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Report on the Review of Acquisition Processes for Collections

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Annex A - Revised Action Plan (September 2012)

Internal Audit – Review of LAC Acquisition Processes for Collections

Recommendation	Action	Person responsible	Timeline
1 - Acquisition Management Framework
1.1 - LAC should clarify its approach in its Collection Development Framework based on its acquisition capacity limitations.	Development of an Evaluation and Acquisition Policy framework	Director general (DG), Strategic Research and Policy	December 2012
2 – Multiyear Strategic Directions and Strategic Plans
2.1 - LAC should develop operating plans that set out objectives, strategies and measures to ensure the implementation of its key directions.	Development of a governance and approval structure for evaluation and acquisition	DG, Documentary Heritage Relevance Assessment	September 2012
3 – Acquisition Policies and Procedures
3.1 - LAC should develop a policy on acquiring documents based on strategic directions, the accountability mechanism, the integration of risk management, and the roles and responsibilities in the acquisition process.	Development of an Evaluation and Acquisition Policy Framework	DG, Strategic Research and Policy	December 2012
	Development of operational policies on evaluation and acquisition	DG, Strategic Research and Policy	March 2013
3.2 - LAC should develop acquisition procedures that define the various steps of the acquisition process and clarify the selection criteria for informed decision making.	Development of a governance and approval structure for evaluation and acquisition	DG, Documentary Heritage Relevance Assessment	September 2012
	Completion of a business process mapping	DG, Documentary Heritage Relevance Assessment	March 2013
3.3 - LAC should develop guidelines on forging partnerships.	Development of new partnership agreement templates for use within the network of stakeholders and the pan-Canadian governance model	DG, Stakeholder Relations and International Affairs	March 2013
4 – Performance Measurement and Accountability
4.1 - LAC should develop performance indicators for all acquisition processes that take into account the expected results and budgetary targets.	Revision of the Performance Measurement Framework	DG, Documentary Heritage Relevance Assessment	June 2013
4.2 - LAC should develop data-collection and accountability tools and mechanisms based on a shared model in order to gauge progress toward achieving budgetary targets, and prepare activity reports that contain financial results.	Revision of the Performance Measurement Framework	DG, Documentary Heritage Relevance Assessment	June 2013
5 – Committees' Roles and Responsibilities
5.1 - LAC should ensure that the mandates for the CDC and MAC specify: the sharing of roles and responsibilities by the managers and professionals involved and the CDC members; the decision-making criteria the MAC must use to justify its decisions; that decisions made by both committees must be well documented.	CDC and MAC have been abolished Development of a governance and approval structure for evaluation and acquisition	DG, Documentary Heritage Relevance Assessment	September 2012
5.2 - LAC should develop a risk management framework tailored to the acquisition process and to collection development, including mitigation measures.	Development of an operational risk management plan	DG, Documentary Heritage Relevance Assessment	September 2012
6 – Acquisition Management Controls
6.1 - LAC should develop guidelines on: control mechanisms to ensure appropriate oversight of the acquisition process; active and ongoing monitoring methods for management's use in the acquisition process; use of the total cost of ownership methodology; the need to carefully document the assessment of selection criteria relevant to decision-making in all records.	Creation of a new Agreements section dedicated to the management of agreements and the monitoring of compliance	DG, Documentary Heritage Relevance Assessment	March 2013
	Creation of a new section Project Management Office dedicated to oversight and monitoring of key projects	DG, Documentary Heritage Relevance Assessment	March 2013