CGC's 2009-10 MANAGEMENT ACCOUNTABILITY FRAMEWORK (MAF) VIII by lefttoleave

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									                                           CGC’s 2009-10 MANAGEMENT ACCOUNTABILITY FRAMEWORK

                                                                    (MAF) VIII ACTION PLAN


The Management Accountability Framework (MAF) outlines the Treasury Board's expectations of senior public service managers for good public service management.
It is structured around ten key elements which define the necessary conditions to ensure government is well-managed and to promote management excellence. On an
annual basis, the Treasury Board conducts MAF assessments of individual departments and agencies, identifying management strengths and weaknesses and enabling
deputy heads to strengthen the performance of their organization. As one of thirty “small agencies”, the CGC is assessed by the TBS every third year; the next
assessment is anticipated for the fall of 2010.

In 2007-2008 (Round V), the observations by the Treasury Board Secretariat related to the Canadian Grain Commission (CGC) were mixed. The CGC received a rating
of “strong” in one area of management, eight “acceptable” ratings, nine “opportunity for improvement” ratings and one “attention required”. The desired outcome of this
action plan is a rating of “acceptable” or “strong” in all management areas in the Round VIII assessment, assuming the CGC is assessed according to the existing
schedule in the fall and winter of 2010-2011.

In the follow-up to Round V the Treasury Board Secretariat identified three key management priorities to be addressed:

      Quality Reporting to Parliament – Indicator 7 (details on pages 3 to 5)
      Effectiveness of Corporate Risk Management – Indicator 9 (details on pages 5 and 6)
      Effectiveness of the Internal Audit Function– Indicator 18 (details on page 15)


While the CGC is committed to continuous improvement in all areas of management, it is focussing on these three key areas first. The MAF VIII Action Plan described
below is built around the CGC’s Round V MAF assessment and outlines current and future initiatives aimed at addressing areas requiring enhancement or improvement.
                                                                              CCG MAF ROUND V ACTION PLAN

       MAF ELEMENT / AREA OF MANAGEMENT                                        PLANS TO ADDRESS ITEMS
                                                                                                                                                          STATUS
               ACTIONS REQUIRED

1. Values-based Leadership and Organizational Culture

                                                                  Plan:
   Within the context of its priorities and resources, the                                                                         March 12th, 2009 – a session focused on values and
   organization is encouraged to address the following              1. Review the requirements of the Integrity Officer and        ethics took place at the quarterly Leadership session
   opportunities:                                                      design a plan to implement by June 30th, 2009. The          held in Winnipeg and attended by more than 80 CGC
                                                                       Integrity Officer functions and instructions on how to      staff from across the country.
   • Develop a values and ethics plan that spans several years         access the Integrity Officer will be explained in the New
     and measures results.                                             Employee Orientation Handbook by April 30th, 2009,
                                                                       and will also be included in the Communications and
   • Implement plans to address fear of reprisal and evaluate          Conflict Resolution in the Workplace course (mandatory
     their effectiveness.                                              for all employees) by June 30th, 2009.
                                                                    2. A values and ethics plan spanning the years 2009-2012
                                                                       will be developed and approved by the fall of 2009.
   • Train managers in the application of risk management
                                                                    3. A training session on values and ethics risk
     techniques.
                                                                       management will be created or adapted for CGC
                                                                       managers, delivery to begin in late 2009.
   • Train managers and employees on the PSDPA.                     4. Analysis of the results of the 2008 Public Service
                                                                       Employee Survey will point to areas of the CGC values
   • On an ongoing basis, use employee feedback from across            and ethics culture needing attention. Action planning,
     the organization to measure V&E culture and employee              with the full engagement of CGC staff, will be
     engagement.                                                       undertaken to address values gaps by September
                                                                       2009.

3. Effectiveness of Corporate Management Structure

                                                                  Plan:
  The CGC would benefit from having in place terms of reference
                                                                     1. Terms of Reference for all components of the
  for all levels of its governance structure.
                                                                        governance structure will be reviewed and updated
                                                                        where required.

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                                                                                     CCG MAF ROUND V ACTION PLAN

         MAF ELEMENT / AREA OF MANAGEMENT                                              PLANS TO ADDRESS ITEMS
                                                                                                                                                               STATUS
                 ACTIONS REQUIRED
                                                                           2. For 2009-10 the HR, IT and Communication plans will
                                                                              be updated and integrated into the budget planning
                                                                              process.


                                                                       MAF Element: Results and Performance

6. Quality and Use of Evaluation


Senior management is closely and frequently involved in               Plan:                                                             The CGC ran a competition but was unsuccessful in
monitoring performance and risk information and utilizes it in its                                                                      identifying a suitable candidate. A second competition
operational and strategic decision making. If the organization             1. The CGC will take steps to fill the Chief of Audit and    is currently under way. Alternative approaches such as
were to conduct evaluations, there exists a strong governance                 Evaluation position.                                      contracting out or sharing services with another
structure to review and implement recommendations.                         2. The CGC will establish a formal program evaluation        portfolio partner or government organization are also
Performance measurement and monitoring is active and baseline                 process in addition to review required by CGC’s ISO       being considered as an interim solution.
measures could easily be integrated into future evaluations.                  certification.


7. Quality Reporting to Parliament

                                                                      Plan:                                                             The CGC has sought to rectify many of the criticisms
                                                                                                                                        identified in the MAF assessment with respect to
The CGC should strive to increase the results – focus of its public
                                                                      1.      The CGC will use the PAA as the basis for future          quality reporting to parliament. Specifically:
reporting, by reporting results against expected outcomes at the
                                                                              reporting documents.                                      1. The 2007-08 DPR and the 2009-10 RPP include
program activity level. The Commission should also report
                                                                      2.      DPR document will contain focused text on progress           information on activities as per the PAA. The CGC
performance expectations in its RPP and track results of these
                                                                              made throughout the year. Explanatory text will be kept
expected outcomes in its DPR.                                                                                                              will use the PAA as the basis for future reporting as
                                                                              to a minimum.                                                per TBS RPP/DPR instructions/guidelines.
                                                                      3.      The performance story will be kept at a high level to
Performance discussion within the DPR should take place at the                coincide with the activities in the PAA.                  2. The priority discussion in the 2007-08 DPR was
PA level with a focus on program activities rather than priorities.   4.      The expected results, as identified in the CGC’s             shortened and more focused on “progress”. In
Performance indicators reported in the DPR should give the reader             performance measurement framework, will be identified        some areas, describing progress is a challenge
a clear indication of how expected results will be tracked and                in the RPP and reported upon in the DPR.                     because the programs are ongoing/continuous.
measured. The department should increase the level of reporting       5.      Resources and results will be clearly linked at the PA
so that performance at the Program Activity level is sufficiently                                                                       3. The performance discussion will be kept at a high
                                                                              level.

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                                                                             CCG MAF ROUND V ACTION PLAN

        MAF ELEMENT / AREA OF MANAGEMENT                                       PLANS TO ADDRESS ITEMS
                                                                                                                                                         STATUS
                ACTIONS REQUIRED
addressed, and progress made towards the Strategic Outcomes is   6.  Performance indicators and targets, as identified in the        level to coincide with the activities in the CGC’s
further discussed.                                                   CGC’s performance measurement framework, will be                PAA.
                                                                     clearly identified in the RPP and reported upon in the
                                                                                                                                  4. The 2007-08 DPR included a clear discussion of
                                                                     DPR to make it easier to determine if the CGC’s                 results as per the expected results, performance
                                                                     performance met expectations.                                   indicators, targets identified in the CGC’s revised
                                                                 7.  Expected results, performance indicators, and targets as        performance measurement framework (PMF). The
                                                                     identified in the CGC’s performance measurement                 PMF was finalized and adopted in November, 2007.
                                                                     framework will be clearly identified and explained in the
                                                                                                                                     The components of the revised PMF were reported
                                                                     RPP and reported upon in the DPR.                               upon in the 2008-09 RPP.
                                                                 8.  The CGC will include internal and external audit results
                                                                     to substantiate the performance story, where relevant.       5. Future DPRs will clearly link resources and results at
                                                                 9.  A formal risk analysis section will be included in the RPP      the PA level.
                                                                     and reported upon in the DPR.                                6. The 2008-9 RPP included the performance
                                                                 10. Identification and discussion of performance gaps will be       indicators, expected results, and targets as
                                                                     included where such discussion is relevant. Remedial            identified in the CGC’s revised PMF. The 2007-08
                                                                     action to rectify performance gaps will be included             DPR reported against these performance indicators,
                                                                     where applicable.                                               expected results and targets.
                                                                 11. The DPR will report on lessons learned and best
                                                                     practices where applicable.                                  7. The use of the CGC's PMF and the existence of
                                                                 12. The CGC will investigate the value of augmenting the            performance indicators used to measure progress
                                                                     DPR with this type of information and will include such         towards PA level expected results was included in
                                                                     information where appropriate/applicable.                       the 2007-08 DPR and 2008/09 RPP.
                                                                                                                                  8. Information from audits will be included in the
                                                                                                                                     performance story if relevant.
                                                                                                                                  9. Risks/challenges/opportunities have previously been
                                                                                                                                     identified throughout the priority section as well as
                                                                                                                                     in the PA section. A formal risk analysis section was
                                                                                                                                     included in the 2009/10 RPP as per the 2009/10
                                                                                                                                     TBS RPP guidelines.
                                                                                                                                  10/11. Discussions on negative aspects of performance
                                                                                                                                     and remedial action/lessons learned/best practices
                                                                                                                                     are included where appropriate/relevant.
                                                                                                                                  12. Comparative information on performance is


