plan members, spouses/former spouses common-law partners and survivors; provide records maintenance; ensures quality assurance; provides statutory interpretation and advice; develops and distributes procedures and communications; provides client inquiry and liaison services; provides training course design and delivery; and operational and business planning.

In providing these services, the Sector works closely with the PWGSC Compensation community and the Human Resources offices of PSSA participating departments, agencies and corporations.

Acquisitions Branch (ACQ)
The Acquisitions Branch provides departments and agencies with expert assistance at each stage of the supply cycle and offers tools that simplify and accelerate the acquisition of goods and services. It ensures that the government exercises due diligence and maintains the integrity of the procurement process. The Acquisitions Branch provides customers with comprehensive services for acquiring complex and commercial goods and services. Purchases range from office supplies to military ships to security systems and everything in between. Acquisitions Branch carries out all steps in the procurement process. These include: assisting in the identification of goods or services to be purchased; selecting the most effective procurement approach; developing appropriate evaluation criteria; calling for, receiving and evaluating bids with customer departments; negotiating contracts; debriefing unsuccessful bidders; and administering contracts with customer departments.

Acquisitions Branch also develops, implements and maintains policies, tool kits and standards; provides operational advice, and develops innovative electronic approaches. It also provides a broad range of training, seeks out innovative services and alternate forms of service delivery, and manages quality assurance, performance review and performance indicators. Branch national programs include the Canadian General Standards Board; traffic management; Crown Assets distribution; seized property management; forensic accounting and cost price analysis; marine inspection and technical services and advice on major and complex procurements or projects. A specific mandate of this Branch is to establish and expand partnership relationships with many other industry associations involved with government procurement.

Acquisitions Branch is divided into eight (8) sectors as follows:

Commercial Acquisition and Supply Management Sector (CASMS)
The Commercial Acquisitions and Supply Management Sector provide national leadership in the development and implementation of strategies and initiatives that meet the acquisition requirements and expectations of client departments, agencies and boards. The goods and services managed and acquired are diverse, complex and sophisticated, and these include the management of real property contracts for the design and construction of buildings, marine facilities, roads, bridges and public utilities; management and renewal of Alternate Form of Delivery contracted services for the management of real property assets; a portfolio of logistics, fuel, electrical and transportation products and services; and commercial and consumer products and services such as furniture, clothing, food and pharmaceutical products. The sector is also responsible for providing leadership in the management and disposal of seized and government owned assets and specialized cost and forensic accounting services.

CASMS is composed of eight Directorates: Real Property Contracting; Alternate Forms of Delivery New Procurement; Logistics, Electrical, Fuel and Transportation; Commercial and Consumer Products; Crown Assets Distribution; Seized Property Management and Cost and Forensic Accounting; and, Electronic Acquisitions Business and Government of Canada Marketplace.

Land, Aerospace, Marine Systems and Major Projects Sector (LAMS and MP)
The LAMS and MP Sector is responsible for establishing and managing contracts to acquire a wide range of technically complex systems for the land, marine and aerospace environments including the acquisition of military and civilian aircraft and ships and related systems, equipment and spare parts; avionics systems including radar and sensors; underwater systems including trainers and simulators; land communications systems and security and information operation systems; and a wide range of technically complex armament systems such as wheeled and tracked armoured vehicles, large and small caliber weapons and ammunition. Also, LAMS and MP Sector acquires services such as equipment/systems engineering, repair and overhaul and maintenance services and provides marine inspection and technical services on a fee-for-service basis.

LAMS and MP Sector is composed of eleven Directorates: Aerospace Equipment Program; Armoured Vehicles Projects; Electronics, Munitions and Tactical Systems Procurement; Joint Support Ship Project (JSS); Major Projects - Air; Major Projects – Land and Sea; Marine Systems Directorate; Strategic Initiatives and Decision Support; Procurement for Afghanistan Taskforce; Strategic and Tactical Airlift Project; Major Crown Projects – Canadian Coast Guard Fleet Renewal Projects.

LAMS and MP Sector is also responsible for the PWGSC European Office in Koblenz, Germany, and the PWGSC Washington, D.C. Office.

Client Engagement Sector (CES)
Client Engagement Sector's mandate is to support and assist departments in improving their procurement processes and practices.

CES provides a wide range of services and tools that help better manage departments spends; share procurement knowledge and best practices; identify and implement procurement and commodity management strategies; manage the client "interface" message and activities while presenting and updating client departments on PWGSC's procurement tools and mechanism.

Client Engagement also conceptualises and implements a whole of government approach in delivering the Procurement Transformation services while improving client satisfaction with Acquisitions.

Client Engagement Sector is divided into seven Directorates: Acquisition Account Executive; Client Engagement Coordination; Commodity Management and Procurement Engineering; Performance Management; Spend Management; Business Process Re-engineering and, Communications.

Policy, Risk, Integrity and Strategic Management (PRISM) Sector
The PRISM Sector provides strategic direction, advice and oversight to the Acquisitions Business Line. This includes developing strategic policies in support of the Government's trade obligations and socio-economic objectives; developing and maintaining a framework of acquisition policies, procedures and tools to foster the cost-effective and efficient delivery of acquisition services to government departments and agencies; providing Procurement Review Committee Secretariat services; advising, coordinating and acting as the branch focal point for handling Treasury Board Submissions; ensuring the integrity of the procurement process through cost audits, quality assurance and contract quality control; delivering risk management advisory services, including areas related to insurance and Limitation of Liability; preparing procurement reports; acting as the Branch focal point for all Auditor General and internal audit activities; enhancing contract management; supporting the branch's operations and financial management; and, developing and implementing the branch human resource management strategy.

PRISM Sector is divided into five Directorates: Acquisition Program Integrity Secretariat; Acquisition Policy and Process; Business Management; Contract Management and, Professional Development and Change Management.

Services and Technology Acquisition Management Sector (STAMS)
STAMS manages contracting of assigned goods, services and business solutions, including contract administration and life cycle management, on behalf of a wide range of federal governments department and agencies. These goods, services and business solutions include: acquisitions in support of complex electronic transformational or process outsourcing projects; complex electronic infrastructure and systems procurement projects; telecommunications systems and services; hardware, software and shared systems procurement projects; specialized professional services including professional consulting, auditing, translation and interpretation services and; services to serve the needs of the Consulting, Information and Shared Services Branch and the Translation Bureau.

STAMS also offers procurement tools consolidated procurement instruments and methods of supply aimed at simplifying and accelerating the procurement process such as the Temporary Help Services (THS) standing offers as well as the Professional Services On-line (PSO) electronic tool.

STAMS is composed of six directorates: Special Procurement Initiatives (SPID); Professional Services Procurement (PSPD); Professional Services Business Initiatives (PSBID); Informatics and Telecommunications Systems Procurement (ITSPD); Software and Shared Systems Procurement (SSSPD); and Information Technology Shared Services Procurement (ITSSPD).

Services and Specialized Acquisitions Management Sector (SSAMS)
SSAMS is responsible for the management of a program for the procurement of a comprehensive range of commodities to meet the requirements of a diverse range of customers including the establishment and life-cycle management of long-term major contracts for National Defence and NATO countries through the Alternate Service Delivery mechanism; the acquisition of communications products and services; specialized research and development services; and, transportation and travel management services. The Sector is also responsible for the cost effective implementation of a wide range of comprehensive standards development and conformity assessment services; the provision of high quality travel services and tools within an end-to-end integrated travel management service; and, for the procurement and management of Major Complex Projects including Major Crown Projects (MCPs), with emphasis on services.

SSAMS comprises six Directorates: Canadian General Standards Board; Communication Procurement; Major Project Services; Science Procurement; Shared Travel Services Initiative; and, Traffic Management.

Office of Small and Medium Enterprises Sector (OSMES)
OSME is a Small and Medium Entrerprise (SME) advocacy office within the acquisitions branch of Public Works and Government Services Canada (PWGSC). Its primary objective is to increase business opportunities for SMEs in Government of Canada procurement. OSMEs goals include aiding SMEs in navigating the procurement system, ensuring the fair and equitable treatment of SMEs in the procurement process, and supporting the simplification and increased efficiency of Government of Canada procurement.

OSME addresses concerns typically raised by SME suppliers, which include access to government procurement, accountability, complexity of government procurement processes, the renewal of the procurement strategies, and the socio-economic impact of government procurement policies.

The OSME mandate is to engage SMEs to understand their concerns and interest them in doing business with the government. OSME makes every effort to assist and inform suppliers navigating the procurement system; to monitor and analyze the participation of SMEs in procurement; and to remove barriers facing SMEs. In addition, OSME strives to recommend how government supply strategies can provide increased opportunities for SMEs, and to ensure procurement policies recognize the interests and contributions of SMEs. OSME fulfills its mandate by seeking input from suppliers, developing action plans and initiatives to address supplier concerns, and assessing the effectiveness of these initiatives.

OSME headquarters is made up of three directorates: Procurement Policy, Strategic and Horizontal Policy, and Strategic Relations and Client Services. In addition to these directorates, there are OSME regional offices located in the Pacific, Western, Ontario, National Capital, Quebec and Atlantic regions of Canada.

Procurement Renewal Office (PRO)
PRO provides strategic and management advice and leadership to the Acquisitions Branch (AB), working in collaboration with AB sectors and other PWGSC branches. PRO works within AB and across Branches to continuously develop new directions for the renewal of Government procurement. PRO ensures that well-designated and implemented projects are in place to support the renewal initiatives. The office supports, coordinates all business and corporate reporting for the Branch, ensuring integration of information across the various AB sectors, reporting on progress against targets and resovling issues arising from Ministerial Correspondence and inter-jurisdictional business. PRO is composed of three Directorates.

Strategic Planning Directorate guides the development of policies related to transformation, renewal and change, applies strategic analysis, and provides recommendations to define and make possible the Government's procurement renewal agenda.

Project Management Directorate provides strategic leadership in project planning, design and management, project-related performance management, and communications.

Acquisition Strategy and Relations Directorate provides corporate-level strategic direction to Acquisitions Branch by influencing, gathering and developing Branch input for planning documents such as the Report on Plans and Priorities, the Departmental Perfrormance Report, the Management Accountability Framework and Branch Business Plan.

Audit and Evaluation Branch (AEB)
As a key provider of assurance in support of oversight by the Deputy Minister, the Office of the Comptroller General and Treasury Board Secretariat, the Audit and Evaluation Branch provides independent information on business performance and management controls so that decisions can be taken respecting public value and the future disposition of policies, initiatives and programs. The Branch provides the following types of assurance services: Internal Audit, Evaluation and Auditor General Coordination function.

The Internal Audit Services Directorate is responsible for conducting audits, including attest audits, across the Department. Its mandate is to provide an independent and objective assessment of the adequacy of control frameworks and practices to achieve results and manage risk concerning information for decision-making and reporting.

The Evaluation Directorate, through the provision of independent evaluation services, offers an objective review of programs, policies and initiatives to assess their objectives and design, cost-effectiveness and achievement of results.

The Branch supports the Department's open and cooperative relationship with the Office of the Auditor General by providing a single point of coordination for all Auditor General activities.

Audit Services Canada (ASC)
t and assurance services on an optional, fee-for-service basis to federal government departments and agencies across Canada. ASC's services may also be provided upon request to provincial, municipal, territorial and Aboriginal governments in Canada and to foreign governments and international organizations. Through these services, Audit Services Canada seeks to make a leading contribution to the improvement of public sector management and operations in Canada and abroad.

Consulting, Information and Shared Services Branch (CISSB)
CISSB provides four distinct common services to departments and agencies, with a goal to: strengthen government communications through well-integrated, cost-effective Government Information Services that comprise; Communications Services, the Canada Gazette, Publishing and Depository Services, and Electronic Media Monitoring; Government of Canada Exhibitions Program; Public Opinion Research and Advertising Coordination; improve public sector management through Government Consulting Services; contribute to Canada's economic, security and defense objectives through its Industrial Security Sector; and enhance the efficiency and effectiveness of corporate administrative shared systems and offer human resources services through its Shared Services Integration Sector.

These four common services are supported by the Business Planning and Management Sector, which offers services internal to CISSB. A more detailed description of the Branch is provided below.

Communications Services Sector
Communications Services make it possible for the public to easily access information concerning Government of Canada activities and publications through the Canada Gazette and Publishing and Depository Services. Additionally, the Electronic Media Monitoring Program enables departments and agencies to access various electronic versions of Canadian news sources.

Canada Gazette
The Canada Gazette has been the official newspaper of the Government of Canada since 1841. Publication in this journal is mandatory under the Statutory Instruments Act and the Statutory Regulations, and serves as official notice to Canadians. The Canada Gazette Directorate is responsible for the timely publication and distribution of Part 1, 11 and 111 of the Canada Gazette. The Canada Gazette has been accessible online since 1998. Since April 1, 2003, the PDF version has been published at the same time as the printed edition and has the same official status.

Electronic Media Monitoring (EMM)
The Electronic Media Monitoring (EMM) Program acts as a broker for Government of Canada institutions in obtaining a right of access to electronic versions of Canadian news sources. There are more than eighty federal organizations registered as users of EMM sources.

Publishing and Depository Services (PDS)
Canadian Government Publishing has been the Official Publisher of the Government of Canada (GC) since 1869 and is the administrator of Crown copyright and licensing.

The Depository Services Program was created by Order in Council in 1972 to provide Canadians with free access to GC publications through libraries through the Library Network. Both programs work in tandem to ensure that federal government information and publication are easily accessible to Canadians.

PDS is also responsible for the management of the GC database publications website.

Government of Canada Exhibitions Program (GCEP)
GCEP provides Canadians with a unique opportunity to interact with Government of Canada representatives in person and to receive information on government programs and services.

The Canada Pavilion, a key component of GCEP, is a traveling showcase bringing together different departments under one corporate umbrella.

Beyond the Canada Pavilion, GCEP coordinates the co-location of departments at events across Canada each year. Over the last six years, more than 6.4 million visitors have come to the Canada Pavilion or other events coordinated by GCEP.

The Program also coordinates departmental exhibit plans under Article 22 of the Communication Policy of the Government of Canada, which encourages departments to submit their exhibitions plans in order to enhance a unified and coherent presence of the Government at events. Approximately 50 departments and agencies register their exhibitions plans in a database.

GCEP funds the Government of Canada Rural Exhibits Program, which is managed by Agriculture and Agri-Food Canada, and promotes Government of Canada programs and services at some 60 events in rural and remote communities across Canada.

Since it creation in 2000, GCEP has been well received by Canadians. For example, survey results from five Canada Pavilion events indicate that 94 percent of visitors support this initiative and 94 percent find that speaking face-to-face with a government representative is helpful to them.

Public Opinion Research and Advertising Coordination (PORAC)
PORAC comprises two directorates, Public Opinion Research (POR) and Advertising Coordination and Partnerships (ACP). Both provide mandatory common services to other governmental institutions.

Public Opinion Research Directorate (PORD)
PORD provides coordination and advisory services for public opinion research. It advises government departments on research plans and methodologies, as well as legislative, policy and procedural requirements in order to help them ensure that Government of Canada policies and standards are upheld.

The Directorate also manages the Research Information Management System, a database and project management tool for clients. It publishes an annual report on Government of Canada POR acitivities and provides information sessions, orientation guides and best practices studies to build capacity in the federal government.

Advertising Coordination and Partnerships Directorate (ACPD)
ACPD provides coordination and advisory services on advertising and partnerships. The Directorate promotes greater accountability and transparency in government advertising through the publication of an annual report on Government of Canada advertising. It also advises government departments on advertising-related legislation, policies and directives; promotes best practices in government advertising; shares lessons learned from past activities and undertakes knowledge and skills development for government advertisers.

In addition, the Directorate manages the Government's central Agency of Record, which buys advertising and media space and time. It also manages the Advertising Management Information System, a government-wide database and campaign management tool.

Government Consulting Services (GCS)
GCS provides specialized management consulting services for the public sector, on a full cost-recovery basis, to support Government priorities as well as change management and international development agendas. Services are provided, both domestically and on international assignments, in the following areas: organizational effectiveness, strategic HR, integrated HR and business planning, change management, program evaluation, performance measurement, governance, sustainable development, environmental management, financial management, risk management, decision support, IT and security management, project management, knowledge and information management, and litigation support.

Particular emphasis is placed on services where GCS's position within government, and that of its employees as public servants, add specific and unique values. Services are provided on the basis of an interdepartmental letter of agreement which is negotiated for each assignment.

Industrial Security Sector (ISS)
ISS is responsible for managing the Government of Canada's Industrial Security Program (ISP) to ensure the safeguarding of controlled goods as well as Canadian and foreign government classified and protected information and assets in the private sector. ISS delivers two activities: contract security and controlled goods. These activities are delivered by three directorates: contract security is delivered by the Canadian Industrial Security Directorate (CISD) and International Industrial Security Directorate (IISD); controlled goods is delivered by the Controlled Goods Directorate.

