ARCHIVED - Courts Administration Service - Report

• Previous Page
• Table of Contents
• Next Page

This page has been archived.

Section II - Analysis of Program Activities by Strategic Outcome

Strategic Outcome

The public has timely and fair access, to the litigation processes of the Federal Court of Appeal, the Federal Court, the Court Martial Appeal Court of Canada and the Tax Court of Canada.

Program Activity by Strategic Outcome

Registry Services

The Registry Services Branch provides all operational and registry functions necessary for the smooth and efficient functioning of the four federal courts.  Three Registrars, (one Registrar assumes the functions for both the Federal Court of Appeal and the Court Martial Appeal Court of Canada) and three Regional Directors General are responsible for the proper management of court records, for adequate operation of the litigation processes of the courts and for providing access to these by litigants.

The Branch provides registry services through ten points of access across Canada and has negotiated memoranda of understanding with provincial and territorial bodies for the receipt of court documents and use of courtrooms in eight additional locations. 

The Branch also includes a directorate responsible for conducting all registry performance, innovation and planning activities and in particular for working closely with Information Technology staff to resolve technological problems and develop new systems necessary for registry operations.  As well, this group participates in the review of Registry processes as required by the Deputy Chief Administrator and Registrars, monitors draft service standards across the different offices and provides specialized registry training to operational staff.

Finally, the Registry Services Branch includes a small team of senior experienced staff who exercise the quasi-judicial function of assessment and taxation of costs awarded to parties.

Program Activity: REGISTRY SERVICES

Human Resources (FTEs) and Planned Spending ($ millions)
2011–12		2012–13		2013–14
FTEs	Planned Spending	FTEs	Planned Spending	FTEs	Planned Spending
302	26.8	294	25.7	294	25.7

Program Activity Expected Results	Performance Indicators	Targets
Court files are always accurate and complete	Satisfaction rate of clients and judges is 80% or higher	85% satisfaction rate
	Service standards are met	Service standards met 90% of the time

Planning Highlights

In 2011‑2012, Registry Services will continue to provide efficient and effective services to the judiciary, litigants and the public, ensure access to justice and protect judicial independence.  Emphasis will be placed on maintaining current service levels, and planning for future service improvements when additional resources become available.

As noted earlier, a significant funding pressure relates to costs of hearings which are beyond the control of the Service and have risen due to increases in workload, higher costs of services and legislative changes.  These expenses are highly variable and extremely difficult to manage effectively within fixed reference levels.  To manage this risk, the Branch will monitor all hearings and hearing-related costs to assess any variation in the risk level.

The Registry Services Branch will focus on providing a minimum level of support to the maintenance and development of technological tools such as Court Records Management and E-Filing systems to ensure they meet the baseline needs of the courts and their clients. 

The Branch is committed to providing efficient and effective services and will continue to seek client feedback, monitor Registry performance and improve staff knowledge by streamlining and documenting the registry processes for the different courts.  The Branch will continue to identify internal efficiencies wherever possible, and allocate salary resources to the areas most urgently required to ensure adequate provision of services to the judiciary, litigants and the public.

Benefits for Canadians

The Registry Services Program Activity constitutes the point of access for litigants to enjoy timely and fair access to the litigation processes of the four Courts.  Branch employees perform several functions to ensure that litigants have access to the court records and the litigation processes of these courts across the country: providing services relating to court hearings; informing litigants about rules of practice, court directives and procedures; maintaining court records; acting as liaison between the judiciary, the legal profession and lay litigants; processing documents filed by or issued to litigants; recording all proceedings; and filing documents relating to enforcement of decisions.  The Branch plays a key role in facilitating the public’s access to the courts while preserving judicial independence. 

Judicial Services

Judicial Services provides direct support to all the Justices through the efforts of judicial assistants, law clerks, jurilinguists, chauffeurs and court attendants, and library personnel. The services provided include research, documentation, revision, editing, and linguistic and terminological advice, the object of which is to assist the judges in preparing their judgments and reasons for judgment.

