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GC Enterprise IT Portfolio FAQs

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Therefore, As you have correctly stated, Business Analysts undertaking activities related to financial configuration are excluded e.g. specifying financial coding for loading SAP tables, defining financial reports etc. Departments should not include the cost of Business Analysts working in Program areas or other Internal Service functions in the costs reported to TBS. However, IT staff operating in business functional areas who are undertaking activities related specifically to IT functions should be included e.g. technical configuration or programming of the financial systems etc. CS resources, regardless of role or where they are located in the organization, should be counted, as their classification implies links to an IT function. Only in cases where the CS has temporarily or permanently changed classification should they be ignored for purposes of IT Expenditure reporting.
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<div style="color:#00000; font-size:medium; background-color:#f9d6b8; padding:10px;">'''Question: Are we expected to capture the costs for internal services provided to us by areas such as Finance or Human Resources? For example, should we be tracking costs for HR analysts who assist in hiring of IT personnel?'''</div>
 
<span style="color:#bd5e01; font-size:medium;">'''Answer:'''</span> You are not required to report on these costs.
 
If you wish to track these costs (for completeness or comparison versus departmental financial reporting), we suggest only doing so when there is a direct attribution model in place in your organization. That is to say, your IT function is charged a standard overhead for services rendered by other internal functions. We suggest against apportioning the salaries of staff working in other areas to IT, in the same vein as question 3, due to materiality and complexity of capturing these costs.
 
If you are reporting costs based on a direct attribution model, these costs should be recorded on Schedule 2 (High-Level Expenditures OPEX), under IT Program Management, listed in the Human Resources section. Please make a note on Schedule 7 - Notes that you have captured this cost, and the amount recorded.
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<div style="color:#00000; font-size:medium; background-color:#f9d6b8; padding:10px;">'''Question: As a member of the IT Services management/IT performance and IT asset management working group, I would like to obtain a full definition of the term “FTE” and “Intensity”. As you know, several of the 15 IT KPIs due for V1 require FTE counts.'''</div>
 
<span style="color:#bd5e01; font-size:medium;">'''Answer:'''</span>
Departmental FTEs:
:Number of Departmental Full-Time-Equivalents (employees only) for the reporting period.
 
IT FTEs:
:Number of Departmental IT Full-Time-Equivalents (employees only) for the reporting period. These are the employee FTEs that contribute to the total IT effort of the Department.
 
There are two KPI related with the concept of intensity as it relates to common and shared services intensity. A full description has yet to be finalized yet our initial definitions for these KPIs are:
:KPI 14 - Common and Shared IT Service Intensity by IT Service: Total of positive transfers by Service (Column - numerator) and Total IT Spending by Service (Column - denominator)
:KPI 15 - Common and Shared Service Intensity Total: Total of positive transfers (column - numerator) and Total IT Spending (Column - denominator)
 
The concept of intensity will be fully described in the final guidance.
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<div style="color:#00000; font-size:medium; background-color:#f9d6b8; padding:10px;">'''Question: We are trying to get a head start on the IT asset Information and I would like to have some clarity on the following:
Dept FTE- Can you be more specific? Do we count all (Full time, part time, temp etc.)?
IT FTE’s- do we include CS only or everyone that is doing something related to IT?'''</div>
 
<span style="color:#bd5e01; font-size:medium;">'''Answer:'''</span>
Departmental FTEs:
:Number of Departmental Full-Time-Equivalents (employees only) for the reporting period.
 
IT FTEs:
:Number of Departmental IT Full-Time-Equivalents (employees only) for the reporting period. These are the employee FTEs that contribute to the total IT effort of the Department.
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==Human Resources - Employee Benefits==
 
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<div style="color:#00000; font-size:medium; background-color:#f9d6b8; padding:10px;">'''Question: What Percentage (%) of salary should we use to account for contributions to Employee Benefit Plans (EBP)?'''</div>
 
<span style="color:#bd5e01; font-size:medium;">'''Answer:'''</span> The official EBP costs as presented in the Public Accounts, account for 17% of salary costs. The 17% EBP costs is obtained after adjustments and fluctuates on an annual basis. As a norm, departments typically round this number off to 20% for business planning purposes. Therefore, to limit potential confusion, we suggest that departments use the 20% guideline for EBP costs in the IT Cost model.
 
