2022 Deputy Minister's Transition Book: Senior governance

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Policy Planning and Communications Branch

Corporate Secretariat and Accessibility Sector

January 2022

Purpose: To provide an overview of Public Services and Procurement Canada’s (PSPC) senior governance committee structure and its management by the Corporate Secretariat and Accessibility sector (Ministerial Governance Unit).

Current Public Services and Procurement Canada governance architecture

Overview of committee mandates

As the Deputy Minister, you are the chair of the following senior committees:

• The Executive Committee is a weekly key forum for information sharing, collaboration and decision-making on program, policy and internal management issues
  • as required by Treasury Board policy, the Performance Measurement, Evaluation and Results Committee oversees the performance measurement and evaluation functions of the department and discusses performance and results related to PSPC’s operations while focusing on strategic departmental direction. These items are integrated within the EXCO agenda
• The Strategic Operations Committee is a standing committee of EXCO that provides strategic performance oversight, health monitoring, advice and recommendations related to project implementation, program and service delivery regardless of funding source. Meetings are tri-weekly to monthly
• The Litigation Management Committee (LMC) is a forum to monitor the department’s management of significant litigation and other legal issues and risks. Meetings are quarterly
• The Investment Management Board (IMB) is a monthly decision-making body to ensure that investment planning supports departmental, portfolio, horizontal and government-wide priorities. It reviews and approves projects based on project complexity and risk assessment (PCRA) authorities as per Treasury Board approval
• The Strategic Look Ahead Meeting (SLAM) is a weekly planning briefing with the Minister’s Office (MO) and EXCO members. It’s focus includes:
  • look ahead calendar
  • cabinet business
  • parliamentary affairs
  • Treasury Board submissions
  • branch business reports of ministerial interest

The associate deputy minister is the chair of the following committees:

• The Corporate Management Committee is a standing committee of EXCO provides strategic direction and integrated advice on issues and initiatives related to the internal management of the department. Meetings are triweekly to monthly
• The Evaluation Advisory Committee (EAC) is a sub-committee of the larger Performance Measurement, Evaluation and Results Committee EXCO table. It provides strategic direction and supports the transformation of the evaluation function at PSPC to become a critical advisor, assisting the department in achieving its mandate

It should be noted that one ADM-level committee has decision-making authority:

• Management of Information and Technology Committee, co-chaired by the CIO and the president of the Translation Bureau. Meeting monthly, oversees and advances the department’s Information Management/Information Technology (IM/IT) strategic agenda and approving or recommending information technology (IT)-enabled projects as per PCRA authorities. The committee reports to IMB with respect to IM/IT investment planning, and to CMC/EXCO

The Ministerial Governance Unit

• Policy Planning and Communications Branch through the Corporate Secretariat and Accessibility Sector is the department’s central window for planning and delivery of PSPC’s senior governance committees and EXCO strategic planning sessions
• The team provides committee notes to support the DM and DMA’s chairing of senior governance committee

Annex 1: Ministerial Governance Unit

Mandate and key activities

The Ministerial Governance Unit is the main point of contact between the Deputy Minister’s Office (DMO) and the Assistant Deputy Minister’s Office (ADMO) for senior level internal committees, also providing briefing support for external DM-level committees and leading on EXCO focussed special events and strategic planning sessions.

Logistical coordination of meeting

• Coordinating meeting dates with DMO and preparation of calendar invitations
• Sending formal tasking for documentation and ensuring adequate follow-ups for outstanding items
• Ensuring quality control, packaging of and sharing of meeting materials
• Preparing briefing and administrative documents for DM level external / horizontal governance committees

Analytical coordination of meeting

• Strategic forward agenda management (liaising with branch advisors, aligning forward agendas with evolving priorities, etc.).Call-outs to branches
• Drafting annotated agendas and other key analytical and briefing products
• Writing and validating records of decisions

Key meetings stats

2020 (calendar year):

• 31 EXCO
• 11 StratOps
• 3 CMC
• 2 LMC
• 40 SLAM
• 32 external committees
• 1 PSPC/ Shared Services Canada (SSC) joint committee
• 4 EXCO strategic planning sessions
• 2 Town Halls

2021:^{footnote 1}

• 23 EXCO
• 9 StratOps
• 6 CMC
• 2 LMC
• 3 EAC
• 21 SLAM
• 25 external committees
• 1 PSPC/ SSC joint committee
• 2 EXCO strategic planning sessions
• 2 EX diversity and inclusion Town Halls
• weekly activity tracker during writ period

Human resources complement

• 1 AS-05 team lead
• 1 EC-05 ministerial strategic planning officer
• 2 AS-04 senior officers
• 1 AS-03 analyst

Annex 2: Ministerial Briefing Unit

Mandate and key activities

The Ministerial Briefing Team plays a critical role in the support of MO, Parliamentary Secretary (PS), DMO and ADMOs by providing a central window approach between their offices, branches and regions for materials for all briefings with the Minister, Parliamentary Secretary and their offices. The team also provide briefing support for Minister, Parliamentary Secretary, Deputy Minister and Associate Deputy Minister events, trips and meetings.

Logistical coordination for departmental briefings

• Developing and coordinating MO briefing agendas with DMO, MO, and ADMOs and working closely with the departmental assistant to implement the Minister/DM forward agendas
• Preparing formal taskings and ensuring adequate sharing and follow-ups with branches, regions and DMO
• Ensuring quality control and packaging of meeting materials
• Soliciting DMO approval of all briefing products prior to sharing with MO

Logistical coordination for events, trips and meetings

• Working closely with branches and regions to develop scenario notes and supplementary briefing products (agendas, participant lists, detailed itineraries) for all trips, events, and stakeholder meetings for the Minister, Parliamentary Secretary, DM and DMA
• Leveraging the team existing departmental relationships while bolstering the synergies with the Communications Sector to deliver high quality, integrated and strategic products to the Minister and deputies

Key stats

2020:

• 351 MO briefings
• 52 Parliamentary Secretary / joint briefings
• 80 Minister/DM and pre briefings
• 15 DMA events
• 25 DM events
• 7 Parliamentary Secretary events
• 22 Minister events

2021:^{footnote 2}

• 301 MO briefings
• 65 Parliamentary Secretary / joint briefings
• 56 Minister/DM and pre briefings
• 20 DMA events
• 10 DM events
• 6 PS events
• 11 Minister events

Human resources complement

• 1 AS-05 team lead
• 2 AS-04 senior officers
• 1 AS-03 briefing analyst

Document navigation for "2022 Deputy Minister's Transition Book: Public Services and Procurement Canada"

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