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​Section 1101: Human Resource System Introduction

Date issued: 12/09/1986
Revision date: 28/02/1994

Purpose

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.

Personnel Information 

  • 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)

 Payroll Information

  • 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
  • Object code assignment to earnings without a unique object code (e.g. regular pay). For earnings with a unique object code, the object code is automatically assigned to the earning through a system table (e.g. shift differential)

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).

Employee History 

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.

Employee Groups 

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:

Personnel Updating
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.

Position Updating
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.

Personnel Inquiry
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.

Position Inquiry 
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.

Security 

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.

Reports

Personnel reports can be obtained by contacting the Human Resource Information Centre at the PSC.

Inquiries

For inquiries, please contact the Human Resource Service Centre.

See also

Personnel Users Guide
Payroll Users Guide 

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Section 1102: HRS Systems IPS Access to Personal Information From Computerized Employee Files

Date issued: 01/03/1999

Purpose

The Government's personnel information systems contain personal and non-personal information about employees and their jobs.

This policy:

  • Sets out guidelines to ensure that the information is accessed only when appropriate, and
  • Answers the question: "Who has access to what and why?"

Policy

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.

Security Profiles

Definition 
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.

Authority

Freedom of Information and Protection of Privacy Act, 24(1); 24(2); 29(2)(I); 29(2)(q).

Inquiries

For inquiries, please contact the Human Resource Service Centre.

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Section 1103: Acceptable Use Policy for Information Assets

Date issued: 28/06/1999
Revision date: 06/11/2019

Purpose 

To outline the acceptable and unacceptable use of, and access to Information Assets within the Government of Saskatchewan (GoS) to reduce the risk and aid the Government in protection from virus, malware, compromise of systems, and legal issues.

Scope

This policy applies to all employees and third-party contractors of the Government of Saskatchewan.

Definitions

  • Information Assets: Hardware, software, network infrastructure and all forms of electronic information that has value to GoS.
  • Information Classification: Categorizing information assets based on value and sensitivity to provide and appropriate level of protection.
  • Information Security Breach: Any incident that results in unauthorized access of data, applications, services, networks and/or devices by bypassing their underlying security mechanisms
  • Information security incident: Any policy violation or suspicious/unlawful activity that leads to unauthorized access, use, disclosure, modification, or loss of GoS information systems
  • Information System: A discrete set of information resources organized for the collection, processing, maintenance, use, sharing, dissemination, or disposition of information.
  • Information Security violation: Any act that bypasses or contravenes security policies, practices, or procedures.

Policy Statements

All employees and third-party contractors are expected to act in a responsible and ethical manner when using Government of Saskatchewan information assets. Use of, and access to, these assets is for Government business purposes only.
All employees and third-party contractors are expected to exercise good judgement regarding the acceptability of activities performed on Government of Saskatchewan Information Assets. As long as, an activity is related to, and necessary for the completion of the employee’s work, then that activity is generally considered to be an acceptable use. 
All employees and third-party contractors are responsible for the following regarding securing and protecting Information and Information Assets:

  • Information is to be protected and handled following the A Guide for Information Protection Classification Guidelines;.
  • Theft, loss, or unauthorized disclosure of non-public Information and Information Assets, whether suspected or known, must be reported to the Information Technology Division Service Desk immediately.
  • Information Assets and GoS data other than public is to only be accessed to the extent necessary to perform your job duties. The ‘Access Control Security Policy’ must be adhered by GoS Information Asset users.
  • The ‘Clean Desk Security Policy’ must be adhered to at all times when working with GoS Information.
  • GoS acknowledges user rights to limited personal use of information assets and under normal circumstances will respect the privacy of employee data stored in corporate assets. However, when GoS suspects a possibility of breach or any user activity that contradicts company policies, it will investigate such incidents.
  • When using email communications and social media, users must act prudently when opening attachments, clicking links, and responding to the message.
  • Engaging in online discussion through social media, internet forums or any other public discussion must be done through individual accounts and not through official Government of Saskatchewan accounts. If authorized to engage in a discussion using a Government of
  • Saskatchewan account, users are expected to conform to standards of accuracy, courtesy and propriety.
  • The information assets must be returned to the GoS upon termination or expiry of contract.
  • Users should avoid clicking on any suspicious links or email attachments. Instead, they should immediately raise an incident through Information Technology support tool for link/email verification.

