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Annex B: Official Languages Action Plan – Summary of Activities

Awareness

Description: Internal activities directed at making employees and management of the federal institution aware of their responsibilities regarding the Official Languages Act.
Expected Result: Creates lasting changes on the federal institution's organizational culture; employees and management are aware of and understand their responsibilities regarding the OLA section 41 and Official Languages Minority Communities.
Planned Activities Expected Outputs Indicators Results
Training
General employee information sessions are held on Part IV, V and VII of the OLA.
  • Annually
  • Staff participate in information sessions on the OLA
  • # of sessions held
  • # of staff in attendance
 
Training on new departmental programs includes an OL Component
  • As required
  • Training on new departmental programs includes information on OL considerations/impact
  • # of sessions held
  • Curriculum contains OL section
 
Training on the OL Act is included in new Employee Orientation Sessions
  • Annually
  • A review of OL obligations is included in the new employee training package
  • # of sessions held
  • Training package includes an OL component
 
OL Lens Training is included in Development Officer curriculum
  • Annually
  • The Development officer curriculum contains an OL component
  • of sessions held
  • Curriculum contains OL section
 
Conduct information sessions to managers and senior managers on WD obligations as well as third party contracts (partners included.)
  • Annually
  • Managers and senior managers are aware of our (as well as third party contracts) obligations with respect to communications with and services to the public.
  • # of information sessions
  • # of managers, senior managers and partners who attend an information session
 
Communications
The departmental OL Champion promotes Official Languages and communicates via all-staff email and/or intranet site for all national bilingual recognition events such as Semaine de la Francophonie, Linguistic Duality Day and Rendezvous de la Francophonie.
  • Annually - as events are scheduled
  • WD staff are aware of national bilingual recognition events and have an opportunity to participate as appropriate
  • # of all-staff email messages and/or intranet bulletins
  • # of staff that participate in national/regional recognition events
 
Emails/Newsletters sent to employees to inform them of obligations related to Part VII of the OLA
  • Create an OL Bulletin - produce a minimum of six editions per year
  • WD staff are provided with regular communications on responsibilities related to Part VII of the OLA
  • # of bulletins produced
 
Raise awareness and provide general information about Part V (Language of Work) of the OLA by sending reminder on Language of Work obligations to employees and managers in Ottawa, WD's only bilingual designated office for language of work purposes.
  • Semi-annual
  • Staff and management in Ottawa have participated in and/or received information on Part V of the OLA.
  • # of communications to Ottawa-based employees and managers about Part V of the OLA.
 
Promote the use of the Leadership Competencies Profile for Official Languages (tool developed by OCOL) to assess progress on Part V-Language of Work.
  • Annual
  • All managers and supervisors are sent the Leadership Competency Profile at the beginning of the planning cycle.
  • Presentation will be given to Ottawa Management Team on how to use the profile.
  • Information sent and presentations are done to Ottawa management team on the Leadership Competencies Profile for Official Languages.
 
Promote the use of existing tools on how to conduct bilingual meetings and activities.
  • Annual - OL
  • Employees and managers have access to tools and information on how to conduct bilingual meetings and activities.
  • OL Bulletin about bilingual meetings and activities. Tools are posted on the WD Intranet site
 
Knowledge of Anglophone/francophone/bilingual demographic profile of the West.
  • Information from the Census and Census updates are reviewed once available
  • Report is produced and shared with OL Coordinators for action as appropriate
 
Ensure the OL team is represented during the corporate planning cycle as appropriate
  • As required (minimum of two/year)
  • # of updates provided
 
WD will continue to include OL commitments in senior management performance contracts as well as those of the OL regional and national coordinators
  • Annually
  • Performance agreements contain a section related to OL obligations
  • # of performance management agreements that contain an OL component
 
Promote the role of the OL Champion and communicate their responsibilities to the department
  • Annually
  • WD staff are aware of the role of the OL Champion
  • # of all-staff email messages and/or intranet bulletins
 
Assess ability to partner with OGD's on research studies or undertake a unilateral research study as required.
  • Annually
  • A determination of whether a research study is appropriate is undertaken annually.
 
Create and update a regional and pan-west summary of issues facing OLMCs
  • Annually
  • Summary report produced
 
Bulletin 41/42
  • Post link on intranet site quarterly when distributed by Canadian Heritage
  • Provide an article for inclusion in the bulletin – annually
  • Links to the bulletin are available on the intranet
  • # of articles provided by WD for inclusion in the bulletin
 
Promote Official Languages tools available on active offer.
  • Annually - OL bulletin
  • Tools on active offer are available and used, and have been promoted in the OL Bulletin as well as on WDNet.
  • Tools are posted
  • # of messages sent to employees and managers.
 
Recognize efforts of staff to implement Section VII - instant, formal, regional, corporate
  • Introduce the reward program in message from OL Champion encouraging nominations - annually.
  • Follow-up message in OL Bulletin - highlight individual who had been recognized - annually.
  • Email message from OL Champion has been sent
  • OL Bulletin contains an article recognizing staff efforts
 
The Department will undertake an internal questionnaire in year one to measure departmental employees’ knowledge of the OLA and then again in year five in order to compare results from the year one questionnaire.
  • Design and deliver a questionnaire on staff knowledge on OLA in year one and year five
  • Baseline data on employee's awareness will be acquired.
  • Improvement / increased awareness of the OLA over the five-year period
 
Other Activities:
Best Practices:

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Consultations

Description: Sharing of ideas and information between federal institutions and OLMC's to better understand each other's priorities and mandate, and to identify areas for OLMC development.
Expected Result: Creation of lasting relationships between the federal institution and OLMCs; federal institution and OLMCs understand each other's needs and mandates.
Planned Activities Expected Outputs Indicators Results
WD-led consultations
WD will consult with FEDOs and OLMCs on:
  • The WD Official Languages Plan 2011-2016
  • Changes to or development of policies and programs with a potential impact on the OLMCs
  • Any changes to service delivery models
  • Annual consultation and/or as changes to polices/programs are considered
  • Quarterly video-conference call's occur with FEDO's
  • Consult with OLMCs and FEDOs on changes to, or development of, policies and programs that may impact them.
  • # of consultations that occur
  • FEDOs and OLMCs are informed of departmental changes and have an opportunity to discuss the impact and provide their input.
 
WD will consult with OLMCs to identify potential demographic changes/opportunities.
  • Annual consultation
  • National level discussion at partnership meetings Outcomes are reviewed for possible policy/program implications.
  • Demographic changes or opportunities are discussed at national meeting.
 
In subsequent Client Service Surveys include question re: OLMCs re: level of satisfaction of service.
  • A question to assess the level of satisfaction of service is included in subsequent Client Satisfaction Surveys - as it occurs.
  • Questions for the OLMCs about the level of satisfaction of service are included in subsequent Client Satisfaction Surveys.
 
Mechanism (i.e. Workshop) to consult with staff on language of work.
  • Annual
  • As a result of a workshop with employees and managers, WD implements corrective measures and follow-up with respect to language of work.
  • Invitation of Ottawa employees and managers to a workshop on Language of Work.
  • Identification of leads for the implementation of corrective measures and follow-up.
  • Identification of areas of improvement with respect to language of work.
 
WD Participation in Other Government Department Consultation Activities
WD will participate in consultations led by OGD's (Heritage, CIC, HRSDC, IC, RDÉE)
  • WD participates in OGD consultations as scheduled and appropriate.
  • # of consultations that WD participates in as invited
 
Regional OL Coordinators participate on Federal Councils (OL Sub-committees)
  • Regional OL Coordinators participate in meetings and consultation activities coordinated through Federal Council OL Sub-Committees, as appropriate.
  • # of meetings and consultations in which Regional OL Coordinators participate
 
Other Activities:
Best Practices:

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Communications

Definition: Provision of information (externally) to promote the bilingual character of Canada; provision of information to OLMCs regarding federal institution activities, programs and policies that could be of interest to them.
Expected Result : OLMC culture reflects a broad understanding of the federal institutions mandate; OLMC's receive up-to-date and relevant information about the federal institution's programs and services.
Planned Activities Expected Outputs Indicators Results
Internal Communications in support of External Communications
All staff communications on Official Languages obligations
  • OL Champion sends annual email on communications with and services to the public.
  • Employees and managers are aware of their obligations with respect to communications with and services to the public.
  • Number of emails sent to all staff on service to the public.
 
Internal WD Web site:
  • Conduct a review of information currently posted on the Intranet
  • Ensure there is a link to WD OL Plan and Reports
  • Ensure link to Bulletin 41/42 is on the Intranet
  • Ensure link to WD Bulletin is on Intranet site
  • Ensure tools (contract documents) are available in both official languages
  • An annual review of the website is conducted
  • WD net has a OL Section that is current and contains useful and relevant information for staff
  • A review of the current site is conducted and changes are implemented as needed.
  • # of hits to the site are recorded
 
External Communications
Contribute to an external communication trend analysis with OGD s.
  • A trend analysis is conducted and findings implemented as appropriate
  • A trend analysis is conducted
 
Regional meetings and/or communications with OLMC's and FEDO's as appropriate
  • Regular communication occurs between WD and OLMCs
  • OLMCs are aware of the activities of WD
  • # of meetings
  • # of emails
 
