Management Action Plan

The Military Police Complaints Commission (MPCC)’s Opinion of the Audit Report: The MPCC has reviewed the findings and recommendations and that as far as the scope of this audit is concerned these accurately reflect the state of control within the MPCC

Audit Entity Sign Off on the Management Action Plan

Glenn Stannard
Chairperson
Military Police Complaints Commission

Original document signed by
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Signature

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Date

Recommendation 1

MPCC should develop business processes, including checklists, and retain documentation on file to ensure that:

  1. Non-competitive contract files contain evidence of best value analysis;
  2. Appropriate procurement vehicles are used in compliance with their terms and conditions;
  3. Contract splitting is eliminated;
  4. Bid selection method and evaluation criteria are clearly outlined in the bid solicitation document for competitive contracts before the request for proposal is issued;
  5. The evaluation of proposals and contractor selection are conducted in accordance with the pre-established criteria as stated in the request for proposal and in an open, fair and transparent manner;
  6. Contract evaluations are signed by a minimum of two clearly identified evaluators;
  7. Contract amendments are signed before the original contracts expire; and
  8. All contracting decisions and payments, including pre-payments made to contractors are properly recorded.

Priority: High

Planned Actions (Actions should be Specific, Measureable, Achievable, and Realistic):

  1. The MPCC developed and implemented a bid solicitation checklist based on the policy requirement and the results of the audit. The MPCC aligned the checklist used by the auditors to ensure consistency. This has not been included in the file plan and new files titled “Bid Solicitation”.

    Responsibilities (position title responsible for the action): Chief of Staff
    Timelines (actual planned dates of implementation): February 17, 2012
    COMPLETED

  2. The MPCC updated the existing contract checklist based on the policy requirement and the results of the audit. The MPCC aligned the checklist used by the auditors to ensure consistency. The checklists are included in the existing contracting files.

    Responsibilities (position title responsible for the action): Chief of Staff
    Timelines (actual planned dates of implementation): February 17, 2012
    COMPLETED

  3. The MPCC reviewed the existing accounts payable files based on the policy requirement and the results of the audit. The MPCC aligned the checklist used by the auditors to ensure consistency.

    Responsibilities (position title responsible for the action): Chief of Staff
    Timelines (actual planned dates of implementation): February 17, 2012
    COMPLETED

  4. The MPCC has drafted a Request for Standing Offers (RFSO) for Investigator services based on the templates and instructions issued under the Standard Acquisition Clauses and Conditions (SACC) and the Supply Manual. The MPCC has consulted with PWGSC representative regarding the MERX process and security requirements. The RFSO will be translated then issued through MERX.

    Responsibilities (position title responsible for the action): Chief of Staff
    Timelines (actual planned dates of implementation): August 31, 2012
    PENDING: UNDER REVIEW

  5. The MPCC updated business processes and will incorporate policy direction in the MPCC Financial Management policy Framework to align with the recommendations and results of the Audit.

    Responsibilities (position title responsible for the action): Chief of Staff
    Timelines (actual planned dates of implementation): September 28, 2012
    COMPLETED

  6. The MPCC will conduct a file review (management review) annually for all the contracting and procurement files against the same checklist used by the auditors during the Core Control audit.

    Responsibilities (position title responsible for the action): Chief of Staff
    Timelines (actual planned dates of implementation): March 31, 2013 Annually
    COMPLETED

  7. The MPCC will amend the Emergency Framework – Plans and Strategies and the Business Continuity Framework – Plans and Strategies to reflect the results of this audit regarding the handling of emergency situations, criminal and administrative investigations, responding to disasters and crisis by the MPCC and to re-evaluate its resources in the handling of these situations.

    Responsibilities (position title responsible for the action): Chief of Staff
    Timelines (actual planned dates of implementation): September 28, 2012
    COMPLETED

  8. The MPCC will amend the MPCC’s Integrated Risk Management Framework – Plans and Strategies to reflect the results of this audit regarding the assessment of risks in relation to its operations.

    Responsibilities (position title responsible for the action): Chief of Staff
    Timelines (actual planned dates of implementation): September 28, 2012
    COMPLETED

Recommendation 2

The MPCC should ensure that expenses are proactively disclosed, in full, on the agency’s website in accordance with proactive disclosure guidelines.

Priority: Medium

Planned Actions (Actions should be Specific, Measureable, Achievable, and Realistic):

  1. The MPCC included proactive disclosure in the bid solicitation and contracting checklists as one of the essential steps to ensure proactive disclosures are identified, properly calculated and posted on the MPCC website where required. (link to planned action in #1 above).

    Responsibilities (position title responsible for the action): Chief of Staff
    Timelines (actual planned dates of implementation): February 17, 2012
    COMPLETED

Recommendation 3

MPCC should ensure leave approvals are promptly processed.

Priority: Low

Planned Actions (Actions should be Specific, Measureable, Achievable, and Realistic):

  1. The MPCC updated the existing business processes and will incorporate policy direction in the MPCC Human Resources Framework, Financial Management policy Framework and the Employee Guide to align with the recommendations and results of the Audit regarding processing leave. All staff have been informed of the new processes including leave requests procedures and necessity to document all leave requests and seeking approval in advance. 

    Responsibilities (position title responsible for the action): Chief of Staff
    Timelines (actual planned dates of implementation): September 28, 2012
    COMPLETED

Recommendation 4

The MPCC should ensure that expenditure initiation is performed by an individual with the delegated authority to do so before expenses are incurred (particularly in the areas of travel and payroll administration).

Priority: Medium

Planned Actions (Actions should be Specific, Measureable, Achievable, and Realistic):

  1. The MPCC updated the existing business processes and will incorporate policy direction in the MPCC Financial Management policy Framework to align with the recommendations and results of the Audit regarding delegation mainly, in the areas of travel and payroll administration. This includes communicating to all staff at All Staff Meetings regarding the necessity to document section 32 FAA approval in writing and in advance. 

    Responsibilities (position title responsible for the action): Chief of Staff
    Timelines (actual planned dates of implementation): September 28, 2012
    COMPLETED

  2. The MPCC will review its accountability frameworks regarding the human resources service providers to ensure that it adhere to the results of this audit.

    Responsibilities (position title responsible for the action): Chief of Staff
    Timelines (actual planned dates of implementation): September 28, 2012
    COMPLETED

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