Public Service Commission's Staffing Dashboard

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The Public Service Commission’s (PSC) Staffing Dashboard provides timely and relevant data on staffing activities and trends that will give deputy heads, hiring managers and human resources specialists a broader understanding of staffing within their organizations and the public service as a whole. The Staffing Dashboard is an integral feature of the PSC’s New Direction in Staffing (NDS), which includes the renewed Appointment Policy and delegation instrument, effective as of April 1, 2016.

The Staffing Dashboard contains information on organizations subject to the Public Service Employment Act only.

Purpose

The purpose of the Staffing Dashboard is to share data available at the PSC with organizations. It is designed to allow organizations to have a snapshot of their staffing activities and to identify key data trends. It also provides the ability for organizations to compare their data with other organizations, including similar-sized or similarly mandated organizations, or to the public service as a whole

The data are not expected to match an organization's human resources data, due to methodology and timing differences. The added value of the Dashboard lies in the availability of comparable data across organizations.

The underlying datasets for the dashboard can also be found on Open Government website.

Video Tutorial - Staffing Dashboard
Transcript

Hello, this video tutorial demonstrates the features of the Public Service Commission’s Staffing Dashboard to improve your browsing experience. Please ensure that you’re using Google Chrome or Microsoft Edge to view all content properly.

The initial snapshot provides highlights of the topics in the dashboard. You can filter this information by organization, as well as by the average for organizations of comparable size.

To do so, click on the drop-down menu and make your selection.

You can also save a copy of this image by using the PNG button. You can find more details on each of these topics within the topic-specific tiles of the dashboard.

The dashboard consists of 8 different tiles containing data on topics which are listed on the left-hand menu. You can navigate through the tiles by scrolling up and down, or by clicking on any of the topics on the left-hand menu.

I will click on the “Outflow” button.

The left-hand menu also contains filters for organization and fiscal year. Any selections you make here will change the data visualizations in all 8 tiles accordingly. You can only select one organization at a time, but you can select multiple fiscal years.

I will click on the checkboxes to select additional fiscal years and change the organization by using the drop-down menu.

The left-hand side of each tile shows options for the specific graph. When you select items, the graphs change in real-time.

I will uncheck “resignation” and “retirement”.

You can also show or hide the data labels for each graph.

You can download an image of each graph by clicking on the “png” button.

I will click to open the downloaded image.

For ease of reference, the image includes the data source as well as the date that you downloaded the image. When placed in a Word document or PowerPoint presentation, the image can be easily resized.

You can view the data tables associated with each graph by clicking on the link just below the graph.

You can download a CSV version of the table by clicking on the ‘CSV’ button.

You can also navigate through the tool with your keyboard. Press the tab key to move forward through the options and shift + tab to go backward. To select or deselect the checkboxes, press the spacebar.

To select an option in a group of radio buttons, press the arrow keys to change the selection.

The bottom of the page contains additional information on the staffing dashboard including:

  • Notes
  • Terms and definitions
  • Additional information; and
  • Data availability and sources

The notes section includes important technical information about the data. You can easily move between the notes section and the chart by clicking the “notes” button at the bottom of each tile, and then clicking the “back to chart” button at the end of the notes for your topic.

I will click on the “notes” button under the Veterans Hiring Act tile, which brings me to the Veterans Hiring Act section in the notes. I will click on the “back to chart” button to go back to the Veterans Hiring Act tile.

The terms and definitions section contains the terms used throughout the Staffing Dashboard. To search for a specific word, you can type the word into the search bar here.

I am typing the word 'indeterminate'.

This will filter all terms and definitions to show entries that contain your word.

That concludes this video tutorial. Please contact the Data Services and Analysis Directorate if you have any questions. Have a nice day.

Publication

The Staffing Dashboard is published on a quarterly basis. Data for a specific quarter may change over the course of the current fiscal year, as data are updated. The notes for each section will provide users with additional details.

This webpage replaces the previous, Excel-based version of the Staffing Dashboard. The data presented remains the same between the two versions.

We would love to have your opinion on the new Staffing Dashboard. Help us improve the tool by answering a short survey.

