9.2 – Application, Assessment, and Approval Process
On an annual basis, in addition to the departmental budget, the department receives a budget for operating expenditures (Vote 1), and a separate envelope for grants and contributions (Vote 5). The Minister is responsible for the investment decisions of the department. The department tracks commitments against its budget and recommends projects for ministerial approval based on its available funding envelope. The processes to develop projects are outlined below.
Application Process
Applicants obtain information on available programs and how to apply from WD’s website, and through various outreach activities (e.g. news releases, information sessions, email blasts, social media) directed at relevant target groups. Funding applications for all programs are submitted on-line, typically through two types of application processes:
Call-for-Proposals
The call-for-proposals (CFP) is a competitive process with defined submission deadlines that WD has generally applied to programs involving for-profit organizations (e.g. Business Scale-up and Productivity program stream and the Steel and Aluminum Initiative) in priority sectors of the economy. Under this model, applicants are able to apply directly online through a link on the website. Projects are assessed against criteria and are ranked within each western province.
Continuous Intake
The continuous intake process allows for applications to be submitted at any time and has generally been applied to programs involving non-profit organizations (e.g. Regional Innovation Ecosystems program stream, Community Economic Development and Diversification). Under this model, interested applicants have an initial discussion with a WD officer, who would then invite the applicant to submit an application by providing a link to the on-line application form. WD is able to undertake co-development on projects that are responsive to emergent economic needs that fit within WD’s priorities.
Assessment Process
Once WD receives a complete application, officers assess and conduct comprehensive due diligence on all funding requests against WD’s established priorities and assessment criteria.
Projects are assessed for:
- eligibility;
- alignment with priorities;
- market/industry demand;
- economic outcomes;
- financial viability; and,
- management capability.
As part of due diligence, WD officers engage applicants with follow-up or clarification questions on their projects. Regional managers, Director Generals, and Assistant Deputy Ministers (ADMs) review officer assessments to ensure alignment with WD priorities, program policy, and transfer payment policies. Once ADMs have completed their respective reviews, the Deputy Minister reviews the projects before finalizing recommendations to the Minister’s Office.
Current Approval Process
Without a delegated authority, WD seeks ministerial approval on all projects. Once internal reviews are complete, the department sends its project recommendations and supporting documentation to the Minister’s office for approval. WD officials are able to respond to any questions regarding the projects.
After ministerial project approval has been granted, WD, and at times elected officials, inform successful applicants. WD then enters into contribution agreements that outline the conditions through which funding will be disbursed, as well as ongoing obligations over the life of the project (e.g. performance reporting, financial statements).
WD also delivers national programs that follow a similar approval process as WD’s core programs, but are often coordinated through Innovation Science and Economic Development (ISED). Examples include the Steel and Aluminum Initiative, Canadian Experiences Fund, and Women’s Entrepreneurship Strategy. WD collaborates with ISED and the other regional development agencies in the development and delivery of these national programs.
Continuous Improvement
Over the past two fiscal years, WD has met or exceeded all grants and contributions service standards. However, the standard of a response within 90 business days has not been met in the current 2019-20 fiscal year.
WD seeks to continuously improve and streamline its processes to better serve western Canadians, and is ready to discuss options for improvement with the Minister’s office, particularly to speed the decision making process.
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