Management Response and Action Plan (MRAP)

Evaluation: Federal Assistance Program (FAP)
Evaluator: Audit and Evaluation Branch, Evaluation Directorate
CFIA Lead Program Area: PPB Regulatory Affairs
Report Approved by Evaluation Committee: August 2016

Terminolgy

Evaluation Recommendation
As stated in evaluation report
Management Response
Agree, agree with conditions, or disagree with recommendation, and why
Action Plan
Actions to be taken to address the recommendation
Deliverables
Key deliverables that demonstrate implementation of action plan
Expected Completion Date
Date for each deliverable
Lead
Position, for each deliverable

Recommendation 1 - The CFIA should increase awareness of the FAP across the Agency.

Management Response: Agree.

Action Plan Deliverables Expected Completion Date Lead
1) Develop a web presence for the FAP on Merlin, to include links to key program documentation, templates and associated information. i) FAP page on Merlin, and
ii) Notification of FAP Merlin presence in CFIA National Information bulletin.
March 31, 2016 Contribution Coordinator (CC)
2) Develop FAP information session to be targeted at RCMs and Program managers. FAP information session presentation and associated communication/delivery strategy. November 30, 2016 CC
3) Deliver FAP information session to target audiences. Delivery of FAP information session to target audiences. Commencing Fall of 2016 and ongoing as requested/required CC

Recommendation 2 - The CFIA should develop and implement more standardized and detailed project and program performance monitoring and reporting.

Management Response: Agree.

Action Plan Deliverables Expected Completion Date Lead
1) Work with the CFIA Audit and Evaluation team to refine and finalize proposed performance indicators for projects funded by FAP contributions, and performance indicators for the program, using as reference the draft Performance Indicators for the FAP document as received from the Audit and Evaluation team, December 2015. Developing Performance Indicators for Projects Funded by FAP Contributions document (to replace Appendix E of FAP Guide, Guidance on Developing Good Performance Indicators for FAP Contribution Agreements) English and French April 29, 2016 CC
2) Amend the FAP Request for Funds template to include a section for "Proposed Performance Indicators." Amended FAP Request for Funds template (English and French) May 13, 2016 CC
3) Share the Developing Performance Indicators for Projects Funded by FAP Contributions document with FAP Responsibility Centre Managers (RCMs, or agreement managers) at the outset of the development of FAP Requests for Funds (proposals) to raise awareness of the performance reporting requirements for contributions and to support applicants in their selection/development of performance indicators. Finalized Developing Performance Indicators for Projects Funded by FAP Contributions document is included in the "FAP Welcome Package" which is provided to RCMs at the outset of the development of a FAP proposal. Post-May 13, 2016 CC
4) Review and update the FAP Recipient Project Reporting Requirements document, which is presently included as an appendix to all agreements, to ensure it properly captures the requirement to report on performance with the established performance indicators. Updated FAP Recipient Project Reporting Requirements is included as an appendix in all FAP agreements. Post-May 13, 2016 CC
5) Update the FAP Performance Measurement Strategy document by a) replacing the Logic Model for the FAP with the revised FAP Logic Model and program performance indicators as received from the Audit and Evaluation team, December 2015, and b) revising the associated narrative. Updated FAP Performance Measurement Strategy document (English and French). May 31, 2016 CC
6) Seek appropriate governance approvalTable note 1 for revised FAP Performance Measurement Strategy. Appropriate level of governance approval gained. July 15, 2016 CC
7) Prepare the FAP Annual Report for management review using the revised FAP Performance Measurement Strategy, to report on performance of both the program's delivery/operation, and individual FAP projects. FAP Annual Report October 31, 2016 CC

Table Note

Table note 1

Finance Integration and Project Oversight Committee, and then Corporate Management Committee are proposed.

Return to table note 1 referred

Recommendation 3 - The CFIA should scale project administrative requirements based on type and size.

Management Response: Agree.

Action Plan Deliverables Expected Completion Date Lead
1) Research/consult with other departments and with policy advisors from Costing, Financial Policies and Internal Controls section in Corporate Management Branch to determine appropriate administrative requirements and costing methodology (direct costs vs. ongoing administration) based on type and size of contribution. Proposed new program administrative requirements based on type and size of contribution. May 31, 2017 CC
2) Seek appropriate governance approval for proposed new program administrative requirements based on type and size of contribution. Appropriate level of governance approval gained. June 30, 2017 CC
3) Accordingly adapt/update all pertinent program documentation and procedures. Adapted/updated program documentation, templates, procedures, and information session. July 31, 2017 CC
4) Communicate/advise about administrative requirement changes to management and stakeholders (RCMs). Implementation of communications strategy/products disseminated/activities conducted. August 31, 2017 and ongoing CC

Recommendation 4 - The CFIA should develop guidelines for the funding of repeat FAP projects over multiple years.

Management Response: Agree.

Action Plan Deliverables Expected Completion Date Lead
1) Research/consult internally and externally with other government departments to determine best practices Record of consultation April 28, 2017 CC
2) Develop proposed draft guideline for consideration/decision through appropriate governance [Finance Integration and Project Oversight Committee, and then Corporate Management Committee are proposed] Draft proposal and recommendation for CFIA Guideline for Repetitive Contributions to FAP Recipients presented through governance for approval June 15, 2017 CC
3) Finalize and communicate new guidelines Finalized guideline (English and French) and stakeholder awareness June 30, 2017 CC
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