Archived [2012-04-01] - Directive on the Evaluation Function

5.2.1 adequate, regular and systematic evaluation coverage of direct program spending;

5.2.2 departmental evaluation functions and evaluations that are considered credible by, Canadians, Parliamentarians, Ministers, central agencies and deputy heads; and,

5.2.3 departmental evaluation functions that produce appropriate information to support decision making and public reporting, in a timely manner.

6.1.1 Competencies of heads of evaluation and evaluators

Heads of evaluation are required to:

1. meet competency requirements, as specified by the Treasury Board of Canada Secretariat; and,
2. ensure that the person or persons involved in designing, conducting or managing evaluations has, or collectively have the appropriate training, required competencies and experience in evaluation.

6.1.2 Managing the evaluation function

In managing the evaluation function in departments, heads of evaluation consult appropriately with program managers, stakeholders, and peer review or advisory committees during evaluation project design and implementation. In this context, heads of evaluation are responsible for:

1. managing an efficient and effective evaluation unit that ensures evaluations are conducted in a neutral, cost-effective manner;
2. ensuring that evaluation work and persons involved in designing, conducting and managing evaluations are informed of and adhere to the Policy on Evaluation, the Directive on the Evaluation Function, and the Standard on Evaluation for the Government of Canada;
3. consulting with the departmental head of communications on evaluation work that could potentially be considered “public opinion research” as defined in the Policy on Government of Canada Communications;
4. supporting a senior committee of departmental officials (referred to as the Departmental Evaluation Committee, as defined in Annex B of the Policy on Evaluation) that is assigned the responsibility for guiding and overseeing the evaluation function; and,
5. issuing evaluation reports (and other evaluation products, as appropriate) directly to the deputy head and the Departmental Evaluation Committee in a timely manner.

6.1.3 Evaluation coverage and quality

Heads of evaluation are responsible for:

1. developing a rolling five-year departmental evaluation plan (hereafter referred to as the departmental evaluation plan), and updating the plan annually;
2. ensuring that their departmental evaluation plans:
   1. align with and support the departmental Management, Resources and Results Structure;
   2. support the requirements of the Expenditure Management System, including strategic reviews;
   3. include all direct program spending, excluding grants and contributions;
   4. include all ongoing grant and contribution programs for which their department is responsible, as required under section 42.1 of the Financial Administration Act;
   5. include the administrative aspect of all major statutory spending;
   6. include programs that are set to terminate automatically after a specified period of time, if requested by the Secretary of the Treasury Board following consultation with the affected deputy head;
   7. include elements of the Government of Canada Evaluation Plan that apply to the department; and,
   8. include specific evaluations, if requested by the Secretary of the Treasury Board following consultation with the affected deputy head.
3. identifying and recommending to the deputy head and the Departmental Evaluation Committee a risk-based approach for determining the evaluation approach and level of effort to be applied to individual evaluations comprised in the five-year departmental evaluation plan, and the appropriate level of resources required to conduct individual evaluations included in the plan;
4. submitting the departmental evaluation plan, as approved by the deputy head, to the Treasury Board of Canada Secretariat at the beginning of each fiscal year, along with confirmation from the deputy head as required by section 6.1.7 of the Policy on Evaluation;
5. implementing the approved departmental evaluation plan while ensuring the timely completion of individual evaluations, in accordance with the Standard on Evaluation for the Government of Canada; and,
6. ensuring that all evaluations that are intended to count toward the coverage requirements of subsections “a”, “b”, or “c” of section 6.1.8 of the Policy on Evaluation, include clear and valid conclusions about the relevance and performance of programs by addressing all core issues outlined in Annex A.

6.1.4 Performance measurement

Developing, implementing and monitoring ongoing performance measurement strategies for programs is the responsibility of program managers. In that context, heads of evaluation are responsible for:

1. reviewing and providing advice on the performance measurement strategies for all new and ongoing direct program spending, including all ongoing programs of grants and contributions, to ensure that they effectively support an evaluation of relevance and performance;
2. reviewing and providing advice on the accountability and performance provisions to be included in Cabinet documents (Memoranda to Cabinet, Treasury Board submissions);
3. reviewing and providing advice on the performance measurement framework embedded in the organization's Management, Resources and Results Structure; and,
4. submitting to the Departmental Evaluation Committee an annual report on the state of performance measurement of programs in support of evaluation.

6.1.5 Dissemination of evaluation reports

Heads of evaluation are required to:

1. submit complete evaluation reports, management responses and action plans (in electronic format) to the Treasury Board of Canada Secretariat immediately upon approval of these reports by the deputy head; and,
2. make approved evaluation reports, along with the management responses and action plans, available to the public with minimal formality and post them on departmental websites in both official languages in a timely manner following their approval by the deputy head.
3. ensure that evaluation reports posted on departmental websites respect the Access to Information Act, Privacy Act, and the Government Security Policy.

6.2.1 developing and implementing ongoing performance measurement strategies for their programs, and ensuring that credible and reliable performance data are being collected to effectively support evaluation;

6.2.2 developing and implementing a management response and action plan for all evaluation reports in a timely and effective manner; and,

6.2.3 consulting with the head of evaluation on the performance measurement strategies for all new and ongoing direct program spending.

6.3.1 Heads of evaluation in small departments and agencies are required to:

1. ensure coverage of the administrative aspect of major statutory spending and of direct program spending excluding grants and contributions, as appropriate to the needs of the department or agency, and to undertake specific evaluations if requested by the Secretary of the Treasury Board following consultation with the affected deputy head;
2. ensure that all ongoing programs of grants and contributions are evaluated every five years, as required under section 42.1 of the Financial Administration Act;
3. consult with the departmental head of communications on evaluation work that could potentially be considered “public opinion research” as defined in the Policy on Government of Canada Communications;
4. ensure that evaluation work and persons involved in designing, conducting and managing evaluation activities are informed of and adhere to the Standard on Evaluation for the Government of Canada;
5. ensure that all evaluations that are intended to count toward the coverage requirements of subsection “a” of section 6.2.5 of the Policy on Evaluation include clear and valid conclusions about the relevance and performance of programs by addressing all core issues outlined in Annex A;
6. identify and recommend to the deputy head a risk-based approach for determining the evaluation approach and level of effort to be applied to individual evaluations;
7. submit complete evaluation reports, management responses and action plans (in electronic format) to the Treasury Board of Canada Secretariat immediately upon approval of these reports by the deputy head; and,
8. make approved evaluation reports, along with the management responses and action plans, available to the public with minimal formality and post them on departmental websites in both official languages in a timely manner following their approval by the deputy head.
9. ensure that evaluation reports posted on departmental websites respect the Access to Information Act, Privacy Act, and the Government Security Policy.