Community of Official Languages/Tools/Monitoring

Reporting Home References Tools Events PROL Corner Newsletter Contact us FRANÇAIS REPORTING TOOLBOX In this section, you will find tools and information to help you understand the role of the Treasury Board of Canada Secretariat (TBS) with respect to official languages monitoring, auditing and evaluation, as well as reporting. The Accountability and Reporting Framework overseas it all and responds to the need to update the official languages governance structure across the federal government. Here's a visual representation of the main compliance and accountability tools. MONITORING The monitoring of official languages is primarily carried out through the collection of information and data obtained from the Annual Monitoring Exercise on Official Languages, the Public Service Employee Survey, the language designation of federal offices and service points using (Burolis), as well as official languages data on workforce. The Annual Monitoring Exercise on Official Languages gathers information on the state of official languages in federal institutions and includes the collection of official languages data on workforce. The collected information is used to support the writing of the annual reports on official languages from the Treasury Board and Canadian Heritage, which are then tabled to Parliament. There are two key components to the Annual Monitoring Exercise on Official Languages: 1 - Official Languages Reviews The methodology includes a two-year cyclical exercise, except for approximately 40 federal institutions that are required to submit a Review on an annual basis. The document Cycle 2025-2027 - Official Languages Review - Bilans sur les langues officielles is provided to you to help your institution better situate itself within the current biennial cycle. An instruction sheet is provided alongside the Official Languages Review questionnaire to guide institutions in responding to specific questions: - Instruction Sheet 2024-2025 (currently under review) - Instruction Sheet 2025-2026 (currently under review) 2 - Official Languages Data on Workforce Official Languages data on workforce is collected annually for all federal institutions. Federal Institutions using the Position and Classification Information System (PCIS) Federal Institutions not using the Position and Classification Information System (PCIS) – Update your data as of March 31st of the current year, in your Human Resources system. – Fill out the OL Statistical Data in the System for Official Languages Obligations (SOLO). – Data is extracted via the PCIS. – Prior to the launch of the Exercise, information sessions are provided to relevant federal institutions. Tools on Official Languages Monitoring Frequently asked questions on the annual Official Languages Review Exercise (currently under review) Presentation on the Official Languages Review 2024-25 (currently under review) Presentation on the Official Languages Statistical Data 2024-25 (currently under review) SOLO User Guide Audit and Evaluation The modernized Official Languages Act (OLA) strengthened the responsibilities of the Treasury Board of Canada Secretariat (TBS) in terms of auditing the official languages compliance of federal institutions and evaluating their official language policies and programs. TBS is currently implementing the steps required to carry out an audit and evaluation mechanism, mainly following the analysis of federal institutions’ Official Languages Reviews. A presentation of these new mechanisms took place on January 16, 2025 during an ad hoc meeting of the Departmental and Crown Corporation Advisory Committee on Official Languages. Tools on Official Languages Audit and Evaluation Information session for PROLs and PRP7s on monitoring, audit and evaluation Frequently asked questions on Official Languages Audit and Evaluation (currently under review)