Technological Change Committee

Sub-Committee Meeting Written Updates

May 5, 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. PAYMENT MODERNIZATION
  13. BENEFITS WORKFLOW CONSOLIDATION
  14. AUTOMATED BENEFITS APPLICATION
  15. taxfiler representative information system (tris) modernization
  16. EFILE AND 2D BAR CODE RETURNS
  17. Automation of retirement compensation arrangements (rca)
  18. MY PAYMENT – INTERAC ONLINE
  19. GST/HST BAR CODE
  20. PAYDAC RENEWAL – SOURCE DEDUCTIONS ACCOUNTING, FUNCTIONAL TRANSFER TO THE ASSESSMENT AND BENEFIT SERVICES BRANCH
  21. ELECTRONIC BILL PRESENTMENT
  22. INTEGRATED REVENUE COLLECTIONS
  23. END USER APPLICATION DEVELOPMENT MACRO RELEASES
  24. TRUST EXAMINATION AUDIT SYSTEM
  25. E-LEGAL DOCUMENTS
  26. government programs letterbook system (gpls)
  27. 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 November 5, 2009 meeting, Management informed the Union that the analysis work on system application options and recommendation was completed. The templates and presentation for system approach approval to the Finance and Administration Corporate Systems Steering Committee were being drafted.

management’s written response

Telephony is currently revisiting the original scope of the initiative in an effort to consider options which could reduce related requirements, impacts and costs.

2. E-RESOURCING

ISSUE

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

BACKGROUND

At the November 5, 2009 meeting, Management stated that the pilot selection process underway within ITB was progressing well. Hiring managers were being trained on the product in order to place candidates.

Work was ongoing to identify the business requirements for the Student and Executive (EC) groups; address issues with respect to Common Look and Feel (CLF) and accessibility requirements; and define the interface requirements with the Corporate Administrative System (CAS). This work was a pre-requisite to establishing the timeline for national implementation. Management did not anticipate any human resources impacts.

In response to the Union’s question, Management clarified that e-Resourcing would not be implemented nationally in 2010, as originally expected. Management would provide the Union with the revised timeline through the Written Updates.

MANAGEMENT’S WRITTEN RESPONSE

The pilot selection process underway within Information Technology Branch (ITB) is currently in the placement stage and continues to progress well. Significant time savings have been realized during the screening process and for candidate communication. The pool was established in October 2009.

The project plan for the national implementation has been finalized and is on schedule for an expected deployment in the July – September 2011 timeframe. The development of the EC and Student recruitment components have been deferred to post national implementation.

Current and upcoming activities include:

  • Ongoing work with ITB to begin the development that will move data from the Electronic Recruitment System (ERS) to the Corporate Administrative System (CAS).
  • Development of various strategies for the national implementation.
  • Development of core content for the national implementation including standard templates and questions for use when creating a notice of job opportunity.
  • Resolution of ongoing functional issues.
  • Preparation for the migration to a new release of ERS.
  • Development of learning tools.
  • Continued support of the selection process included in the pilot.

Any human resource impacts were to have been addressed as part of the strategic realignment of HR activities. In the interim, HRB continues to provide funding of $1.2 M until such time as eResourcing is implemented nationally.

3. CAS SUSTAINABILITY PROJECT

ISSUE

Management will provide an update on the Corporate Administration System (CAS) Sustainability Project initiative.

BACKGROUND

At the November 5, 2009 meeting, Management indicated that User Acceptance Testing (UAT) was carried out for all functionalities, and Accessibility testing was carried out for some portal functionality. Furthermore, Release 1 had gone live, as scheduled, on July 2, 2009, and system performance issues have been addressed. Outreach sessions were delivered to employees and managers throughout the organization in June, and were well-received.

Management also indicated that Multiple Spending Authorities (Release 2) was currently in the coding and configuration phase, and was on track for an April 2010 release. The Fit-Gap and Solution Design activities for Releases 3, 4 and 5 were on schedule. The Manager User Group (MUG) would continue to be leveraged for end-user consultations, and procurement of a new CAS training tool was on track to support the development and delivery of new training material related to Multiple Spending Authorities.

