Appendix B: Fields and Field Descriptions

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This appendix will outline the data elements in the new reporting standard, with proper detail.

The template on this page describes the fields that provide information on each data element in Appendix B.

Reporting system:

The Reporting system is the centralized portal for input (open.canada.ca).

Award report:

An award report is the report which is generated and uploaded by the department using a template provided by TBS.

Field title

The name of the field as seen in the award report.

Section

The section under which the field can be found in the award report. There are five sections:

  • Project Identification;
  • Recipient Information;
  • Program Information;
  • Project Information; and
  • Other Information.
Populated by

Who is responsible for populating the field within the award report. This can be either:

  • Department, or
  • System (Treasury Board Secretariat).
Input type

How the data is generated and entered into the award report. Options include:

  • Manual (By departmental official)
  • Automatic (by departmental or TBS systems)
Requirement

Whether a field is optional or mandatory for completion in the award report. This can be either:

  • Mandatory: Must be populated in all instances, or
  • Optional: Can be completed, but is not mandatory except in certain instances.
Official languages (O.L.)

Depicts the official languages requirements tied to the field, as well as how translation will need to be pursued. Translation will either be:

  • Automated, generated by the system;
  • Input by departments, but information should be available in both languages; or
  • Input by departments, but will require translation.
Controlled?

Indicates whether the field is populated through a controlled list. Controlled lists allow for filtering on open.canada.ca. See Appendix E – Controlled Lists for further information.

Amendable?

Identifies whether this field can be amended when an amendment is made on a file. See Appendix D – Amendments for details on amendments.

Description

A brief description of the data element. The description box will also include whether the field is "free text" (and the user can input freely), drop-down, or other type of input.

Guidance – population

Will provide guidance on how to populate the field.

Project Identification

  • 1 – Departmental project identifier
    Requirement

    Mandatory Input

    Controlled?

    No. Free text field

    Description

    This field is intended for departmental use, to allow departments to quickly identify reports generated within their own system. Departments use a number that makes sense to the department. This information will be published as part of the report.

  • 2 – System-generated reference number
    Requirement

    Mandatory Input

    Controlled?

    No. Locked systematic input.

    Description

    This field is generated by the TBS reporting system and is an uploading reference number. It contains information as to when the file was uploaded, which department uploaded it, and other pertinent information. This information will be published as part of the report.

  • 3 – Department name
    Requirement

    Mandatory Input

    Controlled?

    Yes. Controlled list by Public Services and Procurement Canada.

    Description

    This field is generated by the reporting system, determining the department name by the email address of the user. There will be a link created for when departmental names change.

  • 4 – Fiscal year
    Requirement

    Mandatory Input

    Controlled?

    No. Locked formatting.

    Description

    This field is populated by departments, and indicates the fiscal year in which the agreement was signed, or the project begins. The Fiscal Year runs from April 01 to March 31. For example, March 1 2016 would fall into fiscal year 2015-16.

  • 5 – Agreement type
    Requirement

    Mandatory Input

    Controlled?

    Yes. Controlled list by Treasury Board of Canada Secretariat.

    Description

    This field is populated by departments, and indicates whether the agreement signed is a Grant, Contribution, or Other Transfer Payment. The controlled list may be viewed in Appendix E of the Guideline, and each of these agreement types are defined in Appendix F of the Guideline.

Recipient information

  • 6 – Recipient type
    Requirement

    Mandatory input

    Controlled?

    Yes – controlled list by Treasury Board of Canada Secretariat.

    Description

    The recipient type assists in the differentiation of who is receiving the money, as it may not be obvious. This field will be split into eight recipient types:

    • For-profit organization
    • Not-for-profit organization and charities
    • Academia and public institutions
    • First nation and tribal council
    • Government
    • International (non-government)
    • Individual or sole proprietorship
    • Other
  • 7 – Recipient business number
    Requirement

    Mandatory input

    Controlled?

    No. Locked formatting.

    Description

    The recipient business number is the GST or 9-digit business number as assigned by the Canada Revenue Agency (CRA). This information can be accessed through the CRA database, and serves to provide a consistent identifier for non-individual, or sole proprietorship entities that are entitled to grant and/or contribution funding.

    The purpose of using the recipient business number is:

    • To provide consistent, accurate identification of recipients.
    • To eliminate duplicate entries, or multiple names for the same organization.
    • To make searching by recipient easier.
    • To assist in identifying that a recipient is a business, or charity, as opposed to an individual.
  • 8 – Recipient legal name
    Requirement

    Mandatory Input

    Controlled?

    No. Free text input.

    Description

    The Recipient Legal Name is meant to complement the existing "Recipient Business Number" field. It is the legal name of the recipient, whether an organization, or individual. This information should be taken from the agreement.

  • 9 – Recipient operating name
    Requirement

    Optional input (with mandatory exceptions)

    Controlled?

    No. Free text field.

    Description

    The recipient operating name is an optional field to be used in the case of organizations that operate under a name that differs from their legal name, or their business number. In cases where a researcher receives funding through a university, this information is populated here. This field is not created to capture the ultimate recipients of grants or contributions, but instead the person receiving funding from the Government of Canada.

  • 10 – Research organization
    Requirement

    Optional input.

    Controlled?

    No. Free text field.

    Description

    The research organization is an optional field with the sole purpose of including information related to the organization that the recipient represents. This field will mostly be used for academia purposes, highlighting organizations that researchers have partnered up with.

  • 11 – Recipient country
    Requirement

    Mandatory input

    Controlled?

    Yes. ISO 3166-1 alpha-2 codes to be used.

    Description

    The recipient country is a mandatory field, which states the country in which the recipient resides as their "home" country.

  • 12 – Recipient province
    Requirement

    Mandatory input

    Controlled?

    Yes. Canadian p/t, 2 letter codes, with "other country" option.

    Description

    The recipient province is a mandatory field which states where within Canada the recipient resides as their "home" province. In cases of foreign recipients, "other country" should be selected.

  • 13 – Recipient city
    Requirement

    Mandatory input

    Controlled?

    No. Free text, but a controlled list from CRA can be consulted, as required.

    Description

    The recipient city is a mandatory field which states which city the recipient operates in. This field can be populated both by cities within Canada, or foreign cities, as the case requires.

  • 14 – Recipient postal code
    Requirement

    Mandatory input

    Controlled?

    No. Locked formatting.

    Description

    The recipient postal code is a mandatory field which serves to identify the specific area in which the recipient operates. In cases where this field cannot be populated (due to a privacy concern), this may be populated with A1A 1A1.

  • 15 – Federal riding
    Requirement

    Mandatory input

    Controlled?

    Yes. Provided by Statistics Canada

    Description

    The federal riding is the federal riding in which the recipient resides.

Program information

  • 16 – Program name
    Requirement

    Mandatory input

    Controlled?

    No. Free text field.

    Description

    Program name, as populated by the department, is the program name, as per Terms and Conditions (Ts and Cs), by which a recipient is funded.

  • 17 – Program purpose
    Requirement

    Mandatory input

    Controlled?

    No. Free text field.

    Description

    The program purpose, as populated by the department, is the purpose by which the program was created, as per Ts and Cs.

Project information

  • 18 – Agreement title
    Requirement

    Mandatory input

    Controlled?

    No. Free text field.

    Description

    Agreement title, as determined by the department, will be the title of the project/agreement for which the recipient is undertaking. In cases where a title cannot be named, this field will be a duplication of the field project number.

  • 19 – Agreement number
    Requirement

    Mandatory input

    Controlled?

    No. Free text field.

    Description

    The agreement number should be the number which is on the agreement, and/or in the departmental Gs and Cs system. This field may be the same as "departmental project identifier", if it is the single number that a department has. Generally, this field should be the agreement number, or the Gs and Cs system number.

  • 20 – Agreement value
    Requirement

    Mandatory input

    Controlled?

    No. Free text field.

    Description

    The agreement value is the dollar amount as signed in the grant or contribution agreement with the recipient. This field should be populated with a monetary value in Canadian dollars (CAD).

  • 21 – Foreign currency type (if applicable)
    Requirement

    Optional input. Mandatory if funding awarded in foreign currency.

    Controlled?

    Yes. Controlled ISO 4217 list of foreign currencies.

    Description

    The foreign currency type is a selection if a recipient is paid in a currency that differs from cad. This field is the selection of the type of foreign current (e.g. USD, AUD, GBP). This field is mandatory if the obligation of the agreement is awarded in foreign currency.

  • 22 – Foreign currency value (if applicable)
    Requirement

    Optional input. Mandatory if funding awarded in foreign currency.

    Controlled?

    No. Not possible: free text.

    Description

    The foreign currency value is the amount as signed in the grant or contribution agreement with the recipient. This field should be populated with a monetary value in the foreign currency. This field is mandatory in the case that the obligation of the agreement is awarded in a foreign currency.

  • 23 – Agreement start date
    Requirement

    Mandatory input

    Controlled?

    No. Locked format.

    Description

    The projected agreement start date is the assumed start of the agreement, or when the project is supposed to begin, as captured in the initial agreement.

  • 24 – Projected agreement end date
    Requirement

    Mandatory input

    Controlled?

    No. Locked format.

    Description

    The projected agreement end date is the assumed end of the agreement, or when the project is supposed to end, as captured in the initial agreement.

  • 25 – Coverage
    Requirement

    Optional input

    Controlled?

    No.

    Description

    The coverage is intended to provide information as to where the benefit of the project/agreement accrues. Departments should populate this with any information they have available.

  • 26 – Description
    Requirement

    Mandatory input

    Controlled?

    No. Free text field.

    Description

    The description is the basis on which the recipient received funding. It should provide a brief, yet accurate description of what it is the recipient is undertaking.

  • 27 – NAICS identifier
    Requirement

    Optional input.

    Controlled?

    Yes. Controlled list by statscan. Free text field.

    Description

    The North American Industry Classification System (NAICS) is an economic classification system, combining lists of Canada, Mexico, and the United States. They are economic classifications by industry, breaking down industry by sectors, sub-sectors, industry groups, and industries.

  • 28 – Expected results / intended outcome
    Requirement

    Mandatory input

    Controlled?

    No.

    Description

    The expected results, or intended outcome, is the assumed result or outcomes of project completion. It should be populated in accordance with the project that the recipient is undertaking, or as per the program under which it is funded. This field will attempt to explain "why" the project is being undertaken, and what the final results should be.

Program information

  • 29 – Additional information
    Requirement

    Optional input

    Controlled?

    No

    Description

    The additional information is information that departments are required to input given the guidance instructions for exceptions, but is not captured in any of the aforementioned fields. It may contain information such as "additional funding departments", "funding through a third party", "ministerial announcement", "research fields", "joint funding", "collaborators, partners", "keywords", "belated reporting", "novation agreements", "terminations", "repayability".

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