National Search and Rescue Secretariat - DPR - 2013-14

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National Search and Rescue Secretariat

From Defence’s Report on Plans and Priorities (RPP) 2013-14: 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) 2013-14:

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

Manage the SAR NIF Contribution Program, on behalf of Lead Minister for Search and Rescue (LMSAR)

Performance Indicators

  • Promote the SAR NIF.
  • Information workshop at least once annually.
  • Project Audit of a minimum of two projects

Performance Analysis/Progress

The NSS organized and delivered a SAR NIF workshop at SARScene 2013 to promote the Contribution Program to potential applicants.

The SAR NIF is currently under evaluation review by the Department of National Defence’s Chief of Review Services (CRS). The results of the CRS Evaluation and the consultations with stakeholders should provide the NSS with the information needed to further improve the SAR NIF program in the future.

Based on the SAR NIF risk matrix, only one SAR NIF project required an audit. A contract is expected to be awarded during the first quarter of FY 2014-15.

2. Address Recommendations of the OAG Audit

Address the Office of the Auditor General (OAG) recommendations contained in the OAG’s Spring 2013 Report Chapter 7: Federal Search and Rescue Activities. The specific recommendation made to the NSS was:

  • National Defence should ensure that Search and Rescue New Initiatives Fund project results are used to improve future search and rescue activities.

Performance Indicators

  • Respond to Office of the Auditor General (OAG) Audit Recommendations in collaboration with other federal departments involved in the OAG Audit;
  • Increase the role and influence of the Prevention Working Group.

Performance Analysis/Progress

The single recommendation made to the NSS was to ensure that the SAR NIF projects results are used to improve SAR activities in Canada. To address the recommendation, the NSS modified its funding process in FY 2013-14 by announcing a special call for proposals in support of Prevention Initiatives in May 2013. Through this process the NSS approved 15 new prevention projects for funding. A total contribution of $1.67 million was provided by the NSS for these projects. This was further supported by seven sessions related to prevention at SARScene 2013 in Chilliwack, British Columbia.

The SAR NIF program will be reviewing and revising the current SAR NIF terms and conditions to improve accessibility of funds for prevention related initiatives. The NSS will consult the Prevention Working Group to determine how the SAR NIF can be utilized further to SAR prevention related activities.

3. 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 as well as, steer Canada’s participation in the Cospas-Sarsat Medium Earth Orbit Search and Rescue (MEOSAR) program.

Performance Indicators

  • Serve as the head of the Canadian delegation and co-ordinate/represent the legal, operational, technical and administrative positions of Canada at C-S meetings.
  • Support the C-S programme in the maintenance of the Low Earth Orbit Search and Rescue System (LEOSAR) system.
  • Support the C-S programme in the demonstration and evaluation phase of the Medium-Earth Orbit Search and Rescue (MEOSAR) Implementation Plan.
  • Finalize and receive C-S Council approval for the Second Generation Beacon specifications.
  • Support the C-S programme in the development of the Beacon Implementation Plan.
  • Support the Canadian efforts to complete the options analysis for the ground segment (i.e. location and number of antennas) for the MEOSAR system.
  • Support the Canadian efforts to define the Canadian MEOSAR space segment

Performance Analysis/Progress

In FY 2013-14 Canadian representatives led by the NSS attending a number of council, joint committee and task group meetings. These meetings concluded successfully with Canada’s participation.

Canada continues to provide functional SAR repeaters for the SARSAT satellites in addition to a working ground segment for the entire system. Additionally, the NSS continues to be actively engaged in technical testing for the MEOSAR system.

The NSS provided input to the high level options analysis for the ground segment and continues to provide information regarding Medium Earth Orbit Local User Terminal (MEOLUT) Coverage Area and MEOLUT Specifications and Design Guidelines.

NSS participated in Technical Interface Meetings and Design Reviews for the MEOSAR Repeater Prototype and supported Directorate Information Management Project Delivery Sensors (DIMPDS) involvement in the MEOSAR Demonstration and Evaluation and the development of MEOSAR Space Segment Description and Commissioning Standards in order to assist DIMPDS in defining the Canadian MEOSAR space segment.

During the 2013 Fall council, a revision was approved to the Second Generation Beacons (SGB) Specification with significant input on Narrow Band Format by Canada. Canada’s contribution to the revision of the Beacon Implementation Plan for SGBs, will ensure continued development of both Narrow and Wide Band formats to ensure that a viable contingency for SGB exists should it be determined that the higher performance format is not viable and supported the development of the revised specification to advance both format strategies.

