ARCHIVED - Appendix B: Management Response and Action Plan

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Audit Report

Management Response

The Corporate Management Branch agrees with the recommendations presented in this report. Management has already taken action to address some of the issues brought forward and is committed to undertaking additional actions to address the remaining issues.

Management Action Plan
Audit Recommendations Proposed Management Actions Responsible Official(s) Implementation Date
Recommendation (1): The Vice President, Corporate Management Branch should develop and implement a planning process that anticipates Agency procurement and contracting requirements CMB will:
  • Develop and implement a procurement planning process to facilitate assignment of procurement specialists to contracting requests based upon branch-established priorities.
Director, Contracting and Procurement Division June 30, 2013
Recommendation (2): The Vice President, Corporate Management Branch should strengthen guidance for procurement and contracting. CMB will:
  • Supplement the current contracting information on Merlin, while at the same time ensuring the information posted on the site is easily accessible.
  • Continue to provide awareness sessions to branches as well as at training for managers
Director, Contracting and Procurement Division December 31, 2012

3 sessions per year to branch management, and all Managing for Success sessions.

Recommendation (3): The Vice President, Corporate Management Branch should review, and where appropriate strengthen, its functional direction and monitoring of sole-source justifications, supplier price support, and statements of work prepared by delegated RC managers, to enhance compliance with the TB Contracting Policy. CMB will:
  • Provide functional direction to RCMs on their responsibility to document on file the justifications and price support for sole-source contracts.
  • Develop and implement a monitoring program to assess the completeness of RCM prepared file documentation to enhance compliance with the TB Contracting Policy.
Director, Contracting and Procurement Division Immediately

December 31, 2012

Recommendation (4): The Vice President, Corporate Management Branch should establish time frames for completion of key steps in the procurement / contracting process and monitor and report against. CMB will:
  • Develop estimated service standards (time frames) that take into account the full contracting process, benchmarking against other government departments.
  • Implement a monitoring process and report against the service standards on an annual basis.
Director, Contracting and Procurement Division June 30, 2013

September 30, 2013

Recommendation (5): The Vice President, Corporate Management Branch should review CPPD's roles and responsibilities related to procurement and contracting, and should seek opportunities to have financial / administrative activities performed more efficiently elsewhere in the Agency. CMB will:

Undertake a review of financial / administrative activities to identify potential efficiencies in:

  • the recording of commitments in the corporate financial system,
  • the recording of a "Goods Receipt" accounting entry in the financial system after the RCMs has certified services rendered,
  • determining amounts payable on contracts but not yet invoiced at year-end (PAYE).
  • the financial delegation to RCM for the purchase of goods and services, and
  • the use of an acquisition card vs. a purchase order.

(Consultations will be required with Finance and Branch representatives prior to implementation of any changes.)

Director, Contracting and Procurement Division December 31, 2012
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