Contract Security Activity
The Contract Security activity derives its mandate from the revised 2002 Government Security Policy, the North Atlantic Treaty Organization (NATO) Agreement for the security of information, and 13 bilateral industrial security arrangements. These activities are comprised of five key functions: Personnel Security Screening: provides personnel screening services for PWGSC employees and industry personnel involved in government contracts; International Industrial Security: negotiates industrial security agreements with other countries, authorizes domestic and foreign visits to facilities with sensitive contracts, and approves transmittal of classified / protected contract-related documents; Inspections and Investigations: inspects companies that have access to protected and classified information and assets to ensure proper physical, document and information security measures are in place; Industrial Security Operations: specifies security terms and conditions in contractual documents and ensures the registration of companies accessing protected / classified information and assets; Joint Certification Program: co-manages this joint U.S. – Canada program that provides certified Canadian and U.S. organizations access to unclassified defence-related information.

Controlled Goods Activity
The Controlled Goods activity assesses individuals and companies that handle controlled goods to ensure compliance with the Defence Production Act and Controlled Goods Regulations. Controlled goods include items such as military vehicles, missile technology and satellites. The Controlled Goods Directorate manages this program by: validating requirements for company registrations; security assessing company ownership and key officials; inspecting facilities to ensure compliance with the Act and Regulations; security assessing foreign visitors and temporary workers and referring potential prosecutions to appropriate law enforcement authorities.

The Controlled Goods activity contributes to Canada's economic, security and defence interests by: facilitating continued access by Canadian industry to domestic and international government contracts and by preserving Canadian licesing exemptions contained in US International Traffic in Arms Regulations (ITAR).

Program Harmonization and Services Directorate (PHSD)
Program Harmonization and Services Directorate (PHSD) provides strategic advice to all levels of management within the Sector and directs the development, implementation and management of the framework, policies, directives and processes required to provide sustaining functions for the Sector in the areas of business planning, policy, management information services, financial management, training, performance measurement, quality management, information technology and administrative/human resource services.

Shared Services Integration Sector (SSIS)
SSIS provides integrated program support and management to clusters of departments and agencies that use the following corporate administrative shared systems: Government of Canada Human Resources Management System (GC HRMS); Human Resources Information System (HRIS); Integrated Finance and Material Management System (IFMS); Automated Material Management Information System (AMMIS) and Free Balance. The Treasury Board Secretariat has sanctioned a number of corporate administrative systems for use in government and encourages departments and agencies to use one or more of these systems and to form user groups or clusters to share in the cost of system maintenance and development. Cluster members collectively govern the system direction but rely on a Program Office to deliver the system for implementation in the member departments. SSIS is the Program Office for each cluster.

SSIS also provides Human Resources (HR) services to small government departments and agencies that do not have their own corporate HR functions.

Business Planning and Management Services Sector (BPMS)
BPMS advises the Assistant Deputy Minister, CISSB, on the strategic direction of the Branch, and is responsible for business planning, performance measurement and governance. This sector also develops and implements effective business and management approaches and initiatives. It is in charge of the business infrastructure and support functions for the effective operations of the Branch.

Corporate Services, Policy and Communications Branch (CSPCB)
CSPCB is responsible for supporting the Minister, Deputy Minister and Associate Deputy Minister in their dealings with Cabinet, Parliament, Central Agencies, other government departments and agencies, and the public. It coordinates department-wide initiatives and provides corporate communications support as well as corporate leadership in the development of frameworks for business planning, quality control and performance measurement, and monitoring and reporting. It is also responsible for corporate programs including health, safety, security and administration. The Office of Greening Operations is now under the governance of CSPCB and is commited to accelerate the greening of the government's operations.

Communications Sector
The Communications Sector provides a full range of communications services and products; provides advice on the communications implications of programs, policies and decisions; supports the Minister and the Deputy Minister in carrying out their parliamentary responsibilities; and supports individual branches and agencies in communicating their services to clients. The Communications Sector also works with managers to facilitate ongoing, two-way communications with employees by developing internal communications strategies so that PWGSC employees are informed about, and can participate in, key developments in the Department.

Corporate Policy / Strategic Analysis and Planning Sector
This sector is responsible for corporate business planning, corporate policy, international and intergovernmental cooperation, Cabinet and Treasury Board submission services, maintenance and advocacy of the Management Accountability Framework (MAF) and the Program Activity Architecture (PAA) as well as monitoring corporate performance information. It is also responsible for corporate client relation management including the provision of regular reports to the Departmental Policy Committee on horizontal analysis of strategic client service issues, customer satisfaction survey results and service performance measurement. As well, it is also responsible for analysis of corporate issues, and departmental co-ordination of government-wide initiatives. It represents PWGSC on interdepartmental policy or planning committees. Further, it provides research and support to the Minister, the Deputy Minister and the Departmental Policy Committee. The sector provides corporate leadership in the establishment of PWGSC businessprinciples and in the related departmental business management model.

Executive Secretariat (ES)
Its mandate is to provide support and to act as a focal point on departmental issues and activities, and to administer related programs for the Minister, the Deputy Minister, the Associate Deputy Minister, and the Departmental Executive Team. The sector oversees the operations of the Regional Secretariat which is responsible for providing coordination, communications, financial and administrative support to the Regions and the Deputy Minister's Office related to regional activities.The ES is comprised of: the Access to Information and Privacy Directorate, the Ministerial Services Directorate, the Ministerial Correspondence Directorate, the Ministers' Regional Offices (MROs) Directorate and the Regional Secretariat. Further, it provides research and support to the Departmental Policy Committee.

Corporate Services Sector (CS)
CS provides PWGSC with a security program that ensures the co-ordination of all policy functions and the implementation of policy requirements, by managing a broad range of programs, including the Corporate Security Program, Health and Safety Program and the Emergency Preparedness Program, for the Department.

The Director General, CS is the Departmental Security Officer (DSO), responsible for the development and implementation of departmental Security, Health, Safety and Emergency Preparedness Programs that ensure the achievement of the mandatory requirements of Part II of the Canada Labour Code and the Government Security Policy, regulations and standards in an effective and cost-efficient manner.

CS is the centre of expertise that fosters and advances the integration of the various security functions within the Department (referred to as the Departmental Distributed Security Network), central agencies and government security agencies.

CS is also responsible for the policy, planning, delivery and control of a broad range of Branch and Corporate-wide services. These services include records and document management, forms management, mail management services, materiel management, library, departmental policy, departmental directory service and corporate accommodation.

Library Services
PWGSC Departmental Library Services provides information and research support services to departmental employees and contractors in support of their administrative and operational requirements, through the identification, acquisition, indexing, dissemination, marketing, preservation, and maintenance of published and documentary resources in all formats. The Library serves as a repository for departmental published and documentary resources in all formats, and provides advice and guidance on techniques and practices related to the management of information. The Library also provides technical support for the indexing and management of information resources acquired by other departmental information

Office of Greening Government Operations
The Office of Greening Government Operations (OGGO) provides advice and guidance to departments and agencies on a wide range of activities related to the greening of their operations. Through close collaboration with other federal departments, particularly the Treasury Board Secretariat and Environment Canada. The Office of Greening Government Operations works to accelerate the greening of the governement's operations by promoting the establishment of government wide priorities, accountabilities, targets, timelines and reporting requirements to assist the government in its commitment to become a model of environmental excellence in its own operations.

Finance Branch
The Chief Financial Officer is responsible for providing financial services to the Department. The Branch plans, develops, administers and monitors financial management framework, policies, systems, processes, procedures, and practices for the Department. It provides integrated financial, business and qualitative analysis and advice to senior management regarding strategic initiatives. The branch communicates and positions these intitiatives within the Department and with central agencies. It also provides financial planning, cost accounting and reporting services, including the production of departmental management reports and submissions of the year-end Public Accounts and prepares PWGSC's departmental and revolving fund financial statements.

It is responsible for the preparation of the Annual Reference Level Update exercise and information for the Main Estimates, and coordinates all financial input to the Departmental Business Plan, the Report on Plans and Priorities and the Report on Performance. The Branch develops and coordinates the implementation of quantitative measures to assess the operational performance of PWGSC Branches. It provides authoritative advice and functional direction to headquarters and regional management on central agency and departmental policies and on investment proposals. Finance develops a framework of financial services delivery in the regions and supervises its application. It also develops and implements a framework of well thought out advice concerning the activities of the Special Operating Agencies. Financial management services are provided in an efficient fashion, in the areas of the financial transactions of the Department, traveling expenses, the relocation program and cash management. The Branch is also responsible for the development, maintenance and operation of financial corporate systems and processes internal to PWGSC. Finance establishes the corporate management charges to revolving funds, using the departmental Cost Allocation Model. Finance is responsible for ensuring that the financial implications for the Department are accurately reflected in submissions to central agencies. It develops and maintains the accounting and financial management framework, policies, guidelines, authorities and practices in support of the Department's plans, financial framework and operations and in support of central agency requirements and government initiatives. Finance maintains the departmental Delegation of Authority Instrument and is the subject matter expert for Schedule 1 of this Instrument.

Finance supports its employees by implementing recruitment, retention and development strategies. Finance supports the Department by developing and delivering financial management training.

Human Resources Branch
Human Resources is a key function within PWGSC, supporting the Department by helping to recruit, retain and develop a strong cadre of experienced, professional, and adaptable employees to serve its renewal, agenda. HRB delivers core HR services and provides a wide range of support activities that serve departmental and employee needs.

Human Resources Branch (HRB) is accountable for the departmental Human Resources Management Framework, providing leadership in the management of PWGSC's human resources and managing the delivery of all human resources services. HRB also assists the Department in pursuing innovative policies, programs and solutions to build an exciting and rewarding workplace.

Human Resources Operations Sector
This Sector provides front-line human resources expert services for the Department. It is organized into teams, and each team is dedicated to a specific client group. Its core business is classification and resourcing. In collaboration with colleagues, the Sector also integrates other human resources services for clients, and operationalizes corporate human resources policies and programs.

The HR Operations Sector works within an innovative and modern human resources management framework, which encompasses Public Service Values and Ethics, diversity and official languages.

As a strategic partner, HR Operations Sector actively promotes the achievement of the Department's business objectives and the broader Public Service objectives of renewal, modern management practices and accountability by facilitating PWGSC's adoption of best practices in human resources management.

Labour Relations and Compensation Sector
This sector is the Department's focal point for the development of a broad range of frameworks, strategies, policies and guidelines related to labour relations. The Labour Relations and Compensation Sector comprise four groups: Compensation Services, Labour Relations, the Employee and Organizational Assistance Program (EOAP) and the Office of Workplace Conflict Management (OWCM).

Compensation Services Directorate
The Compensation Services Directorate provides compensation services to employees and managers and administers all Treasury Board and departmental compensation policies and procedures.

Labour Relations
Labour Relations provides a comprehensive labour relations program in the areas of Labour-Management Consultation, Harassment Prevention, Conflict of Interest, Employee Performance Management, Managerial Exclusions, as well as Collective Bargaining and Essential Services agreements.

Employee and Organizational Assistance Program
The Employee and Organizational Assistance Program promotes personal and organizational wellness and provides confidential counselling, management consultations, and various related educational services and interventions.

Office of Workplace Conflict Management
The services offered by the Office of Workplace Conflict Management include coaching, mediation, facilitation, group intervention, as well as training, information sessions, presentations and workshops to employees and managers on recognizing and dealing effectively with workplace conflict.

The Corporate Human Resources Policies and Programs Sector
The Corporate Human Resources Policies and Programs Sector provide departmental leadership, and sound advice to the Department's senior management team and HR practitioners. The Sector develops innovative policies, programs, plans, and solutions that include Human Resources Management (HRM) tools to assist departmental managers in building an exciting and rewarding workplace. The Sector, on behalf of the Deputy Minister, responds to Central Agency reporting and accountability requirements.

The Sector is comprised of six directorates: Change Process Office; Corporate Staffing and Employment Equity; Learning, Career Management and Recognition; Official Languages; HR Planning and Strategies; and Corporate Classification; this sector assists the Department in achieving and maintaining a representative workforce.

Change Process Office
The Change Process Office acts as the Departmental Centre of Expertise for change; their mandate is to develop long-term change capability and skill through the implementation of a corporate change management framework, methodologies and tools. The Change Process Office coordinates departmental Change Management assessments, advocates a structured approach to increasing overall organizational effectiveness, and is developing a comprehensive Change Plan to address the need for a multi-dimensional approach to change management within the department.

Corporate Staffing and Employment Equity
This Directorate provides advice, interpretation and guidance to PWGSC HR practitioners and senior management, on a broad range of staffing issues. The group develops the PWGSC staffing framework, and HR policies, programs and strategies. It also provides advice, interpretation and guidance to PWGSC management, employees, employee representatives, and HR practitioners on all matters pertaining to employment equity and workplace diversity. The group also develops policies and coordinates and implements initiatives regarding designated group recruitment, development and retention.

Learning, Career Management and Recognition
The Learning, Career Management and Recognition Directorate comprises the Learning Group, the Career Services and Self-Learning Centre, and Recognition, Cost Savings, and Innovation.

The Learning Group
This group supports the PWGSC business and human resources plans by developing and implementing departmental-wide learning strategies and initiatives to improve organizational and individual performance. The learning group also provides functional guidance to regions on these matters.

Career Services and Self-Learning Centre
The Career Services and Self-Learning Centre supports employees through the provision of learning and development services including career management, self-learning, and orientation sessions.

Recognition, Cost Savings, and Innovation Program
The Recognition, Cost Savings, and Innovation Program supports the recognition initiatives within the Department. It is managed by the National Office of the Recognition Program, which coordinates instant recognition activities; acknowledgement of career milestones and retirement; sending of letters of condolence; and the PWGSC's Awards of Excellence. The program coordinates cost-saving and innovation suggestions made to the Deputy Minister.

Official Languages
The Official Languages Directorate (OL) provides policy interpretation, strategic advice and information to PWGSC senior management and employees. It also monitors the implementation of PWGSC's official languages program. The Official Languages Directorate prepares the Department's annual reports to central agencies, and acts as the point of contact with central agencies, the Office of the Commissioner of Official Languages, other departments and official language minority communities. It also coordinates PWGSC's response to complaints, investigations or special studies pertaining to official languages.

HR Planning and Strategies
The Human Resources Planning and Strategies Directorate provides research, analytical, advisory and consultative services in support of PWGSC management and HR professionals on a broad range of HR planning issues. These issues include: HR planning, workforce analysis, work force adjustment, and performance management. The group is responsible for the departmental Human Resources Management Framework Workforce Adjustment, and Performance Management.

Corporate Classification
Corporate Classification provides advisory services for the PWGSC classification community, manages PWGSC classification activities including classification grievances, reports to Central Agency, delegation and accreditation programs, monitors of the PWGSC classification program, and develops departmental classification policies, procedures, tools and guidelines in compliance with the Canada Public Service Agency. This group leads the development and enhancement of the classification aspects of the Human Resources Management System (HRMS) and delivers classification training, mentoring and special projects.

Executive Services
Executive Services supports the needs of PWGSC Executives by providing customized organizational design, classification, resourcing, and performance management services, as well as talent management at the executive level. The group also provides EX-related direction and leadership within the Department, and advises the Deputy Minister and senior management on EX-related issues, activities, and initiatives. This group provides secretarial support to the EX Resourcing Committee that meets bi-weekly to recommend resourcing strategies to the Deputy Minister. Executive Services also manages Corporate Development Programs including the Career Assignment Program, the Management Trainee Program, and the Employment Equity Executive Development Program.

Business Systems and New Initiatives (BSNI) Group
This group is responsible for all information management and information technology (IM/IT) functions within HRB. This directorate provides support and maintenance for HRB's IM/IT systems, manages all the IT assets (including equipment and licenses), and provides client authority services. The BSNI Group evaluates plans and implements long-term business systems solutions for the branch.

Business Planning and Integration
The Business Planning and Integration Directorate (BPID) is responsible for business planning, including developing the HRB Business Plan, HRM Plan, Business Continuity Plan and Health and Safety Action Plan, coordinating the development of HRB Operational Plans, providing input into departmental planning processes, and reporting progress against these plans. BPID is also responsible for leading HRB finance and administrative activities such as establishing budget planning and administration procedures and practices, coordinating various reports for the Branch (quarterly disclosure reports, membership reports), and for Branch communications.

Information Technology Services Branch (ITSB)
Information Technology Services Branch (ITSB) is a common and shared services organization within Public Works and Government Services Canada (PWGSC). ITSB provides leadership in supporting government-wide initiatives such as the common infrastructure; information technology (IT) and telecommunications services, on an optional basis, to other federal government departments and agencies.

The Branch provides functional direction for IT architecture, standards and security. ITSB is also mandated with developing and leading PWGSC's corporate technology and information management initiatives; providing departmental infrastructure services to support PWGSC's strategies and program objectives, in an effective and cost efficient manner and to operate PWGSC's government-wide mission-critical systems. Finally, to improve IT program delivery and cost savings for Canadians, the organization has recently been mandated to seek every opportunity to transform the current environment into a shared service environment. The Branch is composed of the following sectors: Accounting, Banking and Compensation (ABC) Technology Solutions Sector, Application Management and IT Operational Services Sector, Office of the Chief Information Officer Sector, Project Deliver Office, Real Property Technology Solutions, Business Planning and Management Services Sector, Chief Technology Officer Sector, Enterprise Partnership Management Sector, Product Management Sector, Service Management and Delivery Sector and Service Transition and Major Projects Sector.

