My CFIA Release 2 Enrolment Updates: We Heard You

After consulting with and receiving feedback from industry, the Agency has taken steps to make the following improvements:

  • Enhanced Identity Assurance Protocols: new features added to validate that those seeking services on behalf of a company are authorized to do so.
  • Centralized vs Decentralized Enrolment Models: flexible option to enrol your business with My CFIA using either a centralized or decentralized model— whichever best suits your organization.

Enhanced Identity Assurance Protocols

In this release of My CFIA, the Profile Authority role replaces the Legal Contact role. Those who enrolled as a Legal Contact must submit their signed Proof of Authority Form and re-attest as Profile Authority, or can identify a new Profile Authority.

The following protocols have been introduced to the My CFIA enrolment process:

The role of the Profile Authority is to oversee all information, records or requests for any Party Profile that they are associated with in My CFIA.

The Proof of Authority Form ensures that the person enrolling as the Profile Authority has been authorized to claim that role. This is done by having the form signed by a current owner, partner, director, or company officer (CO) of the business. Once complete, and signed, the form must be uploaded to My CFIA, along with Proof of Business document.

The CFIA will review and validate all submitted documentation, for more information about the Profile Authority and other key roles, consult the glossary.

Centralized and Decentralized Enrolment Models

Release 2 provides you with the flexibility to apply a centralized or decentralized Party Profile model when enrolling.

A "centralized model" allows your business to manage all of their service requests, including payments from a single, online Party Profile. A "decentralized model" allows you to create multiple profiles for your business.

To help you determine which model works best for you consider how your business interacts with the CFIA by taking the following into consideration:

  • Does your business have numerous facilities, locations, operational units or divisions with a separate, head or national office? If so, are permissions and export certificates requested by the head office or by the individual facilities, units or divisions?
  • Does your business interact with the CFIA through a broker?
  • Does the business interact with Alternative Service Providers (ASP) such as a CFIA accredited veterinarian or laboratory?
    • If so, who interacts and with the ASP, the head office or the individual facilities?
  • Are payments invoiced to a central location or handled by each facility, operational unit or division?

After having done so, if you are still uncertain which model to use, you may contact Ask CFIA at 1-800-442-CFIA (2342) for more information and assistance.

Centralized Enrolment Model

A centralized model allows a business to manage all of their service requests, payments, and issued permissions or export certificates from a single Party Profile.

When a business enrols using this model, they assign a single Profile Manager, approved by a single Profile Authority, to invite other Party Contacts, such as employees or brokers, to have access to the Party Profile.

Any Party Contact (employee or service broker) can view profile information and submit a service request. While Party Contacts (employees or service brokers) will not be able to update Party Profile information, they can view and manage their own service requests.

The Profile Manager, Alternate Profile Manager and Profile Authority roles have full administrative rights and are able to update all profile information, view and manage all service requests.

Example 1 – Fictional Centralized Enrolment Model Scenario

Processed Products Inc. operates three facilities across Canada. All paperwork is processed at their head office. Joe Brown is the only company owner; he has staff to handle all CFIA paperwork through:

  • the Director of Business Affairs, Dave Jordan
  • the Regulatory Manager, Drew Doyle
  • the Financial Manager, Sally Sutherland

Possible Role Assignments

  • Profile Authority: Dave Jordan
  • Profile Manager: Drew Doyle
  • Alternate Profile Manager: Sally Sutherland

Click on image for larger view
Picture - Centralized Model: Processed Products Inc.

Description for photo - Centralized Model: Processed Products Inc.

The image "Centralized Model: Processed Products Inc." has a picture of one file folder in the middle of the page to represent one party enrolling as a centralized model.

The file folder image contains a title: Profile Name: Processed Products Incorporated and ten bulleted entries listing information needed to enrol the company:

  • Phone Number
  • Legal Name: Processed Products Inc.
  • Office Address
  • Billing Address/Billing Account Number
  • Regulatory Contact
  • Emergency Contact
  • Commodities
  • Establishment A Details
  • Establishment B Details
  • Establishment C Details

Surrounding the image of the file folder are five separate pictures of a person with a line (solid or dotted) drawn from the figure to the folder. These figures depict various employees of this party that will adopt different roles for the business.

