National search and rescue secretariat - DPR - 2012-13

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National Search and Rescue Secretariat

From Defence’s Report on Plans and Priorities (RPP) 2012-13: To support the National Search and Rescue Program (NSP) priorities, the National Search and Rescue Secretariat (NSS) undertook the following activities during fiscal year (FY) 2012-13:

1. Enhancing National Ground Search and Rescue (SAR) Coordination and Results

Formalize links between the Ground SAR Council of Canada (GSARCC) and the Federal/Provincial/Territorial emergency management framework, to leverage opportunities to collaborate and to advance key issues.

Performance Indicators

• An effectively and efficiently organized and administered GSAR Council;
• Formalize links between the Ground SAR Council of Canada and the federal/provincial/territorial emergency management framework, to leverage opportunities to collaborate and to advance key issues;
• Measurable progress on the implementation of GSAR Council annual and 5-Year plan; and,
• Smooth coordination between Federal/Provincial/Territorial (F/P/T) partners, including Public Safety, provincial/territorial Emergency Management Organizations (EMO), Royal Canadian Mounted Police (RCMP), Parks Canada, and Search and Rescue Volunteer Association of Canada (SARVAC).

Performance Analysis/Progress

The NSS continues to co-chair the GSARCC in conjunction with its co-chair, the Sûreté du Québec. During FY 2012-13, GSARCC met twice (Fall 2012, Spring 2013) to continue to develop and strengthen the coordination of the Council, and to collaborate on key issues such as:

• Updating and revising Memorandum of Understanding among F/P/T partners;
• GSAR standardization across Canada, including Incident Command Systems;
• Protecting and supporting SAR volunteers;
• Establishing federal ownership for the coordination of ground SAR activities with provinces and territories;
• Seeking permanent funding for Search and Rescue Volunteer Association of Canada (SARVAC);
• Addressing occupational health and safety issues for volunteers; and,
• Contributing to decision making tools at the tactical and strategic level through Canadian Inland Search and Rescue Information System (CISARIS), Search and Rescue Knowledge Management System (SAR KMS) and other case management tools.

GSARCC continues to work with representatives from Senior Officials Responsible for Emergency Management (SOREM), however due to scheduling conflicts GSARCC, was unable to provide an update to SOREM in regards to Council activities and ground SAR volunteers. During FY 2012-13, GSARCC requested that SOREM clarify which federal department has responsibility for ground search and rescue in Canada. To date, GSARCC has not received a response. The NSS continues to work with SOREM and DND to provide this clarification to GSARCC.

2. Northern SAR Strategy

The North is identified as a priority for the federal government, and more specifically by departments with SAR responsibilities including DND.

Performance Indicators

• Conducting Northern SAR Roundtables with Northern SAR and federal SAR stakeholders;
• Maintaining situational awareness of Northern issues that may affect Northern SAR; Includes representation at the Arctic Security Working Group and Aboriginal Affairs and Northern Development Canada’s (AANDC) Coordinating Committee on the Arctic; and,
• Providing support towards the implementation of the Arctic Council SAR treaty.

Performance Analysis/Progress

The Government of Canada has made Canada’s North a cornerstone of its agenda, expressing its sovereignty through presence and action. The NSS has established a consultative process involving Northern and federal SAR stakeholders. To this end, a Northern SAR Roundtable was established by the NSS in 2010 to facilitate the exchange of information and to seek agreement. It is currently co-chaired by the NSS and Nunavut. Roundtable agendas are driven by members and have been shaped by assessment of the strengths and weaknesses of existing northern SAR infrastructure and the impact on SAR strategies and plans.

3. Search and Rescue New Initiatives Fund (SAR NIF)

Manage the SAR NIF program, on behalf of Lead Minister for Search and Rescue (LMSAR), in partnership with the managing departments and agencies and the provinces and territories, and in accordance with the approved terms and conditions and with Treasury Board policies and guidelines.

Performance Indicators

• Effective management of an $8.1 million contribution program;
• Review of the SAR NIF life cycle for improvement of program efficiency; and,
• Undertake the mid-term evaluation of the SAR NIF Contribution Program, as per the directions of the Policy on Transfer Payments.

Performance Analysis/Progress

SAR NIF Manager and Program Officers visited several provinces and territories in order to promote and educate provincial and territorial SAR partners and SAR volunteer associations on the program. The NSS developed a SAR NIF pamphlet that is being utilized to promote the program across Canada.

