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2008-09
Departmental Performance Report



Canadian Grain Commission





Supplementary Information (Tables)





Table of Contents




Table 1: Sources of Respendable and Non-Respendable Revenue



Respendable Revenue
($ thousands)
Program
Activity		 Actual
2006-07		 Actual
2007-08		 2008-09
Main
Estimates		 Planned
Revenue		 Total
Authorities		 Actual
 
Quality Assurance Program 30,109 29,399 29,086 28,886 29,086 26,455
 
Quantity Assurance Program 12,101 11,966 11,690 11,554 11,690 10,846
 
Grain Quality Research Program - - - - - -
 
Producer Protection Program 506 440 489 825 489 474
Total Respendable Revenue 42,716 41,805 41,265 41,265 41,265 37,775

This table identifies all sources of revenue generated, excluding appropriation. Respendable revenues represent funds generated through fees and contracts for services rendered by the Canadian Grain Commission. These revenues are used to offset a portion of the costs of providing these services.

Actual Respendable Revenue for 2007-08 and previous years is based on the Audited Financial Statements of the Canadian Grain Commission Revolving Fund. These amounts are determined using the accrual basis of accounting. Actual Respendable Revenue for 2008-09 is based on Public Accounts (as instructed by Treasury Board). These amounts are determined using the modified cash basis of accounting.



Table 2: User Fees

Table 2-A: User Fees


User Fee: Inward Inspection

Fee Type: Regulatory

Fee-setting Authority: Schedule 1 - Canada Grain Regulations

Date Last Modified: 1991

Performance Standards:

  • Provide all services in a courteous, professional manner
  • Prepare and distribute documentation to interested parties within 24 hours of unload
  • Provide thorough elevator inspections with regard to automatic samplers, protein testers and moisture meters, dryers and other related mechanical equipment
  • Provide advice for companies regarding installation of new or modified sampling equipment, dryers and other mechanical equipment where applicable
  • Address special requests to meet customer needs

Performance Results:

  • From April 1, 2008 to March 31, 2009, Canadian Grain Commission staff inspected 253,193 inward grain cars.
  • The grading of inward grain cars was 98.7% accurate.
  • Service standards were met 100% of the time.

($ thousands)
2008-09 Planning Years
Forecast Revenue Actual Revenue Full Cost Fiscal Year Forecast Revenue Estimated Full Cost
7,616 7,588 11,008 2009-10 7,616 11,283
2010-11 7,616 11,565
2011-12 7,616 11,854



User Fee: Outward Inspection

Fee Type: Regulatory

Fee-setting Authority: Schedule 1 - Canada Grain Regulations

Date Last Modified: 1991

Performance Standards:

  • While grain is being conveyed to the vessel, truck or railcar, continuously monitor the grade of the grain according to the information listed on the shipping order
  • Analyze representative increments for a cargo every 2000 tonnes or within a timed interval that has been identified for the terminal and advise the shippers of the results within 20 minutes of commencing the analysis, and always when there is a problem
  • Notify the designated facility representative immediately after the discovery of quality anomalies to minimize the cost of corrections
  • Keep an official record of the loading and retain samples for six months so that the Canadian Grain Commission and its customers can review the details of the shipment should the need arise
  • Accurately reflect the loading data in the certificate, letters of analysis or other documents that are issued and offer as much flexibility in the format of these documents as our Act and Regulations allow
  • Issue the appropriate certificates for the cargo within twenty-four hours of receiving a) the documentation requests from the shipper/exporter and b) the loading data from the inspection unit

Performance Results:

  • From April 1, 2008 to March 31, 2009, Canadian Grain Commission staff issued 5,950 certificates of quality representing 24,481,535 tonnes of Canadian export grain.
  • Service Standards were met 100% of the time.


($ thousands)
2008-09 Planning Years
Forecast Revenue Actual Revenue Full Cost Fiscal Year Forecast Revenue Estimated Full Cost
12,732 14,219 12,916 2009-10 12,732 13,238
2010-11 12,732 13,569
2011-12 12,732 13,908



User Fee: Inward Weighing

Fee Type: Regulatory

Fee-setting Authority: Schedule 1 - Canada Grain Regulations

Date Last Modified: 1999

Performance Standards:

  • Endeavour to provide receipt data within 24 hours of unload
  • Provide all services in a courteous, professional manner
  • Accurately determine the amount of grain weighed and facilitate the verification of the weight with the interested parties through the certification and documentation issued
  • Monitor weights and grain flow routes while grain is being conveyed from the truck or railcar
  • Notify the facility representatives immediately after the discovery of quantity anomalies or weighing exceptions in order to minimize correction costs
  • Address special requests to meet clients’ needs

Performance Results:

  • From April 1, 2008 to March 31, 2009, Canadian Grain Commission staff officially weighed 263,031 inward grain cars.
  • Service Standards were met 100% of the time.

($ thousands)
2008-09 Planning Years
Forecast Revenue Actual Revenue Full Cost Fiscal Year Forecast Revenue Estimated Full Cost
1,662 1,734 3,697 2009-10 1,662 3,789
2010-11 1,662 3,884
2011-12 1,662 3,981



User Fee: Outward Weighing

Fee Type: Regulatory

Fee-setting Authority: Schedule 1 - Canada Grain Regulations

Date Last Modified: 1991

Performance Standards:

  • Endeavour to provide shipment data before the close of the next business day
  • Ensure the timely transfer of official documents
  • Process and document all shipments so as not to delay the loading operations of the facility
  • Accurately determine the amount of grain weighed and facilitate the verification of the weight with the interested parties
  • Continuously monitor the weights and grain flow routes while grain is being conveyed to the truck, railcar or vessel
  • Notify the facility representatives immediately after the discovery of quantity anomalies or weighing exceptions so that the cost of corrections is minimized
  • Keep an official record of shipping routes and scale tapes for 2 years after a loading
  • Accurately reflect the loading data in the certificates and other documents that are issued

Performance Results:

  • From April 1, 2008 to March 31, 2009, Canadian Grain Commission staff officially weighed 24,481,535 tonnes of grain for export from Canada.
  • Service Standards were met 100% of the time.


($ thousands)
2008-09 Planning Years
Forecast Revenue Actual Revenue Full Cost Fiscal Year Forecast Revenue Estimated Full Cost
7,109 7,535 6,699 2009-10 7,109 6,866
2010-11 7,109 7,038
2011-12 7,109 7,214



User Fee: Registration and Cancellation

Fee Type: Regulatory

Fee-setting Authority: Schedule 1 - Canada Grain Regulations

Date Last Modified: 1991

Performance Standards:

  • Reply to client phone calls or e-mails within 30 minutes of the time they are received or advise employees (via a message) when we will be able to resolve their questions
  • Provide 5 minute response between the hours of 7:30 and 4:30 CST and within 30 minutes at other times
  • Monitor the system on weekends to ensure continued operation

Performance Results: Service Standards were met 100% of the time.



($ thousands)
2008-09 Planning Years
Forecast Revenue Actual Revenue Full Cost Fiscal Year Forecast Revenue Estimated Full Cost
3,836 3,779 1,269 2009-10 3,836 1,301
2010-11 3,836 1,333
2011-12 3,836 1,367



User Fee: Licensing and Producer Cars

Fee Type: Regulatory

Fee-setting Authority: Schedule 1 - Canada Grain Regulations

Date Last Modified: 1991

Performance Standards:

  • Upon receipt of all required documentation for licensing, monitor prospective licensee files to ensure that the files are processed and approved within 10 working days (pending availability of decision makers).
  • Advise licensees of their licensing requirements 2 months prior to their licence renewal date.
  • Notify a licencee the day a licence is issued and ensure that the licence is mailed to the licensee within 5 working days from the effective date of the licence.
  • Ensure that customers are notified about changes in a Canadian Grain Commission licensees’ status within 3 working days of the effective change. In lieu of a 3 working day standard, notification of changes will take place via newspaper and other media publications.
  • Respond to customer inquiries within 24 hours.

Performance Results:

  • As of March 31, 2009, the Canadian Grain Commission had 157 licensees as required by the CGA and CGR. It should be noted that some licensees hold multiple licences (e.g., primary, process, grain dealer, terminal, transfer).
  • Service standards were met 100% of the time.

($ thousands)
2008-09 Planning Years
Forecast Revenue Actual Revenue Full Cost Fiscal Year Forecast Revenue Estimated Full Cost
469 530 2,280 2009-10 469 2,337
2010-11 469 2,395
2011-12 469 2,455




User Fees Totals
($ thousands)
2008-09 Planning Years
Forecast Revenue Actual Revenue Full Cost Fiscal Year Forecast Revenue Estimated Full Cost
Total 33,424 35,385 37,869 2009-10 33,424 38,816
2010-11 33,424 39,784
2011-12 33,424 40,779

The majority of Canadian Grain Commission revenue is generated from fees charged for mandated inspection and weighing of grain exported through licensed terminal or transfer elevators. Reported numbers for User Fees are consistent with the Audited Financial Statements of the Canadian Grain Commission Revolving Fund.

According to prevailing legal opinion, where the corresponding fee introduction or most recent modification occurred prior to March 31, 2004:

  • the performance standard may not have received parliamentary review,
  • the performance standard may not respect all establishment requirements under the User Fees Act (UFA) (e.g. international comparison, independent complaint address), and
  • the performance result is not legally subject to section 5.1 of the UFA regarding fee reductions for unachieved performance.


Table 2-B: External Fees



External Fee Service Standard Performance Results Stakeholder Consultation
Inward Inspection
  • Provide all services in a courteous, professional manner
  • Prepare and distribute documentation to interested parties within 24 hours of unload
  • Provide thorough elevator inspections with regard to automatic samplers, protein testers and moisture meters, dryers and other related mechanical equipment
  • Provide advice for companies regarding installation of new or modified sampling equipment, dryers and other mechanical equipment where applicable
  • Address special requests to meet customer needs
 From April 1, 2008 to March 31, 2009, Canadian Grain Commission staff inspected 253,193 inward grain cars.

The grading of inward grain cars was 98.7% accurate.

Service standards were met 100% of the time.		 Constant daily contact with and feedback from stakeholders, combined with formal stakeholder meetings and review of service performance.
Outward Inspection
  • While grain is being conveyed to the vessel, truck or railcar, continuously monitor the grade of the grain according to the information listed on the shipping order
  • Analyze representative increments for the cargo every 2000 tonnes or within a timed interval that has been identified for the terminal and advise the shippers of the results within 20 minutes of commencing the analysis, and always when there is a problem
  • Notify the designated facility representative immediately after the discovery of quality anomalies so that the cost of corrections is minimized
  • Keep an official record of the loading and retain samples for six months so that the Canadian Grain Commission and its customers can review the details of the shipment should the need arise
  • Accurately reflect the loading data in the certificate, letters of analysis or other documents that we issue and offer as much flexibility in the format of these documents as our Act and Regulations allow
  • Issue the appropriate certificates for the cargo within twenty-four hours of receiving a) the documentation requests from the shipper/exporter and b) the loading data from the inspection unit
 From April 1, 2008 to March 31, 2009, Canadian Grain Commission staff issued 5,950 certificates of quality representing 24,481,535 tonnes of Canadian export grain.

Service Standards were met 100% of the time.		 Constant daily contact with and feedback from stakeholders, combined with formal stakeholder meetings and review of service performance (e.g., Vessel Loading Protocol).
Inward Weighing
  • Endeavour to provide receipt data within 24 hours of unload
  • Provide all services in a courteous, professional manner
  • Accurately determine the amount of grain weighed and facilitate the verification of the weight with the interested parties through the certificates and other documents that we issue
  • Monitor the weights and grain flow routes while grain is being conveyed from the truck or railcar
  • Notify the facility representatives immediately after the discovery of quantity anomalies or weighing exceptions in order to minimize correction costs
  • Provide our staff with the tools and knowledge to consistently apply the protocols for official weighing as our principal training objective
  • Address special requests to meet clients’ needs
 From April 1, 2008 to March 31, 2009, Canadian Grain Commission staff officially weighed 263,031 inward grain cars.

Service Standards were met 100% of the time.		 Constant daily contact with and feedback from stakeholders, combined with formal stakeholder meetings and review of service performance (e.g., Grain Receival Service).
Outward Weighing
  • Endeavour to provide shipment data before the close of the next business day
  • Ensure the timely transfer of official documents
  • Process and document all shipments so as not to delay the loading operations of the facility
  • Accurately determine the amount of grain weighed and facilitate the verification of the weight with the interested parties
  • Continuously monitor the weights and grain flow routes while grain is being conveyed to the truck, railcar or vessel
  • Notify the facility representatives immediately after the discovery of quantity anomalies or weighing exceptions so that the cost of corrections is minimized
  • Keep an official record of shipping routes and scale tapes for 2 years after a loading
  • Accurately reflect the loading data in the certificates and other documents that we issue
 From April 1, 2008 to March 31, 2009, CGC staff officially weighed 24,481,535 tonnes of grain for export from Canada.

Service Standards were met 100% of the time.		 Constant daily contact with and feedback from stakeholders, combined with formal stakeholder meetings and review of service performance (e.g., Vessel Loading Protocol).
Registration and Cancellation
  • Reply to phone calls or emails from clients within 30 minutes of the time they are received or advise employees (via a message) when we will be able to resolve their questions
  • Provide 5-minute response between the hours of 7:30 and 4:30 CST and within 30 minutes at other times
  • Monitor the system on weekends to ensure continued operation
 Service Standards were met 100% of the time. Informal feedback from stakeholders on a daily basis.
Licensing
  • Upon receipt of all required documentation for licensing, monitor prospective licensee files to ensure that the files are processed and approved within 10 working days (pending availability of decision makers)
  • Advise licensees of their licensing requirements 2 months prior to their licence renewal date
  • Notify the licensee the day a licence is issued and ensure the licence is mailed to the licensee within 5 working days from the effective date of the licence
  • Ensure that customers are notified about changes in Canadian Grain Commission licensees’ status within 3 working days of the effective change. In lieu of a 3 working day standard, notification of changes will take place via newspaper and other media publications
  • Respond to customer inquiries within 24 hours
 From April 1, 2008 to March 31, 2009, the Canadian Grain Commission had 157 licensees. It should be noted that some licensees hold multiple licences (e.g., primary, grain dealer, terminal, transfer).

Service standards were met 100% of the time.		 Daily contact with and feedback from stakeholders, combined with formal stakeholder meetings and review of service performance.

  1. As established pursuant to the Policy on Service Standards for External Fees:
    • Service standards have not received parliamentary review; and
    • Service standards may not respect all performance standard establishment requirements under the UFA (e.g. international comparison; independent complaint address).
  2. Performance results are not legally subject to section 5.1 of the UFA regarding fee reductions for unachieved performance.


Table 9: Green Procurement

Meeting Policy Requirements

Has the department incorporated environmental performance considerations in its procurement decision-making processes?


Yes

Summary of initiatives to incorporate environmental performance considerations in procurement decision-making processes:

  • The Canadian Grain Commission follows the procurement process established by Public Works and Government Services Canada (PWGSC).
  • The Canadian Grain Commission is committed to providing procurement personnel and material managers with the knowledge and awareness to apply green procurement consideration in their day-to-day work tasks through training and information sessions by 2011.
  • The Canadian Grain Commission is currently investigating disposal options for electronic waste.

