Human Resources Management Information System (HRMIS)

Executive summary

This report contains a Privacy Impact Assessment (PIA) for the Royal Canadian Mounted Police (RCMP) Human Resources Management Information System (HRMIS). HRMIS is a national system that provides direct access to Human Resource (HR) information in support of operational activities, via client-server technology and intranet/Internet technology. The scope of this PIA defines both client/server and web-based technology presently used, and the development and implementation of a total web-based architecture to provide a robust environment for the 22,000 employees of the RCMP accessing the system.

HRMIS is comprised of two components. The first allows HR professionals to access the system via a client/server technology to administer HR functions. Information captured for this purpose includes benefits programs and benefits claims, career plans, certifications, considerations for promotion/transfer, dependants, discipline, education, employment equity, grievances, health and safety and accident reporting, language skills, leave and leave entitlements, posting data, public complaints, salary information, security/reliability clearances, skills, superannuation, tests and training courses. The second is a HR On-line component accessed via an intranet/Internet technology by all employees of the RCMP and provides web-based access to Leave Self Service, Employee Self Service and Manager Self Service.

Leave Self Service allows an employee to electronically request leave transactions, and for Supervisors/Managers to process requests for paid leave. All employees can use the self service application to check their up-to-date leave balances, view their detailed leave transactions for the current fiscal year, request leave, and amend a leave request already submitted. Leave Self Service also provides a mechanism for Federal Implementation Strategy (FIS) reporting.

Employee Self Service provides the ability for employees to view and update personal information online. This includes addresses, marital status, phone numbers, job information, employment history, training information, accomplishments, honors and awards, licenses and certificates, memberships, career preferences, skills and languages, and the ability to self identify. Providing the employee this service allows discrepancies in information to be identified and corrective action taken within a timely manner. Personal information which requires official documentation for verification is only viewable to the employee and any updates are performed by a HR professional.

Manager Self Service enables managers to view on a 24/7 basis position, employment and training information of their employees (both RCMP and Federal Public Service). Employment information consists of both present and past postings within the organization. Position information contains the details pertinent to the creation of a position as well as the communication requirements and the linguistic profile of it. The training information consists of both personal courses acquired by the employee as well as courses provided by the RCMP relevant to duties performed. The intent of providing access to employee training information is to ensure the safety of the general public and all RCMP employees.

The present architecture of the HRMIS application incorporates both client/server and intranet/Internet technology. This requires that Human Resources professionals access the system via two methods: through the client/server for human resource functions and through the web-based service to HR On-line. This is not an efficient means of administering the application to employees. The upgrade of the HRMIS application will provide both a pure Internet architecture and a more stable environment for it to operate in. All employees will access the application through a web browser on their desktops, thereby eliminating the requirement for a client install.

Enhanced security is one of the primary advantages of the application upgrade. The HRMIS system is a protected application and the maximum security is being afforded to it. Public Key Infrastructure (PKI) will be implemented once a national rollout is completed. HRMIS provides interfaces to third parties including Blue Cross Insurance, Public Works and Government Services Canada, and the Canadian Security Intelligence Service for the purpose of providing information relative to the administration of benefits, pay and pensions, and security screening. Interfaces are a necessity to provide the appropriate information required in the administration of HR activities for RCMP employees, and are done so by the authority of a Memorandum of Understanding (MOU), a statute or an act of parliament.

The upgrade of the HRMIS application will not result in the collection of any new data, will not provide any new interfaces to third parties nor will it provide any new services to employees. The goal of the RCMP is to provide service delivery to employees that is faster, more efficient and enhances the credibility of the application. By providing employees with the mechanism to view and update their own personal information, service delivery goals can be attained. The administration of services is more timely and data integrity issues are reduced and/or resolved. Utilizing an infrastructure that will support a web-based architecture will improve the efficiency of the application. This will benefit the organization and offer a credible method of administering human resources in the RCMP.

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