Strategic Outlook 1

for the 40th Parliament

House of Commons Administration Table of Contents

Message from the Clerk...... 3 Our Mandate...... 4 Our Vision and Values...... 4 Governing the House of Commons Administration...... 4 Six Service Areas...... 4 Strategic Objectives and Major Initiatives...... 5 Strategic Objective 1 To respond to the evolving role of Members and the institution...... 6 Strategic Objective 2 To enhance ongoing services to Members and sustain the institution...... 7 Strategic Objective 3 To promote understanding and support the advancement of legislative institutions...... 8 Strategic Objective 4 To apply the highest standards of public sector governance in a parliamentary context...... 9 Moving Forward...... 10

ISBN: 978-0-662-06699-6 Cover Photo: Catalogue No.: X9-27/2009 House of Commons Collection Message from the Clerk

Audrey O’Brien 3 Clerk of the House of Commons

Respect for continuity and tradition and a capacity to respond to for earlier Parliaments for there are certain fundamental strategic new challenges are characteristics that define Canadian parliamentary objectives that remain relevant and appropriate for a deliberative democracy and they are the traits that form the foundation of the assembly like the House. But in this Outlook, we focus on establishing House of Commons Strategic Outlook for the 40th Parliament. links between the projects and activities we invest in and the strategic objectives we want to attain. In referring to the House of Commons, Canadians usually mean the lower House of the bicameral Parliament of Canada, the deliberative Thus, theStrategic Outlook for the 40th Parliament articulates our assembly to which 308 Members of Parliament are elected to represent mandate as well as our collective vision and the values we hold. Then, constituencies across the country. This document looks at the House it identifies the projects and activities that will be carried out by the of Commons from an entirely different perspective: the reader will six service areas of the House headed by the members of the senior find here a look at the House as an institution and see the infrastructure management group I chair as we carry out the Administration’s that underpins the work of that assembly and supports 308 MPs in mandate under the direction of the Board of Internal Economy their various roles. The House of Commons Administration must and its Chair, the Speaker of the House of Commons. support the work of MPs in two ways: as they act collectively— The 40th Parliament will no doubt present both new challenges to in the Chamber and in committees; or as each Member acts be met and new avenues to strengthen this institution. I am proud to individually—as the representative of a constituency and as a lead the team here, and I am confident that all House Administration member of a caucus or an independent MP. employees strive to carry out their responsibilities in the highest tradition TheStrategic Outlook examines the institutional support that will be of parliamentary service. On behalf of all employees of the House given to the MPs of the 40th Parliament. It sets out the long-term, Administration, I welcome this opportunity to inform Canadians strategic objectives for the House of Commons as an institution and about our work to sustain the institution and support their Members identifies the major initiatives that the Administration of the House of Parliament. has undertaken to achieve them. We are building on similar work done

Audrey O’Brien Clerk of the House of Commons

House of Commons Administration 4 Strategic Outlook for the 40th Parliament institutional continuity, while supporting preserve the collective memory and ensure Balancing continuity and change — We respect for them. and we work to strengthen and foster institutions and the democratic process, parliamentary of importance the in believe Respect for democratic the process — We following: the adviceexpert to Members. non-partisan and service excellent provide to us motivate that values by Weguided are are proud the to serve Parliament Canada. of employeesThe the of House Administration Values advancement parliamentary of institutions. the in and Members, its and Commons of House the supporting in leadership exercise to is Administration House the of vision The Vision both onParliamentHillandintheirconstituencies. in theChamber, incommittees,caucusandtheiroffices, need tocarryouttheirworkaslegislatorsandrepresentatives providing them with theCommons, services, of infrastructure House and advice the they of Members support proudly We MandateOur These values are values These

that responsible is and ethical. support, and we act with integrity in aprovide manner effective, accountable and non-partisanexcellence Professional institution evolves with them. Members their as roles evolve and the to the Speaker. reports Administration, House the of official senior the as and, Board the of Secretary the is Commons of House the of Clerk The Commons. of administrative affecting policy the House and financial of matters all for responsible is Board the parties, political recognized composed Members of representing all and Commons of House the of Speaker the House Administration. Chaired by the BoardThe Internal of Economy governs Commons Administration theHouse ofGoverning of theinstitution. stewards responsible as act to and Members to support non-partisan effective provide to excellence for always values—striving and vision core a by guided are We Our Vision and Values — We work together to

