Directive No. 29
Revision 1

Civil Aviation Information Systems

Policy Objective:

To build a Civil Aviation Information Management/Information Technology (IM/IT) framework by which automated information systems are planned, designed, developed, maintained and evaluated.

Background:

A key influence and the foundation of Civil Aviation's Integrated Management System is the Government of Canada's management framework Results for Canadians: A Management Framework for the Government of Canada, which commits managers to sharpen their citizen focus, to apply sound public service values, to manage for results and to spending in a responsible manner. Results for Canadians demands the integration of the best of current management practices and priorities for change into a coherent whole.

In keeping with this management approach and because the Civil Aviation directorate has recently undergone some organizational changes in February 2002, a study was commissioned entitled "Organization Review of Civil Aviation IM/IT and Web Unit in Headquarters" which recommended options to enhance the IM/IT function within Civil Aviation.

Several options were explored with strengths, weaknesses and implications for each option. Through consultation with stakeholders and affected parties, a new direction for IM/IT within Civil Aviation has been developed and is presented in this directive. This directive identifies an accountability framework through which quality, performance and results can be achieved.

Policy Statement:

Civil Aviation information systems will support Transport Canada's operations, and their resources, development, and maintenance activities will be planned and managed efficiently and effectively, in accordance with the department's application framework.

Application:

This directive applies to all Civil Aviation Headquarters branches responsible for automated information systems owned or developed primarily by Transport Canada.

Definitions:

Automated Information System (Application)

any customized or off-the-shelf computer program that permit data to be accessed, manipulated and reported on by more than a small work unit (up to 10 users). "Application" is a commonly used synonym.

National Application

an automated information system that is currently in place or is planned to be implemented across the national program, or a local application that is proposed to be migrated outside of its home regional or HQ branch.

Local Application

any automated information system other than a national application.

Platform

the underlying hardware or software for a system. "Operating System" is another term commonly used.

Approach:

Management Framework

A hybrid approach to management of the life cycle of information systems will be used. Appendix A outlines the roles and responsibilities for this approach, which are different depending on whether the self-service or full-service option is chosen.

The International Aviation and Technical Programs Branch will be Civil Aviation's focal point for dealing with application issues, plans and proposals as directed by the Director General of Civil Aviation and/or the Civil Aviation Management Executive (CAMX), including any application-specific matters referred by application owners. This branch will also coordinate application-related corporate IM/IT requirements with the required groups within the Technology and Information Management Services Directorate (TIMSD), on behalf of Civil Aviation and will offer services for planning, development and management of applications.

Technical Requirements for Application Development

The roles, responsibilities, required competencies and the step-by-step process for development of Civil Aviation information systems are detailed in the reference document — Civil Aviation Application Development Process. This document establishes the standard methodology to design, develop, track and assess application development as well as for planned changes or enhancements to existing applications. The methodology is consistent with the System Development Life Cycle Methodology outlined in Transport Canada's Application Management Framework. All new Civil Aviation applications shall be constructed on a platform that is compatible with existing Transport Canada IM/IT infrastructure unless otherwise approved by CAMX for an alternate. Existing applications not on Transport Canada-approved platforms will consider a transition.

Every effort should be made to achieve systems' integration by identifying opportunities for data and resource sharing, standardization and business linkages.

Service Agreements

The delivery of Civil Aviation Information Systems Services will be formalized through the development of Service Agreements (SAs) between application owners and the International Aviation and Technical Programs branch.

Resources

Civil Aviation IM/IT staff will be hired in the Computer Science (CS) category through regular staffing processes. Departmental competencies are being developed for IM/IT resources, which will be used for Civil Aviation.

Wherever possible, long-term development and maintenance of applications will be the responsibility of Transport Canada indeterminate staff. Staffing of skilled personnel will be coordinated as required to act as shared resources for common application development roles like functional testing, technical writing, database administration, and low-level programming. It should also be determined if the requirement could be met by using students, temporary help or casual employees.

Contractors should only be engaged when a special skill or knowledge is required and is not available or cannot be acquired by Transport Canada staff within a reasonable time and cost. A mechanism will be in place to transfer knowledge to Transport Canada resources for those applications using contracted resources whose contracts are not renewed.

Contracts

Guidelines for contract evaluation criteria for IM/IT resources will be provided by International Aviation and Technical Programs and will primarily evaluate technical skills and experience gauged by bid, references, sample work and interview(s). Aviation business knowledge can be assessed but will not be given a weight greater than 10 percent of the total rating.

Contractors can be engaged for six months with up to three six-month renewal options with the approval of the Director General, Civil Aviation. If the requirement for an external contract exceeds two years, the existing contractor, providing their past services have been satisfactory, will be required to bid on the open market for the contract. A contract monitoring system will be in place to track awards, renewals, amendments, financial limitations and progress (i.e. deliverables). Where possible for development activities, work will be developed as modular, fixed-price contracts as opposed to per diem rates.

Each new or renewed contract must be approved by a Civil Aviation contract review board made up of a representative from the International Aviation and Technical Programs branch, the business area where the primary contract work is to be performed, and from Corporate IM/IT (TIMSD) or another Civil Aviation branch. The board will also review sole-source justifications for contracts under $25,000. Contractor performance will also be reviewed prior to contract renewal.

The elements to be used in the Terms of Reference for contracts are outlined in Appendix B. Contracts in place at the time this directive takes effect will be reviewed to determine the next step.

Planning

Planning should be aligned with existing departmental cycles. Guidance will be provided to assist with documentation requirements and submission deadlines. Branches shall determine their anticipated IM/IT application-related requirements for CAMX review.

Roles and Responsibilities

See Appendix A

Reporting

Quarterly reports will be provided to CAMX by the Director, International Aviation and Technical Programs.

Further information:

Robert J. Shuter
Director, International Aviation and Technical Programs
Telephone: (613) 990-8177
Facsimile: (613) 998-4860
E-mail: shuterb@tc.gc.ca

Merlin Preuss
Director General
Civil Aviation

Effective Date: June 18, 2003
Expiry Date: This directive will reviewed annually.