The review of the SAR NIF life cycle has been scheduled for FY 2013-14. The NSS intends to complete this review to incorporate the recommendation Chapter 7 of the Auditor General Spring 2013 Report and is awaiting the results of the inaugural Quadrennial SAR Review in FY 2013-14.

In light of the changes introduced under the 2008 Policy on Transfer Payments, no mid-term evaluation was required. A full SAR NIF evaluation will be carried out in FY 2014-15 as per the Policy on Transfer Payments.

Examples of recently successful SAR NIF projects are:

• British Columbia Search and Rescue Association (BCSARA) - Levelling the Playing Field – $298,288 over 2 years (Concluded – FY 2012-13);
• Ontario Search and Rescue Volunteer Association (OSARVA) - Volunteer GSAR in Ontario – $549,652 over 2 years (Concluded – FY 2012-13); and,
• Search and Rescue Volunteer Association of Canada (SARVAC) - National GSAR Training Core Competencies – $1,043,119 over 3 years (Ongoing: To be concluded in FY 2014-15).

4. Prevention

Promote collaboration on National SAR Prevention Strategy.

Performance Indicators

• Increase the role and influence of the Prevention Working Group;
• Maintain support for AdventureSmart rollout across all domains; and
• Develop a federal SAR prevention framework and outreach plan.

Performance Analysis/Progress

The prevention working group was engaged to develop new products for AdventureSmart including new trip plans, signal mirrors and other communication products. The new designs present a balanced approach to safety, encouraging Canadians to ‘Get outdoors’ while imparting consistent and concise safety messages. The focus for 2012 was on the Marine environment, particularly recreational boating and paddling. Key partnerships with Paddle Canada developed a Canadian PaddleSmart program to roll out through their instructors and outreach to the general public.

The NSS partnered with Parks Canada, the Canadian Coast Guard and the RCMP to support delivery of AdventureSmart, in particular through leveraging the expertise and experience of volunteers. SARVAC delivered over 400 presentations to 20,000 people and Canadian Coast Guard Auxiliary (CCGA) provided over 50 boater safety sessions and thousands of pleasure craft courtesy checks across the country.

A federal SAR Prevention strategy and framework was drafted, however was not pursued due to ambiguity over the federal mandate of response departments to engage in search and rescue prevention. A business plan for AdventureSmart continued to emphasize the importance of trip planning training and taking the essentials across all domains and generated interest within outdoor education groups, scouting groups, Civil Air Search and Rescue Association (CASARA), CCGA, SARVAC, Canadian Power and Sail squadrons, Paddle Canada and through various school boards across the country.

5. COSPAS-SARSAT (C-S)

Lead government and industry partners on Canada’s obligations, interests and viewpoint in the international C-S program in collaboration with all stakeholders, steer Canada’s participation in the C-S Mid-Earth Orbit Search and Rescue (MEOSAR) program.

Performance Indicators

• Serve as the head of the Canadian delegation and co-ordinate/ represent the operational, technical and administrative positions of Canada at C-S meetings;
• Support the C-S program in the maintenance of the Low-Earth Orbit Search and Rescue (LEOSAR) system;
• Support the C-S program in the demonstration and evaluation phase of the MEOSAR Implementation Plan;
• Support the C-S program in the development of the Beacon Implementation Plan; and
• Co-host the fall C-S international meetings in BC in recognition of the 30 years of C-S`s first beacon distress signal in Canada.

Performance Analysis/Progress

The NSS successfully coordinated and led the Canadian delegation to six C-S meetings during FY 2012-13.

The Secretariat is continuing its leadership in support of the LEOSAR Follow on Project (FOP) IV initiative within Canada.

The NSS supported the C-S Program in the demonstration and evaluation phase of the MEOSAR Implementation Plan. During FY 2012-13, the NSS led delegation chaired the C-S Task Group on Demonstration and Evaluation (D&E) and the Secretariat provided support for the installation of four ground segment antennas to facilitate D&E. Canada is the Test Coordinator for two of the D&E technical tests.

Canada continues to provide the C-S Program with expert technical advice to both the MEOSAR Implementation Plan and the second generation Beacon Implementation Plan. Canada was successful in promoting the concept of rotating data fields but continues to meet resistance on our position regarding the advantages of using narrow-band wave form in Second Generation beacons (SGB).

