Quarterly Financial Report - For the quarter ended June 30, 2019

1 Introduction

This quarterly financial report should be read in conjunction with the 2019-20 Main Estimates. This report has been prepared by management as required by Section 65.1 of the Financial Administration Act and in the form and manner prescribed by the Treasury Board. It has not been subject to an external audit or review.

1.1 Authority, mandate and programs

Shared Services Canada (SSC) reports to Parliament through the Minister of Public Services and Procurement Canada and Minister responsible for SSC. The Department provides services related to email, data centres, networks and end-user information technology (IT) to organizations specified by the Governor in Council. SSC also provides government-wide secure IT infrastructure services. The Minister responsible for SSC has the authority to procure whatever is required to provide shared IT infrastructure services to departments. Maintaining strong customer relationships and service management is essential to the successful delivery of SSC’s mandate.

SSC works to manage and improve the efficiency, reliability and security of the government’s IT infrastructure. A more efficient use of technology will increase productivity across departments and support the vision of a twenty‑first‑century Public Service, as articulated in Blueprint 2020.

In carrying out its mandate, SSC is supporting the Digital Operations Strategic Plan: 2018 to 2022 and the Government of Canada Cloud Adoption Strategy, as well as working in partnership with public-sector and private-sector stakeholders, implementing enterprise-wide approaches for managing IT infrastructure services, and employing effective and efficient business management processes.

The Shared Services Canada Act and related Orders-in-Council set out the powers, duties and functions of the Minister responsible for SSC. Amendments to the Act in June 2017 allow the Minister to delegate to other Ministers the power to procure certain items, thereby making it easier for federal departments to buy some of the most frequently purchased IT goods and services. SSC remains responsible for setting up IT contracts, standing offers and supply arrangements, and will continue to ensure only trusted IT equipment and software are used. The Minister responsible for SSC may also, in exceptional circumstances, authorize another Minister to obtain services from within their own department or from a source other than SSC. However, this authorization cannot be used to exempt the entire department from using SSC’s services.

Further details on SSC’s authority, mandate, responsibilities and programs may be found in the 2019-20 Main Estimates and in SSC’s 2019-20 Departmental Plan.

1.2 Basis of presentation

This quarterly financial report has been prepared by management using an expenditure basis of accounting. The accompanying Statement of Authorities includes the Department’s spending authorities granted by Parliament, and those used by the Department consistent with the 2019-20 Main Estimates. This quarterly report has been prepared using a special purpose financial reporting framework designed to meet financial information needs with respect to the use of spending authorities.

The authority of Parliament is required before money can be spent by the Government. Approvals are given in the form of annually approved limits through appropriation acts or through legislation in the form of statutory spending authority for specific purposes.

When Parliament is dissolved for the purposes of a general election, section 30 of the Financial Administration Act authorizes the Governor General, under certain conditions, to issue a special warrant authorizing the Government to withdraw funds from the Consolidated Revenue Fund. A special warrant is deemed to be an appropriation for the fiscal year in which it is issued.

The Department uses the full accrual method of accounting to prepare and present its annual departmental financial statements that are part of the departmental results reporting process. However, the spending authorities voted by Parliament remain on an expenditure basis. The main difference between the Quarterly Financial Report and the Departmental Financial Statements is the timing of when revenues and expenses are recognized. The Quarterly Financial Report presents revenues only when the money is received and expenses only when the money is paid out. The Departmental Financial Statements report revenues when they are earned and expenses when they are incurred. In the latter case, revenues are recorded even if cash has not been received and expenses are incurred even if cash has not yet been paid out.

1.3 Shared Services Canada financial structure

SSC has a financial structure composed mainly of voted budgetary authorities, namely Vote 1 - Operating Expenditures, including Vote Netted Revenues, Vote 5 - Capital Expenditures, including Vote Netted Revenues, and Vote 10 – Making Federal Government Workplaces More Accessible. The statutory authorities comprise the contributions to the Employee Benefit Plans (EBP). The contributions to EBP consist of the contributions for SSC’s employees including the members of Royal Canadian Mounted Police.

At the end of the first quarter of 2019-20, 92% of the Department’s budget was devoted to support its IT consolidation and standardization goals while ensuring that current and future IT infrastructure services offered to the Government of Canada are maintained in an environment of operational excellence. The remaining 8% was devoted to Internal Services which support services provided by SSC.

Total Vote Netted Revenue authority for 2019-20 is $665.0 million, which consists of respendable revenue for IT infrastructure services provided by SSC to partner organizations and other organizations on a cost-recovery basis.

