Appendix D: Audit of the Departmental integrated operational planning process – Departmental integrated operational planning process chart

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Appendix D – Departmental integrated operational planning process chart

Departmental integrated operational planning process chart
[D]

The Departmental Integrated Operational Planning Process is divided in two phases.

Phase 1 - Information gathering or development of branch operational plans from October to early February (steps 1 to 15)

  1. The process starts with a document: the Chief Financial Officer's departmental integrated operational planning call letter.
  2. Process: Integrated Planning and Reporting Division holds a kick-off meeting.
  3. Process: Branch planning team commences operational planning, with input from branch priorities, priorities found in the Report on Plans and Priorities and the Corporate Risk Profile.
  4. Process: Annual Reference Level Update.
  5. Process: Branch Senior Financial Officer inputs figures from the Annual Reference Level Update into the Integrated Planning and Performance Reporting System.
  6. Process: Directorates complete templates with the use of two systems: Microsoft Excel and the Integrated Planning and Performance Reporting System.
  7. Process: Branch planners quality control directorate input.
  8. Process: Branch planner rolls up data to branch operational plan with the use of the Integrated Planning and Performance Reporting System.
  9. Document: Draft Branch Operational Plan, which includes: strategic human resources plan, Branch Operational Plan, risk assessments, performance measures, public involvement, Branch Funding Profile, branch transfer agreements, internal service agreements, branch funding pressures, Federal Sustainable Development Strategy, assets and acquired services, information management or information technology systems planning, Accommodations Population Full Time Equivalent Forecast Tool.
  10. Process: The first draft of the Branch Operational Plan is reviewed by corporate functional areas who the provide feedback. Based on feedback, return to step 6 to review templates.
  11. Process: Branch senior financial officers provide planning budgets to directorates or divisions.
  12. Process: Initial budget allocations prepared by branch managers at the cost centre manager level.
  13. Process: Assistant deputy ministers meet with branch executive committees to review branch budgets.
  14. Decision: Assistant deputy ministers approve Branch Operational Plan.
  15. Document: Branch Operational Plan.

Phase 2 - Development of the Departmental Operational Plan from February to end of March (steps 1 to 14)

  1. Process: Chief Financial Officer Branch leads Budget Day.
  2. Decision: Executive Committee determines branch initial budget allocations.
  3. Process: Functional summaries provided by functional areas.
  4. Process: Integrated Planning and Reporting Division drafts the Departmental Operational Plan.
  5. Process: Integrated Planning and Reporting Division quality controls draft the Departmental Operational Plan.
  6. Process: Draft Departmental Operational Plan is vetted with branch planners.
  7. Document: Draft Departmental Operational Plan.
  8. Process: Executive Committee - Finance, Evaluation and Accountability recommends the Departmental Operational Plan for Executive Committee presentation.
  9. Process: Executive Committee reviews the Departmental Operational Plan.
  10. Decision: Deputy Minister approval of the Departmental Operational Plan.
  11. Document: Departmental Operational Plan.
  12. Process: Departmental Resource Management Directorate notifies assistant deputy ministers, Branch Senior Financial Officer and branch planners of the approved operational plans.
  13. Process: Departmental Resource Management Directorate enters initial budget allocations at the branch level in SAP by April 1st. Sets out the process to distribute budgets to the lower levels in SAP.
  14. Process: Branch Senior Financial Officer distributes the branch commitment budget to the Regional Director General or Director General or Regional Director or Director level in SAP (by April 1st or by a time set by the Chief Financial Officer).

In year activities (not within the sequence of activities which form the process):

  1. Mid-year review based on current year's planning targets (between October and early February).
  2. Branches readjust if necessary to meet current year's targets (between February and end of March).
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