Performance Assurance

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Management Action
Plan (Map)

Native Counselling
Services of Alberta

March 2006

 

Recommendation 1: To ensure the Agreement operates more efficiently, CSC and the NCSA should enhance the current identification and recruitment processes through a formal review mechanism of all cases and a formal referral protocol.

Action

What action has/will be taken to address this recommendation?

  • The new Agreement has been drafted to address this recommendation. The draft has been developed based on the Section 81 Standard used in Prairie Region through consultations with and prior to submission to the Commissioner and Minister reviewed by:
    • RDC Marc Arthur Hyppolite
    • ADC-Ops Paul Urmson
    • ADC-CS Tim Leis
    • NHQ Comptroller's Branch Robert Riel
    • NHQ Legal Michel Laprade
    • NHQ Legal Suzanne Landry
    • NHQ Comptroller's Branch Jean Grenier
    • NHQ Evaluation Mark Nafekh
    • NHQ DG -Aboriginal Initiatives Lisa Allgaier
    • RHQ RA -Aboriginal Initiatives Lawrence Burnouf
    • RHQ Finance Bentley Livingstone
    • RHQ RA- Programs /Reintegration
    • NCSA Chief Executive Officer (CEO)Allen Benson
    • NCSA Director Operations (DOps) Randy Sloan
    • NCSA Finance Ian Thompson
    • Edmonton District Associate Dist. Director Dave Chapman
  • When the Agreement is signed, under the direction of the Deputy Commissioner, the RA-AI will develop the New Protocol and Procedures document in conjunction with the NCSA DOps and SDHC Executive Director and in consultation with the ADC-OPs, NCSA CEO and Edmonton District Parole, Regional Transfer Officer, Regional Administrator Reintegration/Programs, RHQ Finance, NHQ Legal and the Comptroller branch.
  • Prairie Region has developed a Section 81 Standard for both the Agreement and the Protocols and Procedures document, based on what was used in the renewed Ochi-Chak-Ko-Sipi Healing Lodge (signed February 2006) and Prince Albert Grand Council Healing Lodge (signed by the Minister, March 2006).

Approach

How does this approach address the recommendation?

  • The Protocols and Procedures document will clearly outline the inmate and offender transfer process. The Protocols and Procedures document will also be reviewed and updated annually or as required, in the event of significant changes such as a change in signatories. This review will be take place through a joint review process between NCSA and CSC Prairies as further outlined below.
  • The National Healing Lodge Action Plan will inform the current S.81 identification and recruitment process as specified in CD 710-2 “Transfer of Offenders” and SOP 700-15 “Transfer of Offenders". Until the National HL Plan is implemented, transfer and recruitment processes will be addressed via the Protocol document.

Accountability

Who is responsible for implementing the action stated above?

  • The Draft Agreement has been reviewed by the following NHQ sectors: Comptroller, Legal, Aboriginal Initiatives, Performance Assurance, Evaluation, and by RHQ PRA Deputy Commissioner, ADC-Ops, RA-AI, Finance, NCSA's CEO, Director of Operations, and Finance.
  • The RA-AI Prairies is responsible for ensuring the Draft Agreement is completed and that all Parties have been consulted, and that it has been submitted to DC and NCSA CEO for signature, accompanied by Briefing Notes for submission to the Commissioner and the Minister.
  • The RA-AI is responsible for ensuring the Protocols and Procedures document is revised to reflect Evaluation recommendations and the new signed Agreement, in consultation with NCSA DOps, Assistant Commissioner Performance Assurance (ACPA) and others as outlined above. It will then be submitted to NCSA's CEO for signature, then forwarded for the RDC's signature. The new Agreement states that this document is to be reviewed annually, or as agreed upon by both parties, or if a change in signatories occurs, it will be monitored by the RA-AI.

Timeline for implementation

When will action be completed to fully address the recommendation, and what has been completed to date?

  • The final review process of the New Draft Agreement has been completed to ensure issues raised, by the Parties consulted and the Evaluation recommendations, are addressed or will be addressed through the MAP and a Protocols document to be completed once a new Agreement is signed. A copy of the new Agreement has been sent to the NCSA CEO for signature. The New Agreement and Appendices were sent from the RDC to the Commissioner the week of March 20th, and from there, will be forwarded to the Minister's office for sign off prior to the expiration of the current agreement (May 16, 2006). The Operational Protocol document will be drafted and finalized within 60 days after the signing of the new Agreement.
  • CD 710-2 “Transfer of Offenders” will be implemented April 10, 2006.

Reference NOTE:

NSCA Main Agreement March 2006

Appendix C March 2006

OPERATIONAL PROTOCOLS

  1. The Parties agree that NCSA and the Deputy Commissioner, Prairie Region may enter into operational protocols, not inconsistent with this Agreement, with respect to administrative and operational matters arising during the term of the Agreement. The operational protocol document will be reviewed and updated annually or as required due to a change in signatories.

A. INMATE/OFFENDER RECRUITMENT

  1. Intake procedures require contact with the prospective inmate / offender and must include screening, assessment, and evaluation of the appropriateness of the offender coming to live in the NCSA Healing Centers. These activities must be undertaken by any or all Healing Centre staff directly.

Recommendation 2: CSC and the NCSA should review the current per diem to ascertain its precision and explore the option of a specific per diem for each status type for candidates housed at the Centre.

Action

What action has/will be taken to address this recommendation?

  • CSC and the NCSA will review CSC's current staffing ratios for inmates, offenders on Statutory Release with Residency (SRR) and offenders with Long Term Supervision Orders (LTSOs) to develop an appropriate deployment model for the Healing Centre based on CSC's Security Branch-Security Operations and Procedures deployment models. The NCSA will then amend their current operational adjustment policy to ensure a specific staff-to-resident ratio based on resident status type. An inmate per-diem, specified in the new Agreement, will reflect the established ratios.

Approach

How does this approach address the recommendation?

  • The new per-diems for SRR and LTSO residents will be commensurate with the supervision requirements for residents of the various status types. Specifically:
    1. The new funding structure for residents on inmate status will reflect the staff-to-inmate ratios developed based on the deployment model.
    2. The new per diems for SRRs and LTSOs reflect the standard supervision expectations for this demographic of the offender population, as specified in SOP 700-21 “Long Term Supervision Orders". SOP 700-21 will be referenced for details in this regard, in the Agreement and the Protocols and Procedures.

Accountability

Who is responsible for implementing the action stated above?

  • NCSA is willing to amend their current operational adjustment policy to ensure a specific staff to resident ratio, which will ensure risk management is appropriately and dynamically addressed in a consistent manner. CSC and NCSA are to review the staffing ratios to develop an appropriate deployment model for the Centre based on CSC's Security Operations and Procedures models.

Timeline for implementation

When will action be completed to fully address the recommendation?

  • The RHQ Prairies will commence consultation with the Security Branch to review and establish an appropriate deployment model within 60 days of the signing of the new Agreement. CSC and NCSA are to review the staffing ratios. An inmate per diem will reflect the established ratio.

Reference NOTE:

NCSA Appendix G March 2006

  1. STAN DANIELS HEALING CENTRE
    1. A daily rate of $xx1 per bed used for first 55 Beds, and $xx1 for remaining 18 Beds occupied by residents at the Healing Center up to a maximum of 73 beds per day averaged on a yearly basis (Refer to Schedule 1).
    2. A daily rate of $xx1 will be applied for those offenders identified by CSC as SRR and LTSO. NSCA will invoice $xx1 as an overall supplement to the $xx1 daily rate of the first 55 beds noted in paragraph 4 (a).
    3. In those cases where NCSA retains responsibility for the preparation of post suspension reports and penitentiary placement reports, NCSA will bill CSC for xx1.
      1: Access to Information Act. Sect. 20(1)(b) and 20(1)(c)
  2. CUNNINGHAM PLACE
    1. A daily rate of $114.42 for first 06 Beds and $18.92 for remaining 04 Beds occupied by residents at the Cunningham Healing Residence up to a maximum of 10 beds per day averaged on a yearly basis; (Refer to Schedule 5)
    2. The day of admission will be paid, however the day of departure will be excluded from payment. If an offender voluntarily leaves the facility prior to the planned date of departure, the contractor will be paid for the day of departure of that offender.

Recommendation 3: The Section 81 Agreement between CSC and the NCSA should be amended to further clarify roles, responsibility and accountability with regards to reporting procedures and the financial administration of the Agreement.

Action

What action has/will be taken to address this recommendation?

  • The clarification of roles and responsibilities with regards to the financial administration of the Agreement has been addressed in the new draft Agreement.

Approach

How does this approach address the recommendation?

  • Further to the Agreement which outlines the reporting procedures and financial administration, the new Protocols and Procedures document will provide an enhanced level of clarity with regards to roles and responsibilities, as they pertain to reporting procedures identified in the evaluation report. They will be incorporated into the Protocols and Procedures document.
  • The Protocol and Procedures will be reviewed by the necessary sectors of CSC and NCSA as part of the consultation process, to further clarify the roles and responsibilities as they pertain to issues identified in the evaluation report and operational procedures.

Accountability

Who is responsible for implementing the action stated above?

  • The RDC PRA is responsible for the Protocol and Procedures document as signing authority. The ADC-Ops and the RA-AI PRA will work with NCSA representatives to ensure the above actions are implemented.

Timeline for implementation

When will action be completed to fully address the recommendation?

  • The Protocol and Procedures document will be drafted and finalized within 60 days after the new Agreement is signed by the Minister.

Reference NOTE:

NCSA Main Agreement March 2006

MANAGEMENT OF THIS AGREEMENT

  1. Overall management of this agreement within CSC shall be the responsibility of the Deputy Commissioner, CSC Prairie Region, or his/her delegate. Responsibility for the management of ongoing operational issues within CSC which shall be the responsibility of the CSC District Director, Alberta North West Territories District Parole.
  2. A Joint Committee shall be convened for the overall management of this Agreement. The Committee shall consist of the Deputy Commissioner; the Chief Executive Officer of NCSA; the Director of the Healing Centre, and other representatives as requested by the Parties. The Chair will rotate between NCSA representatives and the CSC representatives. The Committee will meet at a minimum of once annually, or as requested by either Party.
  3. In April following this Agreement's second anniversary and every two years thereafter, or at such other times as may be mutually agreed upon, CSC and NCSA shall co-operate in a joint management review of the Agreement for the purpose of maximizing its benefits to offenders and of facilitating its efficient administration. The review will concentrate on the following three areas, Finance, Security and Case Management. The review will use criteria that have been agreed upon by the Parties to this Agreement at the beginning of the review period.

OPERATIONAL PROTOCOLS

  1. The Parties agree that NCSA and the Deputy Commissioner, Prairie Region may enter into operational protocols, not inconsistent with this Agreement, with respect to administrative and operational matters arising during the term of the Agreement. The operational protocol document will be reviewed and updated annually or as required due to a change in signatories.
NCSA Appendix G March 2006

FINANCIAL ADMINISTRATION ACT

  1. This Agreement will be reviewed through a joint committee as outlined in paragraph 14 which will include a financial review.
  2. Regardless of any provision contained herein, this Agreement is subject to the amended provisions of the Financial Administration Act (R.S.C. 1985, c. F-11) including section 40 of the FAC

Recommendation 4: A standard annual joint review report should be produced by CSC and NCSA in order to facilitate the early identification of issues regarding the Agreement.

Action

What action has/will be taken to address this recommendation?

  • Paragraph 14 of the new Agreement has been amended to include joint Financial, Case Management, and Security reviews every two years.

Approach

How does this approach address the recommendation?

  • The principle stakeholders will determine the resources required to implement the review and will be involved to ensure the reviews and issues are addressed in a timely manner.

Accountability

Who is responsible for implementing the action stated above?

  • The RDC-PRA and NSCA-CEO or their designates shall implement the joint review on a cycle to ensure the Agreement maximizes the benefits of its intent to offenders and to facilitate efficient administration. The review cycle will be detailed in the Protocols and Procedures document, with at least one of the three reviews (Financial, Case Management, and Security) occurring annually.

Timeline for implementation

When will action be completed to fully address the recommendation?

  • The RDC, and the NCSA-CEO or their designates shall enter into periodic discussions to ascertain the need for a yearly review and a system of reporting issues to be captured through a cycle for the reviews, as outlined in paragraph 14 of the new agreement.
  • The Protocols and Procedures document will be drafted and finalized within 60 days after the signing of the new Agreement.

NCSA Main Agreement March 2006

  1. In April following this Agreement's second anniversary and every two years thereafter, or at such other times as may be mutually agreed upon, CSC and NCSA shall co-operate in a joint management review of the Agreement for the purpose of maximizing its benefits to offenders and of facilitating its efficient administration. The review will concentrate on the following three areas, Finance, Security and Case Management. The review will use criteria that have been agreed upon by the Parties to this Agreement at the beginning of the review period.