External Communications tools are in both official languages
  • Access West is in bilingual format
  • Correspondence with OLMCs is in both official languages
  • Access West is produced bilingually as scheduled
  • Correspondence with OLMC's is in both official languages
 
Media Buys are in both official languages
  • All media buys consider OLMCs and minority language media as appropriate.
  • # of bilingual media buys
 
Client Distribution Lists
  • Review Communications distribution lists to ensure OLMC's and FEDO's are included
  • A review of the distribution list has occurred
 
External WD Web site:
  • WD OL Plan is posted
  • WD OL Report is posted
  • OL items of interest such as a successful francophone project is posted
  • OL items of interest are posted i.e. successful francophone projects
  • Annually - documents are posted as produced
 
Other Activities:
Best Practices:

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Coordination and Liaison

Definition : Cooperation and liaison (joint research, meetings, etc.) within the federal institution and between government institutions (federal, provincial, territorial or municipal).
Expected Result:Co-operation with multiple partners to enhance OLMC development and vitality and to share best practices.
Planned Activities Expected Outputs Indicators Results
OL Champion
Participates in meetings and pursues OL initiatives with OGDs
  • Minimum of annually - as invited
  • The OL Champion represents WD on national level meetings and considers WD participation in national initiatives as appropriate.
  • # of meetings and/or joint initiatives
 
Explores national partnerships
  • National partnerships are entered into as appropriate and as opportunities arise
  • # of partnerships
 
National OL Coordinator
Meets departmental requirements for the position
  • Reviewed by Champion bi-annually
  • The National OL Coordinator meets the requirements for the position
  • Requirements have been reviewed annually
 
Review and update Burolis
  • The information on Burolis is current
  • The information on Burolis is reviewed annually.
 
Analyze results of census and implications on bilingual designations of offices and take appropriate actions.
  • The bilingual designation of offices will be updated as needed based on the Census results
  • Burolis will be updated as required
  • Census information is reviewed as available and updates to Burolis are made if needed.
 
Regular team meetings
  • At least one annual in-person meeting of the WD OL Team
  • Minimum of six OL Team conference calls annually
  • # of annual in-person meetings and conference calls
 
OL Budget
  • Submit annual budget requirement to OL Champion
  • A budget request is submitted annually
 
Liaise with other government departments to share information and best practices on service to public.
  • Semi-annual
  • Participate in Department Advisory Committee on Official Languages (DACOL) meetings.
  • Number of DACOL meeting attended by Human Resources.
 
Regional OL Coordinators
Meets departmental requirements for the position
  • Reviewed with Manager bi-annually in conjunction with Performance Review process
  • Requirements have been reviewed
 
Participates in regular Federal Council led OL Groups/Activities
  • As opportunities arise
  • Regional Coordinators participate in activities as appropriate
  • # of activities
 
Explores regional activities and/or partnerships on OL initiatives
  • As opportunities arise
  • WD participates in regional activities/partnerships as appropriate
  • # of partnerships
  • # of activities
 
Other Activities:
Best Practices:

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Funding and Program Delivery

Definition: Implementation of programs and services (resources, in-kind, funding, etc.) for OLMCs by the federal institution alone or in collaboration with other government institutions; taking into account of OLMC needs and the promotion of the full recognition and use of both official languages in the programs and services of the federal institution.
Expected Result: OLMCs are part of the federal institution's regular clientele and have adequate access to its programs and services; OLMC needs (e.g. geographic dispersion and development opportunities) are taken into account.
Planned Activities Expected Outputs Indicators Results
Funding
WD provides core-funding to FEDO's - contingent upon Ministerial approval
  • Annual core funding is provided
  • # of FEDO's provided with core funding
 
Offer pathfinding assistance to OLMCs on potential sources of project funding
  • As required
  • WD will provide pathfinding assistance as projects are presented
  • # of pathfinding conversations
 
Projects with an OLMC component are submitted for funding consideration (Pan-West, multi-regional, regional)
  • Two pan-west/multi-regional projects are approved
  • # of multi-region projects submitted for approval annually
 
Program Delivery
Complete current Roadmap for Canada's Linguistic Duality
  • Fully commit the Economic Development Initiative (EDI) budget
  • Full-budget commitment for the EDI program
 
Participate in design/development of future roadmap
  • WD contributes to design and development of future road-map
  • WD's contributions are reflected in the future roadmap.
  • WD participates in development meetings and provides Input into the design of a future roadmap.
 
OL Champion encourages language training and, where possible, the department supports employees who are interested in language training.
  • WD maintains an appropriate number of bilingual positions and trained employees to ensure bilingual service delivery requirements are maintained
  • Communications from the OL Champion about language training opportunities
  • # of employees who are interested in language training.
  • Amount ($) of training offered.
 
Promote the Public Service Commission tool to assist managers in determining linguistic profiles for positions
  • WD maintains appropriate bilingual profiles for bilingually designated positions
  • A link to the PSC site is posted on the OL Intranet site
 
Evaluate the impact of the deficit reduction action plan, as well as other similar activities on the provision of bilingual services (review of internal bilingual capacity).
  • February-March 2012 or as required
  • HR biennial review of bilingual positions to ensure sufficient bilingual capacity is maintained and recommendations to management.
  • HR provides a report on any gaps for bilingual positions along with recommendations to management.
 
Review of all work instruments to ensure their availability in both official languages for all employees in bilingual positions.
  • Annually
  • WD implements corrective measures and follow-up resulting from gap analysis with respect to bilingual work instruments;
  • Identification of gaps with respect to work instruments in both official languages.
  • Report and recommendations further to the review of work instruments.
  • Implementation of corrective measures if necessary and follow-up.
 
Other Activities:
Best Practices:

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Accountability

Definition: Institutional tools for planning, evaluating and reporting (action planning, reporting on results, internal evaluations, policy reviews, etc.).
Expected Result: Full integration of the OLMC perspective and section 41 of the OLA into the federal institution's policies, programs and services; the reporting structure, internal evaluations and policy reviews determine how to better integrate OLMCs' perspective.
Planned Activities Expected Outputs Indicators Results
Planning and Reporting
Develop and Implement an OL Action Plan
  • WD has a current OL Action Plan
  • Action Plan is in place
 
Report on Action Plan - provide internal and external reports on progress in the implementation of the OL Action Plan
  • As required - minimum of annually
  • WD complies with all internal and external reporting requirements
  • An annual report is produced and external reporting requirements are met.
 
Integration of OL into the departmental Planning and Reporting Process
  • Consider OL targets into departmental Planning and Reporting Process
  • OL is included in the departmental planning and reporting process
 
National Coordinator provides regular updates to OL Champion
  • Monthly
  • Monthly reports are provided
 
Monitor Action Plan
  • Quarterly Updates on progress are provided to the OL Champion
  • WD successfully implements the elements within the OL Action Plan
  • # of quarterly reports
  • # of achievements against deliverables contained within the plan
 
Regional coordinators regularly brief regional management teams
  • Quarterly - or issue specific
  • Regional management committees are informed and briefed on the implementation of the OL Action Plan and an OL Activities
  • Quarterly updates are provided
 
ADM OL Champion briefs Executive Committee on a regular basis and provides recommendation or advice for WD.
  • Quarterly
  • Executive Committee is informed and briefed on the implementation of the OL action plan and on OL activities
  • Quarterly updates are provided to Executive Committee
 
Update the Accountability Framework
  • Reviewed Annually
  • WD has a current Accountability Framework and Terms of Reference
  • An Accountability Framework and Terms of Reference exist and are reviewed annually
 
Programs and Services
Evaluation of previous projects/partnerships with OLMCs over the last 5-10 year period.
  • Once - pending funding approval
  • An evaluation of performance is conducted to provide feedback on project successes and input into future project considerations.
  • An evaluation is completed
 
Develop a process and a checklist to monitor the service levels and gaps with respect to service to the public.
  • A tool to monitor the service levels and gaps with respect to service to the public is available to the OL Team.
  • Process to monitor the service to the public is developed.
  • A checklist to monitor the service to the public is developed and available.
 
Monitor the bilingual service provision (internally and with partners) and the quality of response/service by conducting telephone, email or on-site evaluation.
  • Semi-annual
  • As a result of the monitoring with respect to the bilingual service provision, WD implement corrective measures and follow-up.
  • Validation activities occurred
  • Report and recommendations are produced further to validation activity results.
  • Implementation of corrective measures if necessary and follow-up
 
Reviewing the OL requirements contained in current service delivery partners agreements - i.e. MOU's on active offer (further to Caldech report relating to service to the public)
  • Conduct initial review of current OL services and develop plan to move forward
  • A review is conducted
  • A plan is in place
  • # of MOU's in existence between partners
 
Address and respond to any complaints
  • As required
  • All OL complaints received are addressed and responded in a timely manner.
  • # of days to address and respond to OL complaints
  • Complaints are addressed within prescribed timeframes
 
Establish an internal complaint process for Language of Work Ensure OL representation on the Informal Conflict Management System All complaints are addressed in a timely manner  
Other Activities:
Best Practices: