Technological Change Committee

Sub-Committee Meeting Written Updates

November 10, 2010

1.      TELECOM EXPENSE AND INVENTORY MANAGEMENT SYSTEM
2.      E-RESOURCING
3.      CAS SUSTAINABILITY PROJECT
4.      2D BAR CODE FOR CHARITIES RETURN WITH T3010B
5.      ELECTRONIC TRANSFER OF ACCOUNTING DATA
6.      compliance systems redesign
7.      MANDATORY ELECTRONIC FILING
8.      MY ACCOUNT FOR INDIVIDUALS – TAX AND BENEFITS
9.      MY BUSINESS ACCOUNT
10.    THIRD PARTY PRIVILEGED MANAGEMENT
11.    tax free savings account
12.    BENEFITS WORKFLOW CONSOLIDATION
13.    AUTOMATED BENEFITS APPLICATION
14.    taxfiler representative information system (tris) modernization
15.    Automation of retirement compensation arrangements (rca)
16.    MY PAYMENT – INTERAC ONLINE
17.    GST/HST INTERNET FILE TRANSFER
18.    ELECTRONIC BILL PRESENTMENT
19.    END USER APPLICATION DEVELOPMENT MACRO RELEASES
20.    TRUST EXAMINATION AUDIT SYSTEM
21.    E-LEGAL DOCUMENTS
22.    government programs letterbook system (gpls)
23.    statistical tracking analysis and reporting system (stars) replatforming


1. TELECOM EXPENSE AND INVENTORY MANAGEMENT SYSTEM

issue

Management will provide an update on the Telecom Expense and Inventory Management (TEIM) System initiative, including any human resources impacts.

background

At the May 19, 2010 meeting, Management informed the Union that Telephony was currently revisiting the original scope of the initiative in an effort to consider options which could reduce related requirements, impacts and costs.

management’s written response

The project has been significantly de-scoped in order to minimize system development and focus on the core issue of reconciling Telecom expenses and phone lines. As a consequence, Telephony will be moving forward with this initiative using existing tools and processes. The project no longer carries any potential significant technology change impacts, nor impacts on employees. It is recommended it be removed from the Written Updates.

2. E-RESOURCING

ISSUE

Management will provide an update on the e-Resourcing initiative, including any human resources impacts.

BACKGROUND

At the May 19, 2010 meeting, Management stated that the pilot selection process underway within Information Technology Branch (ITB) was in the placement stage and progressing well. Significant time savings had been realized during the screening process and for candidate communication.

The project plan for the national implementation had been finalized and was on schedule for an expected deployment in the July – September 2011 timeframe.

Upcoming activities included beginning work on the movement of data from the Electronic Recruitment System (ERS) to the Corporate Administrative System (CAS); the development of various strategies and core content for the national implementation; the resolution of ongoing functional issues; preparation for the migration to a new release of ERS; the development of learning tools; and continued support of the selection process included in the pilot. The development of the EC and Student recruitment components had been deferred to post national implementation.

Any human resource impacts would be addressed as part of the strategic realignment of HR activities. In the interim, HRB continued to provide funding of $1.2 M until such time as eResourcing was implemented nationally. A decision had been made in December 2009 to make the sunset funds permanent in the Centres of Expertise. These resources would have other resourcing-related administrative tasks to manage going forward, despite the realization of administrative efficiencies expected to be realized with the implementation of eResourcing.

MANAGEMENT’S WRITTEN RESPONSE

The pilot selection process in partnership with the Information Technology Branch (ITB) has been finalized. The project report is being finalized and lessons learned will be addressed for the national implementation.

In the coming months, the eResourcing Project team will:

  • finalize and communicate the ERS implementation plan;
  • finalize and action the ERS training strategy;
  • complete a plan to address compliance with the government’s Common Look and Feel standards, including accessibility;
  • continue work with ITB for certification and integration of Taleo (our software provider);
  • finalize testing of ERS based on the latest version Taleo 10.

The national implementation is on schedule for deployment in the summer of 2011.

As indicated previously, despite the realization of ERS administrative efficiencies a decision was made to provide permanent funding for the Centres of Expertise to support their administrative responsibilities.

3. CAS SUSTAINABILITY PROJECT

ISSUE

Management will provide an update on the Corporate Administration System (CAS) Sustainability Project initiative, including any human resources impacts.