Staffing Dashboard for , Updated

Internal advertisements and advertisements open to the public,

Advertisements

Applications

Inflow,

New indeterminate appointments

Outflow,

Separations from the public service

Internal mobility,

Promotions

Lateral or downward movements

Acting appointments

Advertisements and applications

Programs

Measure type

Applications

Chart type

Data labels

Table: Advertisement data

Table: Application data

Inflow

Hire type

Measure type

Data labels

Table: Inflow data

Internal mobility

Mobility type

Measure type

Data labels

Table: Internal mobility data

Outflow

Separation reason

Measure type

Data labels

Table: Outflow data

Demographics by tenure

Hire type

Chart type

Measure

Data labels

Table: Demographics by tenure data

Advanced statistics

Chart type

Measure

Data labels

Table: Advanced statistics data

Active priority entitlements

Geographic area

Data labels

Table: Active priority entitlements data

Veterans Hiring Act

Chart type

Provision type

Data labels

Data available beginning on July 1st 2015

Table: Veterans Hiring Act data
Notes

Advertisements and applications

Regular, alternate and inventory advertisements for organizations under the Public Service Employment Act (PSEA) are included. Cancelled advertisements are excluded.

Data capture on internal advertisements began in 2015-2016 and as such is not available for previous fiscal years.

Micro sized organizations were suppressed for data quality reasons.

Averages include all organizations for each category.

Back to chart

Inflows

Inflow to an organization includes hiring from outside the public service and from other PSEA organizations, as well as movements from non‑PSEA organizations such as the Canada Revenue Agency. Also includes term to indeterminate appointments.

Indeterminate from other organizations are indeterminate appointments from another PSEA.

The "Public Service - Total" category includes inter and intra organizational mobility. The inter-mobility tenures are left blank for the "Public Service – Total" as these categories do not apply for the Public Service Total.

Micro sized organizations were suppressed for data quality reasons.

Back to chart

Internal mobility

Internal mobility includes staffing activities to indeterminate positions of employees who were already indeterminate. Promotions and lateral and downward movements within the organization include appointments of persons with a priority entitlement to indeterminate positions. Lateral and downward movements include deployments and appointments of persons with a reinstatement priority entitlement that does not end the priority entitlement.

Acting appointments of less than four months are excluded.

The "Public Service - Total" category includes inter and intra organizational mobility. The inter-mobility tenures are left blank for the "Public Service – Total" as these categories do not apply for the Public Service Total.

Micro sized organizations were suppressed for data quality reasons.

Back to chart

Outflow

Outflow of an organization includes inter-organizational movements within the PSEA, movements to organizations outside the PSEA universe and separations from the public service.

Separations from the public service include movements to outside the PSEA universe.

The "Public Service - Total" category includes inter and intra organizational mobility. The inter-mobility tenures are left blank for the "Public Service – Total" as these categories do not apply for the Public Service Total.

Micro sized organizations were suppressed for data quality reasons.

Back to chart

Demographics

Inflow to an organization includes hiring from outside the public service and from other PSEA organizations, as well as movements from non‑PSEA organizations such as the Canada Revenue Agency. Also includes term to indeterminate appointments.

The "Public Service - Total" category includes inter and intra organizational mobility. The inter-mobility tenures are left blank for the "Public Service – Total" as these categories do not apply for the Public Service Total.

Students are excluded from this section as no classification data is available for students.

Micro sized organizations were suppressed for data quality reasons.

A full description of these classifications is available here

Back to chart

Advanced Statistics

Figures shown above are derived from the PSC hiring and staffing activities files matched to their administrative data sources. Due to timing and data quality issues, the PSC is able to match approximately 80% of appointments to the public service and promotions, and approximately 60% of acting appointments, with the PSC administrative data sources.

The figures for employment equity designated group appointments are extracted from Treasury Board Secretariat's Employment Equity Data Bank where a match was found in the PSC hiring and staffing activities files covering the same fiscal year.

Includes indeterminate appointments to the organization and promotions, and excludes lateral and downward movements and acting appointments.

Employment equity categories with small counts were suppressed for confidentiality reasons.