Accounting, Banking and Compensation (ABC) Technology Solutions Sector
As a part of the PWGSC "federated" Chief Information Officer (CIO) model, the Accounting, Banking and Compensation (ABC) Client Executive function can be simply described as (CIO) for ABC. The ABC Client Executive has been established to: maximise ABC satisfaction with ITSB services, ensure IM/IT investments are managed as a valuable ABC business asset and to establish and communicate clarity regarding accountabilities for IM/IT. The ABC goals are to: provide IM/IT innovation, leadership and support to ABC Branch in the delivery of their programs and services, provide planning, performance measurement and monitoring of ABC's IM/IT investments for transformation initiatives and ongoing operations, enable IM/IT investments discipline for ABC with a "whole of ABC" governance, ensure ABC is aware of their IM/IT investment alignement with the broader PWGSC CIO outcomes, ensure consistency in ABC and ITSB relationships.

Application Management and Information Technology Operational Services
Application Management and Information Technology Operational Services, is accountable for the management of the in-service IM/IT environment within PWGSC including supporting the design and integrity of the in-service environment; and supporting in-service, operational information management/information technology (IM/IT) applications and infrastructure, integration and operational services to support Public Works and Government Services Canada, and indirectly other federal government departments and agencies.

Acquisitions Technology Solutions (ATS) Sector
The Acquisitions Technology Solutions Sector provides a portfolio of IM/IT services to Acquisition Branch (AB) and is responsible for the execution of all Portfolio Management functions, drawing services from the various ITSB operational units or exceptionally from the private sector as required to satisfy the business needs of the AB. The sectors is also responsible for the development implementation and maintenance of an Enterprise Architecture for the AB. Acquisition Technology Solutions Sector looks at existing acquisitions products to determine their relevance within the new framework, and investigates how, where and when the business of acquisition could be transformed to enable it to better meet the ever-evolving business requirements of the Government of Canada.

Project Delivery Office (PDO)
The role of the Project Delivery Office (PDO) is to support the delivery of IT-based projects within PWGSC. Its mandate is to incorporate best practices to successfully execute all projects.

The PDO is comprised of two main functions in managing these projects: Project implementation (Project Delivery) and Centre of Excellence. The Project Delivery functions are designed to provide a project management service to customers, to reduce risks associated with the projects, provide the customer with an overview of the project, and to successfully carry out the projects (from start to finish) with success. The Centre of Excellence is designed to implement standards and repeatable processes in terms of projects, provide consistent management of system integrators, implement industry best practices, establish working tools in order to ensure continuity, develop expertise for future projects to be implemented, and to ensure a high rate of client satisfaction.

Business Planning and Management Services Sector

This sector is divided into five (5) centres of expertise providing branch level services to ITSB:

Business Planning, Program Management and Reporting (BPPMR)
This directorate is responsible for strategic and business planning; audit and evaluation coordination; governance; policy analysis; business continuity planning; continuous improvement and Access to Information requests coordination.

It also includes the Program Management Office which is responsible for branch performance measurement standards and tracking; project registry maintenance, standards and processes; Monthly Operations Report (MOR); and the Project Review Board.

Contract Management and Administrative Services (CMAS)
This directorate is responsible for procurement planning; procurement initiation and contract administration for all contracting activity conducted with the Branch. This includes professional services, hardware, software, and local item purchasing. All reporting and performance management functions related to contracting and contract administration are provided by CMAS. In addition, CMAS acts as a Secretary to the Contract Review Board and supports all Contract Review Board functions and is the primary point of contact with Acquisitions Branch.

CMAS is also responsible for a broad range of centralized administrative services. Among these are Accommodation Planning and Management, Administration Network Support, Unit Security, Client Authority Support, and other administrative support functions.

Workforce Planning and Management (WPM)
This directorate is responsible for branch-level Human Resources (HR) strategies and plans, including Official Languages, Employment Equity, Health and Safety; growth strategies for the IT Shared Services; branch interface to Corporate HR; and liaison with the Organizational Readiness Office.

Business Information and Coordination Services (BICS)
This directorate is responsible for internal and external communications coordination and planning; communication support for the sectors; web management; event coordination; and liaison with Corporate Communications.

Financial Business Analysis and Costing (FBAC)
This directorate is responsible for Treasury Board submissions; activity-based costing and reporting; pricing/funding strategies; Accounts Receivable/Accounts Payable; and financial management functions.

In addition to the five Centres of Expertise, BPMS benefits from the expertise of senior analysts that, reporting directly to the Director General, provide assistance in areas requiring senior-level coordination and management (example liaison with TBS, information management), and in particular, relating to the transformation to the IT-Shared Services (ITSS) Organization and Chief Information Officer (CIO).

Office of the Chief Information Officer Sector (OCIO)
The OCIO Sector provides leadership and strategic direction from a departmental view for the effective use of IM/IT investments to support the strategic priorities of PWGSC. Specific responsibilities include leading and developing IM/IT Policies and Planning, PWGSC's corporate Information and Knowledge Management.

In addition, the OCIO provides the Department with Web Planning and Standards Services, and develops and maintains the Department's Enterprise Architecture, IT Security and Client Relationship Management for Small Branches.

The OCIO has embarked on an ambitious program to address the Department's Total Cost of Ownership, enhance IM/IT Governance, planning and policy capacity and develop a best-practice IM/IT organization which provides strategic value to PWGSC.

Real Property Technology Solutions (RPTS) Sector
The Real Property Technology Solutions Sector provides an effective and efficient technology framework program for the Real Property Services program for PWGSC. RPTS examines existing technology products and services to determine their relevance within the new framework, and investigates how, where and when the business of real property could be enabled by technology to better meet the evolving business requirements of the Government of Canada.

Chief Technology Officer (CTO) Sector
The CTO sector provides leadership, co-ordination, and broad direction in the planning and development of a government-wide architecture for the IT infrastructure in support of the government's renewal objectives and its service delivery agenda. This infrastructure is comprised of the subset of the departmental infrastructure domains that are common or shared across government. It also has the role of Chief Information Officer for IT internal Shared Services, with the responsibility to ensure the ITSS has the internal IT systems and information management to allow the ITSS to achieve its business objectives. The CTO sector fulfils its mandate by: producing a technology roadmap in support of the development of government-wide IT architectures, standards, and security frameworks; maintaining an in-depth knowledge of new technologies through research and creating opportunities to leverage industry expertise; coordinating the IT security function; providing advice on the implementation of policy in the areas of IT Security and privacy; and ensuring compliancy with these to policies and standards.

Enterprise Partnership Management Sector (EPM)
This sector is the primary client-facing component of Information Technology Services Branch (ITSB) and is responsible for client relationship management (CRM) managing business growth and marketing within ITSB as it transitions to an Information Technology - Shared Services (ITSS) Organization. Within this role EPM has full end-to-end accountability for the client relationship, while also being the single point of accountability for liaison with other stakeholders including central agencies and other jurisdictions. EPM has an extremely important role in positioning the organization, marketing its services and providing strategic leadership to ITSB in areas that require strong stakeholder engagement from: federal departments and agencies as consumers of ITSB services; central agencies as the policy authorities that provide direction to government in areas such as policy, service standards, and funding; and, a wide range of other players, whether they be clients, business partners, or delivery agents.

EPM also has a crucial role in identifying strategic partners and establishing structured partnership arrangements under which ITSB will both provide strategic support to partner organizations, and develop new Enterprise IT Services that serve the needs of partner organizations while supporting the requirements of the whole-of-government Enterprise. In this role, EPM is defining the Governance framework and model under which ITSB will establish the capability to coordinate client-facing activities across a complex network of stakeholders, services, and operations. It also provides guidance to other parts of the organization in the areas of client relationship management and support to strategic partners, with a strong concentration on achieving the necessary critical mass of users required by new Enterprise IT Services, as well as the overall business volume targets to both justify investments in new services, and to ensure the viability of the emerging IT-Shared Service (ITSS) Organization business model.

EPM provides services to clients as well as coordinating the efforts of ITSB, in the following areas: Client Relationship Management, Federal/Provincial Relations, Central Agency Relations, Management of Change, Client Portfolio, Management Client Strategy and Client Satisfaction and Marketing.

Product Management (PM) Sector
The Product Management (PM) Sector is responsible for ensuring that the Government of Canada has the information technology infrastructure shared services it requires within the following domains: Data centre, Distributed Computing Telecommunications and IT Security. The service domains will evolve in parallel with technological developments, alongside the changing needs of the Government of Canada. The Product Management Sector is the focal point for new/enhanced IM/IT shared infrastructure services that will be developed for the use by the Government of Canada. It has the accountability for product profit and loss and to analyze client demand and translate that demand into product/service roadmaps, requirements and ultimately into the services themselves. It works in concert with its partners and other stakeholders in achieving these objectives.

Service Management and Delivery Sector
The Service Management and Delivery Sector (SM&DS) manages and delivers IT services to federal and territorial government departments, agencies and Crown corporations across Canada. It delivers voice and data networks, runs applications, manages network security, delivers satellite technology to remote locations, and provides many other services. SM&D experts work with industry providers to offer the most appropriate technology solutions, with the best possible service, at the lowest available rates. SM&D is engaged in two main areas - telecommunications and computing. First, it is the de facto provider of telecommunications services to the GoC, even though the majority of its services are provided on an optional basis. Today, approximately 150 government organizations purchase their telecommunications services from SM&D. These services cover four portfolios: Telecommunications Services, Satellite Services, Network and Infrastructure Services and Fully Managed Services.

SM&D also provides a variety of computing services to other government departments and agencies to help manage their IT infrastructures and applications. It hosts and manages several large data centres to handle the computing needs of its clients, and it supports more than 480 business applications, and 27 corporate applications, for the user community. Computing services cover five portfolios: Mainframe Services, Mid-range Services, Office Automation Services, Printing and Distribution Services and Business Continuity and Recovery Services.

In addition to managing and delivering Telecommunications and Computing Services to other government departments and agencies, SM&D also has the mandate to manage the maintenance and operation of PWGSC's own telephone systems, IT infrastructure and services, including data centres, networks and office workstations. Through its extensive industry experience and knowledge, and its collaboration with the private sector, SM&D delivers significant benefits to ITSB's user community including brokering and negotiating on behalf of many users to obtain the lowest available rates for government, as well as in-depth technology expertise, client service, and simplified administration.

Service Transitions and Major Projects (STAMP) Sector
The STAMP Sector is the delivery arm of IT Shared Services in terms of service transitions and major infrastructure project delivery. This includes the application of best practices in the areas of project and project portfolio management, to help ensure that the numerous infrastructure or service transition projects often large and complex deliver the expected results, on time and on budget. By the very nature of the ITSB organization, these projects require the participation of all ITSB sectors and the impartial coordination of all resources involved.

The Sector is responsible for the management and delivery of Major IT Infrastructure Projects, and for providing support for internal ITSS, sector-led infrastructure projects on an as-required basis, managing the operational alignment of service transition initiatives and of major client service deployment, and for providing support for sector-led transition projects. STAMP's role also includes Project Portfolio Management support, including investment planning and decision support, investment oversight and reporting, and ensuring project integration from both the business and technical perspectives.

In addition, the Sector is building the foundations for the Project Management Centre of Excellence for the management and delivery of large IT infrastructure projects and the provision of project management expertise for all ITSB. The functions, best practices, methodologies, training, tools, repository, processes and procedures required delivering high quality; repeatable projects will be developed within STAMP. Project Managers from across the ITSS will ultimately be able to access a repository of tools and templates as well as advice and guidance, from initiation through to completion, in a standardized, high-quality manner for those projects outside of STAMP's responsibility.

Investigations and Litigation support Office (ILO)
The Investigations and Litigation support office (ILO) was established as a temporary organization to respond to requests from the Commission of Inquiry into the Sponsorship Program and Advertising Activities, the Special Counsel for Financial Recovery, as well as the RCMP and the Sûreté du Québec in connection with their related criminal investigations. The ILO sets priorities, and coordinates, manages, and responds to all inquiries related to the former Sponsorship Program and criminal investigations. The work of the ILO currently focuses mainly on activities related to the recovery of sponsorship funds and responding to requests for information with respect to criminal investigations. The ILO provides advice to the Minister and Deputy Minister on matters related to the recovery of sponsorship funds and criminal investigations.

PWGSC brought together all pertinent sponsorship and advertising documentation and collateral materials, including a database of sponsorship contracts from Communication Canada. Under a Protocol signed in May 2004, between PWGSC and the Commission of Inquiry, the Commission's records remained within PWGSC and under its management, and the Department was fully accountable and responsible for their security, preservation, and access. These records became the responsibility of the ILO and the Sponsorship Documentation Secretariat (SDS). The SDS controls and manages a massive volume of vital information and collateral materials, dating back to 1994. These include inventories and electronic databases. The SDS has rendered into searchable data, more than 20 million pages of key documents and records related to sponsorship and advertising. It ensures the secure storage of relevant documentation and that the legal chain of custody is observed and documented.

In early 2007, ILO was requested to provide the logistical support to the Office of the Independent Advisor on Public Opinion Research. Mr. Daniel Paillé was appointed by Order-in-Council to: take into account the relevant policies and directives, review documents related to Government public opinion research practices for the period 1990 to March 31, 2003; consult with appropriate Government of Canada officials and seek the views as required from private sector public opinion research providers; determine whether issues raised, directly or indirectly in Chapter 5 of the November 2003 Report to the Auditor General of Canada with regard to the Government's public opinion research practices require further inquiry; provide to the Minister, within six months after the date of appointment, a report in both official languages which the Minister will subsequently make public. Mr. Paillé provided his report to the Minister on October 5, 2007. The Office of the Independent Advisor closed shortly thereafter; however, the information holdings from that office are now under the responsibility of ILO.

Office of the Chief Risk Officer (OCRO)
In a complex organiztion like PWGSC, business lines must adhere to the same values, share a common view of quality and fairness, and have a unified risk culture. That's where the Office of the Chief Risk Officer (OCRO) comes in.

OCRO provides all PWGSC branches with integrated guidance, oversight, advice and leadership in the pursuit of excellence, and contributes to their efforts to get the fundamentals right.

To this end, OCRO offers the following suite of frameworks, tools and approaches: Alternative dispute resolution; Contract resolution; Fairness monitoring; Internal disclosure; Quality assurance; Risk management; Special investigations; Values and Ethics. Combined these tools enable business lines to achieve maximum results, and help preserve the most important aspect of PWGSC: its reputation of excellence, respect, integrity and leadership.

Conflict Management
PWGSC's Conflict Management Program includes a progressive series of steps to resolve complaints or disputes, beginning with the Procurement Authority and as a final resort, PWGSC's Office of the Chief Risk Officer (OCRO) administers the department's formal Contract Claims Resolution Board (CCRB). With the exception of bid challenges and claims arising from Terminations for Convenience, the CCRB acts as an appeal/review organization in PWGSC for all procurement-related disputes and extra-cost claims arising from goods and services contracts, construction and architectural and engineering services contracts. The CCRB features two distinct contract conflict resolution mechanisms that can be applied when the parties to the dispute cannot otherwise find a resolution themselves – these mechanisms include: The Contracts Settlement Board (CSB); and The Contract Disputes Advisory Board (CDAB).

Ethics
The very nature of our work demands that we be leaders and help set the bar for ethical standards. We are the government's banker, we handle the bulk of procurement, manage the government's telecommunications and information management infrastructure, offer real property services, and make sure government operations run smoothly and seamlessly through high-quality communications coordination, translation, management consulting, auditing and other services.

Fairness Monitoring (FM)
The Fairness Monitoring Program enables PWGSC to obtain additional assurance that procurements, which meet one or more of a predetermined set of screening criteria, are conducted with integrity and accountability, and in a fair, open, transparent and compliant manner. These screening criteria include, but are not limited to: the complexity of the requirement; the estimated value of the procurement, (Fairness Monitoring (FM) services must be formally considered for all procurements of $250 million or more); the evaluation methodology; the complexity of the technical evaluation; the sensitivity of the requirement; and whether a client requests an FM.

Internal Disclosure and Investigations
PWGSC is committed to protecting all employees who disclose, in good faith, any situation of potential wrongdoing in the workplace and will ensure, to the extent possible, the confidentiality of the information. PWGSC's Policy on Internal Disclosure of Information Concerning Wrongdoing in the Workplace outlines the process for dealing with such situations. PWGSC is also committed to ensuring that all public servants who make disclosures pursuant to the Public Service Disclosure Protection Act receive the protection provided by this legislation.

Risk Management
OCRO's mandate is to provide independent assurance to the Deputy Minister that significant risks are identified and appropriately managed, and to strengthen risk management in the Department. It provides a focal point for risk management advice as well as an oversight of the implementation of the Integrated Risk Management Framework and Policy.

Quality Assurance
The role of OCRO in the area of Quality is to foster a consistent approach to quality management in PWGSC by leading the development and implementation of a departmental Quality Management Initiative. Our goal is to contribute to establishing PWGSC as a center of excellence recognized for the quality of its products and services. The Quality Assurance Directorate supports the implementation within PWGSC of a consistent approach to quality management integrated with departmental management practices and the Management Accountability Framework. The Directorate also develops and implements frameworks and policies and provides guidance, training, tools, oversight and support in the implementation of the departmental Quality Management Initiative.

