CIC Program Delivery Presentation to BC OrganizationsFeb. 8, 2013

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Objective: Provide an introduction to the CIC program delivery and

recent improvements

Outline Context Contribution Agreement Lifecycle Changes arising from the Gs & Cs Modernization Initiative

Overview

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CIC programs delivered according to federal Transfer Payment Policy, Directive and Guidelines

Settlement program Terms and Conditions describe the program design and performance measurement framework National projects under the Innovation Fund delivered from NHQ Eligibility is limited to permanent residents and protected persons

Some exceptions (e.g. live-in caregiver initiatives) Once a person becomes a citizen, comparable services are often provided by

other federal departments (e.g. literacy is covered under HRSDC’s portfolio)

Annual allocations according to immigration levels determined annually

Settlement program has nationally and regionally delivered components: National projects under the Innovation Fund delivered from NHQ Direct and indirect services delivered regionally (Western Region with an

office in Vancouver)

Context

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Agreement Lifecycle – Call for Proposals (CFP)

Project intake is done through a Call for Proposal posted on-line

CFPs include application guidelines and CIC’s priorities to guide how organizations submit their proposal, budget and background documents

CFPs open for 5 – 6 weeks and are usually annual Proposals may include indirect services and/or one

or more direct services CFPs for CIC programs now nationally

administered with regional assessment of proposals

CIC assessment of a proposal determines whether it meets priorities and needs of communities while demonstrating value for money

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Agreement Lifecycle – Negotiate Agreement

Contribution agreements are negotiated for one to three years

Agreements can be amended if circumstances or needs change

Agreements outline the responsibilities of each party and include objectives, activities & anticipated budget

Each project is assessed according to the Funding Risk Assessment Model which assigns a level of risk This determines the monitoring, payment, and

audit frequency & the holdback amount

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Agreement Lifecycle – Monitoring and Payments

Project officer will monitor project including Site visits and asking information on ongoing activities On site or off site review of financial information

(review of invoices, receipts and other records) Funding recipients must submit

Performance reports (iCARE, APPR) Activity reports (narrative reports) Financial reports (claims, cashflows)

Payments made monthly, quarterly or semi-annually based on claims, which are based on eligible and actual costs incurred

Advance payments available if needed to deliver project

Project officer main point of contact for recipient on any agreement management questions or issues

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Agreement Lifecycle – Close File

Recipients may be audited during the project or after it is completed

Recipient must submit a final report During a program evaluation, recipients may

be asked for further information or interviewed

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Gs & Cs Modernization part of CIC’s Modernization 2015 Agenda continues to roll out. Its objectives are: One global CIC workforce moving toward paperless processing Majority of CA management through the CIC web site and our e-suite of

services Focus on areas of high risk while streamlining low risk relationships High quality service delivered by a knowledgeable, skilful and flexible

workforce Resources focused on core business

Budget 2012 announcements and reorganization (centralization, fewer resources) strengthened the case for modernization Other drivers include the Blue Ribbon Panel (2006), the

Auditor General’s Report on HRSDC Gs & Cs (2000), and the Federal Accountability Act (2006).

CIC’s Modernization Agenda

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The Modernization Initiative has engaged the sector to solicit feedback SIJPPC is the principal channel for this

engagement to reflect CIC’s national approach

First presented to SIJPPC in April 2012 with an update in November 2012

Working with the Sector

Formed a working group with SIJPPC representatives Sector representatives canvassed their constituents and developed a list of 22

issues From this list, the group has focused on payment frequency, advances, flat

rate concept, and budget categories

Engagement has been positive and collaborative; further work on other issues to continue

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The Modernization Initiative has made significant progress within each of the three pillars of modernization:

Managing Risk Managing Workload Managing Workforce

Gs & Cs Modernization Initiative

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Full implementation of the Funding Risk Assessment Model (FRAM) tool For the vast majority of low-risk

recipients, less paperwork and more time to deliver services to newcomers.

For CIC, more time to focus monitoring where it is most needed

This will mean that advances and quarterly payments will be available for most low-risk recipients

Managing Risk

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National Call for Proposals with service standards and national funding guidelines

Flat administrative costs rate Recipients allowed to spend up to 15% of their budget on

administrative costs without having to provide detailed justification of their spending

Streamlined contribution agreement budget line items and increased flexibility in moving funds between lines

Streamlined internal approvals process Changes to process will make approvals more timely Simplified amendments process (minor and major amendments)

Managing Workload

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Centralized functional guidance and oversight for national consistency in program delivery

Moving towards greater national consistency in staff training and guidelines CIC is harmonizing work across the Settlement, Resettlement,

and Multiculturalism programs As part of the National CFP, a national approach to negotiations

Move towards generic job descriptions for flexible workforce

Managing Workforce

Communication and dialogue are key

Need to continue to move closer to striking the right balance between accountability and efficiency in a tight fiscal environment

Ensure that changes are in line with the recommendations of the Blue Ribbon Panel and the Government of Canada Action Plan to Reform the Administration of Gs & Cs Programs

Continue working with the sector to identify further areas for modernization and measure our progress

Way Forward for CIC Grants and Contributions

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Questions/ Comments?

Conclusion