PeopleSoft Human Resources Management System
March 2011

1. Introduction

1.1 Background

The Department of Justice employs approximately 5,460 employees located at headquarters (HQ) in Ottawa and in six regional offices across the country. Staff are also co-located in departmental legal services units (LSUs) in approximately 30 other federal departments. The Department manages the human resources (HR) information pertaining to this workforce through the PeopleSoft Human Resources Management System (HRMS) (referred to in this report as PeopleSoft).

PeopleSoft records and provides information to assist in managing, developing, implementing, and advising on a wide variety of human resources management programs and policies, including those in the areas of staffing, classification, labour relations, compensation, employment equity, HR planning, and official languages. The system also provides self-service functionality to end-users (e.g. leave administration). PeopleSoft information is further used to prepare reports for departmental directors and central agencies.

The Human Resources and Professional Development Directorate (HRPDD) at HQ manages PeopleSoft, while Information Management Branch (IMB) provides technical support. Regional HR sections enter their own data into the system and receive functional direction from the HRPDD. Within the HRPDD, the HR Systems Group, which is headed by the Director, is responsible for managing the PeopleSoft help line and developing business requirements for proposed changes to the system. In IMB, a team of IT specialists from Corporate Systems, Application Development Support in Business Support, Applications and Services (referred to in this report as IMB Corporate Systems) provides technical support to the HR Systems Group. This includes, but is not limited to, upgrading to new versions of PeopleSoft, technical testing on the IT platform, and developing new modules to interface with PeopleSoft.

The following key risk factors were identified in selecting PeopleSoft for audit: accuracy of data entry, timeliness and integrity of information for reporting, impact on decision making, and appropriateness of linkages with other systems.

1.2 Audit Objectives and Scope

The overall objective of this audit was to provide assurance that the management framework in place for the PeopleSoft: system is effective.

The scope of the audit focused on the following:

  • the framework for the management of human resources information (such as operations, training, leave, and PREA) at HQ and in the regions for PeopleSoft;
  • the controls in place to ensure the accuracy and integrity of information;
  • the completeness, reliability, timeliness, and utility of information produced for decision-making and reporting purposes;
  • the budgetary allocations for the operations, maintenance, and enhancements to the system;
  • the management of resources assigned to the system the security measures for safeguarding information;
  • the extent to which the system meets user requirements;
  • training and technical support for users;
  • PeopleSoft interfaces with other departmental systems;
  • linkages with HQ and regional PeopleSoft users.

The planning and on-site examination phases of this audit were carried out between May and September 2010 and covered practices and procedures pertaining to all activities relating to PeopleSoft in the Department at HQ and in the regional offices.

Details on the audit methodology are outlined in Appendix A.

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