Changes

=== Purpose ===

=== Purpose ===

Step 1 sets the future state of work for the part of the organization undergoing change. A “SERLO” is the Selection of Employees for Retention or Lay‑Off process used when some, but not all, positions in a clearly defined organizational unit are no longer required. The “affected area” is that specific unit (for example, a branch, directorate, program, or region). Step 1 should align with the Employment Equity Act, the Accessible Canada Act, the Official Languages Act, the Workforce Adjustment Directive, and the Public Service Commission’s guide on Selection of Employees for Retention or Lay‑Off. Choices made here can either prevent or embed barriers, so equity is integrated at this stage.

Step 1 defines the future state of work for the organizational unit that is undergoing change. A SERLO is the Selection of Employees for Retention or Lay‑Off process used when some, but not all, positions in a defined unit are no longer required. The affected area is the specific branch, directorate, program, region, or other organizational unit included in the SERLO. Step 1 must be carried out in a way that aligns with the Employment Equity Act, the Accessible Canada Act, the Official Languages Act, the Workforce Adjustment Directive, and the Public Service Commission’s guide on Selection of Employees for Retention or Lay‑Off. Decisions made at this stage shape all later steps and can either reduce or reinforce inequities, so equity must be addressed from the beginning.

=== What happens in Step 1 ===

=== What happens in Step 1 ===

The organization decides what “continuing work” will remain. Continuing work means the duties and services that will still be delivered in the future structure. It also decides what work will cease or be reduced, which “functions” are required (a function is a set of related duties or a service line such as program delivery or policy development), how many indeterminate positions are needed to deliver the continuing work, and what knowledge, skills, experience, and language requirements are genuinely tied to those duties. These determinations are based on evidence about the work rather than tradition or who previously had access to opportunities.

The organization decides what continuing work will remain in the future structure. Continuing work refers to the duties and services that must still be delivered after change. The organization also determines what work will cease or be reduced, which functions are required in the future state, how many indeterminate positions are needed to deliver the remaining work, and what knowledge, skills, experience, and language requirements are genuinely tied to those duties. Decisions must be based on the actual work and service requirements rather than on tradition or past access to opportunities.

=== Information to gather before deciding ===

=== Information to gather before deciding ===

The organization is '''required''' to prepare a current snapshot of the '''affected area''', meaning the specific branch, directorate, program, or region included in the SERLO (Selection of Employees for Retention or Lay‑Off). This snapshot must state how many '''indeterminate employees''' (permanent employees without a term end date) are in scope, the mix of '''occupational groups and levels''' (for example, EC‑05, PM‑04), where employees are '''located''' (region or office), and the '''language requirements''' (the bilingual or unilingual “language profile”) attached to positions. It must also report the '''representation rates''' for women, Indigenous peoples, persons with disabilities, and members of visible minorities in the affected area.

The organization is required to prepare a current snapshot of the affected area. This includes the number of indeterminate employees in scope, the mix of occupational groups and levels, where employees are located, and the language profile attached to positions. The snapshot must also include representation rates for women, Indigenous peoples, persons with disabilities, and members of visible minorities in the affected area.

The organization is '''required''' to identify the '''comparison points''' used to interpret that snapshot. These comparison points include the department’s '''representation baseline''' and '''Workforce Availability (WFA)''' for the relevant occupations and regions. WFA is a '''census‑based benchmark''' estimating how many people from designated groups are available for work in specific occupations and regions; for correct interpretation, the snapshot must name the '''census year''' used and note any '''definition changes''' affecting how designated groups are counted.

The organization must also identify the comparison points needed to interpret that snapshot. These include the departmental representation baseline and Workforce Availability values for the relevant occupations and regions. Workforce Availability is a census‑based benchmark that estimates how many people from designated groups are available for work in specific occupations and regions. For proper interpretation, the organization must note the census year used and any definition changes that affect how designated groups are counted.

The organization is '''required''' to complete a '''skills gap analysis''' to show that future requirements are tied to the work. This analysis identifies the '''skills required in the future state''' (that is, after the change), the '''skills currently present''' in the affected area, and the '''gaps''' between them, citing the '''evidence''' for each required skill (for example, program obligations, service standards, legislative requirements, or specific systems that must be used). Every requirement—both '''skills''' and '''language'''—must be '''directly linked to the duties''' to ensure that requirements reflect the actual work rather than who previously had access to opportunity.

The organization is required to complete a skills gap analysis. This analysis identifies the skills required in the future state, the skills currently present, and the gaps between them. The analysis must cite the evidence for each required skill, such as program obligations, service standards, legislative requirements, or required systems. Every requirement, including both skill and language requirements, must be directly linked to the duties to ensure the requirements reflect the actual work and do not rely on who has historically had access to opportunity.

