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Audits and Evaluations

Summative Evaluation of the National Archival Development Program

5.5 Management Response and Action Plan

Recommendation 1

The findings of this Summative Evaluation support the findings and recommendations of previous evaluation reports and confirm the need to continue the National Archival Development Program (NADP). It is the recommendation of this evaluation report that the funds of the program be increased in order to cover the expected inflation rate and in order to support initiatives in coping with the digital environment. The NADP continues to be the main source of finance, sometimes the only program of formal funding, while provincial, regional and municipal governments as well as universities and other varied sources make contributions to match the funds, as required by LAC and CCA.

Response
LAC acknowledges this recommendation and agrees to explore options to increase funding to the program to cover the expected inflation rate and to cope with the digital environment. LAC will continue to work with the CCA to explore the impact of the digital environment on the archival community and how LAC may further support the archival network.

Target Date: Q/T1 (and ongoing) 2011-2012

Recommendation 2
Following the 2008 Summative Evaluation report, LAC and CCA have taken the necessary actions to implement fully the performance measurement plan. For the first time in 2009-2010 all data were collected.  The recommendation that NADP results to date be used as baseline data and that program-level performance targets under each objective be used to improve performance measurement and identify changes and trends in the future, is still valid.

Response
Management agrees with this recommendation. LAC will work with the CCA to develop program-level performance targets for each of the five objectives, using existing NADP results, where possible and appropriate, as baseline data. Such targets will be used to identify changes and trends in future final reports on program activity. LAC will also explore opportunities to streamline performance management to simplify the process and to ensure all data which is gathered is an effective measure of performance.

Target Date: Q/T1 2011-2012

Recommendation 3
Program recipients repeatedly request a lighter process for the application, adjudication, and monitoring of the NADP. Although the current system in place is effective and despite that some adjustments were made the smaller size recipients are still disadvantaged by the program processes. Therefore using grants funding instead of contributions would be the preferred option to address this issue.  Another option would be that LAC continues to use the contributions formula, and consider two types of contributions: one for projects funded at the $10K level or more and one for less than $10K.

  • The projects funded at the $10K level or more would continue to use the existing application, adjudication and monitoring process since the majority of these projects are granted to Provincial/Territorial Archival Councils.
  • The projects funded at the less than $10K level would use a simplified process under the Provincial/Territorial Council's authority, while CCA would be responsible for the financial administration of these projects.  This approach would enable the Provincial/Territorial Councils to create application, adjudication and monitoring processes that are commensurate to the projects approved. The performance measurement and reporting system would also be greatly simplified by eliminating the necessity to provide information with regards to the performance measurement plan.

Response
At this time LAC will continue the use of contributions under an updated model that will address the burden of risk for recipients. LAC will explore the implication of implementing a model where projects of 10K or less will be managed under the Provincial/Territorial Council's authority, while CCA would be responsible for the financial administration of these projects.

Target Date: Q/T1 2011-2012

LAC will also explore the future possibility of a grant structure for projects of less than 10K.

Target Date: Q/T2 2013-2014

Recommendation 4
Interactions between CCA and LAC are continuous, year after year. LAC's management role with regards to the NADP needs to be defined more precisely. In this respect it is recommended that the program adopt a single window management approach in order to improve communications and provide a rationale-based framework for interaction with CCA.

Response
Management agrees with this recommendation. LAC will specify its primary contact with the CCA in any LAC/CCA contribution agreement. Additionally, LAC will communicate clarified roles and responsibilities with the CCA using a rationale-based framework for interaction.

Target Date : Q/T1 (and ongoing ) 2011-2012

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