June 2, 2021
Minutes of the Audit and Evaluation Committee (AEC) Meeting
June 2, 2021
09:30am to 12:00pm
Microsoft Teams Meeting
Members:
Graham Fraser, External member - Chair
André Grondines, External member
Caroline Maynard, Information Commissioner
Secretary to the Committee:
Stephen Campbell, Associate Director, Strategic Planning, Governance, Policy, Program Evaluation and Internal Audit Services
Regular attendees:
France Labine, Deputy Commissioner, Corporate Services, Strategic Planning and Transformation Services, Chief Financial Officer (CFO) and Chief Audit Executive (CAE)
Senior Management Committee:
Layla Michaud, Deputy Commissioner, Investigations and Governance
Gino Grondin, Deputy Commissioner, Legal Services and Public Affairs
Guests:
Riowen Abgrall, Principal, Office of the Auditor General of Canada
Sébastien Lafond, Director, Finance, Procurement, Administration and Security and Deputy Chief Financial Officer (DCFO)
James Ellard, Director, Communications and Public Affairs
Meeting Summary
Approval of Record of Decisions and action items from the February 18, 2021 meeting.
Annual review of the Corporate Risk Profile (currently the RBAEP).
Advise on adequacy of resources of the Internal Audit and Evaluation function.
Adequacy of consulting services provided by internal audit and evaluations to the organization.
OAG Update.
OIC Financial and Sector Updates
1. Welcome and Opening Remarks
The Chair was impressed by the adaptation, rigor and flexibility the Office demonstrated during COVID-19, and even noted the accelerated production. He congratulated the Office for meeting the huge challenges during this difficult period. As for the parliamentary committee appearances, he noted the level of respect for the Commissioner and that the organization received from the Parliamentarians. The IRCC report was also an excellent piece of work. In summary, the appearance, the report, and response to COVID-19 were very impressive.
The Commissioner noted that she is surrounded by a fantastic team, that they were very resilient this year, although they are more fatigued during this period. The Commissioner indicated that staff will need to take time for themselves as things slow down during the summer months and enjoy their summer vacation. The employees informed her that the stress brought on by the pandemic did not come from the Office but mainly from their personal situation. Employees really appreciated all the flexibility they were given. Being able to introduce flexible work arrangements is a positive move and managers understand the situation and support their employees. She also noted that there are 4,000 complaints in inventory but the IRCC report will help take concrete actions and we should see the results soon.
2. Minutes and Action Items from the February 18, 2021 Meeting.
The members approved the minutes of the February 18, 2021 meeting. The action items were reviewed and approved.
Action item: Publication of the minutes of the February 18, 2021 meeting on the OIC website.
3. Annual review of the Corporate Risk Profile (currently the RBAEP).– Presented by F. Labine
A new RBAEP is planned for 2022-23 covering the remaining period of the Commissioner’s term.
Concerning the Code of Values and Ethics, the CAE stated that the unions will meet on June 11, 2021 and the
Code is planned to be share and approved in the coming months (Summer 2021).
The DCFO is taking six months of paternity leave beginning this month and will be replaced for the interim by Stephen Campbell for Finance and Procurement and by Eric Delage for Security and Administration.
With the upcoming retirement of Stephen Campbell, interviews for the Associate Director, Strategic Planning, Governance, Policy, Program Evaluation and Internal Audit Services position will be held next week. The interviews are being done early in order to allow for a corporate knowledge transfer and a smooth transition.
This fall there will be a HR update including the scheduled 21-22 Performance and Talent Management Review.
There were discussions with the OPC CFO on various subjects such as the feasibility of merging the two offices operations, employee retention, and the changes to the departmental financial system where by the OPC wishes to postpone any implementation until discussions are held with new Privacy Commissioner which is expected to arrive sometime next year.
With regards to the financial system, TBS has agreed to keep GX as an option as it is customized for small departments. The change to SAP would be expensive however if it is to occur, the CAE would like to have it in place within three years before the Information Commissioner completes her term.
Action item: No action required.
4. Advise on adequacy of resources of the Internal Audit and Evaluation function – Presented by F. Labine
As per the 2021-22 Budget Allocation exercise, there are adequate resources for the Audit and Evaluation function.
Action item: No action required.
5. Adequacy of consulting services provided by internal audit and evaluations to the organizations - Presented by F. Labine
The evaluation of the investigation program is going well and we will probably have something more substantial to report once the consultant has had the chance to conduct the interviews with the main user groups (i.e., depts., investigators, etc).
Action item: No Action Required.
6. 20-21 OAG Audit Plan– Presented by R. Abgrall
The OAG had no significant items to present for information or discussion.
Action item: No Action Required.
7. Financial Update
The DCFO presented the 2021-22 Budget Allocation, Multi-Year Investment Plan and 2020-21 Financial Year-End.
Members reviewed and discussed the financial situation and information presented.
Action item: No action required.
8. Corporate Services Update – Presented by F. Labine
The Deputy Commissioner, Corporate Services provided an overview of the main activities for the next quarter including updates from her various sectors related to Human Resources, IM/IT, Finance, Procurement, Security, Administration, Strategic Planning, Governance, Policy, and Audit & Evaluation.
The members reviewed and discussed the information presented.
Action item: No action required.
9. Investigations Update – Presented by L. Michaud
The Deputy Commissioner provided an update on the team’s results on the priorities for 2020–21 such as the closure of investigation files, the management of inventory, the implementation of legislative amendments, the optimization of operations, and current statistics of complaints registered and closed.
The members reviewed and discussed the information presented.
Action item: No action required
10. Legal Services Update – Presented by G. Grondin
The Deputy Commissioner, Legal Services and Public Affairs provided an overview of the Legal Service activities and staffing updates.
The members reviewed and discussed the information provided.
Action item: No action required
11. Parliamentary Activities and Communication Update – Presented by J. Ellard
The Director provided an update on activities such as the Commissioner’s engagements, internal Communications, tabled reports, translation services, and ATIP.
The members reviewed and discussed the information provided.
Action item: No action required
In Camera Session
A brief in camera discussion was held with the Commissioner, the Chair and the two external members.
Next Meeting
The next meeting is scheduled for August 19, 2021.