French-language services Excellence
Office des Affaires francophones de l’Ontario
Canada

The Problem

As one of the funding people of this province, Francophones have the legal right to access provincial government services in their own language. The Office of Francophone Affairs (OFA) was created to ensure that Francophones’ concerns could be heard and addressed, and that ministries respect the French-language Services (FLS) Act requirements.

Over the years, however, the proportion of the Francophone population declined to approximately 600,000, or a little over 5% of the total Ontarian population. This demographic decline resulted in a parallel decline in accessibility and/or quality of FLS from provincial ministries.

This trend is very problematic on many levels. From a public service perspective, the government is always at risk of being challenged in the courts by Francophones; a recent case resulted in a landmark decision in favour of Francophones’ rights, which further increased this risk. From a community perspective, the rarefaction of FLS typically increases the assimilation rate, which further exacerbates the issue. Last, but not least, from an individual perspective, the inability to receive services in your own language in your own country is always frustrating, and can sometimes be tragic. Research indicates that people in general, and seniors in particular, tend to not only revert to their mother tongue in times of stress, they also tend to no longer understand or process correctly their second language, assuming they have one of course. As a case in point: a Francophone senior was rushed to the emergencies in 2008; she could not communicate in French at the Hospital to explain her condition or answer the doctors’ questions. Tragically, by the time a translator arrived, her condition had taken a turn for the worse and she eventually passed away as a direct result of lack of FLS.

The protection of minority rights is at the very core of our democratic societies. Whether we refer to linguistic, cultural or religious minorities, governments tend to face very similar challenges of limited resources, lack of awareness, poor accountability mechanisms, public indifference, or worse, resentment from some the groups from the vast majority of society.

With a staff capacity of 20, and very limited resources to influence the 26 ministries forming the provincial government, the OFA’s ongoing challenge is to strategically leverage its policy initiatives to ensure maximum impact and sustainability.

To address this challenge, the OFA developed a multi-pronged strategy based on three interconnected initiatives:
1. Design and implementation of an innovative accountability framework for FLS (“FLS Performance Measurement Framework”);
2. Creation of an innovative and award-winning leadership program for bilingual staff (“FLEX”); and
3. Development of a new online Compendium of effective FLS practices (“Compendium”).

Combined, these initiatives have allowed to create a new community of practice among bilingual staff, raise awareness levels across government about FLS while embedding new accountability expectations in the annual Result-based planning (RbP) exercise led by the Ministry of Finance, and providing new resources to support ministries. This low-budget approach continues to prove very effective in Ontario, and would translate easily to other policy-settings focusing on the protection of minority rights.

Solution and Key Benefits

 What is the initiative about? (the solution)
The OFA strategy has proven effective and beneficial on three complementary levels: strategic, tactical and technical.

On a strategic level, the FLS Performance Measurement Framework identified four “pillars” to support the vision for enhanced and improved FLS across the OPS:

1. “FLS Knowledge and Awareness of the public and of public service staff”;
2. “FLS Capacity”, which speaks to ministries’ capacity to mobilize the resources (human, material, financial…), required to serve the public in French;
3. “Francophone participation”, which includes consultations, focus groups, engagement strategies and the creation of FL committees for example; and
4. “FLS integration”, which stresses the importance of factoring FLS considerations at the onset of any new policy or program making process, and is often key to help mitigate the risks of FLS-related complaints or litigations.

Each of these pillars was broken down into very specific applications and practices, which were matched with performance indicators. The framework also proposed FLS objectives for the short, medium and long terms. It was later adapted to a new format to better fit the RbP process led by the more powerful Ministry of Finance.

This approach has resulted in a number of key benefits, including an increased accountability standard for FLS across the OPS; increased awareness of the need for improved FLS and the concept of “Active offer”; the formulation of short, medium and long term FLS objectives by all ministries; initiation of an ambitious, measurable, and results-oriented FLS capacity-building process; and calculation of a base-line for FLS, both at the ministry and OPS levels.

The FLS Performance Measurement Framework received an Excellence award at the Public Service Quality Fair in 2007.

On a tactical level, the French-language Excellence program (“FLEX”) received the Amethyst Award in 2008, the highest recognition of excellence given by the Premier of the province. FLEX is the first leadership training program developed and offered in French to bilingual staff from all ministries. FLEX was designed to have a transformative impact on the government by building on the personal skills of the participants, and fostering the emergence of a new community of practice amongst bilingual staff in the Ontario Public Service (OPS). Overtime, the FLEX community will grow into a formidable and positive force of change and modernization. In this respect, FLEX was designed to feed directly the pillars of “staff FLS awareness” and “Integration” from the FLS Performance Measurement Framework.