MANAGEMENT’S WRITTEN RESPONSE

Release 2 went live on April 6, 2010, implementing Multiple Spending Authorities, as well as several SAP-delivered enhancement packs. In preparation for this release, training was provided to all role 42 managers and financial specialists. These users also now have access to a new electronic performance support tool called Infopak, which provides access to context-sensitive help information directly from the relevant CAS screens.

Portal performance issues were encountered immediately following the release. These issues were resolved within a few days of the release.

Release 3 is currently on schedule to go live July 5, 2010, implementing the Portal Staffing Actions work package, which will allow managers to submit the following actions via the portal:

  • initial acting appointments
  • acting extensions
  • term extensions
  • student extensions

This functionality also provides new automation to streamline the processing of these transactions.

Due to funding pressures, the scope for releases 4 and 5 has been reduced. The Case/Workload Management, Management of Learning, and Enhanced Travel Management work packages are 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 have been descoped.

The role of the Manager User Group (MUG) will diminish as we move from the design and planning phases into implementation, and also as a result of the descoping.

4. 2D BAR CODE FOR CHARITIES RETURN WITH T3010B

ISSUE

Management will provide an update on the 2D Bar Code with T3010B initiative.

BACKGROUND

At the November 5, 2009 meeting, Management indicated that the 2D Bar Code initiative had been implemented as planned on June 16, 2009. As of October 16, 2009, 309 T3010B returns were scanned via the 2D bar code system. Take up rates would be monitored over the year and any related technological impacts would be reported

MANAGEMENT’S WRITTEN RESPONSE

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).

It has also been noted that although the introduction of 2D Bar Code will result in some reductions in terms of keying workload, it also increases 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 is difficult to determine whether there will be any reduction in overall keying workload.

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 November 5, 2009 meeting, Management stated that the number of files received using ETAD by the Small Business population was very low. In June 2009, the Large Business Audit program of the Vancouver Tax Services Office (TSO) was added to the pilot. Phase II of the ETAD pilot would consist of expanding it to all the other audit programs (Medium Business, Specialty Audits, International Audits, Office Audit, etc.) under the Audit Division from the same piloted offices. The training and information sessions would be provided during the fall 2009. A communication insert for taxpayer businesses to promote ETAD had been developed. This would hopefully increase the number of records received by ETAD and help conduct a more robust analysis for this initiative

MANAGEMENT’S WRITTEN RESPONSE

The training and information sessions were provided from October 2009 to February 2010. A final report should be prepared during summer 2010.

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 November 5, 2009 meeting, Management stated that the main target for Release 1 remained the Office Audit Business Program, and would be rolled-out gradually for Release 1. The Taxpayer View (TPV) component of Release 1 had been nationally deployed, and access would also be provided to the Workload Development & Business Analysis Division and to the Enforcement & Disclosure Directorate in Headquarters.

The TPV was considered extremely intuitive, and a Learning Product had been developed for users to complete at their desk as a self study. Once deployed, users would continue to have access to the systems they had access to prior to the deployment. The Compliance Programs Support Services (CPSC) provided the first level support to users.

The rest of the Release 1 suite of solutions would be tested by a limited number of users starting in January 2010, and Management hoped that it would be deployed nationally in April-May 2010 to the Office Audit Programs in the TSOs and Office Audit-HQ. This would involve up to 350 employees at the SP-04/05 and SP-07/08 levels that would have already been using the TPV component. Similar to the TPV deployment, the necessary training tools and post deployment support would be in place prior to national deployment.

MANAGEMENT’S WRITTEN RESPONSE

Following the national deployment, in October 2009, of the TPV solution to about 850 users in the Office Audit program, CSR has received requests, from various client groups, for access to the TPV solution. CSR has progressively been giving access to new users, mostly within the workload development areas. For example, CSR is currently in the process of granting access to TPV to about 150 users in the GST prepayment section, bringing the total number of TPV users to about 1,000.  

