Status Report on Transformational and Major Crown Projects

ePassport Next Generation

General Information

Project name:

ePassport Next Generation

Description

The ePassport Next Generation Project has secured a new contract for the design and supply of the next generation of Canada’s suite of travel documents. The project will introduce new personalization equipment, a secure book design that is aligned with international standards, a personalized software solution and a maintenance and support plan. The new solution for all Canadian travel documents will be deployed across the passport network domestically and abroad.

Project outcomes

The ePassport Next Generation Project will attain the following outcomes:

• A secure book design that contributes to Canadians’ confidence in the Passport Program, which will be measured using data drawn from the annual Passport Program client satisfaction survey;
• The integrity of the Passport Program addresses national and international security interests, which will be measured in terms of the improved overall security design and alignment with documents issued by our Five Nations Passport Group partners; and
• Canadian travel documents are internationally respected and recognized, which will be measured in the context of compliance with international standards.

Together, these outcomes will facilitate international travel that promotes Canadian interests and protects the health, safety and security of Canadians.

Industrial benefits

The project team has worked to ensure the new contract meets the constantly evolving requirements for global travel. The project has provided the Passport Program with an opportunity to re-evaluate key aspects of the next-generation ePassport solution, including more secure personalization technology, advanced travel document security features and a five-year document design cycle that is synchronized with the contract lifecycle. Furthermore, the project is supported by a robust maintenance and support plan.

Sponsoring department

IRCC

Contracting authority

Public Services and Procurement Canada

Participating departments

• Employment and Social Development Canada (ESDC)
• Global Affairs Canada (GAC)
• Shared Services Canada (SSC)

Prime contractor

Canadian Bank Note (CBN)

Major subcontractors

Not applicable

Project phase

Phase 1 – Planning and Identification

• June 2016 to May 2017

Phase 2 - Definition

• June 2017 to April 2019

Phase 3 – Implementation (current phase)

• May 2019 to February 2023

Major milestones

• Initial investment proposal for preliminary project activities was submitted in April 2016.
• The Request for Information was posted on BuyandSell on June 30, 2016.
• The business case was approved and procurement activities launched in January 2017.
• Project and expenditure authority for Phase 2: Definition was awarded on June 1, 2017.
• Invitation to Qualify was posted on BuyandSell on June 6, 2017.
• Request for Proposal was sent to pre-qualified suppliers on April 24, 2018.
• Project and expenditures authorities granted for implementation phase on May 9, 2019.
• The contract was awarded to CBN on May 24, 2019.
• The project will be seeking Ministerial approval on the new book design in June 2020.
• Phased deployment to ESDC offices will be initiated in July 2021.

Progress report and explanation of variances

• The ePassport Next Generation Project was initially approved in June 2017 at an estimated cost of $115.1 million (including HST), which included an expenditure authority for Phase 2 (Definition Phase of $17.9 million, including HST) and for Phase 3 (Implementation Phase of $97.2 million, including HST). This project is funded by the Passport Investment Fund.
• In May 2019, the project received amended project approval of $99.6 million (including HST) to complete Phase 3 implementation activities to develop and deploy Canada’s ePassport Next Generation suite of travel documents.
• This represents a decrease of $15.5 million (including HST) from the total indicative cost estimate of $115.1 million (including HST) previously approved in June 2017.
• This decrease is mainly attributable to less spending than anticipated in Phase 2 due to efficiencies gained from experience from other projects and other efficiencies related to the procurement process.
• The expenditure authority for Phase 3 was approved to undertake project implementation activities at an estimated substantive cost of $93.1 million (including HST). Phase 3 comprises the development of project artefacts, solution development and book design to ensure a strong foundation for a successful deployment.
• Project governance continues to be leveraged on key discussions and decisions.
• Deployment was initially scheduled to begin in December 2020 but due to other project dependencies, it has been postponed to July 2021.

Passport Program Modernization Initiative (PPMI)

General Information

Project Name

Passport Program Modernization Initiative (PPMI)

Description

In July 2013, through a machinery of government change, accountability for the Passport Program (formerly Passport Canada) was transferred from the Minister of Foreign Affairs to the Minister of Immigration, Refugees and Citizenship. The organizational change aimed to leverage IRCC’s operational expertise and information technology platform, as well as ESDC’s domestic service delivery capacity and Service Canada network. The Minister of Foreign Affairs at GAC was authorized to continue providing passport services delivered abroad through Canada’s consular network, working in partnership with IRCC and ESDC.

The modernization of the Passport Program stems from the need to manage significant volume fluctuations as a result of the new 10-year business cycle; increasing client expectations around service delivery; and evolving security requirements, including improved identity management capabilities. The Program’s current passport issuance system, service delivery model and operational business processes limit the ability to respond effectively to these drivers, while maintaining service levels in a cost-effective manner for Canadians.

As a result, PPMI was created to support the transition of the Passport Program to IRCC and ESDC, to strengthen integrity and security, and to increase domestic access to passport services.

Project outcomes

In designing, testing and implementing a new passport issuance platform, PPMI aims to achieve the following three outcomes:

• 1. Increase the efficiency of the Passport Program by ensuring that application processing is streamlined, use of resources is optimized, and all aspects of Passport Program operations have the automation and scalability necessary to respond effectively to volume fluctuations as a result of the 10-year business cycle.

Key outcome measurements

• Percentage of applications passing through end-to-end automated decision making
• Average number of days taken to send an application from intake to the print queue

• 2. Strengthen the integrity and security of the Passport Program to keep pace with evolving international passport issuance and identity management best practices, maintain the reputation of the Canadian Passport Program, and facilitate Canadians’ travel.

Key outcome measurements

• Percentage of applications undergoing automated validation against trusted sources
• Number of passport application referrals to IRCC (per reason)

• 3. Increase access to passport services for Canadians by providing the platform required for consistent in-person services at more locations across Canada, and by laying the foundation for online passport services and automation to improve the service experience.

Key outcome measurements

• Number of Service Canada Centres offering consistent in-person services
• Percentage of Canadians with access to a Service Canada point of service within 50 km of where they live

Industrial benefits

Not applicable

Sponsoring department

IRCC

Contracting authority

IRCC

Participating departments

PPMI requires a concerted and coordinated effort across three departments:

• IRCC
• ESDC
• SSC

Prime contractor

Not applicable

Major subcontractors

Not applicable

Project phase

Phase 1 – Project Initiation and Initial Deployment

• In 2013, the PPMI business case was approved with funding for completing the Passport Program machinery change and modifying the technology platform to serve as the program’s new passport issuance system.

Phase 2 – Global Case Management System (GCMS) Passport System Module Upgrade and Business Transformation Planning

• In 2015, approval was received for amended project and expenditure authority to allow for the addition of two months to Phase 1 and to continue the development and deployment of GCMS. Business transformation deliverables completed in Phase 2 included a target operating model for the program; comprehensive and prioritized business requirements; a methodology for indicative project and operational costing; and a draft PPMI business case.
• In June 2017, based on results from testing and the findings of an independent review, a new business case and more rigorous business transformation planning were developed to ensure modernization objectives were achieved.
• In June 2018, approval was received to proceed with a revised scope.

Phase 3: Implementation and Deployment (Current Phase)

• On February 21, 2019, approval was received to finalize the scope of the project including approval of the final business case, deployment plan, and final costing for implementation.
• In December 2019, deployment at IRCC began for a small number of select users.
• In 2020, following deployment at IRCC, phased pilots will be launched in a few passport/Service Canada offices followed by phased deployment at ESDC processing centres and Service Canada sites.
• Full domestic deployment is expected to occur across more than 300 Service Canada Centre locations in 2021-22.

Major milestones

• May 2015: Project approval and expenditure authority for Phase 1 (amended) and Phase 2 obtained.
• May 2015: New Passport System Module developed and initial testing performed.
• October 2016: Controlled environment testing of passport issuance system for mail-in passport applications.
• June 2017: Approval was received with conditions to extend the Initiative to December 2018. A new business case and more rigorous business transformation planning were identified as required to achieve modernization objectives.
• January 2018: Initiation of third-party review of PPMI’s final business case and indicative total project and operational costs.
• February 2019: Approval was received for the final business case, deployment plan and final costing for implementation.

Progress report and explanation of variances

• In December 2013, PPMI was approved with an estimated cost of $101.3 million (including HST). This project is funded by the Passport Investment Fund.
• In May 2015, approval was received to amend project estimated costs to $176.0 million (including HST).
• This increase of $74.7 million (including HST) was mainly attributable to additional new business and IT requirements to enhance system integration, support training and gain better understanding of the risk surrounding this initiative.
• In June 2017, additional expenditure authorities were granted to PPMI in order to undertake business transformation planning activities and additional information technology design and development work for the new passport issuance platform. The overall project approval remained at $176.0 million (including HST).
• In February 2019, PPMI received amended project approval of $199.5 million (including HST).
• The project approval increase of $23.5 million (including HST) is due to new business transformation activities; extended project length; privacy considerations; a new IT deliverable; a refined deployment plan; the creation of a Controlled Passport Processing Unit; and a review of contingency rates.
• PPMI is scheduled for completion by 2022.