Corporate Services, Policy and Communications Branch (CSPCB), Health, Safety, Security, Emergencies and Administration (HSSEA), and Real Property Branch (RPB)

Audit 2005-728, Audit of PWGSC Compliance to DP 078, Workplace Fire Emergency Evacuation Plans

September 2006

Recommendation 1

Ensure that fire emergency evacuation plans, including building schematics and floor diagrams, contain all of the fire information specified in DP 078.

Office of Principal Interest (OPI):

• ADM, Corporate Services, Human Resources and Communications Branch is the office of primary interest.
• Director General, HSSEA is accountable for ensuring obligations have been fulfilled. - Office of Secondary Interest (OSI), is the ADM, Real Property Branch (RPB).
• Director General, Real Property, National Capital Area (DG, RP, NCA).
• The Director General of Professional and Technical Programs (PTP) is accountable for ensuring their obligations have been fulfilled.
• Other Key Stakeholders will be acknowledged and engaged as required.

Implementation Actions

• A comprehensive review for compliance has been undertaken by HSSEA, CEHS in conjunction with Real Property, Property and Asset Managers.
• On an individual basis, information will be updated and added with GAPS in requirements as dictated through Departmental Policy 078, identified and addressed as required.

Action Implementation Date(s)

• HSSEA, CEHS has initiated the review of facilities plans where PWGSC is the Owner/custodian and primary tenant, to ensure that the plans are up-to-date; and that changes in the building or the nature of its occupancy is taken into account.
• Real Property Asset and Facilities Managers play an active role in securing the required information and ensuring the continued implementation of DP 078.
• Updated Evacuation Plans for PWGSC will be completed by the end of the last quarter of fiscal year 2006/07.

Recommendation 2

Ensure that yearly evacuation or emergency drills are conducted and are adequately documented and reported.

Office of Principal Interest (OPI):

• ADM, Corporate Services, Human Resources and Communications Branch is the office of primary interest.
• Director General, HSSEA is accountable for ensuring obligations have been fulfilled.
• Office of Secondary Interest (OSI), is the ADM, Real Property Branch (RPB).
• Director General, Real Property, National Capital Area (DG, RP, NCA).
• The Director General of Professional and Technical Programs (PTP) is accountable for ensuring their obligations have been fulfilled.
• Other Key Stakeholders will be acknowledged and engaged as required.

Implementation Actions

• An evaluation of "drill" status of all buildings where PWGSC is the owner/custodian and primary tenant has been undertaken.
• Building Safety and Health Committees will be engaged as part of the documentation review. Each Building Emergency Evacuation Team Leader/Coordinator will be interviewed to determine how comprehensive their record keeping is, how information is managed, who is included and the frequency of their evacuation drills.
• An appropriate reporting sequence and methodology will be adopted for implementation

Action Implementation Date(s)

• Work is already underway to evaluate the status within each identified facility and to take any remedial actions required.
• Evacuation or emergency drills will be conducted in all facilities where PWGSC is the primary tenant by end of fiscal year 2006/2007.

Recommendation 3

Ensure that building fire safety plans are maintained up-to-date and prepared in accordance with local fire departments and as prescribed by the Canada Labour Code, Part II.

Office of Principal Interest (OPI):

• ADM, Corporate Services, Human Resources and Communications Branch is the office of primary interest.
• Director General, HSSEA is accountable for ensuring obligations have been fulfilled.
• Office of Secondary Interest (OSI), is the ADM, Real Property Branch (RPB).
• Director General, Real Property, National Capital Area (DG, RP, NCA).
• The Director General of Professional and Technical Programs (PTP) is accountable for ensuring their obligations have been fulfilled.
• Other Key Stakeholders will be acknowledged and engaged as required.

Implementation Actions

• This recommendation will be managed and GAPS bridge as per Recommendation # 1.