The IT Expenditure Model V1.3 (2013-14) automatically populates an amount for Allowances including EBP based on 20% of salary.
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<div style="color:#00000; font-size:medium; background-color:#f9d6b8; padding:10px;">'''Question: All FTE costs, including Salary, Overtime, Performance pay (when applicable), Allowances, EBP (20% of salary) and Benefits (8.5% of salary) are to be included. The question raised is whether the EBP 20% includes or excludes the 8.5% benefits.'''</div>
 
<span style="color:#bd5e01; font-size:medium;">'''Answer:'''</span> The IT Expenditure Model automatically populates an amount for Benefits based on 8.5% of salary.
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<div style="color:#00000; font-size:medium; background-color:#f9d6b8; padding:10px;">'''Question: All FTE costs, including Salary, Overtime, Performance pay (when applicable), Allowances, EBP (20% of salary) and Benefits (8.5% of salary) are to be included. The question raised is whether the EBP 20% includes or excludes the 8.5% benefits.'''
The IT Expenditure Model automatically populates an amount for Benefits based on 8.5% of salary.</div>
 
<span style="color:#bd5e01; font-size:medium;">'''Answer:'''</span> EBP of 20% of salary <u>'''excludes'''</u> the additional 8.5% of salary for benefits.
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<div style="color:#00000; font-size:medium; background-color:#f9d6b8; padding:10px;">'''Question: With respect to Human Resources, Benefits are 8.5% of salary. Can you advise on what is associated with the 8.5% of Salary Benefits that is not part of the 20% EBP?'''</div>
 
<span style="color:#bd5e01; font-size:medium;">'''Answer:'''</span> With respect to the compensation costs for the CIOB IT cost model, the 20% EBP includes the compensation costs associated with the Public Service Pension Plan, Canada Pension Plan/Quebec Pension Plan, death benefits and Employment Insurance. The additional 8.5% of salary benefits includes the costs for the Health Plan, Dental Plan, Disability Insurance, Life Insurance, and Payroll Benefits. This additional 8.5% is funded centrally through Vote 20 and is not directly paid by departments. Because the 8.5% amount is not paid directly by departments, only the 20% EBP portion is added to the salary cost for TB subs and for internal purposes, while the additional 8.5% is absorbed by the center.
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<div style="color:#00000; font-size:medium; background-color:#f9d6b8; padding:10px;">'''Question: When calculating the salary amounts for the IT Expenditure Model should a department include amounts that were reimbursed by TBS under TB vote 30 (paylist expenditures)? This includes maternity or parental leave, severance pay (on departure from public service), immediate settlement of severance pay, and vacation credits upon departure from public service?'''</div>
 
<span style="color:#bd5e01; font-size:medium;">'''Answer:'''</span> These expenditures are outside of IT Services support. So, they have not been included in the IT Expenditure model. Vote 30 (Paylist Requirements) is a central “Vote” that supplements other non-IT related appropriations for requirements of such items as parental and maternity allowances, and entitlements on cessation of service or employment. Consequently, they are not included.
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==Supplies and Office Equipment==
 
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<div style="color:#00000; font-size:medium; background-color:#f9d6b8; padding:10px;">'''Question: Some departments capture the cost of Supplies under the 13% Accommodations markup applicable to FTEs that are included under the HR row on the High Level IT Cost Model. If the High Level IT Cost Model requires “Supplies” as a separate line item, is this double counting?'''</div>
 
<span style="color:#bd5e01; font-size:medium;">'''Answer:'''</span> The 13% of salary for accommodation costs is specifically set aside for PSPC. It is only for the costs covered by PSPC, i.e., rent or building maintenance and fit up. Anything a department pays for directly will be additional, i.e. O&M within their own operating Vote. Consequently, if the department is paying for “supplies”, it will have to be separated from the 13% mark-up. It is not included in the 13% accommodations cost.
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