Monitoring and Payment Function and Quality Assurance Programs Overview as identified in Evaluation - Recommendations and Action Plans (Approved 2004)

1. Development of a department-wide risk Management framework.

Develop a corporate risk profile

Audit & Evaluation (A&E)

Corporate Risk Profile developed focusing on inherent risks and risk tolerance Jan 2004. Requires Exec approval

Residual risk rating completed for selected risks April 2004.

Estimated Completion Date: March 31, 2005

Develop and implement an integrated risk management framework that will provide guidance on the following:

- The level of risk the department is willing to tolerate.

Risk Based Audit Framework RBAFs have been completed for The Western Diversification Program (WDP), and Innovation & Community Investment Program (ICIP) and Community Futures programs

Recommendations into the development and implementation of Risk Based Audit Policy (RBAFs).

March 2004 KPMG consulted on a review of our audit policy for WDP/ICIP and made recommendations for a new audit policy which will require Exec approval.

2. Design a project performance measurement function.

Develop a performance measurement and evaluation strategy for all programs.

- Assign responsibilities for defining, monitoring and measuring project outcomes (RBAFs, Risk Management Accountability Framework (RMAFs) and Project Activity Architecture (PAA)).

Assess anticipated work effort and skill requirements associated with measuring project performance.

Programs working with A&E

Programs

Estimated Completion Date: December 2004

Database collection of performance measures (Project Assessment Tool PAT)

Evaluate current tool and ensure that performance measures are incorporated into PAT.

Programs & Information Management & Technology (IMT) on PAT Version 2 - Project Charter signed off in September 2004

PAA common indicators under development fall of 2004

Estimated Completion Date : December 2004

Evaluate the Service Delivery Network Program

A&E

Estimated Completion Date: March 31, 2005

Renewal of contracts for Service Delivery Network partners (includes improvements to performance reporting)

Programs

Estimated Completion Date: March 31, 2005

Renewal of Service Delivery Network Program, Community Futures Program, and Women's Enterprise Initiative terms and conditions

Programs

Estimated Completion Date: March 31, 2005

3. Complete the development and implementation of Risk Management Accountability Frameworks (RMAFs) and Risk Based Auditing Framework RBAFs for all its programs.

Development of a performance measurement and evaluation strategy for all programs to drive implementation of program RMAFs.

- Define specific monitoring and auditing requirements and include in M & P policies and procedures.

Corporate Finance & programs

Estimated Completion Date: March 2005

Development of project audit policies and procedures for all programs to drive implementation of program RBAFs.

Programs/A & E

Programs: WDP, CF and ICIP RBAFs completed

4. Improve management information reporting capabilities

Review the capabilities of management reporting systems (including "switched off" functionality) against management's information requirements.

Corporate Finance & Programs

Some aspects to be addressed through the M&P processes update.

Estimated Completion Date: March 2005 and ongoing

Consider developing reports suited to the departments needs such as exception reporting, comparison and trend reporting, summary reporting, and ad hoc reporting analysis.

- Identify existing management reports and assess their usefulness

- Identify the need for additional reports or changes to existing ones

IMT – Programs Some issues to be addressed through the PAT V2 working group

Estimated Completion Date: March 2005 and ongoing

Address information requirements that use data beyond that contained in GX (e.g. performance reporting, operational reporting).

Programs – IMT

With upgrades in PAT V2 – reporting requirements under review

Estimated Completion Date: December 2004 and ongoing

5. Consider implementing a project management system

Assess the costs and benefits associated with implementing a department-wide, project management system that would support its operations more fully.

Corporate Finance & Programs & IMT Review of ACOA system in July 2004. Decision to update PAT instead of adopting ACOA's management system Deficiencies and requirements to be identified as PAT and M&P upgrades progress.

Estimated Completion Date: March 2005 and ongoing