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                                                                                   CCG MAF ROUND V ACTION PLAN

        MAF ELEMENT / AREA OF MANAGEMENT                                            PLANS TO ADDRESS ITEMS
                                                                                                                                                               STATUS
                ACTIONS REQUIRED
                                                                                                                                        challenging due to the nature of the CGC's operations
                                                                                                                                        (e.g. grain volume dependent, grain quality variations
                                                                                                                                        from year to year impact demand for services, etc.).
                                                                                                                                        This type of information will be included if it enhances
                                                                                                                                        the performance story.
                                                          MAF Element: Learning, Innovation and Change Management
8. Managing Organizational Change

There is opportunity to better engage employees in the strategic      Plan:                                                             1. Consolidated results of input and feedback from
development phase and treat them as valued contributors.                                                                                   change management consultations with employees,
                                                                      1. The CGC will review the current plans to manage change            supervisors, managers and union stakeholders
The CGC would also benefit from developing an Organizational             within the CGC in light of planned and potential changes.         (approximately 90 people).
Change Plan that is consistent with the identified scope of change       Potential gaps will be identified and the Commission will
associated with Bill C-39.                                               ensure that employees are engaged in that process.             2. Provision of Change Management tools and
                                                                                                                                           resources to Industry Services and Corporate
                                                                                                                                           Services managers and supervisors.


                                                                              MAF Element: Risk Management

9. Effectiveness of Corporate Risk Management
                                                                      Plan:
The CGC will:                                                                                                                              1. The CGC corporate risk profile is in the process
                                                                      1. The CGC Corporate Risk Profile will be updated by                    of being updated, and will align with the CGC’s
   Update the 2005 corporate risk profile, ensuring it is aligned       October, 2009.                                                       Program Architecture
    to CGC outcomes and properly integrated with the business         2. A comprehensive Integrated Risk Management Policy will            2. An integrated risk management (IRM) policy is
    planning cycle.                                                      be developed by the summer of 2009.                                  in the process of development
                                                                      3. Key strategic risks will be identified and included in the        3. Senior management reviewed and approved key
   Assign senior management accountability for major risks.             RPP and the DPR.                                                     strategic risks as part of the RPP process in
                                                                      4. A system for tracking and monitoring key strategic risks             November 2008
   Define risk in a neutral way to encourage the identification of      will be created, for quarterly review by the Executive.           4. Not yet started.
    positive and negative uncertainty and support the appropriate     5. A systematic risk management approach to business                 5. The systematic risk management approach is
    balance of risk and innovation.                                      planning, key decisions and projects and initiatives will be         being developed as part of the IRM Policy


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                                                                              CCG MAF ROUND V ACTION PLAN

        MAF ELEMENT / AREA OF MANAGEMENT                                       PLANS TO ADDRESS ITEMS
                                                                                                                                                    STATUS
                ACTIONS REQUIRED
                                                                    developed, linked to the key strategic risks.               6. A scaled IRM framework is part of the risk
   Establish a scaled IRM approach for the organization which   6. A scaled IRM framework to clarify expectations and              management policy currently being developed
    situates existing core risk management activities.              expected outcomes in improving risk management              7. Existing risk management practices will be
                                                                    practice will be developed as part of the IRM Policy.           incorporated into the IRM framework as it is
                                                                 7. Existing risk management practices will be incorporated         developed
                                                                    into the IRM framework as it is developed.                  8. Not yet started
                                                                 8. The CGC’s risk tolerance in various areas will be defined   9. Monitoring of risk management strategies is
                                                                    as part of the IRM framework, and follow-up strategies          ongoing in a number of areas. Comprehensive
                                                                    will be defined.                                                monitoring will be initiated once the risk profiles
                                                                 9. Active monitoring of risk mitigation strategies will be         has been updated.
                                                                    incorporated in CGC risk management strategies.             10. Systematic communication of risk managment
                                                                 10. Systematic communication of mitigation strategies to           strategies has not yet begun.
                                                                      staff and stakeholders will be established.               11. Some monitoring of project management risk is
                                                                 11. The monitoring of project management risks will be             pursued through milestone reporting, but the
                                                                      regularized as part of milestone reporting                    process is not throroughly formalized