BACKGROUND

At the May 19, 2010 meeting, Management indicated that Release 2 had gone live on April 6, 2010, implementing Multiple Spending Authorities, as well as several SAP-delivered enhancement packs. Training had been provided to all role 42 managers and financial specialists, who also received access to Infopak, an electronic performance support tool which provided access to context-sensitive help information directly from the relevant CAS screens.

Release 3 was scheduled to go live on July 5, 2010, implementing the Portal Staffing Actions work package, which would allow managers to submit initial acting appointments, as well as acting, term and student extensions via the portal. This functionality also streamlined the processing of these transactions.

Due to funding pressures, the scope for releases 4 and 5 had been reduced. The Case/Workload Management, Management of Learning, and Enhanced Travel Management work packages were still on schedule for release in December 2010 and July 2011. However, the work packages for Performance Management, Salary Forecasting, Organizational Charting, and Occupational Health and Safety had been descoped. As a result, the role of the Manager User Group (MUG) would diminish as the Project moved towards the implementation phase.

MANAGEMENT’S WRITTEN RESPONSE

Below you will find information about the deployment of release 3 and the planned scope of releases 4 and 5.

Release 3 – July 2010

  • Portal Staffing Actions (PSA)
    • Deployed to Winnipeg TC and Jonquière TC on August 16.
    • The PSA Champions for the Prairie and Quebec regions continued their regional rollout on September 7.
    • The remaining PSA Champions will conduct their outreach sessions to the rest of the regions & branches between September 20 and December 2010 (as defined in their respective rollout plans).

Release 4 – Scheduled January 31, 2011

  • Release date changed from Dec. 2010 to January 31, 2011.
  • Compensation Case/Workload Management – SAP Employee Interaction Centre (EIC) – Phase I
    • Standard EIC functionality to replace current Compensation Help Line System (CHLS), e.g. ticket information, ticket search, employee search
    • Web form solution within CAS to replace CHLS web forms, accessible from Compensation Web Resource Guide (CWRG)
    • Reporting via manual table extracts
    • Basic bulk ticket creation functionality
  • Management of Learning – SAP Learning Solution (LSO) – Phase I
    • Learner’s Portal (Individual Learning Plans (ILP), course registration, etc.)
    • Manager’s Portal (ILP/registration approval, etc.)
    • Learning Coordination Portal (learning delivery management)
  • My Travel – Enhanced Travel Management
    • My Travel is an integrated beginning-to-end travel request, authorization and expense claim solution providing:
      • Self-service, online tool for creating travel authorizations and subsequent claims,
      • Replacement for existing paper-based travel forms,
      • Portal workflow functionality to expedite the process and enforce proper controls by ensuring the appropriate Financial Signing Authority is exercised

These changes in Release 4 will see some shift in workload. For example, the Learning Solution will eliminate the need for administrative assistants to manually enter data for Individual Learning Plans (done on a cyclical basis) and employee course histories, instead allowing employees to record this information themselves. Similarly, the My Travel component empowers employees to enter and manage their own data, reducing the workload of administrative assistants who act as travel arrangers. Management does not anticipate any WFA impacts.

Release 5

This release is still on schedule for July 2011, and aims to deliver the Phase II components of the EIC and LSO functionality.

4. 2D BAR CODE FOR CHARITIES RETURN WITH T3010B

ISSUE

Management will provide an update on the 2D Bar Code with T3010B initiative, including any human resources impacts.

BACKGROUND

At the May 19, 2010 meeting, Management indicated that, while take up rates would continue to be monitored, it would not be in a position to do a thorough analysis until a full calendar cycle had been completed (by January 2011).

It had also been noted that, although the introduction of 2D Bar Code would result in some reductions in terms of keying workload, its implementation would also increase certain aspects of the clerical workload. As well, since 2D Bar Code, new keying requirements related to the Corporate Tax Administration for Ontario (CTAO) and Excess Corporate Holdings (ECH) were introduced. Therefore, it was difficult to determine whether there would be any reduction in the overall keying workload.

MANAGEMENT’S WRITTEN RESPONSE

As previously stated, while we continue to monitor take up rates, we will not be in a position to do a thorough analysis until a full calendar cycle has been completed (by January 2011). Therefore, there is no new update for this item at this time.