Action Implementation Date(s)

• HSSEA, CEHS has initiated the review of facilities plans where PWGSC is the Owner/custodian and primary tenant.
• Real Property Asset and Facilities Managers play an active role in securing the required information and ensuring the continued implementation of DP 078.
• Updated Evacuation Plans for PWGSC will be completed by the end of the last quarter of fiscal year 2006/07.

Recommendation 4

In consultation with the ADM, Real Property Branch, ensure that specific mandatory training for fire emergency evacuation planning and fire drills are undertaken as prescibed.

Office of Primary Interest (OPI):

• Office of Principal Interest (OPI) is the ADM, Corporate Services, Human Resources and Communications Branch.
• Director General, HSSEA is accountable for ensuring their obligations have been fulfilled.
• The ADM, Real Property Branch (RPB) is the office of Secondary Interest (OSI).
• Director General, Real Property, National Capital Area (DG, RP, NCA).
• The Director General of Professional and Technical Programs (PTP) is accountable for ensuring their obligations have been fulfilled.
• Other Key Stakeholders will be acknowledged and engaged as required.

Implementation Actions

• Real Property, NCA with HSSEA, CEHS will esure training has been made available, and given to all individuals as identified through the planning process.
• Real Property, NCA in accordance with HSSEA, CEHS will evaluate the current status and raise awareness of the requirement with AFD Contract Administration.
• This will be accomplished through communiqués and an accountability framework.

Action Implementation Date(s)

• Planning underway for yearly drill for PDP III, other primary location either at planning or implementation stage.
• Evacuation or emergency drills will be conducted in all facilities where PWGSC is the primary tenant by end of fiscal year 2006/2007.

Recommendation 5

Revise Departmental Policy 078, Workplace Emergency Evacuation Plans (April 2000) in consultation with Treasury Board Secretariat, so that it is compatible with Government Policy.

Office of Principal Interest (OPI):

• Office of Primary Interest (OPI), is the ADM, Corporate Services, Human Resources and Communications Branch.
• Director General, HSSEA is accountable for ensuring their obligations have been fulfilled.
• The ADM, Real Property Branch (RPB) is the office of Secondary Interest (OSI).
• Director General, Real Property, National Capital Area (DG, RP, NCA).
• The Director General of Professional and Technical Programs (PTP) is accountable for ensuring their obligations have been fulfilled.
• Other Key Stakeholders will be acknowledged and engaged as required.

Implementation Actions

• Work is already underway to convene a Working Group of Key Stakeholders to update the Policy i.e. Treasury Board, Unions, CEHS personal and external stakeholders. The Working Group will be comprised of individuals/groups whom the policy may impact directly.

Action Implementation Date(s)

• HSSEA, CEHS has taken the lead in establishing this Working Group. A number of Stakeholders have already been identified.
• Working group will be convened in October/November 2006 to discuss & to recommend proposed changes to DP 078.
• Projected completion by the end of the last quarter, fiscal year 2006/07.

Recommendation 6

Identify and implement requirements for corporate oversight and monitoring to ensure compliance with central agency and departmental requirements.

Office of Principal Interest (OPI):

• Office of Primary Interest (OPI), is the ADM, Corporate Services, Human Resources and Communications Branch.
• Director General, HSSEA is accountable for ensuring their obligations have been fulfilled.
• The ADM, Real Property Branch (RPB) is the office of Secondary Interest (OSI).
• Director General, Real Property, National Capital Area (DG, RP, NCA).
• The Director General of Professional and Technical Programs (PTP) is accountable for ensuring their obligations have been fulfilled.
• Other Key Stakeholders will be acknowledged and engaged as required.

Implementation Actions

• Following identification and prioritization of the requirements, the Director General HSSEA will establish a governance profile (with associated performance indicators) that will be implemented as a Corporate requirement providing assurance that DP 078 is being adhered to, and acted upon.

Action Implementation Date(s)

• HSSEA will establish the requirement Governance structure.
• The Governance profile will be communicated to all stakeholders.
• Projected completion by the end of the last quarter, fiscal year 2006/07.