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AI Assistant for Government Compensation Agents

Employment & Work

What it collects that can identify you

Sensitive personal information
Identifiable data
  • Compensation case data from Phoenix and CMT systems relating to individual GC employees, including personal information tied to their pay records and case history.

Also collects operational data, which is anonymized data.

Run by
Public Services and Procurement Canada (PSPC)
Where
No fixed location
Kept
Retained Not specified; subject to GC records management policy
Shared with
Accountable organization, Vendor

What it is for

Employment & Work

This AI assistant helps federal government compensation agents process and close a backlog of pay cases by classifying documents, extracting key information, and providing relevant policy guidance. It is used internally by Public Services and Procurement Canada and does not interact directly with the public. The system involves personal information from employees and is currently under development. Users are informed that AI is being used in their workflow.

What it collects and what happens to it

Data taken in

Sensitive personal information
Identifiable data
  • Compensation case data from Phoenix and CMT systems relating to individual GC employees, including personal information tied to their pay records and case history.
Operational data
Anonymized data
  • Policy manuals, Standard Operational Processes, historical case notes (where permitted), collective agreements, and TBS Policies used as reference materials by the AI assistant.

Processing

Classification & Prediction
  • Document classification assigns incoming case documents to categories; entity extraction identifies key structured fields; validation checks data against defined schemas and business rules.
Search & Retrieval
  • The system retrieves relevant policy and procedural content from reference materials (policy manuals, SOPs, collective agreements, TBS Policies) in response to compensation agent queries.

What it does

Deciding (Analytical AI)
Human decides
  • The system classifies documents, validates data against schemas and rules, and extracts entities to produce structured information for compensation agents, who retain decision-making authority over case outcomes.
Understanding (Semantic AI)
Human decides
  • The system retrieves and surfaces relevant policy guidance from manuals, Standard Operational Processes, collective agreements, and TBS Policies to answer compensation agents' questions about specific cases.
Sensing (Perceptive AI)
Human decides
  • The system uses OCR to read and digitize documents submitted as part of compensation cases, converting scanned or image-based files into structured text for downstream processing.

Outputs

A recommendation or prediction
Identifiable data
  • The AI assistant provides advice and relevant information to compensation agents to support case closure decisions. Agents retain final decision authority; the AI output is advisory rather than binding.
Operational data
Anonymized data
  • Dashboards and workflow integration outputs showing case processing status, throughput metrics, and case categorization summaries for operational management.

Run by

Public Services and Procurement Canada (PSPC)
  • The federal department deploying AIVA to support compensation agents in resolving a backlog of pay cases through AI-assisted document processing and policy guidance.

Government of Canada AI Register — AIVA

Built by

DayForce
  • The vendor that developed and supplies the AIVA AI assistant system on behalf of PSPC.

Government of Canada AI Register — AIVA

Kept for

Retained Not specified; subject to GC records management policy
  • Retention period for AI-processed case data and outputs is not specified in the register entry. Data from Phoenix and CMT systems is subject to existing GC records management policies.
  • Duration: Not specified; subject to GC records management policy

Shared with

Available to the accountable organization
  • Output data, dashboards, and processed case information are accessible to PSPC compensation agents and management as the primary users of the system.
Available to vendor
  • DayForce, as the system developer, may have access to system data for the purposes of development, maintenance, and support. The extent of vendor data access during the in-development phase is not fully specified in the register entry.

Stored

Stored on 3rd Party Cloud
  • Data processed by the AIVA system originates from authorized GC systems (Phoenix and CMT). Storage arrangements for AI-processed outputs are not fully specified in the register entry; given the vendor (DayForce) relationship, third-party cloud storage is likely involved.
  • Duration: Not specified in the register entry
How to read the colours

Can it identify you?

Anonymized data
Data about people with the link to who is broken. Stripped of identifiers, blurred, aggregated, or noised so this system can’t reasonably tie a record back to an individual.
Pseudonymous data
Each person’s data is tied to a token (hash, ID, template) that lets this system recognise the same person across events, but the token itself doesn’t reveal a name. Reidentification is possible with extra information.
Identifiable data
The data either contains a direct identifier (name, address, account name, recognisable face or voice, plate number) or carries a token this system uses to look up legal identity during processing.

Who completes the loop?

Human decides
This mode suggests; a person decides what to do next. The AI is always advisory — a human is in the loop on every decision. Example: a triage tool ranks cases for a clinician who chooses which to see first.
Human executes
This mode decides; a person carries out the result. Example: an optimizer plans the day’s trash-collection routes, and drivers run them.
Autonomous
This mode decides and acts on its own. No person reviews each decision or carries out the resulting action.

Definitions from the DTPR standard. Amber is about your data, violet about who decides. The fuller the shape and the deeper the colour, the more identifying the data or the less a person is involved.

What you can do

Ask about this system

Questions go to the Helpful Places, not the vendor.

Your rights

  • Right to Be Informed of AI UseGovernment of Canada employees whose pay cases are processed are informed that AI is being used in the compensation case workflow. The register confirms AI use is disclosed to users.
  • Right to Algorithmic TransparencyThis DTPR disclosure and the public AI Register entry at open.canada.ca describe how the system functions in general terms. Affected employees may consult the register entry for information about the AI's role in case processing.
  • Right to a Human ReviewCompensation agents make all final decisions on pay cases; the AI system is advisory only. Employees with pay concerns should contact their compensation agent directly, as the AI does not make binding determinations.

Risks and safeguards

  • Reputational harmMisclassification of pay case documents or incorrect entity extraction could lead to erroneous advice being provided to compensation agents, potentially affecting employee pay records.Safeguard: the system is advisory only, with human agents retaining final decision authority; document classification and extraction outputs are validated against schemas and rules before use.
  • Financial & business harmIncorrect AI recommendations on pay cases could contribute to under- or over-payment for government employees.Safeguard: compensation agents review all AI-generated advice before acting; workflow integration and dashboard monitoring provide oversight of case processing quality; the system is in development with ongoing evaluation before full deployment.