Other Items of Interest
Library and Archives Canada's Corporate Management
2004-2005 Performance Against Commitments
-
Continuing Our Transformation Process
We advanced the transformation process in consultation with employees, partners and stakeholders. We implemented our organization and governance structure, defined an integrated functional model for the new institution to facilitate the delivery of our new legislated mandate, and began four major initiatives that are the catalysts for moving the LAC as a knowledge institution into the 21
st
century. We began to define our national role and assistance programs, and to align our systems,
policies, priorities and budgets with the federal government's focus on citizens, values, results and responsible spending.
-
Strengthening Our Capacity to Manage
We defined internal enabling strategies to allow us to strengthen our capacity to manage as an outcome focussed organization that is flexible, and technology-enabled, with a strong work force in a healthy and supportive work environment. Emphasis was placed on working horizontally among all sectors
of the institution. We developed and implemented a transition plan for the migration of resources and administration to a single institution. A new Chart of Accounts was introduced, and a new Program Activity Architecture was approved and cross-walked from the former Planning Reporting and Accountability Structure of the former National Library and National Archives. We built upon our Modern Management Capacity Check to ensure relevant and evidence-based information on our performance. We strengthened
management capacity through training in modern management and providing proper tools. Managers were offered a series of courses on the federal government's Management Accountability Framework (MAF) and were provided with a self-assessment tool of practices based on the elements of the MAF.
-
Developing Human Resources
Fiscal Year 2004-2005 was a period of great change and opportunity for Library and Archives Canada. Our new
Act
sanctioned the
implementation of a new organization structure. At the same time, construction of the new home of Library and Archives Canada Headquarters at Place de la Cité in Gatineau, Québec was moving towards completion and staff began to move to the new location in November 2004. Prompted in part by these changes, 260 employees, over 20% of the department's workforce, left the institution for myriad reasons. The ongoing challenges created by such significant staff turnover also provided opportunities with respect to
employment equity and renewal of our workforce.
We took steps to modernize human resources (HR) management in line with the
Public Service Modernization Act
. Employees' skills and competencies were assessed and gaps identified. We drafted a learning policy, which recommends the adoption of a competency-based approach to human resources management. However, no resources have been allocated for the development of key competencies for the organization until the policy is approved. Strengthening
Library and Archives Canada's management capacity will continue to be an ongoing priority for the next few years.
We appointed an HR Advisor as the Employment Equity Coordinator, with the responsibility to promote Employment Equity in partnership with the Employment Equity and Diversity Working Group. In addition, all mangers and HR Advisors were deemed responsible for developing strategies and to carry out staffing to ensure that Library and Archives Canada works towards meeting labour market availability
targets. We made some progress in increasing the number of two Employment Equity groups. The representation of Aboriginal employees increased by 0.4% and is over the labour market availability. The representation of visible minorities increased by 0.55% but we are still below labour market availability. Some measures were taken to correct this under-representation such as the development of branch Employment Equity Plans tied to management accountability agreements, and the use of Public Service Commission
programs specially designed to recruit students and other members of Employment Equity groups. We will continue to recommend the participation of visible minorities on selection boards and recruitment campaigns that target visible minorities.
-
Establishing a Risk Management Framework
Managers received training on risk management and on audit and evaluation techniques, as their capacity to identify risks to the organization will influence future
decisions and strategies. Library and Archives Canada's risk context has been established and working sessions were scheduled to begin in May 2005. Library and Archives Canada's Integrated Risk Management Framework is scheduled for completion by fall 2005.
-
Aligning Information Technology (IT)
We moved our IT facilities and services to a new location at Place de la Cité in Gatineau, Québec. A new and improved computer room was constructed, and new and faster
routers and Internet links were installed. We also converted all staff workstations to a standard desktop environment. This was a critical factor in allowing us to align IT investments with the requirements of the new institution and to reduce the complexity of the IT environment and the overhead of maintaining multiple systems. Standardization of the desktop environment has improved productivity and provided consistency in the ability of staff to communicate with each other and with Canadians.
