ARCHIVED - Office of the Chief Electoral Officer

Planned Spending

Authorities

Actual Spending

$104,422

$122,185

$120,740

Planned

Actual

Difference

387

423

36

Planned Spending

Authorities

Actual Spending

$34,251

$42,438

$42,249

• Successful delivery of the electoral process as prescribed in the Canada Elections Act

• By-elections on September 17, 2007, in three electoral districts. The report on the by-elections is posted on the Elections Canada Web site at:
  www.elections.ca/gen/rep/re2/ sta_2007/by2007stat_e.pdf.

• Refinement of implementation of new voter identification rules for specific groups, including seniors.
• An evaluation of the application of Bill C-31’s new voter identification requirements during the by-elections is posted on the Elections Canada Web site at:
  www.elections.ca/loi/res/ eval/report2_e.pdf.

• By-elections on March 17, 2008, in four electoral districts.

• The complexity of the voting process requires a review of poll official training.
• Elections Canada needs to check whether the new identification requirements create barriers for seniors in long-term care facilities and voters in rural and isolated environments.

• Ensure that all political entities are aware of the new political financing rules in the Federal Accountability Act, and ensure that transparency standards are maintained on Web publication of political entity financial returns

• New forms, manuals and other guidance materials were completed and placed on the Elections Canada Web site.
• The financial return Web publishing system and the Electronic Financial Returns (EFR) software application were revised.

• Document revisions and system changes were needed to accommodate new financial return forms that take into account the ban on contributions from corporations, trade unions and other organizations, lower contribution limits, the new limit on cash contributions, and new gift reporting provisions for candidates.
• EFR was made available for download from the Elections Canada Web site. Multimedia kits were warehoused for distribution to candidates in the 40th general election.

• Information sessions were conducted for 333 financial agents of registered electoral district associations. The sessions were designed to explain changes to the materials and EFR, and to increase the adoption rate of the EFR software.

• 98% of the participants who completed the evaluation found that the information session met objectives, and 96% rated session quality as very good to excellent.

• Review files to verify compliance with the financing provisions of the Canada Elections Act, and to determine the reimbursement or subsidy amount to be paid to a political entity and/or its auditor, as required by the Act.

• 39th general election candidates’ returns: the review process was completed for 93% of files; payment was made on 96% of files eligible for partial reimbursement of election expenses; and 97% of audit subsidies were paid.

•  Electoral reforms and the complexity of the Canada Elections Act have substantially increased the compliance and financial reporting requirements for political entities. This has increased the error rate and non-compliance of returns, necessitating more time to complete the process.

• Quarterly allowances were paid to political parties in accordance with the Act. Allowances payable from April 1, 2007, to March 31, 2008, to the five eligible parties totalled $28,015,932.72.

• Quarterly allowances are paid as soon as practicable after the end of the quarter. All allowance payments were issued within one week of the quarter end.

• Effective compliance and enforcement programs and electoral events, in accordance with legal requirements

• The agency assessed, investigated and resolved complaints about contraventions of the Canada Elections Act related to the 38th and 39th general elections, as well as to by-elections in seven electoral districts in 2007–2008.
• At the beginning of 2007–2008 there were 401 ongoing cases. During the year 411 new cases were opened. On March 31, 2008, there were still 251 ongoing cases, 70 of which were at the investigation stage.
• Throughout the year, 177 cases were resolved by counsel, 52 caution letters* were sent, and 4 compliance agreements were signed. Two prosecutions were completed; one was ongoing as of March 31, 2008.

• As a result of the coming into force of the Federal Accountability Act, prosecutions under the Canada Elections Act initiated after December 12, 2006, are conducted by the Director of Public Prosecutions.
• Careful examination of complaints and referrals enabled Elections Canada to highlight systemic breaches of the Act. Measures were undertaken to correct these, mainly through direct communication with external stakeholders and contribution to information materials produced by the Political Financing and Audit Division.

Planned Spending

Authorities

Actual Spending

$59,344

$72,553

$71,515

• Achieve and maintain a state of readiness to deliver electoral events whenever they may be called, and improve the delivery of electoral events

• Successful and timely implementation of bills C-31 and C-18

• Following the September 2007 by-elections, Elections Canada assessed the impact of the new voter identification requirements.

• Staffing actions were conducted on an as-needed basis throughout 2007–2008 to maintain electoral event readiness.

• In the minority government context, staff deployment decisions have assumed greater importance and need to be made on a more regular basis. Elections Canada is developing a financial framework to ensure that it continues to administer this function efficiently.

• Completed several phases of returning officers’ pre-event activities, with the aim of updating Elections Canada’s information and helping returning officers prepare for a general election.

• In the context of minority government, pre-event and pre-writ activities played a major role in the event readiness program. They were undertaken in connection with several confidence votes.
• Two significant readiness exercises were conducted in the Spring and Fall of 2007. They included the review of the targeted revision address lists, verification of availability of key staff, RO office and local service providers.
• A service standards document will be developed with stakeholders to provide more efficient service.
• Long-term planning of pre-event activities (validation phases) will help the organization to maintain the level of readiness needed and financial commitments.

• On an ongoing basis, we identified potential returning offices and rented telephones to ensure the rapid installation of phone service at the start of an electoral event.

• The agency is examining options to reduce ongoing costs while maintaining the capability to provide the required services within a very short time frame.

• The National Register of Electors was updated regularly to maintain or improve the quality, currency and coverage of the lists of electors.
  As of March 31, 2008, the Register included 93% (�2%) of all eligible electors (coverage), with 83% (�2%) of them listed at their correct residential address (currency).

• We exceeded our current targets of 92% for coverage and 77% for currency.
• The existing 77% target for currency will be increased to 80% in 2008–2009.

• Improved delivery of electoral events in response to stakeholders’ concerns and expectations

• A more advanced, automated Quality Measurement System was implemented to assist in managing the National Register of Electors. QMS allows the agency to prepare quality estimates more efficiently. QMS has reduced the time required to run baseline programs from two weeks to a few hours, and has reduced the time required for staff to prepare quality estimates by two weeks.

• The quality estimates were used to recalibrate the new QMS model and identify how to focus our quality improvement efforts.
• With QMS information, stakeholders are accurately informed of the quality of data in the Register.

• The agency conducted a second Data Quality Confirmation Study to provide external estimates of the quality and accuracy of the Register’s information. The study confirmed that the Register includes approximately 94% of eligible electors, with some 83% of them listed at their correct address.

• The results of the study allowed us to benchmark the estimates produced during the year from the quality model.
• The value of conducting the study again will be assessed.

• New geographic tools and maps were created to facilitate the grouping and location of advance polling districts and polling sites, and to help in determining an elector’s electoral district and polling division. These changes ultimately make voting more accessible for Canadians and improve the administration of polling station activities for election officials.

• Elections Canada developed a strategic management framework that sets the structure and direction of initiatives aimed at improving voter accessibility, including electronic registration.

• On-line Voter Registration, designed to increase the registration and participation of eligible voters in electoral events, was reassessed and committed to the Strategic Plan timeline under the accessibility strategic objective.

• The functional design and application design phases of the Special Voting Rules (SVR) development project were completed within the established budget and timeline.

• The new SVR system is expected to be ready during the summer of 2009. It will replace existing systems, which have reached their maximum capacity.
• The new system will enable Elections Canada to manage SVR elector application forms more effectively and efficiently, maintain the register of electors residing temporarily outside Canada, and maintain stakeholder information.

Planned Spending

Authorities

Actual Spending

$10,827

$7,194

$6,976

• Promote awareness among electors about their right to vote, key dates in the electoral calendar, and voting rules and procedures

• Outreach and communications activities for the September 2007 by-elections incorporated new key messages related to Bill C-31. The messages informed and reminded electors that, in order to vote, they must prove their identity and address, and also explained the various ways they could do this.

• After analyzing the evaluation of the September 2007 and March 2008 by-elections, Elections Canada will identify and implement additional activities for informing groups of electors about the requirement to present identification at the polls –
  e.g. electors residing in northern electoral districts.

• Strengthen relationships with student federations, make voting more accessible for students in residences and refine methods for communicating with youth

• To increase awareness of the federal electoral process, the Community Relations Officer Program was expanded to include any electoral district with a post-secondary institution. This gave the program greater scope, presence and visibility.

• Elections Canada is currently developing a framework for conducting its general outreach activities.

• Enhance access to the electoral process for electors with visual disabilities

• Elections Canada worked closely with associations representing electors with visual impairments to further improve its existing ballot template, and to develop a large print ballot mock-up that will be available at all polls.

• All new documents posted on Elections Canada’s Web site are now coded to provide full accessibility for persons with a visual impairment.
• A new Web page has recently been added for voters with special needs.

• Engage ethnocultural communities by developing formal partnerships with organizations and making services available in a wide variety of languages

• Elections Canada translated the text of the by‑election householder flyer into 27 heritage languages and posted the information on its Web site. The flyer gave details about the new rules for proving identity and address, and acceptable pieces of identification.

• To inform new Canadians of identification requirements, Elections Canada will continue to engage organizations representing ethnocultural groups.

• Strengthen and expand our outreach to Aboriginal electors through partnerships

• To continue making the electoral process more accessible to Aboriginal electors, Elections Canada renewed its partnership with the Assembly of First Nations (AFN). Focus groups and an Aboriginal youth forum were held. According to post-forum activity reports, the event increased participants’ awareness of the electoral process.

• The AFN also developed a voter handbook, an information kiosk, a page on its Web site and a script for a public service announcement to encourage Aboriginal voter turnout.

• Increase agency knowledge of electoral matters

• In 2006, Elections Canada commissioned four concept papers. These have increased our understanding of the electoral participation of youth, Aboriginal people, ethnocultural communities and electors with special needs. The papers have also helped us to identify best practices for reaching these groups and to make the voting process more accessible.

• The concept papers were published in early Spring 2008 on Elections Canada’s Web site (www.elections.ca). Go to Publications > On-line Publications > Working Paper Series on Electoral Participation and Outreach Practices (under the Policy and Research heading).
• The studies on youth engagement will contribute to the development of our outreach and research action plan.

• Elections Canada provided support for studies of electoral participation by youth, including three studies on youth engagement with the Canadian Policy Research Networks.
• Another study by Professor Andr� Blais examined how extended advance voting might affect voter turnout. Elections Canada commissioned the study to gain a better understanding of the potential impacts of Bill C-16, An Act to amend the Canada Elections Act (expanded voting opportunities) (previously Bill C-55).

• The studies have improved our understanding of why and how young people engage in civic and political activities.
• The studies on youth engagement will contribute to the development of our outreach and research action plan.

• Develop a corporate research plan to strengthen Elections Canada’s knowledge of electoral matters and support the decision-making process

• None to date

• The development of a corporate research framework has been delayed to 2008–2009 and is part of the Report on Plans and Priorities for the current fiscal year.

• Continue to provide stakeholders with advice and support, including expertise and technical advice in support of initiatives to review electoral legislation

• The Chief Electoral Officer appeared before parliamentary committees examining several legislative initiatives. Meetings of the Advisory Committee of Political Parties (ACPP) were held on various topics. The application of new voter identification requirements were assessed during the September 2007 and March 2008 by-elections, and the results were reported to stakeholders.

• At the October 2007 meeting with the ACPP, members had the opportunity to discuss potential problems and solutions in connection with implementing Bill C-31 in rural areas. As a result Bill C-18 was adopted quickly, to the satisfaction of all stakeholders.

• Learn from other electoral authorities and international organizations, and share knowledge and expertise with them

• Elections Canada undertook a study visit to Scotland during its 2007 elections.

• This activity provided an understanding of Scotland’s implementation of the single transferable vote and electronic counting technology. Elections Canada shared what it had learned with parliamentary committees.

• Elections Canada participated in a visitors’ program during Australia’s 2007 general election.

• This program enabled the agency to monitor Australia’s pilot project testing electronic voting for out-of-country voters and voters with visual impairments. These two innovations are central to Elections Canada’s Strategic Plan.

• Elections Canada joined with the electoral management bodies (EMBs) of the UK, Australia and New Zealand to facilitate the exchange of information between similar Commonwealth organizations.

• A first workshop was held in the UK, enabling EMBs to gain knowledge on regulatory and political financing matters. The workshop was well received and will be repeated in Canada in 2009.

• Participate in international forums and projects to advance electoral knowledge and expertise

• Elections Canada participated in multiple international forums, including the Law and Society Association annual meeting in Berlin, the fourth European Conference of Electoral Management Bodies in Strasbourg, and the International Seminar on Electoral Modernization and Reform in Mexico.
• Elections Canada also enhanced its contribution to the Administration and Cost of Elections (ACE) Electoral Knowledge Network, transforming it into a popular resource and Web site that attracts around 100,000 visits each month. The Network is an initiative of the Administration and Cost of Elections Project, an international partnership.

• Elections Canada’s participation in these forums and projects helped advance the agency’s electoral knowledge and expertise in fields such as electronic voting, voter awareness and engagement, regulatory affairs, and accessibility issues.

Planned Spending

Authorities

Actual Spending

$0

$0

$0

Planned Spending

Authorities

Actual Spending

• Adapt the agency’s human resources management system to the substantial changes arising from the Public Service Modernization Act

• To comply with the Public Service Modernization Act, the Executive Committee has approved three policies concerning area of selection, corrective action and revocation, and guidelines and criteria for non-advertised appointment processes. Overall, the aim is to provide consistency, governance and guidance to managers in managing their human resources.

• The Staffing Management and Accountability Framework has been modified considerably. It now emphasizes results in terms of flexibility, efficiency, effectiveness, merit, political impartiality and values.
• Human Resources will seek managers’ input to update the three mandatory policies, which are due for review in December 2008.

• Finalize a human resources master plan for the agency to accurately identify operational and strategic requirements

• Individual sectors’ human resources plans were developed. These will enable the agency to adopt a comprehensive and coordinated strategic approach to managing its human resources initiatives and needs.

• Work will start in 2008–2009 to develop an overall human resources strategic plan supporting the agency’s long-term direction.

• Focus on human resources management by identifying key staff issues and concerns

• In October 2007, we administered an agency-wide employee survey to identify staff issues and concerns. The aim is to foster a vision of Elections Canada as an employer of choice.

• In 2008–2009, we will conduct post-survey focus groups with employees and managers to better understand issues and properly target our efforts.

• Improve delivery of Elections Canada’s mandate by establishing strategic objectives and setting priorities for the next five years

• The agency developed its Strategic Plan 2008–2013. This will help the agency make choices to manage its organizational capacity. The Plan was shared with all Elections Canada personnel (including field employees) and other stakeholders.

• Elections Canada will develop action plans for each of the four enablers (human resources, information technology, governance and communications) identified in the Strategic Plan.
• The Plan will start to be implemented in 2008–2009. The progress and results achieved in the first year will be reported in the 2008–2009 Departmental Performance Report.

• Enhance the quality of performance measurement by developing and implementing a corporate-level framework for performance measurement and ongoing activities

• A strategy for implementing a performance measurement framework was developed to give clear direction to the project.

• After giving high priority to development of the Strategic Plan in 2007–2008, the agency  will commence formal work on the performance measurement framework in September 2008.

• Streamline planning and reporting activities

• A new planning cycle was adopted to allow for the streamlining of planning and reporting activities, an increased focus on results, and better alignment with corporate priorities.

• Elections Canada will conduct a post-mortem session to evaluate the effectiveness of the new planning process and make adjustments where required.

• Improve delivery of Elections Canada’s mandate by obtaining the necessary resources to implement electoral reforms, improve our IT infrastructure and carry out initiatives resulting from the Federal Accountability Act

• The agency developed a Treasury Board submission and received approval.
• Staffing of new positions has begun and is scheduled to be completed by 2010–2011.

• Staffing of new positions will continue in 2008–2009.

• Improve delivery of Elections Canada’s mandate by ensuring appropriate operational management and financial controls of the agency’s decision-making process. The amendments ensure that controls contribute to effective program delivery and sound accountability in the exercise of authority

• A risk-based delegation framework was implemented.
• Financial and human resources delegations were updated.

• Work will continue in 2008–2009 to update other types of delegations.

• Establish the internal audit function to meet Treasury Board policy requirements and provide assurance to the Chief Electoral Officer and senior management on governance, risk management and control

• The agency developed a business plan and transition strategy to implement the internal audit policy.
• We developed a risk-based internal audit plan for fiscal years 2008–2009 through 2010–2011 to ensure appropriate coverage of the activities of Elections Canada.
• We initiated a follow-up audit on the recommendations included in Chapter 6 of the November 2005 Report to Parliament of the Auditor General of Canada, providing the findings of a performance audit of Elections Canada.

• None

• Establish an independent audit committee to provide guidance to the Chief Electoral Officer on governance, risk management, control, audit and reporting practices

• External members were recruited and an orientation session was held.
• The process to support the Committee was established.

• None

• Replace or upgrade technology infrastructure and field systems to provide a more reliable IT platform for future electoral events

• Final testing of new hardware and software for local offices has been completed. The field hardware was successfully utilized in the March 2008 by-elections.

• Some minor changes are required to field hardware configuration and application software. Implementation of these changes should be completed by February 2009.

• Conduct the procurement activities required for the modernization of the Elections Canada IT environment

• We have partially completed establishing contracts with private-sector partners for goods and services needed to transform the agency’s technology and systems.

• Procurement expertise availability is a government-wide concern. The project has relied on contracted procurement specialists to ease the process where possible.
• IT renewal is a multi-year initiative modernizing the agency’s IT infrastructure and field applications. The aim is to facilitate business changes and comply with requirements of evolving legislation.