                                                                              MAF Element: People

10. Extent to which the Workplace is Fair, Enabling, Healthy and Safe

The CGC will:                                                    1. The CGC will continue to work with unions to strengthen     1. The CGC has worked cooperatively with national
                                                                    current working relationship and to consult and                and local PSAC representatives to review
   Introduce measures to ensure the organization meets the         collaborate where appropriate.                                 workplace practices and decisions as well as to
    standards for timeliness of payments to employees.           2. The CGC will continue to deliver training and                  work together to support employees through
                                                                    implement/strengthen programs and resources to support         potential organizational change and to jointly
   Establish measures to ensure appropriate management and         effective and fair performance management (at the CGC          advise employees of their rights and
    control of the departmental classification system through       performance management is now called Performance               entitlements.
    annual monitoring and corrective action and submit a            Development and Achievement) and conflict practices in      2. Further training sessions delivered to employees
    Departmental Classification Performance Report to the           the CGC workplaces.                                            and supervisors to build competencies and
    Deputy Head for 2007-2008, with a copy of this report to     3. Work with AAFC (CGC HR Service Provider)                       understanding related to the CGC’s Performance
    CPSA.                                                        4. The CGC will implement staffing strategies to increase         Development and Achievement Program (170
                                                                    representation of women and visible minorities in the CGC      employees) and the CGC’s ICMS (60
                                                                    workforce. This is a continuing objective in the CGC           employees?)


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                                                                             CCG MAF ROUND V ACTION PLAN

        MAF ELEMENT / AREA OF MANAGEMENT                                       PLANS TO ADDRESS ITEMS
                                                                                                                                                     STATUS
                ACTIONS REQUIRED
                                                                    People Plans.                                                 3. Further training was delivered to strengthen the
                                                                 5. The CGC will promote and encourage employees to self-            existing network of peer supporters as part of
                                                                    identify.                                                        the CGC ICMS.
                                                                                                                                  4. Regional/Divisional project team work continues
                                                                                                                                     to implement the CGC’s Performance
                                                                                                                                     Development and Achievement program.
                                                                                                                                  5. The CGC’s compensation service provider has
                                                                                                                                     developed service standards, which address
                                                                                                                                     timeliness of service.
                                                                                                                                  6. Education and consultation on Employment
                                                                                                                                     Equity and Diversity occurred with 90 people at
                                                                                                                                     the CGC Leadership session on March 12.
                                                                                                                                  7. Recent hirings have reduced the gap of both
                                                                                                                                     women and visible minorities.



11. Extent to which the Workforce is Productive, Principled, Sustainable and Adaptable

The CGC will:                                                    Plan:                                                         1. PLP training has been provided to 170 employees.
                                                                                                                                  This training is provided in the context of broader
   Ensure all employees have meaningful learning plans.         1. The CGC has engaged Statistics Canada to compile and          performance management training through the
                                                                    analyze 2008 PSES results. When the analysis is               CGC’s Performance Development and Achievement
   The department/agency could improve their human resources       submitted to the CGC an Action Plan will be developed to      Program.
    planning by producing an approved integrated human              address each area requiring attention.                     2. The CGC have developed competency profiles for
    resources and business plan and by communicating this plan   2. Personal Learning Plans (PLPs) will be promoted to all        the IS group and is developing competency profiles
    to its employees on its web site.                               employees, training will continue to be delivered to          for Senior management and Administrative Support
                                                                    employees on developing a Personal Learning Plan and          positions. Competency information sessions have
   Review the promotion rates for persons with disabilities.       employees will be further encouraged and supported to         been delivered to over 200 employees and the CGC
                                                                    develop learning plans.                                       core competencies have been integrated into the
                                                                 3. Training in PLPs will include an emphasis on career           training and processes related to Personal Learning
                                                                    development. This PLP training is incorporated into           Plans and performance management.
                                                                    broader performance training to help employees and         3. A draft CGC EE & Diversity Plan has been developed
                                                                    supervisors understand the linkages between learning and      with goals established to ensure that the CGC has a
                                                                    performance.                                                  representative workforce and an organization that
                                                                 4. The CGC will continue to introduce a competency-based

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        MAF ELEMENT / AREA OF MANAGEMENT                                          PLANS TO ADDRESS ITEMS
                                                                                                                                                             STATUS
                ACTIONS REQUIRED
                                                                       HR system to support people management areas including            values diversity.
                                                                       learning, performance management, career development           4. The CGC provided training and information to 80
                                                                       and staffing. This will be done by introducing core               employees at the CGC Leadership session in March
                                                                       competencies and a competency dictionary into the                 2009 related to Values and Ethics, Integrated
                                                                       organization. This also involves the development of               People and Business Planning and Employment
                                                                       competency profiles for different job families and positions      Equity and Diversity.
                                                                       as well as the provision of information sessions to al all     5. The CGC consulted with 80 internal employees,
                                                                       employees.                                                        supervisors and managers to identify actions and
                                                                    5. Improving the representation of women, visible minorities         strategies to communicate and build understanding
                                                                       and persons with disabilities in the CGC workforce                of integrated people and business planning at the
                                                                       continues as an objective of the organization-wide People         CGC Leadership session in March 2009.
                                                                       Plan.
                                                                    6. The CGC will review its integrated People and Business
                                                                       Planning process in 2009-10 to improve its effectiveness
                                                                       in supporting the achievement of corporate priorities and
                                                                       objectives.


