Follow the links below for individual policies.
Date issued: 12/09/1986
Revision date: 28/02/1994
To provide information on the Human Resource System (HRS).
Human Resource System (HRS)
HRS is an integrated information system for both personnel and payroll. Under the system there is one employee data base (EDB) being used by the PSC for personnel and by the Provincial Comptroller for payroll.
Employee Data Base (EDB)
The system processes personnel and payroll information for all permanent, temporary, part time, casual and labour service employees.
- Personal information (e.g. name, address, social insurance number, birth date)
- Current job appointment· information essential for proper payment of the employee (e.g. pay schedule, classification, modifier, hours of work code, appointment type, salary, next review date, position number, department, subvote, etc.)
- Current leave of absence information for definite and indefinite leaves (e.g. type of leave, reason for leave, expected return date)
- Current benefits enrollment and tax information necessary for payroll to calculate mandatory deductions (e.g. net claim amount from TD1, codes and effective dates for retirement plan, group life plan, disability plan, dental plan)
- Deduction information for any voluntary deductions currently allowed in the existing system (e.g. credit union, United Way, · additional tax from TD3)
- Accounting information to assign a job to one particular vote and organization
Position Data Base (PDB)
Current information on positions (e.g. position number, classification, location, department and subvote to which the position is assigned, incumbent if position occupied).
HRS is capturing the employee history data as of April 1, 1989. This data is historical information about an employee that was previously on the employee data base (EDB). Some of this information can be viewed through the salary history screen in the on-line inquiry system.
If any additional information is required, adhoc reports can be developed to retrieve the information.
The system is designed to maintain and process information for the following groups
- Employees who are appointed under the Public Service Act and are paid by the Provincial Comptroller's Division, Saskatchewan Finance.
- Employees who are appointed under the Public Service Act and are paid through a separate payroll system which is not administered by the Provincial Comptroller's Division, e.g. Agricultural Credit Corporation.
- Employees who are not appointed under the Public Service Act, but are paid by the Provincial Comptroller's Division, e.g. Ministerial Assistants.
On Line Features
Through the use of programs to control access and a network of terminals, authorized personnel in the PSC, the Provincial Comptroller's Division and departments can update and obtain information from the HRS as set out below:
This particular feature has many system functions to accomplish these tasks. Some of the functions are permitted only to PSC operators while others are for use by department operators.
The PSC verifies all Personnel Action Forms (HRS 111) affecting salary or status for permanent, temporary, and part time employees.
Once this verification is done, PSC staff enter the information into HRS. Any functions not requiring PSC approval (e.g. change to name, address, work location information, for permanent, temporary, or part time employees and most functions relating to casual, labour service and non PSC employees) can be performed by department employees within their security boundaries.
Finance and PSC share the primary responsibility for maintaining this information. Treasury Board Division of Finance is responsible for the creation, transfer and abolishment of permanent positions. PSC is responsible for classifying, reclassifying, and reallocating, permanent, temporary and part time positions. Departments can perform certain functions (e.g. change to organization code and working title) on positions within their security boundaries.
Departments have inquiry access to all current personnel information for their employees, as well as salary history from April 1, 1989 onward.
PSC and the Provincial Comptroller's Office have on-line inquiry access to all employees.
Departments have on-line inquiry to position information for their positions. PSC and Finance have inquiry access to information for all positions.
Payroll Updating and Editing
This system is used to enter and correct all payroll transactions necessary to pay employees.
There are time reporting screens in the on-line payroll data entry system which department staff use to enter earning types and the necessary information (the earnings may require hours, days, occasions, rate of pay, or amount of payment) to properly set up the earning to be paid through the system.
The payroll data entry system also has a number of screens for entering adjustment transactions (e.g. cancelled cheques, refunds of deductions, adjustments to hours of dollar accumulators on the data base). The Payroll Control Unit within the Provincial Comptroller's Division is responsible for entering these types of transactions. Deduction update transactions (used for ending recurring voluntary deductions to an employee's record), one-time deductions, and retro pay transactions (used for paying a salary adjustment due to a late increment, promotion, or reclass) are also classed as adjustment transactions. These adjustment transactions will be entered by department staff.
Personnel Users Guide
Provides additional information on the operating systems and form completion procedures for on-line processing of personnel and position information.
Payroll Users Guide
Provides additional information on the operating systems and technical procedures for the on-line processing of payroll transactions.
Access to information is determined and controlled through the security system for each program. HRS provides security by function. Security by function means that the system can permit or deny access to a particular function based on the operator's identification (e.g. commencement of a permanent employee is a function which only PSC employees are permitted to perform).
For functions under department control, the system also secures the data by restricting access to only employees within the security boundaries established for the operator. This security boundary can be as small as a subvote for controlling departmental inquiry, or as large as fifteen departments for allowing the human resource offices access to the departments for which they have responsibility.
Personnel reports can be obtained by contacting the Human Resource Information Centre at the PSC.
For inquiries, please contact the Human Resource
Personnel Users Guide
Payroll Users Guide
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Date issued: 01/03/1999
The Government's personnel information systems contain personal and non-personal information about employees and their jobs.
- Sets out guidelines to ensure that the information is accessed only when appropriate, and
- Answers the question: "Who has access to what and why?"
Access to personal information, as defined by the
Freedom of Information and Protection of Privacy Act, will be granted to authorized persons requiring this information to perform management, audit or human resource administration and related record-keeping functions.
Appropriate access to non-personal information, as defined by the
Freedom of Information and Protection of Privacy Act (classification, salary, benefits and employment responsibilities), can be provided to internal government staff as required to carry out the performance of their duties. Access to aggregate data summarizing personal information on a departmental or government-wide basis may also be provided when required for performance of duties provided that no identification of any individual is possible.
Other requests for non-personal information must be done through the application process provided for by the
Freedom of Information and Protection of Privacy Act.
Guidelines for Access to Personal Information
Access to personal information will only be provided to individuals with responsibility for personnel administration and related record-keeping functions.
The following guidelines apply:
- The Commission has access to all information on the systems.
- The Department of Finance will only have access to records required for payroll and financial administration.
- The Public Employees Benefits Agency (and authorized insurance carriers) will only have access to records required for the administration of benefits.
- The human resource function and Deputy Ministers will have access to all information within their own departments.
- Payroll units will have access to their own department's records required to provide payroll services.
- Senior Executives and Managers will only have access to selected records for the employees who report to them.
- The Provincial Auditor and internal audit staff will have access to all records required to perform an audit.
Employees who have access to the human resources information systems but have no responsibility for audit, management or human resource administration will only have access to their own records.
A security profile is a network specific, systems administrator-defined set of limits on what a user may or may not access when he or she logs on to a network. In the case of the Government's human resources information systems, these limits are specific to the system being used and define:
- Which records individual users may or may not access and,
- Who is allowed to create changes to them.
Security profiles based on job-specific information needs as determined by the employee and his/her supervisor are defined as part of the information systems documentation.
Security access to the information systems at the department level will be approved by the Permanent Head or designate.
When an employee who has access to the information system terminates employment or leaves his or her position, security access will be revoked immediately.
Any unauthorized release of personal information is a violation of the Freedom of Information and Protection of Privacy Act and the Oath of Office.
Freedom of Information and Protection of Privacy Act, 24(1); 24(2); 29(2)(I); 29(2)(q).
For inquiries, please contact the Human Resource Service Centre.
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