Management Response and Action Plan: Audit of Management Controls and Governance around Border Reopening
May 2022
Presented to PHAC Departmental Audit Committee in April 2022
| Recommendations | Management response and planned management action | Deliverables | Expected completion date | Responsibility |
|---|---|---|---|---|
Recommendation 1 The Vice President of the Health Security and Regional Operations Branch should review processes to ensure that specific courses of action, risk considerations and decisions are documented and appropriately archived. |
Management agrees with the recommendation. |
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A review of the processes will be implemented to enhance current practices to document and appropriately archive specific courses of action, risk considerations and decisions taken at the Branch level and Centre level Committees. |
New tools for presentation and documentation of discussion and decision items are implemented for HSROB's Tier 1 level Committees. |
March 2023 |
Health Security and Regional Operations Branch (HSROB) |
|
Recommendation 2 The Vice President of the Health Security and Regional Operations Branch should conduct a review of the governance structure to ensure committees have minimal overlap, and that efficiency regarding decision-making is optimized. |
Management agrees with the observations and the recommendation in the report. |
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The Regional Operations' governance structure was adapted quickly to respond to the pandemic and the growth of the organization. Adjustments are required to not only reduce overlap and optimize decision-making, but also to re-balance the focus to other programs delivered and align to PHAC and HSRO's new organizational structures. A review of Regional Operations governance structure has already begun to limit overlap, clarify roles and responsibilities and optimize decision making by the Regional Executive Committee (Tier-1) and include limited number of key Sub-Committees (Tier-2) with clear and approved Terms of References, with strong documentation management practices, and participation of key internal partners from other Centres in HSRO, PHAC, and HC. |
VP approval on updated Regional Operations Management Governance Structure (see Recommendation 3 for Terms of Reference) |
June 30, 2022 |
HSROB |
|
New tools for presentation and documentation of discussion and decision items to the Tier 1 level – Regional Executive Committee. |
June 30, 2022 |
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Review of updated Regional Operations Management Governance Structure to determine if further adjustments are required to the structure or practices. |
January – March 2023 |
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Recommendation 3 The Vice President of the Health Security and Regional Operations Branch should finalize and have the proper level of authority approve the TORs. |
Management agrees with the recommendation. |
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As noted under Recommendation 2, management agrees with the observations and the recommendation in the report which is focused on the Regional Operations (RO) Governance Structure. A review of Regional Operations management governance structure has already begun to limit overlap, clarify roles and responsibilities and optimize decision making by the Regional Executive Committee (Tier-1), and include limited number of key Sub-Committees (Tier 2) with approved Terms of References. |
VP approval of REC TORs and DG approval of TORs for Sub-Committees, which are outlined in the updated Regional Operations Management Governance Structure noted in Recommendation 2. |
June 30, 2022 |
HSROB |
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Internal communication on the new Management Governance Structure and Terms of References to RO employees, and across other Centres in HSRO, and key partners in PHAC and HC. |
June 30, 2022 |
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