Program Activity: JUDICIAL SERVICES

Human Resources (FTEs) and Planned Spending ($ millions)
2011–12		2012–13		2013–14
FTEs	Planned Spending	FTEs	Planned Spending	FTEs	Planned Spending
188	20.3	186	20.1	186	20.1

Program Activity Expected Results	Performance Indicators	Targets
Judges have the support and resources they require to discharge their judicial functions	Satisfaction rate of judiciary concerning the services they receive is 80% or higher	85% satisfaction rate

Planning Highlights

Judicial Services Branch will continue to review the quality and efficiency of its support to the members of the four courts and the employees of the Service, with special attention to maximizing the efficiency with which increasingly scarce resources are used.  It will review the resources required to effectively support judges and prothonotaries.  However, significant funding pressures across the Service preclude moving forward with many of the projects proposed by the judiciary.

The Branch will continue its review of the Distribution section with a view to streamlining its practices.  It will also implement a translation and posting policy for the Service.  The processes of the Printing and Translation sections will continue to be reviewed to ensure that resources are being used in the most efficient way possible and to ensure timely public access to court decisions.  In this regard, Judicial Services will work closely with Registry employees to ensure that these processes are integral to the development of the planned Courts Records Management System.

Using the Internet and other tools, Judicial Services will continue its efforts to increase awareness of court decisions which have been made available to the public.  The website of the Court Martial Appeal Court of Canada will be migrated to a new platform to provide improved access to the public.  Resource shortages preclude the migration and upgrade of the other court websites at this time.

The Branch will continue to support court committees that enable dialogue between the courts, litigants and the public.  These committees provide a forum for the discussion of possible changes to litigation processes in specific areas and include various bench and bar liaison committees and statutory rules committees.

In order to improve the workplace and support its workforce, the Branch will provide opportunities, internally, to broaden the career development opportunities of its employees.

Benefits for Canadians

The Judicial Service Branch provides direct support to the judges of the four courts including administrative support, library services, legal research, translation and revision services.  This support enables judges to hear and dispose of cases efficiently, which is essential to a well functioning judicial system. The Branch also ensures that the public has timely access to orders and decisions of the courts through its distribution section.  Finally, the Judicial Service Branch, through the staff in the offices of the chief justices, supports the important liaison that exists between the bench and bar as well as the work of the statutory rules committees of the courts.  All of these activities ensure the effective, efficient and timely administration of justice for litigants before the courts supported by the Service and for Canadians the public more generally.

 

Internal Services

Internal Services are groups of related activities and resources that are administered to support the needs of programs and other corporate obligations of an organization. These groups are: Management and Oversight Services; Communications Services; Legal Services; Human Resources Management Services; Financial Management Services; Information Management Services; Information Technology Services; Security Services; Real Property Services; Materiel Services; Acquisition Services; and Travel and Other Administrative Services. Internal Services include those activities and resources that apply across an organization but also play a key role as Court enablers.

The role of Internal Services is to support the mandate of the Courts Administration Service, to provide effective and efficient registry and judicial services to the four federal superior courts of record; services are therefore driven purely by operational requirements. Services that directly support the operation of the courts and registry include technology and systems support, records management, facilities and security for courtrooms and the judiciary, specialized materiel and supplies, and mail services. Many other services provide important indirect support to the functioning of these operations.

Program Activity: INTERNAL SERVICES

Human Resources (FTEs) and Planned Spending ($ millions)
2011–12		2012–13		2013–14
FTEs	Planned Spending	FTEs	Planned Spending	FTEs	Planned Spending
145	18.3	140	16.9	140	17.0

Planning Highlights

To fulfill its overall mandate of enabling the courts to function more effectively and efficiently, the Service must ensure the integrity and security of the federal courts, maintain service and access for the judiciary, clients and the public, and discharge its legislative and ministerial obligations.

