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.
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 |