2 Highlights of fiscal quarter and fiscal year-to-date results

The following graph provides a comparison of the net budgetary authorities available for spending and the expenditures for the quarters ended June 30, 2019 and June 30, 2018, for the Department’s combined Vote 1 - Operating Expenditures, Vote 5 - Capital Expenditures, Vote 10 - Making Federal Government Workplaces More Accessible, and Statutory Authorities.

Comparison of Net Budgetary Authorities and Expenditures as of June 30, 2019 and June 30, 2018 ($ millions)
Comparison of Net Budgetary Authorities and Expenditures
Long description – Comparison of Net Budgetary Authorities and Expenditures

The graph shows total net budgetary authorities available for spending of $1,892.5 million as of June 30, 2019 and $1,735.3 million as of June 30, 2018. It also shows total expenditures of $361.1 million for the first quarter ended June 30, 2019, compared to $396.2 million for the first quarter ended June 30, 2018.

2.1 Significant changes to authorities

For the period ended June 30, 2019, the authorities available to the Department include the Main Estimates, less a temporary frozen allotment of $10.0 million in Vote 1 related to Secure Canada’s Government IT Infrastructure and Information. Authorities available for spending in 2019-20 were $1,892.5 million at the end of the first quarter, compared to $1,735.3 million at the end of the first quarter of 2018-19, representing an increase of $157.2 million, or 9.1%. This total increase is a combination of an increase of $376.7 million in Vote 1 – Gross Operating Expenditures, a decrease of $3.9 million in Vote 5 – Gross Capital Expenditures, an increase of $1.6 million in Vote 10 – Making Federal Government Workplaces More Accessible, an increase in Budgetary Statutory Authorities of $5.7 million and an increase of $222.9 million in Vote Netted Revenues which decreased the total net authorities available.

Comparison of Net Budgetary Authorities for the Quarters Ended June 30, 2019 and June 30, 2018
Net Authorities Available ($ millions) 2019-20 2018-19 Variance
Vote 1 - Operating Expenditures 2,145.5 1,768.8 376.7
Vote 5 - Capital Expenditures 316.3 320.2 (3.9)
Vote 10 - Making Federal Government Workplaces More Accessible 1.6 - 1.6
Vote Netted Revenues (665.0) (442.1) (222.9)
Statutory (EBP) 94.1 88.4 5.7
Total Net Authorities 1,892.5 1,735.3 157.2

Vote 1 – Gross Operating Expenditures

The Department’s Vote 1 increased by $376.7 million, compared to the first quarter of 2018-19, mainly due to:

Vote 5 – Gross Capital Expenditures

The Department’s Vote 5 decreased by $3.9 million, compared to the first quarter of 2018-19, mainly due to:

Vote 10 – Making Federal Government Workplaces More Accessible

The Department’s Vote 10 increased by $1.6 million, compared to the first quarter of 2018-19, due to a new Vote SSC obtained in 2019-20 for the initiative “Making Federal Government Workplaces More Accessible”, announced in Budget 2019.

Statutory (EBP)

The Department’s Employee Benefits Plan (EBP) authority increased by $5.7 million, compared to the first quarter of 2018-19, mainly due to funding received for Improving Service Integrity at SSC.

2.2 Explanations of significant variances from previous year expenditures

Compared to the previous year, the total year-to-date expenditures, for the period ended June 30, 2019, have decreased by $35.1 million, from $396.2 million to $361.1 million as per the table below. This represents a decrease of 8.9% against expenditures recorded for the same period in 2018-19.

Comparison of Year-to-Date Expenditures for the Quarters Ended June 30, 2019 and June 30, 2018
Net Year-to-Date Expenditures ($ millions) 2019-20 2018-19 Variance
Vote 1 - Operating Expenditures 437.6 437.5 0.1
Vote 5 - Capital Expenditures 24.1 45.7 (21.6)
Vote 10 - Making Federal Government Workplaces More Accessible - - -
Vote Netted Revenues (124.1) (106.8) (17.3)
Statutory (EBP) 23.5 19.8 3.7
Total Net Year-to-Date Expenditures 361.1 396.2 (35.1)

Vote 1 - Increase of $0.1 million

The net increase in operating expenditures, compared to the first quarter of 2018-19, is mainly attributed to:

Vote 5 - Decrease of $21.6 million

The net decrease in capital expenditures, compared to the first quarter of 2018-19, is mainly attributed to:

Vote Netted Revenues - Increase of $17.3 million

The increase in the collected Vote Netted Revenues, compared to the first quarter of 2018-19, is mainly due to timing difference between fiscal years in billing the services provided by SSC to partner departments.

3 Risks and uncertainty

Ensuring adequate resource capacity to provide IT infrastructure, email, data centres and network services across government represents a key risk for both SSC and the Government of Canada in the years ahead. Maintaining Government of Canada IT infrastructure services while undertaking IT modernization initiatives will require an engaged employee base possessing a specialized skill set, as well as sustainable, and reliable funding. How well this risk is managed will impact whether SSC and its partners can fulfill the collective mandate to serve Canadians. In order to better support this mandate and manage this key risk, SSC continues to improve its enabling functions such as financial management, project management and people management, which are essential to the successful implementation of spending plans and achievement of strategic objectives.

SSC is promoting effective financial management practices and financial sustainability to ensure that it has the financial resources, systems and funding mechanisms in place to maintain mission-critical systems and fund the modernization initiatives. The Department is also taking steps, such as developing recruitment and retention strategies that focus on learning, re-training, re-skilling, alternate and flexible work arrangements, and proactive classification and staffing resourcing strategies, to ensure a workforce with the right skills and capacity to sustain current, transitional and future business needs.

Additional risks that may impact the Department’s spending plans, as well as strategies to mitigate those risks, are described in SSC’s 2019-20 Departmental Plan.

4 Significant changes in relation to operations, personnel and programs

On April 15, 2019, Anne Lamar, visiting Senior Assistant Deputy Minister, joined SSC to work with us on advancing our priorities related to the Government of Canada’s renewed digital vision and SSC’s continual improvement to meet the changing digital service needs of Canadians. She is now leading the SSC 3.0 efforts for the department.

Approval by Senior Officials

Original signed by Sarah Paquet for

Paul Glover
President

Original signed by

Denis Bombardier, CPA, CGA
Senior Assistant Deputy Minister,
Chief Financial Officer

Ottawa, Canada
August 26, 2019

5 Statement of authorities (unaudited)

Fiscal year 2019-20 (in thousands of dollars) Total available for use for the year ending March 31, 2020 Footnote * Used during the quarter ended June 30, 2019 Year-to-date used at quarter-end
Vote 1 - Operating expenditures
Gross Operating expenditures 2,145,489 437,650 437,650
Vote Netted Revenues (595,000) (124,144) (124,144)
Net Operating expenditures 1,550,489 313,506 313,506
Vote 5 - Capital expenditures
Gross Capital expenditures 316,323 24,101 24,101
Vote Netted Revenues (70,000) - -
Net Capital expenditures 246,323 24,101 24,101
Vote 10 - Making Federal Government Workplaces More Accessible 1,620 - -
(S) Contributions to employee benefit plans 94,086 23,521 23,521
Total Budgetary authorities 1,892,518 361,128 361,128
Fiscal year 2018-19 (in thousands of dollars) Total available for use for the year ending March 31, 2019Footnote * Used during the quarter ended June 30, 2018 Year-to-date used at quarter-end
Vote 1 - Operating expenditures
Gross Operating expenditures 1,768,794 437,473 437,473
Vote Netted Revenues (407,094) (106,803) (106,803)
Net Operating expenditures 1,361,700 330,670 330,670
Vote 5 - Capital expenditures
Gross Capital expenditures 320,174 45,692 45,692
Vote Netted Revenues (35,000) - -
Net Capital expenditures 285,174 45,692 45,692
Vote 10 - Making Federal Government Workplaces More Accessible - - -
(S) Contributions to employee benefit plans 88,395 19,834 19,834
Total Budgetary authorities 1,735,269 396,196 396,196

6 Departmental budgetary expenditures by standard object (unaudited)

Fiscal year 2019-20 (in thousands of dollars) Planned expenditures for the year ending March 31, 2020Footnote * Expended during the quarter ended June 30, 2019 Year-to-date used at quarter-end
Expenditures:
Personnel (includes EBP) 705,632 172,236 172,236
Transportation and communications 621,774 51,076 51,076
Information 968 136 136
Professional and special services 269,520 36,897 36,897
Rentals 377,781 135,814 135,814
Repair and maintenance 150,085 37,865 37,865
Utilities, materials and supplies 9,231 657 657
Acquisition of land, buildings and works 13,807 1,981 1,981
Acquisition of machinery and equipment 401,171 44,188 44,188
Transfer payments - - -
Public debt charges 5,031 827 827
Other subsidies and payments 2,518 3,595 3,595
Total gross budgetary expenditures 2,557,518 485,272 485,272
Less Revenues netted against expenditures:
Vote Netted Revenues 665,000 124,144 124,144
Total Revenues netted against expenditures 665,000 124,144 124,144
Total net budgetary expenditures 1 892,518 361,128 361,128
Fiscal year 2018-19 (in thousands of dollars) Planned expenditures for the year ending March 31, 2019Footnote * Expended during the quarter ended June 30, 2018 Year-to-date used at quarter-end
Expenditures:
Personnel (includes EBP) 655,638 156,871 156,871
Transportation and communications 489,889 73,324 73,324
Information 761 207 207
Professional and special services 218,845 35,182 35,182
Rentals 297,392 180,061 180,061
Repair and maintenance 118,721 22,285 22,285
Utilities, materials and supplies 7,258 614 614
Acquisition of land, buildings and works 12,017 - -
Acquisition of machinery and equipment 370,617 29,319 29,319
Transfer payments - - -
Public debt charges 4,181 435 435
Other subsidies and payments 2,044 4,701 4,701
Total gross budgetary expenditures 2,177,363 502,999 502,999
Less Revenues netted against expenditures:
Vote Netted Revenues 442,094 106,803 106,803
Total Revenues netted against expenditures 442,094 106,803 106,803
Total net budgetary expenditures 1,735,269 396,196 396,196

