ARCHIVED - Registry of the Specific Claims Tribunal - Report

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Section II – Analysis of Program Activities by Strategic Outcome

Strategic Outcome

STRATEGIC OUTCOME:
Efficient Administration of the Specific Claims Tribunal
PROGRAM ACTIVITY:
Registry Services (Facilitate timely access to the Specific Claims Tribunal through client service, quality of advice, efficient and timely processing, and unbiased service delivery.)
LINK TO GOVERNMENT OF CANADA OUTCOMES:
Social Affairs – A Vibrant Canadian Culture and Heritage

Performance Indicators	Targets	2009-10 Performance
Processing and hearing claims, while meeting the reasonable needs of parties, the judiciary, and the public, within the allocated budget.	Administer Registry within financial allocation. Overall client and public satisfaction with service levels. Resolution of complaints and other issues quickly and effectively.	Registry activities were conducted consistent with the financial allocation. Identified targets cannot be evaluated since no claims have been processed or heard.  Claims will not be filed with the Tribunal until the Specific Claims Tribunal has developed Rules of Practice and Procedure and the case management system is fully operational.

Program Activity by Strategic Outcome

Program Activity: Registry Services

2009-10 Financial Resources ($ thousands)			2009-10 Human Resources (FTEs)
Planned Spending	Total Authorities	Actual Spending	Planned	Actual	Difference
2,644.8	2,696.2	1,940.2	19	7	12

Expected Results	Performance Indicators	Targets	Performance Status	Performance Summary
Timely access to the Tribunal across Canada through client service, quality of advice, efficient and timely processing, and unbiased service delivery.	Number of certificates of readiness for hearing issued on an annual basis.	No Registry case back-log. Attain or exceed benchmark in conduct and completion of Registry preparation of hearings.	Cannot be assessed.    First Nations cannot submit claims until the Tribunal has completed the Rules of Practice and Procedure and is ready to admit claims.	No claims have been filed to date.
	Measure of time between the receipt of a specific claim and the issuance of readiness for hearing certificate.	Average life of Registry files from opening of file to issuance of certificate of readiness for hearing within acceptable standards.	Cannot be assessed.  No claims have been filed to date.	No claims have been filed to date.
Promotion of awareness and understanding of the Specific Claims Tribunal Act and related Rules and procedures.	Level of awareness and understanding of Specific Claims Tribunal Rules and procedures within the core user groups, namely Counsel for the stakeholders (First Nations and Crown alike).	Attendance and participation in relevant Tribunal administration and/or Aboriginal law conferences and meetings involving stakeholders and/or their Counsel.	Met Participated in court technology and court administration conferences, as well as Aboriginal litigation and Bar Association conferences, and stakeholder meetings.	By participating in court technology and court administration conferences, as well as Aboriginal litigation conferences, and stakeholder meetings, the Registry had the opportunity to keep abreast of needed information and to also share information about the Registry and distribute its information brochure. Awareness of the Rules of Practice and Procedure cannot be assessed as they were not in place during this reporting period.
	Number and quality of information projects.	Various information media made available to relevant parties in both official languages. Website information complete, accurate, and updated regularly	Mostly Met Website content updated frequently with current information and events.  Communications materials developed in both official languages and distributed at various meetings, conferences, and other events.
Smooth and efficient functioning of hearings.	Level of efficiency of Registry services in responding to inquiries, processing documentation submitted by clients, preparation of Tribunal file for hearing, and dissemination of decisions rendered by the Tribunal.	Completion of service standards and detailed targets for responding to enquiries, processing documentation, prompt scheduling of hearings, and issuance of decisions. Achievement of service standards in delivery of all services.	Cannot be assessed.  No claims have been filed to date. General inquiries are responded to promptly.	No claims have been filed to date.
	Extent of satisfaction of parties involved in the hearings with respect to Registry services such as facilities, staff, and response time.	Internal and external client satisfaction with Registry facilities and staff, plus quality and timeliness of Registry work as measured by implementation of an objective survey and by client feedback. Resolve concerns and emerging issues as soon as practicable, without attributable delay.	Cannot be assessed.  Although no claims have been filed to date, the Registry has provided guided tours of the facilities and has received a positive response and feedback.	No claims have been filed to date.
Provision of necessary tools and resources to allow Tribunal Members to perform their duties across Canada.	Level of satisfaction with the services provided, such as quality of work, tools, resources, and timeliness of services.	Internal client satisfaction with quality of work and resources, measured by implementing an objective survey and seeking judicial feedback.	Cannot be assessed.  Tribunal not operational. Development of a system to monitor and evaluate internal client satisfaction in relation to the tools, resources available for conduct of Tribunal hearings, and case management - with reports generated quarterly. Asset Performance Reports to evaluate the performance of Information Technology Assets. Completed renovation of office space and a culturally sensitive Multipurpose Tribunal Room that meets the business needs of the Registry, the Tribunal Members, and Tribunal clients.	The electronic registry and case management system are under development and will be finalized once the Rules of Practice and Procedure have been established.

