ARCHIVED - Statistics Canada 2006-2007

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Performance Report 2006-2007
Statistics Canada

Factors and Criteria

Summary of Substantiating Data

Rating

Management (15%)

a) An accountability framework, an action plan and accountability mechanisms are in place (5%)

The roles and responsibilities of all parties for all parts of the Official Languages Act (Act), including those of senior managers and employees, are clearly defined in the Official Languages Guide at Statistics Canada(SC), which also specifies how the obligations are to be fulfilled and describes the coordination mechanisms. The Director, Official Languages and Translation, is held accountable, during his annual performance evaluation, for carrying out the official languages (OL) activities set forth in the annual human resources strategic plan.

A 2005-2008 action plan for Part VII has been submitted to Canadian Heritage. The annual human resources strategic planapproved by the Executive Committee, while not in function of Parts IV, V or VI, does include some OL activities. The plan describes the objectives to be achieved, the actions to be taken and expected timelines. The OL Champion and the Executive Committee also discuss this plan on a regular basis. In addition, SC reports on the achievement of OL objectives in its Annual Review on Official Languages, which it submits to the Public Service Human Resources Agency of Canada, and a status report on the implementation of section 41 of the Act, which it submits to Canadian Heritage.

A

b) Visibility of official languages in the organization (5%)

OL are integrated into the annual human resources strategic plan. The OL Program's matrix structure ensures that it is fully integrated and more visible within the Department.

The 2005-2006 Performance Report discusses OL, bilingual services and the OL scorecard. The 2006-2007 Report on Plans and Priorities also discusses OL and bilingual services in bilingual regions. OL are not systematically integrated into internal audits. However, questions on OL may be added to internal surveys if needed.

OL are discussed regularly by the Executive Committee and at monthly OL committee meetings, which are attended by the OL Champion. Over the past year, discussions dealt with the OL exclusion approval order, the adoption of the Act to Amend the Official Languages Act, the employee survey and the analysis of OL issues.

The OL Champion is the Assistant Chief Statistician, Management Services. He sits on several departmental committees and is co-chair of the OL Committee. The OL Committee, which is made up of three assistant chief statisticians (including the OL Champion) and management representatives, meets on a monthly basis, thereby ensuring good cooperation between the OL Champion, the person responsible for OL, and the national coordinator for Part VII of the Act. This committee is supported by a subcommittee of OL coordinators and by a network of divisional OL coordinators.

B

c) Complaints (5%)

All complaints from the Office of the Commissioner of Official Languages (OCOL) are reviewed by an advisor from the OL Division and immediately brought to the attention of the manager or director responsible, who must find a permanent solution. A copy of the complaint is also forwarded to the office of the Chief Statistician. Senior management is informed of important complaints and the steps taken to resolve them. These complaints are discussed by the OL Committee and with the divisional OL coordinators' network. Information on the nature of complaints and the measures that were taken is shared during meetings and discussions are held with the individuals who are directly involved. Employees in the divisions that are the subject of a complaint are also informed of the situation in order to prevent it from occurring again in the future.

A

Sub-total:

A

Service to the Public - Part IV (25%)

a) Bilingual services advertised to the public and sufficient bilingual staff (3%)

Offices designated bilingual are listed in Burolis and in the blue pages of telephone directories. The statistical inquiries service was centralized in Ottawa and is accessible via a 1-800 number, which allows members of the public across Canada to be served in their official language of choice.

A total of 88% of employees in bilingual positions serving the public meet the language requirements of their position. (Source: Position and Classification Information System (PCIS), March 31, 2006.)

B

b) Observations on active offer and service delivery (15%)

According to observations of in-person service made by OCOL between mid-June and mid-July 2006, an active visual offer was present in 100% of cases, an active offer by staff was made in 20% of cases, while service in the language of the linguistic minority was adequate in 100% of cases.

According to observations of service on the telephone made by OCOL between mid-June and mid-July 2006, an active offer by staff or by an automated system was made in 100% of cases, while service in the language of the linguistic minority was adequate in 89% of cases.