Results achieved:

  • Recurring purchases are ordered from the standing offer as established by PWGSC. Investigating and incorporating opportunities for green procurement is an ongoing process at the Canadian Grain Commission.
  • The Canadian Grain Commission’s Head of Procurement is a member of the ‘Green Procurement Forum’ spearheaded by the Office of Greening Government Operations.

Contributions to facilitate government-wide implementation of green procurement:

  • Not Applicable – the Canadian Grain Commission does not have responsibilities under section 8 of the Policy on Green Procurement.

Green Procurement Targets

Has the department established green procurement targets?


In progress

Are these green procurement targets the same as those identified in your Sustainable Development Strategy (Table 8)?


No

Summary of green procurement targets:

  • During 2008-09, the Canadian Grain Commission investigated green procurement targets with respect to the purchase and use of fleet vehicles. Two flex fuel vehicles were purchased.
  • The Canadian Grain Commission established several green procurement targets during 2008-09. These include:
    • A service agreement is in place to service Canadian Grain Commission printers and supply cartridges. Printer cartridges used are recycled where possible.
    • Copy paper purchased is 30% recycled paper.
    • Printing is done on recycled paper when possible.
    • IT equipment is recycled through the Computers for Schools Program when possible.
    • A trade-in program is used for upgrades to certain components of Canadian Grain Commission analytical equipment when possible.
    • The majority of new electrical equipment purchased is Energy Smart.

Results achieved:

  • Enhancements were made to the Canadian Grain Commission’s financial management system to allow future reporting on green procurement.
  • During 2008-09, the Canadian Grain Commission made efforts to research and take advantage of green procurement opportunities. However, it is too early to measure results against green procurement targets.


Table 10: Response to Parliamentary Committees and External Audits



Response to Parliamentary Committees
No recommendations were received.


Response to the Auditor General (including to the Commissioner of the Environment and Sustainable Development)
No recommendations were received.


External Audits (Note: These refer to other external audits conducted by the Public Service Commission of Canada or the Office of the Commissioner of Official Languages)
No external audits were conducted.


Table 11: Internal Audits and Evaluations

Table 11a: Internal Audits (current reporting period)



Name of Internal Audit Audit Type Status Completion Date Electronic Link to Report
Harvest Survey Review Program Delivery / Risk Assessment Complete 2006 http://www.grainscanada.gc.ca/cgc-ccg/cr-rm/audits-verifications/hspr-erer/hspr-erer-eng.htm
CIPRS Program Review Program Delivery / Risk Assessment Complete 2007 http://www.grainscanada.gc.ca/cgc-ccg/cr-rm/audits-verifications/ciprsr-escrs/ciprsr-escrs-eng.htm
Review of testing at the Grain Research Laboratory Program Delivery / Risk Assessment Complete 2007 http://www.grainscanada.gc.ca/cgc-ccg/cr-rm/audits-verifications/rtgrl-esalrg/rtgrl-esalrg-eng.htm

Note:  During 2008-09, the Canadian Grain Commission neared completion of the hiring process for a Chief Audit Executive (CAE) who will be responsible for planning and conducting internal audits. It is anticipated that the CAE will be appointed early in fiscal year 2009-10. The Canadian Grain Commission’s internal audit plan will be established at such time as the CAE is in place.

Table 11b: Evaluations (current reporting period)



Name of Evaluation Program Activity Program Type Status Completion Date Electronic Link to Report
N/A N/A N/A N/A N/A N/A

Note: During 2008-09, the Canadian Grain Commission neared completion of the hiring process for a Chief Audit Executive (CAE) who will be responsible for planning and conducting evaluations. It is anticipated that the CAE will be appointed early in fiscal year 2009-10. The Canadian Grain Commission’s evaluation plan will be established at such time as the CAE is in place.