Micro sized organizations were suppressed for data quality reasons.

Employment equity information is unavailable for separate agencies nor past fiscal year

Back to chart

Priority Entitlements

For more detailed and up-to-date information, please refer to Report 4 of the Priority Information Management System Report Section

  • F1-00 is the group and level used to register a "CAF Member Medically Released for Reasons Attributable to Service" priority
  • F2-00 is the group and level used to register a "CAF Member Released for Medical Reasons not Attributable to Service" priority.
  • R3-00 is the group and level used to register a "RCMP Member Discharged for Medical Reasons" priority.
  • SS-00 is the group and level used to register a "Surviving spouse or common-law partner" priority.
Back to chart

Veterans Hiring Act

The Veterans Hiring Act came into effect on July 1st, 2015, as such data for specific entitlements under the act were collected as of that date.

Information on registration on DND Master file represents a snapshot of total registrations up to the end of the month, net of any possible removals.

Mobility Provision only includes processes with an advertisement type of at least indeterminate, specified period or acting and only includes applications to processes with an advertisement type of at least indeterminate, specified period or acting.

The advertisements category under Mobility Provision only includes advertisements on which at least one veteran and/or CAF Member applied.

Preference Provision excludes FSWEP and Research Affiliate Program processes.

Advertisements include advertisements on which at least one veterans and/or CAF member applied.

Data sources include:

  • Public Service Resourcing System;
  • Priority Information Management System; and
  • DND Master File.

Prior to July 2015 the entitlement was called "RCMP or CAF member released or discharged for medical reasons", and included both ex-CAF and ex-RCMP members. With the coming into force of the act, this entitlement was dissolved and three new ones created in its place. As a transitional measure, all ex-CAF members registered in the Priority Information Management System under the old entitlement in June 2015 were registered to the new regulatory entitlement for ex-CAF members, and so also appear as "new registrations" for the month of July 2015.

Data processed as of . Please note that amendments to previously released numbers are possible due to updates received following date snapshot was taken.

Back to chart
Terms and definitions
Terms Definitions
% Change, FYTD - X The extent to which the data has either increased or decreased in value, expressed as a percentage, for the period of time indicated by the X. In the dashboard, the X is expressed as a quarter of the fiscal year: Q1 is the first quarter (April to June); Q2 is the second quarter (July to September); Q3 is the third quarter (October to December); and Q4 is the fourth quarter (December to March).
Acting appointment The Public Service Employment Regulations set out that an acting appointment means the temporary performance of the duties of another position by an employee, if the performance of those duties would have constituted a promotion had they been appointed to the position.
Appointment The Public Service Employment Act sets out that appointments to or from within the public service must be made on the basis of merit and free from political influence.
Appointment of a person with a priority entitlement

The Public Service Employment Act and the Public Service Employment Regulations set out that persons with priority entitlements must be appointed ahead of all others. This applies to internal and external appointments.

A priority appointment is made on the basis of merit, (this means that the person appointed must meet the essential qualifications for the position, including official languages and the Treasury Board Qualification Standard). The person with a priority entitlement must meet all conditions of employment, but is not subject to additional requirements (such as operational requirements, organizational needs or asset criteria).

Section 3 of the Public Service Employment Regulations sets out that the requirement to consider persons with a priority entitlement is limited to members of an employment equity designated group when the appointment is intended to address an employment equity gap.

Appointment process The Public Service Employment Act sets out that an advertised or non-advertised appointment process may be used.
Casual employment The Public Service Employment Act sets out that the period of employment of a casual worker may not exceed 90 working days in one calendar year in any particular organization. The other provisions of the act do not apply to casual appointments.
Count, FYTD - X The counts for data, expressed as a value, for the period of time indicated by the X. In the dashboard, the X is expressed as a quarter of the fiscal year: Q1 is the first quarter (April to June); Q2 is the second quarter (July to September); Q3 is the third quarter (October to December); and Q4 is the fourth quarter (December to March).
External appointment process The Public Service Employment Act sets out that an external appointment process considers persons whether or not they are employed in the public service.
Federal Student Work Experience Program (FSWEP)

The largest of the Treasury Board student employment programs, the Federal Student Work Experience Program provides opportunities for students at all levels and in all programs of study to gain experience in the federal public service. Students are hired through the program to work at organizations across Canada.

