Certification Program for the Federal Government Procurement and Materiel Management Communities

Section I - Overview and privacy impact assessment initiation

Government institutions:

  • Public Works and Government Services Canada (PWGSC)
  • Treasury Board of Canada Secretariat (TBS)

Government officials responsible for the privacy impact assessment

  • For PWGSC:
    Begonia Lojk
    Director, Canadian General Standards Board
  • For TBS:
    Rosa Paliotti
    A/Director, Procurement, Materiel Management
    and Real Property Communities Management Office

Heads of the government institutions / Delegates for section 10 of the Privacy Act

  • For PWGSC:
    Rachelle Delage
    Manager, Policy and Governance
    Access to Information and Privacy Directorate
  • For TBS:
    Danielle Golden
    Director, Access to Information and Privacy

Description of the program or activity of the government institutions:

For PWGSC: Acquisitions is the program, Standards development and certification is the sub-sub program

Standards development and certification

This sub-sub-program identifies PWGSC as responsible for providing a client-centred, comprehensive development of standards and conformity assessment services in support of the economic, regulatory, procurement, health, safety and environmental interests of government, industry and consumers.

For TBS: Financial management is the program, Assets and acquired services is the sub program

Financial management

The financial management program provides oversight and direction to federal organizations to improve the stewardship of taxpayers' dollars and government assets. The program works to strengthen financial management, internal audit, management of real property and materiel, investment planning, project management and procurement across the federal public service. This is accomplished by providing direction to departments; demonstrating leadership; developing and maintaining policies, guidance and practices; nurturing sustainable and professional communities (e.g., finance, procurement, audit); and helping improve government operations. The legislative authority for this program is the Financial Administration Act and Appropriation Act.

Assets and acquired services

Under the assets and acquired services sub-program, the Secretariat monitors performance regarding the management of assets, acquired services, procurement, project management and investment planning. The Secretariat provides leadership and oversight to inform decision making by ministers and officials in central agencies and departments, and develops and maintains the government's policies to support the efficient management of public assets and acquired services. In order to help departments achieve performance expectations, the Secretariat provides advice to departments on the interpretation of policies and standards, monitors compliance, and facilitates capacity development within relevant functional communities.

Class of records associated with the program or activity:

Description: Federal employees working in procurement and/or materiel management can obtain a professional designation through a government-wide certification program. The program certifies two professional designations: Certified federal specialist in procurement (CFSP) at levels I and II and Certified federal specialist in materiel management (CFSMM) at level I .The Procurement, Materiel Management and Real Property Communities Management Office (PMMRP CMO) at TBS manages the certification program and co-ordinates the participation of federal departments, agencies and central agencies, professional designation-granting bodies and professional institutes in its development. The administration of the certification program is carried out by the Canadian General Standards Board (CGSB). It acts as the certification body, providing an independent and impartial assessment of candidates' qualifications against the program requirements. Certification provides proof of professional qualifications, signals that an employee can perform effectively in the federal government work environment and provides a competitive edge in pursuing career opportunities in procurement or materiel management.

Document types: Policies and processes; procurement and materiel management communities; committees; working groups; strategic planning documents, certification curriculum; workshops; competency suites; Canadian General Standards Board (CGSB); Public Service Commission (PSC); Personnel Psychology Centre (PPC) test results; GCPedia documents; Canada School of Public Service (CSPS) course results.

Class of record number: TBS PM 243

Personal information bank:

check Proposal to modify an existing personal information bank
For PWGSC: Certification program for the federal government procurement and materiel management

check Proposal for a new personal information bank
For TBS: Certification program for the federal government procurement and materiel management communities

Description: This bank contains information about individuals who apply to and participate in the Certification program for the federal government procurement and materiel management communities. The program, based on the Federal Government Procurement Competency Suite and the Federal Government Materiel Management Competency Suite, enables practitioners in procurement and materiel management to obtain a professional designation recognizing their level of qualifications. The Procurement, Materiel Management and Real Property Communities Management Office (PMMRP CMO) at Treasury Board of Canada Secretariat manages the certification program and co-ordinates the participation of federal departments, agencies and central agencies, professional designation-granting bodies and professional institutes in its development.

Personal information may include candidate name, personal record identifier (PRI), contact information, biographical information, signature, educational information, employment history, participant certification number, certification designation number, employment equity information, language, whether accommodation is required, and results of candidates' progress through the program, candidates' views and opinions of the certification program.