The Release 1 CSR suite of solutions was successfully put into production in December 2009 and a three month pilot initiated in January 2010 for a full evaluation of Release 1 in an actual work environment, to gain user acceptance of the solution and to build an understanding of the opportunities for change in the work environment. This pilot is now completed and the outcomes are currently being analyzed. CSR will continue consulting with Subject Matter Experts (SMEs) and the Office Audit programs Management in HQ to determine what issues need to be resolved before a staggered roll-out to the program can be implemented.

The set of generic case functionalities in Release 1 have been developed for all of the Compliance Programs Branch (CPB). This will enable replacement of multiple case management tools currently being used. Other areas outside CPB are also investigating these case functionalities for possible reuse.

CSR also plans to gradually start rolling out a National Leads Repository in October 2010. The Leads Repository will allow the Agency to centrally capture, relate, analyze, route and report on Leads that are received by the Agency (both from within CRA and outside).

Building on the foundation pieces that have been completed thus far, CSR is moving forward and developing additional enhancements to the solutions already built as well as new components that will be integrated into the CSR suite of solutions. CSR has also created an advisory committee, with representation from both the regions and headquarters, for providing advice on CSR implementation and associated business change issues. As in the past, CSR will also continue consulting with all business lines within CPB and engaging stakeholders throughout its design, development and implementation phases.

7. MANDATORY ELECTRONIC FILING

ISSUE

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

BACKGROUND

At the November 5, 2009 meeting, Management stated that impacts on staff remained unchanged and would be managed through attrition and reassignment as previously stated.

MANAGEMENT’S WRITTEN RESPONSE

Recently, the Government announced, as part of the HST legislation for the sales tax harmonization in Ontario and British Columbia, that returns with a reporting period ending on or after July 1, 2010 must file electronically, if any of the following apply:

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

The impact on human resources is under analysis and will be shared with the Union as soon as it is available.

Any staff that may be required to perform new functions as a result of this legislative change will be provided the necessary training.

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 November 5, 2009 meeting, Management stated that, in addition to taxpayers being able to view Tax Free Savings Account (TFSA) information on My Account after release 15, data from pre-match information slips (T4A(P), T4A(OAS), T4E) will be displayed.

Benefit Programs Directorate (BPD) Portion

At the November 5, 2009 meeting, Management indicated that, starting on February 15, 2010, the calculation and the payment details of the Ontario Senior Homeowners' Property Tax Grant (OSHPTG) would be displayed.

MANAGEMENT’S WRITTEN RESPONSE

Individual Returns & Payments Processing Directorate (IRPPD) Portion

The taxpayer is now able to view Tax Free Savings Account (TFSA) information on My Account and data from pre-match information slips (T4A(P), T4A(OAS), T4E).

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

Benefit Programs Directorate (BPD) Portion

Starting on July 5, 2010, the payment details for the BC Harmonized Sales Tax Credit (BCHSTC) and the Nova Scotia Affordable Life Tax Credit (NSALTC), components of the GST/HST credit, will be displayed on My Account.

Starting on July 5, 2010, the payment details for the Ontario Sales Tax Credit (OSTC) will be displayed on My Account.

9. MY BUSINESS ACCOUNT

ISSUE

Management will provide an update on the My Business Account (MyBA) initiative.

BACKGROUND

At the November 5, 2009 meeting, Management indicated that, for the period of April 1, 2009 to August 31 2009, 67,379 business owners were registered for MyBA and accessed the portal a total of 64,144 times. Representatives accessed business information 197,032 times during the same period. There was no notable impact on telephone enquires.

MANAGEMENT’S WRITTEN RESPONSE

For the period 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.

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 November 5, 2009 meeting, Management stated that the ability to download information, as well as the ability for businesses to authorize at the group level, have been deferred to a later release.

It is not anticipated that these initiatives will have any human resources impacts.