On a technical level, finally, the Compendium is an interactive databank of exemplary FLS practices (templates; translations; presentations; lists of contacts; public engagement/consultation strategies; etc.). This client-centered application represents a great source of ideas, expertise and contacts for Ontario public servant interested in ensuring or improving the quality of FLS. In this respect, the Compendium feeds directly the two pillars of “FLS Capacity” and “Francophone participation” from the FLS Performance Measurement Framework. The Compendium was featured in 2008 in Showcase Ontario, an annual IT forum allowing ministries to showcase their most innovative projects.

Actors and Stakeholders

 Who proposed the solution, who implemented it and who were the stakeholders?
The credit for this comprehensive long-term strategy is shared between the policy team of the OFA, staff from other ministries who supported the three initiatives, and senior-management who provided the political leverage required to trigger change at the government level.

The actual design and implementation of these three initiatives was led by OFA Strategic Policy and Research Branch Director, Eric Mezin, and his staff: Janine Charland for the Performance Measurement Framework; Genevieve Brouyaux for FLEX; and Louise Gagnon and Caroline Oriol for the Compendium.

A key factor of success in all three initiatives was to secure the support, and influence, of “bigger” players than the OFA across government. Credits should therefore also be given to Barbara Adams from the Ministry of Finance for the Performance Measurement Framework; to Kerry Pond from the Centre for Leadership for FLEX; and to the FLS Coordinators of all ministries, for sharing their practices and resources in the Compendium.

While such policy initiatives ultimately target Francophones in Ontario, the first stakeholders - defined here as the primary users and/or participants – are the public servants in all ministries, both in front-line/programs/policy positions, and in senior-management positions. The overriding objective of the OFA strategy is to raise both awareness levels for FLS and accountability standards across government. FLS, in this context, becomes everyone’s business and responsibility.

(a) Strategies

 Describe how and when the initiative was implemented by answering these questions
 a.      What were the strategies used to implement the initiative? In no more than 500 words, provide a summary of the main objectives and strategies of the initiative, how they were established and by whom.
The overall initiative was to raise awareness levels for FLS across government, provide a clear accountability framework for FLS, and support ministries through the creation of a community of practice and the sharing of exemplary FLS practices. Each strategy is intimately connected to the other, and is part of the same long-term vision of greater accessibility to quality FLS in Ontario.

The three strategies supporting this initiative are the FLS Performance Measurement Framework, FLEX and the Compendium. Each strategy served a specific purpose and entailed equally specific implementation considerations.

The FLS Performance Measurement Framework had to begin modestly, so as to keep resistance to change from ministries at manageable levels. The OFA Policy team started by developing a broad FLS accountability framework, which was first endorsed by the OFA Minister’s Francophone advisory committee. This endorsement enabled the OFA to approach next the Ministry of Finance to suggest than an environmental scan of FLS across ministries be conducted. The results of this scan showed very significant gaps between the requirements of the FLS Act and most ministries’ practices. This was leveraged into a more ambitious process, no-longer OFA-led but championed by the Ministry of Finance, which embedded the FLS framework into the annual reporting process mandatory for all ministries.

Similarly, FLEX started as a modest pilot project, co-sponsored by the OFA and the central agency responsible for all training and development projects in government, the Centre for Leadership (CFL). The objective was to enlist the support of all ministries for the initiative, so that one bilingual staff per ministry could participate. With each year, the numbers of FLEX participants would grow and form a new community of practice amongst bilingual staff. This community, in turn, would help the sharing of effective practices, provide networking opportunities, help fight feelings of isolation (the Ontario Public Service counts about 4,000 bilingual positions out of a 67,000 workforce), and spread key messages about FLS across ministries (see the “pillars” of integration and awareness). The OFA team developed a unique and original combination of conventional material (communication skills for example) and new experiences (leadership through interacting with horses or applying martial arts principles to change management). It also enlisted the support of a number of champions from bilingual senior public servants (Deputy Ministers, Assistant Deputy Ministers and Directors) to act as the “wayfarers” of the group. After two sessions, the OFA had to develop a wait list to manage the volume of participants sponsored by their respective ministries, and FLEX is now run on a full cost-recovery basis.

The Compendium, finally, was designed by the policy team, developed by the IT team of the ministry, and populated by the practices and resources of FLS coordinators from all ministries. A very low-budget initiative – essentially a clever interactive databank hosted on the OFA Intranet – the Compendium received only praises from ministries and is still growing from new contributions received from ministries.

(b) Implementation

 b.      What were the key development and implementation steps and the chronology? No more than 500 words
The overall initiative was developed to mark the 20th anniversary of the FLS Act in 2006. At this time, a comprehensive, multi-pronged and long-term approach for FLS was initiated by the OFA. All three strategies began approximately at the same time, but progressed at a different pace. Ultimately, the goal was to develop and maintain a momentum of transformation and modernization for FLS in the government, so that each strategy could keep growing and benefiting from the other ones’ success.

