ARCHIVED - RPP 2006-2007
Office of the Chief Electoral Officer

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Section II – Analysis of Program Activities by Strategic Outcome

Analysis by Program Activity

In 2005–2006, Elections Canada moved from a series of three strategic outcomes to a Program Activity Architecture (PAA). This will be our second year operating under a PAA. Our PAA contains one main strategic outcome and one program activity, Elections, described below.

Strategic Outcome

An electoral process that contributes to fairness, transparency and accessibility for all participants in accordance with the legislative framework.

Program Activity: Elections

Financial Resources ($ thousands)
2006–2007	2007–2008	2008–2009
87,226	87,226	87,226

Human Resources
2006–2007	2007–2008	2008–2009
361 FTE	361 FTE	361 FTE

Elections Canada is committed to providing four key results for Canadians.

• Delivering federal elections, by-elections and referendums that maintain the integrity of the electoral process and administering the political financing provisions of the Canada Elections Act.
• Achieving and maintaining a state of readiness to deliver electoral events whenever they may be called and to improve the delivery of electoral events.
• Providing timely and high-quality public education and information programs as well as assurance that support on electoral matters is available to the public, parliamentarians, political entities and other stakeholders.
• Administering the Electoral Boundaries Readjustment Act, under which readjustment of federal electoral boundaries is carried out by independent commissions after each decennial (10-year) census to reflect changes and movements in Canada's population.

Furthermore, we will identify major initiatives to improve our internal services and operations. These initiatives will increase our efficiency and ultimately our ability to deliver our strategic outcome more effectively. The initiatives planned for 2006–2007 are identified later in this section in "Key Program 5: Other Programs and Services."

We will also review our performance indicators to ensure that they are sufficient and continue to be relevant to obtaining accurate metrics, and we will refine these indicators where necessary. In addition, we will increase the quantity and enhance the quality of our performance measures and indicators for each key activity.

Key Program 1: Electoral Event Delivery and Political Financing

Expected Results: The successful delivery of federal elections, by-elections and referendums that maintain the integrity of the electoral process as well as the administration of the political financing provisions of the Canada Elections Act.

Financial Resources ($ thousands)
2006–2007	2007–2008	2008–2009
31,161	31,161	31,161

Human Resources
2006–2007	2007–2008	2008–2009
45 FTE	45 FTE	45 FTE

Electoral Event Delivery

Sub-program: Submit a statutory report on the administration of general elections, submit a report containing recommendations arising from the administration of the elections using surveys and evaluations, and publish the official voting results. Expected Results: The timely tabling of a comprehensive report on, and results of, general elections and recommendations for improvements to future electoral events.

After the 39th general election held on January 23, 2006, Elections Canada began a process of evaluating its election administration and initiatives; this will continue into 2006–2007. The focus of the evaluations is new programs and programs of interest for the agency and/or external audiences, such as electors and political entities. The evaluations, in the form of surveys, include a general survey of electors and returning officers as well as an oversampling of particular target groups, such as youth and Aboriginal electors. More specifically:

• We are undertaking more than 40 evaluations of Elections Canada programs and projects with various stakeholders, including field liaison officers, returning officers and members of their staff. Using these evaluations, we will seek to identify short-, mid- and long-term enhancements to improve service delivery and election management. These enhancements will support the longer-term priorities defined in our strategic plan.
• With the support of the field liaison officers, we are evaluating the performance of the 308 returning officers.
• We have conducted surveys of electors to evaluate public opinions, attitudes and knowledge of our services and various aspects of the federal electoral process, including voter registration and electoral participation. Surveys were also conducted with target groups including the ethnocultural and special needs communities, as well as Canadians voting by special ballot while out of the country (snowbirds). We will hold consultations with the Advisory Committee of Political Parties.
• In conjunction with these activities, the Chief Electoral Officer has prepared his report on the activities of the election and presented it to the Speaker of the House of Commons on May 12, 2006, pursuant to subsection 534(1) of the Canada Elections Act. Also, as mandated under section 535 of the Act, the Chief Electoral Officer will prepare in 2006–2007 a report on recommendations to amend the Act following the general election. The recommendations will relate to operational reforms, the advancement of democratic rights of Canadians, the efficient and effective delivery of elections, and public confidence in the reliability of the process.

For statutory reports by the Chief Electoral Officer, click here.

Moreover, pursuant to section 533 of the Act, after a general election the Chief Electoral Officer must publish a report that sets out the voting results by polling division and any other information the Chief Electoral Officer considers pertinent. The official voting results include such information as the number of votes cast for each candidate, the number of rejected ballots and the number of names on the final lists of electors. Complete on-line versions of the report and the official voting results are available on the Elections Canada Web site.

For the official voting results of electoral events, click here.

As specified in the Act, the final lists of electors were completed and distributed to members of Parliament and political parties on April 13, 2006. These lists reflect the revisions made to the preliminary lists of electors during the 39th general election, including electors who registered on election day, and are used to update the National Register of Electors.

Political Financing

Sub-program: Administer the provisions of the Canada Elections Act related to political financing. Expected Results: Electoral events that are fair and transparent in accordance with constitutional and legal requirements.

File Receipt

In 2006–2007, Elections Canada plans to receive:

• 1,636 candidate electoral campaign returns for the 39th general election
• 15 registered party returns in respect of 39th general election expenses
• 77 third party election advertising returns
• 12 registered party 2005 financial transactions returns
• 3 new registered party Statement of Assets and Liabilities
• 5 registered party financial transactions quarterly returns
• 1,144 registered electoral district association 2005 financial transactions returns
• the weekly leadership contestant returns for the December 3, 2006, Liberal Party of Canada leadership contest (the complete leadership contest returns will be due in May 2007)

Monitoring and managing filing deadlines is an extensive and time-consuming process. Given that candidate electoral campaign returns were due on May 23, 2006, and registered electoral district association returns were due on May 31, 2006, significant resources were devoted to monitoring these deadlines and processing requests for filing extensions.

File Review

We 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 to its auditor, as required by the Act.

In the course of reviewing returns, we are working with various stakeholders to identify errors and omissions and other potential problems. We are also assisting stakeholders by identifying administrative options to help bring their returns into compliance.

Payments

Candidate Election Expenses Reimbursements

Candidate election expenses reimbursements are paid to eligible candidates in a two-step process. Eligible candidates are those who received at least 10 percent of the valid votes cast in their ridings. At the 39th general election, 884 candidates were eligible for election expenses reimbursements. Initial reimbursements in the amount of $10.7 million (equal to 15 percent of the election expenses limit in the electoral district) were paid in February 2006.

Final reimbursements will be processed once the review of each campaign return has been completed. Pursuant to section 465 of the Canada Elections Act, the Chief Electoral Officer must be satisfied that the candidate and his or her official agent have complied with the various requirements of the Act before initiating this final reimbursement.

Candidate Audit Subsidies

Candidate audit subsidies are paid when all required documents have been received and when the file review has been completed. The subsidy paid is the lesser of 3 percent of election expenses or $1,500; the minimum payment is $250.

Candidate Nomination Deposit Refunds

Candidate nomination deposit refunds are paid to all candidates who:

• return all unused official tax receipts within one month of polling day
• file their returns and related documents within four months of polling day or within an extended filing deadline

Nomination deposit refunds were issued shortly thereafter to all candidates who have met these two conditions.

Party Election Expenses Reimbursements

The Act provides for reimbursement of 50 percent of the election expenses incurred by registered parties in a general election. To be eligible, registered parties must have:

• filed their election campaign returns
• received at least 2 percent of all votes cast in the general election or 5 percent of the valid votes cast in electoral districts where the party ran candidates

Party election expenses reimbursements are processed once the review of each return for mandatory elements has been completed.

The returns for the 39th general election were due on July 24, 2006. Elections Canada issued reimbursements to the five registered political parties who met the requirements of the Act.

Party Quarterly Allowances

Political parties that receive 2 percent of the national vote, or 5 percent of the vote in ridings where they endorsed a candidate, are eligible to receive quarterly allowances. Quarterly allowances are withheld if any party filings are in arrears. The allowance payment is equal to $0.4375 multiplied by the number of valid votes received in the general election preceding the quarter, multiplied by an inflation adjustment factor. These payments are made as soon as practicable after the end of each quarter. In 2006–2007, Elections Canada plans to issue payments to five parties totalling $26.3 million.

Registered Electoral District Association Audit Subsidies

Registered electoral district associations that had contributions or expenses of $5,000 or more must have their returns audited. The associations are then eligible to receive an audit subsidy of up to $1,500 of the audit expenses incurred. This subsidy will be paid to the auditor once a completed financial transactions return, audit report and invoice have been received.

Publication of Financial Returns

Pursuant to section 412 of the Canada Elections Act, all financial transactions returns will be published as soon as practicable after receiving them. They are made available in hard copy and on the Elections Canada Web site.

For links to searchable databases of political entity financial returns, click here.

Electoral Readiness

The results of the 39th general election, which returned a second minority government in a row, have placed a heightened priority on:

• completing the file review process
• issuing reimbursements
• achieving a return to readiness to conduct another electoral event

Compliance and Enforcement

Sub-program: Investigate complaints about contraventions of the Canada Elections Act. Expected Results: Effective compliance and enforcement programs, and electoral events, that are in accordance with legal requirements.

The Commissioner of Canada Elections is the authority responsible for ensuring that the Canada Elections Act is complied with and enforced. Anyone who has reason to believe that an offence under the Act or the Referendum Act has been committed, and who has specific and verifiable facts, may complain to the Commissioner, and he will investigate the complaint.

In 2006–2007, the Commissioner will continue to investigate complaints about contraventions of the Act related to the 39th general election. In addition, a number of complaints related to the 38th general election and new financing provisions of the Act remain open and under investigation at the time of this report. A prosecution for an offence may be instituted within 18 months after the day on which the Commissioner became aware of the facts giving rise to a prosecution, and not later than seven years after the day on which the offence was committed. The Commissioner may also conclude a compliance agreement with anyone whom he has reasonable grounds to believe has committed, is about to commit or is likely to commit an offence. This is a voluntary agreement between the Commissioner and the person, in which they agree to terms and conditions necessary to ensure compliance with the Act. A summary of each compliance agreement is made public.

	Details of convictions appear on our Web site: click here.
	For summaries of the terms of compliance agreements, click here.

Key Program 2: Electoral Event Readiness and Improvements

Expected Results: Achieve and maintain a state of readiness to deliver electoral events whenever they may be called and improve the delivery of electoral events.

Financial Resources ($ thousands)
2006–2007	2007–2008	2008–2009
47,459	47,459	47,459

Human Resources
2006–2007	2007–2008	2008–2009
265 FTE	265 FTE	265 FTE

Electoral Readiness and Improvements

Expected Results: Well-trained staff and election officers as well as up-to-date electoral processes, systems, databases and materials ready for any electoral event. Expected Results: Improve the delivery of electoral events that respond to concerns of stakeholders.

Maintaining a constant state of readiness is critical to our ability to conduct elections, by-elections and referendums. Following the results of the 39th general election held on January 23, 2006 – the second general election in under 18 months – we placed the utmost priority on achieving the necessary state of readiness to conduct another general election.

We have identified the following activities as priorities to enable us to achieve the necessary state of readiness. These activities will be conducted in preparation for the 40th general election or subsequent elections, as appropriate.

• We will integrate into our plans the main recommendations arising from the post-election evaluation of mission-critical systems, functions and processes.
• We will maintain and improve our state of readiness to deliver general elections, by-elections and referendums, as required, using a number of mechanisms:
  • We will train newly appointed returning officers and continue to upgrade the skills of experienced returning officers. We will also train official agents for candidates and financial agents for registered associations. In addition, we will hold educational sessions across the country regarding the key issues and responsibilities involved in meeting the financial reporting obligations under the Canada Elections Act.
  • We will continue to develop the Field Liaison Officer Program. Field liaison officers provide functional leadership to returning officers in the field, enhance the quality of services to Canadians, and allow us to respond more rapidly to operational challenges.
  • We will continue to improve the coverage and currency of the lists of electors generated by the National Register of Electors. We will do this by incorporating updated information from federal and provincial/territorial data suppliers and returning officers in each electoral district, in consultation with political parties and members of Parliament, and through continued co-operation with electoral agencies in other jurisdictions. In addition, we will concentrate on improving address information in rural areas, as well as identifying and removing non-residential addresses, to prevent electors from being incorrectly registered. This work will allow for more accurate lists, with the result that the information of fewer electors will need to be revised during an electoral event.
  • We will continue to pursue, with the Canada Revenue Agency, proposed legislative amendments to permit tax filers to explicitly declare their citizenship on the Elections Canada portion of the income tax form. This will allow us to add new electors, especially youth, to the Register directly without having to confirm citizenship through costly outreach initiatives.
  • We will continue to maintain the National Geographic Database, in partnership with Statistics Canada, and increasingly with provincial and territorial agencies responsible for maintaining geographic information at that level. This initiative, combined with improvements to the Register addresses, will result in a further increase in the percentage of electors who are georeferenced – that is, linked to a point on a map. The current figure is approaching 91 percent.
  • We will continue to review and revise the methodology we use to estimate measures of Register data quality in consultation with our stakeholders, including returning officers, field liaison officers, political parties, provincial and territorial electoral agencies, and academics.
  • We will review the agreements with our service providers in the areas of telephony and technical infrastructure. The goal is to improve the distribution of these services and the necessary equipment to each electoral district.
  • We will review and, where appropriate, implement improvements stemming from the 39th general election to our communications mechanisms, in particular our Web site. We will review the performance of the Voter Information Service and implement additional streamlining, enhancements and features as appropriate. We will also review the information we provide to electors and the overall accessibility of the Web site.
  • We will obtain and assemble election materials to maintain the amounts we must have in stock to deliver an electoral event. The reception and sorting of returned materials and supplies from the 308 electoral districts following the January 2006 general election will continue into 2006–2007.
  • We will prepare a master plan to integrate and manage all of our key readiness activities across the directorates and with our key partners.

Advertising and Outreach Program – 39th General Election

Given that the advertising and outreach campaign developed for the 38th general election in 2004 was positively received, and the fact that there was such a short time between the 38th and 39th general elections, Elections Canada decided to use the same communications program for the 39th general election.

In 2006–2007, we will begin to review our advertising and outreach programs for groups that are less likely to participate in the electoral process, including Aboriginal peoples, ethnocultural communities, youth and electors with special needs. We will evaluate the effectiveness of the products and services offered for the 39th general election and aimed at increasing awareness and promoting electoral participation within these groups: our communications and advertising campaigns and initiatives such as our Community Relations Officer Program and programs to support people with disabilities. We will consult with national organizations and associations to identify their needs and concerns, and we will develop ongoing information and education programs. We will also develop an improved performance-measurement framework for these programs.

Technology Renewal

Elections Canada relies heavily on technology to fulfill its mandate successfully. A number of systems were developed and implemented in the last decade, and they need to be upgraded to satisfy the requirements for interoperability and support of our many stakeholders and partners. As a first step, we have identified a number of upgrade, replacement and enhancement initiatives for hardware and software. Implementation began in 2005–2006 and will continue in 2006–2007 to upgrade the database technology and application environment in our Ottawa office.

We have also embarked on a comprehensive evaluation of current and emerging technologies as they affect our mandate and the ongoing improvement and expansion of our capabilities and the range of services we provide. The recommendations and implementation that flow from this strategic initiative are expected to fulfill our information technology requirements for the next 5 to 10 years.

Electoral Technology Accord

Our information technology infrastructure is critical to supporting the National Register of Electors, our geographic databases and other election delivery and support systems we use.

In the spring of 2004, Canadian federal and provincial electoral agencies signed the Electoral Technology Accord with the objective of enhancing service delivery and quality, reducing technology costs and reducing the threat of obsolescence in returning office technology. The Accord seeks to establish partnerships among the electoral agencies by examining the potential for sharing systems and technology. In 2006–2007, we will work with our partners on a series of short-term objectives. Activities will include expanding the common data model for election financing and reviewing opportunities for sharing data and software used in electoral geography.

Voter Registration

Elections Canada will continue the strategic review of voter registration in the wake of the 39th general election. This review aims to develop a new vision of how voter registration should take place for federal elections in Canada and produce an implementation strategy. The review will be carried out in collaboration with all stakeholders and will identify how we can further improve the quality of the lists of electors and voter registration and how we can better serve the needs of all stakeholders.

The Chief Electoral Officer's recent report to Parliament on proposed changes to the Canada Elections Act included specific recommendations to improve targeted revision, measures that, based on the 38th general election in 2004, would have significantly reduced the cost of voter registration. Other proposed measures would increase the registration rate at no additional cost. We will work with the new Parliament to review legislation and implement any changes before the next general election.

This report also contained specific recommendations to enhance register and geography partnerships. Working with Parliament, we will continue to build on the 40 existing agreements with the federal, provincial, territorial and municipal agencies involved.

Key Program 3: Public Education, Information and Support for Stakeholders

Expected Results: Provide timely and high-quality public education and information programs as well as assurance that support on electoral matters is available to the public, parliamentarians and political entities.

Financial Resources ($ thousands)
2006–2007	2007–2008	2008–2009
8,606	8,606	8,606

Human Resources
2006–2007	2007–2008	2008–2009
51 FTE	51 FTE	51 FTE

Sub-program: Provide timely and high-quality public education and information programs as well as assurance that support on electoral matters is available to the public. Expected Results: Electoral processes that are better known to the public, particularly those persons and groups most likely to experience difficulties in exercising their democratic rights.

Our education and information programs concentrate on making the electoral system and processes more easily understood by the general public. They also reach out to electors whose participation rate in voting has been historically lower than that of the general electorate. These goals respond to the mandate given to the Chief Electoral Officer in section 18 of the Canada Elections Act. Since the 2000 general election, Elections Canada has been particularly active in reaching out to young people and Aboriginal electors.

Voter Education and Outreach Programs

In 2006–2007, Elections Canada will determine and refine targets and indicators for its ongoing voter education and outreach programs for youth, Aboriginal communities, ethnocultural communities and people with disabilities. We will develop a long-term plan, detailed action plan and updated communications platforms to reach these electors.

Stakeholder Information and Support

Elections Canada will continue to provide stakeholders with timely and high-quality information, advice, products and support. This assistance includes technical expertise and analysis to support parliamentary initiatives to review and revise electoral legislation.

We will provide technical expertise and analysis to support Parliament in its review of the recommendations contained in recent reports of the Chief Electoral Officer to improve the Canada Elections Act and the Electoral Boundaries Readjustment Act following the 38th general election.

International Assistance

Elections Canada will continue, through multilateral programs, to help emerging democracies develop the institutional capacity to deliver electoral events that strive to meet internationally recognized standards and criteria. This assistance includes professional assessment and monitoring for events such as Haiti's parliamentary, presidential and local elections, provided through the International Mission for Monitoring Haitian Elections (IMMHE).

For further information, visit the IMMHE Web site: click here.

