Directive for the Institutionalization of the Operation Honour Tracking and Analysis System (OPHTAS)

Situation

1. (U) General. Prior to the introduction of Operation HONOUR, the Canadian Armed Forces (CAF) did not have a dedicated central database to record all cases of sexual misconduct. FRAGO 001 to the Chief of Defence Staff Operation Order for Operation HONOUR, dated 18 March 2016, directed that all Level 1 organizations report sexual misconduct incidents to the Canadian Armed Forces Strategic Response Team on Sexual Misconduct (CSRT-SM; now called the Director Professional Military Conduct – Operation HONOUR (DPMC-OpH)) starting on 1 April 2016. In January 2018, the Operation HONOUR Tracking and Analysis System (OPHTAS) was launched as a dedicated means of recording, tracking and analysing incidents of sexual misconduct. Routine unit recording on OPHTAS began in April 2018.
2. (U) OPTHAS operates as a centralized system for CAF units to record and track incidents and outcomes of sexual misconduct. It is an accurate central information source on the extent of sexual misconduct for the chain of command, providing aggregated data reports to inform the effectiveness of programs related to sexual misconduct.
3. (U) Problem Definition. OPHTAS data must be accurate and up-to-date. Therefore, all L1s must ensure that their subordinate units record all incidents reported to the unit chain of command within 48 hours (two working days) and update these cases as new information becomes available IAW the OPHTAS SOPs (reference G).
4. (U) Assumptions. Although OPHTAS was implemented in April 2018, not all L1s are fully aware of their responsibilities and not all CAF units are aware of the requirement to record and update sexual misconduct cases in OPHTAS.
5. (U) Limitations:
   1. Constraints: All L1s must record all cases of sexual misconduct reported to the chain of command in OPHTAS.
   2. OPHTAS cases must be updated as new information becomes available until all available information is entered into the case and the case is considered closed IAW OPHTAS SOPs.
   3. The minimum rank OPHTAS user is Sgt/PO2 for unit Chief Clerks, WO/PO1 for other NCMs and Capt/Lt(N) for officers. Civilian OPHTAS users should be at the equivalent level as a senior NCM or junior officer. Recommendations for users below these ranks must be approved by DPMC-OpH.
   4. Restraints: IAW the Privacy Act and the Privacy Impact Assessment for the system, OPHTAS is designed to prevent the generation of reports with personal identification information (Names, SN etc.).
   5. OPHTAS information will not be used for any purpose other than sexual misconduct incident recording, tracking and updating.
   6. To avoid potential conflict of interest or perceived conflict of interest by both adjudicating cases of sexual misconduct and recording the details of these cases in OPHTAS, Commanding Officers, Deputy Commanding Officers, or their equivalent shall not be OPHTAS users.
6. (U) End State. OPHTAS will accurately reflect all the information available to the chain of command for all reported incidents of sexual misconduct involving CAF members and DND civilians under the CAF chain of command.

Mission

7. (U) All sexual misconduct incidents known to the chain of command involving CAF members or DND civilians will be recorded and updated in OPHTAS to ensure the CAF has an accurate and reliable data source for sexual misconduct.

Execution

8. (U) CDS Intent. To ensure OPHTAS is the primary reliable source of information on sexual misconduct incidents reported to the CAF chain of command.
9. (U) Tasks:
   1. VCDS: On behalf of VCDS, DPMC-OpH has overall responsibility for OPHTAS. DPMC-OpH will:
      • (1) Manage and continue to improve the system to ensure data integrity;
      • (2) Design and conduct the training for all OPHTAS users;
      • (3) Meet L1 OPIs quarterly to keep them informed about developments in OPHTAS and maintain situational awareness on OPHTAS functionality and features;
      • (4) Maintain the currency of the central repository of OPHTAS directives and instructions that is accessible to all OPHTAS users;
      • (5) Conduct regular audits of OPHTAS data. Refer any issues identified to the L1 OPI for rectification;
      • (6) Investigate any issues of noncompliance with OPHTAS guidance and direction;
      • (7) Prepare reports as requested; and
      • (8) Action all Privacy and Access to Information requests for OPHTAS information.
   2. All Level 1s: All L1s are responsible for ensuring the proper administration of OPHTAS in all of their subordinate organizations. L1s will appoint an OPHTAS OPI to administer the program and designate subordinate OPHTAS users. Units too small to require a dedicated OPHTAS user shall have a designated OPHTAS POC.
   3. Responsibilities of L1 OPHTAS OPIs. The L1 OPHTAS OPI is responsible for the administration of OPHTAS within the L1. The duties of the OPHTAS OPI are:
      • (1) Complete OPHTAS training;
      • (2) Coordinate OPHTAS training for all subordinate users;
      • (3) Ensure that each subordinate unit has sufficient designated trained OPHTAS users;
      • (4) Conduct regular audits of L1 OPHTAS user accounts. Remove OPHTAS access for users who change position and will no longer be active users. L1 OPHTAS OPIs will action a new OPHTAS application for users who change positions but who will continue to be OPHTAS users in a new position within the L1 organization;
      • (5) Investigate issues of noncompliance with OPHTAS guidelines and directions and taking actions to correct those issues;
      • (6) Conduct regular audits to ensure OPHTAS entries are completed correctly and are being updated in a timely manner;
      • (7) Remain current on OPHTAS changes and communicate this information to their unit OPHTAS users;
      • (8) Report OPHTAS issues to DPMC-OpH;
      • (9) Complete OPHTAS statistical reports as requested by the L1; and
      • (10) Represent the L1 at OPHTAS working group meetings.
   4. Responsibilities of unit Chains of Command:
      • (1) The chain of command of every unit will inform the designated unit OPHTAS user whenever a sexual misconduct incident is reported to them and provide the information required to record the case in OPHTAS;
      • (2) Ensure cases are recorded in OPHTAS within 48 hours (two working days) of the case being reported to the chain of command;
      • (3) Include DPMC-OpH as an addressee on any SIRs related to sexual misconduct. Forward the SIR to the unit designated OPHTAS user for inclusion in the OPHTAS case; and
      • (4) Advise the OPHTAS user of any developments in a sexual misconduct incident, keeping the OPHTAS case current, until the case is closed IAW OPHTAS SOPs.
   5. Responsibilities of unit OPHTAS users. The duties of OPHTAS users include the following:
      • (1) Complete OPHTAS training;
      • (2) Enter all available sexual misconduct case information into OPHTAS as soon as it is received. Complete information does not have to be available before creating a case; however, it is unacceptable to omit entering a Personal Record Identifier (PRI), Service Number (SN) or enter a false PRI or SN (e.g., A23 456 789) in an OPHTAS case record when this information is available;
      • (3) For cases in which a SIR is created, include the SIR as an attachment in the OPHTAS case;
      • (4) Liaise with the unit chain of command to update missing case information;
      • (5) Update OPHTAS cases as soon as information is received;
      • (6) Track cases to ensure that information is complete and that fields are not left empty before closing a case;
      • (7) Inform the L1 OPHTAS OPI of any problems or issues with OPHTAS;
      • (8) Inform the L1 OPHTAS OPI when ceasing duties as an OPHTAS user; and
      • (9) Liaise with DPMC-OpH when requested.
   6. ADM(IM). ADM(IM) will continue to maintain the functionality of OPHTAS and continue to support the development of OPHTAS and associated business analytic tools.
   7. SJS. The Joint Integrated Intelligence Fusion Cell (JIIFC) Data Transfer Team will continue to forward rollups of SIRs involving incidents of sexual misconduct to DPMC-OpH. DPMC-OpH will use this report to ensure that all SIRs are recorded in OPHTAS.
   8. Corporate Secretary. Director Access to Information and Privacy will direct all requests for information from OPHTAS to the VCDS ATIP coordinator for action by DPMC-OpH.

10. (U) Coordinating Instructions:
    1. OPHTAS Guidelines. Detailed instructions on the operation of OPHTAS are available in the OPHTAS SOPs (reference G). There are some key processes that must be reiterated here to ensure the effectiveness of the system.
    2. OPHTAS is intended to maintain accurate records of sexual misconduct incidents and their outcomes for the purposes of reporting and analysis. Reporting is to be done at an aggregate level and not at the individual level. Complete information is necessary for accurate reporting.
    3. Cases will be recorded in OPTHAS within 48 hours (two working days) of an incident being reported to the unit chain of command. It is recognized that not all the required information may be available at the time an incident is reported. An incomplete report should be recorded in OPHTAS vice waiting for all information to become available.
    4. OPHTAS users must record all available information about respondents and complainants. The only exception is that information identifying individuals under 18 years of age will not be entered. For these cases, all other case information must be entered.
    5. OPHTAS cases must be updated as information is received until a case is considered completed, whether founded or unfounded, including cases of false allegations.
    6. There is no requirement to record cases that occurred prior to 1 April 2016 which have already been investigated and resolved or for which no current actions are going to be taken or are anticipated. DPMC-OpH will provide advice for cases that require clarification.
    7. The only personnel with access to OPHTAS cases are the OPHTAS users, designated chain of command personnel, L1 OPIs, DPMC-OpH personnel responsible for OPHTAS operations, and the Director Application Planning and Integration (DAPI) personnel tasked with OPHTAS program development. OPHTAS uses a tiered access system: unit users can only see cases in their unit; L1 OPIs can only see cases in their L1; only DPMC-OpH and DAPI have access to the entire system.
    8. The proper use and storage of personal information recorded in OPHTAS is governed by the Privacy Act. The OPHTAS Privacy Impact Assessment (PIA) states that personal information is only available to primary case owners or the chain of command of the complainant or respondent involved in the incident, and that personal data cannot be downloaded, reported, or printed. Any potential breaches of the Privacy Act will be referred to the appropriate authorities for investigation.
11. (U) Public Affairs Posture. The Public Affairs posture for day to day OPHTAS operations is reactive. Media queries will be directed to DPMC-OpH Public Affairs.
12. (U) DPMC-OpH POCs:
    1. DPMC-OpH, 613-901-5899;
    2. DPMC-OpH RCPM Section Head, 613-901-5953; and
    3. DPMC-OpH Desk Officer,613-996-5955.

J.M. Lanthier
Lieutenant-General

Distribution List

Action

VCDS
SJS
ADM(Mat)
Comd RCN
Comd CA
Comd RCAF
Comd MPC
Comd CJOC
Comd CFINTCOM
Comd CANSOFCOM
ADM(Fin)
ADM(IE)
ADM(IM)
ADM(S&T)
ADM(RS)
ADM(PA)
SJS/JIIFC
DVCDS

Information

DM
CDS
ADM(HR-Civ)
DAIP
DAPI
SMRC