Human • Finance Services; • Parliamentary Precinct Services; • Information • Office of • Procedural Services; • areas:six service has Administration House the employees, its of support professional the on Drawing Six ServiceAreas and Communications Services. Communications and Parliamentary Counsel;

Resources, the Clerk Law and

Services; and

Corporate

Planning

Strategic Objectives Major Initiatives

Four strategic objectives will guide the In support of its four strategic objectives, activities of the House Administration the House Administration has identified 5 during the 40th Parliament, providing a a series of major initiatives. framework for its activities in support of Members.

To respond to the evolving role of • Supporting the evolution of parliamentary Members and the institution practices and rules • Improving Members’ access to parliamentary information • Facilitating the involvement and awareness of Canadians about their Parliament and the parliamentary process To enhance ongoing services to Members • Advancing the long-term vision and plan to and sustain the institution rehabilitate heritage buildings and grounds, and provide additional parliamentary accommodations • Providing a flexible technology infrastructure to respond to the needs of Members and the institution • Ensuring the guardianship of the institution To promote understanding and support the • Ensuring the availability of up-to-date advancement of legislative institutions information on parliamentary procedure • Providing learning opportunities for parliamentarians and legislative officials from jurisdictions in Canada and abroad • Increasing public awareness and sustaining the independence and traditions of the House of Commons To apply the highest standards of public • Promoting strong stewardship and effective sector governance in a parliamentary management of public resources context • Attracting, engaging and retaining our talent • Strengthening environmental practices • Supporting an integrated approach to information management

House of Commons Administration 6 Strategic Outlook for the 40th Parliament publishing parliamentary of publications and program for procedural managing information, technology Commons of House a is PRISM sharing of parliamentary information. approach to the collection, management and objective continues to be an integrated, modern including information on legislation. The generated by the parliamentary process, management and provision of information identify opportunities for collaboration the in to together work to continue Parliament House of The Senate,administrationsthe of the to parliamentaryinformation access Members’ Improving practices and usages. current of reflection accurate an be to Procedure Commons of House of on-line resource Compendium The attention. of subject ongoing an be will Private Members’ Business, for example, for procedures the concerning processes The proceed. to best how on support and the House Administration provide advice will further changes are proposed and implemented, changed to better suit the needs of Members. often are As committee in and House the both in proceedings to pertaining procedures The and rules practices parliamentary of Supporting theevolution these challenges by supporting the evolution of parliamentary practices and rules; rules; and and providingnew, innovativewaystoaccessparliamentaryinformation. practices parliamentary of evolution the supporting by challenges meet to these Members all of efforts the supports Administration Commons of House challenges. The new to respond to evolving always is democracy parliamentary Canadian To respond totheevolvingrole ofMembersandtheinstitution Strategic Objective 1

Commons will be regularly updated updated regularly be will

and

the

Library

of

on-line resource. toeasier maintain and update this important of House ofCommons Procedure it ,making manage and publish articles for the Compendium of underlying technologies and will be used to version of this software will take full advantage and improve document workflow.new The documents electronic and hard-copy both of phase second the on continue Workwill also timely and efficient manner. allow information to retrieved be in a more and parliamentaryproductionpublications of facilitate thewill solutions these framework, PRISM updated the Within solutions. deploy and validate to as well as projects, to developed be initiate, and approve review will processes and users, with undertaken be will year, consultations coming the In governance to support ongoing investments. PRISM work will to establish led business- the Houseof Administrationcurrently using the areas service from Representatives events. supporting parliamentary the planning of and on demand, both in official languages.These which citizens can see and hear Parliament live through portal media service—a ParlVU the New features part are of as developed being and theparliamentaryprocess have about theirParliament Canadians awareness and involvement the Facilitating Smart, Book asoftware tool to help publish

serve parliamentariansserve and the public alike. will in turn permit further refinementsthese to betternew features will be increasingly theutilized work committees. of the Over 40th Parliament, and to users followallow to features subscription members and witnesses and also offers improved committee regarding information to access better public the and staff Members, provide improvements The website. the of section enhancements were made to the committees’ Just prior to the the 39th end of Parliament, committee proceedings. televised include to future the in expanded be will services These proceedings. Chamber Commons of House the for languages Question Period offered is bothin official Currently, real-time closed captioning of Period. forQuestion features;viewing and closed captioning services a with browser” enhanced“power devices; mobile different using proceedings view to ability the proceedings; parliamentary featuresnew include: toof links the transcripts Strategic Objective 2

