Management Response and Action Plan: Audit of the Security of National Emergency Strategic Stockpile Warehouse Facilities

June 2022

Recommendation 1

The Vice President, Emergency Management Branch, should assign roles and responsibilities for creating, updating, exercising, and activating business continuity plans for NESS warehouse facilities and establish a corresponding BCP process under the guidance of the Assistant Deputy Minister, Corporate Services Branch.

Management response

Management agrees with this recommendation.

Planned management action Deliverables Expected completion date Responsibility
Identify and assign roles and responsibilities for creating, updating, exercising, and activating business continuity plans (BCP) for NESS warehouse facilities. Outline of roles and responsibilities, and identification of key contact for the development of the updated BCP. August 31, 2022 EMB with guidance from CSB
Modernize BCP's for NESS warehouse facilities. Revised BCPs for sites reviewed in this audit (eight legacy warehouses and three temporary warehouses) implemented March 31, 2023 EMB with guidance from CSB

Recommendation 2

The Assistant Deputy Minister, Corporate Services Branch, should ensure physical security risk assessments are formally approved and the Vice President, Emergency Management Branch, should ensure recommendations or corresponding risks are formally accepted and that a corresponding formalized action plan is developed, where applicable.

Management response

Management agrees with this recommendation.

Planned management action Deliverables Expected completion date Responsibility
Review and streamline Framework for Facilities Security Risk Assessment to solidify approvals process. Revised Framework for Facilities Security Risk Assessment August 31, 2022 CSB
Establish an EMB Standard Operating Procedure (SOP) for receipt, briefing, and development of formalized action plan to address deficiencies identified through CSB risk assessment.

SOP to establish:

1. A process for NESS to brief the Vice President, Emergency Management Branch, on recommendations or risks identified in a physical security risk assessment.

2. A process for NESS to develop a corresponding formalized action plan following the Vice President's acceptance of recommendations or risks.

August 31, 2022 EMB with guidance from CSB

Recommendation 3

The Assistant Deputy Minister, Corporate Services Branch, should ensure site selection and security design brief assessments are conducted in the establishment of new facilities, and physical security designs are documented and updated when necessary.

Management response

Management agrees with this recommendation.

Planned management action Deliverables Expected completion date Responsibility

There are established processes to conduct security design brief assessments for new facilities. However, due to the urgent onset of warehousing needs as a result of pressures caused by the COVID-19 pandemic, CSB and EMB agreed to use an alternate approach to expedite the assessments while establishing emergency lease agreements.

Review Framework for Facilities Security Risk Assessment and revise to include contingency plans that are responsive to emergency situations that may prohibit the full, formal process.

Revised Framework for Facilities Security Risk Assessment that includes contingency plan for emergency processes. August 31, 2022 CSB

Recommendation 4

The Assistant Deputy Minister, Corporate Services Branch, should establish a plan for the routine inspection of NESS warehouse facilities in the regions and in collaboration with the Vice President, Emergency Management Branch, clarify responsibility for inspecting the services and security devices that maintain the state of assets.

Management response

Management agrees with this recommendation.

Planned management action Deliverables Expected completion date Responsibility
CSB will work with EMB on an ongoing basis to schedule annual inspections of NESS sites in the regions, as is currently done for NCR sites. Modified MOU between CSB and EMB establishing the roles and responsibilities for annual inspections of security devices in regional sites. March 31, 2023 CSB with support from EMB

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