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Information Management Results in the 2012-13 Departmental Performance Reports

November 8, 2013

On November 5, 2013, Tony Clement, President of the Treasury Board, tabled the 2012-13 Departmental Performance Reports for 92 government departments and agencies.

Departmental Performance Reports are a measure of how well individual organizations met their plans and expected results as set out in their respective annual Reports on Plans and Priorities, including those for internal services.

Below are the information management related results as identified by individual departments and agencies.

Aboriginal Affairs and Northern Development Canada and Canadian Polar Commission

  • The Information Management/Information Technology Strategy (IM/IT) paves the way to implement Enterprise Architecture (EA) in the Department; however further refinement will be made based on new direction from Shared Services Canada following the transition of IM/IT shared services. While there has been significant progress on the shift towards an EA by focussing on organizational needs, there is still work to be done to enable the Department to make more informed decisions related to IM/IT investments, resource allocations and divestments.
  • Improvements were realized to improve data integrity, accessibility, analysis and reporting including: updating and maintaining corporate systems such as Grants and Contribution Information Management Systems, Comprehensive Integrated Document Management, and Indian Registration System; centralizing Call Centres to increase efficiency of operations; ongoing compliance with regulatory requirements; and supporting business solutions while improving security of information systems.

Agriculture and Agri-Food Canada

  • AAFC developed and maintained a record-keeping framework and used modern tools to improve collaboration.

Canada Border Services Agency

  • The Agency continued to modernize its information technology systems and information management. Examples include: commencing the deployment of a Functional Information Classification Structure, planning the deployment of the GCDOCS (Government of Canada approved common system) technology, completing a National File Storage analysis and plan, and continuing the implementation of an Information Management Awareness Strategy.

Canadian Environmental Assessment Agency

  • The Information Services Division maintains the Government of Canada standards-based Electronic Document and Records Management System. This solution is based on the OpenText Content Server and is referred to at the Agency as InfoZONE.

Canadian Food Inspection Agency

  • As a part of the IM/IT Campaign Plan the CFIA began the process to upgrade its document management and its third party business intelligence system and developed a senior management reporting dashboard of Agency key performance indicators which will assist in priority based decision making. Additionally the CFIA is currently enriching its Data Warehouse, Implementation data extracting tools and reports, leading in report development for Senior Management.

Canadian Grain Commission

  • The CGC has been updating online statistical publications to meet Government of Canada standards for accessibility and look and feel. Statistics are offered in user-requested, alternate formats, with a view towards standard release under the Open Data portal.

Canadian Human Rights Commission

  • The Commission strengthened its information management practices by updating information management training and delivering it to all employees. It also identified Information Resources of Business Value (IRBV) for programs using the generic valuation tool from Library and Archives Canada. The next steps will be to identify IRBV for Internal Services and implement the e-mail management initiative. Once this is completed, the Commission will be compliant with Treasury Board’s Directive on Recordkeeping, ahead of the required date.

Canadian Nuclear Safety Commission

  • In 2012–13, the CNSC made progress in modernizing its information management and technology practices, to allow for the efficient circulation of information and increased productivity as well as the promotion of environmental sustainability by implementing e‑business solutions. Some of the completed initiatives include Annual Compliance Reporting Online, which provides licensees with a secure, user-friendly and efficient Web-based system to file their compliance reports; updates to the Sealed Source Tracking System, a Web-based tracking system that tracks the movement of radioactive sealed sources from one location to another; and CNSC Online, an interactive learning tool designed to inform and educate the public on the CNSC and its regulatory role.

Correctional Service Canada

  • CSC has completed the Shared Services Canada transition plan, and the implementation of the multi-year Information Management Strategic Plan is progressing as planned.

Courts Administration Service

  • To address its policy requirements for IM/IT and Information Management and Records Management (IM/RM), CAS is in the process of developing its IM/IT Policy Framework, IM/RM Framework and Implementation Plan, Recordkeeping Implementation Plan and Judicial Vision and Judicial Information Framework.

Department of Finance Canada

  • To address the opportunities for improvement identified in the Treasury Board of Canada Secretariat Management Accountability Framework assessment of the Department’s performance in relation to IM, the Department renewed its efforts to address the requirements of the Treasury Board Directive on Recordkeeping. In particular, progress in strengthening IM and IT included:
    • Work toward the implementation of a collaborative client-focused approach to IM. The implementation of this IM solution is a key element of the Treasury Board Directive on Recordkeeping, which all departments must adhere to by March 2015.

Department of Justice Canada

  • The Department of Justice advanced the Information@Justice Program to modernize its information practices through the adoption of a digital standard and enabling technologies, recognizing that information must be managed as an integrated and sharable business asset with appropriate oversight, accountability and due diligence.

Environment Canada

  • Carried out a pilot project for Environment Canada’s contribution to the Open Data Portal.
  • Consistent with the broader open data initiative of the federal government, finalized and launched (jointly with the Government of Alberta) the Canada–Alberta Oil Sands Environmental Monitoring Information Portal.

Federal Economic Development Agency for Southern Ontario

  • The Agency made significant short-term investments in 2012–13 to implement environmentally friendly office practices, to adopt several Government of Canada standards (e.g., Directives on Recordkeeping, GCDOCS, Workplace 2.0, travel management system), and enhanced collaboration with RDAs to reduce the duplication of effort.

Fisheries and Oceans Canada

  • Began the multi-year implementation of the Government of Canada Recordkeeping Directive:
    • Completed analysis of the current Electronic Documents and Records Management System;
    • Reduced departmental holdings at Libraries and Archives Canada from 23,800 boxes to 17,200 boxes, a reduction of 6,600 boxes or 2.8%;
    • Launched the National Legacy Information Inventory Initiative, receiving submissions from all regions; and
    • Completed virtual training for all regional Records Management employees.

Foreign Affairs and International Trade Canada

  • DFAIT’s Information Management/Information Technology Strategy was reviewed to ensure continued relevance to client needs and to provide a foundation for the implementation of GCDOCS, the Government’s information management solution.

Human Resources and Skills Development Canada

  • Departmental branches and regions have initiated information management (IM) action plans supported by regular IM strategy updates to senior management governance committees. With ongoing IM awareness, training and engagement plans, plus integration of IM foundational elements into new technologies, the Department is improving its information management practices and is on track to meet the 2015 deadline for Treasury Board Secretariat Record Keeping Directive.

Immigration and Refugee Board of Canada

  • During 2012-13, the IRB continued to focus on the alignment of its business with the Government’s new service model for the outsourcing of document storage and retrieval services. A fit-gap analysis project was initiated to assess the IRB’s recordkeeping practices and determine whether they are in line with the TBS Directive on Recordkeeping. This project will provide an initial assessment of the state of business readiness for adopting a solution for the management of electronic documents and records at the IRB.

National Film Board

  • In 2012–13, the NFB also invested significantly in another aspect of institutional training: copyright management. In doing so, the Business Affairs and Legal Services Division was following up on a key recommendation contained in the 2012 evaluation of the copyright management procedure: the need to develop in-house knowledge. As a result of its 2012–13 rights-management action plan, a training program was established for producers, production coordinators and marketing and distribution staff. Management designed a tool kit and provided training workshops on the new rights release and copyright procedures for audiovisual productions. In the first year there were 11 presentations in all NFB production studios across the country between November 2012 and May 2013. Training sessions will continue in 2013–14 and will be adapted to interactive production and other NFB sectors, such as the photo library, archive sales department and partnerships team.

National Research Council of Canada

  • NRC began a major review of its records and document management capabilities and undertook a number of initiatives to move towards implementing an NRC-wide Electronic Working Environment (NEWE). The proposed environment will enable NRC to manage all its information assets electronically, with robust collaboration and information sharing capabilities.
  • The new NRC Information Management Policy, published in April 2012, outlines the roles and responsibilities of the organization and individuals in managing corporate information. NRC also launched a survey of all of its business information resources (including research data) in order to determine how the electronic working environment will manage multi-purpose information. NRC also started a pilot project to test the feasibility of an eRecords management system. Over the next three years, the NEWE initiative will be implemented to provide a full electronic working environment.
  • NRC’s SharePoint service was extended to a growing number of employees providing greater collaboration and functionality

Natural Resources Canada

  • As part of its business transformation agenda, it is implementing GCDocs, which will transform the way its employees manage, access and use information. Through this project, the department will establish a new platform for electronic document and records management and will be able to cost-effectively implement the Treasury Board Directive on Recordkeeping.

Office of the Commissioner of Official Languages

  • OCOL continued to explore the sharing of services with other agents of Parliament, more specifically for the internal audit function and the library. There is clearly interest in the possibility of shared services, because they provide agents of Parliament with potential avenues to enhance efficiency and effectiveness.

Office of the Privacy Commissioner of Canada

  • A Knowledge Transfer Guide was designed to provide staff with direction on how to ensure the effective transfer of expertise before a departure from the organization or to another area within the OPC;
  • SharePoint collaboration sites were used to share information within specific groups and across the organization, for example, on training material, articles, committee work, media responses, events, web postings and public education initiatives. This tool was also used to enhance collaboration on key files, for example, the assessment of Contributions Program funding applications and the organization of the “Pathways to Privacy” symposium;
  • The Office expanded the use of its new subject taxonomy, aimed at improving the standardization of terminology used throughout the Office, by incorporating it into the development of the new document management system.

Office of the Superintendent of Financial Institutions Canada

  • Several multi-year projects proceeded on schedule to update the systems required for: document and records management; OSFI’s external website; and, business intelligence analysis and reporting.

Parks Canada

  • A Record Keeping (RK) Compliance Implementation Plan was submitted to Treasury Board in August 2012. In accordance with the plan, the exercise to identify Information Resources of Business Value (IRBV) and corresponding information repositories is currently underway. Identifying the information resources that best represents Parks Canada’s accountability for decision making, program and service delivery is a key requirement of the Government of Canada’s Record Keeping Directive to which Parks Canada must comply by March 31, 2015. In order to meet this requirement a comprehensive RK engagement methodology has been developed to guide the Agency through the identification and collection of IRBV information from all of its business units. Once the results of this exercise have been fully compiled, this information will be submitted to Library and Archives Canada (LAC) to obtain the corresponding information disposition authorities.
  • Led by the Agency’s Evaluation and Audit team a Core Management Information Needs Assessment was completed. The findings from this undertaking are being used to further inform RK work and requirements for the ongoing effective management of corporate information.

Parole Board of Canada

  • PBC developed and implemented a process to remove information resources of business value’ (term used by Library and Archives to describe operationally-based files and documents) from Library and Archives’ Regional Services Centres.

Privy Council Office

  • Worked to better integrate effective electronic recordkeeping practices into its operations in order to support effective decision making and to modernize the workplace

Public Safety Canada

  • The Department continued to implement its Information Management Strategic Action Plan (IMSAP) in an effort to improve the effectiveness and efficiency of the information management function. In keeping with the IMSAP, the Department implemented the Recordkeeping Compliance Project, making significant progress towards meeting the compliance requirements of Treasury Board’s Directive on Recordkeeping. Furthermore, the Virtual Library Initiative was also implemented in 2012-13, increasing the Department’s capacity for e-collection by digitizing legacy analog collections, reducing print collections, and purchasing e-resources.

Public Service Labour Relations Board

  • During the reporting period, the PSLRB continued to implement its IM strategy and action plan, focusing on migrating to the new version of its electronic records management system (i.e., Documentum), which is planned for completion in summer 2013. The capacity to efficiently manage, store and retain its information resources and provide a sustainable IM framework will enable the PSLRB to meet its mandated responsibilities and effectively serve its clients and Canadians.

Statistics Canada

  • In 2012/2013, Statistics Canada engaged with other departments and the Treasury Board Secretariat to get more information about the functionality of SAP, PeopleSoft and GCDOCS and to evaluate the timing and roadmap for migration to these common tools.

Status of Women Canada

  • In 2012-13, SWC implemented a new agency-wide electronic document management system along with training and the development and distribution of Employee Guidelines for Electronic Document Information Management in line with government direction and requirements.

Supreme Court of Canada

  • The IT Branch is an integral part of the Court’s business as a partner and enabler. Accomplishments for 2012-13 include:
    • Successful migration of Electronic Document Management System from SharePoint 2007 to SharePoint 2010.
  • The Library and Information Management Branch supports the information management needs of the organization.  Accomplishments for 2012-13 include:
    • Complete the initial phase of the implementation of an Electronic Records Management System in order to validate functional and business requirements, ensure the continuous  and effective management of information of business value; and
    • Ensuring that the Office of the Registrar meets its obligations under the Recordkeeping Directive.

Transportation Safety Board of Canada

  • The department drafted a formal identification of its information resources of business value for its investigation activities and for parts of its corporate activities. This work will continue into 2013-14.
  • The TSB successfully implemented a new electronic documents and records management solution in its central records room. However, the implementation was significantly more challenging than anticipated. The TSB is reviewing options prior to extending this solution to the management of its electronic records.

Treasury Board of Canada Secretariat

  • Began implementation of an information management system to replace the legacy system, which will improve corporate information management and facilitate automated correspondence management through an automated workflow management tool.
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