Planning and Reporting

• Employees are encouraged to work in the official language of their choice.
  
  
•  Staff members are familiar with the Official Languages Act (OLA) and its impact on their work. They ensured that all in-house activities reflected the bilingual character of Canada and were accessible to employees from both official language groups.
  
  
• Messages to staff concerning s.41, including to the regional offices, were provided in both official languages.
  
  
• SWC's Champion of OL has OL posters visibly displayed in the workplace.
  
  
• On September 4, 2007, a presentation was made to SWC's Executive Committee re: the OL Status Report 2006-2007, in relation to the Multi-Year Action Plan 2006-2009.
  
  
• The Champion encouraged usage of both official languages at work daily, particularly at weekly staff meetings and Executive Committee meetings.
  
  
•  The Champion promoted official languages training as part of staff learning plans.
  
  
• Various materials from the Official Languages Information Campaign of the Canadian Public Service Agency were distributed by the Champion to senior management and staff. 
  
  
•  The National Coordinator, s. 41 provided current information regarding the OLA, forwarding to appropriate staff the PCH's performance measurement tools and guides to the preparation of status reports.
  
  
• Senior management and staff received timely information on the OLA and on the situation of OLMCs, obtained through various sources, including: periodic meetings of national coordinators, s. 41, organized by the Interdepartmental Coordination Directorate, PCH; Bulletin 41–42; the Annual Report 2006-2007 of the Commissioner of Official Languages; e-mails and other materials sent by PCH; reports and presentations by OLMCs and by other departments during meetings of national and regional coordinators, s. 41; periodic issues of the electronic newsletter from the Office of the Commissioner of Official Languages, etc.
  
  
• Staff distributed materials about Les Rendez-vous de la francophonie.
  
  
• There was ongoing encouragement to integrate SWC's Multi-Year Action Plan 2006-2009 for the implementation of s. 41 in strategic, operational and project planning.
  
  
• Send regular information e-mails to colleagues on activities occurring in house and externally.
  
  
• Invite staff to activities in connection with Official Languages Week in New Brunswick (January 28 to  February 1st, 2008).
  
  
• Ensure that employees actively offer service to clients in both official languages and that new employees receive training on actively offering services to clients in the official language of their choice.
  
  
• Obligations and advantages resulting from the OLA and the implementation of s.41 have been included in the training provided to new employees.
  
  
• Dissemination of a work tool – CD prepared by the New Brunswick Federal Council on the benefits of linguistic duality and bilingual meetings.
  
  
• Development of a communication plan for the Atlantic that reflects linguistic duality in the four Atlantic provinces.
  
  
• Participation in the forum on the role and functions of regional coordinators, s. 41 in Newfoundland in May 2007.
  
  
• Meeting with representatives of Newfoundland and Labrador.
  
  
• All written material for SWC's commemorative events are produced in both official languages. 
  
  
• Research that is undertaken is done to ensure the resultant written material reflects the realities of Canada's diverse population, including OLMCs.

Correspondence, forms, general documentation, reports, meetings, minutes, etc.

Messages to staff in both official languages.

Information, tools and resources from PCH provided to staff by the Champion and the National Coordinator, s. 41.

posters

Summary presentation.

Use of both official languages.

Staff learning plans.

Reports, resources, tools, presentations, etc. of OLMCs and other departments.

Exchange of e-mails.

Information e-mails sent out.

Participation in activities.

Ongoing consultations, questions and discussions.

CD is available.

Effective communication plan.

Forum of national coordinators, May 2007, Newfoundland.

All employees know and understand their responsibilities under section 41.

Good staff turnout at in-house events.

Employees' level of comprehension regarding their role in implementing s. 41. OLA.

Number of employees familiar with the documents distributed regarding s. 41, and who remain updated.

Number of posters and number of employees and managers who have read the posters.

Visibility of the Champion.

Number of employees and managers who use both official languages.

Number of employees who include official languages training in their learning plans and who attend training.