To enhance ongoing services to Members and sustain the institution The House Administration continues to implement a series of initiatives to upgrade technology services and facilities, as well as to ensure their security and resiliency, so Members and employees can better serve Canadians. 7 Advancing the long-term The House Administration continues to play • developing and implementing a sustainable vision and plan to rehabilitate a lead role in overseeing the planning, design telecommunications information management and implementation of technology services system to manage client requests, ensuring heritage buildings and and information technology and information better tracking and more efficient resolution; grounds, and provide management infrastructure for the renovation and and relocation of parliamentary functions additional parliamentary • developing a new information system for and administrative services into new and the management of food production and accommodations renovated facilities. enhancement of food quality and control. The House Administration continues to The Parliamentary Precinct Network was work in collaboration with Public Works and recently upgraded, providing a new standard Ensuring the guardianship Government Services Canada to meet the network platform that will deliver information key objectives of the Long-Term Vision and services to new buildings and facilities. of the institution Plan for the Parliamentary Precinct. This A partnership of security representatives from plan serves to ensure that Members and staff Providing a flexible technology the Senate, the House of Commons and the have safe, efficient facilities that meet the infrastructure to respond RCMP provides strategic orientation on demands of a modern workplace while security issues to ensure collaboration on preserving and enhancing this important to the needs of Members both day-to-day services and the planning national heritage setting for all Canadians. and the institution of the security requirements as part of the As part of the major rehabilitation of the Long-Term Vision and Plan. As part of its To deal with a steadily evolving environment, West Block, work continues on providing Master Security Plan, an Incident Command the House Administration is building alternative workspaces for the relocation of System for emergency response will be continuously on its information technology the West Block parliamentary functions and implemented. A Precinct Access Office security framework. Work is continuing support services. West Block will be entirely will be created as a centralized point of with partners to review the requirements vacated to allow major construction work management for access requests for all for video-conferencing services for use in to begin. Precinct buildings and for meeting rooms parliamentary committees. Other technology reserved for parliamentarians. Alternative facilities will also be completed based initiatives that will be undertaken include: to vacate the Wellington Building to allow As part of the ongoing planning for the Business • initiating a replacement for the security the major renovation work to begin on that Continuity Program, the business continuity scheduling system, while ensuring building. plans for the essential functions of the House alignment with the human resources of Commons will be refined and tested to Masonry repairs and urgent building management system used throughout ensure that the operations can continue in interventions will continue in the the House Administration; the event of an emergency situation that Parliamentary Precinct to ensure the • developing an on-line purchasing tool that requires relocation. preservation of these heritage assets. is integrated with the House Administration’s financial system to allow Members to purchase supplies on-line and to have their financial information updated simultaneously;

House of Commons Administration 8 Strategic Outlook for the 40th Parliament research staff, House Administration employees will be offered to Members and their staff,Training sessions on parliamentary procedure caucus and abroad Canada in jurisdictions from officials legislative and parliamentarians for opportunities learning Providing edition, established since Confederation. This new that examines the forms, customs and proceduresstudy of the House of Commons jurisprudence published 2000, in this bookacomprehensive is Commons Procedure and Practice. Originally theproduction second House of edition of of the of stages final the on Workunderway is parliamentary procedure on information of up-to-date availability the Ensuring and amore complete bibliography. chapters, revised number of graphics, new a include will and edition first the of release the since House the of practices and Orders Standing the to changes account into take Administration isworkingonoutreachandcommunicationactivities. House the organizations, academic and professional of representatives To ensureabroaderunderstandingofParliamentbyCanadians,including of legislativeinstitutions To promote understandingandsupporttheadvancement Strategic Objective 3

to

be

published

in

the

Fall

2009,

will and other interested parties. Senate partners—the its with House,along the the Parliament Canada belongs. of In addition, which to associations parliamentary various the to related conferences and seminars parliaments organizing meetings, as well as other from delegations Speaker-led official requests, the House continue will to welcome such to response In system. parliamentary interested learning in more about our to internationalstaff parliamentariansand regularly responds Commons of House The webcasting explored. be will through anelectronic medium such as the delivering these possibility of sessions workingtoin MPs staff constituency offices, during election periods. Members Administrationsupports to continue to ensure that the House Orientation and Election Readiness Program improvements made be to the will Members’ theBuilding on anassessment program, of placein Canada. in practices administrative and procedural the legislatures to wishing learn more about Study Program for officials from other continue to offer its ParliamentaryOfficers’

and

the

Library

of

Parliament—will

To provide access

of Commons. of the independence and traditions the House of approach to raising awareness and sustaining the to be facilitate strategy will acoordinated with external partners. Themain objective of stakeholders from across the organization and collaboration in developed be strategy will with awareness, acomprehensive communication As communication key to is increasing thein House procedures as continue to evolve. usages and practices to changes current the contains of Commons Procedureit that ,so regularly update the Compendium ofHouse a on updated be can products key that so a “living documents”developing strategy and duplication reducing on focus will procedural information to Members, efforts them. publications and the processes used to produceprocedural its of content the of review a undertake will Administration House The of Commons House the of traditions and independence and sustainingthe Increasing publicawareness

regular

To

offer basis.

the

For

most

example,

accurate

staff

and

will

timely

Strategic Objective 4

To apply the highest standards of public sector governance in a parliamentary context As part of ongoing efforts to ensure accountability and transparency, the House Administration is implementing a range of management processes and best practices that promote responsible stewardship of resources.

9 Promoting strong stewardship Financial Management and Reporting/Risk An integral part of the human resources and effective management of Management and Internal Control strategy will be to provide performance statistics to measure the success of the public resources A quality assurance framework in the areas of Finance, Materiel Management, Procurement initiatives in the areas of retention and employee satisfaction. As part of its goal The House Administration is implementing and Information Management is being developed. of managing talent, the strategy includes a more strategic approach to financial management, This framework will ensure that practices the formation of a learning and management known as the Chief Financial Officer (CFO) continue to be in compliance with Generally development program, a strategic recruitment model in order to put increased emphasis on Accepted Accounting Principles, House of plan, and the creation of an employer brand the strong stewardship of public resources, Commons’ policies and procedures and to enhance the recruitment and retention of and to meet fiduciary responsibilities through requirements for reporting of financial our key asset—the staff of the House sound financial management practices. This is a information. Administration. corporate responsibility that must be supported Policy Development by core disciplines including planning and resource management; performance management; An integrated policy framework is being Strengthening environmental financial accounting and reporting; risk developed that includes financial and materiel practices management and internal control; as well management policies and guidelines to make as policy development. certain that the most appropriate controls, The Senate, the House of Commons, the and risk and financial management practices are Library of Parliament and Public Works and The following initiatives are underway: in place to meet our fiduciary responsibilities Government Services Canada – Parliamentary Planning and Resource Management/ in line with evolving situations and best practices. Precinct Branch have partnered for the Performance Management environmental management of Parliament Hill under a program entitled “Partners for a The strategic planning framework’s effectiveness Attracting, engaging and Green Hill—Preserving our Past, Protecting is being increased by adopting additional best retaining our talent our Future”. This program represents a practices and better integrating corporate planning commitment to preserve and enhance the with other planning cycles, including a new The House of Commons, like many employers, Parliament Hill environment by implementing integrated investment planning framework. will be facing challenges in recruitment over the “4Rs” of environmental protection— The integrated investment planning framework the coming years due to changing demographics Reduce, Reuse, Recycle and Rethink. includes a five-year capital investment plan to in the Canadian workforce, as retirements support efficient investment and stewardship are projected to increase and the market for An implementation plan will be developed of House of Commons’ assets and infrastructure. skilled employees becomes highly competitive. to expand the use of 100% EcoLogo-certified To address these challenges, the House recycled paper for most of the House Specific performance monitoring and Administration will implement a recently Administration’s printing products. reporting practices will be developed and developed corporate human resources established. Some standards and measures strategy with the goal to recruit, engage, In the planning and implementation of are being implemented to ensure the delivery develop and retain top talent to support the various projects of the Long-Term Vision of highly reliable, consistent financial and work of Members and to ensure that the and Plan for the Parliamentary Precinct, the human resources advice and information. House of Commons is regarded as a best House of Commons will strive to harmonize employer in a competitive marketplace. functions to consolidate facilities, adopt solutions that are environmentally friendly and meet the highest possible targets for green building and sustainable development.