Key development and implementation steps for the FLS Performance Measurement Framework included:
• June 2006: Research & development of a framework
• Sept. 2006: Consultation of key stakeholders (ministries; subject matter experts; community representatives)
• October 2006: Formulation of options and recommendations to senior management and the Minister
• November 2006: Presentation to the Minister of Finance
• February 2007: Environmental scan (design; communication strategy; roll-out; evaluation and analysis of results)
• May 2007: Analysis of results (both at the corporate and ministry levels) and formulation of recommendations
• June 2007: Inclusion of the framework into the RbP annual process
• Ongoing liaison with inter-ministerial performance measurement committee

Key development and implementation steps for FLEX included:
• Summer 2006: Development of the concept and senior management approval
• Spring 2006: curriculum design in liaison with the CFL
• Fall 2006: roll-out of communications strategy to invite ministries’ participation
• Winter 2006: first FLEX session (5 days)
• 2007: evaluation and organization of the second FLEX session
• 2008: ongoing

Key development and implementation steps for the compendium included:
• Summer 2006: Development of the concept and senior management approval
• Fall 2006: liaison with FLS Coordinators and IT team to develop and populate the application
• Summer 2007: Compendium is launched and operational

(c) Overcoming Obstacles

 c.      What were the main obstacles encountered? How were they overcome? No more than 500 words
The main obstacles included limited OFA resources (both financial and human resources), limited ministries’ FLS resources and, more importantly, over 20 years of progressive apathy and stagnation regarding FLS in the government. At the time of the 20th anniversary of the FLS Act, the OFA was, by and large, a marginalized organization with little or no influence over ministries’ ability – or willingness – to factor FLS into their day-to-day operations and long term policies.

These obstacles were overcome through a combination of factors: the timing was right as the 20th anniversary raised the Minister of Francophone Affairs’ expectations and provided a unique opportunity to secure new resources for the OFA. New leadership at the OFA gave a clear impetus to the policy team’s creativity. Last, but not least, the OFA aggressively sought the support of “FLS champions” at the highest levels across the OPS, from the Secretary of Cabinet to several Deputy Ministers, who agreed to support the OFA’s initiatives. The OFA strategic communications team also played a key role in giving great profile to the work done by the policy team.

(d) Use of Resources

 d.      What resources were used for the initiative and what were its key benefits? In no more than 500 words, specify what were the financial, technical and human resources’ costs associated with this initiative. Describe how resources were mobilized
No particular financial resources were required for the FLS Performance Measurement Framework beyond staff time and expertise. A team of two carried out the entire project described in answers (a) and (b).

FLEX required the services of a number of subject matter experts to deliver the various modules of the program (i.e.; communications skills; change management; martial arts…). Total cost: $60,000 (includes accommodations costs for 25 persons for 5 days). The first year, the OFA and the CFL shared costs while ministries assumed transportation costs. The second year, ministries were asked to contribute a fee per participant, in addition to the OFA and CFL contributions. In 2009, ministries will be asked to assume the full cost of the program (full cost-recovery approach).

The Compendium did not cost anything to the OFA as internal IT resources were used to develop the database.

Sustainability and Transferability

  Is the initiative sustainable and transferable?
Yes. All three strategies, and therefore the entire initiative framing them, are both sustainable and transferable. From a financial perspective, they have either no ongoing costs, or can be self-sustaining through user-fees.

More importantly, the value-added they have demonstrated to their primary clientele in the ministries suggest that they will not only remain but grow in scope and influence with each passing year. In fact, the FLS Performance Measurement Framework will be adapted and extended beyond ministries to include transfer payment agencies providing FLS in Ontario.

These initiatives are being shared with other provinces dealing with a Francophone population in Canada (Manitoba, New Brunswick, federal government of Canada), and could definitely by adapted to other governments seeking to better secure minority rights. The OFA would be happy to share all resources and expertises upon request, particularly – but not exclusively – with countries where French is spoken by some of the population.

Lessons Learned

 What are the impact of your initiative and the lessons learned?
First: success entails the ability to proactively, creatively, and sometimes aggressively seek the support of “champions” to leverage good ideas into strategic priorities first, and operational success next. It is always best to share the credit of a successful enterprise with many, than to own a mediocre product all alone. Each awards received by the OFA was shared with its sponsor ministry for instance.

Second: being innovative is always essential…but rarely enough. Being “strategically” innovative, linking projects and initiatives, creating a momentum of transformation, continuously communicating the vision behind each initiative…All these skills, combined with a high threshold level for frustration, a great sense of humour and an even greater passion for the public service, are what helped make this initiative a success.

Contact Information

Institution Name:   Office des Affaires francophones de l’Ontario
Institution Type:   Government Agency  
Contact Person:   Eric Mézin
Title:   Director, Strategic Policy and Research Branch  
Telephone/ Fax:   416-325-4943
Institution's / Project's Website:   416-325-4980
E-mail:   eric.mezin@ontario.ca  
Address:   777 Bay Street, 6th Floor
Postal Code:   M7A 2J4
City:   Toronto
State/Province:   Ontario
Country:   Canada

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