B

c) Service agreements delivered by third parties or in partnership provide for the delivery of bilingual services (2%)

The SC Client Guide (Materiel and Contracts Services) states that services will be provided in both OL, as required, by respecting the client's language of choice. The Standards of Service to the Public also states that clients will be served in their official language of choice. Contract management and partnership agreements are centralized. Third-party service contracts and partnership agreements include clauses related to service delivery in both OL when required. Contractors' obligations are described in the statement of work. Audits are conducted by the Material and Contracts Services Section.

A

d) Policy on service to the public and bilingual services quality monitoring (5%)

SC's OL policy states that communications with and services to the public shall be provided in both OL at the headquarters and in designated regional offices. The policy also stresses that an active offer of service must be made, that services must be delivered in the clients' language of choice and that all SC products must be simultaneously disseminated in both OL.

The training provided to census representatives and interviewers, who are the main points of contact with the public, covers in detail their obligations regarding the delivery of services in the official language of choice. Information is also available on the intranet site.

Supervisors are responsible for carrying out the required audits to confirm the accessibility and quality of services to the public in both OL where it is required and for taking appropriate measures in this regard. When an audit of service to the public is announced, the Assistant Chief Statistician, Communications and Operations Field, takes advantage of the opportunity to send a reminder to the directors and regional offices affected by the policy of their obligations in terms of service to the public.

B

Sub-total:

B

Language of Work - Part V (25%)

a) Language of work policy and adequate bilingual supervision (12.5%)

SC's OL policy states the rights and obligations regarding language of work and covers all required elements, including the fact that director or supervisor positions, assistant directors and section heads in a supervisory position have a CBC language requirement.

Measures are in place to encourage the use of both OL in designated regions (e.g., articles on various aspects of language of work that are published in the monthly electronic newsletter @StatCan, the bilingual e-mail bank to help employees write in both OL that is accessible to everyone through the intranet, the information kit on bilingual meetings and the video ”An Unpleasant Bilingual Meeting - Une réunion bilingue mal menée”). Language training is also offered and the OL Award of Excellence is given each year to one or more people who have helped raise the profile of the OL Program within the institution.

As of March 31, 2006, PCIS indicated that 98% of senior management and 84% of supervisors who must communicate with their staff in both languages in bilingual regions are in fact bilingual.

B

b) Use of each official language in the workplace (12.5%)

Managers are reminded of their obligations during the OL module of the Management Development Program for Supervisors, which is offered approximately eight times per year and attracts about 25 participants per session. Practical workshops on language of work, which are offered on request to the various divisions and in which 75 employees from the Service Industries Division participated last summer, also serve to remind all employees of their rights and obligations regarding language of work.

Executive committee meetings are conducted in both OL.

Monitoring is carried out through follow-ups on the five questions regarding language of work in the Public Service Employee Survey and through feedback provided by the divisional OL coordinators, who are aware of the OL situation in their workplace.

The Public Service Employee Survey showed that overall, 82% of Francophone respondents in the National Capital Region (NCR), New Brunswick and bilingual regions of Ontario "strongly agreed" or "mostly agreed" with the language of work policy. Due to the small number of Anglophone respondents in the bilingual regions of Quebec, OCOL was not able to use their responses from the survey.

B

Sub-total:

B

Equitable Participation  - Part VI (10%)

a) Percentage of Francophone participation throughout Canada (5%)

Overall, the  workforce is 39.1% Francophone. (Source: PCIS, March 31, 2006.)

B

b) Percentage of Anglophone participation in Quebec (5%)

In Quebec, the workforce is 8.8% Anglophone. (Source: PCIS, March 31, 2006.)

B

Sub-total:

B

Development of Official Language Minority Communities and Promotion of Linguistic Duality - Part  VII (25%)

a) Strategic planning and the development of policies and programs take into account the development of official language minority communities (12.5%)

Together with other federal organizations, SC is a key institution that determines the need for data and surveys on official language minority communities (OLMCs) and that finds innovative ways of using this information to meet the needs of OLMCs.

SC develops an action plan for the implementation of section 41 of the Act and submits an annual status report to Canadian Heritage on this subject. Regular meetings of the Committee on Statistical Information Concerning Official Language Minorities, which is made up of representatives from key divisions in which surveys of interest to OLMCs are developed, help promote and facilitate the sharing of information on OLMCs.