The figure at the top-left of the file folder is titled: Profile Manager (Drew Doyle), with a picture of documents beside the figure. The documents depict Proof of Business documents which are required to validate the identity of the Profile Manager. There is a solid line running from the figure to the folder.

A second figure (with documents) is situated to the top-right of the file folder. It is titled: Profile Authority (Dave Jordan) and includes a picture of a document depicting the need to provide the Proof of Authority document, required to validate the identity of the Profile Authority. There is a solid line running from the figure to the folder.

A third figure sits to the bottom left of the folder, titled: Alternate Profile Manager (Sally Sutherland). There is a solid line running from the figure to the folder.

The fourth and fifth figures sit at the bottom-middle and bottom-right of the folder with dotted lines running to the folder. These figures are titled: Party Contact A (Company employee) and Party Contact B (Export Services Broker). These last two figures represent other optional profiles that could also enrol under the company, Processed Products Incorporated.

Decentralized Enrolment Model

A decentralized model allows a business to choose to have multiple facilities, organizational units or business divisions to interact with My CFIA independently using their own authorized Party Profile. Each Party Profile is created using a unique "Profile Name;" but all Party Profiles would be identified by a common "Legal Name," associating them with a single business entity.

Under this model, Profile Managers, Alternate Profile Managers and Party Contacts can view details, submit and manage service requests, payments, and receive issued permissions or export certificates, for any Party Profiles to which they are connected. Party Contacts (employees or service brokers) can only view details about the service requests they submit.

A business can choose to authorize a single Profile Authority to oversee all of their Party Profiles. Refer to the table below for the administrative rights associated with each role.

View Profile Information Submit Service Requests Update Party Profile Information View and Manage their own Service Requests View and Manage all Service Requests
Party Contact (Employee or Broker) X X X
Profile Manager, Alternate Profile Manager and Profile Authority X X X X X

Example 2 – Fictional Decentralized Enrolment Model Scenario

ABC Prepared Meats is a large, national company. The company is run by a board of directors, including the VP of Operations, Marcel Jolicoeur. It has offices across the country and each office operates independently when interacting with the CFIA. Each office has a Quality Control Manager, who reports to a national Director of Quality of Assurance, Jodi Grant. Each facility also has an Operations Manager who reports to a National Director of Operations, Jamie Toth.

Quality Control Managers reporting to Jodi Grant
Susie Cruz, Manager, Toronto facility
George Baxter, Manager, Montreal facility
Paula White, Manager, Calgary facility
Mimi Leblanc, Manager, Moncton facility

Operations Managers reporting to Jamie Toth
Nathan Smith, Manager, Toronto
Phil Phillips, Manager, Montreal
Corey Blanchard, Manager, Calgary
Bill Jones, Manager, Moncton

Possible Role Assignments
Role Toronto Montreal Calgary Moncton Head Office
Profile Authority (PA) Jodi Grant Jodi Grant Jodi Grant Jodi Grant Jodi Grant
Profile Manager (PM) Susie Cruz George Baxter Paula White Mimi LeBlanc Jodi Grant
Alternate Profile Manager (APM) Nathan Smith Phil Phillips Corey Blanchard Bill Jones Jamie Toth
Company Officer (CO) Marcel Jolicoeur Marcel Jolicoeur Marcel Jolicoeur Marcel Jolicoeur Marcel Jolicoeur

Click on image for larger view
Picture - Decentralized Model: ABC Prepared Meats

Description for photo - Decentralized Model: ABC Prepared Meats

The image contains one main figure at the top-middle of the page, with solid lines drawn to 3 separate file folders sitting in a horizontal row below this one central figure. Below the three file folders are images of various figures with solid and/or dotted lines connecting them to the various folders.

Above the image of the central figure is a title: Profile Authority for ABC Prepared Meats (ABC PM).

To the left of the figure are the words: Profile Authority, Jodi Grant. To the right of the figure are two pictures of documents, representing the Proof of Business and Proof of Authority documents, which are required to validate the identity of the Profile Authority.

Below this figure sits three images of file folders situated side by side:

The first folder is titled: Profile Name: ABC PM Head Office. In the body of the folder, there are six bulleted entries:

  • Phone Number
  • Legal Name: ABC Prepared Meats
  • Office Address
  • Billing Address
  • Regulatory Contact
  • Emergency Contact

Above and to the left of this folder is a figure titled: Profile Manager, Jodi Grant, with a line pointing to this folder.

Below and to the left of this folder is a figure titled: Alternate Profile Manager Jamie Toth, with a line drawn from the figure to the folder.

The next folder, in the middle of the page, is titled: Profile Name: ABC PM Montreal. In the body of the folder, there are nine bulleted entries:

  • Phone Number
  • Legal Name: ABC Prepared Meats
  • Office Address
  • Billing Address
  • Billing Account #001
  • Regulatory Contact
  • Emergency Contact
  • Commodities
  • Establishment B Details

Below this image of the folder sits three figures side by side with each having their own solid line or dotted line drawn to the folder. The first figure is titled: Profile Manager, George Baxter. The second figure is titled: Alternate Profile, Manager Phil Philips and both figures have solid lines connecting them to the folder above them. The third figure is titled: Party Contact (employee) and has a dotted line running to the folder.

The image of the third folder, to the furthest right in this row of three folders, is titled: Profile Name: ABC PM Toronto. In the body of the folder, there are nine bulleted entries:

  • Phone Number
  • Legal Name: ABC Prepared Meats
  • Office Address
  • Billing Address
  • Billing Account #002
  • Regulatory Contact
  • Emergency Contact
  • Commodities
  • Establishment C Details

Below this image of the folder sits three figures side by side with each having their own solid line or dotted line drawn to the folder. The first figure is titled: Profile Manager, Susie Cruz. The second figure is titled: Alternate Profile Manager, Nathan Smith and both figures have solid lines connecting them to the folder above them. The third figure is titled: Party Alternative Service Provider (Veterinarian) and has a dotted line running to the folder.

Click on image for larger view
Picture - Decentralized Model: ABC Prepared Meats (continued)

Description for photo - Decentralized Model: ABC Prepared Meats (continued)

The image contains one main figure at the top-middle of the page with solid lines drawn to two separate file folders sitting in a horizontal row below one central figure. Below the three file folders are images of various figures with solid and/or dotted lines connecting them to the various folders.

Above the image of the central figure is a title: Profile Authority for ABC Prepared Meats (ABC PM).

To the left of the figure are the words: Profile Authority, Jodi Grant. To the right of the figure are two pictures of documents, representing the Proof of Business and Proof of Authority documents which are required to validate the identity of the Profile Authority.

Below this figure sits two images of file folders situated side by side:

The first folder is titled: Profile Name: ABC PM Calgary. In the body of the folder, there are nine bulleted entries:

  • Phone Number
  • Legal Name: ABC Prepared Meats
  • Office Address
  • Billing Address
  • Billing Account #003
  • Regulatory Contact
  • Emergency Contact
  • Commodities
  • Establishment C Details

Below this image of the folder sits three figures side by side with each having their own solid line or dotted line drawn to the folder. The first figure is titled: Profile Manager, Paula White. The second figure is titled: Alternate Profile, Manager Corey Blanchard and both figures have solid lines connecting them to the folder above them. The third figure is titled: Party Contact (employee) and has a dotted line running to the folder.

The first figure is titled: Profile Manager, Paula White, with a line drawn from the figure to the folder.

The next folder, directly to the right of the first folder, is titled: Profile Name: ABC PM Moncton. In the body of the folder, there are nine bulleted entries:

  • Phone Number
  • Legal Name: ABC Prepared Meats
  • Office Address
  • Billing Address
  • Billing Account #004
  • Regulatory Contact
  • Emergency Contact
  • Commodities
  • Establishment D Details

Below this image of the folder sits three figures side by side with each having their own solid line or dotted line drawn to the folder. The first figure is titled: Profile Manager, Mimi Leblanc. The second figure is titled: Alternate Profile Manager, Bill Jones and both figures have solid lines connecting them to the folder above them. The third figure is titled: Party Contact (Broker) and has a dotted line running to the folder.

Date modified: