Supplementary Information Tables

Table of Contents

Upcoming Internal Audits and Evaluations over the Next Three Fiscal Years

A. Internal audits

Library and Archives Canada (LAC) is a small department and audit responsibility rests with the Office of the Comptroller General (OCG). Since LAC is a small department, the Deputy Head is responsible for ensuring sufficient risk coverage and for determining whether audit work performed by the OCG is providing sufficient risk coverage. Therefore, an annual monitoring plan was developed and approved by LAC senior management to ensure sufficient risk coverage. This plan replaces the Three-Year Risk-Based Audit Plan.

B. Evaluations

Link to LAC's Program Alignment Architecture

Title of the Evaluation

Planned Evaluation Start Date

Planned Deputy Head Approval Date

Program 2.1 Documentation of Canadian society

Evaluation of documentation of Canadian society

April 2016

March 2017

Program 2.3 Access to documentary heritage

Evaluation of Access to documentary heritage

April 2016

March 2017

Strategic Outcome 1.0 includes:
Program 1.1 Development of regulatory instruments and recordkeeping tools and
Program 1.2 Collaboration in the management of government records

Evaluation of Government Information

April 2017

March 2018

Program 2.2 Stewardship

Evaluation of Stewardship

April 2018

March 2019

Program 2.3 Access to Documentary Heritage
Documentary Heritage Communities Program

 

Evaluation of the Documentary Heritage Communities Program

April 2018

March 2019

The status of implementation of the management action plans following recommendations made by internal audit before LAC was recognized as a small department was submitted to Treasury Board Secretariat on February 10, 2015, as part of the annual Management Accountability Framework assessment.

Disclosure of Transfer Payment Programs Under $5 Million
General Information

Name of transfer payment program 

Documentary Heritage Communities Program (DHCP)

End date

2019–2020

Type of transfer payment

Contribution

Type of appropriation

Main Estimates

Link to department's Program Alignment Architecture

Program 2.3: Access to documentary heritage

Main objective

The objectives of the DHCP are as follows:

  • Increase access to and awareness of Canada’s local documentary heritage institutions and their holdings.
  • Increase the capacity of local documentary heritage institutions to better sustain and preserve Canada’s documentary heritage.

Planned spending for 2016–17

$1,500,000

Fiscal year of last completed evaluation

Not applicable—new program

General targeted recipient groups

Incorporated and non-incorporated non-profit associations/organizations:       

  • Archives
  • Privately funded libraries
  • Historical societies
  • Genealogical organizations/societies
  • Professional associations
  • Museums with an archival component

Departmental Sustainable Development Strategy

Target 7.2: Green Procurement

As of April 1, 2014, the Government of Canada will continue to take action to embed environmental considerations into public procurement, in accordance with the federal Policy on Green Procurement.

Scope and Context

In August 2014, Library and Archives Canada (LAC) was designated as a small department. To meet green procurement policies and targets, the institution based its approach on key procurement tools and instruments of Public Services and Procurement Canada (PSPC). The instruments LAC put in place comply with the requirements of the federal government’s Policy on Green Procurement.

Performance Measurement

Expected result

Environmentally responsible acquisition, use and disposal of goods and services.

Performance indicators

Targeted performance level

Departmental approach to further the implementation of the Policy on Green Procurement in place as of April 1, 2014.

100% implemented

Number and percentage of procurement and/or materiel management specialists who completed the Canada School of Public Service Green Procurement course (C215) or equivalent, in fiscal year 2016–17.

7
100%

Number and percentage of managers and functional heads of procurement and materiel whose performance evaluation includes support and contribution toward green procurement, in fiscal year 2016–17.

2
50%

Departmental green procurement target

LAC will use green procedures for the disposal of used toner cartridges

Performance indicators

Targeted performance level

LAC will ensure that used toner cartridge are collected and sold for recycling purposes.

Toner cartridges are collected every month and sold for recycling via the GCSurplus website at least six times a year.

Departmental green procurement target

LAC will dispose of its surplus electronic equipment in an environmentally appropriate manner

Performance indicators

Targeted performance level

Percentage of surplus electronic equipment disposed of in an environmentally appropriate manner (combines the percentage of equipment donated to Industry Canada's Computers for Schools Program and the percentage disposed of by authorized recyclers.)

100% of surplus electronic equipment will be disposed of in an environmentally appropriate manner:

  • 90% of electronic equipment will be donated to Industry Canada's Computers for Schools Program.
  • 10% of electronic equipment will be disposed of by specialized recyclers.

Departmental green procurement target

LAC will apply green procurement practices and take environmental considerations into account when it purchases computer equipment

Performance indicators

Targeted performance level

Percentage of computer equipment over five years' old replaced by new energy efficient models.

  • 69% of laptops over five years' old will be replaced by more energy efficient models.
  • 66% of PCs over five years' old will be replaced by models that are more energy efficient.

7. Strategic Environmental Assessment

Library and Archives Canada will continue to ensure that its decision-making process gives consideration to Federal Sustainable Development Strategy (FSDS) goals and targets as part of the Strategic Environmental Assessment (SEA) process. An SEA for policy, plan or program proposals includes an analysis of the impacts of the given proposal on the environment, including on FSDS goals and targets.

The results of LAC’s detailed assessment will be made public when an initiative is announced. The purpose of the public statement is to demonstrate that the environmental effects, including the impacts on achieving the goals and targets of the FSDS and of approved policies, plans or programs have been given due consideration during proposal development and decision-making.

Status Report on Transformational and Major Crown Projects
General Information

Project name

Preservation and Access Facility (Gatineau 2)

Table Description

Gatineau 2, a key element of Library and Archives Canada's Long Term Real Property Plan, is to be constructed as a state-of-the-art preservation and access facility to respond in a sustainable manner to the program and collection needs of LAC's analogue archival holdings.

The new purpose-built facility is to be built on Crown land adjacent and linked to LAC's existing Preservation Facility in Gatineau, Quebec. It will be designed to meet stringent standards for long-term archival preservation and will employ modern and highly space-efficient shelving technology. Another important function of the facility will be to serve as a point of access to LAC holdings.  The new facility will be physically linked to LAC's existing Preservation Centre. This will minimize the risk as archival holdings are moved between the two buildings and, where feasible, help to avoid infrastructure duplication.  Gatineau 2, which is being built to LEED standards, will also support the Government's sustainable development objectives.

In terms of procurement, Gatineau 2 is expected to be delivered through a Public-Private Partnership (P3).

Project outcomes

Completion of Gatineau 2 will, in particular, support Strategic Outcome 2.2 of LAC's PAA, allowing LAC to address holding preservation and capacity issues.

The Project is a key element of LAC's Long Term Real Property Plan for meeting its real property infrastructure requirements. LAC will also be able to fully fund its real property costs for the foreseeable future using the resources transferred from Public Services and Procurement Canada.

Construction of Gatineau 2 will allow LAC to complete consolidation at its Gatineau Campus of those holdings currently housed across Canada in facilities that are not optimal for long-term preservation.  Gatineau 2 will also be designed to accommodate analogue holding growth to at least 2028–2029. 

The 2015–2018 project objectives are to: refine the project's functional program and business case; develop performance specifications, as well as tender and procurement documents; tender and evaluate received proposals; and submit the recommended P3 private sector proponent for Treasury Board's approval prior to a contract award.

Following Treasury Board approval and a contract award (2018), the private sector consortium will have two years to design and construct the building.  Upon completion of the building and confirmation that functional program requirements have been met (2019–2020), LAC will proceed to move holdings into the building and initiate service delivery. Full project completion is planned for 2021–2022.

Industrial benefits

Not applicable for LAC this fiscal year

Sponsoring department

Library and Archives Canada

Contracting authority

Public Services and Procurement Canada (PSPC)

Participating departments

In addition to PSPC, LAC is partnering with the following federal departments/organizations to deliver Gatineau 2:

  • Justice Canada as the project's legal authority
  • PPP Canada as the project's P3 advisor

Prime contractor

Not applicable for the project this fiscal year

Major subcontractors

Not applicable

Project phase

In 2015–2016 the project is in its identification phase

Major milestones

Milestones:

  • Project Approval for Gatineau 2 received from Treasury Board—June 18, 2015
  • Project Governance implemented
  • Detailed Functional Program developed—July 2015 (ongoing)
  • Contracted Project Management Support engaged—Aug. 2015–Feb. 2016
  • Expression of Interest for External Legal Agent developed—Nov. 2015–Feb. 2016

Progress report and explanation of variances

In June 2015, Treasury Board approved the Gatineau 2 Project, whose value was $281.1M, $5.5M of which was earmarked to be spent in 2015–2016.

The federal election period had a significant impact on the project's planned spending as the development and the award of key contracts were delayed.  LAC's limited contracting authority and consequent need to pursue several contracts through PSPC added further delays to Gatineau 2's spending plan for 2015–2016 and impacted the first parts of the project schedule.

To address these spending and schedule changes, $2.2 M in project resources from 2015–2016 were re-profiled for later years and $1.2 M was internally managed by LAC, taking into consideration the project's future use.

The impact of schedule adjustments to address the project's early contracting delays are expected to be mitigated by compressing the development of other project elements, enabling the building of Gatineau 2 to be completed on target by 2020.

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