Extent to which employees recognize the importance of the federal commitment to OLMCs and linguistic duality.

Proportion of employees with increased understanding of OLMW situation.

Frequency and level of informal discussions among staff re: s. 41.

Number of employees and managers having read (are aware of) the documents distributed re: s. 41.

Staff all know and understand their responsibilities in regard to s. 41.

Number of employees taking part.

Linguistic duality is strengthened in the work team and reflected in activities.

Good work practices are used (bilingual meetings, discussions, planning, etc).

Greater knowledge of the guiding principles of the Act and of departmental responsibilities in regard to the implementation of s. 41.
Greater knowledge of the reality and needs of the Francophone community in Newfoundland and Labrador.

• SWC ensured that Official Language Minority Aboriginal women participated in the National Aboriginal Women's Summit (NAWS) held in Corner Brook, Newfoundland and Labrador on June 20-22, 2007.
  
  
• SWC attended Annual General Meeting of the Coalition des femmes francophone de l'Alberta to assess current and future priorities.
  
  
• SWC met with Pluri-elles, the Francophone women's organization in Manitoba to attend consultations on the strategies of the organization, discuss next steps and provide guidance.
  
  
• Regular calls to reprensentational associations.
  
  
• Take part in meetings of Femmes Équité atlantique.
  
  
• Invitation to the federal/community forum in Prince Edward Island in February 2008.
  
  
• Liaison with client groups and other federal, provincial and territorial departments.
  
  
• Information/training sessions (in French and/or bilingual), face-to-face meetings or teleconferences on the new terms and conditions of funding under the Women's Program (WP) took place in: Vancouver (October 2007); Edmonton (October 2007), Winnipeg (November 2007), Ottawa (October 2007); London (November 2007); Sudbury (November 2007); Thunder Bay  (November 2007); Toronto (November 2007); Ottawa (December 2007); Charlottetown (June 2007); Moncton (June 2007); Halifax (October 2007); St. John's, Newfoundland (October 2007).  Conference calls in the West, Northwest Territories and Yukon Region included representatives of the cities of Vancouver, Victoria, Campbell River, Kootenay, Sechelt, Penticton, Richmond, Regina,  Winnipeg, Selkirk, and Thompson.
  
  
• SWC held conference calls with groups about to receive and receiving funding.
  
  
• SWC provided one-on-one technical assistance to groups.
  
  
• Provision of technical assistance by phone or face-to-face to OLMCs (40 people) in the Atlantic Region.
  
  
• Through consultations, the views, priorities and concerns of OLMCs are taken into account.
  
  
• The OLMCs are able to make their concerns known and explain any obstacles they may experience in accessing SWC programs and providing input to SWC policies, programs and services.
  
  
• The OLMCs are part of the regular clientele of the regional offices.

Bilingual materials on the situation of Aboriginal women and their issues such as violence, poverty, housing, human rights, education, employment, self-governance, etc.

Spoke to the assembly about the Women's Program both as a guest speaker and through networking at the meeting.

Provided group with comments and feedback.

Teleconferences.

The Coordinator, SWC, conducted outreach presentations to OLMW's organizations, including meetings in the Fall of 2007 with Acadian women from New Brunswick and Nova Scotia.

List of participants from the four Atlantic provinces.
Documents available.
Focused discussions.

Meetings, discussions and information sessions, and other communications.

Slide show.

Information kits.

Reports.

Number and nature of opportunities for OLM Aboriginal women to participate in consultations and to build and strengthen the working relationship with Status of Women Canada, as a follow-up to NAWS.
Level of awareness by F/P/T Ministers Responsible for the Status of Women, F/P/T Senior Official Working Group members, and participants at the National Aboriginal Women's Summit regarding issues facing Aboriginal women, including OLM Aboriginal women.
Discussed provincial consultation results with Alberta organization to determine current and future priorities.

Draft strategic document sent to Program Officer for further review and comments

Improved access to OLMCs to make them aware of the SWC funding programs for women.

WP staff understand the needs and realities of OLMCs in the rural areas.

Staff supportive of linguistic duality and good practices in the use of both OLs in house.

WP staff in the Atlantic are aware of their responsibilities to OLMCs under s. 41.
Creation of lasting links between the WP – Atlantic region and the OLMCs in the four Atlantic provinces.

Bilingual representation by the Atlantic Region team at all meetings, teleconferences and other discussions between SWC and clients

Number of participants.

Level of satisfaction of participants.

Number of e-mails received afterwards for follow-up and requests for technical assistance.

Francophones in minority communities are better informed of the new terms and conditions for WP funding.

Received follow-up phone calls from some Francophone women's organization to further clarify information shared during information sessions.
Participants indicated appreciation for the information sessions verbally at the sessions and later during subsequent telephone conversations.

Level of satisfaction and understanding.

Quality of the information provided and number of OLMCs that subsequently received funding.

Level of understanding, knowledge and awareness of realities, needs, issues and priorities of OLMCs and OLMW's organizations.

SWC policies, programs and services reflect the needs and concerns of OLMCs.

• SWC encouraged the involvement of OLMW and their organizations in activities commemorating key dates, including International Women's Day, Women's History Month, Governor General's Awards in Commemoration of the Persons Case, and December 6, the National Day of Remembrance and Action on Violence against Women.
  
  
• Written materials developed for SWC, and matters related to its mandate and day-to-day activities, were produced in both official languages.
  
  
• SWC had its first article published in Bulletin 41-42, Winter 2008 issue, re:  an event attended by forty young women on the theme Le pouvoir, c'est osé, organized by the Alliance des femmes de la francophonie canadienne, as part of a project funded by the Women's Program, SWC.
  
  
• Gender Based-Analysis (GBA) training is provided on behalf of Status of Women Canada in both official languages at the request of departments. This year two departments received GBA training in French and three departments received bilingual training.
  
  
• New training materials were developed for SWC's GBA trainers.
  
  
• The Champion held meetings with Federal/Provincial/Territorial colleagues and women's groups in English and in French.
  
  
• The Champion encouraged staff to use official languages of stakeholders' choice when meeting with stakeholders.
  
  
• OLMW's organizations were included on the mailing list for documents, information, calls for proposals, reports, notices of events and information on policy-related issues. They were informed, in both official languages, about SWC programs, services and activities.
  
  
• Documents and tools concerning the new WP Funding Guidelines were posted on SWC's Web site in both official languages.
  
  
• Materials were developed in both official languages to inform OLMCs, particularly Francophone women's organizations, about the new program mandate, objectives and funding guidelines.
  
  
• Information about the WP's new funding orientation was sent in French to Francophone women's organizations in Vancouver, Edmonton, Gravelbourg, (SK), and Winnipeg via e-mail.
  
  
• There was a dissemination and on-going exchange of relevant information on the mandate and achievements of the Department.
  
  
• Toll-free numbers and email addresses are available for OLMW across the country to contact SWC staff and access regular and/or relevant news that affects them.
  
  
• Preparation of a communication plan that takes into consideration the needs of OLMCs.
  
  
• Invitation by SWC senior management to meet with OLMC representatives.
  
  
• Invitation by regional OLMC representative to meet with WP staff during the Women's Program and Regional Operations (WP-RO) retreat.
  
  
• Women's groups have access to support staff and a mainly Francophone team.
  
  
• Women's groups have access to all relevant material on the mandate and achievements of the Department and the Women's Program.
  
  
• OLMCs are able to obtain information on SWC's website concerning SWC's programs and services, as well as current and archived media releases, speeches and announcements.

Information materials, toolkits and posters to accompany commemorative events.
List of participants.

Contribution to Bulletin 41-42.

Training sessions to central agencies' staff.

Bilingual training materials including decks and delivery approaches. 