Special Investigations
The Special Investigations Directorate (SID) is accountable for providing leadership, expertise and advice to Senior Management on the requirements of the Treasury Board policies on conflict of interest, unethical behavior, fraud and other wrongdoing in the Workplace, Losses of Money, Offences and Other Illegal Acts against the Crown.

Office of the Procurement Ombudsman (OPO)
The Office of the Procurement Ombudsman operates at arm's length from government departments to promote fairness, openness and transparency in federal procurement practices and responds to complaints from suppliers related to contract award and contract administration. The mandate of the Procurement Ombudsman is to: review the practices of departments used to acquire material and services in order to assess their fairness, openness and transparency and to make appropriate recommendations to the relevant department for the improvement of those practices; assist suppliers in resolving complaints with respect to the award of contracts for the acquisition of goods below the value $25,000 and services below the value of $100,000; assist suppliers in resolving complaints regarding the administration of contracts (any dollar value); ensure that an alternative dispute resolution process is provided if both parties agree to participate.

The Procurement Ombudsman will also perform any other duty or function respecting the practices of departments for acquiring material and services that may be assigned to him by order of the Governor in Council or the Minister of Public Works and Government Services.

The Procurement Ombudsman will increase the confidence of Canadians in federal procurement by providing an independent and neutral avenue for addressing complaints from suppliers with regards to contract award and contract administration.

The Ombudsman will submit an annual report to Minister of Public Works and Government Services, who in turn is required to table the report in Parliament within fifteen days.

Parliamentary Precinct Branch (PPB)
In 2007, a revised Long Term Version and Plan (LTVP) for the Parliamentary Precinct was approved. The LTVP is a detailed blueprint for the conservation, restoration and renewal of Canada's Paliament Buildings. It outlines a program of renovations and new construction that will preserve the historical structures in the Parliamentary Precinct, bring them up to modern standards, and meet the accommodation requirements identified by the Senate, House of Commons, and Library of Parliament.

In support of the LTVP, the Deputy Minister of PWGSC appointed an Assistant Deputy Minister in 2007 to lead the Parliamentary Precinct, which was previously under the Real Property Branch.

The Parliamentary Precinct delivers real property services to its parliamentary partners: the Senate of Canada, the House of Commons and the Library of Parliament. The Branch also provides real property services to the offices of the Prime Minister, the Privy Council and Government Task Forces. The services include accommodation planning, design and delivery of capital projects as well as the operation, maintenance and repair of assets. It also provides services to commercial and retail tenants, including numerous media outlets located within the precinct.

Real Property Branch (RPB)
The RPB provides federal departments and organizations with office accommodation and a full range of real property services, including strategic and expert advice that supports the Government of Canada in the delivery of programs to Canadians.

Effective April 2007, a new organizational structure was put in place to create a distinct Headquarters and stand-alone RPB National Capital Area (NCA) Region.

The Directors General of the RP NCA Region, who report to the ADM RPB, are responsible for the delivery of all Real Property services in the NCA. In the other five Regions (Pacific, Western, Ontario, Quebec, and Atlantic), the Regional Director General (RDG), who reports to the Deputy Minister, is responsible for delivering all PWGSC services, including Real Property. The ADM RPB provides functional direction to the RDGs on real property-related issues and services.

RPB Headquarters provides national leadership for the delivery of real property services through Directors General in nine specific sectors: Engineering Assets Strategy, Special Initiatives, Transformation, Administration and Systems, Accommodation, Portfolio Management and Real Estate Services, Professional and Technical Service Management, Program Management, Client Consultancy and Real Property Optional Services and PWGSC Services to Canada Revenue Agency. In addition, the position of Project Executive /Lead Negotiator was established.

Engineering Assets Strategy (EAS)
This sector is responsible for developing strategies related to the potential divestiture or long-term stewardship of PWGSC's inventory of engineering assets. In addition, EAS has operational responsibility for the portions of the Alaska Highway under PWGSC custodianship and the Esquimalt Graving Dock.

Special Initiatives (SI)
SI identifies, develops and implements major transformation initiatives for the Branch which will improve its service performance. Current projects include a comprehensive initiative aimed at aligning RP business processes with industry standard best practices. This project is fundamentally a business transformation initiative supported by an IM/IT solution. The Combined Heat and Power (CHP) Initiative is modernizing the industrial scale thermal energy infrastructure in order to ensure the reliability and security of service, the achievement of the outcomes of energy efficiency, and security, environmental compliance and improved environmental performance, while realizing long-term continued significant economic savings and return-on-investment.

This sector is also responsible for examining future service delivery tools and mechanisms in accordance with the Branch's business renewal initiatives, with Treasury Board's Alternative Forms of Delivery policy, and government direction.

Real Property Transformation (RPT)
The RPT Sector leads the Branch transformation that is based on a corporate real estate model, designed to modernize real property business and to better meet the evolving needs of clients. This sector is responsible for the Branch's human resources management, change leadership, communications and learning; and risk management. This sector is also responsible for the Best Practice Organization initiative which focuses on RPB business process improvement.

Administration and Systems (AS)
This sector is the corporate 'backbone' of RPB. As transformation functions become ongoing responsibilities, the functions are migrated to this sector. AS offers the full range of support functions to the branch for human resource management, administration, systems, stakeholder relationship management, business management, business process improvement, coordination and support to the Headquarters organization and the real property function nationally. Risk management and audit management are within the sector's responsibilities. In addition, the AS Sector provides administrative support to the offices of the RP Assistant Deputy Minister and Executive Director, Operations.

Accommodation, Portfolio Management and Real Estate Services (APMRES)
The APMRES Sector provides stewardship for the PWGSC real property portfolio and develops innovative service delivery models and real estate solutions for the Government of Canada. It develops strategies and national frameworks to accommodate federal tenant space demand and to introduce sustainable, productive, and supportive workplace environments for federal public servants. The sector produces procedures, standards, systems, tools, and performance measures to provide national direction for the management of the portfolio and the delivery of real estate services. It develops strategies for maintaining and disposing of assets no longer required by the government and collaborates with central agencies to ensure support for departmental initiatives and to promote the modernizing of real property instruments.

It also manages the delivery of the Appraisals Program and the Payments in Lieu of Taxes Program.

Professional and Technical Service Management (PTSM)
The PTSM Sector leads a national program of professional and technical services that supports service management and service delivery in the areas of operations and maintenance, planning, design, renovation and construction of federal buildings, and facilities. It provides specialized expertise in project delivery, architecture and engineering, heritage conservation, geomatics, asset and facilities management, and energy conservation. The sector exercises a national role which includes oversight, functional direction, advice and quality management. This includes the national co-ordination and oversight of the Alternate Forms of Delivery (AFD) property and project management contracts put in place across the country which impacts half of the PWGSC inventory of buildings. For certain specialties PTSM also operates as a national centre for service delivery in such areas as bridge, marine and geotechnical engineering.

Program Management (PM)
The PM Sector is responsible for providing Real Property Branch leadership in strategic planning, resource management and policy activities. This includes developing and overseeing the implementation of strategies, policies, frameworks and initiatives to provide for integrated business, financial and program management of both the Federal Accommodations and Holdings Program, and the Real Property Optional Services business line. PM is also responsible for articulating and advancing the Branch's strategic vision, including development of the Branch Business Plan.

Client Consultancy and Real Property Optional Services (CC/RPOS)
The CC/RPOS Sector provides the leadership and focus for the national client relationship management activites of RPB and the management of Real Property optional services as a business line.

Account executives act as the primary point of entry for client organizations to access real property services, and are accountable for the overall quality of the relationship between Real Property and the client. They lead the development of long term strategies that meet client program needs while respecting cost effective government solutions as a whole. Account executives prepare client strategies which contain client profiles, and identifies strategic client demand for office space and business opportunities in client organizations. They evaluate opportunities for new service options and for improving Real Property service delivery processes. In accordance with the new Treasury Board Policy on Service, account executives lead the negotiation of national service agreements between RPB and key client organizations and assess and monitor client satisfaction at a national level and the performance of the Real Property Business Line against benchmarked standards. By establishing a new Real Property Optional Services focus within the Headquarters organization, RPB has embedded the management of this business line within its key strategic functions. This group analyzes and assesses market segment opportunities, works with regions to assess and leverage capacity and competency to deliver services, and gathers product intelligence for the development of new optional service products and innovative solutions. Further more this group develops business strategies, tools and frameworks related to the real property framework for national service agreements along with associated pricing and performance measures. In addition, it plays a key role in the development of market segment evaluation and opportunities, as identified by the segment champions and account executives.

PWGSC Services for Canada Revenue Agency (CRA)
This team is a unique integrated unit composed of CRA and PWGSC employees. It is headed by a Director General who is accountable for the management of the national CRA real property accommodation portfolio for both organizations.

Within the Real Property NCR Region there are six sectors: NCA Portfolio Management; NCA Real Estate Services; NCA Operations; Major Crown Projects; Parliamentary Precinct; and PPD Major Crown Projects.

NCA Portfolio Management (NCA PM)
This Sector provides stewardship for the PWGSC NCA real property portfolio and develops and oversees the implementation of strategies to accommodate federal tenant space demand and introduces sustainable, productive, and supportive workplace environments for federal public servants within the National Capital Area. The NCA inventory of custodial and leased assets equates to half of the PWGSC total inventory.

NCA Real Estate Services (NCA RES)
NCA RES is responsible for delivering all real estate transactions to PWGSC and, on an optional fee-for-service basis, to other custodian departments. These transactions include office accommodation, leases, commercial operation lettings, and acquisitions and disposals of real properties within the National Capital Area. In addition, NCA RES provides real estate advisory services.

NCA Operations Sector (NCA OPS)
The NCA Operations Sector provides the full range of property and project management services, lease administration and specialized real property services in the National Capital Area, (excluding Parliamentary Precinct) and in Nunavut. NCA OPS is responsible for the day-to-day operations of office and special purpose buildings for RPB and other custodian departments, either internally or via private sector service providers. This includes repairs, capital improvements, fit up and refit projects. NCA OPS also manages and delivers on a fee-for-service basis, design and construction services to other government departments for all new NCA construction except for those projects assigned to the Major Crown Projects Sector. The operations and service delivery are carried out by professionals who work in real property teams, including project managers, environmental services officers, asset managers, property and facilities managers, building systems technicians, trades people, maintenance quality assurance specialists, business managers and administrative support employees. The Sector also offers conference services and protocol and events management in the NCA, as well as nationally and internationally in support of the Government of Canada. This includes the operation, maintenance, and asset management for NCA conference facilities. As well, NCA OPS manages central heating and cooling plants, the production and distribution of steam and chilled water, including energy and utilities management throughout the NCA, and operates and maintains the bridges and dams owned by PWGSC in the NCA. In Iqaluit, Nunavut, the Sector also provides consolidated offices for seven federal departments, including Indian and Northern Affairs Canada, in a modern, fully equipped Government of Canada Building. PWGSC also provides a full range of services including some 250 housing units for federal employees in Iqaluit.

Major Crown Projects (MCP)
MCP provides leadership for the planning, development, delivery, and commissioning of a program comprising multiple complex, multi-million dollar Major Crown Projects, or projects to be managed as a Major Crown Project, that serve to advance and achieve the Government of Canada accommodation and real property investment objectives.

Major Projects (MP)
Major Projects (MP) Sector provides Departmental leadership for the structuring of complex, high profile and unique real estate solutions through the planning, development, determination of delivery arrangements, and negotiation of agreements/contracts. Major Projects provides strategic solutions management and lead negotiations for highly complex projects designed to achieve client and Government of Canada objectives. These projects range in value from multi-million to multi-billion dollars.

Regions
The Regional Offices are responsible for the provision of all services offered by the Public Works and Government Services Administration at the regional and local levels across Canada. There are five Canadian regions in addition to the National Capital Area: Atlantic, Quebec, Ontario, Western, and Pacific. The regions deliver a full range of services to federal government departments including real property, telecommunications and informatics, acquisitions, pay and benefits, translation, and consulting and audit services. In addition, PWGSC regional cheque production officesalso produce socio-economic payments such as the Child Tax Credit, Old Age Security, Guaranteed Income Supplements, Canada Pension Plan, Canadian Jobs Strategy, National Revenue Income Tax refunds, Goods and Services Credit Payments and Census payments.

Translation Bureau (TB)
As a special operating agency, the Bureau provides Parliament, the judiciary and other government departments and organizations with linguistic services in both official languages and in over 100 other languages, including Aboriginal and visual languages. Its range of services includes translation, revision, interpretation and terminology. The Translation Bureau has the mandate to standardize terminology within the federal government and to manage the terminology and linguistic database TERMIUM. A network of regional offices provides services throughout Canada.

Client Services
The role of Client Services is to develop, maintain and manage business relationships with federal government clients for the Translation Bureau's products and services. Its primary functions include negotiating service agreements, conducting client satisfaction surveys and market studies, and promoting the Translation Bureau's products and services.

Corporate Services Sector
The main role of Corporate Services is to define the Bureau's strategic and financial directions. It is also responsible for policy management and integration, and the Translation Bureau's strategic planning cycle. Corporate Services oversees the implementation of the Translation Bureau's accountability framework and the development of the Translation Bureau's IT/IM strategy. Its functional responsibility is to manage and deliver common services.

Interpretation and Parliamentary Translation Directorate
The Interpretation and Parliamentary Translation Directorate provides translation services to Parliament in the official languages, closed-captioning services, as well as interpretation services in all languages, including sign language, to Parliament and to federal departments and agencies.

Terminology and Standardization
The mandate of the Terminology Standardization Directorate is to standardize and disseminate the terminology used in the Public Service. It does so by operating and managing TERMIUM, the federal government's linguistic database – one of the largest in the world – issuing linguistic recommendations and providing linguistic and terminological advice. The Directorate is renowned for its dynamic co-ordination of terminology standardization activities of government agencies. To keep abreast of linguistic and terminological developments, it co-operates with Canadian and foreign linguistic research and standardization centres and is a member of numerous national and international terminology committees and network.

Professional Services
Professional Services provides federal departments and agencies and other clients with general and specialized translation services in both official languages and in over 100 Aboriginal and foreign languages. It also offers other linguistic services, such as localization and multimedia services (language products and services designed for Web sites, applications or multimedia products). In addition to its numerious points of service in the National Capital Region, Professional Services has regional offices in St. John's, Charlottetown, Halifax, Moncton, Québec, Montréal, Toronto, Winnipeg and Vancouver.

Information Holdings

Institution-Specific Classes of Records

Accounting Banking and Compensation Branch

Accounting Administration Products
Description: Information on assistance to client departments and agencies on accounts payable and other payments activity, Accounts of Canada and reporting services activity, and management, financial and other services activity.
Document Types: Accounts payable and other payments, and associated financial and related statistical data; and financial management and other services (services provided to departments and agencies at a price and quality that is competitive with services available from other sources).
Access: Requests for records of individual departments or agencies should be directed to the department or agency concerned.
Format: Computer databases and files.
Record Number: PWGSC ABC 130

Central Accounting
Description: The Receiver General maintains the Accounts of Canada (the Government's general ledger) and produces monthly, quarterly and annual financial reports.
Document Types: Central accounts; annual Public Accounts of Canada monthly statement of financial operations of the Government of Canada. The RG maintains a general ledger of the past 10 years. From fiscal year 1999-2000 to present the general ledger contains the account opening and account closing balances for each unique combination of government-wide coding. Prior years contain detailed financial transactions.
Access: requests for records of individual departments or agencies should be directed to the department or agency concerned.
Format: Central data bank is in machine readable form on the PWGSCmainframe.
Record Number: PWGSC ABC 145

Electronic Fund Transfer (EFT) Remittance Services
Description: The information collected enables us to identify the payees who make the electronic payment (Direct Deposit, Wire Transfer and Large Value Transfer System) to the federal government via financial institutions.
Document Types: Payee Information
Record Number: PWGSC ACQ 188

Insurance Administration Products
Description: Information on the administration of employee benefit plans such as determination of eligibility, maintenance of records, issue of statistical and other reports, and preparation and distribution of instructions to users.
Document Types: Public Service Health Care Plan; Public Service Management Insurance Plan; Disability Insurance Plan; Public Service Dental Care Plan; Post-Retirement Life Insurance Plan and Pensioners' Dental Services Plan.
Access: Files arranged by subject.
Format: Microfilm,computer and cards.
Record Number: PWGSC ABC 080

Pay Administration Products
Description: Information on administrative services required for the disbursement of pay and provision of information to employees on their pay; such as input, the compilation, calculation and issuance of pay and information; development and operation of system edits, validation and payroll accounting controls; the production of payroll error and statistical reports and statements of data, required by related systems, cheque stubs and related statements; and the development and promulgation of user instructions, procedures and web applications.
Document Types: Public Service pay, Royal Canadian Mounted Police pay, House of Commons pay.
Access: Files arranged by subject, by department.
Format: Magnetic tapes, microfilm, databases.
Record Number: PWGSC ABC 090