  • Enrich their academic programs;
  • Develop their skills and enhance their employability; and
  • Gain insights into potential future career options within the federal public service

The assignments under this program need not be related to the student's field of study.

Fiscal year Fiscal year means the period beginning on April 1 in one year and ending on March 31 in the next year.
Indeterminate (permanent) employment Indeterminate employee means a person appointed for an indefinite period, on a part-time or full-time basis.
Indeterminate from other organization Employees from one organization appointed to another organization, on a part-time or full-time basis.
Inflow

Inflow to an organization includes:

  • Hiring from outside the public service;
  • Hiring from other Public Service Employment Act organizations; and
  • Movements from non‑Public Service Employment Act organizations such as the Canada Revenue Agency.
Internal appointment process The Public Service Employment Act sets out that an internal process considers only persons employed in the public service.
Internal Mobility Movement of employees within an organization, such as promotions, lateral and downward movements, including appointments of persons with a priority entitlement to indeterminate positions.
Job open to the public The intended audience for the job opportunity includes both employees of the public service and members of the general public. See "external appointment process."
Large - Average Average number for organizations counting more than 2,000 employees on average during the fiscal year.
Lateral or downward Lateral transfers include deployments (transferring persons) and restructuring (transferring positions). Downward movements may be appointments (voluntary) or demotions (involuntary). As information about the type of process is not available in the pay system, it is not possible to make distinctions between these options.
Lateral or downward to other organization The movement of an employee from one organization to a different organization, for a job at the same or lower group and level.
Medium - Average Average number for organizations counting between 500 and 2,000 employees on average during the fiscal year.
Micro - Average Average number for organizations counting less than 100 employees on average during the fiscal year.
Mobility provision (regarding Canadian Armed Forces (CAF) and veteran hiring) The Public Service Employment Act sets out that certain persons who are not employed in the public service are eligible for internal appointments. This includes Canadian Armed Forces members with at least 3 years of service, as well as honourably released veterans with at least 3 years of service and for up to 5 years following their release. These persons must meet any employment equity criteria included in the area of selection, and cannot already be indeterminately employed in the public service.
New Indeterminate Members of the public who have been appointed to a permanent position in the public service, on a part-time or full-time basis.
New Term Members of the public who have been appointed to a position in the public service, ending on a specific date, on a part-time or full-time basis.
Organization Organization means any portion of the federal public administration named in Schedule I, IV or V to the Financial Administration Act. For the purpose of this Dashboard, the term "organizations" refers to federal government departments and agencies subject to all or part of the Public Service Employment Act.
Other separation from public service Departures, such as resignations, from the public service. This does not include lateral or downward movements or promotions to another organization.
Outflow Outflow of organization includes inter-organizational movements between organizations under or to organizations outside the Public Service Employment Act, and separations from the public service.
Person with a priority entitlement A person who has an entitlement under the Public Service Employment Act or the Public Service Employment Regulations, for a limited period, to be appointed ahead of all others to vacant positions in the public service. To be appointed, the person must meet the essential qualifications and conditions of employment of the position.
Post-Secondary Recruitment Program The Government of Canada recruitment program to launch or further the careers of qualified post-secondary graduates.
Preference for Appointment The Public Service Employment Act sets out that veterans with at least 3 years of service in the Canadian Armed Forces will have a preference for appointment in advertised external appointment processes for 5 years following their honourable release. When these persons meet the essential qualifications, they must be appointed before others, including Canadian citizens, in advertised external appointment processes. The veteran cannot already be indeterminately employed in the public service.
Priority entitlement

The right to be appointed to positions ahead of all other persons if the essential qualifications and conditions of employment are met. There are four types of statutory priorities under the Public Service Employment Act. In order of precedence for appointment consideration, they are:

  1. Canadian Armed Forces members medically released for reasons attributable to service;
  2. Surplus employees appointed within their own organization;
  3. Employees on leave of absence whose positions have been backfilled indeterminately or their replacement; and
  4. Persons laid off

There are also 7 regulatory priorities under the Public Service Employment Regulations. These priorities, no particular order, are:

  • Surplus employees appointed outside their own organization;
  • Employees who become disabled;
  • Canadian Armed Forces members who are medically released for reasons not attributable to service;
  • Members of the RCMP who are medically discharged;
  • Employees on approved leave to relocate with their spouse or common-law partner;
  • Employees with entitlement to be reinstated to their former group/level; and
  • Surviving spouses or common-law partners of employees, members of the Canadian Armed Forces and members of the RCMP whose death is attributable to the performance of duties
Priority Entitlements Program The PSC's Priority Entitlements Program ensures that the applications of persons with a priority entitlement are considered for job opportunities and placement in the public service, as set out in the Public Service Employment Act and the Public Service Employment Regulations. Under this legal framework, persons who meet specific conditions have the right, for a specified or indeterminate period of time, to be appointed to positions for which they are qualified.
Priority Information Management System The Priority Information Management System is the PSC's web-based tool where organizations register persons with a priority entitlement, and where organizations must request priority clearance before an appointment, in accordance with all legislation and policy.
Promotion

The Treasury Board Directive on the Terms and Conditions of Employment defines promotion as the appointment to another position in the same or another organization where the maximum pay rate for the new position exceeds that for the substantive position by one of these amounts:

  • An amount equal to the lowest pay increment for the new position where there is a scale of rates; or
  • An amount equal to 4% of the maximum rate of the new position (where there is only one rate
Public service

As set out in the Public Service Employment Act, public service means the several positions in or under:

  • The departments named in Schedule I to the Financial Administration Act;
  • The organizations named in Schedule IV to that act; and
  • The separate agencies named in Schedule V to that act.
Public Service Resourcing System (PSRS) An electronic recruitment tool for advertising job opportunities, receiving and managing applications and communicating with applicants and candidates.
Recruitment of Policy Leaders Program (RPL) A program designed to give organizations the opportunity to attract and recruit exceptional leaders from across Canada, including Canadians living abroad, who have a proven track record as thinkers and self-starters and are passionate about shaping public policy..
Regulatory Priority Entitlement

The priority entitlements within the Public Service Employment Regulations (PSER) are referred to as "regulatory" priority entitlements.

Persons with a regulatory priority entitlement are appointed after persons with a statutory priority entitlement, but in no relative order of appointment.

  • Surplus employees: Employees from other organizations who have been advised by their deputy head that their services are no longer required, but before any lay-off becomes effective (section 5 of the regulations)
  • Employees who become disabled: Employees who become disabled and who, as a result of the disability, are no longer able to carry out the duties of their position (section 7 of the regulations)
  • Canadian Armed Forces members: Certain members released for medical reasons not attributable to service (section 8 of the regulations). Only members of the regular force, the special force, the reserve force on Class B Reserve Service of over 180 days or on Class C Reserve Service are eligible
  • RCMP members: Certain members discharged for medical reasons (section 7.1 of the regulations)
  • Relocation of spouse or common-law partner: Indeterminate employees on leave for such relocations, whose positions have not been staffed indeterminately (section 9 of the regulations)
  • Reinstatement: Certain persons with a priority entitlement who were appointed or deployed to a position in the public service at a lower level (section 10 or the regulations)
  • Employees on leave: employees whose positions were staffed indeterminately during their absence, or employees who replaced these persons for an indeterminate period if they are moved upon the return of the person on leave (subsection 41(1) of the Public Service Employment Act)
  • Surviving spouse or common-law partner: Surviving spouses or common-law partners of public service employees, the Canadian Armed Forces or the RCMP, whose death is attributable to the performance of duties (section 8.1 of the regulations)
Research Affiliate Program

This Treasury Board student employment program is designed to give post-secondary students experience in applied research (design, execution, evaluation), when they must attain such knowledge and skills in order to graduate. It is also designed to help the Government of Canada:

  • Conduct research
  • Retain possession of intellectual property and patents
  • Control the use of information
  • Promote the transfer of scientific findings

Students are normally placed with ongoing research operations in federal government facilities. The research projects must be related to the student's current degree program and must help the student develop specific knowledge and research skills.

