Evaluation of the Implementation of the Enhanced Prevention Focused Approach in Quebec and Prince Edward Island for the First Nations Child and Family Services Program - Follow-up Report Status Update as of September 30, 2014

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Action Plan Implementation Status Update Report to the Evaluation, Performance Measurement and Review Committee - As of September 30, 2014

ESDPP

Evaluation of the Implementation of the Enhanced Prevention Focused Approach in Quebec and Prince Edward Island for the First Nations Child and Family Services Program
Approval Date: 2014-02-05
Project Recommendations Action Plan Expected
Completion Date
Program Response
1. Headquarters ensure that the expected outcomes and performance measures for the EPFA are clearly distinguished and articulated in the Social Development Performance Measurement Strategy.

1a. Headquarters will develop an annex to the AANDC Social Development Performance Measurement (PM) Strategy at the sub-program level (2.2.4) for Child and Family Services. This annex will clearly articulate details, expectations, expected results and indicators associated with the sub-program's activities, including the EPFA.

1b. Headquarters will return to the EPMRC in April 2014 to seek approval for the sub-program PM Strategy Annex (to be appended to an amended version of the program's PM Strategy) and to table its annual update on the Social Development PM Strategy.

April 2014

Status: Completed – Closed

Update As of 30/06/2014

  1. SPPB completed a condensed version of the 2011 Social Development Performance Measurement Strategy, which includes program-specific annexes. Annex E is specific to the FNCFS sub-program, and provides information on early results, secondary data sources and updates to indicators, which includes EPFA.
  2. SPPB provided its annual update on the 2011 Social Development Performance Measurement Strategy to the Evaluation Performance Measurement and Review Committee April 25, 2014. The condensed version of the 2011 Social Development Performance Measurement Strategy was presented and approved. This product will be updated annually and posted to the internet in August 2014.
AES: Recommend to close- Fully implemented. Closed.

2. Regional staff and Headquarters improve the monitoring and reporting of the EPFA by:

  1. providing guidance and monitoring of the agencies' implementation of a results-based management approach that integrates planning, resources, activities and performance measurements to improve decision making, transparency, and accountability.
  2. ensuring that prevention activities are reported based on the expected outcomes for the EPFA, and that expenditures on prevention activities are tracked and reported.
  1. Recognizing all partners' respective roles and responsibilities, the Department will articulate its views in an accountability framework to clarify roles and responsibilities of tripartite partners including expectations for AANDC funding recipients. As well, AANDC Program officials will continue to work with provincial counterparts on issues of accountability, compliance, oversight and monitoring of on reserve FNCFS agencies as provinces are primarily responsible for the delivery of child and family services regardless of residency.
  2. AANDC will ensure that all expected outcomes for EPFA are reported and expenditures tracked following the launch of Phase 2 of the CFS IMS April 1 2014. Indicators will be analyzed per region, and per agency. This will provide a detailed analysis of investments provided under EPFA and resulting outcomes.
Fall 2015

Status:Underway

Update/Rationale:
As of 30/09/2014:

2a. In Quebec, through Tripartite Table meetings, AANDC has engaged regularly (8 times since April 2014), with its provincial and First Nation partners to provide guidance to agencies. The adoption of Bill 24 includes a multitude of factors that will impact the assessment, accreditation, administration (including human resources and financial administration) of foster families and kinship care placements.  In light of this, AANDC has engaged with all parties to determine new roles and responsibilities to lay the groundwork for gradually building agency capacity to respond to management challenges as service delivery and financial administration issues should not be addressed in isolation.

AANDC will also be discussing roles and responsibilities through the Tripartite Table meetings to update the current Tripartite Accountability Framework as well as introducing elements of a possible Bilateral Accountability Framework with the Province of Quebec including possible joint compliance reviews.

In addition, work is being undertaken as part of the national approach to developing consistent FNCFS program compliance tools that would adopt risk-based analysis and engage willing provincial partners. The region will complete one pilot of National tools at one of the three FNCFS compliance reviews identified for completion in 2014-2015. This collaborative work is also expected to gradually build agency capacity in responding to management challenges as service delivery and financial administration issues should not be addressed in isolation.

As per the tripartite accountability framework, roles and responsibilities are being solidified through agreements. In June 2014, the Province of PEI and Mi'kmaq Confederacy of PEI (MCPEI) signed a new 5-year service agreement from April 1, 2014 to March 31, 2019. The agreement states that the province will continue to provide protection services and bill MCPEI for eligible maintenance expenses as per the AANDC National Manual and authorities, and MCPEI will continue to provide preventative services on reserve as per the Child Protection Act.

2b. AANDC's FNCFS Information Management System has been released in three stages: Release 1 - April 2013, Release 2 - April 2014 and Release 3 - June 2014. The Information Management System supports robust data collection. Agencies are requested to report on prevention activities through this system. Data collection will ensure that detailed analysis of investments provided under EPFA and resulting outcomes are tracked and reported further to key performance indicators set out in the SPPB Performance Measurement Strategy.

AES: Good progress to date. Report back in Q4.
3. Headquarters assess the costing models on a regular basis and revise as appropriate to ensure that they are not outdated.

AANDC will participate in tripartite meetings with provinces and agencies on EPFA implementation, which will include reviewing the costing associated with EPFA. AANDC HQ will also continue to liaise with Regions through monthly conference calls and regular meetings to review financial pressures that may arise during EPFA implementation. These meetings and discussions will allow HQ to determine whether pressures can be addressed and forecast future costing, while also allowing HQ and Regions to develop possible mitigation strategies for arising issues.

March 31, 2015

Status: Underway

Update/Rationale:
As of 30/09/2014:

As stipulated in the caveat of the Management Response Action Plan, AANDC can review costing models under EPFA, but any changes to costing models that result in increased funding will create cost pressures on the program that may not be able to be addressed without seeking external funding sources.

AANDC continues to work with its partners to adjust to changing provincial standards and practices.

For example, monthly conference calls continue to be held between HQ FNCFS program staff and their regional counterparts to discuss arising issues. Quebec Region is also working closely with FNCFS partners in the Province of Quebec to assess the agencies' allocations and gain information needed to support regular review of the costing models. These are then shared with HQ.

Tripartite meetings between AANDC, the province and MCPEI occur semi-annually. The next meeting is scheduled for Fall 2014. Region informs HQ of any financial pressures as needed. All other issues are discussed with HQ on the monthly calls.

AES: Good progress to date. Report in Q1 2015-16.

4. Facilitate the creation of a mentoring network among the FNCFS agencies in order to increase their capacity by providing opportunities for sharing experiences and practical knowledge. AANDC will continue to provide funding for regional tripartite table meetings. AANDC will encourage partners to make use of regional tripartite meetings to encourage networking and sharing experiences and practical knowledge amongst agency representatives. AANDC will also promote other existing networks such as social media that maybe used for this purpose. Use of resources will focus on building agency networks in the regions necessary to positively impact the health and well-being of the child, youth and guardian population, aligned with their respective priorities as identified in their business plans. Fall 2014

Status: Request to close (completed)

Update/Rationale:
As of 30/09/2014:

The last Quebec tripartite roundtable took place from October 21 to 23, 2014. First Nation, provincial and AANDC representatives participated in the meeting which was financially supported by the Department.

AANDC will continue to engage with FNCFS agencies to confirm if other types of networks could be useful to them. Following their input, the FNCFS Program will consult with communications to prioritize options and determine feasibility.

PEI only has one service provider for on-reserve. Opportunities to network with service providers in other jurisdictions are encouraged and facilitated by the AANDC regional office. MCPEI CFS director will be meeting with the Innu CYFS Transition Coordinator in November 2014 to discuss similar service delivery practices.

AES: Good progress to date. Report back in Q4.

 
 
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