5. ELECTRONIC TRANSFER OF ACCOUNTING DATA

ISSUE

Management will provide an update on the Electronic Transfer of Accounting Data (ETAD) initiative, including any human resources impacts.

BACKGROUND

At the May 19, 2010 meeting, Management stated that the training and information sessions had been provided from October 2009 to February 2010. A final report would be prepared during the summer of 2010.

MANAGEMENT’S WRITTEN RESPONSE

Information sessions were provided from October 2009 to February 2010 to approximately 1,000 auditors from the Audit Division in the five TSOs taking part in the pilot. As of July 2010 approximately 95 additional files have been uploaded by using ETAD. Expanding ETAD to the other audit programs and providing new communication materials certainly contributed to the increase in the number of files received.

Although the rate of usage has increased, the ETAD tool is still not ready to be deployed nationally as there are still a number of challenges identified in the survey results of ETAD - Phase II, that need to be addressed. While some of these challenges are related to the My Business Account (MyBA) portal, others are directly related to the ETAD tool. In spite of these challenges we have made good progress in adding some of the functionalities and abilities that the end-users have requested and for this reason it has been decided to leave ETAD available to the piloted offices. On October 4, 2010 the following functionalities have been added to ETAD:

  • The upload capacity for a file will be increased from 10 MB to 150 MB (compressed);
  • Electronic Commerce Audit Specialists (ECAS) assigned to the case will now be notified by email when the files uploaded are on the server and they will then be able to download the information; and
  • The 30 day notification that was initially meant to be sent to the AIMS coordinator to remind them that there is a file waiting on the server will now be sent to a national helpdesk, which will contact the auditor or their team leader;

MyBA portal would have been an excellent home base for ETAD if the majority of businesses and/or their representatives were registered. Unfortunately the long registration process is often perceived as a burden, especially in the sensitive context of an audit. Although ETAD remains available within the MyBA portal for use by the piloted offices, other avenues and options, such as net-filing, are currently being explored.

The Pilot project report has just been prepared and submitted for approval.

6. compliance systems redesign

ISSUE

Management will provide an update on the Compliance Systems Redesign (CSR) initiative, including any human resources impacts.

BACKGROUND

At the May 19, 2010 meeting, Management stated that the Release 1 CSR suite of solutions had successfully been put into production in December 2009, and a three month pilot had been initiated in January 2010 for an evaluation of Release 1 in an actual work environment. This pilot was completed and the outcomes were being analyzed. CSR would continue to work toward identifying issues to be resolved before a staggered roll-out to the program could be implemented.

The set of generic case functionalities in Release 1 CSR enabled the replacement of multiple case management tools currently being used in the Compliance Programs Branch (CPB). Other areas outside CPB were also investigating these case functionalities for possible reuse. CSR had progressively been giving access to various client groups, mostly within the workload development areas, such as in the GST Prepayment Section.

CSR would also start rolling out a National Leads Repository in October 2010, which would allow the Agency to centrally capture, relate, analyze, route and report on internal and external leads received by the Agency.

Additional enhancements would be developed to the solutions already built, as well as new components that would be integrated into the CSR suite of solutions. An advisory committee had been created, with representation from both the regions and headquarters, to provide advice on CSR implementation and associated business change issues.

MANAGEMENT’S WRITTEN RESPONSE

Following complete evaluation a three month pilot of the initial version of the CSR integrated suite of solutions (Release 1), CSR is proceeding with further enhancements to the suite of solutions to realize the capability for a business program to be able to do work from cradle to grave (from start to finish) within the CSR environment. The enhanced version of the CSR suite of solution is tentatively planned for a national deployment to the Office Audit program that follows a staggered rollout, starting in April 2011. As the initial deployment of this solution is to the Office Audit program, including the Workload Development (screening) component, it is expected to impact approximately 650 users.
 
Work on the National Leads Repository is progressing, with the solution expected to be in production in January 2011. CSR has tentatively planned a staggered rollout of the Leads solution, starting with a limited deployment in January 2011 to two Tax Service Offices (TSOs), two Tax Centres (TCs) and a Leads Call Centre. This will be followed by a staggered deployment to the regions. As an agency solution, the National Leads Repository is expected to impact over 22K CRA users, but many will only be using it to capture Leads they receive using an Intranet portal.