== Equity considerations for Step 1 ==

== Equity considerations for Step 1 ==

=== Define continuing work by duties and outcomes (not status or exposure) ===

=== Define continuing work by duties and outcomes (not status or exposure) ===

'''What this is for:''' Determining which duties and services will remain in the future organizational state based on the work that must be performed and the outcomes that must be achieved, rather than on prestige, visibility, or who historically performed high‑exposure tasks.

Determining which duties and services will remain in the future organizational state based on the work that must be performed and the outcomes that must be achieved, rather than on prestige, visibility, or who historically performed high‑exposure tasks.

'''Equity consideration:''' Describe continuing work in clear duty terms such as tasks, services, and outcomes, not status signals such as frequent executive briefings. For each function, meaning a set of related duties such as program delivery, policy development, research, compliance, or contact centre work, confirm that the decision to retain or eliminate it is based on operational need and evidence. If a function has a high concentration of designated group members, assess whether eliminating it would create a disproportionate impact. Where risk exists, test duty‑based alternatives such as re‑scoping, redistributing tasks, or partial retention to avoid deepening underrepresentation.

'''Equity consideration:''' Describe continuing work in clear duty terms such as tasks, services, and outcomes, not status signals such as frequent executive briefings. For each function, meaning a set of related duties such as program delivery, policy development, research, compliance, or contact center work, confirm that the decision to retain or eliminate it is based on operational need and evidence. If a function has a high concentration of designated group members, assess whether eliminating it would create a disproportionate impact. Where risk exists, test duty‑based alternatives such as re‑scoping, redistributing tasks, or partial retention to avoid deepening underrepresentation.

=== Replace experience shortcuts with competencies tied to the work ===

=== Replace experience shortcuts with competencies tied to the work ===

'''What this is for:''' Writing requirements that measure ability to do the job rather than past access to high‑visibility opportunities such as acting at a higher level or central agency exposure.

Writing requirements that measure ability to do the job rather than past access to high‑visibility opportunities such as acting at a higher level or central agency exposure.

'''Equity consideration:''' Rewrite shortcuts as competencies directly linked to duties. Examples include can produce options analyses meeting specified criteria, can lead a defined type of review, or can operate a required system to an established standard. Accept multiple ways to demonstrate each competency such as deliverables, portfolios, relevant program experience, or community experience so capability rather than past visibility determines eligibility.

'''Equity consideration:''' Rewrite shortcuts as competencies directly linked to duties. Examples include can produce options analyses meeting specified criteria, can lead a defined type of review, or can operate a required system to an established standard. Accept multiple ways to demonstrate each competency such as deliverables, portfolios, relevant program experience, or community experience so capability rather than past visibility determines eligibility.

=== Use Workforce Availability to interpret representation clearly and cautiously ===

=== Use Workforce Availability to interpret representation clearly and cautiously ===

'''What this is for:''' Interpreting representation using Workforce Availability, which is a census‑based benchmark by occupation and region, while avoiding outdated or misaligned comparisons.

Interpreting representation using Workforce Availability, which is a census‑based benchmark by occupation and region, while avoiding outdated or misaligned comparisons.

'''Equity consideration:''' State the Workforce Availability census year and any changes to designated group definitions. Confirm alignment between internal data and Workforce Availability for occupation and region so comparisons are valid. Where feasible, add one current labour indication for the same occupation and region to create a sensitivity view. Compare internal representation to both Workforce Availability and the sensitivity view. Apply two quick checks. First, calculate a growth differential as the recent indication minus Workforce Availability. If this is 3 to 5 percentage points or more, use caution before concluding overrepresentation. Second, perform a ratio check. If representation meets Workforce Availability but falls short of the sensitivity view, treat representation as at risk under current conditions. If risk is indicated, revisit which functions are retained, ensure all requirements are duty linked, remove experience shortcuts, set language levels to actual job needs, adjust regional distributions to avoid disproportionate losses, and where feasible phase changes or use attrition to limit immediate impact. Workforce Availability remains the statutory benchmark for reporting and the sensitivity view is a recommended equity safeguard.

'''Equity consideration:''' State the Workforce Availability census year and any changes to designated group definitions. Confirm alignment between internal data and Workforce Availability for occupation and region so comparisons are valid. Where feasible, add one current labour indication for the same occupation and region to create a sensitivity view. Compare internal representation to both Workforce Availability and the sensitivity view. Apply two quick checks. First, calculate a growth differential as the recent indication minus Workforce Availability. If this is 3 to 5 percentage points or more, use caution before concluding overrepresentation. Second, perform a ratio check. If representation meets Workforce Availability but falls short of the sensitivity view, treat representation as at risk under current conditions. If risk is indicated, revisit which functions are retained, ensure all requirements are duty linked, remove experience shortcuts, set language levels to actual job needs, adjust regional distributions to avoid disproportionate losses, and where feasible phase changes or use attrition to limit immediate impact. Workforce Availability remains the statutory benchmark for reporting and the sensitivity view is a recommended equity safeguard.

