Supporting Strategic Objectives
The Strategic Outlook for the 39th
Parliament, published in 2006, identifies four
strategic objectives for the House of Commons
Administration that reflect its vision, values and
mandate. It also provides a framework for its activities
in support of Members.
The House Administration's strategic objectives are:
-
Respond to the evolving role of Members and the
institution
-
Enhance ongoing services to Members and sustain the
institution
-
Promote understanding and support the advancement of
legislative institutions
-
Apply, in a parliamentary context, the highest
standards of public-sector governance
This section of the Report to Canadians
describes the House Administration's accomplishments
during the 2007-2008 fiscal year in support of those
objectives. It also identifies the Administration's major
commitments for 2008-2009.
1. Responding to the Evolving
Role of Members and the Institution
Canadian parliamentary democracy is always evolving in
response to new challenges. The House of Commons
Administration supports the efforts of all Members of
Parliament to meet these challenges by providing new,
innovative ways to access parliamentary information and
by supporting the evolution of parliamentary practices
and rules.
The Strategic Outlook is prepared at the
beginning of each Parliament and outlines to Members
the House Administration's strategic orientation and
key commitments for the duration of the Parliament
based on their needs. The latest version of the
Strategic Outlook is available on the Parliament of
Canada Web site at www.parl.gc.ca.
Supporting the Evolution of Parliamentary Practices and
Rules
While the last year has seen only minor changes to the
Standing Orders of the House, so many unusual and
unprecedented events have occurred that there has been a
significant impact on the precedents and practice.
Updates are being made to procedural reference works and,
in the meantime, procedural staff in the Administration
stands ready to brief Members and their offices about the
procedural options available to them in managing their
business to meet their specific objectives. These
briefings are strictly for information purposes; planning
strategy is not within the purview of the non-partisan
Administration but rather the work of political party
advisers and researchers.
Improving Members' Access to Parliamentary Information
The administrations of the Senate, the House of Commons
and the Library of Parliament continue to be governed by
the principles of a common, long-term vision and strategy
for enhancing parliamentary information services
throughout Parliament. In the coming year, the
Parliamentary Information Management Working Group,
representing all three institutions, will continue to
develop a governance model that defines roles and
responsibilities so that all participants can work
together effectively.
The House Administration is ensuring that Members have
access to desktop information management tools to support
them in their work. In 2007-2008, Members were provided
with on-demand access to televised and audio proceedings
via the ParlVU service. The "Today in the House" service
also provides online information on the daily activities
of the House of Commons, and this year, Members of
Parliament were able to review the draft transcripts of
proceedings (the "blues") from their portable devices
(PDAs).
Work is under way on the second phase of Smart
Book, a software tool to help publish both paper and
electronic documents and to improve document workflow for
International and Interparliamentary Affairs. Smart
Book will also be used to manage and publish
articles for the Compendium of House of Commons
Procedure, making it easier to update and maintain this
important online resource.
The Parliamentary Precinct Network has recently been
upgraded in most buildings to ensure a more reliable and
manageable service platform for the delivery of
information services. In 2008-2009, the House
Administration will complete the implementation of a
secure, reliable and central information storage
environment for Members. In addition, network services
for Members' constituency offices are being renewed to
provide fast and flexible communications services.
2. Enhancing Ongoing Services to
Members and Sustaining the Institution
OUTREACH PROFILE
Organization for Security and Cooperation in Europe
(OSCE) Conference
In 2008, Canada's Parliament will continue its
longstanding practice of hosting parliamentary
conferences in different regions of the country. From
September 18 to 21, Toronto will welcome 250 delegates
from the 56 member countries of the OSCE. This
conference will provide an opportunity for
parliamentarians from around the world to reflect on
the challenges faced by OSCE members.
The House Administration has implemented a series of
initiatives to enhance management and planning practices,
as well as to upgrade technology services and facilities
so that Members and employees can better serve Canadians
in an efficient, effective manner.
Improving the Use and Application of Information
Technology Services
By investing in technology services, improvements have
been made to the financial and human resource systems of
the House of Commons to make them more efficient in the
management of information and in the way services are
delivered.
This year, the House Administration completed the upgrade
of the Human Resources Management System, making it
easier for Members to maintain and manage
resource-related information. In addition, a Human
Resources Data Quality Program is being implemented to
put in place controls, standards and processes to provide
clients with higher quality information. Electronic forms
used by Members for reporting travel expenses, hiring
employees and other business-related activities have been
modified to make them easier to use.
In 2008-2009, a pilot project will be launched so that
Members can procure their office supplies electronically
from their constituency offices and have their budgets
updated simultaneously. Work will continue with the
implementation of the Financial Management System upgrade
and the Human Resources Data Quality Program. A Finance
Data Quality Program will also be implemented in
2008-2009.
Improving the Committee Report Production Process
With its partners in the Library of Parliament and the
Translation Bureau of Public Works and Government
Services Canada, the House Administration reviewed and
refined the process by which committee reports are
produced. This initiative helped streamline
decision-making and better coordinate the monitoring and
timely production of the reports.