MANAGEMENT’S WRITTEN RESPONSE

The ability for representatives to download their client lists was implemented on February 15, 2010.

The October 4, 2010 release will 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 will also be added to the business client lists.

It is not anticipated that these initiatives will 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 November 5, 2009 meeting, Management indicated that the TFSA processing unit (TPU) would be located in the Ontario Region, under the responsibility of the Data Assessment and Evaluation Programs Division.

The TPU was scheduled to commence its operation in mid-February 2010. The anticipated number of employees at start-up was 17 and should increase in size to approximately 35 employees by May 2010. The actual size of the unit on a yearly basis would vary depending on the volumes of work received, with a peak period from mid-January to the end of April. At the start, the supervisors will be existing permanent employees and jobs for the SP category staff would be determinate. As the TPU activities are better defined and workloads ascertained, permanent positions would become available.

All required training for the new employees will be provided by Headquarters.

MANAGEMENT’S WRITTEN RESPONSE

The TFSA Program commenced on February 15, 2010. There are presently 19 employees on strength in the TFSA Processing Unit (TPU), including one Manager (MG-04), one Team Leader (MG-02), two resource officers (SP-05) and 15 clerks (SP-03/SP-04). Eleven employees out of the 19 are permanent, with two on loan from another sector.

Complete training has been provided to these employees by Headquarters from February 1 to February 12, 2010. On-going support is provided by HQ TFSA section.

Depending on the volume of work, additional staffing may be expected to occur in late-May. More permanent positions may become available once workloads are better defined and volumes ascertained.

12. PAYMENT MODERNIZATION

ISSUE

Management will provide an update on the Payment Modernization initiative, including any human resources impacts.

BACKGROUND

At the November 5, 2009 meeting, Management provided the following updates:

Financial Institution (FI) Remitting / Remote Keying

There was no change to the status of FI Remitting / Remote Keying as it continued to run smoothly. This item has been removed from the Written Updates.

Direct Remitting

The Banctec Direct Remitting process at the Ottawa Technology Centre (OTC) commenced on October 5, 2009. There was no change to the human resources impact as indicated in the May 7, 2009 update.

MANAGEMENT’S WRITTEN RESPONSE

The BancTec, Direct Remitting process at the OTC has been in operation since October 5, 2009. The workload continues and is running smoothly. There is no change to the human resource impact. The Shawinigan TC will begin utilizing the Direct Remitting functionality in June 2010. Considering that the Shawiningan TC has a low volume for this workflow, we anticipate minimal impact on FTEs. Probably less than one FTE.

We recommend this item be removed from the updates.

13. BENEFITS WORKFLOW CONSOLIDATION

issue

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

background

At the November 5, 2009 meeting, Management stated that a third system, which was a new letter creation system (Enterprise Customized Output), would also be implemented at the same time.

Management reiterated that there would be no human resources impacts with the implementation of the new systems within the Benefits Workflow Consolidation Project. Training would be provided to each Tax Centre (TC) between February and April 2010.

MANAGEMENT’S WRITTEN RESPONSE

All Tax Centres have 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) has been postponed due to the need for improvements to system efficiency. An implementation date has not been determined.

As previously communicated, no human resources have been impacted by the introduction to these new systems.

14. AUTOMATED BENEFITS APPLICATION

issue

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

background

At the November 5, 2009 meeting, Management stated that Memoranda of Understanding have been signed with Nova Scotia, British Columbia and Prince-Edward Island (PEI) and were in progress with Ontario. Management clarified that the Automated Benefits Application initiative was implemented in Nova Scotia on April 8, 2009, in British Columbia on July 27, 2009, and in PEI on October 14, 2009. It would be implemented in Ontario, and possibly in Quebec, during the summer of 2010. Furthermore, discussions had begun for potential implementation in Nunavut. The remaining provinces and territories would be scheduled over the next 2-3 years.

Preliminary reports indicated a take-up rate of 90% - 94%, with an expected 40% fall-out rate due to the reworking of the application.