House of Commons Administration 10 Strategic Outlook for the 40th Parliament page—Strategic Framework. interaction isfeaturedinthisdocumentand foundonthefollowing A graphicrepresentationofthevariousstrategic elements,andtheir proud historyoftheHouseCommons. Members willcontinuetoserveCanadianswell, takingtheirplaceinthe roles—in theChamber, incommittees,caucus andintheirconstituencies, With thesupportHouseAdministrationprovides toMembersintheirdifferent maintain goodgovernanceandsoundstewardship ofresources. anticipate futureneeds,leveragetechnologytoitsfullestpotential,and will continuetodevelopnewtoolsandinnovativewayswork.Italso Through anongoingemphasisonservicedelivery, theHouseAdministration House ofCommonsandtosustaintheasaninstitution. Administration’s ongoingcommitmenttosupporttheMembersof The initiativesoutlinedinthisStrategicOutlookdemonstratetheHouse Moving Forward quality management,quality document and records and custodianship information of areas the information-sharing. Effortsinclude will enhanced practices, IM collaboration and for foundation the develop to continue will Management Information for Principles Guiding and Blueprint Strategic its on Building management information to approach Supporting anintegrated

(IM),

the

House

Administration

tool information. In addition,collaboration a of sharing and access facilitate will which of all plansdisposal and evaluation mechanisms, schedules, knowledge management tools, retention guidelines, tools, developing entail will This documents. electronic and collaborative approach topaper managing and consistent the support to developed being is strategy management records A technologies. portal of use the and search enterprise management,

(known

as

“Symphonie”)

will

be

tested requests for all types of legalservices. requests for of types all related information to entering for process business consistent result astandard in and which will application this to made be will Enhancements requests. legal to pertaining information store and share track, to used is that application website a is system The collaborativepolicies as well as work. and practices IM support to users, with “Legal ims ” information management management ”information

C O M M I T T E R E E M B S A C H I N S T I T U T T H E I O N

A D M I N U S E I S T R A C H O T I O E O H N N T S

T I S MANDATE T E U S To support Members of the House of Commons, E U N C providing them with the services, infrastructure and advice C U they need to carry out their work as legislators and representatives I A E

C in the Chamber, in committee, in caucus and in their offices, S both on Parliament Hill and in their constituencies. VISION To exercise leadership in supporting the House of Commons and its Members and in the advancement of parliamentary institutions VALUES Respect for the democratic process Balancing continuity and change Professional excellence INTERNAL ENVIRONMENT EXTERNAL ENVIRONMENT

BOARD OF INTERNAL ECONOMY

CLERK’S Report TO Canadians MANAGEMENT GROUP Annual summary of Members’ parliamentary activities and update on the Administration’s results and commitments in support of Members and the institution SERVICE AREAS C Procedural Services C Office of the Law Clerk and Parliamentary Counsel C Information Services Strategic Outlook FOR THE 40th Parliament C Parliamentary Precinct Services The Administration’s strategic objectives C Finance Services to support Members and sustain the institution: C Human Resources, Corporate Planning To respond to the evolving role of Members and the institution and Communications Services To enhance ongoing services to Members and to sustain the institution

To promote understanding and to support the advancement of legislative institutions

To apply the highest standards of public sector governance, in a parliamentary context

Strategic Framework

An outline of how the House Administration supports Members, sustains the institution, and reports against its key objectives