Hazardous Materials Information Review Commission Response to Management Accountability Framework Round V Assessment (2007-2008)

The Management Accountability Framework sets out the Treasury Board's expectations of senior public service managers for good public service management.

The MAF is structured around 10 key elements that collectively define "management" and establish the expectations for good management of a department or agency.

The Treasury Board Portfolio (TBP) uses the MAF to assess federal departments' and agencies' management performance on an annual basis. Organizations use the feedback provided to better understand where they are successful and identify opportunities for improvement.

The Hazardous Materials Information Review Commission (HMIRC) participated in a MAF assessment for the first time during Round V for the period 2007-08. Despite its small size and limited resources, the overall HMIRC assessment was very positive and the Commission obtained either a Strong or Acceptable rating in 12 of 17 areas of management.

The Commission received a Strong rating in the following areas:

• Utility of the Corporate Performance Framework
• Extent to which Workplace is Productive, Principled, Sustainable and Adaptable

The Commission received an Acceptable rating in the following areas:

• Effectiveness of the Corporate Management Structure
• Quality Reporting to Parliament
• Managing Organizational Change
• Extent to which Workplace is Fair, Enabling, Healthy and Safe
• Effectiveness of Information Technology Management
• Effectiveness of Asset Management
• Effective Procurement
• Effectiveness of Financial Management and Control
• Effective Management of Security and Business Continuity
• Citizen-focused Service

  Citizen-focused Service was rated Acceptable overall, however, Opportunities for Improvement were noted as follows:

  Recommendations:

  • Measure client satisfaction using the Common Measurements Tool. Communicate the results of client satisfaction measurement.
  • Make information on consultations available on the Canada site, post results of its consultation activities, and incorporate feedback received in the implementation of its policies, programs and services.
  • Increase capacity for accessible website development.

  HMIRC Response: An online survey to measure client satisfaction was conducted in March 2009. These results will be reviewed by management and used to inform strategic planning activities, as well as the delivery of programs and services. Follow up surveys will be conducted to measure client satisfaction at appropriate intervals. HMIRC will continue to improve the quality of its website.

The Commission received an Opportunity for Improvement rating in the following areas:

• Values-based Leadership and Organizational Culture
• Effectiveness of Corporate Risk Management
• Effectiveness of Information Management

The Commission received an Attention Required rating in the following area:

• Quality and Use of Evaluation
• Effectiveness of Internal Audit Function

Treasury Board recommended five management priorities for the HMIRC to focus on in 2008-2009:

1. Quality and Use of Evaluation

Recommendations:

• HMIRC is encouraged to enhance its performance measurement system from tracking outputs to outcomes in order to inform a review of relevance and effectiveness in the future.

HMIRC Response: The Commission will review and strengthen the performance management mechanisms it has in place. As well, HMIRC will implement the new TBS policy, directive and standards on evaluation as they pertain to small departments and agencies.

2. Effectiveness of Internal Audit Function

Recommendations:

• An IA implementation plan should be developed.
• Audits should be conducted in accordance with the updated Corporate Risk Profile.

HMIRC Response: The Commission will develop an implementation plan for the Treasury Board Policy on Internal Audit as it pertains to small departments and agencies. The revised Corporate Risk Profile will reference this plan.

3. Values-based Leadership and Organizational Culture

Recommendations:

• Address the issues identified in the Opportunities Section to improve its values and ethics within the context of departmental priorities and resources.

HMIRC Response: Increased resources in the Corporate Services and Adjudication Branch will allow for assessments of employee engagement regarding Public Service values and ethics, as well as the development of a values and ethics plan and performance statement. An employee recourse mechanism is available through the Office of the Public Sector Integrity Commissioner; management will regularly track and review HMIRC employees' use and concerns regarding this mechanism.

4. Effectiveness of Corporate Risk Management

Recommendations:

• Opportunity to improve the effectiveness of the organization's current informal risk management by introducing IRM principles on a scale appropriate to the size and mandate of the organization.

HMIRC Response: The Commission is committed to ongoing development and integration of risk management processes within its planning activities and the revision of its Corporate Risk Profile. As part of this commitment, HMIRC performed an environmental scan and risk assessment in preparation of the Strategic Plan 2009-12. Additional resources have been secured in the last fiscal year to support this initiative.

5. Effectiveness of Information Management

Recommendations:

• All opportunities need to be addressed.
• Must comply with all ATIP legislative and policy requirements.
• Must provide annual updates to TBS' Info Source publications

HMIRC Response: The Commission has developed an electronic classification system which it will implement across the organization in 2009-10. Other improvements to the Information Management (IM) system will be finalized and implemented, including a comprehensive IM strategy, in order to increase recordkeeping capacity and comply with legislation and policy. Additional resources have been secured to support these initiatives.

More information about MAF Round V Assessments is available on the Treasury Board website at www.tbs-sct.gc.ca/maf-crg/assessments-evaluations/2007/mhi/mhi-eng.asp.