Payment Products
Description: Information on the maintenance of records and the making of payments for certain national socio-economic programs and tax-based programs, and government administration, and provision to client departments of related financial and statistical information.
Document Types: Old Age Security, Guaranteed Income Supplement; Canada Pension Plan; file maintenance on all of the above; Canadian Jobs Strategy; Veterans Affairs Pensions; War Veterans Allowance; agricultural subsidies; and government annuity payments; Child Tax Benefit, Income Tax refunds, Goods and Services Tax credits and refunds, and suppliers accounts.
Access: Access requests for individual payments should be directed to the program department concerned.
Format: Computer, Microfilm.
Record Number: PWGSC ABC 125

Pension Administration Products
Description: Information on the administration of public service employee pension plans, such as determination of eligibility to contribute, calculation of benefits, maintenance of records and web applications, issue of statements reports and instructions, for those pensions covered by the Public Service Superannuation Act and other retirement acts.
Document Types: Superannuation payments for public service, Canadian Forces; Members of Parliament Retiring Allowance payments; Judges pension payments; and file maintenance for Canadian Forces Superannuation, Members of Parliament Retiring Allowance, and Public Service Superannuation.
Access: Access requests for individual cheques or payments should be directed to the program/department concerned.
Format: Microfilm, magnetic tapes, database.
Record Number: PWGSC ABC 075

Personnel Information Products
Description: Information to assist client departments and agencies on personnel matters and processes.
Document Types: Extracts from public service pay; information related to personnel functions including Leave, Classification, Pay and Benefits, Staffing, Exclusions, Access to Information, Entitlements and Deductions, Workforce Adjustment and Second Language Evaluation. This information may be government-wide or department specific.
Format: Computer.
Record Number: PWGSC ABC 160

Public Money and Banking
Description: Information on arrangements by the Receiver General to establish bank accounts and facilities; establishgovernment banking services; receive, transfer, hold, earn interest on, and make and control disbursements of public money.
Document Types: Bank accounts and facilities; signing authorities; reports and statements on Receiver General balances; contracts for services; cheques issued, redeemed, and outstanding; and enquiries and investigations.
Access: Files arranged by Cheque Redemption Control Directorate; files associated with the cheque redemption and reconciliation process, and enquiries are organized by serial/cheque numbers. Access requests about individual payments should be directed to the program/department concerned.
Format: Machine readable records for bank facilities at headquarters. Cheque records and related machine readable records are at the Matane, Quebec office.
Record Number: PWGSC ABC 140

Public Works and Government Services Canada Compensation Questionnaires
Description: This activity relates to information obtained by Public Works and Government Services Canada through questionnaires targeted to the Federal Government of Canada's Compensation Community. Questionnaires are based on Client satisfaction elements regarding pay and pension products and services. Compensation population profile's data within Departments, Agenices and Crown Corporations are collected and maintained.
Note: Annual and biennial basis.
Document Types: Evaluation of pay and pension products and advisory and training services; regional and national results produced, internal action plans developed and, ongoing monitoring of service levels and performance.
Record Number: PWGSC ABC 111

Acquisition Branch

Certification Programs for Products and Services
Description: Independent certification and qualification programs where products and services are assessed against performance and quality standards. These programs provide a voluntary and impartial mechanism for demonstrating the value of goods and services. Programs: online listings (Web), Standards Publishing Invoicing System (SPIS).
Document Types: Canadian General Standards Board (CGSB) certification and qualification programs cover the following products and services: carpets and underlay, construction materials, medical products, office furniture, packaging, paints and coatings, protective clothing, security personnel, testing services (Laboratory Acceptance Program), toner cartridges.
Format: Word processor and computer.
Record Number: PWGSC ACQ 175

Contracting
Description: Information on the procurement of a specific product or service, up to and including the awarding of the contract for purchase, service or lease.
Document Types: Description of requirement; sourcing (potential sources of supply); price availability; determination; bid solicitation; contract negotiations; and contract solicitation and award.
Access: Procurement database and Procurement History database.Files are arranged by contract, serial number, by subject, by company and by purchase order number.
Format: Word Processor, tapes, discs, microfiches and computer.
Record Number: PWGSC ACQ 185

Contract Administration
Description: Information on time, cost, performance conditions of the contract; expediting delivery; administering design changes and amendments; and ensuring quality and delivery. Also includes information on termination, settlement, audit, and security arrangements to secure the fulfillment of the contract.
Document Types: Monitor time, cost, and performance; expediting and follow-up; design change or deviation; contract amendment; quality assurance; delivery, acceptance, and payment; termination and settlement; cost audit; and plant and personnel security.
Access: Files arranged by contract, company, department, andsubject.
Format: Computer, disc, word processor, tapes and microfiches.
Record Number: PWGSC ACQ 190

Contracts Approval Process
Description: Procurement forms and supporting documentation requesting approval to enter into or amend a contract which exceeds Director General approval limits and ensures the proposed procurement and contract documentation adhere to policy and contract regulations.
Document Types: Procurement plan, contract requests, contract amendment requests, amendment approval form, proposal, certifications (employment equity, Canadian content, etc.), cost-source of finds, price support, sole source justification (for non competitive requirements), basis of payments, bids, evaluation summary, legal opinion, financial opinion, quality assurance opinion, audit and evaluation, risk assessment.
Record Number: PWGSC ACQ 245

Methods of Supply
Description: Information on methods for satisfying customer product (and service) requirements in a manner which will result in the optimum product, resource, operating and contingent cost.
Document Types: Make or buy (make is available within the public sector; buy is obtainable from the private sector); facility evaluation, regional or central acquisition and distribution, lease or purchase; and consignment (arrangements under which goods are shipped for futuresale or other purposes).
Format: Word processor and computer.
Record Number: PWGSC ACQ 010

Personnel Certification Program
Description: The Canadian General Standards Board (CGSB) is managing the Certification Program for the Federal Government Procurement and Materiel Management Community, which is a component of the government-wide Professional Development and Certification (PDC) Program administered by the Treasury Board of Canada Secretariat. Programs: Candidate Filing System (CFS), Standards Publishing Invoicing System (SPIS) and online listings (Web).
Document Types: Procurement specialists can become a Certified Federal Specialist in Procurement (CFSP), and material management specialists, a Certified Federal Specialist in Material Management (CFSMM).
Format: Word processor and computer.
Record Number: PWGSC ACQ 176

Registration Management Services
Description: The CGSB assesses and registers management systems for conformance to various standards. The CGSB's independent and impartial assessment provides organizations with a clear, recognized process to increase and demonstrate quality. Programs: Quality Assurance Program System (QAPS) data base, online listings (Web) and Standards Publishing Invoicing System (SPIS).
Document Types: Management systems registration: ISO 9001 (quality), ISO 14001 (environmental), OHSAS 18001 (occupational health and safety) and HACCP Advantage (food safety).
Format: Word processor and computer
Record Number: PWGSC ACQ 205

Repair, Overhaul, Modification, and Maintenance
Description: Information on repair, overhaul, modification or maintenance in order to achieve the greatest utilization and least cost of the asset.
Document Types: Specifications and quality assurance; make or buy; repair, overhaul, modification and maintenance cycle management; and regional distribution of work.
Access: Files arranged by contract, loan agreement number, and company.
Format: Computer documents, negatives and film, microfilm, photographs and brochures.
Record Number: PWGSC ACQ 200

Requirements Definition
Description: Information on the need for appropriate levels of value engineering and procurement planning, supported by goods cataloguing, clear specifications and appropriate quality assurance.
Document Types: Need determination; value engineering (cost reduction technique); procurement planning, material identification; specifications and standards; quality assurance requirements; Statement of Requirement (time, cost, performance); estimates.
Format: Word processor and computer.
Record Number: PWGSC ACQ 180

Seized Properties
Description: Information on delivery of property management services for federal, provincial and municipal Law Enforcement Agencies across Canada which includes taking custody and managing assets (cash, moveable assets, real property, financial instruments) which are seized under proceeds of crime legislation or as offense related properties under the Controlled Drugs and Substances Act, Proceeds of Crime (Money Laundering) and Terrorist Financing Act or the Criminal Code.
Document Types: Pre-seizure advice and consultation, appraisal, inspection, asset management, sale, destruction, warehousing and sharing.
Record Number: PWGSC ACQ 215

Standards Development Services
Description: The CGSB offers a wide range of standards development services, including development of National Standards of Canada (NSC), CGSB standards, specifications and Government of Canada (GC) forms, and support for the development of International (ISO) Standards. Programs: Committee Membership System (CMS), Standards Publishing Invoicing System (SPIS) and SiteScape.
Document Types: Standards in support of procurement, economic, regulatory, environmental and health and safety interests, covering a wide range of products and services: building and construction, business (office) equipment and supplies, communications and information technology, food, Government of Canada Forms, health care technology, paints, paper and paper products, personnel qualifications and competencies, protective clothing, societal security and emergency preparedness, textiles, transportation fuels, and transportation of dangerous goods.
Format: Word processor and computer.
Record Number: PWGSC ACQ 206

Standards Publication Invoicing System (SPIS)
Description: The SPIS was originally created to publish a web catelogue fo formal standard for that the Government of Canada (GC) supports, and to provide copies of those standards for a fee. Customers, privat or coprorate, were able to pay by credit card. As of April 1, 2008 the invoicing component of the SPIS no-longer exists. The catelogue component is available on line. Financial transactions are handled by SIGMA.
Document Types: Standards, publications, catelogues
Format: VB Database.
Record Number: PWGSC ACQ 155

Shared Travel Services Initiative (STSI)
Description: Information on the first shared services initiative in the Government of Canada, and one of several non-legislated initiatives related to the modernization of human resources management.
Document Types: Travel, employee travel, shared travel, shared services, human resources modernization, expense management, business intelligence, information management, automated services, travel policy.
Access: Shared network drive.
Format: Electronic and paper records.
Record Number: PWGSC ACQ 220

Traffic Management
Description: Information on ensuring least-cost for shipping or movement of goods via one, or all six modes of transport (air, road, sea, pipeline, rail and off highway).
Document Types: Shipping arrangements (inland and overseas); travel and removal services; and freight audit and cost analysis.
Format: Microfiche.
Record Number: PWGSC ACQ 210

Audit and Evaluation Branch (AEB)

Auditor General
Description: Documentation relating to subject matters addressed in the Auditor General's and the Commissioner of the Environment and Sustainable Development reports, and prepared in response to questions raised by the Auditor General and the Commissioner.
Document Types: Auditor General reports; Commissioner of the Environment and Sustainable Development report.
Record Number:PWGSC AEB 235

Audit and Evaluation
Description: Completed audits and evaluations both approved and not approved due to special requests, on departmental programs and activities; the file includes terms of reference, assessments, methodology, analysis recommendations, action plans and follow-up; and the holding includes an annual audit and evaluation schedule. Audits are conducted to provide an independent assessment of the efficiency and effectiveness of the department in the achievement of policy implementation, resource deployment, objectives and identifies areas where improvements are required.
Document Types: Audit, evaluation, audit methodology, action plan, audit plan, evaluation plan.
Record Number: PWGSC AEB 265

Audit and Evaluation Committee
Description: Documents related to the Audit and Evaluation Committee meetings, which include: agenda, audit and evaluation reports, management action plans, status reports and records of decisions. Documents related to key areas of department control and accountability presented to the committee.
Document Types: Audit and Evaluation Committee, audit, control, accountability.
Record Number: PWGSC AEB 266

Audit Services Canada (ASC)

Audit Services
Description: Information related to assignments conducted for public service clients.
Document Types: Assurance, Accounting and Audit Services; Assurance and Audit Services: identifies, manages and meets the assurance, accounting and auditing needs of management in departments and agencies. Services include the internal audits, financial audits, reviews, verification and assurance engagements in areas of Risk Frameworks, Information Technology and Quality of Information. Cost Audit Services: provide professional audit opinions on the extent to which costs and profits paid to suppliers are fair, reasonable, measurable and in accordance with the terms and conditions of the contract; audit of government suppliers before, during and after the awarding of contracts, including Major Crown Projects. Contribution (Transfer of Payment) Audit Services: audit of recipients of government funds to ensure that their claims are in accordance with the terms and conditions of the agreements. Compliance Audit Services: audit of organizations to ensure that they are complying with federal government statutes, policies and regulations.
Access: Files arranged by subject, assignment number, and client program number. Requests for access to report titles may be directed to PWGSC whereas requests for access to specific reports should be directed to the client departments concerned.
Format: Computer, audio and video tapes, disks, slides, and transparencies.
Record Number: PWGSC ASC 135

Consulting, Information and Shared Services Branch (CISSB)

Canada Gazette Directorate
Description: Publishes Parts I, II and III of the Canada Gazette, the official newspaper of the Government of Canada.
Document Types: Official appointments and public notices from federal departments and agencies, proposed regulations, and miscellaneous notices from the private sector (Part I); enacted regulations (Part II); and recent public acts of Parliament (Part III).
Access: The official PDF version and alternate HTML format are available on-line at canadagazette.gc.ca and on the extranet at canadagazetteducanada.gc.ca. Subscriptions to the printed copy, published in 1841,can be purchased through Canadian Government Publishing at publications.gc.ca. Copies can be viewed in libraries across Canada through the Depository Services Program.
Format: Microforms
Record Number: PWGSC CISSB 400

Corporate Planning and Evaluation
Description: The Program Records belong to the former Communication Canada. The documents are from September 1, 2001 to March 31, 2004. The holding contains information on the development and issue of strategic planning documents, which define the key priorities on which the department will focus on a medium to long term basis; information pertaining to various corporate studies and evaluations.
Document Types: Corporate Planning, Business Plan, Report on Plans and Priorities, Departmental Performance Report, Performance Measurement, strategic directions.
Access: Computer files and hard copy classified by subject.
Record Number: PWGSC CISSB 410

Departmental Briefing Books
Description: The Program Records belong to the former Communication Canada. The documents are from September 1, 2001 to March 31, 2004.This information holding provides the Minister and senior management with an overview of the Department and contains data on the history and organization of the Department, including an introduction to the Department, a description of each sector, identification of current issues and financial management overview.
Document Types: An introduction to the Department, a description of each sector, current issues and a financial management overview.
Access: Computer files and hard copy classified by date and subject.
Record Number: PWGSC CISSB 005

Executive and Corporate Services
Description: The Program Records belong to the former Communication Canada. The documents are from September 1, 2001 to March 31, 2004. The holding contains information on the development of departmental policies and positions, which conform to government wide policies and programs. These holdings include: memoranda to Cabinet and supporting documentation, Treasury Board submissions, concept papers and briefing material for senior management.
Document Types: Government online and other issues arising periodically.
Access: Computer files and hard copy classified by subject.
Record Number: PWGSC CISSB 425

Government of Canada Exhibitions Program
Description: Information regarding its Canada Pavilion and related exhibitions activities.
Document Types: Any event in which the government is exhibiting with the Canada Pavilion coordination of departmental participation at events and coordination of departmental exhibitions plans.
Access: Information on each project coordinated by CISSB is stored in hard copy and computer files.
Record Number: PWGSC CISSB 430

Government of Canada Rural Exhibits Program
Description: The Canadian Rural Partnership, an interdepartmental program, ensures that programmes, policies and activities of the federal government offer an integrated support network to rural communities. The information created, captured and maintained is as follows: all tools related to the identification and management of events, selection criteria, governance documents, GCREP committee TOR, list of events selected
Document Types: Rural Exhibits, Agriculture and Agri-Food Canada, Fairs, Rural Secretariat.
Record Number: PWGSC CISSB 431

Government Consulting Services
Description: Information related to assignments conducted for public service clients.
Document Types: Organizational effectiveness, HR strategies and planning, program evaluation, performance measurement, governance, sustainable development, environmental management, financial management, risk management, decision support, IT and security management, project management, and knowledge, information and records management.
Access: Files are maintained on each project organized by project number.
Record Number: PWGSC CISSB 135

Industrial Security Sector
Description: Information on security programs to protect national and international classified and other sensitive information related to government contracts and projects available to industry by government departments.
Document Types: Agreement and exchanges (information between Canada and other countries); industrial contracts; industrial facility security clearances or checks; industrial information protection; material and classified or other sensitive documents control; North Atlantic Treaty Organization security; industrial security training.
Access: Files are accessed by employees with a need to know from the Industrial Security Sector as well as Corporate Security and Information Technology Security directorates. Departmental Industrial Security Information System (DISIS).
Format: Automated system for industrial personnel security clearance or reliability status files on industrial personnel and Public Works and Government Services Canada employees. This system is the Personnel Screening Data Collection Automation System (PSDCA).
Record Number: PWGSC CISSB 105

International and Intergovernmental Cooperation
Description: Provides PWGSC with processes for participating in foreign visits and intergovernmental cooperation as part of knowledge sharing through exchange of best practices, and uses this information for project management and reporting purposes.
Document Types: Planning Foreign Visits, Documentation and Reporting, Decision and Implementation Processes, Management Procedures, Logistics Preparation, Federal-Provincial-Territorial Activities.
Access: Files are arranged by activity, project and country.
Record Number: PWGSC CISSB 035

Public Opinion Research Services
Description: Information on public opinion research commissioned by government departments and agencies.
Document Types: Current activities or events about which the government may be interested in conducting public opinion research, such as public health, the environment, government communications and security.
Access: Information on each project submitted to PORD is stored in hard copy and/or computer files. Public opinion research final reports are sent and deposited with Library and Archives Canada and the Library of Parliament.
Record Number: PWGSC CISSB 445

Publishing and Depository Services
Description: Information on and access to publications produced by federal government departments and agencies; information on the depository library community.
Document Types: Federal publications, Depository libraries, Government Information sources.
Access: Bibliographic records accessible by author department, publication title, subject.
Format: The Depository Services Program's computer database called Government of Canada Publications database.
Record Number: PWGSC CISSB 420

Shared Service Integration
Description: Information related to the maintenance and enhancement of shared Governement of Canada information management systems (Integrated Financial Management System, Governement of Canada Human Resource Management System, FreeBalance, Automated Material Management Information System, Human Resources Information System).
Document Types: Contracts, statements of work, interdepartmental service agreements, decision records and annual operational plans.
Record Number: PWGSC CISSB 114

Corporate Services, Policy and Communications Branch (CSPCB)

Cabinet and Treasury Board Submission Services
Description: Information on Cabinet activities, Treasury Board Submissions and summaries of memoranda presented to various Cabinet committees.
Document Types: Summaries of memoranda presented to Cabinet by various sponsoring departments on matters of national and international concern and Treasury Board Submissions.
Access: Computer files and hardcopies classified by Cabinet committee, and by year and memorandum number.
Record Number: PWGSC CSPCB 295

Claims/Case Management Program
Description: The Claims/Case Management Program is responsible for reporting and administering all work-related accidents and occupational disease. The program is also responsible for assisting and coordinating the return to work process after a long period of absence due to work-related illness, occupational diseases or other reasons for disability. The program serves PWGSC employees.The Claims/Case Management Program provides support, help and necessary information to both employees and management by facilitating the return to work process, coordinating meetings with all participants in a multidisciplinary team approach, ensuring that the functional restrictions/limitations are well defined and respected and following-up with both employee and management on the return to work progress and accommodation process.
Document Types: Work schedule, Temporary Modified Work Agreement, functional limitations, restrictions, Commission de la santé et de la sécurité du travail (CSST), Workplace Safety and Insurance Board (WSIB) return-to-work, medical certificate, ergonomic assessment, Disability Insurance.
Access: Employee's name, Personal Record Identifier (PRI),Worker's Compensation Board Claim number, either from la Commission de la santé et la sécurité du travail (CSST) or Workplace Safety and Insurance Board (WSIB).
Record Number: PWGSC CEHS 119

Communications Strategies
Description: Information on the planning and management of internal and external communication activities and services, as well as the writing, editing, design and production of communications products.
Document Types: Communications plans, Doing Business publication, publications and creative services; audiovisual and exhibition services.
Format: Files, slides, photos, films, video cassettes, CD-Roms.
Record Number: PWGSC CSPCB 310

Corporate Planning
Description: Information on the development and issue of strategic planning documents, which define the key priorities on which the Department will focus on a medium to long term basis, and information pertaining to various corporate studies.
Document Types: Corporate Planning, Business Plan, Report on Plans and Priorities, Departmental Performance Report, performance measurement, strategic directions, Management Accountability Framework (MAF); and Program Activity Architecture (PAA).
Access: Files classified by subject.
Record Number: PWGSC CSPCB 240

Corporate Policy
Description: Contains information on the development of departmental policies and positions which conform with government wide policies and programs. These holdings include: Memoranda to Cabinet and supporting documentation, research and position papers, minutes of internal and interdepartmental meetings and briefing material for senior management. Also contains information about appointment of Crown Corporations' Board of Directors within the Minister's portfolio.
Document Types: Environment, aboriginal policy and agreements, federal real property, procurement, federal acts and regulations, international business development, rural initiatives, and federal disability strategy.
Access: Hard copy files classified by subject, chronologically.
Record Number: PWGSC CSPCB 280

Departmental Briefing Books
Description: This information holding provides the Minister and senior management with an overview of the Department and contains data on the organization of the Department, including a description of the Department'sprograms, services and activities. It identifies current issues and provides a financial management overview.
Document Types: Vision, roles and expectations, Departmental description and review of activities, calendar of activities, organization charts.
Record Number: PWGSC CSPCB 225

Library Services
Description: This program /activity generally includes the business processes and activities which produce records created by government institutions relating to the delivery of library services, sometimes referred to as documentation or reference services.
Document Types: Library records may include bibliographic information about library materials and information holdings; purchasing information; and payment information; client information in order to manage reference/research enquiries and circulation of library assets. The library also maintains a virtual repository of departmental publications in electronic form.
Record Number: PWGSC CSPCB 124

Media Relations
Description: Information on media and public relations, including press releases, press clippings, responses to questions from the media.
Document Types: Listings of press releases, capsules, speeches and contract highlights.
Record Number: PWGSC CSPCB 315

Memoranda of Understanding
Description: Memoranda of Understanding that the Department has ratified with Branches within the Department, with other federal departments, agencies or Crown Corporations, or with provincial, territorial or foreign governments.
Document Types: An agreement between interested parties establishing their respective rights and responsabilities regarding a project and serving as a basis for a future formal contract.
Access: Documents filed by control number.
Format: Diskettes.
Record Number: PWGSC CSPCB 290

Ministerial Correspondence
Description: Correspondence signed by and for the Minister, Deputy Minister and Associate Deputy Minister for the public, other Ministers, MPs and governmental/private sector representatives. The Correspondence Control Manager (CCM), is designed to follow every step of the Minister, Deputy Minister, and Associate Deputy Minister's correspondence.
Document Types: Management of Ministerial correspondence to the Minister, Deputy Minister and Associate Deputy Minister. Provides messenger services and mail distribution.
Access: Documents filed by control number. Procedures and guidelines available at PWGSC.gc.ca/es/text/mcu-e.html.
Format: All correspondence is scanned and originals are retained in the Ministerial Correspondence Directorate.
Record Number: PWGSC CSPCB 270

On-Line Services
Description: How to obtain on-line information about PWGSC programs, services, initiatives and publications.
Document Types: Activity, event, contracts and General Information on PWGSC programs, services and initiatives of interest to Canadians and public servants.
Record Number: PWGSC CSPCB 440

Office of Greening Government Operations

Project Files
Description: All project related information such as funding document, e-mail correspondence, reports, and quotations.
Document Types: Policies, strategies, guidelines or publications related to greening government's operations.
Access: The project number is required to access records.
Format: PBMS (Project Business Management System)
Record Number: PWGSC OGGO 071

Finance Branch

Financial Analysis
Description: Information on budgetary analysis and control; evaluation of vendor financial capability; financial business and qualitative analysis in support of departmental strategic initiatives; as well as the identification of various financing alternatives.
Document Types: Budgetary analysis and control; evaluation of vendor financial capability; product resource, formulation of pricing strategies; and identification of financing alternatives.
Access: Files arranged by subject, project and company.
Record Number: PWGSC FIN 095

Finance Branch Exit Interview Process
Description: Information as to why employees are leaving the Branch in order to take appropriate corrective measures in a timely fashion; to obtain feedback on the organization's functioning and health, and their workplace; and to better understand the financial community career expectations and aspirations.
Document Types: Exit interview, feedback.
Record Number: PWGSC FIN 091

Financial Information & System
Description: PWGSC departmental financial information.
Document Types: Expenditure, revenue, supplier, customer, budget, forecast, costing and various other financial information maintained by fiscal year for Central Agency reporting or internal operational requirements.
Access: As of April 1, 2008SIGMA is the PWGSC financial system of record. Financial Mangement ReportingSystems (FMS/R) and CDFS Database are the main financial databases for legacy reporting and will remain available in accordance with the departmental archiving strategy.
Access: Requests should be directed to Finance Branch, PWGSC.
Record Number: PWGSC FIN 030

Human Resources Branch (HRB)

Complaints – Official Languages
Description: This databank contains the complaints made under the Official Languages Act.
Document Types: Interpretation of the Official Languages Act and regulations, linguistics rights and obligations and resolution of complaints related to official languages and support to section 41, minority associated to Official languages.
Access: As this is not an official data bank, but rather a working tool.
Format: A computerized databank records all complaints. Copies of complaints are kept in the Human Resources Planning Branch, HRS.
Record Number: PWGSC HRB 280

Personnel Management
Description: Information on personnel management policies, practices and procedures.
Document Types: Classification; staffing; human resources; occupational health and safety; official languages; salaries and wages; employee relations; training and development, workforce adjustment; security; HR Planning; awards and recognition.
Access: Files arranged by subject. Human Resources Management Systems (HRMS), Integrated Training System (ITS), WinOrg and Leave Information Management System (LIMS).
Format: Databases.
Record Number: PWGSC HRB 305

Information Technology Services Branch (ITSB)

Chief Information Officer (CIO)
Description: Information related to the mandate and functions of the Chief Information Officer (CIO).
Note: Government on Line portion only.
Document Types: Government On-Line; Public Key Infrastructure; Organizational Readiness; Communications; Departments and agencies.
Record Number: PWGSC CIO 040

Communications and Public Relations
Description: Information on communications plans and activities including Web Development.
Note: GoL portion only.
Document Types: Communication; Government On-Line (GoL); Internet/intranet, procedures, publiservice, reports and statistics, and strategic plans.
Record Number: PWGSC CIO 125

CS Development Program (non CS and CS-01)
Description: The CS Development Program (formerly known as the "CS Trainee Program") is a special two-year apprenticeship program for post-secondary graduates, as well as current employees. Candidates who have completed the Program's requirements are prepared to be appointed to a CS-02 level position.
Document Types: Apprenticeship Program; CS-02 appointment without competition.
Access: Workforce Development Services.
Record Number: PWGSC CIO 045

Directory Services
Description: Personal information of federal employees, contractors and temporary help is gathered to populate different directories.
Document Types: On-line directories (Government Electronic Directory Services Web/Direct 500 (GEDS), Email directory exchanges (EMAX), SMTP Address eXchange.
Record Number: PWGSC ITSB 074

Government Telecommunications Services
Description: Information on a full range of telecommunications facilities and services for federal departments and agencies, including shared and customized voice and data systems, Government of Canada telephone directories, and professional and advisory services.
Document Types: Systems: data, dedicated, voice, shared, intercity network consolidation, teleconferencing; Coordination: guidelines and standards, interdepartmental coordination; Telecommunications projects, research, policy and planning.
Record Number: PWGSC ITSB 165

Infrastructure Architecture and Security Division
Description: Information on the Government of Canada Public Key Infrastructure, including progress across federal government departments and working groups, and liaison with other levels of government and the private sector.
Note: GoL portion only.
Document Types: Certification Policies; Committees-cross-certification and interoperability sub-committee (XCIS), Framework establishment and documentation sub-committee (FEDS), Policy and Legal sub-committee (PALS), Security domain architecture, Senior interdepartmental lead committee (SILC); Communications; Conferences and Trade Shows; Cross-certification; Electronic Authorization and Authentication; Electronic Commerce; Enterprise-Wide Entrust License; Information Management; Liaison -International-General, International Records Management Trust; Liaison- Provinces; Liaison with Companies, Firms, Associations; Liaison with Departments and Agencies – Social Development Canada (SDC), Public Works and Government Services (PWGSC), Treasury Board Secretariat - policies; Meetings - Directory Management Authority (DMA), Electronic Services Delivery (ESD), Policy Management Authority (PMA) - new, advisory, executive committee; and Policy - Electronic service delivery. Policy Law; Projects - Pathfinders, Secure Messaging Pilot; Record and Archives Working Group Technology - General Technology - Directories, Standards, Vendors IT Security (ITS), IT Security Standards (ITSS); management trust Architecture and Infrastructure; Governance; Plans and Projects; Policy and Procedures; Standards-general, TBITS; Strategic IM/IT Infrastructure (SII); Administration; Financial monitoring; Governance; Guidelines; Project management; Architecture - Consultations, planning; SII Project Management Office (PMO), administration, ad hoc material, Business plan, IMIT collaborations, Committees and meetings, Communications, Information management, Funding, Governance; Liaison - Government On-line (GoL), Human resource (HR), Information technology security (ITS); Policies; Presentations; Research; Status Reports; Program management.
Record Number: PWGSC CIO 030

Self Serve Password Management Solution
Description: Project Charter, Procedures for how to enable this solution on the PWGSC network, Procedures for the service desk to follow if users calls with issues, A website that contains FAQs, help information and other related details. All the project information regarding the implementation of PSS within the PWGSC network.
Document Types: Password Self Serve, Password Self Service, Novell Netware, Challenge Questions, Password Management.
Format: The data for the person record is stored in encrypted in the Novell e-directory database.
Record Number: PWGSC ITSB 001

Investigation and Litigation support Office (ILO)

Sponsorship and Advertising Activities Records
Description: Information, in records collections and databases, related to:the Government's sponsorship program and advertising activities during the period January 1, 1994 to March 31, 2004. These records were brought together to allow the Department to respond to the information needs of the various inquiries and investigations established to respond to the Report of the Auditor General of Canada on the Government-Wide Audit of the Sponsorship Program, the Advertising Activities and the Management of Public Opinion Research dated November 2003. The inquiries and investigations include those conducted by: the Standing Committee on Public Accounts; the Commission of Inquiry into the Sponsorship Program and Advertising Activities; the Special Counsel for Financial Recovery; and the Royal Canadian Mounted Police and Sûreté du Québec. PWGSC records accumulated during the response phase beginning in February 2004 to the present.
Document Types: Sponsorship, advertising activities.
Access: Hard copy and electronic files organized by: a) file/document inventory; and b) Classification system; Electronic database organized by contract number; PDF files accessible through full-text search.
Format: databases, images, full text, CD-ROMS.
Record Number: PWGSC ILO 051

Office of the Independent Advisor on Public Opinion Records
Description: Information in records collections, databases, and Websites related to the mandate of the Independent Advisor on Public Opinion Research and its review. These records were brought together to allow the Independent Advisor to analyze the period under review, draw conclusions and write his report. Also contains information related to the administration of his office.
Document Types: Public opinion research
Record Number: PWGSC ILO 031

Office of the Chief Risk Officer (OCRO)

Conflict Management
Description: Information on inquiries, informal complaints, and formal complaints, the latter of which are submitted to the Contract Settlement Board, and the Contract Dispute Advisory Board. With the exception of bid challenges and claims arising from Terminations for Convenience, these two boards act as an appeal/review process in PWGSC for all procurement-related disputes and extra-cost claims arising from goods and services contracts, construction and architectural and engineering services contracts. These holdings contain both complete files and files in process; files include names and contact information of the disputants, client department information (federal departments are PWGSC clients for procurement), nature of the dispute including potential dollar amount in dispute, specifics on the "story" of each party to the dispute, and what action was taken by OCRO. In many cases the information also includes a chronology of events, and whether there are any follow-up actions.
Document Types: Complaints and disputes related to procurements underway; policy; procedures.
Record Number: PWGSC OCRO 002

Ethics Directorate – Case Management
Description: This information holding contains multiple databases compiling enquiries on a variety of ethics-related issues received by ethics advisors. Each DG organization has a dedicated database that is accessible only to the manager for case management and the respective ethics advisor. The databases do not contain information that may identify employees.
Purpose: The information described above is required to track trends in ethical enquiries across PWGSC.
Document Types: Values and Ethics, dilemma, enquiries.
Record Number: PWGSC OCRO 001

Fairness Monitoring
Description: Information on the third party monitoring of procurements which meet specific criteria, to observe and report on the conduct of fairness in the carrying out of the bidding process – from developing the Request for Proposal to entering into a contract with the selected bidder. These holdings contain both complete files and files in process; files include information on the process of selecting a Fairness Monitor including the Request for Proposal, and contact information of the winning bidder, contract, and associated information. Invoices received from the supplier, deliverables received from the contract (interim and final reports). Some background information on the departmental activity being monitored is also held in these files. Where applicable, information on follow-up activities is also included.
Document Types: Monitoring of departmental activities; policy; procedures.
Record Number: PWGSC OCRO 003

General Inquiries Relating to the PSPDA
Description: All general enquiries relating to the Public Servants Disclosure Protection Act (PSPDA) and processes and procedures.
Document Types: General information related to legislative requirements, policies, requirements of the PSDPA, obligations of supervisors.
Record Number: PWGSC OCRO 005

Other Disclosures
Description: Information related to the disclosure reports made by persons other than public servants within PWGSC and is beyond the scope of the Public Servants Disclosure Protection Act. These disclosures could be anonymous.
Document Types: Disclosure or complaint details, investigations, reports etc.
Record Number: PWGSC OCRO 006

PWGSC Internal Disclosure
Description: Information within internal disclosure reports made by public servants within PWGSC under the Public Servants Disclosure Protection Act.
Document Types: Requirements of the PSDPA, obligations, disclosure details, investigations, reports etc related to wrongdoings.
Record Number: PWGSC OCRO 007

PWGSC Quality Management Initiative
Description: Information relating to the development and implementation of the departmental Quality Management Initiative, including analysis, strategies, options, recommendations, guidance, tools, templates, training and presentation material, plans, assessments and status reports.
Document Types: Briefings, discussion papers, presentations, communication products, frameworks, policies, methodology, course material, action plans, progress reports, as well as terms of reference, agendas and minutes of departmental networks.
Record Number: PWGSC OCRO 004

Risk Management
Description: Information on the development of the corporate risk profile which identifies the key risks to the department in relation to the achievement of the departmental strategic objectives.
Document Types: Risk Management.
Record Number: PWGSC OCRO 008

Special Investigations Records
Description: Information related to internal investigations on fraud or other wrongdoing, commissioned by the Deputy Minister, Chief Risk Officer or other ADM level management. The records may contain working papers, supporting documents, reports with recommendations provided to senior management on findings of investigations on wrongdoing or Conflict of Interest situations. Reports on investigations that reveal criminal activity may be shared with the Royal Canadian Mounted Police and or police of jurisdiction. Note that Investigations reports under the Public Service Disclosure Protection Act are exempted from release under the Access to Information and Privacy Acts.
Document Types: Investigation reports, final reports to DM, Investigations action plans, Investigations guidelines documents, Fraud Awareness Presentation material.
Record Number: PWGSC OCRO 009

Office of the Procurement Ombudsman (OPO)

Complaints – Suppliers
Description: Records are kept relating to complaints made by suppliers, to satisfy the requirements of the Procurement Ombudsman Regulations made under the Federal Accountability Act.
Document Types: Requirements of the Procurement Ombudsman Regulations, obligations and resolutions of complaints related to suppliers, investigators, procurement issues, final reporting.
Access: File number.
Record Number: PWGSC OPO 011

Procurement Practices Review
Description: Records are kept relating to information gathered by departments and supplier complaints on procurement practices and/or procedures, to satisfy the requirements of the Procurement Ombudsman Regulations made under the Federal Accountability Act.
Document Types: Requirements of the Procurement Ombudsman Regulations, procurement reviews, recommendations, final reporting.
Access: File number.
Record Number: PWGSC OPO 015

Parliamentary Precinct Branch (PPB)

Project Files - Parliamentary Precinct Branch
Description: Information on projects undertaken such as renovations, alterations, minor works and repairs to buildings, landscaping and paving.
Document Types: Planning and design; consultants; tendering and contract award; construction payments; claims; change orders; meetings; project scheduling; reports; shop drawings; testing; fine art; graphic images/records of prestigious projects such as Parliamentary Precinct; graphic records of real property asset facility management; and materials and equipment.
Format: Machine - readable records, microfilm, microfiche, video, CD, cassettes, maps, plans, CADD, photographs and specifications.
Record Number: PWGSC PPB 021

Real Property Branch

Asset Management
Description: Information on the programming operation, maintenance and general upkeep of assets including buildings owned and leased by the Crown and other special purpose assets.
Document Types: Facilities management including property and facilities management agreements, open office landscaping, redecorating, horticulture, moving, parking, housing, and historical implications; and building operations including utilities, inspections, cleaning, elevators, eating facilities, garbage disposal and pest control.
Format: EDP systems, maps, plans, and photographs.
Record Number: PWGSC RPB 065

Buildings and Lands
Description: Information on the provision of real estate services to government departments and agencies.
Document Types: Acquisition; appraisals; deeds and title documents; expropriations; easements; heritage properties; title claims; marine; Harbour Commission properties; breakwaters; wharves; offers of sites and buildings; sale of lands; transfer and zoning of land.
Format: Machine-readable records, microfiche, drawings, plans, maps.
Record Number: PWSGC RPB 045

Design and Construction
Description: Construction programs.
Document Types: Construction and quality assurance; master construction specifications; consultants project control; cost planning and estimating; environmental analysis; landscaping and site development standards; project control systems; reports and unsolicited proposals; questionnaires; electrical, mechanical, marine and civil engineering.
Format: EDP systems, slides and film, brochures, microfilm, photographs.
Record Number: PWGSC RPB 025

Energy and Sustainable Development
Description: Information on PWGSC energy and sustainable development program.
Document Types: Guidelines and standards; information exchange and cooperation; studies; building energy systems analysis; district heating and cooling; solid waste management; solar energy programs; geothermal energy and thermography strategies for greenhouse gas reductions; greening opportunities in buildings.
Format: Machine-readable records, photographs, cartographic records, microfilm videotapes, and disc storage.
Record Number: PWGSC RPB 055

Payments in Lieu of Taxes
Description: Information on payments to municipal, school, provincial, territorial and other taxing authorities in lieu of real property tax for a taxation year and in lieu of frontage or area tax in respect of federal property situated within the area in which the taxing authority has power to levy and collect real property tax or the frontage or area tax.
Document Types: Payments to municipalities, taxing authorities, Payments in lieu of taxes Act, federal property, municipal services, real property tax, taxable property owner, evaluation, appraisals, Crown lands, federal programs and property assessment.
Access: Files are arranged by region with their taxing authorities in alpha-numeric order.
Format: Photographs (digital and hard copy) and electronic database.
Record Number: PWGSC RPB 115

Project Files
Description: Information on projects undertaken such as renovations, alterations, minor works and repairs to buildings, civil and marine structures, as well as such work as dredging, landscaping and paving.
Document Types: Planning and design; consultants; tendering and contract award; construction payments; claims; change orders; meetings; project scheduling; reports; shop drawings; testing; fine art ; graphic images/records of projects; graphic records of real property asset facility management; and materials and equipment.
Format: Machine-readable records, microfilm, microfiche, maps, plans, photographs and specifications.
Record Number: PWGSC RPB 030

Property Development
Description: Information on federal land management.
Document Types: Redevelopment strategies and inventory rationalization.
Format: Maps, plans, photographs.
Record Number: PWGSC RPB 150

Property Inventories
Description: (Law records) Inventories of properties owned or leased by the federal government and its agencies.
Document Types: Inventories; Directory of Federal Real Property inventory; Public Works and Government Services Canada real property inventory.
Format: EDP systems, microfilm records, maps, survey plans, photographs, prints, and film.
Record Number: PWGSC RPB 060

Real Property
Description: Information on the provision of accommodation and related services to government departments and agencies.
Document Types: Assignment and use of space; guidelines and standards; parking; charging; housing; lettings; space management; and planning.
Format: Machine-readable records, floor plans.
Record Number: PWGSC RPB 040

Research and Innovation
Description: Information on innovative products/systems/processes arising from research, demonstration and transfer activities applied to real property assets.
Document Types: Properties and performance of new materials; laboratory and on-site testing results on the performance of building components; tools and methodologies for risk reduction due to hazards suchas earthquake or fire; data and analysis of specialized structures such as Prince Edward Island Bridge.
Format: Hard copy report, EDP systems, films, CDs, disc storage.
Record Number: PWGSC RPB 155

Signs and Plaques
Description: Information on the federal identity program and the design and development of standard signage.
Document Types: Identification of buildings; national signage program and its implementation.
Access: Files arranged by topic.
Record Number: PWGSC RPB 170

Specifications
Description: Specifications and Canadian government master specifications.
Document Types: Specifications – architectural, structural, landscaping, food services, conveyor systems, mechanical, electrical and civil.
Format: Microfiche.
Record Number: PWGSC RPB 020

Surplus Properties
Description: Information on the disposition of properties or structures surplus to the needs of government departments and agencies.
Document Types: Notice of excess Crown property; demolition; disposal; surplus properties and enquiries for real property.
Format: EDP systems and microfilm records.
Record Number: PWGSC RPB 085

Translation Bureau (TB)

Services
Description: Information on translation services, simultaneous interpretation, sign language service and other linguistic services, notably terminology, training and translation quality evaluation provided to government institutions.
Note: Database – Suppliers Information Management System (SIMS).
Document Types: General; associations and organizations; bilingualism; conferences and seminars, foreign languages, Aboriginal languages.
Record Number: PWGSC TB 220

Standard Classes of Records

Please see the Introduction to this publication for the descriptions of Standard Classes of Records.

Access to Information and Privacy Requests

Administration and Management Services

Automated Document, Records and Information Management Systems

Boards, Committees and Councils

Business Continuity Planning

Communications

Disclosure to Investigative Bodies

Hospitality

Human Resources

Information Technology Services

Physical Security

Proactive Disclosure

Procurement and Contracting

Recruitment and Staffing

Relocation

Travel

Central Personal Information Banks

Government of Canada Public Key Infrastructure (GC PKI) Certificates
Description: This personal information bank relates to Public Key Infrastructure (PKI) certificates issued both online (anonymous) and face-to-face (identity based), for the purpose of providing access to Government of Canada(GC) applications and e-mail communications with the federal government, in a secure fashion. The certificates permit employees and other individuals to access and transact with GC systms/applications and to communicate/correspond with federal employees. The personal information bank includes: username, password, and recovery secret created by the user; encrypted program identifiers (PIDs); identification code (meaningless but unique number or MBUN) generated by the system for the anonymous certificate; individuals name and employement coordinates (organization, address, e-mail and telephone number) for the identify-based certificate that also requires face-to-face or oral identification not recorded by the Local Registration Authority (LRA), ie. Two pieces of ID (one with a photo, and one with a signature) or a shared secret (something known by the LRA from the previous interactin with the individual).
Class of Individuals: Federal and government employees, consultants, temporary help and individuals hired under contract to work on behalf of the federal government, and other individuals who apply for access to Government of Canada applications and/or communicate with federal employees, in a secure fashion.
Purpose: The administration of the program to establish and use PKI Certificates which are used to enable government employees,consultants and others to perform secure communications and transactions with and/or within the federal government. Once a Certificate has been used for enrollment into a particular application (or group of applications) and the individual has been authenticated, the certificate is linked to an encyrpted PID used by the application then stored into a central mapping database. This mapping database, although maintained by the CA, is created for the use of applications only which means that encrypted PIDs can only be decrypted by the applications. Moreover, information maintained about personal identifiers used by various applications is segregated from each other, to avoid the risk of data profiling. The CA also logs certificate usage. In the case of identify-based certificates, the CA is able to track each time a user accesses his/her certificate (this tracking does not normally record a particular application accessed byt can be retrieved for security inquiries/investigations). The tracking is also done for anonymous certificates but the information is not personally identifiable.
Consistent Use: In the case of security or privacy breaches, the CA may be permitted to access nomally encrypted data, sor use in security investigations and/or inquiries conducted by PWGSC Security staff. Suspected criminal activities are referred to the RCMP for investigation (CMP PPU 005-Operational Case Records).
Retention and Disposal Standards: Certificate usage logs are maintained for six years from the las utilization. The Certificates themselves may be kept for up to a maximum of 30 years, depending on the duration of employment of the individual concerned. Subscription request forms for identity-based certificates may be kept for up to 6 years after receipt.
RDA Number: An institute specific RDA is being developed.
Related Record Number: PWGSC CIO 030
TBS Registration: 006677
Bank Number: PWGSC PCU 606

Institution-Specific Personal Information Banks

Accounting, Banking and Compensation Branch

Claim for Payment on an ex Gratia Basis
Description: This bank describes the information provided by individuals from the public, businesses and non-profit organizations who are making claims on a voluntary basis against the Government of Canada for losses and/or extraordinary expenses incurred during Summit activities. Claimants complete the Claim for Payment on an Ex Gratia Basis form. The data requested on this form includes: description of losses and/ or extraordinary expenses incurred during Summit, claimant name, contact details (address, phone and fax numbers), and claimant insurance details (insurance policy number, company, broker, details of insurance claim). Business and non-profit organizations must additionally provide their Goods and Services Tax Number (GST), Business Number (BN), Procurement Business Number (PBN), or Corporate Income Tax Number, and may also name staff and provide information submitted by their staff and volunteers to substantiate claims.
Class of Individuals: Commercial businesses and their employees, non-profit organizations and their employees and volunteers, and individuals of the public submitting claims.
Purpose: Information in this bank is collected to assess claim eligibility and issue payment by the federal Government of Canada in accordance with the Financial Administration Act and TBS policies.
Consistent Uses: Information in this bank may also be used to advise claimants on the status of their claim, to track processing of claims, and to issue T4A receipts under the authority of the Income Tax Act.(Reference: PWGSC PPU 051).
Retention and Disposal Standards: Records are retained for six years after last administrative use and then destroyed.
RDA Number: 98/005
Related Record Number: PWGSC ABC 125
TBS Registration: 005255
Bank Number: PWGSC PPU 052

Direct Deposit Interface System
Description: This bank describes information on payment data received from various payment systems for the purpose of delivering payment data to financial institutions for deposit to a recipient's account. This bank identifies recipients' Financial Institution Branch and account numbers, the user cross-reference number used by the payment system to identify the payee and the payee's name.
Class of Individuals: Retired federal employees and members of the general public residing in the U.S. receiving a pension payment from the federal government via direct deposit.
Purpose: The purpose of this bank is to effect direct deposit payments.
Consistent Uses: The information in this bank is used to effect direct deposit payments and for reconciliation and inquiry purposes.
Retention and Disposal Standards: All payment data is purged from the Direct Deposit Interface System (DDID) database 120 days after due date and saved on microfiche for an indefinite period of time. The payment tape to financial institutions is retained by CRCD in microfiche form for a period of six years in accordance with payment instrument regulations. The financial records have a retention period of six (6) years, whether they are electronic or paper and then destroyed.
RDA Number: 98/005
Related Record Number: PWGSC ABC 075
TBS Registration: 002784
Bank Number: PWGSC PPU 040

Receiver General Buy Button (RGBB)Credit Card Numbers
Description: This bank describes the information relating to credit card numbers and corresponding expiry dates that individuals have voluntarily provided as customers purchasing goods and services from afederal government department or agency using the Receiver General Buy Button (RGBB) to authorize payment. Also, this basic transaction information such as total purchase amount, department, transaction ID, and bank authorization number.
Class of Individuals: Members of the public who are customers purchasing goods and services from a federal government department or agency using the Receiver General Buy Button (RGBB) to authorize payment.
Purpose: The credit card numbers and corresponding expiry dates are required from customers purchasing goods and services from a federal government department or agency to process authorization and settlement of payment by credit card. The remaining basic transaction information is required to include in a payment receipt displayed to the customer.
Consistent Uses: The information described in the Bank is used for the purpose of processing creditcard payments and, therefore, partial disclosure to a third party payment service provider is required for the processing. The information (partially masked credit card number) will also be available to the originating selling department (only) in reports and online for administrative purposes (i.e.refunds, reporting and reconciliation).
Retention and Disposal Standards: The data maintained in this Bank is retained for six (6) fiscal years after the fiscal year in which the transaction occurred (accounts receivable - revenue). Data is subsequently disposed of.
RDA Number: 99/004
Related Record Number: PWGSC ABC 130
TBS Registration: 005380
Bank Number: PWGSC PPU 100

Standard Payment System
Description: This bank describes payment data received from various entitlement systems, financial institutions, program departments, the general public and Cheque Redemption Control Directorate. Information includes basic payment data (name and address of recipient, amount, date of issue, financial institution branch and account numbers, the user cross-reference number used by the payment system to identify the payee and the payee's name) plus the status of the payment at various points in the life cycle and control information. Stub information related to the calculation of the entitlement, may also be included.
Class of Individuals: All members of the general public receiving payments from the Receiver General.
Purpose: The purpose of the information is to support the issue and post-issue processes required by the Receiver General payment function.
Consistent Uses: The data is used to effect payments, take follow-up action if cheques are lost, stolen or damaged, and respond to enquiries.
Retention and Disposal Standards: Stub information is deleted when the payment is cashed or canceled. Information on redeemed payments is retained on line for a period specified by the program department, on average four months following redemption. The data is then purged from the SPS database and transferred to tape, where it is retained forsix years. The archived data is available online throughout that period. The financial records have a retention period of six (6) years after the last administrative action, whether they are electronic or paper and then destroyed.
RDA Number: 98/005
Related Record Number: PWGSC ABC 125and PWGSC ABC 075
TBS Registration: 003964
Bank Number: PWGSC PPU 085

Acquisitions Branch

Buyer Information
Description: This bank describes both personal and business information on potential sources for the sale of surplus Crown assets. The information held includes name, address, phone number, company warehousing and distribution capabilities, lists of commodities of interest, payment records, bids offered, credit ratings, performance ratings on period contracts; successful bids, volume of surplus goods bought and sold.
Class of Individuals: Individual buying or bidding on surplus Crown assets or companies buying surplus Crown
Purpose: To select buyers to solicit when selling surplus Crown assets; to provide trend analysis through historical statistics.
Consistent Uses: None.
Retention and Disposal Standards: Inactive records are kept for three years within Cass and an additional three years on backup after the last administrative action is taken and then destroyed. Active records are amended as appropriate.
RDA Number: 84/009
Related Record Number: PWGSC ACQ 185
TBS Registration: 003317
Bank Number: PWGSC PPU 026

Consultants' Inventory
Description: This bank contains information relating to firms and individuals specializing in architectural, engineering (A&E) and related disciplines associated with departmental activities whose services have been, are or may be commissioned by the Department. This bank contains names, addresses, personal qualifications, a record of previous commissions and experience, along with performance records.
Class of Individuals: Professional and paraprofessional consultants.
Purpose: This information is used to select consultants for projects administered by the Department.
Consistent Uses: To allow for the efficient selection of A&E consultants, the information is updated on an ongoing basis by architectural and engineering firms and their employees as required.
Retention and Disposal Standards: Information is updated continuously and is maintained for two years after removal from the inventory and then destroyed.
RDA Number: 97/005
Related Record Number: PWGSC ACQ 185
TBS Registration: 000703
Bank Number: PWGSC PPU 041