Discussions in both official languages.

E-mails.

Translation of message to groups.

Information provided in both official languages as well as follow-up.

Calls received.
Requests for information.
Bilingual documents and tools.
Up to date distribution list.
Existing data bank.
Regular calls to the toll-free number.

Four teleconferences.

Planned meetings between SWC-WP and Francophone representatives.

Invitations accepted.

Website, guidelines, forms and project prototypes.

News releases.

List of projects that have received SWC funding.

Nature of media uptake of and reaction to announcements in news releases.

Number of Web site hits.

Types of audience reaction, media uptake and correspondence resulting from speeches.

Accessibility of web-site information.

Level of awareness of government officials and MPs regarding issues of concern to women including OLMW.
Number of participants and departments requesting French, English and bilingual training.
Frequency of use of the training materials.

Number of participants who used both official languages.

Number of e-mails to the Communications e-mail account.

Language-minority media make use of SWC information, including media releases. 

Accessibility of Web site information.

Francophone women's organizations have received the information; number of organizations that follow-up with the regional office for further information.

Types of strategic communication with women's organizations and their partners in minority situations.

The OLMCs are familiar with SWC priorities and can reflect them in their funding applications.

SWC staff is informed of the economic development needs of the Atlantic region OLMCs.

Eight members representing Francophone associations receive relevant information about the WP-RO and SWC.
Thirty staff of the WP-RO receive relevant information about the realities and needs of the Atlantic region OLMCs.

Ontario: three bilingual Francophones on the team of four employees.
National: three bilingual francophones on the team of three employees.

Number of hits on the website – French version.
Number of e-mails received from women's groups.
Number of funding applications from OLMC groups.

Official language minority Canadians make use of SWC communications tools.

Activities carried out to achieve the expected result

Outputs

Indicators to measure the expected result

• SWC maintained its efforts in interactions with other federal departments and agencies, levels of government, stakeholders, NGOs to reflect and promote the bilingual character of Canada, and ensure all communications products and interactions are accessible to both official language groups.
  
  
• SWC maintained its close partnership with PCH, through frequent communication and consultation, including the following:
  • On November 29, 2007 the Champion and National   Coordinator, s. 41 attended the third Annual Official Languages Good Practices Forum, entitled "Official Languages Enhanced by Good Practices",a joint meeting of champions, co-champions and national coordinators responsible for the implementation of s. 41, OLA.
    
    
  • The National Coordinator, s. 41, attended the periodic meetings, organized by PCH, of national coordinators of key federal institutions responsible for the implementation of s. 41.
    
    
  • The Acting Regional Director of the Atlantic region participated in the regional meeting of national and regional coordinators, s. 41, held in St. John's from May 28 to 30, 2007. She also proposed five OLMW's organizations from Newfoundland and Labrador to be invited to the meeting.
    
    
• The National Coordinator, s. 41, attended the launch of the Annual Report 2006-2007 of the Commissioner of Official Languages on May 15, 2007.
  
  
• On October 9, 2007, the Champion and the National Coordinator, s. 41 attended the launch of the Official Languages Information Campaign, organized by the Canada Public Service Agency. Various campaign materials were also distributed to staff.
  
  
• Meetings were compliant with the brochure Chairing Meetings:  How to successfully conduct meetings in both official languages.
  
  
• Participation in the Table de concertation sur l'immigration francophone au Nouveau-Brunswick.
  
  
• Coordination of inter-departmental meetings.
  
  
• Participation in meetings of the Interdepartmental Committee on Official Languages, New Brunswick and Nova Scotia.
  
  
• Participation in the New Brunswick Rural Team, the New Brunswick Federal Council and the Nova Scotia Federal Council.
  
  
• Meeting to establish partnerships:
  
  
• Canadian Heritage;
  
  
• Human Resources and Social Development Canada;
  
  
• Ontario Women's Directorate; and
  
  
• Public Works and Government Services – Publiservice.

Planning and communications products relating to meetings, events, news conferences, etc.

Presentations.

List of participants from institutions.
Members of interdepartmental committees.

Sharing of information and best practices.
Regular bilingual meetings.
Bilingual information products and tools.

Preparation of documentation.
Data on groups

Number of participants at meetings and events.

Ease of communication for those from both official language groups.

Nature of feedback and media coverage.

Networking among representatives of federal institutions.

Degree of involvement of the OLMW's organizations at the regional meeting.

Extent to which the concerns and issues of OLMW  are taken into consideration.

Networking among representatives of federal institutions.

Lasting links developed between federal stakeholders and the OLMCs.
Greater knowledge of regional realities and the needs of the OLMCs.

Maintain links established with potential partners (Atlantic Canada Opportunities Agency, PCH, province, etc.) to enhance the vitality of the communities in the four Atlantic provinces.

Increased capacity of institutions and common understanding between partners to foster the development of OLMCs.

• Funding of $1,805,358 was approved for projects of 10 OLMW's organizations. Six projects were co-funded by IPOLC and WP.
  
  
• Funding of $3,412,496 was approved for sixteen additional projects by other organizations, which targeted OLMW and others.
  
  
• Of the 26 projects funded in 2007-2008, 8 were from new SWC client organizations.
  
  
• SWC administers funds of $1 million per year to the Native Women's Association of Canada (NWAC) for its five-year (2005-2010) Sisters in Spirit initiative. NWAC is required, by a Contribution Agreement, to abide by the Treasury Board Policy on Official Languages, when applicable. NWAC has been endeavouring to provide activities and programming in both official languages.
  
  
• Met with Francophone women's organizations to assist them with the development of their funding proposals.
  
  
• The Coordinator, SWC, conducted outreach presentations to OLMW's organizations, including meetings in the Fall of 2007 with Acadian women from New Brunswick and Nova Scotia. 
  
  
• SWC continued to assess proposals in light of possibility for participation by OLMW and the impact on OLMCs.
  
  
• Ensure that the number of grants and contributions recommended reflects the diversity of OLMCs and their geographic distribution.
  
  
• Use an "official languages" lens when reviewing files/projects for the community and partnership funds.
  
  
• Identify potential clients.

Ten projects were carried out by OLMW's organizations

Sixteen projects were carried out by other organizations, with OLMW as one of the target groups.

Provision of technical assistance.

New WP Funding Guidelines, Application Form, information on WP renewal, etc.

Funding application received from Francophone groups in the four Atlantic provinces.

List of clients updated.

Volume of financial support.

Number of funded projects.

Number of projects funded jointly by IPOLC and WP.

Number of client groups.

Number of Web site hits.

Number of funding proposals received from Francophone women's organizations.
Greater capacity to develop funding applications for presentation to WP-RO.
Number of funding proposals received from New Brunswick and Nova Scotia. 

Number of new organizations that contact SWC.

The 17 French funding applications received in 2007-2008 in the Atlantic Region reflect the diversity of OLMCs.

• The performance measurement tools provided by PCH were used to prepare the Results-Based Status Report 2007-2008.
  
  
• SWC integrated the consideration of s. 41 into its planning and accountability process, including the development of its RPP and DPR.
  
  
• There was a regular examination of files as they related to OLMCs.
  
  
• Internal discussions directly related to OLMC priorities were held.
  
  
• Implementation of the in house process, new WP.
  
  
• Hiring of an effective and efficient work team.

Status Report, s. 41.

Commitments regarding s. 41 included in SWC's RPP and DPR.

Consideration of employee statements in annual report.

Input, discussions, téléconférences, annual report.

Degree to which the document meets the reporting requirements.

Number of SWC reports that take account of its responsibilities under s. 41.

Positive reinforcement for implementing strategic actions related to SWC's performance.

Linguistic duality strengthened in in-house operations.
Greater vitality of OLMCs.