7 Glossary

Appropriations / Authorities

Expenditure authorities are approvals from Parliament for individual government organizations to spend up to specific amounts. Expenditure authority is provided in two ways: annual appropriation acts that specify the amounts and broad purposes for which funds can be spent; and other specific statutes that authorize payments and set out the amounts and time periods for those payments. The amounts approved in appropriation acts are referred to as voted amounts, and the expenditure authorities provided through other statutes are called statutory authorities.

  • Vote 1 - Operating Expenditures: A vote that covers most day-to-day expenses, such as salaries, utilities and minor capital expenditures.
  • Vote 5 - Capital Expenditures: Capital expenditures are those made for the acquisition or development of items that are classified as tangible capital assets as defined by Government accounting policies. This vote is generally used for capital expenditures that exceed $10,000.
Capital Budget Carry Forward

Treasury Board centrally managed vote that permits departments to bring forward eligible lapsing funds from one fiscal year to the next in an amount up to 20% of their year-end allotments in the Capital Expenditures Vote as reflected in Public Accounts.

Cash method of accounting

The cash method recognizes revenues when they are received and expenses when they are paid for.

Collective agreement

Collective agreement means an agreement in writing entered into under the Public Service Staff Relations Act between the employer and a bargaining agent and containing provisions covering terms and conditions of employment and related matters.

Departmental Plan

The Departmental Plan (formerly known as the Report on Plans and Priorities) is an expenditure plan for each department and agency (excluding Crown corporations). It describes departmental priorities, expected results and associated resource requirements covering a three-year period, beginning with the year indicated in the title of the report.

Employee Benefit Plan (EBP)

A statutory item that includes employer contributions for the Public Service Superannuation Plan, the Canada and the Quebec Pension Plans, Death Benefits, and the Employment Insurance accounts. Expressed as a percentage of salary, the EBP rate is changed every year as directed by the Treasury Board Secretariat.

Expenditure basis of accounting

An accounting method that combines elements of the two major accounting methods, the cash method and the accrual method. The expenditure basis of accounting method recognizes revenues when cash is received and expenses when liabilities are incurred or cash is paid out.

Frozen allotments

Frozen allotments are used to prohibit the spending of funds previously appropriated by Parliament. There are two types of frozen allotments:

  • Permanent: where the Treasury Board has directed that funds lapse at the end of the fiscal year
  • Temporary: where an appropriation is frozen until such time as conditions have been met
Full accrual method of accounting

An accounting method that measures the performance and position of an organization by recognizing economic events regardless of when cash transactions occur. Therefore, the full accrual method of accounting recognizes revenues when they are earned (for example, when the terms of a contract are fulfilled) and expenses when they are incurred.

Main Estimates

Each year, the government prepares estimates in support of its request to Parliament for authority to spend public funds. This request is formalized through the introduction of appropriation bills in Parliament. In support of the Appropriation Act, the Main Estimates identify the spending authorities (Votes) and amounts to be included in subsequent appropriation bills. Parliament is asked to approve these Votes to enable the government to proceed with its spending plans.

Operating Budget Carry Forward

Treasury Board centrally managed vote that permits departments to bring forward eligible lapsing funds from one fiscal year to the next in an amount up to 5% of their Main Estimates gross Operating Budget allotment.

Standard objects

A system in accounting that classifies and summarizes the expenditures by categories, such as type of goods or services acquired, for monitoring and reporting.

Supplementary Estimates

The President of the Treasury Board tables two Supplementary Estimates usually in late fall and early spring to obtain the authority of Parliament to adjust the government’s expenditure plan set out in the estimates for that fiscal year. Supplementary Estimates serve two purposes. First, they seek authority for revised spending levels that Parliament will be asked to approve in an Appropriation Act. Second, they provide Parliament with information on changes in the estimated expenditures to be made under the authority of statutes previously passed by Parliament. Each Supplementary Estimates document is identified alphabetically (A and B).

Vote Netted Revenues Authority

The authority by which Shared Services Canada has permission to collect and spend revenue earned and collected from the provision of IT services within the government.

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