2019-2020 Quarterly Financial Report - ended June 30, 2019

Statement outlining results, risks and significant changes in operations, personnel and program

1. Introduction

The Office of the Information Commissioner of Canada (OIC) has prepared this quarterly report under section 65.1 of the Financial Administration Act and in the form and manner prescribed by the Treasury Board of Canada Secretariat. This report should be read in conjunction with the Main Estimates. It has not been subject to an external audit or review.

The OIC conducts efficient, fair and confidential investigations into complaints about federal institutions’ handling of access to information requests. The goal of these investigations is to maximize compliance with the Access to Information Act (ATIA) while fostering disclosure of public sector information. The Commissioner uses the full range of tools, activities and powers at her disposal, from mediation to persuasion and litigation, as required.

The OIC also supports the Commissioner in her advisory role to Parliament and parliamentary committees on all access to information matters. In delivering its mandate, the OIC promotes information rights and advocates a culture of openness to ensure government transparency, accountability and citizen engagement.

Further information on the OIC’s mandate, responsibilities and program activities can be found in the OIC’s Departmental Plan 2019-20.

1.1 Basis of Presentation

This quarterly report was prepared on an expenditure basis. The accompanying Statement of Authorities includes the OIC's spending authorities granted by Parliament and those used by the OIC, consistent with the 2019-20 Estimates. The authority of Parliament is required before money can be spent by federal organizations. Organizations receive annually approved expenditure limits through appropriation acts or through legislation in the form of statutory spending authority for specific purposes. In light of this, this report was prepared using a special purpose financial reporting framework designed to meet financial information needs related to the use of spending authorities.

The OIC uses the full accrual method of accounting to prepare and present the annual financial statements that are part of the departmental performance reporting process. However, the spending authorities voted by Parliament remain on an expenditure basis.

2. Highlights of Fiscal Quarter and Year-to-Date Results

In the first quarter, the Statement of Authorities below shows that the OIC spent 20% of its authorities for the current fiscal year 2019-2020. This statement also indicates an increase in the Total Authorities of $106,000 when compared to the same period in 2018-2019. The net increase is mainly due to:

• an increase in temporary funding for complaint inventory reduction provided by Budget 2019; and
• an increase to the employee benefit plans.

As Table 1 indicates, the OIC’s total budgetary expenditures as of June 30, 2019 increased by an amount of $274,000 or 10.6% when compared to the expenditures reported for the same period in 2018-2019. It is mainly attributable to an increase in personnel expenditures that pertains to higher salary and wages resulting from recent years’ new collective agreements and salary revisions, as well as the restructuring of the Office to support operational objectives.

3. Risks and Uncertainties

Building on solid results in 2018–19, the OIC will continue improving its approach to managing investigations and further lowering turnaround times for closing files, in order to reduce the size of the inventory of complaints.

Although the Information Commissioner has reallocated and reorganized resources, outsourced services, and implemented continuous business process improvements, the OIC requires supplementary funding to avoid further increases in its inventory of complaints and to investigate the complaints it receives in a timely manner. The financial instability the office operates under, going from year to year having to prepare time-consuming requests for temporary funds just to have enough staff to keep up with demand, makes it impossible to plan over the long term and maintain momentum. This stopgap approach also results in higher costs to taxpayers and increases the risk that the office will not be able to deliver its planned results.

Bill C-58 received Royal Assent late June 2019. The legislative changes to the ATIA could have an impact on the number of complaints received by the OIC and the operating environment in which it conducts its investigations. The Commissioner and her team will spare no effort to avoid developing a backlog under the post‑C-58 system, but there is no sign that the incoming complaint volume is going to lessen anytime soon.  

The OIC has identified human resources as a perpetual risk. The ongoing and troublesome question of resources limits how much can be achieved, despite best efforts. As an Agent of Parliament with fewer than 100 full time equivalents (FTE), the risk of having an insufficient number of employees with the breadth and depth of experience necessary to complete activities or address competing priorities is constant. Furthermore, the loss of qualified employees to larger organizations with more opportunities for advancement could have an impact on the OIC’s ability to deliver its mandate. The OIC will continue to foster an exceptional workplace in order to further increase employee morale and engagement. The OIC is committed to building a healthy and respectful workplace, with a focus on the mental health, safety and well-being of employees.

The OIC continues to take actions to mitigate the issues arising with the implementation of the new Phoenix pay system for its employees and monitor closely any salary payments adjustments that may be required.

4. Significant changes in Operations, Personnel and Program

There were no significant changes in operations or program in the first quarter of 2019-2020. Since February 18, 2019, the Corporate Services team is led by a new Chief Financial Officer (CFO), Ms. France Labine, appointed as Deputy Commissioner of Corporate Services, Strategic Planning and Transformation Services. Layla Michaud, resumes her functions as Deputy Commissioner, Investigations and Program Governance as she was leading both sectors. This change strengthens the overall corporate governance also leading to improved segregation of duties between the CFO and the Program Deputy Head. The new Deputy Commissioner of Corporate Services will be dedicated to solving the resourcing problem as part of a larger strategic and transformational approach.

Approved by:

Caroline Maynard
Information Commissioner of Canada

France Labine, M.P.A, CPA
Chief Financial Officer

Gatineau, Canada
June 30, 2019

Statement of Authorities (unaudited)

* Includes only authorities available for use and granted by Parliament at quarter-end.

Table 1: Departmental Budgetary Expenditures by Standard Object (unaudited)

* Includes only authorities available for use and granted by Parliament at quarter-end.