Item - 2025.EX25.15

The Executive Committee:

1. Received the report (July 2, 2025) from the Chief People Officer for information.

This report responds to City Council’s directive on November 25 and 26, 2020 (2020.EX18.6), to provide key findings from Phase One of the Data for Equity Strategy (see Attachment 1). It also responds to City Council’s directive on October 9 and 10, 2024 (2024.MM22.15) to report back, as part of the Data for Equity Strategy in the second quarter of 2025, on how the City can best collect and appropriately use disaggregated workforce data to better understand the experiences of First Nations, Inuit and Métis, Black and equity-deserving staff and enable the delivery of more equitable and transparent human resource services throughout the employee journey.

Data for Equity Strategy

The goal of the Data for Equity Strategy is to provide staff with a standardized framework and guidelines for consistent collection and use of reliable, comparable and actionable data for monitoring and addressing inequities, and understanding impacts of programs and services across the organization. Phase One of the Data for Equity Strategy was intended to test and learn from the application of the Strategy within different City program and service contexts with a focus on six (6) key activities. These activities included:

- establishment of the Data for Equity Unit in the People and Equity Division;

- use of Data for Equity Guidelines (see Attachment 2) by City divisions;

- implementation of pilot projects;

- development of community governance models;

- development of corporate-wide resources; and

- activities related to key privacy, information management, and technology priorities.

Early implementation enabled important strides in increasing staff capacity, improving understanding of unique services users, and advancing better pathways to data-informed decision-making. It also highlighted some key opportunities to advance a more consistent standard of practice. Building on these findings, People and Equity will take steps to further integrate and coordinate data collection and stewardship at the City. This includes supporting divisions in building capacity and aligning with the Data for Equity Guidelines when using socio-demographic data to inform programs, services, and employee journeys* in a way that improves outcomes for First Nations, Inuit and Métis*, Black*, and equity-deserving groups*.

There is a continued need to ensure ongoing compliance with the Guidelines and the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) that governs information management, while also continuing to drive a data-focused, equity-driven culture at the City that is grounded in responsible, community-informed and equitable practices.

As People and Equity takes the next steps to deepen and expand the implementation of the Data for Equity Strategy, measurement will remain a central pillar of this work. As a methodological framework, the Strategy will continue to support the organization to better understand and advance the equity impact of City services and programs. As implementation progresses, People and Equity will also assess the efficacy of the Strategy through key monitoring and evaluation tools.

Expand on the Collection of Equity Data on Employees

The “Diversity Data Collection and Reporting Modernization” capital project included in the 2025-2034 Capital Budget and Plan for Technology Services Division will enable the City to assess existing technology for the integration of socio-demographic data collection into human resource processes. This project aims to help assess current challenges and limitations within existing tools and processes, as well as help address emerging concerns that align with the City’s goal of enabling equitable human resources practices.

The initial planning phase of this capital project is underway. As part of this phase, People and Equity is assessing ways to leverage existing technology for the integration of socio-demographic data collection into human resources processes, reviewing legislative authority to collect and use data, business process improvements, and identifying data gaps. This could also include expanding current data collection methodologies and leveraging existing workforce and socio-demographic data to improve outcomes for First Nations, Inuit, and Métis, Black and equity-deserving staff throughout their employment journey.

A phased approach will enable the City to address Council’s direction by ensuring the City has the workforce data and capabilities to better understand the experiences of First Nations, Inuit and Métis, Black, and equity-deserving staff, and to deliver equitable and transparent human resource services to all City employees. This will also help ensure the City’s current processes and practices are aligned to support the outcomes of the capital project. People and Equity, in collaboration with Technology Services Division, will continue to update Council on the progress of this multi-year capital project through the quarterly variance reporting and the City’s annual Budget process.

* See Attachment 5 - Key Terms and Definitions