In this period of restraint, Internal Services will play a critical role in the efforts of the Service to achieve financial stability while maintaining essential core operations.  Areas of particular concern include physical and information security, courts and registry support systems, information technology and information management. In addition, a lack of capacity makes it increasingly difficult for the Service to meet certain obligations and accountabilities; these include implementing and maintaining new policy and reporting requirements in areas such as government security, information technology, information management, recordkeeping, investment planning, project management, financial reporting and internal control.

To achieve optimal results and maximize efficiency in utilization of resources, Internal Services will continue to expand the application of a risk-based and integrated approach to planning, analysis and implementation as well as allocation of resources.

Investment in People

Human Resources (HR) Services is undertaking initiatives to attract, develop and retain employees for the Service. These include a systematic approach to career development and training, as well as more emphasis on diversity, values and ethics. Work is also continuing on integrating human resources planning with business planning.  In the coming year, CAS is required to implement a new human resources system to replace the current Human Resources Information System (HRIS) that will be decommissioned by PWGSC in 2012.

Security

An adequate level of security is fundamental to the effective functioning of the Courts. Accordingly, Internal Services is working to enhance and standardize security measures across all the Service’s locations in order to protect Members of the Courts, people appearing before them, employees and visitors, as well as assets and facilities. This requires the upgrade of security facilities, screening equipment and training of staff.

The Service will need to identify a source of funding to complete the implementation of security plans by July 2012 if it is to meet the requirements of the Policy on Government Security.  An essential aspect of this work is maintaining an up-to-date integrated security risk management program for all aspects of court operations, including information technology and information management as well as developing business continuity programs and activities.

Information Management and Information Technology (IM/IT)

The IM/IT Division will continue work to improve the information technology infrastructure of the Service, primarily by addressing the deficiencies identified in a recent external threat and risk analysis, and making progress toward compliance with Management of Information Technology Security (MITS) requirements. The Service is also working closely with the judiciary to assess the requirements and costs for implementing the Blueprint for Security of Judicial Information issued by the Canadian Judicial Council.  Investment in IT infrastructure is also urgently needed to maintain the continuity of critical court services in the event of disaster or system failure.

As resources permit, support will be provided for the development and maintenance of technological applications that support improvements to registry and judiciary operations. Priority will be given to the common Court Records Management System and related functions, such as electronic filing of documents and digital audio recording in the courtroom.

Accommodation

A priority for the Service is the planned consolidation of its corporate support functions in the National Capital Region. This would significantly improve the security and efficiency of operations and service to the Courts while generating efficiencies.

Strengthened Internal Management

Internal Services is working to strengthen internal management practices, including planning, evidenced-based decision-making, reporting and accountability.

A key requirement is compliance with the Government’s new Policy on Internal Control, culminating in the signature by the Chief Administrator of a Statement of Management Responsibility. Implementation of the policy during 2011‑12, will require building the necessary capacity within the Financial Management division within Internal Services.

In addition, the Service is also working towards compliance with the Policies on Investment Planning and Project Management with respect to assets and acquired services which come into effect in 2012. The Service is required to have a Treasury Board approved investment plan by that date confirming its delegated authority to conduct projects and acquire services.

In accordance with Treasury Board policies, work will continue on integrating investment planning and project management into management processes. This will standardize the approach, introduce appropriate techniques and provide guidance and training to ensure that projects throughout the Service are delivered on time, on budget and within scope. These and related initiatives will improve the quality and availability of information and result in better informed decisions and more rigorous management of projects.

Benefits for Canadians

Canadians will benefit from these initiatives through their positive impact on the overall effectiveness and efficiency of the federal courts system. The contribution of Internal Services to the fundamental outcome of timely and fair access for the public to the litigation process of the courts is indirect but critical.

Improved services to clients, the judiciary and litigants translate directly into improved services to Canadians and all litigants, given the key role played by the federal courts in Canada’s democratic system and the importance of the issues addressed by the courts.

• Previous Page
• Table of Contents
• Next Page