ARCHIVED - Department of Foreign Affairs and International Trade

Part A: Green Procurement Capacity Building

Performance Measures for Part A:

1a. Number of procurement and materiel management staff with formal green procurement training (e.g. C215 or in-house tailored alternative) relative to total number of procurement and materiel management staff.

• All managers and staff of the Procurement, Materiel Management and Logistics Division have successfully completed the online course C215 (Green Procurement) from the Canada School of Public Service, and the course was also recorded in each employee's Performance Management Plan (PMP).

• In the IT/IM Contracting Division, all managers and staff will have completed the online course C215 (Green Procurement) by March 31, 2010. Currently over 50% of the managers and staff have completed the training.

1b. Number of acquisition cardholders with formal green procurement training (e.g., C215 or in-house tailored alternative) relative to total number of acquisition cardholders.

• All acquisition cardholders of the Procurement, Materiel Management and Logistics Division have successfully completed the online training course C215 (Green Procurement).

• In the IT/IM Contracting Division, all acquisition cardholders (two persons) have successfully completed the online training course C215 (Green Procurement).

2. Number of performance evaluations of managers and functional heads of procurement and materiel management that incorporate environmental considerations relative to total number of performance evaluations of managers and functional heads of procurement and materiel management.

• In the Procurement, Materiel Management and Logistics Division, all managers and functional heads (three persons) apply and incorporate environmental considerations into their day-to-day procurement and materiel management activities.

• In the IT/IM Contracting Division, all managers and functional heads apply/incorporate environmental considerations in their day-to-day procurement and materiel management activities. Green procurement is a part of the PMPs for managers.

3. Number of departmental procurement processes and controls that incorporate environmental considerations relative to total number of departmental procurement processes and controls that should address environmental considerations.

• Environmental considerations are part of every stage of life cycle management. This includes procurement and materiel management activities such as procurement, SHOP@DFAIT, central stores operations, and the disposal and reissue of consumable and furniture items. Headquarters has also been actively involved during the 2007-2009 period in investigating the best method to establish and track green procurement targets over time. To accomplish this task, efforts were made to integrate a tracking system into the Integrated Management System (IMS), which is the electronic program used for procurement as well as other management tasks. However, as the IMS operates as part of the SAP application used by all government departments, any changes to the system would affect all SAP users, resulting in significant training needs and other logistical impacts. These tracking modifications may still be established within the IMS over the long term; however; a change of this nature requires multidepartmental input and approval to succeed. Interdepartmental discussions are in progress through the Integrated Financial and Materiel Management System (IFMS) Core working group and will continue into the 2010-2011 fiscal year. Development of the reporting format is still in progress; however, any reporting modification or upgrade to the IMS is currently on hold. Before proceeding with this program, the member departments of the IFMS Cluster (Core) Forum have asked to wait until the Standing Committee on Government Operations and Estimates or central agencies have made a further decision or clarification to have the green reporting requirement made mandatory.

• The IT/IM Contracting Division has developed and put into place an e-waste disposal strategy that incorporates the latest Crown asset disposal policies. Assets are disposed of in an environmentally friendly manner, with a strong preference for reuse, through initiatives such as providing computers for schools, providing used equipment to the 2010 Winter Games committee, and using the Crown assets disposal auction site. When disposal is necessary, the department uses approved companies in the provincial recycling program and has set aside items for disposal under the forthcoming PWGSC e-waste disposal standing offer.

• During fiscal year 2010-2011, broadcast messages will be used as a primary communications and awareness tool to inform all DFAIT employees about environmental initiatives and issues.

Procurement, Materiel Management and Logistics Division
Activity	2008-2009 Level as %	2010-2011 Target as %	Description/Comments
1a. Training for procurement and materiel management staff	100%	100%	All managers and staff of the Procurement, Materiel Management and Logistics Division have successfully completed the online course C215 (Green Procurement) from the Canada School of Public Service.
1b. Training for acquisition cardholders	100%	100%	All acquisition cardholders of the Procurement, Materiel Management and Logistics Division have successfully completed the online training course C215 (Green Procurement).
2. Performance evaluations	100%	100%	In the Procurement, Materiel Management and Logistics Division, all managers and functional heads (three persons) apply and incorporate environmental considerations into their day-to-day procurement and materiel management activities.
3. Procurement processes and controls	100%	100%	Environmental considerations are part of every stage of life cycle management. This includes procurement and materiel management activities such as procurement, SHOP@DFAIT, central stores operations, and the disposal and reissue of consumable and furniture items.

