Information Session for Departments and Agencies

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Management Resources and Results Structure (MRRS)
Policy Approval Process for Amendments to
Strategic Outcomes and Program Activity
Architectures for 2009-10

• Information Session for Departments and Agencies
• February 2008
• Prepared by Results Management Strategies,
  Expenditure Management Sector

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Objectives of this information session

• To engage departments and agencies coming forward
  with proposed amendments to Strategic Outcomes
  (SO) and Program Activity Architectures (PAA)
• Ensure that they have a clear understanding of
  the approval process and related requirements for
  proposing amendments to SOs and PAAs for 2009-10

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Presentation Overview

• Background
• Details of the approval process
• What is different with this years approval
  process?
• Types of proposed amendments to existing SOs and
  PAAs
• Key steps for the approval of proposed changes
  based on
• Major and minor changes at the SO and PA level
• Changes below the Program Activity (PA) level
• Required templates and appendices required
• Timelines and key deliverables
• Major and minor changes at the SO and PA level
• Changes below the PA level
• Resource Information
• Communication with TBS
• Appendices and Annexes

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Background

• Call Letter sent to Senior Financial Officers
  (SFO) in departments and agencies
• fourth annual government-wide amendment process
  for SOs and PAA in preparation for the 2009-10
  Annual Reference Level Update (ARLU) and Main
  Estimates
• Brief history of changes
• 2006-07 Estimates Cycle
• 62 departments and agencies came forward with
  proposed amendments to their existing SOs and/or
  PAAs
• 38 organizations had major changes to their SOs
  and/or PA level of their PAAs
• 24 organizations made had minor changes to their
  SOs and/or PA level of their PAAs

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Background (contd)

• 2007-08 Estimates Cycle
• 29 departments and agencies came forward with
  proposed amendments to their existing SOs and/or
  PAAs
• 21 organizations had major changes to their SOs
  and/or PA level of their PAAs
• 8 organizations made minor changes to their SOs
  and/or PA level of their PAAs
• 2008-09 Estimates Cycle Combine with Step 1 of
  MRRS Road Map
• 96 departments and agencies came forward with
  proposed amendments to their existing SOs and/or
  PAAs
• 30 organizations had major changes to their SOs
  and/or PA level of their PAAs
• 35 organizations made minor changes to their SOs
  and/or PA level of their PAAs
• 31 organizations made changes to only the lower
  levels of their PAAs and/or Internal Services

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Approval process overview

• Approval process requirements
• Treasury Board (TB) submissions for major changes
  to their SOs and/or Program Activities (PA)
• PA descriptions to be included in TB submission
  and approval process
• Grouping of minor changes to SOs and PAA into an
  Umbrella submission (an aide-mémiore),
  coordinated and submitted by TBS and
• Confirm/demonstrate alignment of amended SOs or
  PAs to the Government of Canada Outcomes used in
  whole of Government reports (i.e. the Canadas
  Performance report and any future Government of
  Canada Report on Plans and Priorities).

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What is different with this years approval
process ?

• Linkage of Performance Management Frameworks
  (PMFs) to proposed SO and/or PAA changes
• Departments must determine whether the proposed
  changes to their SOs and/or PAA will result in
  commensurate changes to their PMF. If changes
  are required, the proposed modifications to the
  PMF will need to be provided with the SO and PAA
  changes using the existing PMF template for Step
  2. Otherwise, departments are to confirm to TBS,
  through an e-mail notification, that no changes
  to the PMF will be required
• Provision of staggered deadlines
• More than one deadline has been established to
  distribute workload pressures and to accommodate
  the nature of the changes being requested (e.g.
  SO and Program Activity changes requiring TB
  approval vs. PAA lower level changes requiring
  Treasury Board of Canada Secretariat (TBS)
  review)

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What is different with this years approval
process ? (contd)

• Treatment of Internal Services
• An interdepartmental working group has been
  working over this past year to clarify and refine
  the internal services categories. Final approval
  of these categories is expected shortly.
• Once approved, Senior Financial Officers (SFOs)
  will be asked to confirm by letter to TBS the
  internal services categories applicable to their
  organizations. These categories will form the
  sub-activity and sub-sub activity levels under
  the PA, Internal Services, which remains
  unchanged.
• Editing and Translation
• Departments/Agencies are required to ensure that
  proposed amendments to SOs and/or PA have been
  reviewed by their internal organizational
  translation and editing services.
• In addition, because the SO and PA levels of
  PAAs are displayed in the Main Estimates,
  organizations are required to submit an
  electronic copy of their proposed amendments to
  TBSs editing services (editing_at_fin.gc.ca) before
  submitting their final draft of the proposed
  amendments to TBS, to assure consistency
  throughout the Main Estimates document.
• To ensure that translation reviews are treated
  efficiently, departments/agencies require to
  include the words Changes to 200910 PAA in the
  subject line their e-mail.

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Types of amendments to existing SOs and PAAs

• Proposed amendments to existing SOs and PAAs
  could include
• Major changes A change at the SO or PA level of
  the PAA that affects the existing number and/or
  scope of the SO and /or PA elements (e.g. the
  inclusion of a new SO or PA element or the
  deletion, splitting or merging of an existing SO
  or PA element). Major changes must be submitted
  to TB for approval via departmental TB submission
  (note automatically includes lower level PAA
  changes) or
• Minor changes A change at the SO or PA level of
  the PAA that does not affect the number and/or
  scope of the SO and /or PA elements. These
  changes normally consist of the rephrasing of
  words or the tightening up the wording (e.g. a
  refinement of an existing SO and/or a PA title or
  description). Minor changes must be submitted to
  the Secretariat and reviewed by the program
  sector analyst and RMS to ensure that the change
  is in fact minor. Minor changes will be approved
  by TB through an aide-mémoire prepared by the
  Secretariat. (note automatically includes lower
  level PAA changes ) or
• Changes ONLY below the PA level of the PAA A
  change that occurs at the sub-activity or
  sub-sub-activity levels of the PAA (e.g. the
  inclusion of new programs, the deletion,
  splitting or merging of programs, the refinement
  of program titles and or program descriptions).
  These types of changes do not currently require
  TB approval, but must be reviewed by TBS.

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Key steps for the approval of amendments

• Major and minor changes at the SO and PA level
• Department/agencies inform their TBS program
  sector executive director of their intentions to
  propose amendments to their existing SO and/or
  PAA (must include nature of changes major or
  minor)
• TBS program analysts send departments/agencies
  pre-filled templates to identify proposed
  amendments
• Departments/agencies submit draft of proposed
  amendments to their TBS program sector analyst
  (including the draft TB submission (if making
  major changes) and all supporting appendices)
• TBS program analysts, in collaboration with other
  analysts at TBS, provide comments
• Departments/agencies submit final packages of
  their proposed amendments to their TBS program
  sector analysts - in both official languages,
  with Deputy Head and SFO sign-off
• PMFs can be provided in either official language
• If a TB submission is required a signed copy
  of the submission (by Minister) is sent the
  Treasury Board Submission Centre (TBSC)
• If minor changes only, Results Management
  Strategies Division (RMSD) in TBS will prepare an
  umbrella submission (an aide-mémiore), based on
  input from implicated departments
• Proposed amendments to SOs and PAAs at the PA
  level are presented to TB for approval
  (individual TB submission and the aide-mémiore)
• Decision letters post TB
• Individual TB submissions TBSS program sector
• Aide-mémiore Results Management Strategies
  Division

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Key steps for the approval of amendments (contd)

• Changes only below the PA level
• Department/agencies inform their TBS program
  sector executive director of their intentions to
  propose amendments to their existing SO and/or
  PAA (must include nature of changes below PA
  level)
• TBS program sector analysts send
  departments/agencies pre-filled templates to
  identify proposed amendments
• Departments/agencies submit draft of proposed
  amendments to their TBS program sector analysts
  (including all supporting appendices)
• TBS program sector analysts, in collaboration
  with other analysts at TBS, provide comments
• Departments/agencies submit final packages of
  their proposed amendments to their TBS program
  sector analyst - in both official languages,
  with Deputy Head and SFO sign-off
• PMFs can be provided in either official language

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Required templates and appendices

• Department and agencies must provided a complete
  package of their draft proposed amendments to TBS
  for review including

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Timelines and key deliverables for major and
minor changes at the SO and PA level of the PAA
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Timelines and key deliverables for major and
minor changes at the SO and PA level of the PAA
contd
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Timelines and key deliverables for changes below
the PA level only (Sub-activity and
Sub-sub-activity levels )
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Resource Information

• Posting of materials and information on MRRS
  web-site
• http//publiservice.tbs-sct.gc.ca/pubs_pol/dcgpubs
  /mrrsp-psgrr/siglist_e.asp
• Guide to the Approval of Strategic Outcomes and
  Program Activity Architectures for Departments
  (http//publiservice.tbs-sct.gc.ca/pubs_pol/dcgpub
  s/mrrsp-psgrr/guide/guide_e.asp )
• Instructions to Departments on the Development of
  a Management, Resources and Results Structure (
  http//publiservice.tbs-sct.gc.ca/pubs_pol/dcgpubs
  /mrrsp-psgrr/id-cm/id-cm_e.asp )

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Communications with TBS

• For more information or assistance regarding this
  Approval process for amendments to SO and PAAs in
  preparation to the 2009-10 Main Estimates, do not
  hesitate to contact your
• Program Sector Analyst,
• Results Management Strategies Analyst, or
• By sending an e-mail to PAA-AAP_at_tbs-sct.gc.ca

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• APPENDIES and ANNEXES

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Appendix A List of new SO and/or amended PA
elements

• Appendix A will be attached with individual TB
  submission

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Appendix B SO an PAA Current and Amended
Diagrams

• Diagrams can be provided using any format (e.g.
  Word, Excel, Visio, etc.)

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Appendix C Crosswalk Template
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Appendix D Performance Measurement Template

• The following is an example of the PMF template.
  Department are to use the PMF template provided
  to them as part of Step 2 of the MRRS Road Map

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Appendix E Alignment of SO and PA elements to
the Whole of Government Framework

• The 13 broad Government of Canada Outcome areas,
  within four broad spending areas include
• Economic Affairs
• income security and employment for Canadians
• strong economic growth
• an innovative and knowledge-based economy
• a clean and healthy environment and
• a fair and secure marketplace.
• Social Affairs
• healthy Canadians
• safe and secure communities
• a diverse society that promotes linguistic
  duality and social inclusion and
• a vibrant Canadian culture and heritage.
• International Affairs
• a safe and secure world through international
  co-operation
• global poverty reduction through sustainable
  development
• a strong and mutually beneficial North American
  partnership and
• a prosperous Canada through global commerce.
• Government Affairs

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Appendix F Departmental Attestation
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Annex A What is the MRRS? An Approach to
Enhance Decision-Making
More logical and consistent basis for interaction
TBS Informed decisions on investment choices
based on priorities and value for money
MRRS
Policy Objective Development of a common,
government-wide approach to the collection,
management, and reporting of financial and
non-financial performance information - to
provide an integrated and modern expenditures
management framework
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Annex B MRRS Policy - Program Activity
Architecture (PAA)
Program Activity Architecture Financial
and non financial information
Program Activity Architecture
Parliamentary Vote Control Level
Department
Strategic Outcome(s)

• Planned and Actual Results-all programs
• Planned Actual Financial information
• Governance Structure-decision making around
  program results info

Accountable Level to TB Parliament TB Approval
Required for all elements and all levels of
the PAA
Program Activity(ies)
Sub Activity(ies)
Program Information levels TBS Review
Sub - Sub Activity(ies)
IT Support Expenditure Management Information
System
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Annex C MRRS Policy - Program Activity
Architecture (PAA) (contd)

• Policy requirements for Strategic Outcomes incl
• Performance Measures

Strategic Outcome
Accountability levels to Parliament (Estimates
Public Accounts) require TB approval, incl.
major minor changes
Policy requirements for each program activity
element include Program title description
Expected results Performance
measures Planned actual spending Target
actual results Governance
Program Activities
Departmental PAA reflect the inventory of all
the programs of a department depicted in their
logical relationship to each other and to the
SO(s) to which they contribute require TBS
review
Sub-Activity Level
Sub-Sub Activity Level
Lowest Level programs
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Annex D Full implementation of MRRS consists of
five steps

• Departments develop fully articulated structures
  for their Program Activity Architectures (PAA)
• (December 2006 to May 2007)
• Departments identify/define the Performance
  Measurement Frameworks Governance Structures
  for their entire PAAs
• (Fall 2007)
• Departments create, capture and use MRRS
  information systematically
• (Jan. 2008 and onwards)
• TBS develops and rolls out a system to capture
  the standardized departmental data
• ( Dec 2008 )
• Embed MRRS information in all expenditure
  management processes
• ( 2008 and onwards)

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