Benefits for Canadians

Canada’s Performance 2006 is divided into four key policy areas: economic, social, international, and government affairs.  The Registry supports the Specific Claims Tribunal, whose existence is a visible sign of the mutual commitment of the Government of Canada and First Nations to work together to resolve issues in an environment which respects the cultures, perspectives, and histories of participants.  The Registry’s strategic outcome is aligned with Social Affairs: A Vibrant Canadian Culture and Heritage.

The work of the Registry and the Specific Claims Tribunal will provide long-term benefits for Canadians through the efficient and effective resolution of outstanding specific claims across Canada.  The Tribunal will serve as an alternative to often costly litigation and negotiation.  Monetary compensation for certain First Nation losses will provide First Nations with capital for investment in their communities, contributing to the prosperity of First Nations in Canada.

Resolution of specific claims creates certainty for participants and supports reconciliation.  Strengthened relations between First Nations and the Government of Canada and between First Nations and the Canadian public at large improve communications, reduce conflict, and increase opportunities for collaboration and mutual support.

Performance Analysis

The Registry’s primary objective in 2009 – 2010 was to establish the core infrastructure and services needed for ongoing Tribunal operations.  Careful attention was paid to human resources and business planning.  Many key corporate policies were established and core corporate management positions were staffed.  Work was completed on Registry and Tribunal office space and a Multipurpose Tribunal Room was built to serve as the electronic hub for Tribunal proceedings.  This room incorporates a number of First Nations’ cultural symbols and is designed to support the culturally sensitive hearings envisioned in the legislation.

Staffing was a priority.  By the end of the reporting period, the Registry had classified and staffed key corporate management positions and was preparing to staff a number of the remaining positions.  Corporate support positions will be staffed early in the next reporting period.  Registry Services positions will be staffed once the Rules of Practice and Procedure are finalized and job descriptions have been completed.  Aboriginal perspectives and culture have been identified as an organizational need.

The Registry did initial business planning for the effective, transparent, and accountable use of public resources and completed Main Estimates, the Report on Plans and Priorities, and internal financial policies and procedures.  Close attention to financial accountability and stewardship resulted in operating expenditures falling well within the Registry's allocation.

As part of its strategic planning, the Registry participated in a number of court technology and court administration conferences to get up-to-date information on international court administration best practices and on advances in electronic administration and case management which could be applied to meet the special requirements of the Tribunal.  A reliable and cost effective case management system was selected.  The Registry contracted for the development and implementation of software and hardware to meet operational requirements and lay the foundation for an electronic registry and case management system.  Once the Tribunal’s Rules of Practice and Procedure have been developed, the electronic registry and case management system will be implemented in a manner that is consistent with the Rules of Practice and Procedure.

In its work, the Registry has been very mindful of the unique mandate of the Specific Claims Tribunal and its objective of timely resolution of longstanding historical grievances of First Nations across Canada.  It has worked hard to engage and inform key stakeholders - including First Nations organizations, legal practitioners, provincial and federal departmental partners, and the judiciary - on its progress and direction, through regular meetings, conferences, and information sessions and through use of the Registry’s Website and communications materials.  The Registry has participated in Aboriginal litigation conferences and stakeholder meetings to get information and advice on how best to proceed in setting up Registry services to support the Tribunal and it has done significant research to support the work of the interim Tribunal.

Although a great deal of work remains to be done, much has been accomplished.  The Registry is pleased with the progress made toward implementation of leading edge court practices and technology to create a capable and cost effective electronic registry and case management system and a Multipurpose Tribunal Room which can act as the electronic hub for the administration of Tribunal proceedings wherever they may take place across Canada.  The Multipurpose Tribunal Room also incorporates cultural elements from First Nations cultures and, in doing so, will serve as a concrete symbol of the unique mandate of the Tribunal and the commitment of the parties who created it.  In the days ahead, the Registry will continue to make special efforts to keep stakeholders well informed of developments at the Tribunal through use of the Registry’s Website, communications materials, meetings and presentations.

Lessons Learned

The Registry has benefited from advice and support from other adjudicative tribunal and court services and from the various stakeholders involved in the creation of the Tribunal.  The introduction of best practices from other organizations and the leveraging of resources through the effective use of technology and service agreements has made it possible for the Registry to put certain key elements in place efficiently.

Some uncertainty and delays to the development and implementation of Registry operations have been encountered.  However, the Registry continues to make significant progress.  Work that is underway can be adapted to requirements once the Tribunal has finalized the Rules of Practice and Procedure and there is greater certainty respecting the conduct of case management activities and hearings and decisions respecting location and composition of the Tribunal. 

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