=== Check regional impacts before consolidating locations ===

=== Check regional impacts before consolidating locations ===

'''What this is for:''' Assessing representation effects when shifting where positions are located.

Assessing representation effects when shifting where positions are located.

'''Equity consideration:''' Compare regional representation using Workforce Availability and, where feasible, a sensitivity view. If reductions cluster in regions with higher current representation, test mixed location options, distributed teams, hub and spoke models, or phased transitions that preserve diversity while meeting operational needs.

'''Equity consideration:''' Compare regional representation using Workforce Availability and, where feasible, a sensitivity view. If reductions cluster in regions with higher current representation, test mixed location options, distributed teams, hub and spoke models, or phased transitions that preserve diversity while meeting operational needs.

=== Set language requirements according to actual duties ===

=== Set language requirements according to actual duties ===

'''What this is for:''' Ensuring the position’s language profile, meaning the bilingual or unilingual requirement, matches job duties and service obligations.

Ensuring the position’s language profile, meaning the bilingual or unilingual requirement, matches job duties and service obligations.

'''Equity consideration:''' Link each language level to specific duties and service contexts. Distinguish day one requirements from development needs. Where appropriate, provide learning plans or phased pathways so otherwise qualified candidates are not excluded at the outset.

'''Equity consideration:''' Link each language level to specific duties and service contexts. Distinguish day one requirements from development needs. Where appropriate, provide learning plans or phased pathways so otherwise qualified candidates are not excluded at the outset.

=== Forecast accessibility and accommodation impacts early ===

=== Forecast accessibility and accommodation impacts early ===

'''What this is for:''' Anticipating effects of location, technology, and remote work changes on employees who rely on accommodation, such as adaptive technology, flexible schedules, or remote work.

Anticipating effects of location, technology, and remote work changes on employees who rely on accommodation, such as adaptive technology, flexible schedules, or remote work.

'''Equity consideration:''' Conduct a forward barrier forecast covering relocations, technology shifts, and remote work adjustments. Plan adaptive tools, flexible arrangements, phased transitions, and case specific solutions. Keep platforms and formats accessible throughout transitions.

Conduct a forward barrier forecast covering relocations, technology shifts, and remote work adjustments. Plan adaptive tools, flexible arrangements, phased transitions, and case specific solutions. Keep platforms and formats accessible throughout transitions.

=== Test each requirement for necessity and fairness ===

=== Test each requirement for necessity and fairness ===

'''What this is for:''' Ensuring all skill, experience, and language requirements reflect what the job truly needs.

Ensuring all skill, experience, and language requirements reflect what the job truly needs.

'''Equity consideration:''' Link each requirement to an essential duty or outcome. Remove or reduce any requirement without a clear duty link. Where higher requirements are justified, provide a time bound path to attainment such as structured training with milestones.

'''Equity consideration:''' Link each requirement to an essential duty or outcome. Remove or reduce any requirement without a clear duty link. Where higher requirements are justified, provide a time bound path to attainment such as structured training with milestones.

=== Monitor the representation floor before finalizing decisions ===

=== Monitor the representation floor before finalizing decisions ===

'''What this is for:''' Preventing decisions that push representation below reasonable thresholds such as the departmental baseline, occupational availability, or the sensitivity view.

Preventing decisions that push representation below reasonable thresholds such as the departmental baseline, occupational availability, or the sensitivity view.

'''Equity consideration:''' Compare current and projected representation to each benchmark before confirming the future state. If the future state would fall below a benchmark, adjust the design by redistributing positions, regrouping duties, or revising requirements, or apply mitigations such as redeployment, development pathways, or attrition based reductions.

'''Equity consideration:''' Compare current and projected representation to each benchmark before confirming the future state. If the future state would fall below a benchmark, adjust the design by redistributing positions, regrouping duties, or revising requirements, or apply mitigations such as redeployment, development pathways, or attrition based reductions.

=== Use a projection to identify adverse impact ===

=== Use a projection to identify adverse impact ===

'''What this is for:''' Estimating post change representation to spot disproportionate losses in advance.

Estimating post change representation to spot disproportionate losses in advance.

'''Equity consideration:''' Calculate projected representation as the current number in the designated group minus proposed reductions affecting that group, divided by total positions in the future state. Compare the result to Workforce Availability and the sensitivity view. If the projection is below either benchmark, plan mitigations before finalizing. Examples include adjusting which functions remain, redistributing positions, right sizing requirements, or phasing changes. This is a recommended safeguard, not a legal requirement unless set by departmental policy.

'''Equity consideration:''' Calculate projected representation as the current number in the designated group minus proposed reductions affecting that group, divided by total positions in the future state. Compare the result to Workforce Availability and the sensitivity view. If the projection is below either benchmark, plan mitigations before finalizing. Examples include adjusting which functions remain, redistributing positions, right sizing requirements, or phasing changes. This is a recommended safeguard, not a legal requirement unless set by departmental policy.