Onsite Compliance Report for managers (VAC PPE 800)

Description: This Personal Information Bank describes information that is related to prescribed presence in the workplace at Veterans Affairs Canada (VAC). The PIB contains employee details such as their name, email address, branch/region, directorate, classification group, myWorkArrangement (mWA), active workdays, network login, VPN connectivity and booking details in the Workplace Entry Scheduler Tool (WEST). The personal information may include reports of non-compliance with mWA data at the individual level and manager verification of data.

Personal information that will be used:

• Employee name - Last name (surname, family name), first name (first, second, or more)
• Personal record identifier (PRI)
• Employee contact information
• Work email address
• Work address, remote work address (in most cases this would be the physical home address), postal code, and work email address
• Employee work arrangement details pertaining to their hybrid, onsite, and/or full-time telework work arrangements based on the Direction on prescribed presence in the workplace - average number of days onsite per week, mWA status, and mWA type.
• Employee leave (vacation, sick, etc.).
• Employee status (active, paid leave of absence, suspended (seasonal layoff), leave without pay, full time and part time, group classification, directorate, reporting relationship (manager)
• Onsite booking details: Entry date, building and entry reason
• Active login data: Computer name, IP address, Time zone, NET address, Username, User properties (router name, VPN connection details, and Another IP address)

Class of Individuals: Employees of Veterans Affairs Canada and Office of the Veterans Ombud who are on active status in myGCHR. Which includes full-time employees, casual, students, or term hires at any point whilst the data included in this PIB was being collected for monitoring onsite compliance related to the prescribed presence in the workplace.

Purpose: The personal information is used to provide further context to managers to have discussions with employees about onsite compliance in accordance with the TBS Direction on Prescribed Presence in the Workplace. The personal information is collected pursuant to section 11.1 and subsection 12(1) of the Financial Administration Act.

Consistent Uses: The information may be used or disclosed for the purposes of reporting to management. Access to the report will be limited to managers with financial delegation who are in an EX minus 2 position or above as determined by Classification and recorded in MyGCHR. Those with access will be able to see their direct and indirect reports who have had two or more instances of non-compliance in the previous 6 weeks. The report can be used to provide insight to managers about gaps in compliance and where follow up and further discussion is needed with employees. In cases of verified non-compliance, Labour Relations will be engaged to provide advice and support, including initiating an investigation. Verified cases of non-compliance may result in administrative or disciplinary actions, up to and including termination, at management’s discretion and with Labour Relations guidance. Discipline will follow the Treasury Board Guidelines for Discipline and decisions will be made in line with the authority as per the Veterans Affairs Canada Table of Delegation and Sub-delegation of Human Resources Authorities. LR supports managers by advising on fact finding and investigations, guiding disciplinary processes and decision making and reporting outcomes.

Retention and Disposal Standards: Records will be retained for a period of two (2) years from the report date. Once the records have reached the end of their retention period, they will be securely disposed of in accordance with established departmental procedures. Any source data obtained from other business areas will remain subject to the retention schedule established by the originating area.