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50 Good Questions...

There are many questions that a newly appointed deputy head should ask – probably hundreds over the course of the first few months. Consequently, the list of questions in this document is not intended to be definitive. But the questions touch four important elements of an organization's existence – structure, operations, reporting and audit and evaluation. Asking and answering these questions will lead to other lines of enquiry that are important and relevant to a set of circumstances that will differ for every organization. This will not prevent wrongdoing in an organization. However, it may assist in ensuring that the tools, systems and processes are in place to provide a safe, trusted environment for an organization's management and staff.

Structure

 1. What is the enabling legislation for this organization?
 2. Is there a valid financial delegation instrument from the President of the Treasury Board (TB)?
 3. Are training and processes in place for exercise of financial delegations?
 4. Is there a valid Access to Information and Privacy (ATIP) delegation  instrument from the President of the TB?
 5. Is there a valid staffing delegation instrument from the President of the    Public Service Commission (PSC)?
 6. Is there a TB-approved Program Activity Structure?
 7. Is there a Business Continuity Plan?
 8. Is there a labour-management committee?
 9. Is there a Health and Safety Committee?
 10. Is the organization on all required lists for call letters and advisory emails?
 11. Are there current job-descriptions for all staff?
 12. Is there an up-to-date organization chart that is shared with staff?

Operations

 13. Who are our key partners inside and outside of government?
 14. Who do we depend on to deliver our services?
 15. Who is responsible for audit and evaluation?
 16. Are budgets delegated within the organization?
 17. Are regular budget meetings held?
 18. What is discussed at budget meetings?
 19. What is the protocol for liaison with the Minister's Office?
 20. Who is responsible for liaison with Parliamentary committees?
 21. Who is responsible for ATIP?
 22. Who is responsible for official languages?
 23. Who is responsible for liaison with the TB program analyst?
 24. Who is responsible for liaison with the financial services provider?
 25. Who is responsible for liaison with the compensation and benefits provider?
 26. Who is responsible for liaison with the HR services provider?
 27. Who is responsible for liaison with the accommodation services provider?
 28. Who is responsible for liaison with the security services provider?
 29. Who is responsible for contracting?
 30. Who is responsible for asset management?
 31. What unions have members?
 32. Who are the union representatives?
 33. Are there regular management meetings?
 34. Who is responsible for liaison with the IT services provider?
 35. Who is responsible for records management?
 36. Is there an organizational file structure?
 37. Who is the Employee Assistance Program service provider?
 38. Who is responsible for health and safety? Does the organization have access to library services?
 39. Who is responsible for liaison with the mail room services provider?
 40. Are there any legal actions in progress or pending?
 41. What are the physical security arrangements for the organization's  office?

Reporting

 42. What is the protocol for reporting of wrongdoing?
 43. Who is responsible for annual reports to the PSC?
 44. Who is responsible for annual reports to the Office of the Commissioner of Official Languages?
 45. Who is responsible for annual ATIP reports?
 46. Who is accountable to prepare the Report on Plans and Priorities, the Departmental Performance Report, the Annual Reference Level Update, and the Main Estimates?
 47. Who is accountable to prepare the Public Accounts and Financial Statements?
 48. Who is accountable to prepare the Annual Report to Parliament?

Audit and Evaluation

 49. Is there an audit committee?
 50. Are there outstanding management follow-up actions?

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