4. 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 the current Standards of Web Accessibility, Usability and Interoperability.
  • Increase utilization of National SAR Program SharePoint System with NSP Partners.
  • Proceed with the development and implementation of SAR Knowledge Management System (KMS), including the establishment of a Governance Model and negotiating Data-Sharing Agreements with key partners.

Performance Analysis/Progress

Website Renewal: The NSS is now using the Departmental web content management system which helps to ensure compliance with the current Standards of Web Accessibility, Usability and Interoperability. The NSS will continue to update its content to ensure the most up to date information on SAR is available to Canadians.

The National SAR Program SharePoint system is being utilized to support a number of NSS related activities. The most significant usage stems from the SAR KMS initiative and the planning for SARScene. The NSS continues to encourage partners to access information through the NSP SharePoint system.

During the fiscal year, the NSS has been successful in the development of a governance structure for the SAR KMS. To date, seven partners have signed Memorandum of Understanding (MOU) documents committing to the program with another nine MOUs awaiting approval. The SAR KMS platform is on track to be operational in the summer of 2014. A communications plan has been completed to support the rollout of SAR KMS. In addition, the SAR KMS has achieved success in a) the certification and accreditation of the SAR KMS after a security-privacy impact analysis b) identifying and addressing the immediate needs of SAR KMS stakeholders through consultations and c) supporting SAR KMS partners in the implementation of the Multi-Agency Situational Awareness System (MASAS).

5. SARScene

Performance Indicators

  • Increase training component to SARscene Conference and Tradeshow.
  • Deliver SARscene 2013 in Kelowna, British Columbia in partnership with British Columbia Search and Rescue Association (BCSARA).
  • Provide after-action report on SARscene 2013.
  • Discuss and seek opportunities to implement recommendations of the OAG Audit and/or LMSAR direction.

Performance Analysis/Progress

SARScene 2013 was held in Chilliwack, British Columbia in partnership with the British Columbia Search and Rescue Association (BCSARA). The venue for the event was changed from Kelowna, British Columbia to Chilliwack due to escalated financial costs in the Kelowna area.

As part of SARScene 2013 programming, the NSS incorporated workshops that related to the recommendations of the OAG, such as highlighting projects that improve SAR prevention and response activities. In addition, the NSS more than doubled the number of training opportunities for conference participants. A total of 17 training workshops were conducted at SARScene 2013, an increase of 9 workshops from the previous conference.

An after action report was completed in a note to file format and submitted to the Deputy Minister and Senior Associate Deputy Minister following the conclusion of SARScene 2013.

Financial Resources
Financial resources
($ thousands)
Actual Spending 2011-12 Actual Spending 2012-13 Planned Spending 2013-14 Total Authorities 2013-14 Actual Spending 2013-14
Vote 1 - Salary and Personnel 1,718 1,922 1,853 1,910 1,906
Vote 1 - Operating and Maintenance (O&M) 1,016 1,270 569 662 658
Sub-total Vote 1 $2,733 $3,192 $2,422 $2,572 $2,564
Vote 5 - Capital 51 4,157 5,042 714 669
Vote 10 – Grants and Contributions 5,891 4,190 4,190 5,937 5,880
Grand total $8,676 $11,539 $11,654 $9,223 $9,113

Sources: 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 2013-14 is due to the following:

  1. Salary and Personnel - The $53k variance is due to unplanned overtime costs and additional personnel required for the Quadrennial Search and Rescue Review (QSR) tasked by the minister.
  2. Operating and Maintenance - $89k variance is due to the unplanned costs of holding the QSR forum.
  3. Capital - $1,971k was transferred to other government departments, $382k was transferred to other DND branches and $1,747k was converted into Vote 10 funds for the Search and Rescue New Initiatives Fund program. $95k was converted to Vote 1 O&M. The actual expenditure of $669k is for the Search and Rescue Knowledge Management System capital project. The $45k variance is due to procurement challenges.
  4. Grants and Contributions - $1,747k was converted from Vote 5 funds. The $57k variance is due to Search and Rescue New Initiatives Fund contribution recipients overestimating their costs.
Human Resources
Actual
2012-13
Planned
2013-14
Actual
2013-14

Planned
2014-15

Regular Force Structure 1 1 1 1
Civilian FTEs 20.5 21 20.89 21
Primary Reserve Strength (Class C) 0 0 0 0
On-site professional services contractors 1 0 0.83 0
TOTAL 22.5 22 22.72 22

Sources: National Search and Rescue Secretariat and Assistant Deputy Minister (Human Resources) Group

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