The national coordinator and the assistant coordinator responsible for Part VII met with the members of the OL Committee to discuss matters related to this part of the Act. This included, in March, June and September 2006, presentations on the Action Plan and the Status Report on the Implementation of Section 41 of the Act, the implications of implementing the Act to Amend the Official Languages Act, and the post-census Survey on the Vitality of Official Language Minorities (SVOLM). A presentation on the achievements and challenges related to the implementation of section 41 was also given to the OL Champion.

In addition to the OL Committee, the institution has an OL coordinator in each division. The OL Committee is also supported by a subcommittee of OL coordinators, which acts as an intermediary between the OL Committee and the OL coordinators. Because of their duties, these individuals, like the members of the Committee on Statistical Information Concerning Official Language Minorities, are aware of the needs of OLMCs. The participation of SC survey managers on the Coordinating Committee on Official Languages Research allows managers and their employees to be kept up to date on the needs of OLMCs.

Due to its mandate, mission and role in terms of surveys and statistics on these communities, the institution regularly assesses the impact of its policies and programs on OLMCs.

The SVOLM and the research study on literacy levels in OLMCs are examples of positive measures that have been taken by the institution to enhance OLMC development. The invitation extended to OLMCs to participate in the next symposium on research in OL, which will be held in late 2007 or early 2008, is another example of a positive measure. This symposium will foster dialogue on the link between research and the development of programs and policies that affect OLMCs and linguistic duality.

Each year, SC participates in a number of symposia and conferences attended by OLMC representatives, and the Department's presentations allow them to share information with OLMCs, create networks, maintain relationships and become familiar with their concerns.

Moreover, the assistant national coordinator is a member of several forums with OLMC representation and is supported by a network of regional coordinators responsible for implementing section 41, who attend meetings organized by Canadian Heritage in the regions. Consultation with community organizations on census planning and products is an important activity for these coordinators, and results are shared with the employees at Advisory Services and headquarters who are involved in survey and census planning. SC operates entirely on a cost recovery basis and as a result can only encourage its clients to include a linguistic dimension in the surveys they request.

The Action Plan for the Implementation of Section 41 of the Act is periodically reviewed and includes concrete measures for the development of OLMCs across the country. An evaluation of the results of the Action Plan, which includes descriptive performance indicators, is completed each year during the preparation of the status report for Canadian Heritage. A report identifying the strengths and weaknesses, as well as what could hinder and facilitate the implementation of section 41 at SC, will also be submitted to SC's policy committee.

A

b) Strategic planning and the development of policies and programs take into account the promotion of linguistic duality (12.5%)

SC develops an action plan for the implementation of section 41 of the Act and submits an annual status report to Canadian Heritage on this subject. The Committee on Statistical Information Concerning Official Language Minorities ensures that surveys promote linguistic duality. SC is aware that each language group has different needs and ensures that surveys of interest to OLMCs take the specific needs of each group into account.

The presentations made to the OL Committee in June and September 2006 on the Action Plan and the Status Report on Section 41, as well as the presentation on the consequences of implementing the Act to Amend the Official Languages Act,helped make senior management aware of the need to take positive measures to promote linguistic duality.

In addition to the OL Committee, the institution has appointed an OL coordinator for each division. The OL Committee is also supported by a subcommittee of OL coordinators, which acts as an intermediary between the OL Committee and the OL coordinators. Members of the OL Committee and OL coordinators are also responsible for promoting both OL and linguistic duality and are aware of the obligation to take positive measures to promote linguistic duality.

Surveys and census activities are periodically reviewed to assess their impact on the promotion and use of English and French. Providing training workshops on the CD-ROM Portrait of Official Language Communities in Canada, attending a meeting of the Réseau Santé en français to discuss the concept of “Francophone,” participating in the Réseau de recherche sur la francophonie canadienne and organizing activities for Les Rendez-vous de la Francophonie are positive measures that have been taken to promote the equal status and use of English and French.

The 2005-2008 Action Plan submitted to Canadian Heritage describes several activities that promote linguistic duality. These activities include descriptive performance indicators.

A

Sub-total:

A

OVERALL RATING

B