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Section II - Analysis of Program Activities by Strategic Outcome(s)

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: Judicial Services

Program Activity Descriptions

Judicial Services provides direct support to all the justices through the efforts of judicial assistants, law clerks, jurilinguists, chauffeurs, 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.

Financial Resources ($ millions)

2012-13	2013-14	2014-15
22.0	21.8	21.8

Human Resources (FTEs)

2012-13	2013-14	2014-15
191	191	191

Program Activity Expected Results	Performance Indicators	Targets
Judges have the support and resources they require to discharge their judicial functions.	On a scale of 1 to 5, satisfaction rate of judges of at least 4 with the services they received.	80%

Planning Highlights: Judicial Services

Judicial Services plays a vital role in support of the organization's mandate by offering key services to members of the courts. The program enables them to hear and dispose of cases efficiently, which is essential to the proper functioning of the judicial system. It also ensures that the public has timely access to court orders and decisions, and 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, and more generally, for all Canadians.

 

In 2012-13, the executive legal counsels and senior legal advisors will continue to provide key strategic management and legal advice to the four Chief Justices and other members of the four courts. This includes support and legal advice to court committees that facilitate dialogue between the courts, litigants and the public. These committees provide a forum for discussions on court practices and they issue amendments to court rules. Judicial Services will also continue to support the development of practice guidelines for alternative dispute resolution of Federal Court proceedings involving Aboriginal litigants through the Aboriginal Law Bar Liaison Committee. As part of a broader review of its governance and organizational structure, CAS will also continue to increase its legal support to the four courts.

CAS provides a full range of professional law library services to the four courts. They make available a collection of legal and other work-related materials in electronic and paper formats to meet the immediate and long-term information needs of the judiciary and CAS. In an effort to control the rising cost of all print and electronic publications, CAS will develop a cost containment strategy. This includes the continued review of various electronic information services, as well as the continued review and integration of print library collections in judicial chambers, regional offices and various administrative areas within the organization. In addition, the library will finalize policies and procedures aimed at streamlining library holdings, and work with IT Services on the implementation of a new digital depository to facilitate access to, and the management of electronic publications.

Under their respective legislation, each of the four federal courts is designated as a "superior court of record." Consequently, under current rules, essentially all court records are retained, which means that CAS has accumulated a vast amount of documents from court cases. To improve the efficiency and accessibility of court records, and reduce ongoing storage and management costs, CAS will launch a court records retention and digitization project. In this regard, the main focus in the coming year for Judicial Services will be to establish court records retention and disposition schedules for each court, obtain the agreement of the Chief Justices as well as the formal approval of court rules changes.

On an annual basis, CAS hires more than sixty law clerks to support members of the courts by preparing case summaries, researching questions of law and preparing detailed memoranda on facts and legal issues. This annual hiring process generates applications from upcoming and recent graduates of law schools from across Canada. To streamline this process and reduce the paper burden on both CAS and the applicants, CAS will complete the implementation of a new online application tool for law clerks. This will also facilitate the management of the application and interview process and provide a secure online solution to potential candidates.

Another key strategy for the delivery of judiciary services will be the integration of results with performance. In 2012-13, a survey will be conducted to measure the satisfaction of judges and prothonotaries with CAS' judicial services. Survey results will be used to develop an action plan for future service improvement initiatives. In addition, CAS will review its Performance Measurement Framework. This will include new service standards that will link performance measures and expected results to financial resources and the organization's strategic outcome.

Finally, Judicial Services will continue to publish bilingual court judgments on the four courts' websites. It will also work closely with the Registry and Internal Services to revamp the four court' websites and implement the new Court and Registry Management System (CRMS). This will ensure that CRMS and the four websites meet the needs of the courts.

 

Program Activity: Registry Services

Program Activity Descriptions

The Registry Services processes legal documents and applications for judicial review under the jurisdiction of the Federal Court of Appeal, the Federal Court, the Court Martial Appeal Court of Canada and the Tax Court of Canada. It also ensures proper court records management and adequate operation of the litigation and court access process.

Financial Resources ($ millions)

2012-13	2013-14	2014-15
25.5	25.5	25.6

Human Resources (FTEs)

2012-13	2013-14	2014-15
297	297	297

Program Activity Expected Results	Performance Indicators	Targets
Court files are always accurate and complete.	On a scale of 1 to 5, satisfaction rate of clients and judges of at least 4 with accuracy and completeness of court files	80%

Planning Highlights: Registry Services

Registry services are critical for the efficient and effective delivery of justice by the courts. During the planning period, CAS intends to move forward with initiatives that will improve its services and facilitate timely and fair access to the litigation process of the four courts.

Court operations depend on modern information technology systems to enable the courts and the Registry to manage legal documents and to help the courts to fulfill their legislative mandate as superior courts of record. Critical operational support services provided to the courts by the Registry across Canada include: reception, issuance and processing of legal documents, appeals and applications for judicial review; ensuring the proper management of court records; and providing support to the litigation and court access process.

 

In 2012-13, Registry Services will continue to support the phased implementation of a new Digital Audio Recording System (DARS). Once fully implemented, DARS will improve the conduct of court hearings and reduce court reporting and transcript costs. Resources will also be dedicated to help plan for the acquisition and implementation of a new Court and Registry Management System (CRMS). The new CRMS will replace a suite of obsolete, incompatible and inefficient systems. It will enable the courts and Registry to move to fully integrated use of electronic documents by various means such as electronic filing, electronic scanning and copying as well as digital audio recording. At present, the courts operate in a mixed paper and digital environment; the completed transition will result in improved functionality and substantial savings. The judiciary, as well as users of the courts, including lawyers and federal departments and agencies, are pressing for digitalization to be completed as soon as possible. The CRMS application will include functionality for electronic filing of court documents by litigants and others, handling information and automating workflows in compliance with court rules and procedures, scheduling hearings and courtrooms with all parties involved, transmitting decisions to litigants and legal professionals, and compiling and reporting performance measures and statistics needed for the efficient functioning of the courts. The new CRMS will also build interfaces and information structures tailored to members of the courts that are essential to the eventual introduction of electronically-enabled courtrooms. These projects will be introduced through a phased approach that will begin in 2012-13 and is expected to be completed in 2016-17. To facilitate the transition to new systems and business practices, each court's registry will continue to streamline, document and review all Registry processes. This will help improve the quality of documented procedures and operational training programs.

Another key strategy for the delivery of registry services is the integration of results with performance in support of the organization-wide approach to providing registry services based on requirements of our clientele, and the most efficient allocation and use of resources. This strategic approach will be supported by a national survey of Registry Services' users. The results of the survey will be used to improve the registry services offered by CAS. In addition, CAS will establish a new Performance Measurement Framework that will integrate registry program activities as a component of the Registry's evaluation strategy. This will include new service standards that will link performance measures and expected results to financial resources and the organization's strategic outcome.

While much effort will be spent on replacing the current unsustainable and inadequate system, Registry Services will also continue to ensure the rigorous monitoring of the significant financial risk related to non-discretionary expenses for court hearings. For example, CAS does not control the duration and number of hearings or the length of transcripts or decisions that need to be translated. These non-discretionary expenses are highly variable and extremely difficult to manage within fixed reference levels; and thus add significant financial pressures which compromise the organization's ability to deliver on its priorities.

 

Program Activity: Internal Services

Program Activity Descriptions

Internal Services are groups of related activities and resources that are administered to support the needs of programs and other corporate obligations of the 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; Real Property Services; Materiel Services; Acquisition Services; and Travel and Other Administrative Services. Internal Services include only those activities and resources that apply across the organization and not those provided specifically to a program.

Financial Resources ($ millions)

2012-13	2013-14	2014-15
20.6	18.4	18.3

Human Resources (FTEs)

2012-13	2013-14	2014-15
151	151	151

Planning Highlights: Internal Services

Over the next several years, Internal Services will continue to lead a number of key initiatives aimed at supporting and facilitating the delivery of judicial and registry services through significant investments in security and IM/IT. Efforts to strengthen financial and human resources as well as its project management capacity will also be a key focus for CAS.

Security

CAS has identified security as one of its top priorities for the period of 2012-13 to 2016-17. Proper security is fundamental to the effective functioning of the justice system. In the coming years, CAS will continue to implement elements of its security program. These include: a revised business continuity plan for CAS; new standards for security personnel; new screening equipment; a comprehensive and ongoing security awareness program for members of the courts and CAS employees; a security risk management process; a security officer program; and various upgrades to its facilities. In 2012-13, CAS will also begin implementing a Security Operations and Communications Centre (SOCC). This initiative will create a single-point-of-contact operations and communications centre which will be available 24/7/365. It will provide central monitoring for all CAS security systems. The SOCC will become the national focal point of command, control, communications and intelligence for security services offered to the four courts.

 

CAS will also develop and oversee a harmonized national security program to address evolving requirements and ensure that court security measures across Canada are standardized and consistently applied to achieve their intended results. Regular assessments and compliance reviews will determine whether security measures are working properly, and any necessary corrective actions will be undertaken in a timely manner. Remedial plans have already been developed to address the security gaps identified to date.

Information Management and Information Technology (IM/IT)

A sound IM/IT infrastructure is the foundation for the functionality, reliability and security of court operations and administrative functions. For 2012-13, CAS has identified IM/IT as one of its key priorities and top corporate risks. While the organization has made significant progress and investment in IM/IT in 2011-12, the main focus for the reporting period will be the completion of IT upgrades which include a new data center. The data centre project involves: relocating to a new facility; configuring, migrating, virtualizing and hardening new servers; and installing a new backup and disaster recovery system. With a more robust, reliable and secure IT infrastructure, CAS will be able to support, over the next five years, the implementation of technology-enabled solutions for the judiciary such as the new CRMS, e-filing capability, digital audio recording systems, videoconferencing, e-scanning and e-copying equipment, and an online law clerk
application system.

CAS will upgrade and replace various corporate information systems required for the support of administrative functions such as human resources management, financial management, asset management and information management.

To meet CAS' information management needs and to comply with Treasury Board information management policies, principles, standards and practices, CAS will update its information management framework and implement a new Document Management System. This will enable technological integration with other corporate systems and ensure that digital information can be easily accessed and shared. This will also address recommendations resulting from the Comptroller General audit of electronic records, as well as recommendations resulting from the Management Accountability Framework.

Finance

To ensure its long-term financial viability, Financial Services will work collaboratively with the courts, central agencies and other key partners and stakeholders, to develop a more sustainable funding model. It will also continue to work with other program areas to ensure the rigorous monitoring of the significant financial risk related to non-discretionary expenses, including costs related to hearings. These non-discretionary expenses are highly variable and extremely difficult to manage within fixed reference levels, adding significant financial pressures and limiting the organization's ability to deliver on its priorities. Support will also be provided to the Investment Planning Committee to ensure proper financial reporting and monitoring of the new five-year investment plan.

During the reporting period, CAS will continue the implementation of its policy on internal controls. This will include the documentation of key processes as well as testing, monitoring and remediation. CAS will also upgrade its financial system to keep with the Government's FreeBalance cluster and allow it to take advantage of system enhancements.

 

Human Resources

To ensure CAS has the capacity to meet its obligations and deliver on its priorities, it will continue to invest in its learning, leadership and talent management programs. This will also include the implementation of a mentoring program for its middle managers and the development of a new approach to succession planning. The latter will facilitate the organization's ability to identify, develop and retain the talent necessary to achieve its strategic outcome.

Human Resources will support both the governance and organizational structure reviews by providing services and advice to senior management. In addition, Human Resources (HR) will address the areas for improvements raised in the most recent Public Service Employee Survey.

With support and maintenance services no longer available for the current Human Resources Information System, CAS will ensure the continuity of HR operations by implementing a new HR system.

Investment Plan and Project Management

In 2012-13, CAS will continue to prioritize and move ahead on initiatives that will not only save money but also improve services. To achieve this, CAS will begin the implementation of its five-year Investment Plan for the fiscal years 2012-13 through 2016-17. The implementation of the Investment Plan is a vital step in ensuring the continued effective and efficient provision of services to the courts, their users and the public. It will provide a standardized process for investment decision-making and project management while ensuring that CAS is allocating its scarce resources to investments that provide the most value to the organization.

To ensure CAS delivers on its priorities while adhering to principles of good governance,
stewardship, accountability, sound decision-making and effective planning, CAS will continue to strengthen its project management framework and capacity. This will be accomplished through the full implementation of the new Enterprise Project Management Office which will establish common standards and processes for all its projects, and offer project management training.

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