                                                                             MAF Element: Stewardship

12. Effectiveness of Information Management
                                                                                                                                      CGC is reviewing collection and retention of personal
                                                                                                                                      information.
   Begin updating necessary Personal Information Banks (none       1. A review will be done to determine what types of personal
    submitted for the past seven years)                                information is retained by the Commission. Potential other     The CGC is currently working with Treasury Board to
                                                                       PIB’s may be identified. In addition to updating necessary     ensure the CGC’s chapter is complete and up-to-date.
   Revise the CGC’s chapter in Info Source: Sources of Federal        PIB’s, CGC will review collection and retention of personal
    Government Information to ensure that the descriptions of its      information.                                                   Employee Chapter
    programs, activities and information holdings are accurate,     2. Annual reports will be submitted on the administration of      There was only one standard PIB registered, “Pay &
    up-to-date and comprehensive, and confirm to the                   the Privacy Act and the Access to Information Act.             Benefits”. This is under further review.
    requirements established by TBS for program record              3. Review to determine if existing programs/services are
    descriptions                                                                                                                      There are two particular PIB’s “Employee Personnel
                                                                       being substantially changes so as to require a PIA. Privacy
    (Implementation Report # 110)                                                                                                     Record” and “Training Database”. The Employee
                                                                       Impact Assessments (PIAs) will be conducted on all new
                                                                                                                                      Personnel Record contains references to areas such as
                                                                       programs/services that raise privacy issues or when
                                                                                                                                      staffing, attendance and leave, pay and benefits, etc.

                                                                                                                                                                         Page 8 of 16
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        MAF ELEMENT / AREA OF MANAGEMENT                                           PLANS TO ADDRESS ITEMS
                                                                                                                                                            STATUS
                ACTIONS REQUIRED
   Annually submit a report to Parliament on the administration        existing programs/services are substantially redesigned      which are all standard PIB’s and can be referenced as
    of the Privacy Act (per schedule 3 of the Privacy Act)              (changes in delivery channels, such as transforming them     such.
                                                                        for electronic service delivery).
   Ensure that the collection of personal information (for          4. Review and compare the information to be submitted to        Main Chapter
    example personal information obtained in selection of               Info Source, once finalized, to ensure it conforms to the    Hospitality, Public Communications, Relocation and
    members of the Eastern and Western Grain Standards                  info on the CGC website.                                     Travel have been registered as standard PIB’s and will
    Committees) does not contravene the Privacy Act                                                                                  be noted in our Chapter.

   Determine whether or not Privacy Impact Assessments are                                                                          Institution Specific PIB’s include Licensing and Security
    required                                                                                                                         program, Producer Car program and Unofficial Sample
                                                                                                                                     File.
   Submit an annual report to Parliament on the CGC’s                                                                               Some changes were made to the CGC’s chapter during
    administration of the Access to Information Act, in                                                                              the past year.
    accordance with Schedule I of the Act
                                                                                                                                     Annual reports on the administration of the Privacy Act
   Ensure that the information contained in Info Source: Sources                                                                    and the Access to Information Act are being submitted
    of Federal Government Information conforms to the                                                                                to Parliament yearly.
    information contained on the CGC website
                                                                                                                                     Awaiting finalization of information to be submitted to
                                                                                                                                     Info Source.


13. Effectiveness of Information Technology Management

   The role of the senior official for Information Technology
                                                                     Plan:
    should be reviewed to increase opportunities to participate in
    setting Government-wide directions and span of control.
                                                                     1. The CGC will create additional linkages to TBS-CIOB in
                                                                        order to become better informed about new Government-
   The organization should strengthen the Information
                                                                        wide initiatives.
    Technology plan to include: opportunity assessment
    methodology; risk based approach; high level cost analysis of    2. The CGC will participate in additional government-wide
    savings, reallocation, trends; resource planning details;           Information Technology initiatives that have applicability
    measurable outcomes through performance measurement                 to CGC.
    tools; implementation planning details; and a portfolio          3. The Information Technology Manager will be invited to