Managing the Members' Orientation and Election Readiness
Program
The Members' Orientation and Election Readiness Program
ensures the timely and coordinated delivery of
administrative, financial and procedural information and
services required by Members of Parliament before, during
and after general elections and by-elections. Building on
lessons learned from previous elections, the House
Administration is implementing a more rigorous and
structured governance approach and is improving services
to new Members. The Program has recently become part of
the Secretariat to the Board of Internal Economy.
Enhancements to Web Site for Committees
Building on the approach taken with the "Today in the
House" service, enhancements have been made to the Web
site for committees. These enhancements meet
accessibility standards, provide a common "look and
feel", make it easier to maintain the site, and provide
better access to information about committee activities,
members and witnesses.
Renovating the Parliamentary Precinct buildings.
Photo: © House of Commons / Bernard Thibodeau
Guides for Chair Occupants and Table Officers
The House Administration prepared a new edition of a
guide for Chair Occupants. Scheduled to be printed in
2008, Practical Advice: Guide for Chair
Occupants will be available in an abridged format so
that it can be accessed quickly by Presiding Officers
when managing debates in the House.
Renovations of the Parliamentary Precinct
The House Administration continues to strive to meet the
key objectives of the Long-Term Vision and Plan (LTVP)
for the Parliamentary Precinct. This plan serves to
ensure that Members are housed in facilities that meet
the demands of a modern workplace while minimizing the
impact of Parliamentary Precinct renovations on
operations and services. In addition, the LTVP respects
the historical significance and beauty of the Parliament
Buildings and grounds-preserving them while preparing for
future needs. The LTVP involves a close partnership with
Public Works and Government Services Canada, since
parliament is a tenant of the buildings of the Precinct
and the Hill.
Planning continues on the major rehabilitation of the
West Block, with restoration work underway on the
southeast and north towers. Renovation work is
progressing to provide interim space for
Parliamentarians' offices and for committee rooms,
displaced from the West Block to enable the
rehabilitation of the building to proceed.
Business Continuity Planning
Ongoing planning ensures that the vital business of the
Chamber and committees can continue in the event of an
emergency situation in which the House of Commons is
required to relocate. Critical service needs of all the
areas of the House of Commons have been identified.
Supporting Parliamentary Security
To support security awareness activities within the
Parliamentary Precinct, the House Administration
published and conducted presentations on security tips
and protocols. This information is integrated into House
of Commons security practices, and is maintained and
assessed regularly.
The Parliamentary partnership of security representatives
from the Senate, the House of Commons, and the RCMP
provides strategic orientation on security issues to
align with the Long-Term Vision and Plan of the Precinct,
while maintaining appropriate security practices in daily
operations.
3. Promoting Understanding and
Supporting the Advancement of Legislative Institutions
Promoting a Broader Understanding of Parliament
To ensure a broader understanding of Parliament among a
wide range of clients, including the media as well as
professional and academic organizations, the House
Administration is working on the second edition of
House of Commons Procedure and Practice-a
comprehensive study of House of Commons procedural rules
and precedents. The new edition, which is scheduled for
publication in 2009, will take into account changes to
the Standing Orders and practices of the House of Commons
that have occurred since the first edition was published
in 2000.
Providing Learning Opportunities
Training sessions on parliamentary procedure continue to
be offered by the House Administration to a range of
clients, including Members of the House of Commons and
their staff. An in-depth, intensive version of this
training is also provided to new senior staff of the
House Administration. In conjunction with the Senate and
the Canada School of Public Service, the House
Administration provides training sessions explaining the
functions and rules of Parliament to employees of the
federal public service.
4. Applying, in a Parliamentary
Context, the Highest Standards of Public-sector
Governance
As part of ongoing efforts to ensure accountability and
transparency to Canadians, the House of Commons
implements a range of management processes and best
practices that promote responsible stewardship of
resources.
Implementing the Chief Financial Officer Model
Visit the Parliament of Canada Web site at www.parl.gc.ca
to learn more about the legislative process and the
activities of the House of Commons.
With the renewed emphasis on sound financial management
throughout the public and private sectors, the House
Administration's Finance Services is implementing the
Chief Financial Officer (CFO) Model. Implementing this
model will help ensure that the people and infrastructure
are in place to provide the best possible service to
Members. The CFO model will achieve this by:
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delivering effective financial strategies through
modern systems, internal controls and best practices;
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generating high-quality, integrated financial
information;
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measuring performance and identifying areas for
improvement; and
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reducing transactional activity by leveraging
technology.
OUTREACH PROFILE
Partners for a Green Hill
Canadians consider environmental protection a core
value and Parliament is gladly willing to do its part.
Through a program called Partners for a Green Hill,
established in 2004, the Senate, House of Commons and
Library of Parliament joined forces to further good
environmental stewardship of the Parliamentary
Precinct. It is a commitment to preserve and enhance
the Parliament Hill environment by implementing the
"4Rs" of environmental protection: Reduce, Reuse,
Recycle and Rethink. It also aims to raise public
awareness about the importance of preserving and
protecting the environment-including the Parliamentary
Precinct. The program involves all buildings within the
Parliamentary Precinct housing more than 4,000 people
who work in this area, including parliamentarians and
their staff, employees of the Administration of the
Senate, the House of Commons and the Library of
Parliament, and the public.
The House Administration is implementing an integrated
investment-planning framework. The framework enhances the
planning process that ensures investments are made
strategically, factoring in needs, costs, risks, sources
of funding, investment options and intended impacts. In
2007-2008, the House of Commons initiated its first
formal cycle of integrated investment planning, with the
preparation of a Five-Year Investment Plan (2009-2013).
With respect to financial reporting, the House
Administration's financial statements continue to be
audited by an external firm. In 2007, an unqualified
audit report was issued. As part of the CFO Model's
objective to create the conditions for generating
high-quality financial information, several quality
assurance reviews were conducted, including financial and
post-payment reviews.
Based on a multi-year policy plan that guides policy
review and development, the House Administration reviewed
the requirements and limits for delegation of authority
and the rules governing official gifts, as well as the
policy that governs the receipt, control and deposit of
cash. A revised procurement policy is also being
developed to control costs and risks associated with the
procurement process.
Over the course of the 2008-2009 fiscal year, additional
activities are scheduled as part of the multi-year policy
plan. An asset management policy will be developed. This
will establish a reporting and accountability framework
to facilitate optimal asset performance. In addition,
financial management and policy guides for committees,
parliamentary associations and parliamentary exchanges
will be examined, as well as policies governing the
recovery of property and privileges of departing
employees.
Sustaining a Modern and Effective Workforce
The House Administration continues to plan and implement
a number of activities to ensure that it remains a
competitive employer with a thriving workforce. Several
initiatives have been implemented to respond to the
growing challenges in human resources management,
including measures to attract new employees and support
for the current workforce through training and leadership
development. These steps will ensure that House
Administration employees have the skills necessary to
meet the needs of Members today and in the future.
Focus on Employees' Potential: Talent Management
Competency profiles were developed to reflect the skills
required for managers, supervisors, language instructors
and administrative positions within the House
Administration. These profiles were based on information
gathered at focus groups and in interviews conducted with
incumbents and their managers. In addition, human
resource specialists administered competency-based
evaluation tools, conducted learning needs assessments,
and provided individual and collective learning plans in
various service areas.
The next year will see the alignment of the competency
profiles with the development of a leadership program to
ensure that all employees can deploy their talents and
contribute to the success of the organization. A
structured succession planning program will also allow
the organization to ensure the transfers of knowledge and
corporate memory, thus continuing to provide quality
service and information to Members.
Focus on Client Requirements: Service Delivery
To address a shrinking pool of top talent, innovative
programs were developed to attract new employees.
Recruitment was promoted by participating in job fairs
and posting job opportunities on the Parliament of Canada
Web site, reaching more potential candidates and adapting
to the culture of a new generation.
New initiatives in occupational health and safety include
developing a corporate response plan to deal with
pandemic situations, implementing health-risk assessments
to assist staff in addressing work/life balance issues,
and establishing an integrated conflict management system
to foster a workplace where conflicts can be resolved in
a constructive manner.
Focus on the Institution's Needs: Stewardship
The House of Commons aspires to become an environment of
choice. Consultations were held regarding human resources
policy development, in order to review and streamline key
business processes and report on performance efficiently.
A corporate report on employment equity, tabled at the
Board of Internal Economy, defines strategic initiatives
that will allow the organization to adjust its priorities
to ensure that the House recruits and retains a
proportional representation of the four designated
employment equity groups. New reports on human resources
management in the House Administration will be developed
to provide accurate and timely data for optimal
decision-making.
Ensuring Information Resources are Readily Available
The House Administration has established a central
records office and has completed an inventory and review
of current and archived print information. This review
included developing and implementing a classification
structure aligned with the House of Commons Subject
Classification Scheme, as well as retention and
disposition schedules.
Environmental Management
DID YOU KNOW THAT…
Since Confederation, Canada has been served by 12
Clerks of the House of Commons. Audrey O'Brien, the
current Clerk, is the first woman to occupy the
position.
Partners for a Green Hill will continue to promote new
programs and initiatives to improve environmental
management on Parliament Hill, including conducting a
review of the use of chemical products, promoting the
transit-pass program for employees, and expanding
recycling programs to divert more waste from landfill
sites. An audit of environmental management programs in
2007-2008 showed that the House maintained a rate of 83%
diversion of waste products from landfill. Also,
stringent environmental criteria have been incorporated
into the tendering process for the purchase of paint.
Parliament Hill Plan
1 Peace Tower
2 Centre Block Main Entrance
3 The Library of Parliament
4 West Block
5 East Block
6 The Centennial Flame
Graphic: Library of Parliament / Barb Wood