Government Operations committee  Thanks for that question, because it gets to the heart of what we were talking about today and before today. We want all of our team members who work together to be prepared to ask questions, so that such exorbitant costs are systematically reported in every area. At the end of the day, as chief of protocol, I'm responsible for sound management of the funds allocated to us to fulfill our mandate.

Government Operations committee  We endeavour at all times when access to information material is being provided to requesters, whoever they may be, to fulfill the responsibilities under the Access to Information Act. When it's possible we do make efforts to consult among departments that are affected by, or have been involved in, events that are being referred to in an access to information request.

Government Operations committee  In fact, the main cabin referred to the majority of the people travelling on the plane. There is a cabin in the front of the plane where the Governor General or the dignitary being transported and their family members may be seated. With the procedures that we've set in place, we'll choose off the menu standard options.

Government Operations committee  I haven't been involved in the strategic process for a number of years.

Government Operations committee  I'm sorry. For events and hospitality to—

Government Operations committee  From my recollection at post, there is the possibility, when seeking specific funds for specific activities, whether that's a public affairs activity or a trade promotion activity, to include costs related to events and hospitality within that planning, but the planning of high-level visits is not part of that planning.

Government Operations committee  The cost of visits by high-level dignitaries, whether the Prime Minister—

Government Operations committee  —or the Governor General, are borne by my office, and we release all of those figures through the public accounts.

Government Operations committee  I would be happy to take that question on note. I wasn't working in protocol at that time, so I would be unable to say.

Government Operations committee  Funds that are allocated for a given fiscal year are designed to be used for that fiscal year. Through the monthly process of reviewing budgets, all divisions and directorates at headquarters track their spending with respect to how they're tracking toward the expected expenditures of the plan for that year, and if there are additional funds, they are released earlier in the year so that we meet revised targets and don't have the excess funds that, perhaps, you were referring to.

Government Operations committee  Through the monitoring of the monthly budget allocations for a mission or for a bureau at headquarters, there is, at the seventh or ninth month—depending on the year—an attestation by the head of mission or the director general responsible for that budget, in which they commit to the proper planning and implementation of the budget figures that have been laid out for them.

Government Operations committee  I'm happy to take that question. The protocol office puts in place systems and communications with missions on the ground at the start of the planning of any visit. We arrange for our missions on the ground in the regions to provide standard processes for government procurement that include multiple competitive bids from suppliers for all hotels, transportation and other hospitality and services supplied.

Government Operations committee  Each mission has it as part of our annual planning process. There is an online tool you might recall called “Stratega”. I think it was being tested when the honourable member was a member of our diplomatic corps. Yes, I do believe it's still an annual process through which overall strategies for each country are established by the mission, in discussion with headquarters.

Government Operations committee  Increasingly, early in the planning process, we're using virtual modes of communication to do many things that previously would've been done by email or on the telphone. This certainly helps us get ahead when we're planning trips like this. On the other hand, when we organize a trip where several options will be presented on site by the embassies, the group will travel with the organizers to see the various options and get a feel for the distance travelled.

Government Operations committee  Thank you, Mr. Chair and the honourable member. When we spoke with you on September 22, we'd already begun some work identifying exactly what drivers were responsible for some of those costs, which we, too, found exorbitant and unnecessary. Our teams have been working closely with the Royal Canadian Air Force, and we've implemented the following cost efficiencies, which I will point out.