Management would continue to assess potential HR impacts based on data related to take-up of the new service by the early adopters. In addition, initial reviews indicated that there should be no impact on indeterminate staff.

management’s written response

Nova Scotia, British Columbia and PEI have fully implemented the ABA process. Letters of Intent have been signed with Ontario and Quebec and Memoranda of Understanding are in the final draft phases. Expected implementation in both provinces is July 2010. Discussions are ongoing for implementation in Nunavut. The remaining provinces and territories are on track for scheduled implementation over the next 2-3 years.

HR impacts have been assessed for affected 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. HRB has concluded their analysis of potential HR impacts and have indicated that there should be no impact on indeterminate staff and that the change in processing workloads would be managed through attrition and reassignment of duties.

15. 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 November 5, 2009 meeting, Management stated that, due to the high volume of Forms T1013, Management would implement a 2D Bar Code initiative that would enable the CRA to capture the authorization data. This initiative would be implemented in February 2010.

Management stated that there would be no human resources impacts on indeterminate employees. A detailed analysis of potential impacts in each tax centre was being conducted; however, preliminary estimates indicated that 30 FTE’s could be impacted at the SP-02 and SP-03 levels. Since T1013s were only a portion of their workloads, it was expected that the majority of these employees could be assigned other work.

Management would provide an update on the impacts at the next meeting of the Technological Change Sub-Committee.

management’s written response

The 2D bar code initiative was successfully implemented in February 2010. There has been no impact to indeterminate positions. Determinate employees continue to be trained and are adjusting to the new processing methodology and procedures.

16. EFILE AND 2D BAR CODE RETURNS

issue

Management will provide an update on the E-file and 2D Bar Code Returns initiative, including any human resources impacts.

background

At the November 5, 2009 meeting, Management informed the Union that, as of September 30, 2009, the estimated impact appeared to be in line with the original forecast of a total decrease of 7.9 FTEs nationally. Therefore, there were no new developments to report.

management’s written response

At the end of the 2009 Program (January 2010), actual FTE impact was as expected - a total decrease of 7.9 FTEs nationally. Total returns received was 127,313 (18,111 pre-bankrupt/109,202 deceased).

As this initiative is fully implemented, Management suggests that this be the final update on this topic.

17. 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 informed the Union that it would be looking into automating the processes related to the RCAs. This workload was being completed mostly manually by approximately 10 FTEs located at the Winnipeg TC. They consisted of employees at the SP-01, -02, -04 and -05 levels with generic work descriptions. Management did not anticipate any human resources impacts since this initiative would allow employees to focus more on tax-related work rather than administrative tasks. The only change they would see would be in their allocation of work time.

management’s written response

As of April 14, 2010, Management reiterates that it does not anticipate any human resources impacts with the implementation of the T3 RCA workload onto the Automated Trust System (ATS). Implementation is planned for February 2011. All required training will be provided by Headquarters. Procedures will be updated accordingly to reflect the automated processing of T3 RCAs.

18. 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 November 5, 2009 meeting, Management informed the Union that My Payment was implemented on October 5, 2009. There were no changes to the human resources impacts since the May 7th, 2009 update. Management would be in a better position to provide the actual impacts in May 2010.

management’s written response

My Payment was implemented on October 5, 2009. To date, there has been no impact on human resources. The system is running smoothly. In March 2010, we processed approximately 1000 payments per day through My Payment. These results are in line with the estimate provided during the last update. We reached approximately 1% of the national volume of payments at the end of last fiscal.

19. GST/HST BAR CODE

issue

Management will provide an update on the GST/HST Bar Code initiative, including any human resources impacts.

background

At the November 5, 2009 meeting, Management informed the Union that it had indefinitely postponed the implementation of the bar code filing option. Implementation of the Internet File Transfer filing option would proceed as scheduled in October 2009.

The GST/HST Internet File Transfer initiative would have a minimal impact on the current programs workload processes, and procedures would be updated accordingly to reflect the new filing methods.

Management expected that the volumes for this initiative would be relatively low for the first year. The volumes may gradually build momentum over the course of the following few years as additional software developers incorporated this filing option into their software. Because of this, Management expected no significant human resources impacts that could not be managed through attrition and reassignments over the course of the next few years. The approximate mature volumes would be reached 5 years after implementation (2014/15) and would have an impact of 16 FTEs overall.

management’s written response

GST/HST Internet File Transfer was successfully implemented in October 2009. This initiative has had minimal impact on current programs and workloads. Procedures have been updated to reflect the new filing method.

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

Management continues to expect no human resources impacts that can not be managed through attrition and reassignments as a result of this initiative. Therefore, we would request that any further reporting on GST/HST Internet File Transfer be removed from future updates.

20. PAYDAC RENEWAL – SOURCE DEDUCTIONS ACCOUNTING, FUNCTIONAL TRANSFER TO THE ASSESSMENT AND BENEFIT SERVICES BRANCH

ISSUE

Management will provide an update on the PAYDAC Renewal - Source Deductions Accounting, functional transfer to the Assessment and Benefit Services Branch (ABSB), including any human resources impacts.

BACKGROUND

At the November 5, 2009 meeting, the Union was informed that the functional transfer was on track and would move forward as scheduled for April 2010. There had been no technological changes related directly to this initiative.

Functional responsibility for the support of the Tax Centre, Employer Services accounting activities, along with the Headquarters and field budgets related to these accounting activities, had been established.

The TSO workload study demonstrated that accounting activities were directly related to the resolution of non-compliance events on employer accounts. For this reason, it was decided that the accounting activities completed in the TSOs by Trust Compliance Officers would not be affected by this functional transfer and would continue to be funded by TSDMB.

MANAGEMENT’S WRITTEN RESPONSE

The functional transfer of Source Deductions Accounting to the Assessment and Benefit Services Branch (ABSB) has been completed as planned and is effective April 1, 2010. This initiative resulted in no financial or HR impacts within the program and can now be considered closed.

21. ELECTRONIC BILL PRESENTMENT

ISSUE

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

BACKGROUND

At the November 5, 2009 meeting, Management stated that, since May 2009, the number of businesses registered for E-PD7A remained relatively small. With the implementation of My Payment in October 2009, Management anticipated an increase in the take up rate for the E-PD7A as the employer would be able to make payments electronically, and then opt to receive their statements via epost.

There continued to be no HR impacts.

MANAGEMENT’S WRITTEN RESPONSE

Since the last update, the number of businesses registered for E-PD7A has increased to 975 which remains relatively small.

There continues to be no HR impacts.

22. INTEGRATED REVENUE COLLECTIONS

ISSUE

Management will provide an update on the Integrated Revenue Collections (IRC) initiative, including any human resources impacts.

BACKGROUND

At the November 5, 2009 meeting, the Union was provided the following information:

IRC Phase I Releases (formerly T1 Integration, Release 2 and T1 Expansion)

The second major IRC system release was successfully implemented. IRC would enable TSDMB to implement more effective strategies in a shorter period of time which would allow for early resolution of T1 debt, thereby having fewer accounts that require TSO collector intervention. There were no direct HR impacts in the field as a result of this initiative.

Data Mining Update

Data Mining Pilots were in progress and results were being compiled.

Business Rules Engine

The Business Rules Engine was an integral part of IRC and therefore was no longer considered a standalone component for reporting purpose. For this reason, a separate update would no longer be included.

MANAGEMENT’S WRITTEN RESPONSE

IRC Phase I Releases Update

The IRC operational system has been implemented and is now in production. This initiative resulted in no financial or HR impacts within the program and can now be considered closed.

Data Mining Update

Data Mining Pilots are still in progress and results will be compiled during fiscal 2010/2011. There are no direct HR impacts and none are anticipated in the field as a result of the data mining pilots.