Recommendation 5: CSC and the NCSA should ensure Standard Operating Practices are met regarding the completion and entry of resident transfer and release information into the Offender Management System. Both parties should also update the current information with the Centre's Bed Utilization Reports such that OMS exhibits an accurate historical representation of residency.

Action

What action has/will be taken to address this recommendation?

  • OMS currently captures the information outlined in the recommendation. OMS training for NCSA staff will be provided by CSC to ensure the accurate entry of bed utilization information directly into OMS is made in accordance with paragraph 32 of the new Agreement. Paragraph 32 establishes that CSC agrees to provide the necessary tools, including access to the computerized Offender Management System and CSC policies and procedures, all related training as well as timely dissemination of any changes to OMS process or procedure.

Approach

How does this approach address the recommendation?

  • OMS currently has reports that already include complete bed utilization information regarding the entry of resident transfer and release information. An adaptation of these reports will be reviewed by CSC for possible implementation to assist NCSA

Accountability

Who is responsible for implementing the action stated above?

  • The RDC (or his designate) is responsible to ensure NCSA staff receive the necessary tools including proper training and access to OMS. These individuals include ADC-Ops, the RA-AI, the Regional OMS Manager, the RA-Planning and Policy, the Regional Transfer Co-ordinator and the Alberta District Director.

Timeline for implementation

When will action be completed to fully address the recommendation?

  • The OMS screens are now available and NCSA Bed utilization data has been captured on both OMS and Radar reports as of April 1, 2005. The reports can distinguish between Section 81, Day Parole, Full Parole and SR or SRR's.

Reference NOTE:

NCSA Main Agreement March 2006

  1. NCSA agrees to apply techniques and methods employed by CSC in the Case Management of inmates / offenders for offenders under its responsibility. CSC agrees to provide the necessary tools, including access to the computerized Offender Management System and CSC policies and procedures, as well as all related training. CSC agrees that any changes to the computerized process and to any procedures will be shared with NCSA in a timely fashion.

Recommendation 6: CSC and the NCSA should review the selection criteria in the Agreement to further clarify the level of risk and need deemed appropriate for transfer of inmates to the Centre.

Action

What action has/will be taken to address this recommendation?

  • Section E. Selection Criteria of the new Protocol and Procedures document will address this recommendation, with the addition of the first four bullets under section 1B of the current SDHC Protocols and Procedures document and Appendix D section 3-8.

Approach

How does this approach address the recommendation?

  • The modifications clarify security level designations for prospective resident inmates as minimum security only, and stipulate that all considered offenders and inmates must also clearly demonstrate a willingness to participate and follow the Centre's Healing Plan.

Accountability

Who is responsible for implementing the action stated above?

  • The RDC and the NCSA-CEO or their designates are responsible for drafting the Protocol and Procedures document through consultation with appropriate sectors at CSC and NCSA.

Timeline for implementation

When will action be completed to fully address the recommendation?

  • The Protocol and Procedures document will be completed within 60 days after the Minister has signed the Agreement.

Reference NOTE:

NSCA Appendix D March 2006

TRANSFER

Suitability Criteria for Transfer

  1. The inmate must meet the following criteria before being approved for transfer to the Healing Center:
    1. present a low probability of escape;
    2. present a low risk to the safety of the public in the event of escape;
    3. present a conduct requiring only a low degree of supervision and control of the inmate's activities within the Healing Centre setting.
  2. Throughout the process, it will be understood by all Parties—inmates, the Healing center, and CSC—that before a recommendation will be made for conditional release to the Healing Centre; the Healing Centre will have to be considered an appropriate environment in which the inmate can successfully meet the conditions of conditional release, temporary absence, or work release.
  3. When either CSC, NPB or an offender wishes to have the conditions of release to include residence at the Healing Centre, the offender may apply to the Healing Centre for admission. The Healing Centre will then undertake the same process of developing a healing plan and a commitment to its successful implementation, although this will be done on in an accelerated timeframe. When the Healing Centre is satisfied with the healing plan and commitment, its Director will provide written consent for admission.
  4. CSC will process all applications for admission as expeditiously as possible and will notify the inmate/offender and the Healing Centre at the earliest possible date of the decision, including reasons for the decision if the application requested is denied.
  5. When the Director has provided the written consent to accepting an offender on conditional release, he/she shall consider whether the Healing Centre is an appropriate environment in which the offender can successfully meet the conditions of conditional release. The Director will also consider the program needs of the offender and how the Healing Centre will respond to those needs when considering the request for transfer.