June 12 - A preview of where we’re going: five phases of reintegration
Hi everyone,
Thanks again to all of you for sharing how you’re doing and what your concerns are through the IRCC survey. We are already using the results to inform our thinking about our next steps and the gradual return of some employees to the workplace.
As we have mentioned previously, Bob Lanouette is busy engaging with employees, union representatives, and colleagues from Treasury Board and other Departments as he is putting together a reintegration plan for IRCC. Exact plans and timelines will differ from office to office and team to team, but decisions will always prioritize your health, well-being and safety. And throughout this transition, most staff will continue to work remotely. We wanted to give you a sense of what the strategic plan looks like so far, so you are kept in the loop. Our early plan so far has five phases:
Phase 1: Planning and consultation
This is our current phase. Based on our employee consultations, public health guidance, and expertise in the Department and central agencies, we are developing a playbook (tactical plan) of mandatory operational protocols for worksites, determining which programs and services are the priorities for returning to IRCC offices, and how best to optimize remote work.
Phase 2: Workforce readiness and worksite preparedness
For this phase, we are looking at what we need to do to ensure that our worksites and our employees are ready for the next step. For those returning to the office, this includes looking at all the necessary protocols to allow for physical distancing, including in elevators and meeting rooms. Issues like cleaning and the requirement and availability of personal protective equipment (PPE) are all being thoroughly considered. And we will want to ensure all staff are aware of these measures and what is expected. For those who will continue to work remotely, we are also preparing the roll-out protocols of what may be necessary information and tools for employees to thrive at home.
Phase 3: Implementation
When we hit phase 3, some of you will be allowed to gradually return to workplaces. Looking at our departmental priorities and which staff need to be in the workplace to do their jobs is key, but we will be taking into account regional variations and different levels of readiness among staff and worksites as well. Occupancy levels for our buildings will remain low at the beginning of the implementation, around 15 to 20%, to allow us to carefully monitor how it is going. Information on physical distancing in the workplace and proper prevention measures will be a key components of this phase so we all know what we need to do and are on the same page.
Phase 4: Monitoring and assessment
This is an ongoing activity, in that as soon as phase 3 begins, we will carefully monitor and evaluate to determine what is working and what needs improvement or course-correction. We’ll adapt our protocols and measures as needed to stay aligned with public health guidance. Changes in the public health guidance will also determine reintegration levels in our worksites.
Phase 5: The next normal
We will arrive at the final phase once we are back to a more regular and predictable pace of work with IRCC programs and services having returned to pre-COVID-19 levels. Some of the temporary measures that we put into place may become permanent as we keep delivering services that meets the expectations of clients. On a more positive note, one of our hopes is that this experience with COVID-19 will inspire us to be a more mobile and agile workforce and re-imagine how we may be able to deliver our services. This will be linked to our transformation agenda.
An update on other Leave with Pay (Code 699)
As the summer approaches, many of you may be wondering what happens to leave code 699. We are still waiting on guidance from TBS, but as restrictions gradually ease across the country, we expect there will be an impact on the use of leave code 699. Even in normal times, coordinating summer vacations, child care, day camps, or caring for someone is a lot of work, so we are committed to getting you updates as quickly as possible to help you plan.
There are still many details that we need to confirm, and the only thing we are certain of is that the plan will change. What will stay constant is that our focus will be making sure you are well supported. If you have questions or concerns, we encourage you to speak with your manager or supervisor. Earlier this week at an EX townhall we said that no one should be afraid to ask the tough questions. We need your help to get this right because this is not just our plan, it is your plan too.
So thanks again to everyone for being so engaged in this process so far. You’re doing the right thing! In the meantime, keep up the great work.
Catrina Tapley
Deputy Minister
Caroline Xavier
Associate Deputy Minister