Class of individuals: Full- and part-time employees of federal institutions who apply to and participate in the certification program as well as their manager or supervisor.

Purpose: Personal information is used to conduct an impartial assessment of a candidate's qualifications, to administer and to provide services for the Certification program for the federal government procurement and materiel management communities, to determine eligibility for the program, to establish and maintain an inventory of candidates and to obtain candidates' views and opinions on the program. Personal information is collected pursuant to section 7(1)(e) of the Financial Administration Act.

Consistent uses: The information may be used for candidate evaluation, establishing and maintaining an inventory of Certified Federal Specialists, reporting progress and results to senior management and/or for statistical purposes. Personal information is shared with Public Works and Government Services Canada as the certifying body for the federal government Certification program for procurement and materiel management communities (refer to personal information bank PWGSC PCU 195 – Certification program for federal government procurement and materiel management).Candidates' personal information is also shared with management of their home department or agency in order to obtain agreement to enrol, undertake required evaluations, and monitor candidate progression through the program. With direct, prior consent of the certified participants, their names, designations and levels, certification designation umbers, certificate numbers, and certification dates may be posted to GCPedia or PWGSC's public internet website.

Retention and disposal standards: Records of active program participants will be retained. Individuals no longer in the program will be notified that their records will be retained for two years, and then disposed of. All records (electronic, paper) are retained for two years after being declared inactive, and then destroyed.

  • RDA number: TBS 91/009
  • Related record number: TBS PM 243
  • Bank number: TBS PCE 755

Legal authority for program or activity:

Summary of the project/initiative/change:

Federal employees working in procurement and materiel management can obtain a professional designation through a government-wide certification program launched in 2006 by Treasury Board of Canada Secretariat (TBS).

TBS developed the certification program in collaboration with stakeholders including federal departments, agencies and central agencies, professional designation-granting bodies, professional institutes, and bargaining agents. Oversight and overall management of the program rests with the TBS Procurement, Materiel Management and Real Property Communities Management Office.

The Canadian General Standards Board (CGSB) is responsible for the day-to-day administration of the certification program. Supported by a review panel, it also acts as the certification body by providing an independent and impartial assessment of candidates' qualifications against the requirements outlined in the Federal Government Procurement Competency Suite and the Federal Government Materiel Management Competency Suite. (April 2014 or latest version).

The program certifies two professional designations:

  • Certified Federal Specialist in Procurement (CFSP) Level I, Level II
  • Certified Federal Specialist in Materiel Management (CFSMM) Level I

The designation obtained through certification provides proof of professional qualifications that meet the highest requirements of the standard. A professional designation signals to employers that the employee is a skilled professional who can perform effectively in today's increasingly complex work environment. Certification is intended to provide federal employees with a competitive edge for pursuing career opportunities in procurement or materiel management.

To become eligible for certification, an employee must meet the program requirements for training, experience and knowledge. The Procurement, Materiel Management and Real Property Communities Management Office periodically reviews and modifies the professional requirements in collaboration with partners in program delivery (CGSB, PWGSC Acquisitions) and stakeholders (participating departments and agencies) in order to reflect changing business needs.

Section II - Risk area identification and categorization

Table summary

Table A provides a description of the privacy risks associated to the type of program or activity for which the Privacy Impact Assessment (PIA) is describing the program. Table A describes four categories of related privacy risks with a corresponding privacy risk score of 1, 2, 3, and 4. Table A also includes a narrative section providing a summary description that explains and justifies the level of risk identified.

A: Type of program or activity Level of risk to privacy
Program or activity that does not involve a decision about an identifiable individual uncheck 1
Administration of programs / Activity and services check 2
Compliance/Regulatory investigations and enforcement uncheck 3
Criminal investigation and enforcement / National security uncheck 4
Table summary

Table B provides four categories of privacy risks associated to the types of personal information involved and its context, including a corresponding privacy risk score of 1, 2, 3, and 4. Table B also includes a narrative section providing a summary description that explains and justifies the level of risk identified.