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        MAF ELEMENT / AREA OF MANAGEMENT                                           PLANS TO ADDRESS ITEMS
                                                                                                                                       STATUS
                ACTIONS REQUIRED
    management approach.                                                participate as a peer with other functional heads in the
                                                                        corporate planning process.
   The organization should continue to investigate the increased   4. The Information Technology Manager will develop linkages
    use of shared services from Public Works and Government             with the IT Director of Western Diversification, a leader in
    Services Canada, Information Technology Shared Service              small department MAF assessment, in order to gain
    Organization and establish a performance measurement                knowledge of their successes.
    framework.                                                      5. The CGC will formalize ITS practices and standards in a
                                                                        consolidated Information Technology Plan addressing the
                                                                        items listed.
                                                                    6. The CGC will develop linkages to PWGSC-ITSB in order to
                                                                        become better aware of the Shared Services available to
                                                                        the CGC.
                                                                    7. A review of services provided by PWGSC-ITSB will be
                                                                        performed, to determine alignment with services currently
                                                                        utilized by the CGC.
                                                                    8. The CGC will integrate performance metrics into its
                                                                        information management decision-making process.
                                                                    9. The CGC will ensure by policy and compliance monitoring
                                                                        in Finance that the IT Manager has direction and control
                                                                        for Information Technology assets and Information
                                                                        Technology spending including control of technology
                                                                        choices.
                                                                    10. The CGC will ensure that all IT enabled projects require
                                                                        submission of a Project Concept Document (PCD) to the IT
                                                                        Manager.
                                                                    11. The IT Manager will be made a member of the CGC’s
                                                                        Project Portfolio Review Committee (PPRC) to ensure
                                                                        compliance with Information Technology policy.
                                                                    12. The CGC will ensure, via the PPRC, that all projects that
                                                                        not consistent with CGC standards will require
                                                                        documented rationale as to why the non-compliance
                                                                        needs to be allowed.



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         MAF ELEMENT / AREA OF MANAGEMENT                                          PLANS TO ADDRESS ITEMS
                                                                                                                                                            STATUS
                 ACTIONS REQUIRED

15. Effective Project Management

                                                                     Plan:
The organization could benefit from enhancing project
management practices, such as ensuring that tracking and             1. The CGC will regularly monitor project results and will
reporting on the progress and results of projects is in place, and       follow up on risk mitigation.
is integrated at the organization-wide level.                        Project leads will be educated about the importance of their
                                                                     role as project managers and will be held accountable for
                                                                     performing required tasks, including the completion of
                                                                     milestone reports and updates, review of cost variances and
                                                                     changes to deliverables.

16. Effective Procurement

                                                                     Plan:                                                           An action plan in response to an Internal Audit for the
The organization would benefit from addressing audit suggestions                                                                     Management of Acquisition Cards has been completed
to improve acquisition control, validation methods and processes     1. The CGC will improve departmental controls over the          and the recommendations to the system have been
for their acquisition cards.                                            authorization of Information Systems Team (IST)              successfully completed. These include complete
                                                                        acquisition card purchases and the validation of IST         documentation; monthly review of statements; and
                                                                        acquisition card monthly charges.                            annual information updates.
                                                                     2. The CGC will, within the next fiscal year, identify its
                                                                        projected procurement activities or plans and link them to   In FY 2008-2009 the CGC will be implementing the
It would also benefit from linking procurement plans to program                                                                      creation of a Five Year Capital Plan as part of its
plans, strategic priorities and long-term investments.                  its long-term plans, investments and priorities.
                                                                                                                                     budgeting exercise for FY 2009-2010. This is in
                                                                                                                                     response to The Policy on Investment Planning –
                                                                                                                                     Assets and Acquired Services and The Policy on the
                                                                                                                                     Management of Projects.

                                                                                                                                     Further to this the CGC has created a formal
                                                                                                                                     Procurement Review Board. Prior to this the duties of
                                                                                                                                     this board have been fulfilled by the Executive
                                                                                                                                     Management Committee. Implementation of the PRB
                                                                                                                                     is expected to fine tune the procurement process; as


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        MAF ELEMENT / AREA OF MANAGEMENT                                         PLANS TO ADDRESS ITEMS
                                                                                                                                                          STATUS
                ACTIONS REQUIRED
                                                                                                                                   well as monitor and manage the procurement of capital
                                                                                                                                   assets and the Capital Asset Plan.

                                                                                                                                   Managers will work closely with Procurement to
                                                                                                                                   develop procurement strategies, applying Life Cycle
                                                                                                                                   Asset Management principles to those strategies. In
                                                                                                                                   addition, those strategies will also incorporate PSAB
                                                                                                                                   and Green Procurement objectives.

                                                                                                                                   Update:
                                                                                                                                      16.1 Cards only issued to CIO & Manager
                                                                                                                                        Systems & Networks
                                                                                                                                      if there is a requirement outside of normal
                                                                                                                                        operating requirements; requests are submitted
                                                                                                                                        and/or approved by email or telephone
                                                                                                                                      Result is successful compliance with policies
                                                                                                                                      16.2 ongoing; Capital Budget – 1 year plan
                                                                                                                                      monitored by procurement team
                                                                                                                                      monitored by Procurement Review Board
                                                                                                                                        (established the 2nd quarter 2008/09)
                                                                                                                                      16.2 implement 5 year Capital Plan – dry run


