Letter to DM: Ombudsman launches process reviews on civilian complaint mechanisms
5 May 2023
Mr. Bill Matthews
Deputy Minister
Department of National Defence
101 Colonel By Drive
Ottawa, ON K1A 0K2
Dear Mr. Matthews:
This is further to our recent exchanges regarding several constituent files in which my office identified a lack of consistency in the application of procedural fairness. Apart from the individual files, we identified a possible systemic issue related to how complaint files were handled in the Department. Problems were found at every level of administration and in every mechanism we reviewed. We recommended that the Department examine its processes and implement standard safeguards to ensure procedural fairness in all decision-making.
We recognize the breadth of this recommendation and understand that a review of internal processes is a daunting undertaking at the best of times. In order to support the Department’s eventual review of its own processes, my office will be conducting an analysis of three departmental mechanisms with the intent of producing recommendations to address any specific gaps or points of failure. We also intend to identify best practices for successful and fair decision-making.
My office will conduct a formal review of the following departmental processes:
- Civilian Grievance process
- Harassment and Violence resolution process
- Internal Disclosure of Wrongdoing process
You have previously offered to put us in touch with the ADM responsible for the Internal Disclosure of Wrongdoing process. This is greatly appreciated. We would also be grateful for your support in prioritizing the Ombudsman’s initiative with all responsible ADMs. Please find attached the letters that we will be sending to the ADMs.
We will be scheduling meetings as soon as possible and expect to have a final report completed within the fiscal year.
Sincerely,
Gregory Lick
Ombudsman
Enclosures: