Table of Contents
1. Executive Summary
Canada has a longstanding commitment to openness and accountability as a cornerstone of a strong, modern democracy. From the passing of access to information legislation over 30 years ago to current open government and proactive disclosure activities, the Government of Canada has worked to ensure transparency on federal operations to enable Canadians to hold their government accountable. The commitments included in Canada's Action Plan on Open Government 2014- will further progress on the delivery of transparent and accountable programs and services focused on the needs of Canadians.
The proactive release of data and information is the starting point for all other open government activity. Accordingly, the Government of Canada has firmly established an "open by default" position in its mandatory policy framework by issuing the Directive on Open Government.
The Parole Board of Canada (PBC) constantly strives to contribute to the Government of Canada's outcome of a safe and secure Canada and contributes to this outcome by making quality conditional release and record suspension decisions and clemency recommendations that result in the safe reintegration of offenders in the community.
In making conditional release and record suspension decisions, as well as clemency recommendations, the Board's primary objective is the long-term protection of society. In rendering its decisions, the PBC is autonomous and independent. However, its decisions are open and transparent to the public by virtue of its legislation and policies.
The main priority of the Board with respect to Open Government is to continue making decisions as transparent as possible and sharing information in an open and transparent manner, while ensuring that the information shared is not detrimental to the Board's protection of society mandate. Therefore, great care must be taken in selecting what information and/or data can be shared and what should be held for the safety of the Canadian public.
The Open Government Implementation Plan (OGIP) and its updates will be published according to the following schedule:
- OGIP:
- Year 2 update:
- Year 3 update:
- Year 4 update:
2. Approvals
Eric Mc Mullen
Information Management Senior Official
Director, Corporate Services
Parole Board of Canada
Date
Talal Dakalbab
Executive Director General
Parole Board of Canada
Date
Harvey Cenaiko
Chairperson
Parole Board of Canada
Date
3. Purpose
This document describes the PBC's plan to complete activities and deliverables aligned to the requirements of the Directive on Open Government, in order to achieve full compliance by the implementation deadline.
The objective of the Directive is to maximize the release of government information and data of business value to support transparency, accountability, citizen engagement, and socio-economic benefits through reuse, subject to applicable restrictions associated with privacy, confidentiality, and security (Directive on Open Government, Section 5.1).
The expected results of the Directive on Open Government (Section 5.2) are that Canadians are able to find and use Government of Canada information and data:
- to support accountability;
- to facilitate value-added analysis;
- to drive socio-economic benefits through reuse; and,
- to support meaningful engagement with their government.
4. Context
Mandate
The Parole Board of Canada (PBC) is an agency within the Portfolio of Public Safety Canada which also includes the Royal Canadian Mounted Police (RCMP), the Canadian Security Intelligence Service (CSIS), the Canada Border Services Agency (CBSA) and the Correctional Service of Canada (CSC).
The Board is an independent administrative tribunal that has exclusive authority under the Corrections and Conditional Release Act to grant, deny, cancel, terminate or revoke day parole and full parole. The PBC may also order certain offenders to be held in prison until the end of their sentence. This is called detention during the period of statutory release. In addition, the Board makes conditional release decisions for offenders in provinces and territories that do not have their own parole boards. Only the provinces of Ontario and Quebec have their own parole boards that have authority to grant releases to offenders serving less than two years in prison.
The Board is also responsible for making decisions to order, refuse to order and revoke record suspensions under the Criminal Records Act and the Criminal Code of Canada. A record suspension is a formal attempt to remove the stigma of a criminal record for people who, having been convicted of an offence, have satisfied the sentence and remained crime free. The Board also makes recommendations for the exercise of clemency through the Royal Prerogative of Mercy.
The Parole Board of Canada (PBC) is headed by a Chairperson who reports to Parliament, through the Minister of Public Safety Canada. The Minister, however, does not have statutory authority to give direction to the Chairperson or other members of the PBC in the exercise of their decision-making powers regarding the conditional release of offenders. This structure helps to ensure the PBC's impartiality and the integrity of the parole decision making process.
Outcomes of the PBC daily work can be found in the annual Performance Monitoring Reports. The report provides performance results and statistical information for the past five years on parole and other conditional release programs.
Regional Distribution
The Board has approximately 425 staff serving 10 provinces and three territories as well as between 80-90 full-and part-time Board members.
The PBC's national office is located in Ottawa and there are five regions in six offices:
- Atlantic Region: Moncton (New Brunswick)
- Quebec Region: Montreal (Quebec)
- Ontario/Nunavut Region: Kingston (Ontario/Nunavut)
- Prairie Region: Saskatoon (Saskatchewan) and Edmonton (Alberta)
- Pacific Region: Abbotsford (British Columbia)
- The Appeal Division of the Board is also located in the national office.
Vision Statement
As an independent administrative tribunal, the Parole Board of Canada contributes to making communities safer.
Mission Statement
The Parole Board of Canada, as part of the criminal justice system, makes independent, quality conditional release and record suspension decisions and clemency recommendations, in an open and accountable manner, while respecting the rights and dignity of both offenders and victims, in accordance with its statutory responsibilities and authorities.
Values
Respect - We respect the inherent potential and rights of all members of society.
Openness, Integrity, and Accountability - We are committed to openness, integrity and accountability in the execution of our mandate.
Excellence - We achieve the Parole Board of Canada's Mission through the contributions of qualified individuals working in a continuous learning environment.
Technological Environment
Since , PBC has been involved in a partnership with Correctional Service Canada (CSC) for IT-related services, ranging from compliance, support, procurement, and program management.
Thus, CSC maintains PBC's information databases for both program-oriented and internal services business activities.
CSC also hosts PBC's shared drives and intranet Website where unstructured information is stored and posted.
5. Outcomes
The main outcomes that the PBC is expecting from implementing the Directive on Open Government are the following:
- Supporting accountability by increasing the transparency of the PBC's decisions and decision-making processes, which constitutes one of the main pillars of the PBC's Program Alignment Architecture P 1.2 Conditional Release Openness and Accountability);
- Optimizing the value and reusability of the institution's data and information;
- Optimizing the protection of the institution's data and information through increased awareness of ownership, privacy, confidentiality, and security considerations; and
- Facilitating information and data gathering for researchers in the fields of criminology, psychology, philosophy, law-enforcement, sociology, etc.
6. Governance Structures and Decision Processes
The following sub-sections describe the governance structures and decision processes that support open government and how those responsibilities are delegated and fulfilled within the institution.
6.1 Roles and Responsibilities – Deputy Head and Information Management Senior Official
The governance of the PBC's Open Government Implementation Plan (OGIP) is informed by the responsibilities identified for the Information Management Senior Official (IMSO) and Deputy Head (DH) in sections 6 (Requirements), 7 (Monitoring and Reporting Requirements), and 8 (Consequences) of the Directive on Open Government.
The responsibilities of the Chairperson (PBC's Deputy Head), The Executive Director General, the IMSO, and the Information Management IM Specialist with respect to the Open Government Directive are as follows:
Chairperson of the Parole Board of Canada (PBC):
- Designates the Information Management Senior Official (IMSO) to meet requirements under Section 6 of the Directive on Open Government;
- Approves the initial Open Government Implementation Plan (OGIP) and subsequent annual updates
Executive Director General (EDG):
- Provides feedback and pre-approval of the Open Government Implementation Plan (OGIP) and its subsequent annual updates prior to submission to the Chairperson for final approval.
The Information Management Senior Official (IMSO):
- As stated in Section 6.4 of the Directive on Open Government, is responsible for developing, posting to the designated website, implementing, and annually updating a departmental Open Government Implementation Plan (OGIP) as outlined in Appendix C.
IM Specialist (IM Manager or other designated IM Specialist):
- Drafts the initial Open Government Implementation Plan (OGIP);
- Ensures that all milestones and deliverables (data and information inventories, release protocols, removal of access restrictions) are met toward full compliance with the Directive;
- Participates in consultation sessions where necessary.
Planning:
Drafting the departmental Open Government Implementation Plan (OGIP), approving the plan and submitting it to the TBS Open Government Portal.
Figure 1 - Text version
- IM Specialist presents final plan to IMSO for review before being presented to the EDG.
- Information Management Senior Official (IMSO) presents final plan to Executive Director General (EDG) for pre-approval before being presented to the Chairperson (PBC Deputy Head) for final approval.
- IMSO and EDG present OGIP for final approval to the Chairperson.
- Chairperson approves PBC's OGIP and sends the signed plan to the EDG.
- EDG sends the approved plan to the IMSO.
- IMSO sends final plan and signature page to the IM Specialist.
IM Specialist uploads approved OGIP onto the TBS Open Government Portal.
Evaluation:
Monitoring performance against the OGIP annually, and ensuring that the Chairperson reports gaps in compliance to TBS.
Figure 2 - Text version
- IM Specialist presents annual OGIP updates to IMSO for review before being presented to the EDG.
- Information Management Senior Official (IMSO) presents annual updates to Executive Director General (EDG) for pre-approval before being presented to the Chairperson (PBC Deputy Head) for final approval.
- IMSO and EDG present OGIP annual updates for final approval to the Chairperson. Any gaps must be reported to TBS.
- Chairperson approves PBC's OGIP annual updates and sends the signed plans to the EDG. Reports any gaps to TBS.
- EDG sends the approved annual updates to the IMSO.
- IMSO sends approved OGIP annual updates and signature pages to IM Specialist.
IM Specialist uploads approved OGIP annual updates onto the TBS Open Government Portal.
6.2 Roles and Responsibilities – Key Stakeholders
The roles and responsibilities for key stakeholders as they relate to the Open Government Implementation Plan (OGIP) are as follows:
IM Committee or Open Government Steering Committee:
- Oversees the governance of the Open Government Implementation Plan (OGIP) at the PBC.
PBC Data owners:
- Contribute to the data inventory and data release plan as subject matter experts.
PBC Offices of Primary Interest (OPIs):
- Provide feedback on information and data related to their own area of expertise.
PBC Stakeholders:
- Are not necessarily data owners or OPIs, but may be called upon to participate in consultations regarding certain milestones and deliverables of the Open Government Implementation Plan (OGIP) as subject matter experts.
CSC-IT Resources:
- As part of the Master Service Agreement on IT Services between PBC and Correctional Service Canada (CSC), resources from various areas in Information Technology (database administrators, application developers, IT Security Specialists, etc.) assist PBC to ensure it meets the requirements of the Open Data aspect of the Directive.
Access to information and privacy (ATIP) Team Lead:
- Participates in discussions including providing support and guidance on criteria for release of information and data.
Contracting Advisor:
- Where applicable, ensures that the Directive on Open Government is integrated in PBC procurement processes.
Communications Advisor:
- Develops a communication plan on the Open Government initiative in collaboration with the IM Specialist.
Public Affairs Division:
- Coordinates responses to public inquiries related to PBC's published data and information.
6.3 Communication, Awareness, and Engagement
A communication plan has not yet been developed for the Open Government Implementation Plan (OGIP).
Starting in Year 2, a communication plan will be developed to provide more background on the requirements of the Directive on Open Government to all PBC employees, including specific roles and responsibilities.
An awareness and engagement strategy will follow in Year 3.
7. Planning Tables
Planning Table A: Directive on Open Government Requirements
Planning assumptions:
- An IM Specialist x 1 FTE is included in the resources unless otherwise specified
- CSC-IT resources fall under the Master Service Agreement between PBC and CSC for IT Services
| Reference | Compliance Requirement | Deliverables / Milestones | Lead | Activities | Start Date | End Date | Resources (Human and Financial) |
Status |
|---|---|---|---|---|---|---|---|---|
| DOG 6.1 | Maximizing the release of Government of Canada data and information under an open and unrestrictive licence designated by the Treasury Board of Canada Secretariat |
6.1.1 PBC's Data Release Plan |
IMSO |
|
|
Not started Dependent on the completion of Deliverable/Milestone 6.3.3 |
||
|
6.1.2 PBC's Information Release Plan |
IMSO |
|
|
Not started Dependent on the completion of Deliverable/Milestone 6.3.4 |
||||
| DOG 6.2 | Ensuring that open data and open information is released in accessible and reusable formats via Government of Canada websites and services designated by the TBS |
6.2.1 Listing of accessible and reusable formats (for data and information) to be used at PBC |
IMSO |
|
|
Not started Dependent on the completion of Deliverable/Milestone 6.3.3 & 6.3.4 |
||
|
6.2.2 Conversion process(es) for data identified for release whose native format is not accessible and reusable |
IMSO |
|
|
Not started Dependent on the completion of Deliverable/Milestone 6.2.1 |
||||
|
6.2.3 Conversion process(es) for information identified for release whose native format is not accessible and reusable |
IMSO |
|
|
Not started Dependent on the completion of Deliverable/Milestone 6.2.1 |
||||
|
6.2.4 Release process to support the publication of PBC's data |
IMSO |
|
|
Not started Dependent on the completion of Deliverable/Milestone 6.1.1 |
||||
|
6.2.5 Release process to support the publication of PBC's information |
IMSO |
|
|
Not started Dependent on the completion of Deliverable/Milestone 6.1.2 |
||||
| DOG 6.3 | Establishing and maintaining comprehensive inventories of data and information resources of business value held by the department to determine their eligibility and priority, and to plan for their effective release |
6.3.1 Methodology for establishing a data inventory |
IMSO |
|
In Progress |
|||
|
6.3.2 Methodology for establishing an information inventory |
IMSO |
|
|
Not started |
||||
|
6.3.3 Data inventory (detailed, itemized list(s) that describe the volume, scope and complexity of the data held by PBC |
IMSO |
|
|
Not started |
||||
|
6.3.4 Information inventory (detailed, itemized list(s) that describe the volume, scope and complexity of the information held by PBC) |
IMSO |
|
|
Not started Dependent on the completion of Deliverable/Milestone 6.3.2 |
||||
|
6.3.5 Renewal process(es) to maintain the currency of PBC's data inventory |
IMSO |
|
Not started Dependent on the completion of Deliverable/Milestone 6.3.3 |
|||||
|
6.3.6 Renewal process(es) to maintain the currency of PBC's information inventory |
IMSO |
|
Not started Dependent on the completion of Deliverable/Milestone 6.3.4 |
|||||
|
6.3.7 Assets included in the data inventory are evaluated to determine their eligibility and priority for release |
IMSO |
|
|
Not started Dependent on the completion of Deliverable/Milestone 6.3.3 |
||||
|
6.3.8 Assets included in the information inventory are evaluated to determine their eligibility and priority for release |
IMSO |
|
|
Not started Dependent on the completion of Deliverable/Milestone 6.3.4 |
||||
| DOG 6.4 | Developing, posting to the designated website, implementing, and annually updating a departmental Open Government Implementation Plan (OGIP) |
6.4.1 Governance structures are in place to oversee the implementation of PBC's OGIP |
IMSO |
|
|
Not started Dependent on the completion of Deliverable/Milestone 6.4.2 |
||
|
6.4.2 PBC's Open Government Implementation Plan (OGIP) is completed |
IMSO |
|
|
Completed |
||||
|
6.4.3 Signatures in section 2 (Approvals) of PBC's OGIP |
IMSO |
|
|
Completed |
||||
|
6.4.4 PBC's OGIP is staffed and funded |
IMSO |
|
Not started Dependent on the completion of Deliverable/Milestone 6.4.2 |
|||||
|
6.4.5 Monitoring and reporting processes for assessing progress and maintaining the currency of the PBC's OGIP |
IMSO |
|
|
Not started Dependent on the completion of Deliverable/Milestone 7.1.1 & 7.1.2 |
||||
|
6.4.6 PBC's first annual update to the OGIP |
IMSO |
|
|
Not started |
||||
|
6.4.7 PBC's second annual update to the OGIP |
IMSO |
|
|
Not started |
||||
|
6.4.8 PBC's third annual update to the OGIP |
IMSO |
|
|
Not started |
||||
|
6.4.9 PBC's fourth annual update to the OGIP |
IMSO |
|
|
Not started |
||||
| DOG 6.5 | Maximizing the removal of access restrictions on departmental information resources of enduring value prior to transfer to Library and Archives Canada. |
6.5.1 Methodology for the removal of access restrictions from data and information resources of enduring value prior to their transfer to the LAC |
IMSO |
|
|
Not started Dependent on the completion of Deliverable/Milestone 6.3.3 |
||
|
6.5.2 Methodology for the removal of access restrictions from data and information resources of enduring value prior to their transfer to the LAC is integrated into PBC's disposition plans and procedures. |
IMSO |
|
Not started Dependent on the completion of Deliverable/Milestone 6.5.1 |
|||||
| DOG 6.6 | Ensuring that open government requirements in sections 6.1 to 6.5 of this directive are integrated in any new plans for procuring, developing, or modernizing departmental information applications, systems, or solutions in support of the delivery of programs and services |
6.6.1 Governance structures are in place to ensure that the requirements of the Directive on Open Government are integrated into any new plans for procuring, developing, or modernizing departmental information applications, systems, or solutions |
IMSO |
|
|
Not started |
||
|
6.6.2 Directive on Open Government requirements are integrated into PBC's procurement process(es) for information applications, systems, and solutions |
IMSO |
|
|
Not started Dependent on the completion of Deliverable/Milestone 6.6.1 |
||||
|
6.6.3 Directive on Open Government requirements are integrated into PBC's development process(es) for information applications, systems, and solutions |
IMSO |
|
|
Not started Dependent on the completion of Deliverable/Milestone 6.6.1 |
||||
|
6.6.4 Directive on Open Government requirements are integrated into PBC's modernizing process(es) for information applications, systems, and solutions |
IMSO |
|
|
Not started Dependent on the completion of Deliverable/Milestone 6.6.1 |
||||
| DOG 7.1 | Departmental information management senior officials, as designated by the deputy heads, are responsible for overseeing the implementation and monitoring of this directive in their department. |
7.1.1 Performance framework for the monitoring of PBC's progress against the activities and deliverables / milestones in the OGIP |
IMSO |
|
|
Not started Dependent on the completion of Deliverable/Milestone 6.4.2 |
||
|
7.1.2 Progress against the activities and deliverables / milestones in the OGIP is regularly reported to the governance structures in place to oversee the implementation |
IMSO |
|
|
Not started Dependent on the completion of Deliverable/Milestone 6.4.1 |
||||
|
7.1.3 Performance framework for the monitoring of PBC's ongoing compliance to the requirements of the Directive |
IMSO |
|
|
Not started |
||||
|
7.1.4 Process to ensure significant difficulties, gaps in performance, or compliance issues are reported to the Deputy Head (DH) |
IMSO |
|
|
Not started Dependent on the completion of Deliverable/Milestone 6.4.5 |