B: Type of personal information involved and context Level of risk to privacy
Only personal information provided by the individual – at the time of collection – relating to an authorized program & collected directly from the individual or with the consent of the individual for this disclosure/with no contextual sensitivities. uncheck 1
Personal information provided by the individual with consent to also use personal information held by another source/with no contextual sensitivities after the time of collection. check 2
Social Insurance Number, medical, financial or other sensitive personal information and/or the context surrounding the personal information is sensitive. Personal information of minors or incompetent individuals or involving a representative acting on behalf of the individual. uncheck 3
Sensitive personal information, including detailed profiles, allegations or suspicions, bodily samples and/or the context surrounding the personal information is particularly sensitive. uncheck 4
Table summary

Table C provides four categories of privacy risks associated to partners involved in the collection, use, or disclosure of personal information, including a corresponding privacy risk score of 1, 2, 3, and/or 4. Table C also includes a narrative section providing a summary description that explains and justifies the level of risk identified.

C: Program or activity partners and private sector involvement Level of risk to privacy
Within the institution (amongst one or more programs within the same institution)  uncheck 1
With other federal institutions (TBS-CMO/PSC/Program participant's federal institution) check 2
With other or a combination of federal/provincial and/or municipal government(s) uncheck 3
Private sector organizations or international organizations or foreign governments uncheck 4
Table summary

Table D provides three categories of duration of the program or activity, including a corresponding privacy risk score of 1, 2, and 3. Table D also includes a narrative section providing a summary description that explains and justifies the level of risk identified.

D: Duration of the program or activity Level of risk to privacy
One time program or activity uncheck 1
Short-term program uncheck 2
Long-term program check 3
Table summary

Table E provides four categories of population affected by the program, including a corresponding privacy risk score of 1, 2, 3, and 4. Table E also includes a narrative section providing a summary description that explains and justifies the level of risk identified.

E: Program population Level of risk to privacy
The program affects certain Program participants (employees) for internal administrative purposes. check 1
The program affects all employees for internal administrative purposes. uncheck 2
The program affects certain individuals for external administrative purposes. uncheck 3
The program affects all individuals for external administrative purposes. uncheck 4

A yes response to any of the below indicates the potential for privacy concerns and risks that will need to be considered and if necessary mitigated.

Table summary

Table F provides a description of the privacy risks associated to the use of technology. Table F lists 3 questions with question 3 being a three part question. For each of the 3 questions asked there is a corresponding answer in the form of a yes or no check box. Table F also provides a narrative section for all three parts of question 3 providing details regarding the privacy risks.

F: Technology & privacy Level of risk to privacy
Does the new or modified program or activity involve the implementation of a new electronic system, software or application program including collaborative software (or groupware) that is implemented to support the program or activity in terms of the creation, collection or handling of personal information? No
Does the new or modified program or activity require any modifications to IT legacy systems and/or services? No

Does the new or modified program or activity involve the implementation of one or more of the following technologies?

  • Enhanced identification methods
  • Use of surveillance
  • Use of automated personal information analysis, personal information matching and knowledge discovery techniques
No
No

No
Table summary

Table G provides a description of the privacy risks associated to the information technology transmission of personal information. Table G describes four categories of related privacy risks and a corresponding privacy risk score of 1, 2, 3, and 4. Table G also includes a narrative section providing a summary description that explains and justifies the level of risk identified.

G: Personal information transmission Level of risk to privacy
The personal information is used within a closed system uncheck 1
The personal information is used in system that has connections to at least one other system uncheck 2

The personal information is transferred to a portable device or is printed

check 3
The personal information is transmitted using wireless technologies uncheck 4

Details: The personal information is received by CGSB, printed and put on file. All of PWGSC has laptops.

Table summary

Table H provides a description of the privacy risk impact to the institution submitting the privacy impact assessment, Public Works and Government Services Canada. Table H describes four categories of related harm/privacy risks and a corresponding privacy risk score of 1, 2, 3, and 4. Table H also includes a narrative section providing a summary description that explains and justifies the level of risk identified.

H: Risk impact to the institutions  Level of risk to privacy
Managerial harm check 1
Organizational harm uncheck 2
Financial harm uncheck 3
Reputation harm, embarrassment, lost of credibility uncheck 4
Table summary

Table I provides a description of the potential risk that, in the event of a privacy breach, there will be an impact to the individual or employee. Table I describes four categories of related harm/privacy risks and a corresponding privacy risk score of 1, 2, 3, and 4. Table I also includes a narrative section providing a summary description that explains and justifies the level of risk identified.

I: Risk impact to the individual or employee  Level of risk to privacy
Inconvenience uncheck 1
Reputation harm, embarrassment check 2
Financial harm uncheck 3
Physical harm uncheck 4