1. Draft Treasury Board of Canada Secretariat
Draft Treasury Board of Canada Secretariat   © Her Majesty the Queen in Right of Canada. This information is released under an Open Government Licence - Canada.  Disclaimer: This resource is a work in progress and is not an official publication of the Government of Canada. It is provided in the original language and format in which it was created. If it is approved and finalized, it will be translated and made accessible. Ébauche Secrétariat du Conseil du Trésor du Canada    © Sa Majesté la Reine du chef du Canada. Les présents renseignements sont communiqués selon les termes de la Licence du gouvernement ouvert — Canada.  Avis de non-responsabilité: La présente ressource est en cours d’élaboration et n’est pas une publication officielle du gouvernement du Canada. Elle est fournie dans la langue originale et le format dans lequel elle a été créée. Si elle est approuvée et finalisée, elle sera traduite et rendue disponible. Open Government Canada Gouvernement ouvert Canada

2. Open by Default Pilot Project Overview
Prepared by TBS Chief Information Officer Branch
Information Management – Open Government
May 2017

3. THE BIG PICTURE

4. Problem Statement Current Situation
At the core, Government of Canada (GC) information is trapped inside the GC and isn’t being leveraged by citizens or key stakeholder groups
Citizens lack a meaningful way to interact with their government, and the GC does not yet have a full understanding of citizens’ interests
Collaboration and consultation happens too late in the game, typically when everything has already been decided
Systems don’t allow citizens to “see behind the curtain”
Public interface is boring and static
Public servants are nervous about sharing uncooked, unvetted information
Why is it this way?
Showcase a technical way to allow citizens backstage
Partner with outside experts to make this a fun and useful experience
Guide public servants to be open by default in a safe way
Proposed Solution

5. Embracing the digital and open age means…
Citizen-centered, community driven
Online, being where the people are
Actively engaged
COLLABORATE
Collecting and connecting data and information
Leveraging the network of networks
Harvesting the wisdom of the crowd
INNOVATE
Building solutions in an agile, iterative, and collaborative way
Leveraging cross-functional and inter-departmental teams
Just in time information
BE AGILE
Better services and information to Canadians
Showcasing how open by default helps collaboration
Telling the story
DRIVE
RESULTS

6. Open by Default Pilot – Goal
To provide public access to non-sensitive federal information and data, in a timely manner, as part of the Government of Canada’s commitment to openness and transparency… …and to do this by default.

7. What? Another Pilot??? COME SEE WHAT WE’RE DOING
SMALL GROUP, BIG IDEAS
This pilot is the first step in helping the GC become Open by Default by unveiling areas of information, to allow the public to see what we’re working on behind the scenes.
To start things off, TBS-CIOB has partnered with Environment and Climate Change Canada (ECCC), Canadian Heritage (PCH), Natural Resources Canada (NRCan), Statistics Canada (StatsCan), and Public Services and Procurement Canada (PSPC) to determine how best to operationalize the concept of Open by Default in the federal government.
CH… CH… CH… CH… CHANGES
RECYCLE, REDUCE, REUSE
As part of the pilot, we will be looking at what it takes to open up a window into the inner-workings of government. This will also help reveal the cultural changes required to bring about an Open by Default mindset within the public service.
As an initial step, the pilot will leverage the existing open.canada.ca portal and departmental document repositories (such as GCDOCS) to provide a technical platform to get things going.

8. A Game Changer
PROCUREMENT: This will be the first time that we’ll be procuring through a contest. The winner will receive a one year “maintenance” or development contract.
PLATFORM: We are setting up an Open Research framework where we will achieve true citizen engagement and participation. The world has already moved to platforms likes Kaggle etc. – we cannot be left behind.
OPEN BY DESIGN: This is the first critical step in moving the Government of Canada to becoming truly open and transparent.

9. Open by Default Use Case – Everyone Wins1 2 3
GC climate change scientist
Captures today’s field notes – draft working document saved in GCDOCS and made available through the Open by Default portal.
Province of Newfoundland researcher
Sees the field notes and finds them relevant to the research she is currently conducting. Connects her draft notes and some datasets to the field notes in the portal.
Student at UQAM
Uses the research package as a reference for her thesis, shares widely and asks questions via social media.
START
HERE 5 6 4
NGO focusing on food quality and safety
Is made aware of this research package through social media. Sees potential for repurposing some of its data as evidence for food quality and climate change research. Shares with the international community.
Researcher at UBC
Provides additional information in his area of expertise on animal migration patterns. Connects with GC scientists to collaborate. Shares augmented research package with academic community.
Doctors in Saskatchewan
Use NGO’s research findings and publish open information on increases in certain types of food-borne aliments 8 9 7
Private sector data scientist
Merges climate change scientist’s field notes with various open data sources and develops data visualizations to help identify key target problem areas.
Reporter
Makes connection between climate change, food quality, and the rise of food-borne illnesses based on visualizations. Reports on this topic.
Health/PHAC/AAFC Canada Scientists
Use published open information in emergency management information sessions 12 11 10
GC decision makers
Determine where research dollars are spent. Invest money into further agriculture and climate change research.
GC policy makers
Initiates policy review with community groups as a result of citizen concern.
Canadian citizens
React to the media reports on social media. Influence the national agenda.
Being Open by Default
ADDS VALUE and
INCREASES VALUE.
In the end, everyone wins.

10. SCOPE & TIMELINE

11. 1 2 3 4 Open by Default Project Scope
Build a solution to enable Open by Default within the GC
Develop the foundation, leveraging existing IT solutions within the GC (GCDOCS, CKAN etc.) 1
Engage with citizens and key stakeholders to ensure relevance of content and to establish a feedback loop
Putting the people who will be using the information at the heart of the process, and including them the early stages of the conversation is the key to success
Create a safe, segregated, well curated space where citizens can take a peek at what the GC is working on 2
Invest in change management to help operationalize the Open by Default concept in the GC
Focus on the people, processes, and information needed to drive Open by Default adoption within Departments 3
BUILD
SOLUTION
ENGAGE
WITH CITIZENS
OPERATIONALIZE
OPEN BY DEFAULT
Organize a hackathon event to help define the path forward
Leverage the power of existing networks and expert communities to help define how Open by Default can do more, and do it better
Hold a discovery/pathfinding hackathon in the fall 2017 to turbo charge the platform 4
ORGANIZE
HACKATHON

12. 1 SCOPE DETAILS: Build Solution
Build a solution to enable Open by Default within the GC 1
VISION FOR CHANGE
APPROACH
Initial infrastructure solution in place summer 2017
Develop the technical foundation, leveraging existing solutions within the GC (e.g., GCDOCS, CKAN etc.)
Conduct rigorous testing
Stabilize the system and perform regular monitoring to ensure optimal performance
External users
open.canada.ca
Open by Default Portal
CKAN
catalogue
GCDOCS content
repositories
Dept. A
Dept. B
Dept. C
Internal users

13. 2 SCOPE DETAILS: Engage With Citizens
Engage with citizens and key stakeholders to ensure relevance of content and to establish a feedback loop 2
VISION FOR CHANGE
APPROACH
Putting the people who will be using the information at the heart of the process, and including them the early stages of the conversation is the key to success, and ultimately helps our employees do their best to deliver services to Canadians
Create a safe, segregated, and well curated space where citizens can take a peek at what the GC is working on
Work with citizens and key stakeholders to better understand what draft documents they expects to see when they look behind the curtain.
Start with small, targeted groups (e.g., around climate change) and grow from there
Leveraging the knowledge of the crowd to build better solutions
Showcasing how open by default helps collaboration
Initial set of content exposed via the portal under two themes:
Open Research (includes GC research on climate change and culture & heritage)
Open Government (includes Open Science and OG project documentation)
Identify and engage with target audience (citizen groups and key stakeholders) to raise awareness and get preliminary feedback
Develop feedback mechanism to continue the conversation
Tie in hackathon to ongoing conversation

14. 3 SCOPE DETAILS: Operationalize Open by Default
Invest in change management to help operationalize the Open by Default concept in the GC 3
VISION FOR CHANGE
APPROACH
Position the GC for success in adopting Open by Default by engaging with public servants and focusing on:
People (e.g., individuals who will provide training, or respond to external inquiries)
Culture change management plan and internal communications strategy
Approach for training of staff and management
Processes (e.g., approval process)
Templates and protocols
Establishing best practices and standardizing processes
Developing a feedback mechanism
Information (e.g., checklists and guidelines)
Privacy, security and access mgmt.
Licensing and copyright
Partner with initial early-adopter departments
Determine approach for internal communications and training
Develop a feedback mechanism
Equip content providers with necessary guidelines

15. 4 SCOPE DETAILS: Organize Hackathon
Organize and support a hackathon event to help define the path forward 4
VISION FOR CHANGE
APPROACH
Organize a hackathon to provide insights into how best to maximize the use of information, collaborate with stakeholders, and identify opportunities
Leverage the power of existing networks and expert communities to help define how Open by Default can best be implemented
Hold the initial discovery/pathfinding hackathon in September 2017 to help understand how best to integrate into the Open space

16. Timeline and Milestones
2017
April
May
June
July
August
September
Project Overview
Scope and approach defined
Stakeholders engaged
Technical solution with initial content launched
Hackathon announced
Hackathon
event
IT Solution
Architecture
Build solution
Test
Stabilize and monitor
Engage with Citizens and Key Stakeholders
Identify eligible, valuable content
Public communications plan and branding
ID target audiences and partners
Engage target audiences and create feedback mechanism
Operationalize Open by Default
Change mgmt plan, feedback loop
Change mgmt and start training employees
Hackathon
Define hackathon objectives
Build awareness and communicate
Hackathon logistics and preparation

17. THE PEOPLE

18. Partners and Stakeholders
Organization(s)
Responsibilities
Role
Treasury Board of Canada Secretariat
(CIOB-Information Mgmt and Open Government)
Develops and leads project, and communications (IMOG)
Coordinates with all partners (IMOG)
Provide advice and guidance on scope and implementation (e.g., Information Management etc.)
Researches and articulates positioning/alignment of “open by default” within the Westminster model
Develops and assists in creation of business rules, protocols, training (change management)
Project lead
TBS CIO – executive sponsor
Canadian Heritage,
Environment and Climate Change Canada,
Natural Resources Canada
and Treasury Board of Canada Secretariat
Identify “open by default” teams and topics
Help implement the technical requirements for the pilot
Pilot Departments
Public Services and Procurement Canada
Support GCDOCS integration
Technical solution provider
Statistics Canada
Implement the technical requirements for the portal
Shared Services Canada
Enable the integration of cloud storage into CKAN (open source platform that powers open.canada.ca)
Infrastructure provider
Canada Science and Technology Museums Corporation
Share expertise and lessons learned from Open Heritage project
Consider moving to open.canada.ca portal
Mentor

19. Project Leads within TBS CIOB – by Subject Matter Streams
PROJECT MGMT
Teresa D’Andrea and Jessica Romkey
Responsible for successful project delivery
CONTENT
Jordan Zed and Jessica Romkey
Responsible for identifying types of content, theme and formats
OUTREACH
Adrian Cloete and Christine Climenhage
Responsible for coordinating both internal and external outreach
HACKATHON
Simona Ioffe and Jamie Boyd
Responsible for orchestrating the project’s hackathon event
IT SOLUTION
Karim Bechane and Alannah Hilt
Responsible for defining and delivering the technical solution

20. Remind us again why we’re doing this?
Government and its information must be open by default. Simply put, it is time to shine more light on government to make sure it remains focused on the people it was created to serve – you!
Prime Minister Justin Trudeau

21. ANNEX

22. A Sneak Peak at Possibilities
PHASE 1: CRAWL
Sept 2017
March 2018
March 2019+
Initial infrastructure solution in place
Partner with initial early-adopter departments
Initial set of content exposed via the portal
Key target audience (consumers of the information/data) engaged
Hackathon event
WE ARE HERE
PHASE 2: WALK
End-state infrastructure in place
Limited number of participating departments
Training of content providers begins
Engage target audience to collect feedback and improve the process
Plan for future hackathons
PHASE 3: RUN
Open by Default opened up to additional departments
Workflow automation embedded in technical solution (e.g., researchers can send their documents for approvals if required)
Additional content being released
Internal and external ongoing collaboration and co-creation
Organize another hackathon