Departmental Plan - Part III

Table of Contents

Institutional Head's Message

Plans at a Glance

Planned Results: What we Want to Achieve this Year and Beyond

• Core Responsibility
• Internal Services

Spending and Human Resources

• Planned Spending
• Planned Human Resources
• Estimates by Vote
• Future-Oriented Condensed Statement of Operations

Supplementary Information

• Corporate Information
• Supporting Information on the Program Inventory
• Supplementary Information Tables
• Federal Tax Expenditures
• Organizational Contact Information

Appendix: Definitions

Institutional Head's Message

The Immigration and Refugee Board of Canada (IRB) is an administrative tribunal entrusted by Parliament to resolve immigration and refugee cases fairly, efficiently and in accordance with the law. The IRB decides its cases at arm’s length from the Government of Canada and in a manner that is less formal and faster than a court. The IRB is fully accountable to Parliament and to all Canadians.

The IRB operates in an ever-changing environment in which shifting migration patterns, eruption of armed conflict and other factors have an impact on the number of cases received and their complexity. Through the decisions and resolutions made by its four divisions, namely the Refugee Protection Division (RPD), the Refugee Appeal Division (RAD), the Immigration Division (ID) and the Immigration Appeal Division (IAD), the Board contributes directly to Canada’s humanitarian traditions, the security of Canada and the quality of life of Canadians, as well as to the fulfillment of Canada’s international obligations. While the IRB is independent in its decision-making function, the effective delivery of Canada’s immigration and refugee objectives also depends on the IRB’s appropriate and effective engagement and collaboration with portfolio departments and agencies.

Key Priorities for 2018–19

The IRB will continue to focus on the priorities established in 2017 for the four-year time horizon from April 2017 to March 2021:

1. Limiting the growth of the refugee determination backlogs
2. Eliminating the backlog of immigration appeals

Building on the successes of the past year, broader implementation of innovative approaches to case management, scheduling, and knowledge management is expected to further improve efficiency, resulting in more finalizations in each of the three programs currently dealing with backlogs.

Further progress towards electronic case management is expected to result in additional efficiency gains by improving the speed with which information is shared, increasing the flexibility with which information can be moved, and reducing the higher cost and burden of paper-based files.

In the past year, the IRB has increased its finalization of refugee protection claims by 40 percent. Despite this, global events have led to record levels of new claims and resulted in a backlog of cases that is continuing to grow. In the face of this reality, the RPD will also focus on hearing claims in the order in which they were received to maximize both fairness and efficiency. The Board will make exceptions for priority claims (such as unaccompanied minors or other vulnerable persons). It may also make exceptions for certain claims or groups of claims where the Board decides to implement specific scheduling strategies to ensure the integrity and efficiency of the refugee determination process. Additional funds for the IRB identified in Federal Budget 2018 for the next two years will help manage the increased intake of people seeking asylum at the border and will allow us to limit the growth of the refugee determination backlogs. The figures in this plan do not include anticipated increases from the Budget 2018 and will be adjusted accordingly when new funding is approved by the Treasury Board.

I am inspired by the dedication of IRB personnel to the mission of the Board. Our workplace is remarkably diverse and engaged and is committed to ensuring that the Board fully meets its mandate to render fast, fair and quality decisions. As Acting Chairperson, one of my key responsibilities is to ensure that our employees have a workplace that they can trust to respect differences, promote diversity and safeguard the well-being and mental health of all employees. To this end, we will continue to build on our Quality Workplace Commitment (QWC) through focused activities to further develop, support and sustain our personnel and ultimately serve Canadians well.

Plans at a Glance

The IRB faces the reality of surging intake in refugee protection claims and significant backlogs in three of its four divisions. To achieve its planned departmental result of fair and timely adjudication, the IRB has established two key strategic priorities that will run over a four-year time horizon ending in March 2021. The following describes the key plans to be implemented during the 2018–19 reporting period for each of those priorities:

1. Limit the Growth of the Refugee Determination Backlogs
   Sustained success in achieving the planned departmental result will require the elimination of backlogs in the RPD and RAD that prevent the organization from meeting the objective of timely adjudication of immigration and refugee cases. However, as a result of the rising number of refugee protection claims that reached record levels in 2017, the backlog of refugee protection claims tripled from fewer than 15,000 cases in 2015 to over 50,000 cases by the end of 2017. Given this challenging context, in 2018–19 the IRB will strive to arrest the growth of the backlog by maximizing the effectiveness and efficiency of available resources while continuing to ensure a high level of fairness in its proceedings. It will do so by:
• Broadening the implementation of efficiency measures that proved successful in delivering efficiency gains of over 20 percent in 2017–18. These include innovative approaches to case management, scheduling and knowledge management.
• Investing in further progress towards electronic case management to improve the speed and flexibility with which information is shared while also reducing the higher cost and burden of paper-based files.
• Focusing on finalizing refugee protection claims in the order in which they were received to reduce disparity in the time claims remain pending and to maximize efficiency. The Board will make exceptions for priority claims (such as unaccompanied minors or other vulnerable persons). It may also make exceptions for certain claims or groups of claims where the Board decides to implement specific scheduling strategies to ensure the integrity and efficiency of the refugee determination process.
• Scaling up operations with the additional resources to be provided which will help manage the impact of recent surges on the pending caseload before the RPD.
2. Reduce the Backlog of Immigration Appeals
   In 2017–18, the IAD reduced its backlog by over 15 percent, dropping the average wait time by nearly three months. In 2018–19, the IAD will strive to build on that success by continuing to pursue innovative strategies that enhance efficiency and build capacity. The IAD will also continue to pursue a review of the Division’s rules of practice to help the Division deliver administrative justice that is fair, fast and accessible. In addition, the IRB will seek to continue to collaborate with immigration portfolio departments and agencies to enhance productivity and efficiency while safeguarding the Board’s institutional independence.

Supporting Initiatives

In order to support the above plans, the IRB will continue to build an organization that values its people and promotes management excellence. The IRB will also continue to implement innovative measures to advance its QWC initiative put in place in 2016 with the intent to build and maintain a healthier, more inclusive and more supportive work environment. This will also be promoted by implementing policies and procedures that support the effective management of human resources and forward-thinking business planning such as business process improvement and lean, continual improvement strategies.

For more information on the IRB's plans, priorities and planned results, see the "Planned Results" section of this report.

Planned Results: What we want to achieve this year and beyond

Internal Services

Spending and Human Resources

Planned Spending

Organizational Spending Trend Graph

The rising level of spending reflects the internal reallocation of resources for activities to finalize additional refugee protection claims and immigration appeals. In addition to these extra resources, in 2017–18, the cost of salaries increased as the IRB implemented the signed collective agreements of several occupational groups. Beginning in 2018–19, the IRB’s planned spending reflects the sun setting of $1.7 million in funding to support immigration proceedings involving applications for non-disclosure to protect classified information in immigration hearings.

The increase in spending forecast in 2017–18 arises from the impact of the collective agreements and added staff in the RPD to respond to the increased case load. The increase in spending also reflects the funding approved in December 2016 arising from lifting the Temporary Resident Visa requirement for Mexican citizens.

Planned Human Resources

The IRB is currently staffing positions to address the rising needs of the organization.

Estimates by Vote

For information on the IRB’s organizational appropriations, consult the 2018–19 Main Estimates.

Future-Oriented Condensed Statements of Operations

The Future Oriented Condensed Statement of Operations provides a general overview of the IRB’s operations. The forecast of financial information on expenses and revenues is prepared on an accrual accounting basis to strengthen accountability and to improve transparency and financial management.

Because the Future Oriented Condensed Statement of Operations is prepared on an accrual accounting basis, and the forecast and planned spending amounts presented in other sections of the Departmental Plan are prepared on an expenditure basis, amounts may differ.

A more detailed Future Oriented Statement of Operations and associated notes, including a reconciliation of the net cost of operations to the requested authorities, are available on the IRB’s website.

Future-Oriented Condensed Statement of Operations

The net cost of the IRB’s operations is projected to be $161.7 million in 2018–19, an expected decrease of $2.5 million compared to the 2017–18 forecast results. This decrease in expenses in 2018–19 is largely due to the one time retroactive pay expenses incurred in 2017–18.

Supplementary Information

Corporate Information

Organizational Profile

• Appropriate Minister: The Honourable Ahmed Hussen
• Institutional Head: Paul Aterman, Acting Chairperson
• Ministerial Portfolio: Immigration, Refugees and Citizenship
• Enabling Instrument: Immigration and Refugee Protection Act (IRPA)
• Year of Incorporation/Commencement: 1989

Raison d'être, Mandate and Role: Who We Are and What We Do

Raison d’être, Mandate and Role: Who we are and what we do is available on the IRB's website.

Operating Context and Key Risks

Information on operating context and key risks is available on the IRB's website.

Reporting Framework

The IRB’s Departmental Results Framework and Program Inventory of record for 2018–19 are shown below.

[Alternate format]

The image illustrates a diagram of the Immigration and Refugee Board of Canada (IRB) Departmental Results Framework and Program Inventory of record for 2018–19 and is divided into two main sections.

The first section describes the Departmental Results Frameworks. It includes the Core Responsibility of the IRB: Adjudication of Immigration and Refugee Cases at the top of the diagram with the Departmental Result: Fair and timely adjudication of immigration and refugee cases.

The Departmental Result contains three indicators:

• Indicator 1: Percentage of cases that are deemed fair by the parties
• Indicator 2: Percentage of cases overturned by the Federal Court
• Indicator 3: Percentage of cases that meet legislated or internal timelines

The second section describes the Program Inventory programs.

• P1: Refugee Protection Decisions
• P2: Refugee Appeal Decisions
• P3: Admissibility and Detention Decisions
• P4: Immigration Appeal Decision
• Internal Services

Concordance between Departmental Results Framework and the Program Inventory, 2018–19, and the Program Alignment Architecture, 2017–18.

[Alternate format]

The image illustrates a diagram of the concordance between 2018–19 and 2017–18 IRB's reporting framework and is divided vertically into three main sections.

The left section describes the 2018–19 Departmental Results Frameworks and Program Inventory of Record structure. It includes the Core Responsibility of the IRB: Adjudication of Immigration and Refugee Cases at the top of the diagram with the Departmental Result: Fair and timely adjudication of immigration and refugee cases and below the programs.

• P1: Refugee Protection Decisions
• P2: Refugee Appeal Decisions
• P3: Admissibility and Detention Decisions
• P4: Immigration Appeal Decision
• Internal Services

The central section describes the 2017–18 Strategic Outcome and Program Alignment Architecture of Record structure. It includes the Strategic Outcome of the IRB: Resolve immigration and refugee cases before the Immigration and Refugee Board of Canada effiently, fairly and in accordance with the law at the top of the diagram and below the programs.

• Program 1.1: Refugee Protection
• Program 1.2: Refugee Appeal
• Program 1.3: Admissibility Hearings and Detention Reviews
• Program 1.4: Immigration Appeal
• Internal Services

The right section describes the Percentage of Program Alignment Architecture program (dollars) corresponding to new program in the Program Inventory. The corresponding percentage of each program from the Alignment Architecture program to the new program in the Program Inventory is 100%.

Supporting Information on the Program Inventory

Supporting information on planned expenditures, human resources, and results related to the IRB’s Program Inventory is available in the GC InfoBase.

Supplementary Information Tables

The following supplementary information tables are available on the IRB's website.

• Organizational Sustainable Development Strategy
• Gender-Based Analysis Plus
• Upcoming Internal Audit for the Coming Fiscal Year

Federal Tax Expenditures

The tax system can be used to achieve public policy objectives through the application of special measures such as low tax rates, exemptions, deductions, deferrals and credits. The Department of Finance Canada publishes cost estimates and projections for these measures each year in the Report on Federal Tax Expenditures. This report also provides detailed background information on tax expenditures, including descriptions, objectives, historical information and references to related federal spending programs. The tax measures presented in this report are the responsibility of the Minister of Finance.

Organizational Contact Information

For more information, visit the IRB website, or contact the IRB through the Contact Us webpage or at the address indicated below.

Immigration and Refugee Board of Canada
Minto Place—Canada Building
344 Slater Street, 12^th Floor
Ottawa, Ontario K1A 0K1

Follow us on Twitter (@IRB_Canada)

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Appendix: Definitions

appropriation (crédit)
Any authority of Parliament to pay money out of the Consolidated Revenue Fund.

budgetary expenditures (dépenses budgétaires)
Operating and capital expenditures; transfer payments to other levels of government, organizations or individuals; and payments to Crown corporations.

Core Responsibility (responsabilité essentielle)
An enduring function or role performed by a department. The intentions of the department with respect to a Core Responsibility are reflected in one or more related Departmental Results that the department seeks to contribute to or influence.

Departmental Plan (plan ministériel)
A report on the plans and expected performance of appropriated departments over a three year period. Departmental Plans are tabled in Parliament each spring.

Departmental Result (résultat ministériel)
Any change or changes that the department seeks to influence. A Departmental Result is often outside departments’ immediate control, but it should be influenced by Program-level outcomes.

Departmental Result Indicator (indicateur de résultat ministériel)
A factor or variable that provides a valid and reliable means to measure or describe progress on a Departmental Result.

