Appendix C1 - Benchmark Index by Function - Policy and Planning

General Accountability

Is accountable for developing, implementing and managing an integrated policy and planning framework to support departmental achievement of objectives and to enhance and streamline departmental business practices.

Organization Structure

This is one of six management positions at the second managerial level reporting to the Assistant Deputy Minister, Corporate Development. The others are Director General, Systems Planning and Development; Director General, Research; Director General, Intergovernmental Affairs; Director, Corporate Integration; and Director, Values and Ethics.

Specific functions of the three positions reporting directly to the Director General, Policy and Planning, are as follows:

Director, Policy Review and Implementation, (staff of 16) coordinates the development and maintenance of all corporate policies; and directs the review, implementation and interpretation of program policies and directives.

Director, Priorities and Planning, (staff of 17) designs, develops, articulates, implements and evaluates an overall operational and financial planning framework for the Department; integrates operational and financial plans with functional plans and other related departmental policies; runs a priority-setting process in support of the Priorities Committee's decision making and resource allocation process and provides secretariat services to that committee; maintains an up-to-date inventory of all active departmental projects; and provides a centralized focus for departmental standards, guidelines and plans.

Director, Management Practices, (staff of 5) coordinates and directs the development of the Department's strategic plan; provides departmental workload and economic forecasts; assesses departmental implications of all incoming and outgoing Cabinet papers; identifies areas for improving management practices; recommends solutions and strategies for implementing improvements; and maintains a directory of corporate information elements and sources.

Nature And Scope

The complexity and diversity of the Department, the increasing involvement of partners and stakeholders in the delivery of new programs and initiatives being introduced to enhance departmental efficiency, effectiveness, sensitivity and responsiveness are all factors that present significant challenges to the Director General.

The Director General provides leadership in supporting and shaping departmental policies, which must be aligned with government-wide plans and priorities. The incumbent serves as the Department's focal point for corporate policy development and leads the innovative development work required to support and enhance the capacity of the program branches to conduct focussed policy planning, integration and monitoring activities within their respective program areas. The incumbent also manages the development and promulgation of operational policies and procedures that provide a framework for departmental business practices.

The Department has made substantial improvements to its policy, planning and control systems and has introduced innovative changes to its operations, training facilities, organization and program structure to increase overall productivity and program effectiveness. It has also developed new and alternate strategies for managing scarce and diminishing resources.

The Director General manages the creation of the overall planning framework and advises departmental managers, from the Deputy Minister to responsibility centre managers, on policy planning. The incumbent develops procedures and guidelines to facilitate the development of strategic, multi-year and budget-year plans and their integration with functional plans. Integrating these diverse plans successfully, whether they be short-, medium- or long-term, and communicating them to central agencies and to managers throughout the Department is critical to sound decision making on priorities, timing, and financial and human resourcing.

The key challenge for the Director General is to ensure that all corporate planning functions (strategic, operational and financial) and the related management systems are consistent with each other, with the departmental policy framework, and with other management processes, such as performance measurement, priority setting, project management and management reporting, while integrating the full range of functional planning.

The Director General provides qualitative and socio-economic forecasts and analyses of external variables of strategic importance to the Department and integrates these into the Department's strategic, multi-year operational and financial planning processes. The incumbent prepares output plans resulting from these processes and accurately depicts costs in the main estimates.

The Director General oversees the assessment of departmental plans and branch submissions for conformity with governmental and departmental policies, directives and senior strategic management decisions. The manner in which these assessments are made and when they are made can seriously affect the quality of decisions made by senior management. Based on these assessments, the incumbent makes recommendations for improvements to policy, plans, procedures and processes.

The Priorities Committee is the principal executive forum in the Department for considering matters pertaining to program priorities, and corporate resourcing strategies and controls, which are fundamental to the Department's direction. The Director General is an active member of this committee and plays a critical role as the principal advisor on all aspects of resource management policies, priorities and strategic objectives. The incumbent is also responsible for providing advice on the full implication of ongoing and proposed programs (Treasury Board submissions and Cabinet documents), and providing continuing analysis of resource policy issues affecting new or enhanced initiatives.

The Director General implements innovative and analytical methods of resource planning and analysis based on macro program indicators linked to accepted levels of service standards. This process involves extensive consultations with the line branches, which are responsible for the standards and delivery of the programs. The Director General must advise corporate managers on the balance between the mandate of the program and the resources required for effective execution. The incumbent consults with and advises senior managers on the definition, specification and establishment of planned results to be achieved.

In addition, the Director General has a major responsibility for providing the impetus and leadership in continuing improvements in the area of management practices. The incumbent is responsible for identifying areas in the Department where management practices can be improved or streamlined, and recommending solutions and strategies to the Assistant Deputy Minister.

The Director General is responsible for the development, implementation and maintenance of departmental policy on information management. This includes the development of an information plan linking systems development efforts with the strategic direction of the Department. In support of departmental decision making, the incumbent is also responsible for ensuring the accuracy, timeliness and accessibility of corporate information to senior management.

The Director General is the focal point for communication between the Department, the Treasury Board Secretariat and other central authorities and agencies with respect to corporate policy, Treasury Board submissions, management practices and reporting. This role is considered essential because liaising with central agencies on planning and general management policy and direction is critical to maintaining a sound strategic outlook for the Department.

The Director General is responsible for providing a research and analysis capability in order to respond to requests for corporate or inter-branch special projects, studies, theme papers, etc. These special requests frequently have short turnaround times and are required to address departmental impacts of government initiatives and to provide commentary and analysis of issue papers, proposals, etc. from a corporate perspective.

Specific Accountabilities

1. Develops and directs an integrated departmental approach to policy development, ensuring that the Department's policies and programs are relevant, realistic and responsive to its mandate.
2. Provides policy direction and support services to departmental management on all aspects of operation and corporate policy, planning and management practices.
3. Coordinates departmental planning with other management support systems, including performance measurement and project management.
4. Advises the Assistant Deputy Minister and senior managers on matters related to management decision-support systems, planning, resource allocation and distribution; and recommends departmental objectives, strategies, goals and priorities.
5. Oversees the preparation of resourcing documents on behalf of the Department and provides alternatives and recommendations to senior management concerning the sources of funding for unexpected items or imposed resource reductions.
6. Ensures a continued focus on improving management practices in the Department and advises senior management on any matters requiring resolution.
7. Directs the development, implementation and maintenance of a departmental policy on information management to ensure effective strategic planning of information systems and a comprehensive base of corporate information.

Evaluation Rationale

Director General, Policy and Planning

Know-How

G

Mastery of policy development, management practices, and strategic and operational planning principles and techniques; and thorough knowledge of departmental operations and organization and the roles of central agencies as they affect departmental policies, plans and programs.

III

Operational control of the development of the policy and planning framework, socio-economic forecasting and the identification and analysis of external influences in departmental programs. Conceptual coordination of Department-wide policy and planning activities, including financial, strategic, operational, work and emergency planning, and improvement activities in management practices.

3

Successful achievement of objectives requires motivating staff and providing advice at the most senior levels in the Department.

608

Lowest number reflects the expertise required to manage interrelated functions in a single-focus, highly operational department.

Problem Solving / Thinking

F

Thinking within broad government and departmental goals and objectives to develop appropriate policies and planning frameworks and to provide authoritative advice on management practices and strategies.

4

Analytical and constructive thinking required to develop strategic, operational and corporate policy and planning frameworks, and related management practices.

(57) 350

Higher percentage reflects the challenges associated with developing corporate policies, integrating operational plans and priorities, and leading change in business processes and practices to enhance departmental efficiency and effectiveness.

Accountability / Decision Making

F

Reporting to the Assistant Deputy Minister, Corporate Development, the position is subject to broad government policies and departmental goals in the development of strategic policy, planning and management frameworks.

5C

The position has a contributory impact on departmental activities. The proxy selected to represent these activities is an operating budget of $103 million (constant).

400

Mid-range number reflects the significance of the impact that the position has on departmental plans and priorities and on the efficiency and effectiveness of departmental delivery processes.

Summary

Figure: 6 – I – 2 - Text version

Benchmark Number: 6 – I – 2

Director General, Policy and Planning

The subject position is at the second managerial level reporting to the Assistant Deputy Minister, Corporate Development, and there are 5 peer positions at the same reporting level.

Reporting to the Director General, Policy and Planning are 3 Directors.

Linear organisation chart:

Assistant Deputy Minister, Corporate Development

• Director General, Systems Planning and Development
• Director General, Research
• Director General, Intergovernmental Affairs
• Director, Corporate Integration
• Director, Values and Ethics
• Director General, Policy and Planning
  • 3 Directors for :
    • Policy Review and Implementation
    • Priorities and Planning
    • Management Practices