17. Effectiveness of Financial Management and Control

   Ensure coding accuracy before trial balance is submitted to   Plan:                                                            Actions:
    the Receiver General.                                                                                                          For 2007-2008 reporting the following steps have been
                                                                  For 2007-2008 reporting the following steps will be taken to     taken to ensure timeliness and accuracy of public
                                                                  ensure timeliness and accuracy of public accounts                accounts submissions:
   Ensure Public Accounts plates are submitted to the Receiver   submissions:
    General on time, without requiring further amendments.                                                                           1. The process for sending plates has been changed
                                                                         The process for sending plates will be changed to             to ensure that on the due date any completed
   Strengthen financial management documentation and                     ensure that on the due date any completed plates will         plates will be sent and any incomplete plates will
    procedures with respect to inderdepartmental settlements.             be sent and any incomplete plates will be sent as soon        be sent as soon as they are finished.
                                                                          as they are finished.                                      2. PWGSC contacts have been made which will help


                                                                                                                                                                    Page 12 of 16
                                                CCG MAF ROUND V ACTION PLAN

MAF ELEMENT / AREA OF MANAGEMENT                  PLANS TO ADDRESS ITEMS
                                                                                                                              STATUS
        ACTIONS REQUIRED
                                          PWGSC contacts will be made which will help to                    to resolve any issues that may occur in
                                           resolve any issues that may occur in completing the               completing the 2007-2008 Public Accounts.
                                           2007-2008 Public Accounts.                                   3.   Notes have been made regarding the
                                          Notes will be made regarding the amendments made                  amendments made to Plates in 2006-2007 to
                                           to Plates in 2006-2007 to ensure the same issues do               ensure the same issues do not happen again.
                                           not happen again.                                            4.   SAP system reports have been tested and
                                          SAP system reports will be tested and verified for                verified for utilization for 2007-2008 reporting.
                                           utilization for 2007-2008 reporting.                         5.   Public Plates have been moved to the
                                          Public Plates will be moved to the “Operations” unit for          “Operations” unit for continuity of reporting and
                                           continuity of reporting and scheduling.                           scheduling.
                                          Scheduling for completion of audited financial               6.   Scheduling for completion of audited financial
                                           statements will be moved forward to meet public                   statements has been moved forward to meet
                                           accounts due date.                                                public accounts due date.

                                   Plan:                                                              Status:
                                                                                                          Actions have been implemented through
                                          Procedures will be documented and updated for                    process changes that have resulted in a grade
                                           financial officers with payment authority pursuant to            "A" and no amendments on the Timeliness of
                                           FAA section 33.                                                  Financial information report.
                                          No person shall exercise signing authority pursuant to
                                           both sections 33 and 34 of the Financial                     1. Procedures are in place and are conscientiously
                                           Administration Act with respect to a particular                 being followed by financial officers with Section
                                           payment.                                                        33 authority for providing assurance on the
                                                                                                           adequacy of Section 34 account verification.
                                   Plan:                                                                2. No person is exercising signing authority
                                                                                                           pursuant to both sections 33 and 34 of the
                                          Implement a monthly reporting IS suspense account               Financial Administration Act with respect to a
                                           mechanism for Manager, Accounting Operations.                   particular payment.
                                          Negotiate with OGD’s to have all invoices sent to
                                           Headquarters.                                              Actions:
                                          Move internal cut-off dates to the last working day of
                                           the month at noon Winnipeg time. Provide an                 1. Implemented a monthly reporting IS suspense
                                           additional 1.5 working days.                                   account mechanism for Manager, Accounting
                                          Work with regional offices to improve turnaround time          Operations.


                                                                                                                                        Page 13 of 16
                                                CCG MAF ROUND V ACTION PLAN

MAF ELEMENT / AREA OF MANAGEMENT                  PLANS TO ADDRESS ITEMS
                                                                                                                         STATUS
        ACTIONS REQUIRED
                                           for approval and documentation process.                  2. Negotiating with OGD’s to have all invoices sent
                                          Define roles/responsibilities pertaining to ISN and         to Headquarters.
                                           communicate to clients. To be posting on StaffNet.       3. Moved internal cut-off dates to the last working
                                                                                                       day of the month at noon Winnipeg time.
                                   Plan:                                                               Provided an additional 1.5 working days.
                                                                                                    4. Working with regional offices to improve
                                          Efforts to be made to eliminate recurring monthly           turnaround time for approval and documentation
                                           exception reports by implementing processes for             process.
                                           allocations prior to month end cut offs and automated    5. Defining roles/responsibilities pertaining to ISN
                                           adjustments.                                                and communicating to clients and will be posting
                                                                                                       on StaffNet.

                                                                                                   Status:
                                                                                                       Processes have been implemented to
                                                                                                         significantly reduce the suspense account items
                                                                                                         at month end. Action item # 4 - improve
                                                                                                         turnaround time for approval and
                                                                                                         documentation processes have been made and
                                                                                                         improvements are continuing to be
                                                                                                         investigated. Action item # 5 - communicating
                                                                                                         to clients is to be completed.

                                                                                                   Actions:
                                                                                                      1. Efforts have been made to eliminate recurring
                                                                                                         monthly exception reports by implementing
                                                                                                         processes for allocations prior to month end cut
                                                                                                         offs and automated adjustments.

                                                                                                   Status:
                                                                                                       Recurring monthly exception reports have been
                                                                                                         eliminated through the implementation of
                                                                                                         system and process changes. It is anticipated
                                                                                                         that fewer exception reports will be received on
                                                                                                         a go forward basis.
                                                                                                       3 of the recurring exception reports have been


                                                                                                                                    Page 14 of 16
                                                                                  CCG MAF ROUND V ACTION PLAN

         MAF ELEMENT / AREA OF MANAGEMENT                                           PLANS TO ADDRESS ITEMS
                                                                                                                                                           STATUS
                 ACTIONS REQUIRED
                                                                                                                                           eliminated as of period 04/08


18. Effectiveness of Internal Audit Function
The CGC must:
                                                                    Plan:                                                            The CGC ran a competition but was unsuccessful in
       1. establish a Chief Audit Executive position                                                                                 identifying a suitable candidate. A second competition
                                                                    Establish and recruit for a Chief Audit Executive, who will be
       2. create an Internal Audit Charter                                                                                           is currently under way. Alternative approaches such as
                                                                    tasked to:
       3. develop an Implementation Plan to meet the                                                                                 contracting out or sharing services with another
          requirements of the 2006 Treasury Board Internal                                                                           portfolio partner or government organization are also
                                                                         1. create an Internal Audit Charter                         being considered as an interim solution.
          Audit Policy
                                                                         2. develop an Implementation Plan to meet the
       4. implement an Independent Departmental Audit
                                                                            requirements of the 2006 Treasury Board Internal
          Committee
                                                                            Audit Policy
       5. create an Annual Risk-Based Audit Plan, and
                                                                         3. implement an Independent Departmental Audit
       6. submit an Annual Report of Audit Activities
                                                                            Committee
                                                                         4. create an Annual Risk-Based Audit Plan, and
                                                                         5. submit an Annual Report of Audit Activities


19. Effective Management of Security & Business Continuity

A work plan should be developed and approved by senior              Plan:
management, to guide the continuous improvement of the
                                                                    A work plan will be developed and approved by senior
organization’s security program. The work plan should include
                                                                    management, to guide the continuous improvement of the
activities required to address deficiencies identified in the MAF
                                                                    organization’s security program. The work plan will address:
assessment. Deficiencies in the following areas should be
                                                                       o the establishment of departmental security program
addressed on a priority basis:
                                                                           governance
                                                                       o establishment of Government Security Policy
   Establishment of departmental security program governance
                                                                       o security training and awareness, and
    and policy.
                                                                       o management of information technology security
   Security training and awareness program.                             Business Continuity Plans will be aligned with those of
                                                                          other departments that share in the delivery of critical

                                                                                                                                                                     Page 15 of 16
                                                                                        CCG MAF ROUND V ACTION PLAN

        MAF ELEMENT / AREA OF MANAGEMENT                                                 PLANS TO ADDRESS ITEMS
                                                                                                                                                                  STATUS
                ACTIONS REQUIRED
   Management of Information Technology Security (minor                       service(s)
    deficiencies).                                                            Staff will be briefed and trained on the implementation
                                                                               and execution of the BCP’s
                                                                              A permanent maintenance cycle will be established and
                                                                               will include updates, maintenance and testing of the
                                                                               plans
                                                                              A plan will be established to evaluate the BCP’s and
                                                                               report the findings

                                                                                  MAF Element: Citizen-focused Service

20. Citizen-focused Service
The CGC will:
                                                                          Plan:
   Set service standards and measure performance relative to
    service standards for each service.                                                                                                    1. The CGC has begun re-familiarization with the CMT,
                                                                          1. Units concerned will familiarize or re-familiarize with the
                                                                                                                                              last used by the CGC in the Ipsos-Reid Survey of
   Set plans to measure client satisfaction and communicate the             Common Measurement Tool and establish methods of
    results. Client satisfaction should be measured for each                                                                                  2002-3.
                                                                             assessment based on the CMT, preparatory to assessing
                                                                                                                                           2. The CGC registered its first public consultation on
    service using the Common Measurements Tool.                              client satisfaction with CGC services.
    Make information on consultations available on the Canada                                                                                 the Service Canada “Consulting with Canadians”
                                                                         2. The CGC will register its public consultations with the
                                                                                                                                              website. All subsequent public consultations will be
    site, post results of its consultation activities, and set plans to      Service Canada website.
    obtain the views of its clients.                                                                                                          registered on that website.
   Implement a Common Look and Feel compliance monitoring
    program and increase their capacity for accessible website
    development (e.g. using the CLF 2.0 template).

21. Alignment of Accountability Instruments
The Department is encouraged to self-assess its performance
management system against the evaluation checklist in the Gold
Standard for the PMP and to establish priorities for improvement.




                                                                                                                                                                            Page 16 of 16

								
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