-
Addressing Accommodation Needs
It will be a multi-year exercise to fully address our accommodation needs. Our long-term vision is that all of our administration, preservation and storage activities, as well as our many professional activities would be moved to a new location and developed around our existing Preservation Centre in Gatineau, Quebec to form a single campus. Public access to our collection would be preserved by maintaining a presence in Ottawa at a
renovated 395 Wellington Street building and the Portrait Gallery of Canada, which is scheduled to open in late 2007. In 2004-2005 however, we implemented the moves of administrative and professional activities to Place de la Cité in Gatineau, Québec. Of the nine floors, which will house Library and Archives Canada staff, five floors now house staff and operations. Of the four remaining floors, two will be occupied in August 2005, and we will complete the design of the last two floors for moves to take place by
early fall 2005. The project schedule has been very tight and resources are limited.
We proceeded to develop a business case to be submitted to Treasury Board for the approval of funds for shelving that we need to maximize the storage capacity and use of space within a temporary collection facility. After Treasury Board in the fall of 2005, the implementation and moves to the interim storage facility will continue into 2006-2007.
Construction of a new collection facility for cellulose
nitrate films was to begin in 2004-2005; however, a contractual dispute and insufficient funding delayed the project. Options to address the funding shortfall and the need to vacate the current site were developed and considered. Discussions are underway regarding the most appropriate solutions, and work is proceeding on evaluating the condition of the nitrate collection as well as the extent of nitrate holdings, not in the care of LAC.
-
Developing Performance Information and Measures
Our work on developing a Performance Measurement Framework was overtaken by our participation in Treasury Board Secretariat's government-wide initiative to develop a Management Resources and Results Structure (MRRS). The process to develop the MRRS included the Program Activity Architecture (PAA), description of program activities and sub-activities, result statements, performance indicators, baseline data and targets for future performance. In 2004-2005 the PAA, with program
descriptions and results statements, was approved. Some work has begun on developing performance indicators. Work remains to be done on a logic model for the institution.
Library and Archives Canada's Documentary Heritage Collection
Our collection of Canada's documentary heritage is an unparalleled record of the development and achievements of Canadian society and a reflection of the rich intellectual and creative output of its people. This national resource of inestimable
value is open and accessible, and belongs to the people of Canada.
This collection is the most comprehensive collection in the world of materials published in Canada, about Canada and by Canadians, as well as material published abroad with Canadian content or by Canadian authors, composers and performers. It also comprises the Government of Canada's documentary heritage, some of which pre-date Confederation, and documents from individuals, organizations and associations in every imaginable format,
including diaries, letters, photographs, documentary art, portraiture, music, film and video, sound recordings, philately, maps, plans, and geomatic data.
Other parts of the collection include literary archives, children's literature, rare books, including Canadian publications before 1867, and the Lowy Collection of Hebraica and Judaica.
Our private archival record collections include the papers of: Governors-General, Supreme Court judges, the Federal Court and its predecessor courts, senior
public servants (including diplomats and senior military officers); labour records of individuals and organizations and economic records of individuals and organizations.
We also hold nationally significant personal and political records created by federal politicians and political parties, as well as records of Canada's prime ministers, cabinet ministers, members of Parliament, and senators. Electronic records of all kinds are increasingly prevalent.
By developing, preserving and making
Canada's documentary heritage collection accessible, we:
-
help Canadians see and understand themselves and their history;
-
create and share in networks of learning, literacy, scholarship and cultural discovery;
-
keep the institutional memory of the Government of Canada;
-
support Canadians' rights of citizenship, pension rights, land claims and sovereignty;
-
respond to the needs of Canada as a successful knowledge society.
The table on the following page
provides some statistics on Library and Archives Canada's documentary heritage collection.
Click on image to enlarge
Organization Structure
Click on image to enlarge
Financial Information
In 2004-2005, the
Library and Archives of Canada Act
, proclaimed on May 21,
2004, created Library and Archives Canada as the successor to the National Library of Canada and the National Archives of Canada. Many changes have occurred with the amalgamation of the agencies including the decision to provide information from 2004-2005 on results according to the strategic outcomes of Library and Archives Canada as defined in its Program Activity Architecture.
The
Main Estimates and the Report on Plans and Priorities
for 2004-2005 were prepared separately for the National
Library and the National Archives of Canada. For presentation and comparative purposes, the Main Estimates and Planned Spending presented in the following tables correspond to the sum of the National Library of Canada and the National Archives of Canada Main Estimates and Planned Spending.
Library and Archives Canada Financial Performance Overview
Library and Archives Canada's Main Estimates for 2004-2005 were $96,461,000 including contributions to employee benefit plans. The
operating amount carried forward from 2003-2004 was $2,694,796. Library and Archives Canada also received funding from Treasury Board to cover the increased salary costs resulting from collective bargaining agreements. Additional temporary funding was received during the year for specific initiatives, including:
-
$9.35 million from the Treasury Board for the accommodation of the headquarters at Place de la Cité;
-
Transfers from the Department of Canadian Heritage for approximately $5.5
million for the Canadian Culture Online program;
-
$0.780 million from the Treasury Board for the Portrait Gallery of Canada;
-
$0.652 million from the Treasury Board for the processing and preservation of the Right Honourable Jean Chrétien's personal and political papers.
In return, $500,000 was transferred back to the Department of Canadian Heritage in regards to spending authorities related to the government-wide reallocation initiative in addition to a reduction of $625,000
in our spending authorities. These and other adjustments brought the total funds available for the year to $114,569,351 (see Table 1).
Library and Archives Canada is comprised of 7 sectors managing its program through 3 strategic outcomes and 9 program activities (see Table 6). The administration costs of these activities for 2004-2005 total approximately $42 million representing 37% of the total spending for this year. The costs of Corporate Services are shared between each of the program activities
based on a formula approved by the Treasury Board Secretariat.
In 2004-2005, Library and Archives Canada generated revenues in the amount of $754,500 of which $463,100 was respendable. These revenues are from access to and reproduction of archival and collection materials. The organization also received $93,646 during the year from the sale of surplus Crown Assets, bringing the total available funds for use to $123,451 (including $29,805 available from previous years). Of this, $91,710 was used in
general operations this year.
Table 1: Comparison of Planned Spending and Full Time Equivalents
Click on image to enlarge
Table 2: Use of Resources by Program Activity
Click on image to enlarge
Table 2: Use of Resources by Program Activity (continued)
Click on image to enlarge
Table 3: Voted and Statutory Elements
Click on image to enlarge
Table 4: Net Cost of Department
Click on image to enlarge
Table 5: Sources of Respendable and Non-Respendable Revenue
Click on image to enlarge
Table 5: Sources of Respendable and Non-Respendable Revenue (continued)
Click on image to enlarge
Table 6: Resource Requirements by Sector
Click on image to enlarge
Table 6: Resource
Requirements by Sector (continued)
Click on image to enlarge
Table 7: Special Cost-Recovered Services Provided to Other Government Organizations
Click on image to enlarge
Table 8-A: 2004-2005 User Fees Reporting – User Fees Act
Click on image to enlarge
Table 8-A: 2004-2005 User Fees Reporting – User Fees Act (continued)
Click on image to enlarge
Table 8-B: 2004-2005 Policy on Service Standards for External Fees
Click on image to enlarge
Legislation Administered by the Librarian and Archivist of Canada
The Librarian and Archivist of Canada has sole responsibility for the
Library and Archives of Canada Act
, Statutes of Canada, 2004, c.11. He shares responsibility for the
Access to Information Act
, R.S.C., 1985, c. A-1, and the
Privacy Act
, R.S.C., 1985, c. P-21.
Contacts for Further Information:
Library and Archives Canada
395 Wellington Street
Ottawa, Ontario
K1A 0N4
General Information: (613) 995-5115
Toll free number in Canada and the U.S.: 1-866-578-7777
TTY: (613) 992-6969 or 1-866-299-1699 (toll free in Canada)
This report can be found in electronic format at
http://www.collectionscanada.ca
For more information about the contents of this document, contact:
Sean Berrigan, Director General
Strategic Office
Tel: (819) 934-5858
Fax: (819)
934-5839
E-mail: sean.berrigan@lac-bac.gc.ca
|