On May 4, 2006, the Chief Electoral Officer hosted the launch of the Administration and Cost of Elections (ACE) Project Electoral Knowledge Network. This network is a partnership among Elections Canada, EISA, the Federal Electoral Institute of Mexico, IFES, the International Institute for Democracy and Electoral Assistance, the United Nations Department of Economic and Social Affairs, and the United Nations Development Programme. ACE will enable professionals to use capacity-development initiatives to generate, share and apply knowledge to solving problems and improving the professionalism of those engaged in electoral activities. A new ACE Project Web site was launched in May and will provide core authoritative text and dynamic technological features to meet the needs of today's election practitioners.

For further information, visit the ACE Project Web site: www.aceproject.org. Or click here.

Our international work is conducted in co-operation with other independent electoral management bodies and organizations as well as with other Canadian government departments and agencies. For example, the Canadian International Development Agency provides funding for our international involvement activities. Outside Canada, we partner with multilateral organizations including the United Nations, the Organization of American States, La Francophonie and the Caribbean Community and Common Market (CARICOM).

We also brief foreign delegations visiting Canada about the Canadian electoral system.

Key Program 4: Electoral Boundaries Redistribution

Expected Results: Administer the Electoral Boundaries Readjustment Act, under which federal electoral boundaries are readjusted by independent commissions after each decennial (10-year) census to reflect changes and movements in Canada's population.

Financial Resources ($ thousands)
2006–2007	2007–2008	2008–2009
0	0	0

Human Resources
2006–2007	2007–2008	2008–2009
0 FTE	0 FTE	0 FTE

Sub-program: Provide professional, technical, financial and administrative support to 10 independent commissions responsible for adjusting the boundaries of federal electoral districts every 10 years.

This activity was last completed in 2003–2004. Once we receive the 2011 Census return, redistribution will begin again.

Key Program 5: Other Programs and Services

Expected Results: Deliver high-quality leadership and management throughout the agency.

Elections Canada has identified a number of corporate initiatives that will begin or continue in 2006–2007. These are described below.

Human Resources Modernization

Elections Canada's human resources plan will be formalized in the context of the Public Service Modernization Act while continuing to meet the requirements of the Public Service Employment Act. We will develop policies and provide training to support this legislation as well as the new Public Service Labour Relations Act. This formalized plan will be linked to our strategic plan and integrated into our annual business planning cycle.

We will also review key performance indicators in the area of human resources management and establish additional indicators in accordance with our needs.

In addition, we will implement a "self-serve" electronic leave request system to assist managers and staff in managing their leave.

Modern Management Practices

In addition to human resources modernization, and in accordance with Elections Canada's action plan for implementing modern management practices, we will continue to focus in 2006–2007 on management areas that will improve election readiness and delivery as well as the overall management of the agency. Specific measures include strengthening the links among strategic outcomes, performance measures and reporting mechanisms, and we will initiate the development of additional performance measures at the corporate level.

Review of Strategic Plan

In 2005–2006, Elections Canada was ready to develop a new strategic plan. A detailed process for establishing the plan was prepared and an environmental scan completed. However, when the 38th Parliament was dissolved in November 2005 and the general election was called, this process had to be postponed so that we could dedicate all resources to the election at hand.

After the 39th general election, we set out once again to review our long-term priorities. In light of the fact that we must remain in constant readiness mode, we opted to develop a more operationally focused plan. This new strategic plan, to be published in 2006–2007, will establish specific objectives and deliverables for each of our key results areas, identify high-priority projects and define performance indicators. The plan will concentrate on the next five years. In developing the plan, we will review recommendations flowing from the evaluations of the 38th and 39th general elections as well as those resulting from the 2005 performance audit.

Internal Audit

The internal audit function is a key component of Elections Canada's governance framework, and we have completed an audit plan based on a risk analysis conducted across all directorates. This plan outlines the internal audit projects considered priorities for the next three fiscal years. It will be reviewed and updated in light of the 39th general election and the changes to be brought about by the new internal audit policy of the Treasury Board Secretariat.

In addition, as noted earlier in the What's New section of this report, in 2006–2007 we will monitor and report on the progress that the agency has made to address the recommendations resulting from the 2005 performance audit.

 

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