The following activities are examples that are considered unacceptable use of Information Assets and will result in non-compliance of this policy:

  • Engaging in any activity that is illegal under Municipal, Provincial, Federal, or International law while using Government of Saskatchewan Information Assets.
  • Violating copyright, trade secret, patent, or intellectual property rights. This includes but is not limited to the installation of pirated software or any other products not licensed for use by the Government of Saskatchewan.
  • Accessing Government data, a server, or an account for any purpose other than conducting Government business e.g. using information assets for financial gain, business advancements of third parties, sending spam emails, nonbusiness product selling, etc.
  • Sharing GoS information other than public over any personal, public or third-party systems without appropriate approval.
  • Making copies of any data, files or databases other than for employment or any public information
  • Storing any personal or inappropriate content on company provided storage location (like share drives, one drives, etc.).
  • Connecting or attempting to attach unauthorised information assets to the GoS network.
  • Introducing malicious programs into the network or servers (viruses, Trojan horses, etc.).
  • Sharing account passwords with others or allowing the use of your account by others.
  • Using Government of Saskatchewan computing assets to actively engage in procuring, transmitting, or viewing material that is in observance of harassment or hostile workplace laws e.g. the violations covered under ‘The Saskatchewan Employment Act, ‘Anti-Harassment Policy’, ‘Bullying and Harassment in the Workplace guidelines’.
  • Making fraudulent offers of products, items, or services originating from any Government of Saskatchewan account.
  • Posting or providing any kind of GoS related information (including gossip, personal opinions, jokes, competitive information etc.) to social media on the Internet
  • Effecting security breaches or disruptions of network communications. This includes but is not limited to: Access data or a server the employee is not authorized to access; packet spoofing; denial of service; and, network sniffing.
  • Circumventing user authentication on any account.
  • Providing access to Government of Saskatchewan Information Assets that are protected under the A Guide for Information Protection Classification Guidelines to parties outside of the Government of Saskatchewan.
  • Sending unsolicited email messages including “junk mail” or other advertising material to individuals that did not specifically request it.
  • Creating or forwarding “chain letter” or other “pyramid” schemes of any type.
  • Attempting to access blocked sites or accessing sites advocating, instructing or giving advice on performing illegal acts
  • Using Information Assets for Bitcoin mining or any other crypto-currency mining.
  • Using Information Assets to play games or gambling during business hours.
  • Users must not attempt to circumvent or subvert any system’s security measures. This does not preclude the use of security tools by appropriately authorized personnel. While the following list provides examples of prohibited practices, it is not a comprehensive list and is intended to only provide examples:
    • Password decrypting or cracking tools
    • Harmful activities (e.g. IP spoofing, port scanning, disrupting services, damaging files, or intentional destruction of or damage to equipment, software, or data)
    • Unauthorized access (e.g. using another’s account, using a special purpose account, escalating their own privileges)
    • Unauthorized monitoring (e.g. keyboard logging, network packet capturing)
    • Configure software or hardware to intentionally allow access to any Company information resources by unauthorized users
  • Any offensive or suspicious e-mail must not be forwarded, deleted, or replied to the message. Instead, it should be reported through an incident management process.

Compliance and disciplinary action

In cases where it is determined that a breach or violation of GoS policies has occurred, the Information Security Branch, under the direction of the Chief Information Officer and the respective Ministry, will initiate corrective measures. These include restricting access to services or initiating disciplinary action up to and including dismissal, or in the case of contractors, vendors, or agents, the termination with cause of a contract or agreement with the contractor, vendor, or agent.

Exceptions

In certain circumstances, exceptions to this policy may be allowed based on a demonstrated business need. Exceptions to this policy must be formally documented and approved by the Chief Information Officer, under the guidance of the Information Security Office. Policy exceptions will be reviewed Information Security Branch on behalf of CIO, on as-needed basis for appropriateness.

Monitoring

Employees should be aware that computer usage can be traced by site logs and other tracked information. The Government reserves the right to access the contents of all files stored on its systems and all messages transmitted through its information technology infrastructure.

Application

This policy applies to employees appointed under The Public Service Act, 1998 who use any information technology resources which: Are owned by the Government of Saskatchewan or

  • Are licensed or leased by the Government of Saskatchewan,
  • Connect directly to Government data or telephone networks,
  • Connect directly to a computer or other device owned or operated by the Government, and/or
  • Otherwise use or affect the Government of Saskatchewan's information technology infrastructure.

This policy also applies to those working under contract to the government who use the Government's information technology resources.

Many departments have their own acceptable usage policies (or some variation thereof). If there appears to be a conflict between the departmental policy and this policy, interpretation should be sought.

Authority

The Public Service Act, 1998

Inquiries

For inquiries, please contact the Human Resource Service Centre.

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Section 1104: Telework

Date issued: 27/03/2001

Purpose

To enable effective implementation of Telework arrangements in Executive Government where the employer determines them to be practicable and feasible.

Definitions

Official Workplace 
Official workplace is where the employee would normally work if there was no Telework.

Teleworkplace
Teleworkplace is the alternate work location; the place where the employee and the employer have mutually agreed that the Telework will occur.

Telework
Telework is the regular performance of work by an employee from a Teleworkplace.

Policy 

Telework is voluntary and is not appropriate for all employees, nor is it an obligation, entitlement or right.

Telework arrangements shall be formalized by a letter from the Teleworker's manager/supervisor to the Teleworker.

No meetings or personal contact with clients/stakeholders shall occur at the Teleworkplace.

Telework is not a mandatory condition of employment and shall not affect or conflict with the provisions of collective agreements and any relevant legislation/policies or the employment status of an individual.

The employing department decides if a Telework arrangement is feasible.

If a Teleworker moves to a new position, the Telework arrangement is terminated.

The Teleworkplace must be in a designated space, appropriate to the nature of the work, and meet OH&S requirements.

Managers/supervisors shall visit and assess the Teleworkplace before, and at appropriate times during, the Telework arrangement to ensure compliance with relevant OH&S guidelines (sample checklist attached).

The department must fully determine insurance requirements for each Telework arrangement. Depending on the individual situation, Teleworkers may be required to purchase general liability insurance. Teleworkers must inform their insurance company that they will be working from their homes.

Considerations 

Telework arrangements should only be considered where they maintain or improve service or productivity.

Telework arrangements should not generate extra costs that cannot be recouped over a reasonable period of time.
Telework is not a substitute for dependent care arrangements.

Teleworkers and their managers are expected to reasonably accommodate unscheduled meetings and other events that require a trip in to the official workplace.

Teleworkers and their managers must ensure that adequate safeguards are in place to protect confidential files and documents.

Suitable notice should be given by either party if they wish to terminate a Telework arrangement.

The Telework arrangement should be reviewed informally on an ongoing basis and formally, at least on a quarterly basis, with documentation maintained on the employee's personnel file.

Telework Arrangement Letter

At a minimum, the letter from the manager/supervisor to the employee outlining the Telework arrangement is to include:

  • The duration of the arrangement;
  • Specific notice requirements by which either party may terminate the arrangement
  • The specific days the employee will Telework;
  • The Telework location;
  • The work objectives;
  • Expected results and how they will be measured;
  • Issues of liability (personal and equipment);
  • A signed acknowledgement that the employee has read, and will abide by, the Government of Saskatchewan's Information Technology Acceptable Usage Policy (PS 1103);
  • Responsibility for costs associated with Telework (utilities and insurance); and
  • Safety and health responsibilities.

A signed copy of the Telework arrangement letter is to be maintained on the employee's personnel file.

Responsibilities

Employees shall 

  • Ensure the Teleworkplace is adequately equipped and maintained from a health and safety point of view (see Appendix B);
  • Ensure that there is dedicated office space for use during Teleworking days and maintaining the Teleworkplace in a professional and safe condition;
  • Ensure that municipal zoning bylaws are not violated;
  • Ensure that they adhere to the terms and conditions of employment, relevant collective agreements, legislation, regulations and policies;
  • Accept responsibility for any additional insurance, heat, or electrical costs that are required to maintain the Teleworkplace; and
  • Ensure that all relevant guidelines, standards, regulations, and policies are followed.

Managers shall

  • Ensure that each Telework arrangement is operationally feasible, maintains or improves service and productivity and does not generate additional costs that cannot be recouped over a reasonable period of time;
  • Ensure that performance expectations and the parameters of the Telework arrangement are explicitly defined; and
  • Ensure that all relevant guidelines, standards, regulations and policies are followed.

Application

All employees appointed under The Public Service Act, 1998.

Authority

PSA, Part 2, Section 7(2).(a)

Inquiries

For inquiries, please contact the Human Resource Service Centre.

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Section 1104: Telework - Guidelines

Date issued: 27/03/2001

What Is Telework?

Telework is a formalized partial or total substitution of telecommunications technology for the trip to and from the primary workplace along with the associated changes in policy, organization, management, and work structure. Informal situations where employees complete work at home on an ad-hoc basis are not covered by these guidelines. For Telework to be successful, Telework arrangements should be managed by:

  • The Public Service Commission's Telework policy (PS 1104) and guidelines;
  • A departmental Telework policy; and
  • A detailed letter from the Teleworker's manager/supervisor that clearly sets out the expectations and parameters of the arrangement.

Who Should Be Considered For Teleworking?

Stability and solid job performance are important attributes of good Teleworkers; departments may therefore wish to restrict Telework arrangements to permanent employees who have worked in their current job satisfactorily for at least twelve months. In certain circumstances, however, Telework may be appropriate for other employees based on operational requirements. Employees who wish to Telework initiate the process through their managers/supervisors. After careful evaluation, the manager/supervisor may then approve the arrangement and formalize it by a letter to the employee.

Successful Teleworkers are:

  • Mature;
  • Good time managers;
  • Trustworthy;
  • Self-sufficient;
  • Self-disciplined;
  • Well versed in their roles/responsibilities; and
  • Good communicators

What Kinds of Jobs are Teleworkable?

Successful Telework jobs can be:

  • Successfully completed without continuous face-to-face contact;
  • Organized so that essential face-to-face contact occurs during periodic meetings;
  • Managed by results;
  • Organized so that essential information can be retrieved remotely; and
  • Structured so that highly time-sensitive material can be delivered electronically or be based within hand-delivery distance of the end user. 

Supplies, Equipment and Furniture

Each Telework arrangement is unique and needs and requirements will vary. Required office supplies such as pens, paper, batteries etc. should be readily available to the Teleworker. To the extent possible, Teleworkers are to have access to the same ‘tools of the trade’ as do the employees at the official workplace. Each department will analyze Telework arrangements on a case-by-case basis and individual needs and requirements will be considered and determined by the department and/or the respective departmental policy. Departments will supply or pay for all reasonable Telework costs and service charges.

These may include:

  • A dedicated phone line;
  • Internet Service Provider fees, if required;
  • Office supplies;
  • Courier, etc.

The Teleworker pays for:

  • Utilities;
  • Any extra required insurance (contact your insurance agent);
  • The costs of any required home renovations; and
  • Installation of extra phone lines or electrical upgrades.

Worker's Compensation, OH&S and Insurance

Teleworkers, like all other employees, are covered for injuries that occur in the course of their employment. There must be a relationship between employment expectations and the time and place that an accident occurs for coverage to apply.

Income Tax Considerations

It is possible that some deductions for tax purposes may apply if certain conditions are met. Each individual’s situation is different. Employees are advised to discuss the matter with Canada Customs and Revenue Agency. To determine whether an employee is entitled to a deduction under The Income Tax Act, the Canada Customs and Revenue Agency (CCRA) requires a person to file a prescribed CCRA form with their income tax returns (currently the name of the form is T2200 "Declaration of Conditions of Employment"). Managers who are asked by formally approved Teleworkers to complete and sign this declaration may do so. In signing this form, managers are certifying that Teleworkers are required to provide work spaces in their homes and are required to pay for certain additional costs involved in providing this space.

Teleworkplace Inspections

The Teleworkplace must be available for inspections by departmental personnel for safety reasons, accident investigations, equipment audits and other business-related matters. Employers must provide reasonable notice (24 hours, or less if agreed to by the employee) of such visits. As well, managers/supervisors are to inspect the Teleworkplace, before the Telework arrangement starts.

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If you have any questions or require more information please contact:

HR Service Centre

hrsc@gov.sk.ca

Phone: 1-877-852-5808 or 306-798-0000

Fax: 1-877-852-9219 or 306-798-9966

HR Service Centre Fax Cover Sheet

2100 Broad Street, Regina, SK, S4P 1Y5

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