Management Response and Action Plan (MRAP) - Tobacco Control Directorate: Audit of Governance Systems and Practices

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NOTE: TCD is currently part of the HC Realignment process which will see the Office of Programs and Knowledge Exchange transferred from HECSB to RAPB. As a result of this reorganization, it is anticipated that there will be a greater focus on developing consistent standards on administering of the Directorate's Management practices. In addition, joint procedures will be developed to ensure the effective coordination and implementation of the Management Response and Action Plan to achieve more effective monitoring of results.

Tobacco Control Directorate: Audit of Governance Systems and Practices

Recommendations	Management Response: Accept Accept with conditions Reject	Planned Management Actions	Deliverables	Expected Completion Date	Accountability
Recommendation #1: It is recommended that the Assistant Deputy Minister of the Healthy Environments and Consumer Safety Branch ensure that individual Office work plans identify, and are clearly linked to, the specific activities which contribute to achieving the Directorate's objectives.	Accept	1) Standardized work/project plans for each office will be developed that link to the operational plans for the Directorate. The work/project plans will include, where appropriate, indicators/targets to link to the Results-based Management Accountability Framework (RMAF) for the Federal Tobacco Control Strategy (FTCS).	Operational Plans and work/project plans for 2009-10	Launch - Nov 08 Final version - Jan 09	Office of Accountability and Planning (OAP) & Management Services
			Documentation on quarterly evaluation of risk based on work/project plans.	Quarterly	Office of Policy and Strategic Planning (OPSP) for links to RMAF and evaluation of risk
Recommendation #2: It is recommended that the Assistant Deputy Minister of the Healthy Environments and Consumer Safety Branch ensure that measurable performance indicators and targets be established at the work plan level to facilitate monitoring, reporting and decision making.	Accept	1) As per Recommendation #1 above, the work/project plans will incorporate measurable indicators & targets.	Work/project plans	Final version - Jan 09	OPSP for evaluation of indicators and targets. Office of Management Services (OMS) for documentation.
		2) TCD will update the Integrated Planning Table for 2007-11 (a 1 to 3 year business planning document that links strategic objectives to work activities) consistent with the Federal Tobacco Control Strategy.	Documentation related to annual review & update of IPT based on annual performance report on FTCS.	Nov 08 and annually thereafter	OPSP
		3) The Directorate will continue to actively participate in the Branch-led project to develop and implement integrated planning and reporting incorporating indicators and targets to support resource allocation and reallocation decisions.	HECSB Business Intelligence Initiative	Underway Branch target- March 2009 for design work completion. Complete development and implementation of solution Branch-wide prior to March 31, 2010.	OAP and Directorates
Recommendation #3: It is recommended that the Assistant Deputy Minister of the Healthy Environments and Consumer Safety Branch ensure that a formal process is implemented for documenting and responding to risks relating to the Tobacco Control Directorate as part of the planning process.	Accept	1) Formalize and document risk management as a part of every Directorate Management Committee and Weekly Analysis of Risk (Hot Issues) Discussion.	Agendas & Records of Decisions of meetings including PMC	Underway	Director General's Office (DGO)
		2) A summary of corporate and environmental risks linking to Branch & Departmental risk analyses, where appropriate, will be completed for the strategic planning cycle.	Annual risk analysis document	November 2008 and annually thereafter	OPSP
		3) Operational and work planning templates (as per Recommendation #1 above) will include a section on risk.	Operational Plans and work plans for 2009-10 & annually thereafter	Launch -Nov 08 Final version - Jan 09	OAP & OMS
		4) Implement the findings of the 2007-08 Functional Review of TCD indicated the need for greater capacity for integrated risk management, in relation to performance & strategic planning and business planning.	Business plan Approved plan implemented.	Work commenced BP completed Oct 2008 April 2009	OPSP OMS for Business Planning
Recommendation #4 It is recommended that the Assistant Deputy Minister of the Healthy Environments and Consumer Safety Branch ensure that the Tobacco Control Directorate routinely monitors and documents the results achieved against performance targets, and that work plans and priorities are adjusted, as appropriate.	Accept	1) Complete development of its Financial Decision Making Strategy incorporating sound financial principles, quarterly review of expenditures against approved operational and work plans with documented reallocation based on risk and annual or as updated risk management framework.	Financial Decision Making Strategy	Drafted and to be adopted by DMC by October 1, 2008	OMS
			Quarterly review	Q-1 review completed July 23, 2008	OMS
				Documentation as part of DMC minutes	DMC Secretariat
		2) Tied to the quarterly review of expenditures against work plans will be the quarterly review and update of Human Resources situation and forecasts.	Updated HR plan	Q-1 review completed July 23, 2008	OMS and Directors
		3) TCD will continue to produce an annual performance report as per its requirements under the RMAF, including new information arising from the recommendations in this audit.	Annual Performance Report	June 2009 and annually thereafter	OPSP