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Management Action Plan (April 2008)

Recommendation	Action Plan	Responsibility	Expected Completion Date
1. The responsibility to review and recommend the Due Diligence Report (DDR) should always be exercised by the supervisor of the officer who prepared the document.	Ensure that the preparer of the DDR and the preparer’s supervisor, who will be manager level or higher, will sign future DDRs.	All ADMs	Implemented 1 April 2008
2. The Department should include the stacking provision in the Agreements as per approved terms and conditions of the program. Likewise, the Agreements should include a provision for the Recipients to disclose all sources of funding related to the project before the start and end of a project. We suggest that the Department re-visit the need to include the stacking provision in the Agreements as per approved LI Program Terms and Conditions.	The stacking provision will be included in new Agreements as per approved terms and conditions and will be negotiated for inclusion in existing agreements where reasonable. As stacking applicability is unclear when providing loss support for equity investment agreements with multiple sources of investment capital being invested by the Capital Provider, WD, led by DG Finance will task a team to recommend internal stacking calculation procedures for such cases.	DG Finance and Manager LI Program	30 July 2008.
3. LI Program staff should consider preparing a template (e.g. spreadsheet) to incorporate the information gathered from the Recipient and WD analysis. The template can be used as the request for payment form to be reviewed and signed by the FAA Section 34 delegate to initiate payment.	This is a good suggestion. A template spreadsheet will be developed for simplification of payment review and Section 34 sign-off.	Manager LI Program and Business Officer, Capital Services	Immediate implementation of a first draft to be improved and “finalized” by 1 October 2008
4. As part of its succession planning, the Department should consider the need to have a policy and procedures manual for the LI Program. The LI Program manual will assist in training future staff in administering and managing the program.	ADM-MB to prepare a written succession plan for review at DAC and/or WD Executive and MB Region will develop an LI Program Procedures Manual.	ADM Manitoba DAC or WD Executive Committee	31 March 2009
5. For a more efficient process in gathering the data for the Quarterly Statistics Report required by Headquarters, the Department should consider the need to set up a customized program to perform the data gathering function.	WD will consider the pros and cons of developing such an automated system.	Director, IMT and Manager LI Program.	1 October 2008
6. After completing the on-site review of the financial records of the Recipient related to the LIP, a report summarizing the significant results of the review should be prepared by the WD Monitoring and Payments Officer and forwarded to the LIP staff. A plan can then be developed to ensure any findings indicating non-compliance to the Agreement are addressed (e.g. follow-up review). Also, the need to conduct a preliminary review of active Agreements on a sample basis should be considered.	All future internal reviews of Capital Provider records for compliance will require submission to LI Program staff of a summary report. Actions taken to address any issues identified will be documented.WD will consider the need and priority for preliminary reviews of a sampling of Agreements.	Manager LI Program	1 April 20081 October 2008
7. If warranted, the role and responsibilities of the Management Committee should be clearly stated in the Agreements.	This “Management Committee” refers to the WD and proponent staff who administer the operation of each agreement and resolve any questions or issues that arise. WD will revise the description of the Management Committee in the template for agreements in order to clarify the Committee’s function and make-up.	Manager LI Program.	1 July 2008
8. Since the timely receipt of the Recipient’s quarterly reports is vital in the completion of the required reports needed by headquarters, the Agreements should specify the due date for the Recipients to submit the required reports.	WD will clarify the wording in the template for agreements in order to clarify the due dates for reports.	Manager LI Program	1 July 2008
9. In the future, the format of the Amendments to the Agreements should be consistent among the regions. The same applies to Agreements related to the LI Program. The Department should also consider the merits of having both the Agreements and the Amendments prepared by the LI Program Manitoba office.	WD will consider the pros and cons of having both the Agreements and the Amendments prepared by the LI Program Manitoba staff. Based on this, the need for a consistent format for amendments among regions may be reviewed.	Executive Committee	1 October 2008