CNSC's Nuclear Management Program: Management Response

We agree with this recommendation and will enhance internal controls to respond to the findings of this audit.

To do this we will:

1. Implement mechanisms to monitor and report on non-compliance with the directive. These may include:

(a)  Automation of processes

(b) Development and issuance of reports for disclosure of non-compliant incidents

2. Review and update the CNSC's current hospitality
directive and administrative processes, including:

(a) A non-compliance disclosure framework

(b) Allowance modifications, in keeping with the TBS policy.

A high level of scrutiny is embedded into the hospitality expenses within CNSC.  

1. The control from the expenditure initiation through its reporting is subject to multiple activities that provide senior management with a level of assurance that CNSC governance, planning, processing, and reporting of hospitality is managed in an effective, efficient, and economic fashion. As such:

a) CNSC Financial Delegation Matrix limits the level of authority for such expenses.

b) Pre-approval for any hospitality is required - Including all participants - internal/external, location, meals, total costs.

c) All hospitality claims are verified,

d) Variance required approval - Post approval - by the delegated managers/directors.

e) All Senior Management Disclose their hospitality expenses on the Web - As per the Proactive Disclosure Directive.

2. Review and update the CNSC's current hospitality directive and administrative processes, including:

(a) A non-compliance disclosure framework

(b) Allowance modifications, in keeping with the TBS policy.

STATUS - COMPLETED

While information is readily available on BORIS for access by all CNSC staff, we agree to take steps to improve staff awareness. We plan to do this as follows:

- Develop and document comprehensive processes to address roles, responsibilities, and expectations concerning the ongoing administration of hospitality. 

- Enhance existing hospitality forms to clarify expectations and policy entitlements. (The Hospitality Pre-authorization Form was recently modified to improve clarity. This modification was posted on Boris in early October 2006. Additional clarifications have been proposed and will be available on BORIS before the end of the calendar year.)

-Develop and deliver hospitality information sessions on for managers and admin professionals. Additionally, we will post this information on BORIS so that it is continually available to all CNSC staff.

The Manager's Forum that was held in April 2009 addressed and communicated the role and responsibility of the manager in administration of hospitality.

The CNSC Hospitality Directive has been changed including pre-authorization form, new approval process for President and Minister's approval, a checklist to facilitate the planning of hospitality and expense claim form.

Hospitality information sessions for managers and admin professionals were delivered the first week of June 2009 and training is sustained on a quarterly basis.

Training on hospitality is also scheduled for December 2009 as part of the Management Fundamentals Program.

The Strategies, Programs, and Learning Division will develop the AP Learning Program including Hospitality in this fiscal year.

STATUS - COMPLETED