CSR continues to engage clients, as well as stakeholders, to make sure that it is addressing their needs and to ensure the implementation of business change in order to minimize any negative impact of transitioning to a new and modern work environment. The National Advisory Committee is actively providing recommendations and feedback on the CSR initiative. CSR has also made multiple presentations to the different regions as well as functional program areas.

7. MANDATORY ELECTRONIC FILING

ISSUE 

Management will provide an update on the Mandatory Electronic Filing initiative, including any human resources impacts.

BACKGROUND

At the May 19, 2010 meeting, Management stated that, as part of the HST legislation for the sales tax harmonization in Ontario and British Columbia, returns with a reporting period ending on or after July 1, 2010 needed to be filed electronically, whenever any of the following applied:

  • Annual taxable supplies were over $1.5 million (excluding charities);
  • There was a recapture of input tax credits for the provincial part of the HST on certain taxable supplies acquired in Ontario and/or British Columbia;
  • A builder that was affected by the HST transitional rules for housing in Ontario or British Columbia.

The impact on human resources was under analysis and would be shared with the Union when it was available. Any staff that may be required to perform new functions as a result of this legislative change would receive the necessary training.

MANAGEMENT’S WRITTEN RESPONSE

As of July 1, 2010, GST/HST sales tax harmonization came into effect for Ontario and British Columbia. GST/HST registrants who met the requirements listed above must now file their returns electronically. Prior to July 1 2010, the electronic filing take up rate was 27% and since July 1, the rate has increased to 34% of all GST/HST returns filed. This improvement in the rate of electronic filing has led to a decrease in paper filed returns and fewer errors made by registrants on those returns.

The human resource impacts resulting from electronic filing are being managed by training staff to complete other work involving the validation of return information, and through attrition.

8. MY ACCOUNT FOR INDIVIDUALS – TAX AND BENEFITS

ISSUE

Management will provide an update on the My Account for Individuals – Tax and Benefits initiative, including any human resources impacts.

BACKGROUND

Individual Returns & Payments Processing Directorate (IRPPD) Portion

At the May 19, 2010 meeting, Management stated that the taxpayer would now be able to view Tax Free Savings Account (TFSA) information and data from pre-match information slips (T4A(P), T4A(OAS), T4E) on My Account.

For the July 2010 release, the only change would be a redesign of the My Account pages to allow navigation through the use of tabs. No impacts on human resources were expected for the July, 2010 release.

Benefit Programs Directorate (BPD) Portion

At the May 19, 2010 meeting, Management indicated that, starting on July 5, 2010, the payment details for the BC Harmonized Sales Tax Credit (BCHSTC), the Nova Scotia Affordable Life Tax Credit (NSALTC), components of the GST/HST credit, and the details for the Ontario Sales Tax Credit (OSTC) would be displayed on My Account.

MANAGEMENT’S WRITTEN RESPONSE

Individual Returns & Payments Processing Directorate (IRPPD) Portion

As of the February 2011 release, taxpayers will be able to view and update their marital status via My Account. No impacts on human resources are expected for the February, 2011 release.

Benefit Programs Directorate (BPD) Portion

Information on the July 2010 British Columbia Harmonized Sales Tax Credit (BCHSTC) and Nova Scotia Affordable Living Tax Credit (NSALTC) payments was available on My Account as scheduled. Information on the August 2010 Ontario Sales Tax Credit (OSTC) payments was available on My Account as scheduled. There were no impacts on human resources.

9. MY BUSINESS ACCOUNT

ISSUE

Management will provide an update on the My Business Account (MyBA) initiative, including any human resources impacts.

BACKGROUND

At the May 19, 2010 meeting, Management indicated that, for the period of April 1, 2009 to March 31, 2010, 84,222 business owners were registered for MyBA and accessed the portal a total of 175,239 times. Representatives accessed business information 534,502 times during the same period. There was no notable impact on telephone enquires.

MANAGEMENT’S WRITTEN RESPONSE

At the end of August 2010, we had a total of 115,751 unique individuals/businesses (93,305 owners and 22,446 third party representatives, which include business employees) who were authorized to access 826,182 business numbers (BN) through the My Business Account and Represent a Client.

Owners and representatives logged in 372,936 times from April 1, 2010 to August 31, 2010 and accessed 319,795 BNs. There were more than 794,000 logins during the fiscal year 2009- 2010 and 68% of these logins were from representatives. This ratio remained consistent for 2010.

Since no new services have been added or notable changes made to My Business Account for the October 2010 release, it is anticipated that there will be little impact on telephone enquiries.

10. THIRD PARTY PRIVILEGED MANAGEMENT

ISSUE

Management will provide an update on the Third Party Privileged Management initiative, including any human resources impacts.

BACKGROUND

At the May 19, 2010 meeting, Management stated that the ability for representatives to download their client lists had been implemented on February 15, 2010. The October 4, 2010 release would allow businesses to better control a representative’s or employee’s access to business client information by authorizing them at a group level. The authorization details would also be added to the business client lists.

These initiatives were not expected to have any human resources impacts.

MANAGEMENT’S WRITTEN RESPONSE

A new functionality implemented as part of the October 4, 2010 release now allow businesses to better control a representative’s or employee’s access to business client information by authorizing them at a group level. The authorization details have been added to the business client lists.

This initiative is not expected to have any human resources impacts.

11. tax free savings account

ISSUE

Management will provide an update on the Tax Free Savings Account (TFSA) initiative, including any human resources impacts.

BACKGROUND

At the May 19, 2010 meeting, Management indicated that the TFSA Program had commenced on February 15, 2010, with 19 employees on strength in the TFSA Processing Unit (TPU), 11 of which were permanent, and 2 on loan from another sector.

Headquarters had provided these employees with complete training from February 1 to February 12, 2010, and on-going support was provided by the HQ TFSA section.

Depending on the volume of work, additional staffing could occur in late-May. More permanent positions could become available once workloads were better defined and volumes ascertained.

MANAGEMENT’S WRITTEN RESPONSE

Additional staffing occurred in the Tax-Free Savings Account Processing Unit (TPU) due to a higher than expected workload. Currently, there are 57 employees on strength. The additional term staff has contracts that are scheduled to expire on December 31, 2010. This date could be extended to March 31, 2011, if the volume of work warrants.

The TPU will determine the number of positions to be staffed on a permanent basis following an analysis of the first year of the program.

Given that the administration of TFSA will transition from a project to a program effective April 1, 2011, it is proposed that this will be the final update to the Technological Change Committee.

12. BENEFITS WORKFLOW CONSOLIDATION

issue

Management will provide an update on the Benefits Workflow Consolidation initiative, including any human resources impacts.

background

At the May 19, 2010 meeting, Management stated that all Tax Centres had been given the necessary training on T1BEN CASE, Benefit Processing System and the CASE Decision Support System (DSS) statistical system. The implementation of the Enterprise Correspondence System (previously named Enterprise Customized Output) had been postponed due to the need for improvements to system efficiency. Management confirmed that implementation was planned for February 2011.

No human resources had been impacted by the introduction to these new systems.

MANAGEMENT’S WRITTEN RESPONSE

The implementation of the Enterprise Correspondence System is postponed due to the need for improvements to system efficiency. The new implementation date is scheduled for October 2011.

No human resources will be impacted by the introduction of this new system.

13. AUTOMATED BENEFITS APPLICATION

issue

Management will provide an update on the Automated Benefits Application (ABA) initiative, including any human resources impacts.

background

At the May 19, 2010 meeting, Management stated that Nova Scotia, British Columbia and PEI had fully implemented the ABA process, Memoranda of Understanding with Ontario and Quebec were in the final draft phases, and implementation in those provinces was expected for July 2010. Discussions were ongoing for implementation in Nunavut. The remaining provinces and territories were on track for scheduled implementation over the next 2-3 years.

HR impacts have been assessed for impacted tax centres based on data related to take-up of the new service. Regional consultation was completed for the purpose of gathering workforce information (e.g. determinate vs. indeterminate FTE’s by related activity) from each tax centre. The conclusion is that there is no impact on indeterminate staff. Any impact on determinate staff is being managed through attrition and reassignment of duties by each of the TCs.

management’s written response

Ontario and Quebec fully implemented the ABA process in July 2010, bringing the total to five participating ABA provinces. Discussions are beginning with Manitoba for implementation in Summer/Fall 2011. Development with Nunavut is on hold pending their appointment of a Project Manager. The remaining provinces/territories are interested in the initiative and are planning for implementation over the next 2-3 years.

There should be no impact on indeterminate staff as the change in processing workloads would be managed through attrition and reassignment of duties.

14. taxfiler representative information system (tris) modernization

issue

Management will provide an update on the Taxfiler Representative Information System (TRIS) Modernization initiative, including any human resources impacts.

background

At the May 19, 2010 meeting, Management stated that the 2D Bar Code initiative was successfully implemented in February 2010. There had been no impact on indeterminate positions. Determinate employees continued to be trained and were adjusting to the new processing methodology and procedures.

management’s written response

In February 2011, we will begin accepting T1013 forms submitted electronically via EFILE certified T1 tax preparation software. There will still be validations that will require clerk intervention. This technology will help to increase productivity, which will help the Tax Centres achieve and maintain service standards on a regular basis.

Furthermore, a new workload will be created to protect taxpayers’ tax information and to ensure that efile agents comply with our requirements.

The results of a detailed analysis indicate that there is no impact on indeterminate staff. Clerks will continue to use the tools and systems they are currently using to process Form T1013, such as Rapid, T1 Ben Case and scanners.

Training on the electronic submission initiative and the modified process will be provided in December 2010 via online training tools and facilitator’s guides. Training on the new monitoring workload will be provided in May 2011.

15. Automation of retirement compensation arrangements (rca)

issue

Management will provide an update on the Automation of Retirement Compensation Arrangements (RCA) initiative, including any human resources impacts.

background

At the November 5, 2009 meeting, Management stated that it did not anticipate any human resources impacts with the implementation of the T3 RCA workload onto the Automated Trust System (ATS). Implementation was planned for February 2011. All required training would be provided by Headquarters, and procedures would be updated accordingly to reflect the automated processing of T3 RCAs.

management’s written response

The implementation of the T3RCA workload remains on target for February 2011. Some initial training was provided by Headquarters in October 2010 with final training and update of procedures to reflect the automated processing of T3RCAs to follow at implementation. No human resources impacts have been identified since the last meeting.

16. MY PAYMENT – INTERAC ONLINE

issue

Management will provide an update on the My Payment – Interact Online initiative, including any human resources impacts.

background

At the May 19, 2010 meeting, Management informed the Union that My Payment was implemented on October 5, 2009. To date, there had been no impact on human resources, and the system was running smoothly. In March 2010, approximately 1000 payments per day had been processed through My Payment. These results were in line with the estimate provided during the last update, and it reached approximately 1% of the national volume of payments at the end of last fiscal.

management’s written response

The My Payment web application continues to run smoothly. To date, there has been no impact on human resources. We continue to process approximately 1000 payments on a daily basis through My Payment, with the majority of these payments belonging to the T1 revenue stream. These results are still in line with the estimate provided during the last update. My Payment is now 1.46% of the national volume of payments as of August 2010.

17. GST/HST INTERNET FILE TRANSFER
(Formerly: GST/HST Bar Code)

issue

Management will provide an update on the GST/HST Internet File Transfer initiative, including any human resources impacts.

background

At the November 5, 2009 meeting, Management informed the Union that GST/HST Internet File Transfer had been successfully implemented in October 2009. This initiative had had minimal impact on current programs and workloads. Procedures had been updated to reflect the new filing method.

As expected, volumes had been low (approx. 1,800 returns filed as of March 31, 2010), but could gradually increase over the next several years should additional software developers incorporate this filing option into their software.

Management continued to expect that any human resources impacts, resulting from this initiative, would be managed through attrition and reassignments. The Union asked to keep this item on the Written Updates, as it wished to track its implementation and related impacts. Management agreed.

management’s written response

At the November 5, 2009 meeting, Management informed the Union that it had indefinitely postponed the implementation of the bar code filing option and advised that the Internet File Transfer filing option was successfully implemented in October 2009.

To date, the CRA has received less than 6,000 returns since implementation. Use may gradually increase as software developers include this option in their products. Management continues to expect no human resources impacts that can not be managed through attrition and reassignments.

18. ELECTRONIC BILL PRESENTMENT

ISSUE

Management will provide an update on the Electronic Bill Presentment (EBP) initiative, including any human resources impacts.

BACKGROUND

At the May 19, 2010 meeting, Management stated that, since the last update, the number of businesses registered for E-PD7A had increased to 975, which remained relatively small.

There continued to be no HR impacts.

MANAGEMENT’S WRITTEN RESPONSE

To date the uptake for this initiative continues to be relatively small at 1012 registrants. There are no HR impacts in the foreseeable future. This issue can now be considered closed.

