PIMS Manual: Part V -
The PIMS Report Facility
For Department and PSC Use in Monitoring
General Information
The Report Facility in PIMS provides departments and the PSC with information
they will need to monitor and manage their respective priority administration
responsibilities. The topics reflect performance indicators commonly used by
departments and the PSC.
This is not the only information that departments need to monitor their performance,
since some information can only be supplied by in-house sources (complaints,
investigation, in-house processes, etc.). However, it is the sole source of
Public service-wide information against which departments can compare themselves
and, for many departments, it is the only source of data on priority clearance
requests they initiate and their response to related referrals.
Similarly, the information available through this report function is not the
only source available to the PSC, but it will be used to help monitor the effectiveness
of the system as a whole and the performance and progress of individual departments
The data in these reports is aggregated and statistical in nature. They draw
upon data relating to priority person registrations, departmental clearance
requests, priority referrals and the results of referrals.
Report Topics Available
The following list shows the report topics which are available in a drop-
down list in PIMS. Users will be able to modify the search criteria or use
filters to customize the reports.
- Time taken by departments to finish dealing with priority referrals
- Elapsed time from date of Referral to date of receipt of Feedback
Form by the PSC.
- Information about department's outstanding
referrals
- Elapsed Time in department since date of referral.
- Clearance
Request Numbers of outstanding referrals (for follow up by dept.).
- Priority Clearance Request cancellation rates
- Percentage of requests cancelled, after referrals / without referrals.
- Timeliness of Registration
- Time from priority start date to date of priority registration by
department.
- Priority Clearance Request flows: Number and percentage at each
stage of the process
- See what your appointment percentage is compared to the number of
requests or referrals you get, the percentage of requests having referrals,
and other useful comparisons.
- Displays the number of Clearance Requests
made, the number with/without referrals, the number with priority appointments,
and other related data compared to norms for the public service and
similar sized departments.
- General Priority Population inflows and outflows from the priority system
- Displays, for all Priority Types: Number of Registrants from the department
(carryover, new, total); Number of Removals of that department's
registrants (appointments, resignations, expired entitlements, entitlements
rescinded, etc); and the Number Currently registered from that department.
- Note: this report displays events occurring during the period but
is not necessarily longitudinal in nature. For example, if there were
15 new registrants during the period and 10 appointments, it is not possible
to say how many of the 15 happened to the new registrants, if any,
or to the registrants carried over from a previous period, or a mixture
of both.
- Priority Population inflows / outflows for a specified priority type
- Displays data similar to previous report, but limited to a given priority
type and is comparative by department.
- Priority Appointment
Patterns in a given period (Home, Exports, Imports)
- Displays: Number and Percentage of a given department's own
priority persons appointed during the period by that same home department,
the number and percentage of that home department's priority persons
exported to (i.e., appointed by) other departments and the number of
priorities the subject department imported (i.e., absorbed) from other
departments.
- Compared to other departments and the Public service
as a whole.
- Home
Placements as a Percentage of Home Referrals
- Shows the rate at which department "X" appoints its own
referred priority persons compared to the similar rate for other departments
and the Public service as a whole.
- Staffing volumes by occupational
group, level, location
- Displays the number of clearance requests received by the PSC
- Of
use to departments trying to gauge the odds for placement of its priority
employees and considering granting a guarantee of a reasonable job
offer in accordance with the workforce adjustment directive. View in
combination with other potential indices (time to placement, location,
skills, etc.)
The details of each report, and the search customization available, are shown
on the report site.
NOTE: to see a List of Their Own Priority Persons, departments can use the
Update/Search function in the Registration part of PIMS; see section
2.1, Part II (Registration) in this manual.

Top of Page
Procedures for Running Reports
- On the PIMS home (index) page, click on "Generate a Report."
- Open
the drop down list to display and choose from the available report topics.
- On the report's Criteria page, you must click on the box entitled, "Show
Criteria" to display the criteria/filters available for the particular
report you have chosen. If you had earlier run another report, you may
see criteria displayed but they may relate to that earlier report. Always
press on "Show Criteria" each time you want to run a report.
- Complete the criteria appropriate to your needs and click on "Submit."
- The
results will be displayed on-screen. You can print the results or copy
and save on a file of your choice.
Remember that the data displayed is always in the context of the filters you
have chosen (i.e., if you have searched for your department's results
in Manitoba, the comparative figures provided for the public service as a whole
will be for Manitoba, not the public service nationally).
Omitting a criterion, where permitted, will have the effect of selecting everything
(e.g., omitting a department would provide Public service-wide results).
The speed with which your search provides results depends on the complexity
of the search topic, the state of the Internet at that time and your department's
systems and firewalls.