IRCC Deputy Minister Transition Binder 2019 – Corporate Committees and Governance
Purpose
Provide an overview of Immigration, Refugees and Citizenship Canada’s (IRCC) current governance structure.
Background
With significant departmental growth underway, senior executives felt it was time for a new culture and a new model that provided ADMs with more authority and a streamline approach to decision-making.
In March 2018, a Governance Review was undertaken and implemented. The goal of the review was to:
- innovate IRCC’s Corporate Governance to adapt to constant changes and evolution of the Department;
- ensure proper committee alignment and decision paths for upmost departmental planning and decision-making; and
- reduce senior management time spent at numerous committee meetings while ensuring frank discussions and limiting membership
IRCC Decision-Making Committee Structure
Text version: IRCC Decision-Making Committee Structure
Corporate Governance
- Minister – Deputy Minister Committee (MIN-DM) – weekly
- MIN-DM provides priority updates based on the Mandate commitments, while also acting as a briefing forum for requested topics or hot issues of the Department.
- Executive Committee (ExCom) – weekly
- ExCom is a Deputy Minister chaired Standing Committee that acts as the decision-making and oversight body for Departmental-wide issues, as well as setting priorities and providing high-level strategic directions for the Department. ExCom also serves as a pre-brief committee in preparation to Ministerial Briefings, as needed.
- Leads into MIN-DM
- Transformation Committee (TransCom) – monthly
- TransCom is chaired at the Deputy Minister’s level and provides a departmental-wide leadership toward achieving IRCC’s service transformation vision, objectives and outcomes.
- Look Ahead – weekly
- Look Ahead is a Deputy Minister chaired information-sharing Committee.
Operational Governance
- Transformation Steering Committee (TSC) – bi-weekly
- TSC is an Assistant Deputy-Minister table for robust discussion and decision-making, which main activities will be to unclog, solve problems and monitor the transformation roadmap.
- Leads into TransCom
- Corporate and Finance Committee (CFC) – bi-weekly
- CFC is an Assistant Deputy Minister co-chaired decision-making committee that provides risk-based strategic advice, recommendations, and decisions in support of financial and management excellence and accountability.
- Leads into ExCom
- Lead into by DG Committee Feeders
- Issues Management Committee (IMC) – bi-weekly
- IMC is an Assistant Deputy Minister co-chaired forum for robust discussion and decision-making at the Senior Management level on specific issues and challenges related to program, policy and operational priorities.
- Leads into ExCom
- Lead into by DG Committee Feeders
DM/DMA Chaired Committees
- Audit Committee
- The Audit Committee provides objective advice and recommendations regarding the sufficiency, quality and results of assurance on the adequacy and functioning of IRCC’s risk management, control and governance frameworks and processes, including accountability and auditing systems.
- Performance Measurement and Evaluation Committee (PMEC)
- PMEC uses performance measurement and evaluation information to improve the effectiveness and efficiency of Departmental programs. It ensures timely course-correction to enhance program results.
- National Security Committee (NSC)
- NSC is to strengthen domain and operational awareness of national security issues relating to the Department as well as identify priorities and develop advice relating to national security matters.
- Legal Issues Management Committee (LIMC)
- LIMC supports the Deputy Minister and Associate Deputy Minister in the effective management of significant legal issues and risks arising from operations, policies, procedures, and litigation, and to strengthen the management of legal costs incurred by the Department.
Chairmanship
Deputy Minister (DM) Committees
- The Corporate Governance framework – ExCom, Transformation, MIN-DM and Look Ahead are DM chaired committees for strategic, horizontal decision-making and oversight.
- ExCom and TransCom are the senior departmental forums that provide high-level strategic directions and approval on Departmental priorities and emerging issues.
Deputy Minister Associate (DMA) Committees
The DMA leads four committees, which provide:
- awareness of significant legal or litigation matters and of national security issues; and
- oversight of the Departmental Results Framework and Program Inventory, and on the sufficiency, quality and results of assurance of IRCC’s risk management including accountability and auditing systems.
Assistant Deputy Ministers (ADMs) Committees
- The Operational Governance framework – IMC, CFC and TSC reinforces ADM leadership and decision-making accountabilities within their delegation of control and authority.
- These committees ensure strategic advice, recommendations and decisions on program issues, priority alignment and provide financial and management support to the organization.
