Policy 18.1 - Scheduled Change

Effective Date: 01-Mar-97
Responsible Branch: Corporate Policy and Planning Branch

Resource Management Volume Table of Contents | Amendment Log

Scope

This policy applies to the introduction and amendment of resource management policies prepared by the Ministry of Forests. It also applies to guidebooks issued under the Forest Practices Code and to all Code-related supplementary guidelines or procedures prepared by Forest Regions and Districts.

Policy

Changes to the policy environment for forest and range management will be implemented in a controlled and scheduled manner. The goal is to provide a predictable policy environment for business planning and for the scheduling of field work.

Definition

For the purpose of scheduled change, policy includes documents and associated information systems that provide direction and guidance to decisions and processes that assist in carrying out the Ministry's mandate. Examples include policy statements, procedures, guidelines, forms, information requirements and associated information systems and Forest Practices Code guidebooks.

Relationship with Existing Policy

Policies will remain in effect until replaced by new or revised policies that meet the conditions of scheduled change.

To ensure that policy is developed in a coordinated manner, draft policy will be reviewed for internal consistency with existing approved policy prior to being finalized.

Transition

Each new policy will include transition provisions to assist with implementation. The time frame between policy approval and full compliance should normally be a minimum of 4 months. Where appropriate, the time frame for transition may be determined in consultation with directly affected stakeholders.

The transition period will generally include a scheduled introduction of specified components of the policy. Anyone who is conforming with the transition provisions of an approved policy is considered to be in compliance with that policy.

Scheduling

The introduction of new or revised policy will normally be scheduled so that changes can be reflected in amendments to business plans, budgets, and planned field activities.

Scheduling will also provide adequate lead time to allow for communication, training and extension, and pre-planning before the policy takes effect.

Consultation

Regions, districts, and other agency staff and stakeholders directly affected by a policy will be consulted during its development and before the final policy is implemented. Where appropriate, policies should be developed in cooperation with other resource agencies.

Exemptions

A decision-maker should vary from the scheduled change policy only where it is necessary to meet a legal requirement, to comply with directives from central agencies of government, such as Treasury Board, or in other situations where policy changes must be implemented immediately.

Responsibilities

The Director, Corporate Policy & Planning Branch will:

• serve as the office of primary responsibility for the scheduled change policy
• develop a transition plan for the policy and monitor its implementation
• carry out periodic evaluations of the policy and make required amendments
• audit to ensure compliance with the policy by all branches, regions, and districts

Branch Directors will:

• ensure that new or revised policy factors in the effects and administrative requirements of existing approved policy to avoid conflicting requirements or outcomes
• ensure that all proposed new or revised policies contain an explicit schedule for implementation and a transition plan to minimize disruption to administrative and field activities
• determine an appropriate transition period, recognizing the competing needs for timely policy change and efficient operational implementation
• use the policy review as a means to solicit information on anticipated transition issues
• coordinate release of new or revised policies with those proposed by other branches
• prior to the policy coming into effect, communicate the policy and interpretative materials to directly affected parties
• provide extension and training to parties involved in implementing the policy
• monitor, evaluate, and amend the policy as required

Regional Managers will:

• ensure that any regional policies and procedures comply with the scheduled change policy
• determine if transition provisions proposed in draft policies are adequate to meet regional needs
• advise the branch which is sponsoring the draft policy of associated training needs and anticipated implementation issues
• once the policy is implemented, monitor its effectiveness and advise the sponsoring branch of any proposed amendments

District Managers will:

• ensure that any District Standard Operating Procedures and related forms comply with this policy
• determine if transition provisions proposed in draft policies are adequate to meet district needs
• advise the branch which is sponsoring the draft policy of associated training needs and anticipated implementation issues
• once the policy is implemented, monitor its effectiveness and advise the sponsoring branch of any proposed amendments

References

No applicable references.