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Fast Track Staffing Self Service Web-

Enabled Information Portal

The Department of Fisheries and Oceans (DFO) is leading a collaborative venture for the

advancement of the Public Service Renewal project to implement and develop the Fast TrackStaffing self service web-enabled information portal. The Canadian Food Inspection Agency

(CFIA) and Environment Canada (EC), in collaboration with DFO, implemented the Fast TrackStaffing (FTS) application on March 31 2008. Agriculture and Agri-Food Canada (AAFC)

implemented Fast Track Staffing (known as Express Lane Staffing (ELS) within AAFC) in 2007.Each organization is responsible for maintaining and managing the Fast Track Staffing (FTS)

self service web-enabled information portal. There is no interconnectivity between departmentsas no HR information is shared across departments.

The implementation of Fast Track Staffing has met one of the top priorities of the Clerk of thePrivy Council, namely the link to the PS Renewal Action Plan Commitment: In 2007/08, the

CPSA will enable the adoption of the Fast Track staffing model developed by Agriculture andAgri-food Canada in at least two other departments as a first step towards system-wide

application.

Fast Track Staffing is a self service web-enabled information portal for managers that bothsimplifies and expedites select staffing actions requiring limited Human Resources (HR)

consultation. Managers are able to fast track low risk staffing actions through the timelyprovision of appropriate documentation to a dedicated unit within the department/agency. The

benefits of this application include rapid turnaround time, user-friendly, and easy access toinformation. From an HR perspective, this application provides consistency in processing,

centralization of information, and the removal of high volume transactions from HR Advisorsworkload, allowing time for more strategic discussions with managers.

Personal information used for the staffing actions and entered into the Fast Track Staffing

application by the authorized users is gathered from individuals submitting applications andresumes through use of normal government recruiting mechanisms. Fast Track Staffing is

collecting the same information as previous but is processing it differently. The followinginformation remains collected:

y Personal data such as Name and Personal Record Identifier (PRI), Date of Birth (DOB),Resumes;

y Group and position numbers; andy HR information for staffing purposes.

The most significant finding and associated recommendations to help mitigate potential privacy

risk(s) for the Fast Track Staffing application is presented below within the ten privacy principlesas stated in the TBS guidelines. The Privacy Impact Assessment (PIA) findings and

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recommendations are applicable for each Department (EC, DFO, CFIA and AAFC) unless aspecific privacy risk was identified for a particular Department.

Disclosure and Disposition of Personal Information

No personal information will be used, disposed or disclosed outside the Departments (EC, CFIA,AAFC and DFO). There are no retention periods defined for the Fast Track Staffing Application

as no information is directly stored. However personal information in transit on the e-mailserver will be deleted manually once transferred to the Human Resources Management System

(HRMS)/ Human Resources Management Information System (HRMIS) database. Informationcollected by the Fast Track Staffing application and manually stored in HRMS/HRMIS will have

defined disposal procedures in place. If e-mails are archived personal information will bedestroyed or sanitized when no longer required as per EC, CFIA, AAFC and DFO retention and

disposal standards. A procedure will be developed to address this specific requirement to ensurethat the hardware is sanitized in accordance with the Departments standards.

In its current deployment, the privacy risk (disclosure and disposition of personal information)for the Fast Track Staffing application is minor. This PIA will be reviewed and amended if any

new risks are identified as a result of new operational requirements and/or significant

configuration changes, impacting the utilization of the Fast Track Staffing application.