The NSS led delegation successfully co-hosted the 49^th Sessions of the Closed and Open Council in Victoria, British Columbia. Activities outside of the working meetings included the Regional SAR Commander, Rear Admiral William Truelove unveiling a commemorative plaque celebrating 30 years of operation and 33,000 lives saved through C-S community, as well as a SAR demonstration provided by 19 Wing Comox.

6. Information Management and Information Technology (IM/IT) Utilization

Provide efficient and effective administration services to meet NSS management needs and enhance modern management and optimize resource utilization.

Performance Indicators

• Continue renewing the NSS website to improve the availability and accessibility of search and rescue information and ensure compliance with of Common Look and Feel (CLF) 2.0 requirements;
• Formalize the implementation and utilization of Microsoft SharePoint to create further efficiencies in the communication of information among National SAR Program stakeholders; and
• Implement phase 1 of the national SAR KMS implementation plan.

Performance Analysis/Progress

As per departmental direction, the NSS began migration of its Web presence to the departmental Web Content Management System, WIM which will ensure compliance with current TBS Web Standards. The compliant NSS Web site was published in conjunction with other departmental WIM websites on July 31, 2013.

The NSS successfully developed and implemented the utilization of Microsoft SharePoint through the development of the National Search and Rescue Program SharePoint System. This system enhances the capabilities of NSP partners to obtain information and collaborate on key documents. A total of nine SharePoint sub-sites were created for utilization by key stakeholder groups, including the Interdepartmental Committee on Search and Rescue (ICSAR).

Search and Rescue Knowledge Management System (SAR KMS) represents a major initiative by the NSS to provide data analysis capabilities for the Government of Canada and its SAR partners. SAR KMS aims to achieve three key objectives: the first is to support authoritative evidence-based policy and program decisions; the second is to promote more effective and efficient planning, response, risk and resource management; and third is to maintain a coordinated, effective, world class search and rescue capability. The objective of the SAR KMS initiative is to improve the quality and integrity of shared Search and Rescue (SAR) information across Canada. Working in partnership with SAR stakeholders to consolidate, aggregate, and analyse data in order to identifying opportunities to improve SAR capabilities. Phase 1 of SAR KMS is only one third completed. This was due to unforeseen changes in the strategic direction and the associated technical requirements, and delays in obtaining procurement approvals. SAR KMS represents a project cost of $1.8 million and the initial operating capability is expected to be delivered by September 2013 with project completion in May 2014.

The Canadian Inland Search and Rescue Incident System (CISARIS) is an online ground and inland water search and rescue incidents reporting tool for Canadian SAR response organizations that do not have access to data collection tools. This application provides a platform for participating agencies to enter and search ground and inland water search and rescue incidents that occur within their own jurisdiction. The system captures: date, times, and locations of incidents; age range, gender, and activity of persons involved; contributing factors or probable causes of incidents; weather conditions at the time of occurrence; and experienced during SAR operations; details of the response, including types and numbers of resources used; and common challenges encountered during missions. CISARIS supports the SAR KMS by providing SAR data from organizations and agencies that might not normally be able to collect or contribute data.

Source: National Search and Rescue Secretariat and Assistant Deputy Minister (Finance and Corporate Services) Groups
* Due to rounding, figures may not add up to totals shown.

Notes: The difference between Planned Spending and Actual Spending for FY 2012-13 is due to the following:

1. Salary and Personnel - The $166k variance is due to unanticipated staffing delays.
2. Operating and Maintenance - $220k was transferred to other government departments for SAR prevention programs. The remaining $331k variance is due to federal partners no longer requiring funding, some projects completed under budget, and unanticipated procurement delays.
3. Capital - $1,044k was transferred to other government departments and $610k was transferred to other DND branches. $2,428k was converted into Vote 10 funds. The actual expenditure of $562k is a newly funded Search and Rescue Knowledge Management System project.
4. Grants and Contributions - $2,428k was converted from Vote 5 funds. The $782k variance is due to Search and Rescue New Initiatives Fund contribution recipients overestimating their costs and the unanticipated reduction in the number of recipients.

Source: National Search and Rescue Secretariat

Notes: The difference between planned and actual human resources for FY 2012-13 is due to the following:

1. The NSS planned for 23 Civilian FTEs, however two positions were abolished due to Work Force Adjustment (WFA).Due to the unanticipated staffing vacancies, on-site professional services contractors were hired to provide support in FY 2012-13.
2. The figure published in the 2012-13 Report on Plans and Priorities for planned civilian FTEs was incorrectly identified as 25 FTEs. The correct figure is 23 FTEs and is adjusted accordingly in this table.