Contractors' Index
Description: This bank contains information relating to contractors in a variety of trades including areas such as plumbing,electrical, moving, cleaning, snow removal and other trades relating to general property management. This bank contains names, addresses, telephone numbers, specializations, licenses held, previous government work, if any, and in some cases, performance reports.
Class of Individuals: General and trade contractors.
Purpose: This information is used pursuant to departmental procedures to contact and select contractors and service agencies for departmental projects.
Consistent Uses: The information is updated on an ongoing basis as required by suppliers and their employees.
Retention and Disposal Standards: The files are deleted from the bank after two years of inactivity.
RDA Number: 97/005
Related Record Number: PWGSC ACQ 185
TBS Registration: 000698
Bank Number: PWGSC PPU 016

Register of Suppliers
Description: This bank describes the information on suppliers of materials and equipment. It contains names, addresses, commodities available from the supplier and details of previous departmental purchases, if any. Information in this bank is held at Headquarters and in regional offices.
Class of Individuals: Suppliers of materials and equipment.
Purpose:This bank is used to assist in the selection of suppliers.
Consistent Uses: None.
Retention and Disposal Standards: Information is maintained for two years after the last administrative action and then destroyed.
RDA Number: 78/001
Related Record Number: PWGSC ACQ 185
TBS Registration: 000709
Bank Number: PWGSC PPU 071

Vendor Sourcing Records
Description: This bank describes business information such as financial data, indications of suppliers' manufacturing and distribution capabilities, lists of main products, equipment or services provided, and performance reports. It may also describe personal information such as names, addresses, commodities available from the supplier, details of previous departmental purchases, if any, personal histories and characteristics, education and performance of sole proprietors or partners.
Class of Individuals: Individual companies/suppliers who wish to do business with the Department.
Purpose: To identify potential suppliers.
Consistent Uses: None.
Retention and Disposal Standards: Five-year retention period after the last administrative action and then destroyed, for automated records, two years for manual records after the last administrative use and then destroyed.
RDA Number: 69/048
Related Record Number: PWGSC ACQ 185
TBS Registration: 001367
Bank Number: PWGSC PPU 005

Consulting, Information and Shared Services Branch (CISSB)

Citizen Information Initiative Mailing List
Description: Names and addresses that respondents provided to the Consulting, Information and Shared Services Branch on postage-paid reply cards included in Your Guide to Government of Canada Programs and Services. This bank may also describe comments provided by Canadians who complete comment cards found in various Government of Canada publications.
Class of Individuals: The information relates to Canadians who received a copy of the guide in the mail and who indicated that they wished to be kept aware of GOC programs and services.
Purpose: To create and maintain mailing lists that will enable the Government Information Services Branch to keep people aware of GoC programs and services.
Consistent Uses: None.
Retention and Disposal Standards: The information will be retained for two years. Individuals who wish to have their names removed from the list can do so.
RDA Number: Under development
Related Record Number: PWGSC CSPCB 440
TBS Registration: 004230
Bank Number: PWGSC PPU 120

Controlled Goods Registry Information
Description: Established under the authority of the Defence Production Act (DPA). The Controlled Goods Program requires all "persons" examining, possessing, or transferring controlled goods in Canada to be registered, excluded or exempted from registration. The Controlled Goods Regulations came into effect April 30, 2001. Controlled goods (listed in the Schedule to the DPA) include Group 2 (with some restrictions), Group 5 (item 5504) and Group 6 of the Export Control List made under section 3 of the Export and Import Permits Act. This bank describes information on applicants such as: registration number; type of Controlled Goods; biographical information such as surname, full given name(s), family name at birth, all other names used (nicknames), date of birth, and gender; information on criminal history such as conviction of a criminal offence in or outside of Canada for which a pardon has not been granted, the RCMP fingerprint form, description of the charges, name of police force and location, date of conviction; legal status of business, sole proprietorship, partnership, ownership; designated official; business location(s); telephone number; expiry date; and, certification.
Class of Individuals: All "persons" who are in a position to lawfully examine, possess or transfer controlled goods in Canada. This includes visitors, temporary workers, and other business enterprises.
Purpose: To register and monitor all "persons" who are examining, possessing or transferring controlled goods.
Consistent Uses: To record information on all "persons" registered or exempted from registration (visitors and temporary workers), and on compliance inspections in the Controlled Goods Directorate database and Departmental Industrial Security Information System (DISIS). This information is updated on a daily basis.
Retention and Disposal Standards: Reviewed and updated every five years.
RDA Number: Under development
Related Record Number: PWGSC CISSB 105
TBS Registration: 005093
Bank Number: PWGSC PPU 045

Industry Personnel Clearance and Reliability Records
Description: Personal history data, fingerprints, consent, briefing request and authorization and citizenship documentation (if applicable), certification of reliability, credit information as well as correspondence related to the security clearance or verification of reliability of industry personnel and PWGSC employees.
Class of Individuals: Canadian industry personnel and PWGSC employees.
Purpose: To record security clearance and verification of reliability data on applicable Canadian industry personnel.
Consistent Uses: None.
Retention and Disposal Standards: If not renewed, records are destroyed two years after the expiry date of the security clearance and/or reliability. Records are also destroyed two years after the last administrative action, i.e. termination, revocation.
RDA Number: 79/018
Related Record Number: PWGSC CISSB 105
TBS Registration: 001369
Bank Number: PWGSC PPU 015

Private Sector Resources
Description: Inventories of registered private sector resources; individuals and firms.
Class of Individuals: Individuals and firms of the private sector.
Purpose: Inventories of registered private sector recources; individuals and firms
Consistent Uses: No Consistent Uses have been identified at this time.
Retention and Disposal Standards: Records are retained for three years or until updated by the registrant, whichever comes first and then destroyed.
RDA Number: Under development
Related Record Number: PWGSC CISSB 135
TBS Registration: 001371
Bank Number: PWGSC PPU 025

Skills Inventory System
Description: The system provides information on the skill sets of registered private sector resources.
Class of Individuals: Individuals and firms in the private sector seeking consideration for assignments with Consulting Services Canada.
Purpose: To register Private Sector Resources, their skills, rates and availability.
Consistent Uses: For retrieving and sorting skills information.
Retention and Disposal Standards: Reviewed and updated every five years.
RDA Number: Under development
Related Record Number: PWGSC CISSB 135
TBS Registration: 005018
Bank Number: PWGSC PPU 027

Corporate Services, Policy and Communications Branch (CSPCB)

Internet Services
Description: E-mail: Names, home/e-mail addresses, telephone/facsimile numbers and Internet provider addresses of individuals who have submitted solicited or unsolicited information to the PWGSC Internet site using comment/question forms and by sending free-form e-mail to the site. The bank includes responses to such comments/questions and any other information relevant to the processing of such comments/questions. Server Logs: It may also contain personal information captured, by the PWGSC server (server logs) such as Internet Server Provider addresses, over the course of normal navigation through the site. User metrics for Site Enhancements: In order to optimize service to users through the PWGSC, information on site usage patterns may be collected through a Statistics Program or the About Canada application. Optional Services: Customization, E-mail Notification – Users who choose to participate in these services, will through the nature of this activity, have provided personal information so that the department can provide them with personalized information. These databases contain usernames, passwords, email addresses.
Class of Individuals: Canadians and international public who have access to the Internet.
Purpose: This information is compiled in order to process the comments/questions received and to track the responses given. The information is made available to personnel in order to provide a response to the inquiry, and for the purposes of improving service to our Website clientele. The information is also used to provide e-mail updates of new links added to the site, bookmark profiles, statistical analysis of usage of the site.
Consistent Uses: The information will be used by various members of the department who are responsible for maintaining pages on the Department's Internet sites.
Retention and Disposal Standards: Under development.
RDA Number: Under development
Related Record Number: PWGSC CSPCB 440
TBS Registration: 005372
Bank Number: PWGSC PPU 115

Finance Branch

PWGSCs T1204 Tombstone Information
Description: PWGSC supplier identifier: legal name of business entity or individual; address including postal code; business type, contractor (either individual, partnershipor corporate); and one or more of the following Revenue Canada identifiers: SIN, Business numbers, GST/HST number.
Class of Individuals: Suppliers providing services to PWGSC. These suppliers are individuals or partnerships.
Purpose: The information described above is required to enable PWGSC to issue T1204 supplementary slips to its service contractors in accordance with the TB Information Bulletin of April 30, 1998.
Consistent Uses: This information will only be used to issue T1204 supplementary slips.
Retention and Disposal Standards: Minimum of six years from the end of the last taxation year to which it relates and then destroyed. The legal authority for retention/disposal of the information related to tax document; i.e., T4s comes from the Canadian Income Tax Act under article 230(4) and the same limitation is imposed by la Loi sur le Ministère du Revenue for Quebec.
RDA Number: 86/001, schedule 4.
Related Record Number: PWGSC ACQ 185
TBS Registration: 004154
Bank Number: PWGSC PPU 051

Information Technology Services Branch (ITSB)

Telephone Call – Detail Information
Description: This bank contains details of most commercial long-distance calls and all Government Intercity Calling Service (GICS) calls placed from government telephones, which are provided as part of the GTIS Local Shared Services (LSS). It also includes details of all GICS calls made using government TeleCanada Card authorization codes.
Class of Individuals: Anyone who has access to an LSS telephone or a TeleCanada Card can place calls which will be recorded in this information bank. This includes employees and contractors of government departments, agencies and Crown Corporations specified in Schedules 1, 2 and 3 of the Financial Administration Act; Members, employees of Members, and employees of the House of Commons; and Senators, employees of Senators, and employees of the Senate.
Purpose: GTIS collects call-detail information only for purposes relevant to its legislative mandate, including the provision of information to customers to enable them to manage their operations and control their expenditures in an effective manner.
Consistent Uses: Call-detail information is used by GTIS to manage, control, forecast, plan and analyze the performance of GTIS-managed government networks. The information is provided to all GTIS customers or Authorized Customer Representatives to enable them to manage and control GICS usage, allocate costs internally, and ensure that GICS-related services are used appropriately.
Retention and Disposal Standards:T he information is retained for six (6) fiscal years after the fiscal year in which the transaction occurred, and then destroyed.
RDA Number: 99/004
Related Record Number: PWGSC ITSB 165
TBS Registration: 003744
Bank Number: PWGSC PPU 050

Real Property Branch

List of Landlords
Description: Information relating to existing landlords with whom the Department has executed lease agreements, such as names, addresses, commencements and expiry dates of leases and length of options (if any).
Class of Individuals: Landlords doing business with the Department of Public Works and Government Services Canada.
Purpose: Administration of the leasing contracts on behalf of the government.
Consistent Uses: The information is updated on an ongoing basis as required by the Department and their employees.
Retention and Disposal Standards: Information is retained for two years after last administrative use and then destroyed.
RDA Number: 79/008
Related Record Number:PWGSC RPB 040
TBS Registration: 000696
Bank Number: PWGSC PPU 006

Register of Land Surveyors
Description: Realty Services retains information relating to qualified land surveyors who can perform work for federal organizations. This includes names, addresses, personal qualifications and records of past performance, if any.
Class of Individuals: Land surveyors.
Purpose: Information is used for the selection of land surveyors.
Consistent Uses: None.
Retention and Disposal Standards: This bank is updated on a continuous basis with information supplied by land surveying contractors. It is maintained for three years following removal from the register.
RDA Number: 79/008
Related Record Number: PWGSC RPB 045
TBS Registration: 000700
Bank Number: PWGSC PPU 070

Register of Real Property Appraisers
Description: PWGSC uses the Directory of Designated Members published annually by the Appraisal Institute of Canada and L'Ordre des évaluateurs agréés du Québec as its primary source lists of professional appraisers.
Class of Individuals: Property appraisers.
Purpose: Information is used for the selection of property appraisers for projects administered by the Department.
Consistent Uses: The register of designated members is necessary to ensure that a complete, up-to-date, inventory of appraisers is available to the Valuation Program of the Valuation and PILT Programs Directorate to assist in the selection of property appraisers for projects administered by the Department.
Retention and Disposal Standards: This bank is updated on a continuous basis with information supplied by property appraisal firms, individual appraisers and departmental officials. This information isretained for three years following its removal from the register and then destroyed.
RDA Number: 79/008
Related Record Number: PWGSC RPB 045
TBS Registration: 000701
Bank Number: PWGSC PPU 030

Standard Personal Information Banks

Please see the Introduction to this publication for the descriptions of Standard Personal Information Banks.

Access to Information and Privacy Requests

Applications for Employment

Automated Document, Records and Information Management Systems

Business Continuity Planning

Disclosure to Investigative Bodies

Electronic Network Monitoring Logs

Executive Correspondence Management Systems

Governor in Council Appointments

Hospitality

Internal Communications

Internal Disclosure of Wrongdoing in the Workplace

Members of Boards, Committees and Councils

Personnel Security Screening

Professional Services Contracts

Public Communications

Relocation

Security Video Surveillance and Temporary Visitor Access Control Logs and Building Passes

Travel

Classes of Personal Information

Canadian Government Publications
This class of personal information contains information about individuals who have ordered Government of Canada publications from Canadian Government Publishing throught the order desk or on-line. The information is used to process orders for Governments of Canada publications. Data includes names, addresses and customer numbers.

This class of personal information includes members of the general public, federal employees and individuals representing firms, librairies, schools (all levels), and health and community organizations who have ordered Canadian Government publications.

Client names and addresses are shared with our warehouse and distribution service provider in order to process orders, including mail-out.

Project Records
In carrying out its mandate, the Department generates and receives a large volume of information and correspondence related to work projects. These projects include property acquisition, disposal, expropriation and management; building, highway and marine construction, repair and demolition; dredging services and fleet management; and the provision of associated research, development and consulting services.

Included in this material are often found the personal views and opinions of individuals; evaluations of contractors' and consultants' performance; financial information relating to the management of projects; and any other correspondence associated with specific projects. The retention periods associated with this class of personal information are controlled by the records schedules of the general subject files in which they are stored.

Project records are organized by location. Consequently, access to personal information in project records requires the individual to provide the location of a specific project as well as the nature of the project.

Manuals

Access to Information and Privacy Directorate Desk Procedures
Access to Information and Privacy Liaison Officer Handbook
Bill Payment Service (BPS) Departmental User's Guide
Canadian Forces Superannuation Manual for Pensions Office
Coordination of Access to Information Request System (CAIR) User Guide
Customer Manual
Delegation of Authorities Manual
Employee Handbook on Security
Environmental Management System
Family Allowance Program Policy and Procedures Manual
Federal Government Card Acceptance Departmental User's Guide
Financial Management Framework
Government Banking System User Guide
Industrial Security Manual – http://ciisd.gc.ca/ism/text/preface-e.html
Insurance Administration Manual
OARES, Leasing – Framework and Processes for Leasing Real Property - PWGSC
OARES, Leasing – Lease Documentation Package
OARES, Leasing – Leasing Activity Report
OARES, Leasing – Leasing Handbook on Lessee's Improvements
OARES, Leasing – Letters of Award Policy
OARES, Leasing – Recording of Data in the Facilities Inventory System (FIS)
Office Accommodation and Real Estate Services (OARES), Leasing
Operational Procedures Manual – Payroll Accounting Office (PAO)
Pay Office and Procedures Manual
Pay Policy and Procedures Manual
Pension Support System Manual (PSS)
Personnel Pay Input Manual (Manual and OnLine)
Policy and Procedures for the Preparation of Standards
PWGSC CADD Standards
PWGSC Risk Management Handbook (http://source.pwgsc.gc.ca/branch/ocro/text/rskmngmnt_guide-e.html
PWGSC Risk Management Integrated Risk Management Framework
PWGSC Risk Management Policy (http://source.pwgsc.gc.ca/policy/text/p082-e.html
RCMP Pay Procedures Manual
Receiver General Manual/Directives and Information Notices
Standard Acquisition Clauses and Conditions (SACC) Manual
Standard Payment System (SPS) User Guide
Superannuation Administration Manual
Superannuation Procedures / The Production Control/File Locator System (PCFLS)
Superannuation Procedures Manual – Accounting
Superannuation Procedures Manual – Public Service Corporations (PSC)
Supply Manual
Unit Security Officer Handbook
United Way Campaigns: A Guide for Managers

Additional Information

Please see the Introduction to this publication for information on access procedures under the provisions of the Access to Information Act and the Privacy Act.

For additional information about the programs and activities of Public Works and Government Services Canada, please contact:

Communications Branch
Headquarters
Public Works and Government Services Canada
Place du Portage, Phase III
Gatineau, Quebec K1A 0S5

Mail: Ottawa, Ontario K1A 0S5

Telephone: 819-956-2315

Reading Room

In accordance with the Access to Information Act, an area on the premises of this institution has been designated as a public reading room. The address is:

Access to Information and Privacy Directorate
Place du Portage, Phase III
11 Laurier Street, Room 5C1
Gatineau, Quebec

Departmental Library
Place du Portage, Phase III
11 Laurier Street, Room 1B2
Gatineau, Quebec

Public Works and Government Services Canada

Info Source

Sources of FederalGovernment Information2008