January 19, 2017
OIC Audit and Evaluation Committee (AEC) meeting (Teleconference)
Meeting Chair: Dyane Adam
Secretary to the Committee: Richard Rizok
Members: Dyane Adam, Chair; David Rattray, External Member; and Suzanne Legault, Information Commissioner.
Regular attendees: Layla Michaud, Chief Financial Officer and Acting Assistant Commissioner; Nancy Bélanger, General Counsel and Director of Legal Services; and Richard Rizok, Senior Financial Services Officer.
Invitees: Riowen Abgrall, Principal, Office of the Auditor General; Stephen Campbell, Director, Financial Services, Security and Administration; Tania Ladouceur, A/Manager, Human Resources, Security and Accommodation; Gino Grondin, General Counsel; Nadine Gendron, Counsel.
Record of Decisions
Information shared by Legal, Finance, Investigations and Human Resources.
Risk-based audit and evaluation plan as well as the Office of the Auditor General (OAG) Financial statement audit plan were discussed.
Welcome and opening remarks
The Chair welcomed all attendees and wished them a happy new year.
Minutes and action items from the November 9, 2016, meeting
The members approved the minutes from the November 9, 2016, meeting. They will be published on the OIC website.
No questions or comments with regards to pending action items.
Investigations Update – Presented by L. Michaud
Acting Assistant Commissioner discussed the number of complaints (1,664) closed as of January 18, 2017 (71% of 2016-17 goal).
External member requested an update on the number of cases closed at fiscal year-end before the May meeting.
The Assistant Commissioner will share final investigation results in April.
Finance Update – Presented by S. Campbell
Discussed possible lapse at year-end due to second floor fit-up, collective agreements and international conference costing less than originally forecasted.
Chair suggested paying back debt to Public Services and Procurement Canada (PSPC) for the move to the new building.
OAG Principal to verify historical information on debt and accounting transactions related to the debt payback.
Departmental Plan – Presented by R. Rizok
Secretary presented the Policy on Results and the changes from the Report on Plans and Priorities (RPP) to the Departmental Plan (DP).
Send copy of draft DP to external members for comment.
Phoenix Update – Presented by T. Ladouceur and S. Campbell
Update on over/underpayments caused by Phoenix Pay System, 5 cases waiting for advice from PSPC.
Chair recognizes efforts made by Human Resources and Finance and the pending increased workload with relation to T4s.
PSPC will be offering more training and guidance on T4s.
OAG Financial Statement Audit Plan – Presented by R. Abgrall
OAG Principal presented an overview of the audit plan.
Travel and hospitality will be a major focus of the OAG audit this year.
Discussions on fraud prevention and impact of Phoenix pay issues on OAG audit.
Commissioner expressed concerns with the level of materiality laid out in the audit plan and how it applies to Phoenix pay issues.
OAG Principal stated that Phoenix is a significant issue and it will take time until everything is addressed. This will be reflected in the final audit report.
Risk-based Audit and Evaluation Plan – Presented by R. Rizok and D. Rattray
Discussion on the need to establish a new Risk-based audit and evaluation plan (RBAEP) for the next 3 to 5 years.
Agreement to revisit new RBAEP at next meeting to incorporate any new risks stemming from legislative changes.
IM/IT Audit Follow up– Presented by R. Rizok
IM/IT audit recommendations reviewed and no questions or concerns were raised.
Parliamentary Activities – Presented by N. Gendron
First wave of amendments to the Act are still expected in the winter of 2017.
Updates given on meetings with ETHI and SECU committees.
A statistical report regarding the state of access to information was dispersed to 24 departments and comments are expected by January 20th, 2017. The report will then be revised and published.
In Camera Session
An In Camera discussion continued with the Commissioner, the Chair and the External Member.
The next meeting will be held on May 18, 2017.