ARCHIVED - Management Response and Action Plan (MRAP) - Audit of the Management of External Communications
|Recommendations||Management Response||Planned Management Actions||Deliverables||Expected Completion Date||Responsibility|
|1. It is recommended that the Assistant Deputy Minister (ADM), Public Affairs, Consultation and Communications Branch (PACCB) incorporate other "good governance" practices by further documenting decisions, action items and accountability for delivery.||Management agrees with this recommendation.
Tabled at its Branch Executive Committee meeting on April 7, 2010, PACCB has revised the governance structure for its Management meetings, including processes related to record-keeping, documentation and actions requiring follow-up.
|Draft guidelines and templates to ensure both consistency in application and transparency of decision-making.||New Guidelines and Templates developed.||March 2011||ADM, PACCB|
|2. It is recommended that the Assistant Deputy Minister, Public Affairs, Consultation and Communications Branch work with the Assistant Deputy Minister Regions and Programs Branch (RAPB) to strengthen the management of communications across the Regions.||Management agrees with this recommendation.
PACCB has been working with RAPB on the development of a National Communications Model that will articulate the roles, responsibilities and governance of headquarters, regions and branches with respect to the function of communications and consultations.
Once this model and related documents have been finalized, PACCB will hold discussions with Program Branches and Health Portfolio Partners to ensure a common understanding of the services and activities delivered by PACCB and RAPB with respect to communications and consultations.
|Finalize the National Communications Model for Communications and Consultations including:
||National Communications Model||March 2011||ADM, PACCB and ADM, RAPB|
|3. It is recommended that the Assistant Deputy Minister, Public Affairs, Consultation and Communications Branch continue to develop policies and/or strategies that support strengthened external communications within Health Canada.||Management agrees with this recommendation.
PACCB has initiated a number of tools and practices to help improve the consistency and quality of public and stakeholder consultations across the Department. Standard consultation planning and reporting templates are being developed and the current Consultation Tracking System is being upgraded so that it is both user-friendly and more accurately captures information on all departmental public involvement and consultations activities.
PACCB conducted a comprehensive analysis of best practices and areas for improvement, the findings reflected in a draft "Management of External Advisory Bodies" Policy that was tabled at Executive Committee Management on June 22, 2010.
|Finalize and share with branches tools and practices for public and stakeholder consultation activities.
Finalize Departmental "Management of External Advisory Bodies" Policy.
Implement practices stemming from "Management of External Advisory Bodies" Policy.
|Tools and Practices||March 2012||ADM, PACCB and branches|
|Policy on Management of External Advisory Bodies||December 2010|
|4. It is recommended that the Assistant Deputy Minister, Public Affairs, Consultation and Communications Branch develop a Branch risk profile.||Management agrees with this recommendation.
Recognizing that risk management is fundamental to good management and decision-making, PACCB supported the updating of Health Canada's Integrated Risk Management Framework this spring 2010 and has been actively providing feedback and input into the Department's Corporate Risk Profile for 2010.
Building on this work, PACCB plans to develop its own Risk Branch Profile by March 2011 to assist in the management of its functional areas.
|Develop Branch Risk Profile to assist in the management of its functional areas.||PACCB Risk Profile||March 2011||ADM, PACCB|
|5. It is recommended that the Assistant Deputy Minister, Public Affairs, Consultation and Communications Branch review the approval processes in order to streamline the activity.||Management agrees with this recommendation.
PACCB has taken a number of steps to improve approval processes within Health Canada for external communications products and will continue to look for opportunities to streamline this activity.
|Implement the fast-track approval process for breaking or high-profile issues requiring departmental response in several hours or the same day.
In addition, PACCB has developed a risk-based approach for the approval of all communications products to streamline the approval process and has been introducing it to Program Branches and Senior Management.
|Fast-Track Approval Process||November 2010||ADM, PACCB, all branches and Deputy Minister's Office|
|Risk-based approach to approvals||December 2010||ADM, PACCB, all branches and Deputy Minister's Office|
|6. It is recommended that the Assistant Deputy Minister, Public Affairs, Consultation and Communications Branch work with the other Assistant Deputy Ministers to develop a corporate approach related to the delivery of communications products and services within Health Canada to help ensure both consistency of messaging and avoid duplication of services.||Management agrees with this recommendation.
The Branch is committed to working with Departmental colleagues to ensure the delivery of communications products and services within Health Canada is both efficient and consistent - PACCB will continue to identify further opportunities for efficiencies.
|Finalize and present to Executive Committee a Business Model for the delivery of communications and consultations services within Health Canada.
Continue developing a Publications Policy that will provide overarching direction and set the stage for the review of our distribution and storage practices for print publications, as well as the development of an annual departmental publishing plan.
Conduct review of departmental 1-800 numbers and generic e-mail addresses for the public on the Department's Website to determine if further reductions can be achieved.
|Business Model for
|March 2011||ADM, PACCB with branches|
|Publications Policy (print only)||September 2011||ADM PACCB with branches|
|Review of 1-800 #s and generic e-mail addresses as part of reduction initiative||May 2011||ADM PACCB|
|7. It is recommended that the Assistant Deputy Minister, Public Affairs, Consultation and Communications Branch, work with other Assistant Deputy Ministers to streamline and update the website.||Management agrees with this recommendation.
PACCB is leading a Web Presence Renewal Initiative within Health Canada that has four components: Web Governance Policy; Web Information Architecture; Web Content Renewal; (including an extranet pilot project) and Performance Management. PACCB will be launching this initiative this fall 2010 and consulting with Program Branches on steps for implementation.
In addition, PACCB is developing a social media strategy that will guide the Department on how to use this new tool. Once finalized, this policy and related guidelines will be shared with branches (including Regions) as part of targeted training.
|Launch the Web Presence Renewal Initiative to review four specific components
||Web Presence Renewal Initiative||November 2010||ADM, PACCB and all branches|
|Social Media Strategy||March 2011||ADM, PACCB|
|8. It is recommended that the Assistant Deputy Minister, Public Affairs, Consultation and Communications Branch develop procedures for monitoring and reporting on External Communications.||Management agrees with this recommendation.
Work has begun to develop Branch reporting tools to support departmental and Branch planning processes and PACCB has developed new reporting requirements as part of the Department's Integrated Functional Operational Planning (DIFOP).
In addition, PACCB is developing a Performance Measurement Framework that will outline procedures for monitoring and reporting activities within the Branch, including external communications.
|Continue to develop Branch reporting tools to support departmental and branch planning processes.
Update and finalize Branch Dashboard Templates and a Department User Guide for DIFOP.
Draft a Performance Measurement Framework.
|Dashboard and Templates||November 2010||ADM, PACCB|
|Performance Measurement Framework||March 2011||ADM, PACCB and CFOB|
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