IT/IM Contracting Division
Activity	2008-2009 Level as %	2010-2011 Target as %	Description/Comments
1a. Training for procurement and materiel management staff	50%	100%	In the IT/IM Contracting Division, all managers and staff will have completed the online course C215 (Green Procurement) by March 31, 2010. Currently over 50% of the managers and staff have completed the training.
1b. Training for acquisition cardholders	100%	100%	In the IT/IM Contracting Division, all acquisition cardholders (two persons) have successfully completed the online training course C215 (Green Procurement).
2. Performance evaluations	100%	100%	In the IT/IM Contracting Division, all managers and functional heads apply/incorporate environmental considerations in their day-to-day procurement and materiel management activities. Green procurement is a part of the PMPs for managers.
3. Procurement processes and controls	100%	100%	Environmental considerations are part of every stage of life cycle management. This includes procurement and materiel management activities such as goods and services procurement, SHOP@DFAIT, and an improved asset management and disposal strategy.

Part B: Use of Green Consolidated Procurement Instruments

Performance Measures for Part B:

• Dollar value of purchases against green consolidated procurement instruments (as designated by PWGSC) for a specified good or service relative to total dollar value of purchases for that good or service. Departments should include a minimum of 2 goods or services (e.g. IT hardware, imaging devices, paper).

• When a green consolidated procurement instrument (as designated by PWGSC) is not used or is unavailable for the specified good or service, this performance measure should be used: Dollar value of purchases that incorporate environmental considerations for a good or service relative to total dollar value of purchases for that good or service. Departments should indicate when a green consolidated procurement instrument for a good or service (as designated by PWGSC) is not used.

Procurement, Materiel Management and Logistics Division
Good/Service	2008-2009 Level as		2010-2011 Target as %	Description/Comments
	$	%
Copier paper	$250,000	100%	100%	It is the standard practice of the Procurement, Materiel Management and Logistics Division to purchase recycled copier paper (30% recycled content) for use at Headquarters and satellite locations in the National Capital Region.
Office supplies	$1,000,000	65%	70%	In the 2008-2009 fiscal year, Headquarters established a means of tracking green product purchases related only to central stores purchases through the use of the SHOP@DFAIT website. This website allows the Headquarters procurement group to communicate, via an online catalogue, as to which available stores products are more environmentally friendly or "green" (by marking them with a green dot), which empowers purchasers to make informed decisions. This system will also track the number of green products purchased through central stores, with the baseline to be established in the 2009-2010 fiscal year. Other green procurement initiatives include the introduction of a battery recycling program, under which employees are encouraged to return used batteries to the stores for appropriate disposal. During fiscal year 2009-2010, another initiative is the introduction of rechargeable batteries, which ultimately will decrease the purchase of regular batteries and reduce the number of batteries being recycled.

The IT/IM Contracting Division uses PWGSC consolidated procurement instruments.

IT/IM Contracting Division
Good/Service	2008-2009 Level as		2010-2011 Target as %	Description/Comments
	$	%
Computers and monitors	~$2,000,000	100%	100%	It is the standard practice of the IT/IM Contracting Division to purchase using the PWGSC Standing Offer for Computers and Monitors for items to be used at Headquarters and satellite locations in the National Capital Region. This standing offer incorporates environmental considerations into its solicitation process using standards set by Energy Star and EPEAT and according to TCO (Total Cost of Ownership).
Printers	~$300,000	100%	100%	It is the standard practice of the IT/IM Contracting Division to purchase using the PWGSC Standing Offer for Printers to be used at Headquarters and satellite locations in the National Capital Region.

Part C: Reduction Initiatives for Specific Goods (Optional/Where Applicable)

Performance Measure for Part C:

Total quantity of a consumable purchased (e.g. paper) or an asset owned/leased (e.g. printing devices) relative to total number of full-time employees (FTE).

Procurement, Materiel Management and Logistics Division
Consumable/ Asset	2008-2009 Level as Ratio No. Per FTE	2010-2011 Target	Description/Comments
Copier paper (sheets purchased during 2008-2009)	2,500 FTE (estimated) 6,723 boxes with 5,000 sheets per box = 33,615,000 sheets	The objective for 2010-2011 is to reduce the consumption of paper at Headquarters by 10%.	The department is in the process of implementing a policy to make double-sided printing standard practice at Headquarters.

IT/IM Contracting Division*
Personal Printers	20%	2%	Green procurement initiatives include reducing the number of personal printers for employees within the IT/IM Contracting Division; no replacement printers were purchased.
Scanners	5%	10%	During the 2009-2010 fiscal year, the IT/IM Contracting Division introduced the use of scanners to electronically file and send procurement documents.

*Another initiative was the introduction of operating procedures that incorporate the latest green procurement and disposal policy for the disposal of e-waste.