CANADIAN FORCES PERSONNEL SUPPORT AGENCY PERSONNEL SUPPORT PROGRAMS DIVISION THE FUNDING AND DELIVERY OF THE MILITARY FAMILY SERVICES PROGRAM

Transcription

1 SERVICE LEVEL AGREEMENT BETWEEN CANADIAN FORCES PERSONNEL SUPPORT AGENCY PERSONNEL SUPPORT PROGRAMS DIVISION AND THE CANADIAN NATIONAL MILITARY REPRESENTATIVE EUROPE FOR THE FUNDING AND DELIVERY OF THE MILITARY FAMILY SERVICES PROGRAM IN EUROPE AND THE UNITED KINGDOM

2 TABLE OF CONTENTS 1. Background Key Terms Purpose and Scope Military Family Services Program (MFSP) Principles Roles and Responsibilities 5 a. Canadian National Military Representative (CA NMR) b. Canadian Forces Personnel Support Agency (CFPSA) Director Military Family Services (DMFS) 6. Funding Arrangements Financial Accountability Program Service Delivery Evaluation Status of Agreement Effective Date and Signatures...10 Annex A Expectations of SCO s Annex B Terms of Reference Military Family Services Program European Regional Manager

3 1. BACKGROUND 1.1 The Department of National Defence (DND) is committed to the development and implementation of policy and program initiatives to assist Canadian Forces (CF) Members and their families to manage the unique stresses associated with the military lifestyle and to enhance CF quality of life by supporting personal, family and community development. 1.2 DND is also committed to ensuring that CF community members receive military family services in their official language of choice. 1.3 In recognition of the significant contributions of CF families and in response to their expressed needs, the Military Family Services Program (MFSP) was established in During the 1990s, Military Family Resource Centres (MFRCs) were opened on CF bases, wings and stations across Canada, and Canadian Military Family Resource Centres (CMFRCs) were established in the United States, Europe and the United Kingdom (UK). In 2002, CMFRCs in Europe and the UK became Non-Public Fund entities. 1.4 Assistant Deputy Minister (Human Resources Military) (ADM (HR-Mil)) is accountable to the Chief of the Defence Staff for the MFSP. The MFSP is managed and administered on behalf of ADM (HR-Mil) by Director Military Family Services (DMFS), Personnel Support Programs Division, Canadian Forces Personnel Support Agency (CFPSA). The Director is responsible for setting policies and standards for the MFSP, administering MFSP corporate funds, and the ongoing monitoring and evaluation of the MFSP. The CEO, CFPSA is accountable to ADM (HR-Mil) for the MFSP. 1.5 The Canadian National Military Representative (CA NMR) is responsible for the morale and welfare of CF Members and their families in Europe, and is the delegated CF authority for the MFSP in Europe and the UK. The CA NMR may choose to delegate specific responsibilities for the implementation of the MFSP to the Commanding Officer CFSU(E), the Senior Canadian Officer (SCO) of those communities where a CMFRC is located, and/or the MFSP European Regional Manager. 1.6 Therefore, the CEO, CFPSA, and the CA NMR have entered into this Service Level Agreement (SLA) in order to ensure the effective implementation of the MFSP in Europe and the UK. 3/9

4 2. KEY TERMS Community Needs Assessments MFSP Funding Application MFSP Mandated Services MFSP Site-specific Services Military Family Services Program: Parameters for Practice Service Delivery Agreement In accordance with guidelines established by DMFS and Director Human Resources Research and Evaluation (DHRRE), CMFRCs assess and document local CF community needs to ensure military family services are responsive to local conditions. The template provided by DMFS to the CMFRC to apply annually for public funds from DMFS for MFSP Mandated Services. Services determined by DND/CF to respond to essential needs of CF families that arise from their unique lifestyle and/or support personal, family and community development. These services will be offered by CMFRCs where demonstrated need exists, and in accordance with the policies outlined in MFSP: Parameters for Practice published by DMFS. Mandated Services are publicly funded by ADM (HR-Mil) through DMFS/CFPSA. Locally-funded family services, consistent with the goals of the MFSP, offered at the CMFRC in response to identified and documented community needs. Site-specific Services, recommended by the CMFRC Advisory Committee, must be approved by the local Senior Canadian Officer and the CA NMR. Site-specific Services may be supported through public and non-public funds provided through the local Senior Canadian Officer or CA NMR, or through fund raising, donations, grants and fees for services. The document that outlines the MFSP philosophical framework, Program standards, service model, accountability expectations and the funding process for Canadian Military Family Resource Centres (CMFRCs). The template provided annually by DMFS for MFSP Europe to outline MFSP Mandated Services to be offered for the funds provided through DMFS. 4/9

5 3. PURPOSE AND SCOPE 3.1 The purpose of this Service Level Agreement (SLA) is to establish the framework for the effective provision of MFSP services in Europe and the UK by defining: the community development principles that guide implementation of the MFSP; the roles, responsibilities and reporting relationships of the CA NMR and DMFS/CFPSA with respect to the implementation of the MFSP; the process for funding MFSP services; and, the financial and service evaluation accountability requirements. 4. MILITARY FAMILY SERVICES PROGRAM PRINCIPLES 4.1 The philosophical framework for the MFSP is outlined in Military Family Services Program: Parameters for Practice. MFSP values and principles reflect a community-development approach that fosters the ongoing development and delivery of community-based military family services. This approach acknowledges the inherent resources, skills and capacities of CF family members and promotes community leadership, volunteerism and participation. 4.2 The implementation of the MFSP should support the engagement of CF community members in the identification, design, delivery and evaluation of local services intended to meet their needs. In particular, the required local Advisory Committee composition of at least 51 percent of civilian spouses of serving CF Members is designed to ensure significant participation of civilian spouses in the planning, delivery and evaluation of MFSP services offered at CMFRCs. 5. ROLES AND RESPONSIBILITIES 5.1 The CA NMR will Ensure the implementation of the MFSP in Europe and the UK in accordance with MFSP policies and standards established by Director Military Family Services (DMFS) Determine, in concert with DMFS, the establishment and location of CMFRCs Encourage local Senior Canadian Officers (SCOs) to promote the services of the MFSP to CF personnel and their families. 5/9

6 5.1.4 Ensure that the MFSP European Regional Manager and CMFRCs are provided with facilities, maintenance, utilities, cleaning, materiel, transportation, and telecommunication resources in accordance with A-PS /AG-002 or subsequent authority Ensure that CMFRCs are provided with nominal roll information, consistent with CANFORGEN 098/ Z Aug 00, within the following parameters: o Up-to-date nominal roll information regarding all CF Members deployed on operations or on temporary duty away from home for thirty days or more. This information is to be provided as soon as it is available and no later than fifteen working days from the CF Member s date of departure. o Up-to-date nominal roll of all CF Members, including addresses and telephone numbers, in September of each year following the active posting season. Update this information as required for off-season postings and any significant deployments Ensure that CMFRCs comply with the federal Privacy Act with respect to the protection of personal information Ensure that each CMFRC has an Advisory Committee that is comprised of a minimum of five (5) to a maximum of nine (9) voting members. Voting members may be Canadian Forces members, their civilian spouses/partners and dependents (16 years or older). Fifty-one (51) percent of the voting members must be civilian spouses/partners of full-time serving Canadian Forces members. Members of the CMFRC Advisory Committee are elected by the local CF community and endorsed by the SCO for a one-year term that can be renewed for a total of three consecutive years Ensure that a senior CF Member is appointed as an ex-officio non-voting representative to each of the CMFRC Advisory Committees to represent the SCO Ensure that CMFRC Advisory Committees and Directors are provided with ongoing support and training in the management and delivery of the MFSP, and information regarding the CF operational mission as it impacts CF families Ensure that the annual Funding Application for MFSP Mandated Services and the Service Delivery Agreement are submitted to DMFS in the format and by the deadline established by DMFS Determine the MFSP workforce requirements within the parameters of the MFSP corporate funding provided through DMFS. 6/9

7 Ensure the allocation of MFSP corporate funds in accordance with the approved Service Delivery Agreement and the terms of the funding notification from DMFS Provide local resources to support MFSP site-specific services, at his/her discretion Ensure that MFSP service and financial reports are provided to DMFS in the format required by DMFS Ensure the application of CFPSA Policy Manual Vol 5, Human Resources Policy and Procedures and the respective collective agreements, as applicable, in managing MFSP employees Ensure that all proposed involuntary terminations of MFSP employees are discussed with CFPSA Director Labour Relations. In the event that involuntary terminations are approved without consultation, the base/wing fund is liable for the costs associated with any successful appeal of such involuntary termination, including, but not limited to legal and court fees, damages, pay in lieu of notice and severance pay Ensure that recommendations in DMFS Site Visits Reports and DMFScommissioned audit reports are responded to within three months of receipt. 5.2 DMFS will Develop and monitor MFSP policies and service delivery standards Review the Funding Application submitted for provision of the MFSP in Europe and the UK to ensure that the planned delivery of the MFSP is in keeping with MFSP: Parameters for Practice Provide funding for the implementation of the MFSP in Europe and the UK, based on the approved Service Delivery Agreement and the funding parameters specified within MFSP: Parameters for Practice Appoint one member to the Selection Board that will determine the successful candidate for the MFSP European Regional Manager position Support orientation and training of MFSP employees and CMFRC Advisory Committee members with respect to the MFSP, as appropriate and feasible Develop and provide MFSP promotional and resource materials in both official languages for use by MFSP Europe. 7/9

8 5.2.7 Provide and/or make available professional and technical advice to the CA NMR, CO CFSU(E) and MFSP European Regional Manager on all aspects of the MFSP, including mandated areas of service delivery and guidance on best practices regarding family resource programs and community-based organizations Conduct a minimum of one formal site visit per year to monitor the provisions of this SLA by visiting at least one CMFRC each year and meeting with the MFSP European Regional Manager, CA NMR, and CO CFSU(E) Commission an external program audit/review of the MFSP in Europe and the UK at least once every three years, or more frequently if agreed to by DMFS and the CA NMR Verify performance of CMFRCs against the approved Service Delivery Agreement, submitted service and financial reports, and MFSP: Parameters for Practice. Monitor progress toward observations and recommendations in the Annual Site Visit Report and the Audit Report. 6. FUNDING ARRANGEMENTS 6.1 DMFS will provide public funds for the provision of MFSP Mandated Services (including CMFRC staff) as per the DMFS funding notification, and in accordance with the approved Service Delivery Agreement. Funds for the provision of MFSP Mandated Services will be transferred to the European Regional Accounting Office on a semi-annual installment basis, in advance of service delivery. 6.2 In addition to funds for the provision of MFSP Mandated Services, DMFS will centrally fund the position of MFSP European Regional Manager pending DMFS approval of the position description, classification and pay level. The approved position description is attached at Annex A. 6.3 The CA NMR will provide local public and non-public funds, at his/her discretion, for MFSP Site-specific Services as identified through Community Needs Assessments, and recommended by the local CMFRC Advisory Committees and Senior Canadian Officers. 7. FINANCIAL ACCOUNTABILITY 7.1 MFSP funds provided through DMFS will be used exclusively for MFSP Mandated Services in accordance with MFSP: Parameters for Practice and the approved Service Delivery Agreement. 7.2 Invoices, receipts and/or other records that demonstrate that funds were expended for the intent provided will be held on file for a period of five (5) years, and made available to DMFS or its representative on request. 8/9

9 7.3 Under the direction of the CA NMR, the Regional Accounting Office (Europe) will provide accounting services for the MFSP, including administering the payroll of MFSP employees, allocating funds to CMFRCs for service delivery, and providing financial reports to DMFS. 7.4 Should DMFS-provided funds be surplus to requirements in a given fiscal year, normally the identified surplus amount will be reduced from the following year s DMFS allocation. The CA NMR may apply to DMFS to use up to 10% of the surplus amount for special projects or initiatives. 8. PROGRAM SERVICE DELIVERY EVALUATION 8.1 Performance measurement is a shared responsibility between the CA NMR and DMFS. Both parties may carry out the necessary reviews to ensure compliance and effective Program delivery. 8.2 If the MFSP can not be delivered in accordance with the SLA, the CA NMR and DMFS will consult to achieve a mutually agreeable solution. As part of its oversight responsibilities, DMFS will report unresolved concerns to ADM (HR- Mil). 9. STATUS OF AGREEMENT 9.1 This agreement will remain in effect until a revision is deemed necessary by the CEO, CFPSA and/or the CA NMR. 10. EFFECTIVE DATE AND SIGNATURES 10.1 This agreement is effective on the date of the last signature. (Signature) (dd/mm/yy) (Print Name) CEO, CFPSA (Signature) (dd/mm/yy) (Print Name) Canadian National Military Representative 9/9

10 ANNEX A TO SERVICE LEVEL AGREEMENT MFSP EUROPEAN REGIONAL MANAGER: POSITION DESCRIPTION Military Family Services Program European Regional Manager NOC 0314 Qualifications Bachelor s Degree in Business Administration, Community Development, Adult Education or related field and some year s management experience with community based organizations equivalent combination of education and experience. Deleted: Knowledge Of community development principles Of the principles adult education Of social marketing principles and media relations Of family support programs Of financial analysis Of general business practices and theories Of employee relations Experience In the delivery of community programs In planning and facilitating presentations and workshops In policy interpretation and delivery In managing budgets In managing projects In applying policies, procedures, and regulations In managing personnel In business planning In using software for word processing, spreadsheets, presentations, databases, , and internet browsing Formatted: Bullets and Numbering Core Characteristics Team Player Develop collaborative relationships across the CFPSA. Confront issues that block achievement of goals and mission. A1/3

11 Customer Focus Establish a customer-focused culture. Base strategic business planning on customer or division needs and expectations. Positive Attitude Model behaviour, attitude and actions expected of all employees. Foster creativity in others by rewarding risk-taking and entrepreneurial behaviour. Excellence Inspire and demonstrate a passion for excellence in every aspect of work. Nurture innovations that are recognised as best practices or models. Competence Provide employees with time, resources and opportunities to pursue self-development, which will contribute to work effectiveness. Responsibilities Plan, organize, and direct the delivery of MFSP programs in Europe. Apply NPF policies, procedures, regulations and all applicable legislation. Ensure the consistent application of MFSP programs, policies and services. Establish administrative procedures to meet the MFSP objectives. Participate in policy development by preparing reports and briefs for management committees and groups. Ensure compliance to the Service Level Agreement. Research, analyze and evaluate information and statistical data to provide recommendations to management. Ensure effective communication on all MFSP matters specific to Europe to NDHQ, NMR, CFSU (E), SCO s, local personnel and communities. Provide technical advice on MFSP operations to senior staff. Represent the organization with key external stakeholders, organizations, and agencies. Control assets and authorize financial transactions/commitments. Direct and control the MFSP operations to ensure budgeted costs and other financial objectives are met. Develop and implement short- and long-range MFSP business plans and budgets. Report and recommend corrective action for business plan and financial objective discrepancies. Review and analyze financial reports for MFSP. Formatted: Bullets and Numbering A2/3

12 Manage employees including all CMFRC Directors in Europe. Guide and direct MFSP staff on the development, promotion, and delivery of services. Oversee recruitment, training, and development of staff for all MFSP locations. Manage projects. Travel to each area of responsibility. Comply with the requirements of the NPF health and safety programs. Perform other related duties assigned by supervisor. Formatted: Bullets and Numbering Disclaimer This description has been designed to indicate the key responsibilities of the job and the nature of work performed by employees. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and tasks required of employees assigned to this job. I have read and understand the contents of this job description. Employee s Name Employee s Signature Date Supervisor s Name Supervisor s Signature Date Manager s Name Manager s Signature Date A3/3