Departmental Results Framework (cadre ministériel des résultats)
The department’s Core Responsibilities, Departmental Results and Departmental Result Indicators.

Departmental Results Report (rapport sur les résultats ministériels)
A report on the actual accomplishments against the plans, priorities and expected results set out in the corresponding Departmental Plan.

Experimentation (expérimentation)
Activities that seek to explore, test and compare the effects and impacts of policies, interventions and approaches, to inform evidence-based decision-making, by learning what works and what does not.

full-time equivalent (équivalent temps plein)
A measure of the extent to which an employee represents a full person year charge against a departmental budget. Full time equivalents are calculated as a ratio of assigned hours of work to scheduled hours of work. Scheduled hours of work are set out in collective agreements.

gender-based analysis plus (GBA+) (analyse comparative entre les sexes plus [ACS+])
An analytical process used to help identify the potential impacts of policies, Programs and services on diverse groups of women, men and gender-diverse people. The “plus” acknowledges that GBA goes beyond sex and gender differences. We all have multiple identity factors that intersect to make us who we are; GBA+ considers many other identity factors, such as race, ethnicity, religion, age, and mental or physical disability.

government-wide priorities (priorités pangouvernementales)
For the purpose of the 2018–19 Departmental Plan, government-wide priorities refers to those high-level themes outlining the government’s agenda in the 2015 Speech from the Throne, namely: Growth for the Middle Class; Open and Transparent Government; A Clean Environment and a Strong Economy; Diversity is Canada's Strength; and Security and Opportunity.

horizontal initiatives (initiative horizontale)
An initiative in which two or more federal organizations, through an approved funding agreement, work toward achieving clearly defined shared outcomes, and which has been designated (by Cabinet, a central agency, etc.) as a horizontal initiative for managing and reporting purposes.

non-budgetary expenditures (dépenses non budgétaires)
Net outlays and receipts related to loans, investments and advances, which change the composition of the financial assets of the Government of Canada.

performance (rendement)
What an organization did with its resources to achieve its results, how well those results compare to what the organization intended to achieve, and how well lessons learned have been identified.

performance indicator (indicateur de rendement)
A qualitative or quantitative means of measuring an output or outcome, with the intention of gauging the performance of an organization, program, policy or initiative respecting expected results.

performance reporting (production de rapports sur le rendement)
The process of communicating evidence based performance information. Performance reporting supports decision making, accountability and transparency.

planned spending (dépenses prévues)
For Departmental Plans and Departmental Results Reports, planned spending refers to those amounts presented in the Main Estimates.
A department is expected to be aware of the authorities that it has sought and received. The determination of planned spending is a departmental responsibility, and departments must be able to defend the expenditure and accrual numbers presented in their Departmental Plans and Departmental Results Reports.

plans (plan)
The articulation of strategic choices, which provides information on how an organization intends to achieve its priorities and associated results. Generally a plan will explain the logic behind the strategies chosen and tend to focus on actions that lead up to the expected result.

priority (priorité)
A plan or project that an organization has chosen to focus and report on during the planning period. Priorities represent the things that are most important or what must be done first to support the achievement of the desired Departmental Results.

Program (programme)
Individual or groups of services, activities or combinations thereof that are managed together within the department and focus on a specific set of outputs, outcomes or service levels.

Program Alignment Architecture (architecture d’alignement des programmes)
A structured inventory of an organization’s programs depicting the hierarchical relationship between programs and the Strategic Outcome(s) to which they contribute. ^{Note 2}

results (résultat)
An external consequence attributed, in part, to an organization, policy, program or initiative. Results are not within the control of a single organization, policy, program or initiative; instead they are within the area of the organization’s influence.

statutory expenditures (dépenses législatives)
Expenditures that Parliament has approved through legislation other than appropriation acts. The legislation sets out the purpose of the expenditures and the terms and conditions under which they may be made.

Strategic Outcome (résultat stratégique)
A long-term and enduring benefit to Canadians that is linked to the organization’s mandate, vision and core functions.

sunset program (programme temporisé)
A time-limited program that does not have an ongoing funding and policy authority. When the program is set to expire, a decision must be made whether to continue the program. In the case of a renewal, the decision specifies the scope, funding level and duration.

target (cible)
A measurable performance or success level that an organization, program or initiative plans to achieve within a specified time period. Targets can be either quantitative or qualitative.

voted expenditures (dépenses votées)
Expenditures that Parliament approves annually through an Appropriation Act. The Vote wording becomes the governing conditions under which these expenditures may be made.