23. 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 November 5, 2009 meeting, Management stated that the Non-filer Taxpayer View Release 2 Mainframe Macro Application (MMA), in early August 2009, involved pilot sites in Vancouver and Montreal. Subsequently, changes to the macro have been requested and would be made. Dates for completion of the pilot, its evaluation, and possible roll out to TSO’s were under review.

The Accounts Receivable Platform (ARP) MMA was currently being tested by Acceptance Testing Division and focus groups across Canada. The ARP release to pilot sites was scheduled for November 2009. An evaluation of the results of these pilots would be done before a date was established for an anticipated staggered rollout to TSO’s. Arrangements were being made with Information Technology Branch (ITB) for Help Desk support for end users.

In response to the Union’s question, Management clarified that there would be no human resources impacts from this initiative, except for training and change management.

MANAGEMENT’S WRITTEN RESPONSE

The Non-filer Taxpayer View Mainframe Macro Application (MMA) pilot is still in progress in Montréal and Vancouver. Dates for pilot completion and roll out have not yet been determined.

The ARP MMA was tested by 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 is planned for May 2010. Arrangements were being made with ITB for Help Desk support for end users. There are no anticipated human resources impacts from this initiative, except for training and change management.

24. 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 November 5, 2009 meeting, Management stated that the trained field officers and the development team had conducted on-going testing, updates and changes to TEAS to ensure the system would be ready for on the job testing, and meet high quality standards. Trust Accounts Examination Officers (TAEO) in several TSOs in all regions, who participated in the April 2009 pilot session were completing testing on current trust account examination workload.

To date, there had only been a few minor adjustments required as a result of this testing. The National Training of the TAEOs was tentatively scheduled to start the week ending December 4, 2009.

MANAGEMENT’S WRITTEN RESPONSE

In November 2009, TEAS was deployed to field operations. The TEAS workbook training was delivered to all the Regions in November and December of 2009.

Effective April 1, 2010, the functional area will only accept examinations that have been conducted in the TEAS workbook.

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

25. E-LEGAL DOCUMENTS

issue

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

background

At the November 5, 2009 meeting, Management indicated that the Electronic Document Service (EDOCS) pilot project expansion in the Ontario & Pacific Region TSO’s was completed in June 2009. The TSO’s and the Legal Document Processing Unit (LDPU) had reported a decrease in turn around time from the Federal Court as a result of using EDOCS.

Resource impacts and analysis of results was being completed to determine if the pilot would be further expanded to the remaining Regions (Atlantic, Québec and Prairies).

management’s written response

The analysis of resource impacts and pilot project results concluded that further expansion is recommended. There is no negative impact to staff. Staffing may increase as higher volumes of work are expected due to the expansion in the remaining regions. As all training and system issues have been resolved, a smooth transition is predicted. Statistics regarding the turn around times using EDOCS confirmed the anticipated reduction time from the Federal Courts of 1-2 days. The decrease in paper costs is significant by using EDOCS, and is in keeping with the Sustainable Development Initiative.
 
The pilot has concluded and it is recommended that this method of filing legal documents become permanent and applied nationally. A "phased in" approach for the three remaining regions not already participating (Atlantic, Québec and Prairie) will be undertaken. The expansion, once complete, will provide a consistent national approach to filing legal documents.

26. 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 November 5, 2009 meeting, Management stated that the Corporate Letterbook System (CLS) Replacement project had been changed to the Government Programs Letterbook System (GPLS). Work continued towards the April 2010 implementation date.

Minimal training and no human resource impacts were expected.

management’s written response

There has been a small delay and the implementation of the GPLS is now slated for July 2010.

Minimal training and no human resource impacts are expected.

27. 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 November 5, 2009 meeting, Management stated that a portion of the Statistical Tracking Analysis and Reporting System (STARS) platform for debt management workloads was antiquated and would no longer be supported by the vendor. Therefore, Management began the process to replatform this part of the system, without changing any of its functionality. This change was expected to be implemented by October 2010. Management did not anticipate any HR impacts.

management’s written response

The STARS migration to the new platform is on target for an October 2010 release. The only human resource impacts expected are training the users in the fall 2010.