Membership – DM Corporate Governance
ExCom
Chair
Deputy Minister
Vice-Chair
Associate Deputy Minister
Members (10)
- ADM, Corporate Management/CFO
- ADM, Strategic & Program Policy
- ADM, Operations
- ADM, Transformation Digital Solutions/CIO
- ADM, Settlement & Integration
- AADM, Strategic & Program Policy
- AADM, Operations
- Legal
- DG, Communications
- DG, Audit
Ex Office
- DM-Chief of Staff
- DG, Strategic Policy & Planning
- Corporate Secretary
Guests
Chair’s discretion
TransCom
Chair
Deputy Minister
Vice-Chair
Associate Deputy Minister
Members (8)
- ADM, Corporate Management/CFO
- ADM, Strategic & Program Policy
- ADM, Operations
- ADM, Transformation Digital Solutions/CIO
- ADM, Settlement & Integration
- AADM, Strategic & Program Policy
- AADM, Operations
- DG, Communications
Ex Office
- DM-Chief of Staff
- Legal
- DG, Transformation
- Corporate Secretary
Guests
Chair’s discretion
Look Ahead
Chair
Deputy Minister
Vice-Chair
Associate Deputy Minister
Members (7) + Minister’s Staff
- Minister’s Staff
- ADM, Corporate Management/CFO
- ADM, Strategic & Program Policy
- ADM, Operations
- ADM, Transformation Digital Solutions/CIO
- ADM, Settlement & Integration
- AADM, Strategic & Program Policy
- AADM, Operations
Ex Office
- DM-Chief of Staff
- Departmental Assistant
- Legal
- DG, Communications
- DG, Audit
- DG, Research & Evaluation
- Corporate Secretary
Guests
Chair’s discretion
MIN-DM Hussen
Chair
Deputy Minister
Vice-Chair
Associate Deputy Minister
Members (8) + Minister’s Staff
- Minister’s Staff
- ADM, Corporate Management/CFO
- ADM, Strategic & Program Policy
- ADM, Operations
- ADM, Settlement & Integration
- AADM, Strategic & Program Policy
- AADM, Operations
- Legal
- DG, Communications
Ex Office
- DM-Chief of Staff
- Departmental Assistant
Guests
Chair’s discretion
MIN-DM Blair
Chair
Deputy Minister
Vice-Chair
Associate Deputy Minister
Members (4) + Minister’s Staff
- Minister’s Staff
- ADM, Strategic & Program Policy
- AADM, Operations
- DG, Refugee Affairs
- DG, Communications
Ex-Officio
- DM-Chief of Staff
- Departmental Assistant
Guests
Chair’s discretion
Executive Engagement Forums
Throughout the year, the Executive engagement forums provide opportunities for executives to connect across sectors and disciplines, set direction and priorities, share information and build the Executives Community.
ExCom Retreat
Duration: 1 day
Purpose: Discuss, strategically situate, and plan key priority initiatives for the next 6-12 months. Begin discussion on medium-term policy trends.
Chairs: DM/DMA
Members: ADMs, AADMs, DGs (Chair’s discretion)
Departmental Management Committee (DMC)
Duration: 1 hour
Purpose: Forum for disseminating information and communicating key messages and priorities among the senior management team.
Chairs: DM/DMA
Members: ADMs, AADMs, DGs
Executive (EX) Town Hall
Duration: 3 hours
Purpose: Engage with the Executives Cadre on priorities, strategies, behavioural changes, and to communicate key messages and updates. Provide an opportunity for Champion updates.
Chairs: DM/DMA
Members: ADMs, AADMs, All EXs from NHQ, regions and overseas
EX Conference
Duration: 1-2 days
Purpose: Provide an opportunity to strengthen working relationships of the department’s Executive community and focus on: key issues, innovation, and management.
Chairs: DM/DMA
Members: ADMs, AADMs, All EXs from NHQ, regions and overseas
Executive Engagement Forums Schedule
Text version: Executive Engagement Forums Schedule
- ExCom Retreat (September)
- DMC (October)
- Town Hall ( November)
- DMC ( December)
- ExCom Retreat (January)
- Town Hall (February)
- DMC (March)
- Ex Conference (April)
- DMC (May/June)
* Exceptionally this year, the EX Conference will be held in September.