Resignation The Public Service Employment Act sets out that an employee may resign from the public service by giving notice in writing of their intention to resign. The employee ceases to be an employee on the date specified by the deputy head in writing on accepting the resignation.
Retirement

Retirement is the voluntary cessation of employment by an employee, where the employee's entitlement is an immediate annuity or annual allowance occurring in any of these situations:

  • At age 60 or over with 2 or more years of pensionable service;
  • At age 55 with 30 or more years of pensionable service;
  • At age 50 with 2 or more years of pensionable service; or
  • on health grounds with 2 or more years of pensionable service;
Self-identification

The Employment Equity Act sets out that those counted as members of designated groups are those who identify themselves to an employer, or agree to be identified by an employer, as:

  • Aboriginal peoples;
  • Members of visible minorities; or
  • Persons with disabilities
Small - Average Average number for organizations counting between 100 and 500 employees, on average, during the fiscal year.
Staffing activities

For the purposes of appendices in the Public Service Commission of Canada’s (PSC) annual report, staffing activities refer to:

  • Appointments to the public service
  • Promotions
  • Lateral and downward movements, such as deployments and downward appointments
  • Acting appointments within the public service

An appointment to the public service includes the appointment of a person from the general public or the appointment of an employee of a government department or agency that is not subject to the Public Service Employment Act (PSEA).

Staffing activity within the public service includes all appointments and/or deployments of employees within or between departments or agencies that are subject to the act.

Statutory Priority Entitlement

The priority entitlements within the Public Service Employment Act (PSEA) are referred to as "statutory" priority entitlements. Persons with a statutory priority entitlement are appointed ahead of all others, in the following order of precedence:

  1. Canadian Armed Forces members released for medical reasons attributable to service (sub-section 39.1(1) of the act). All Canadian Armed Forces members, including regular force, reserve force and special force are eligible.
  2. An organization's own surplus employees who have been informed by their deputy head that their services are no longer required, but before any lay-off becomes effective (section 40 of the act)
  3. Leave of absence: Employees on leave of absence, where their positions have been staffed indeterminately, or the employees who replaced them on an indeterminate basis if they are displaced when the employee returns from leave (subsection 41(1) of the act)
  4. Lay-offs: Persons who have been laid-off pursuant to subsection 64(1) of the act, due to a lack of work, the discontinuance of a function or the transfer of work or a function outside the public service (subsection 41(4) of the act)
Tenure Type of tenure means the period of employment. For example, specified period with specific starting and ending dates or indeterminate where there is no defined end date.
Term employment Employment of a fixed or specified period duration, whether full-time or part-time.
Term from other organization Term employee from another organization who is appointed to a new position ending on a specific date, on a part-time or full-time basis.
Term to Indeterminate The Public Service Employment Act sets out that a term employee may be converted from term status (which expires on a specific date) to indeterminate status (permanent employment), in the same position at the end of the cumulative period of employment as specified by Treasury Board.
Veteran The Public Service Employment Act sets out that a modern-day veteran is a person who has served at least 3 years in the Canadian Armed Forces, has been honourably released within the meaning of regulations made under the National Defence Act and is not employed in the public service for an indeterminate period.
Additional information

Additional information is available via our other self-service tools:

Should you wish to organize a training session on the Staffing Dashboard or have any questions or comments, please contact the Data Services and Analysis Directorate by email.

Data availability and sources

The Staffing Dashboard currently contains the following data:

  • Advertisements and applications
  • Inflow to an organization
  • Mobility within an organization
  • Outflow from an organization
  • Priority Administration
  • Staffing demographics
  • Use of advertised/non-advertised staffing processes
  • Veterans Hiring Act information

Hiring and staffing activities data are derived from information received from the Treasury Board of Canada Secretariat Incumbent File. The Incumbent File is extracted from the Public Services and Procurement Canada's pay system. The data constitutes an estimate of hiring and staffing activities to and within organizations.

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