19. END USER APPLICATION DEVELOPMENT MACRO RELEASES

ISSUE

Management will provide an update on the End User Application Development Macro Releases initiative, including any human resources impacts.

BACKGROUND

At the May 19, 2010 meeting, Management stated that the Non-filer Taxpayer View Mainframe Macro Application (MMA) pilot was still in progress in Montréal and Vancouver. Dates for pilot completion and roll out had not been determined.

The Accounts Receivable Platform (ARP) MMA was tested by the Acceptance Testing Division and focus groups across Canada during the year. The ARP release to pilot sites started in November 2009. Based on the positive results of the pilot, the staggered rollout to the TSO’s was planned for May 2010. Arrangements were being made with ITB for Help Desk support for end users.

Other than training and change management, there were no anticipated human resources impacts from this initiative.

MANAGEMENT’S WRITTEN RESPONSE

The Non-Filer/Non-Registrant Taxpayer View Mainframe Macro Application (MMA) has been deployed to limited TSO sites (Montreal and Vancouver) to date. Business is forecasting deployment to additional TSOs later this fiscal.

The Accounts Receivable Platform (ARP) MMA was deployed on May 10, 2010. Training to users continued through to July 2, 2010. ITB Help Desk, End User Application Development Section (EUADS) and Business support is currently available for end users.

Other than training and change management, there were no anticipated human resources impacts from this initiative.

20. TRUST EXAMINATION AUDIT SYSTEM

issue

Management will provide an update on the Trust Examination Audit System (TEAS) initiative, including any human resources impacts.

background

At the May 19, 2010 meeting, Management stated that TEAS had been deployed to field operations in November 2009, and that training had been delivered to all the Regions in November and December of 2009.

As of April 1, 2010, the functional area accepted only examinations that had been conducted in the TEAS workbook.

For performance measurement, the Employer Audit and Examination Section (EAES) would be compiling examination results through TEAS reports, in conjunction with reports provided by the Statistical Tracking Analysis and Reporting System (STARS).

MANAGEMENT’S WRITTEN RESPONSE

The results of compiling examination results through TEAS reports have been that we have much more detail about program results than we had before. This gives us a better perspective on the nature of program results.

This item can be closed as there is no HR impact.

21. E-LEGAL DOCUMENTS

issue

Management will provide an update on the E-Legal Documents initiative, including any human resources impacts.

background

At the May 19, 2010 meeting, Management indicated that the analysis of resource impacts and pilot project results concluded that further expansion was recommended. A "phased in" approach for the three remaining regions (Atlantic, Québec and Prairie) would be undertaken. The expansion, once complete, would provide a consistent national approach to filing legal documents. There was no negative impact to staff, and staffing may increase as higher volumes of work were expected due to expansion to the remaining regions.

A smooth transition was predicted, and statistics regarding the turn around times due to the use of EDOCS confirmed the anticipated reduction in time. The decrease in paper costs was significant, and was in keeping with the Sustainable Development Initiative.

management’s written response

The recommendation for a “phased in” expansion approach in the three remaining regions (Atlantic, Québec and Prairie) has been approved.

EDOCS is no longer considered a pilot project and will be used by all field offices for filing legal documents with the Federal Court. The implementation of the expansion plan will begin October 2010 and will be completed in February 2011.

22. government programs letterbook system (gpls)

issue

Management will provide an update on the Government Programs Letterbook System (GPLS) initiative, including any human resources impacts.

background

At the May 19, 2010 meeting, Management stated that there had been a small delay and the implementation of the GPLS was now slated for July 2010.

Minimal training and no human resource impacts were expected.

management’s written response

Training on GPLS was provided to all ARGP field offices in September with national implementation on October 4, 2010. There were no human resource impacts.

It is requested that this item be closed and be removed from further update requests.

23. statistical tracking analysis and reporting system (stars) replatforming

issue

Management will provide an update on the Statistical Tracking Analysis and Reporting (STARS) Replatforming initiative, including any human resources impacts.

background

At the May 19, 2010 meeting, Management stated that the STARS migration to the new platform was on target for an October 2010 release. Training would be provided to users in the fall 2010.

management’s written response

The anticipated release date is now November 15, 2010. Training (train the trainer sessions) will occur in October for the Headquarters personnel and in November to the regions.