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Corporate Services provides services such as finance, human resources, information management / information technology, telecommunications, facilities, translation, strategic planning, communications, internal audit, general administration and security to the Courts and to the Service itself.
Significant Financial Issues in 2007-2008
The Service continues to work with its partners in attempting to secure funding for 2008-2009 and ongoing years for expenses related to Prothonotaries' salaries and travel as well as Deputy Judges' fees and travel. Funding for additional registry and judicial support for both prothonotaries and Deputy Judges are also required. It should also be noted that a Special Advisor on Prothonotaries' Compensation was appointed in 2007 to look at a broad range of issues related to Prothonotaries. A government response is expected in 2008-2009 and this may have an impact in resolving a portion of the ongoing funding problem identified above.
The Service was also expected to continue to save $0.29M in 2007-2008 (the same amount identified for 2006-2007) through procurement savings instituted by Public Works and Government Services. The cuts attributed do not necessarily represent the actual amount of savings that were generated by the Service.
Finally, the Service lapsed slightly more than 5% of its Main Estimates funding. It is apparent that two principal areas caused this carryforward. The first was related to significant delays in staffing positions and retaining employees (a problem also identified by the Clerk of the Privy Council as a Government-wide problem). The second difficulty was with contracting delays for various goods and services that were to be procured during the 2007-2008 fiscal year.
People Capacity
In fiscal year 2007-2008, the Service received approximately $900,000 in funds under the Public Service Modernization Act Special Investment Framework. Human Resources (HR) undertook a project (that will be completed by March 2009) that consists of six initiatives:
Mandatory training in staffing to grant staffing delegations to managers commenced in June 2008 and is to be completed in November 2008.
Also during 2007-2008, the Service classification unit created the following 'classification' policies which are tools for managers as well.
Records Management
In March 2007 all original records for operational files were centralized into one location, the Service's new Pink Road location for storage of dormant and semi-dormant records.
The Service is currently preparing for the move of the Ottawa file room to the location where Federal Courts Registry staff will be relocated. This will facilitate document tracking and ensure faster and better information sharing throughout the organization.
With regard to operational files the Service has put in place a disposition process for duplicate copies of court records and judges material. This ensures that around 15% of records shipped to the Service's Pink Road facility are eliminated 6 months after the final decision. Also, in the past 6 months, the Service has cleaned up a backlog which enabled it to free up space for around 4800 boxes of material. It also installed vertical shelving to maximize the use of the space.
The Service is in the process of signing a Service Level Agreement with Library & Archives Canada relating to their storage of 2000 boxes of Exchequer Court records which are of national interest. This would also help the Service with storage space.
The Service is still investigating, for administrative records, the possibility of implementing a document management system which would promote using electronic format instead of paper for information sharing and act as a central repository for all of the Service's documents of corporate value.
Government On-line
Improvements were made to the Service's internet site by applying the new Treasury Board Common Look and Feel Standards 2.0 (CLF 2.0). The standards were developed to reflect modern practices on the web, improve navigation and format elements, and to align departments' internet with the government's approach to public communication.
Furthermore, by tying the CLF 2.0 standards and its own redesign elements together, the Service was able to:
A phased approach for implementing the new standards was followed, with a two-year deadline ending December 31, 2008. The Service launched its new site on March 31st, 2008, nine months early. This effort ensured that it met the government's objective of providing a consistent and predictable presentation of government services and content.
Improved Strategic Management
During 2007-2008, the Performance Management Framework (PMF) was refined. This exercise involved reviewing the PAA which will be modified at the sub-activity level in the coming year. Service standards will be established during 2008-2009 and survey questionnaires prepared to allow for the collection and analysis of data.
The release of the Office of the Auditor General's findings in fall of 2007 guided the Service in improving its management practices. For example:
Security Services
The Service continues to maintain its commitment and efforts to improve the security of judges, prothonotaries, staff and members of the public using its facilities and to ensure the protection of assets and information.
The Service continues to develop its program aimed at heightening security awareness throughout the organization. Some of the activities this year include the delivery of security information sessions in most of the regional offices and the sessions will continue in headquarters in the coming year.
The Service maintains its Business Continuity Planning (BCP) Program to ensure the continued availability of essential services, programs and operations, in the event of interruptions caused by unforeseen events such as extended power failures and severe weather conditions. A Tabletop Exercise was conducted with senior management in May 2007 and plans have been updated to reflect the comments coming out of the exercise.
In addition, the Service continues to participate in the Continuity of Constitutional Government Steering Committee (CCGSC) by attending planning retreats and providing input to Public Safety Canada's overarching plan to ensure that the Courts' requirements are met.
Finally, the Service has put in place the procedures for Security in contracting to ensure that all contractors working for the Service who require access to protected or classified information or assets have the appropriate clearance.
Facilities Management
In order to consolidate the staff in the National Capital Region in fewer building, the Service worked with Public Work Government Services Canada (PWGSC). Replacement space to accommodate Registry Services was identified and offered to the Service. The planning and development phases were completed during the Spring 2008 and construction of the new space will be completed during the Fall 2008. Employees will be relocated thereafter. The new space will provide an ideal work environment for the employees as per the PWGSC space and fit-up standards. Environmental and physical issues that affected the employees in the Lorne Building will be a thing of the past. The project was developed in cooperation with a committee of employees to ensure the best results possible.
The Service did not reduce its accommodation portfolio during fiscal year 2007-2008. However, ongoing efforts to improve space utilization continue to be a priority. As leases expire, the Service's operational needs will be reviewed to determine if space can be reduced. The Service has also taken steps to review its space standards. This review should result in more efficient standards that will be applied in all future accommodation projects.
NATIONAL CAPITAL REGION OFFICES
Courts Administration Service HEADQUARTERS — OTTAWA 434 Queen Street Ottawa, Ontario K1A 0H9 http://www.cas-satj.gc.ca |
Lorne Building 90 Elgin Street Ottawa, Ontario K1A 0H9 Registry of the Federal Court of Appeal and the Court Martial Appeal Court of Canada
Registry of the Federal Court
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Centennial Towers 200 Kent Street Ottawa, Ontario K1A 0H9 Registry of the Tax Court of Canada
Tax Court of Canada, courtroom and Judges' chambers |
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Thomas D'Arcy McGee Building 90 Sparks Street Ottawa, Ontario K1A 0H9 Federal Court of Appeal, Federal Court and Court Martial Appeal Court of Canada, courtrooms and Judges' chambers |
434 Queen Street Ottawa, Ontario K1A 0H9 Corporate Services for the Courts Administration Service
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LOCAL OFFICES
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ALBERTA – Calgary Canadian Occidental Tower 3rd Floor, 635 Eight Avenue SW, P.O. Box 14 T2P 3M3
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ALBERTA – Edmonton Scotia Place, Tower 1, Suite 530, 10060 Jasper Avenue T5J 3R8 P.O. Box 51
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BRITISH COLUMBIA — Vancouver Pacific Centre, P.O. Box 10065 701 West Georgia Street V7Y 1B6
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MANITOBA – Winnipeg 4th Floor, 363 Broadway Street R3C 3N9
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NEW BRUNSWICK — Fredericton Suite 100, 82 Westmorland Street E3B 3L3
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NOVA SCOTIA — Halifax Suite 1720, 1801 Hollis Street B3J 3N4
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ONTARIO — Toronto 1 — Registry of the Federal Court of Appeal, the Federal Court, the Court Martial Appeal Court of Canada and the Tax Court of Canada 180 Queen Street West, Suite 200 M5V 3L6
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2 — Registry of the Tax Court of Canada (London) 3rd Floor, 231 Dundas Street N6A 1H1
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QUÉBEC — Montréal Registry of the Federal Court of Appeal, the Federal Court, the Court Martial Appeal Court of Canada and the Tax Court of Canada 30 McGill Street H2Y 3Z7
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QUÉBEC — Québec Palais de Justice, Room 500A and 500E, 300 Jean Lesage Blvd. G1K 8K6
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OFFICES STAFFED BY PROVINCIAL AND/OR TERRITORIAL COURT EMPLOYEES |
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NEW BRUNSWICK — Saint John The Provincial Building Room 413, 110 Charlotte Street E2L 2J4
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NEWFOUNDLAND & LABRADOR - St. John's The Court House, P.O. Box 937, Duckworth Street A1C 5M3
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NORTHWEST TERRITORIES — Yellowknife The Court House, P.O. Box 1320 4905, 49th Street X1A 2L9
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NUNAVUT— Iqaluit Nunavut Court of Justice Justice Building (Building # 510) P.O. Box 297 X0A 0H0
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PRINCE EDWARD ISLAND — Charlottetown Sir Henry Louis Davies Law Courts P.O. Box 2000, 42 Water Street C1A 8B9
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SASKATCHEWAN – Saskatoon The Court House 520 Spadina Crescent East S7K 2H6
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SASKATCHEWAN – Regina The Court House 2425 Victoria Avenue S4P 3V7
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YUKON TERRITORY — Whitehorse Andrew A. Phillipsen Law Centre 2134 Second Avenue Y1A 5H6 P.O. Box 2703, Y1A 2C6
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