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Greening GovernmentGreening Government Operations (GGO)

Surplus Electronic and Electrical Equipment Target


8.6 By March 31, 2014, each department will reuse or recycle all surplus electronic and electrical equipment (EEE) in an environmentally sound and secure manner.
Performance Measure RPP DPR
Target Status  
Existence of implementation plan for the disposal of all departmentally-generated EEE. (Optional in RPP 2011-12) Yes   
Total number of departmental locations with EEE implementation plan fully implemented, expressed as a percentage of all locations, by the end of the given fiscal year. FY 2011-12    
FY 2012-13 100%  
FY 2013-14 100%  

Strategies / Comments

  1. Definition of Electronic and Electrical Equipment: Electronic Equipment refers to computers, monitors, printers, plotters, laptops, docking stations, televisions, most server and network equipment, most audio-visual equipment, scanners, fax machines, label printers, photocopiers, toaster-ovens, refrigerators, microwaves, and ovens.
  2. Definition of departmental locations: In the context of this target, locations are defined as the National Capital Region – headquarters (NCR), as well as Public Safety Canada’s (PS) regional presences (13). Of note, 85% of PS employees and 90% of the Department’s electronic and electrical equipment are located in the NCR (headquarters).
  3. Scope: This target includes all EEE (IT and non-IT assets) included in the above definition of electronic and electrical equipment.
  4. Method for Tracking Equipment: Departmental assets are recorded in three departmental systems designed to capture complete information on each type of asset (an IT asset tracking system - WASP, a non-IT asset tracking system – Cable solve, and a financial capital asset tracking system – SAP). When the asset is received, relevant information is recorded in the appropriate tracking system and an asset tag is affixed. In 2012-13, PS will be looking at opportunities to amalgamate data (on EEEs) from both IT and non-IT tracking systems.
  5. Implementation Strategies:
    • PS currently has a procedure in place for headquarters and all regional presences, which follows the Public Works and Government Services Canada (PWGSC) Federal Electronic Waste Strategy and Federal Sustainable Development Strategy (FSDS) requirements for electronic equipment; and will continue to exploit information technology equipment buyback or municipal/provincial/federal E-waste recycling programs (Industry Canada Website, Computers For Schools, Crown Assets). Some regional offices and towns do not have a Computer For School’s program nearby. Currently, some regional presences send equipment back to headquarters for proper donation or disposal;
    • The procedure currently allows the Department to track both plug-in and battery powered “electronic equipment” by equipment type; 
    • The procedure also allows the Department to track the disposal of “electronic equipment”; PS now offers more options for disposing electronic equipment, notably ensuring that charities receive its used equipment;
    • PS will document and strengthen its regional process for reuse, disposal and/or recycling of all unused equipment items;
    • Given that the electrical equipment was purchased within the last seven years, PS has yet to implement its plan to reuse or recycle any surplus inventory. The plan will be implemented in 2012-13;
    • PS will continue to find opportunities to reduce its ratio of EEE as part of its IT Transformation initiative;
    • PS will evaluate the implementation plans once a year, during the end-of-year process, integrated in the Departmental Planning and Reporting Cycle; and,
  6. In terms of meeting its obligation under the Policy on Government Security (PGS), PS has measures in place to ensure compliance, including physical security of departmental assets. The departmental Security Policy and the departmental Security Plan establish requirements in this area.

Printing Unit Reduction Target


8.7 By March 31, 2013, each department will achieve an 8:1 average ratio of office employees to printing units. Departments will apply target where building occupancy levels, security considerations, and space configuration allow.
Performance Measure RPP DPR
Target Status  
Ratio of departmental office employees to printing units in fiscal year 2010-11, where building occupancy levels, security considerations and space configuration allow. (Optional) 2:1*  
Ratio of departmental office employees to printing units at the end of the given fiscal year, where building occupancy levels, security considerations and space configuration allow. FY 2011-12 4:1   
FY 2012-13 8:1  
FY 2013-14 8:1  

Strategies / Comments

* This ratio was calculated by using the total number of printing devices and the number of employees. It does not differentiate between network and local printers.

  1. Definition of Printing Unit: In the context of this target, a printing unit is defined as an electronic device, which sends text or pictures onto paper. This includes desktop printers, network printers, and multifunctional printers (with photocopier, fax, and scanner functionality).
  2. Scope: PS is currently determining appropriate scoping requirements for this target. It is expected that select printing units and employees will need to be scoped out due to space configuration in the regions, duty to accommodate and telework situations. Plotters, printing units supporting the PS Secure Network (Dragon), as well as three printing units at one of the office locations in the NCR, due to technical constraints, have been scoped out of this target. Overall, 95% of PS employees are subject to this target.
  3. Method for Tracking Printing Units: PS will put measures in place to strengthen and maintain the accuracy of its inventory of organizational printing units (in the NCR and in the regions), using a tracking system called WASP. PS will obtain the number of printing units connected to the network via the Corporate Management Branch (Chief Information Officer Directorate).
  4. Method for Tracking Office Employees: PS determines its number of office employees using its Human Resources Management System (HRMS - PeopleSoft).
  5. Implementation Strategies:
    • plot all printers on floor plans and validate its printer inventory;
    • develop a communications plan to issue communications to employees and repatriate all “out of warranty” printers, printers not compatible with Windows 7, and phase-out all local printers (printers will be properly reused or recycled, please see 8.6);
    • ensure adequate access to network printers to service each area;
    • establish a Printer Directive where local printers will become the exception and approvals for all printers will come from the Department’s Corporate Management Branch. This will ensure PS  maintains its new employee to printer ratio;
    • review its printer requirements and deploy as required. It will also evaluate its requirements to determine the feasibility of consolidating colour and black and white printers, and use higher capacity multifunctional devices to reduce printing units throughout the Department; and,
    • The Department’s Chief Information Officer Directorate has developed instructions and will educate employees on procedures to map to network printers and for secure printing.

Paper Consumption Target


8.8 By March 31, 2014, each department will reduce internal paper consumption per office employee by 20%. Each department will establish a baseline between 2005-2006 and 2011-2012, and applicable scope.
Performance Measure RPP DPR
Target Status  
Number of sheets of internal office paper purchased or consumed per office employee in the baseline year selected, as per departmental scope. (Optional in RPP 2011-12) FY 2010-11: 9,604.2  
Cumulative reduction (or increase) in paper consumption, expressed as a percentage, relative to baseline year selected. (Optional in RPP 2011-12) FY 2011-12 5%  
FY 2012-13 10%  
FY 2013-14 20%  

*Source: Public Safety Canada’s Human Resources Management System (PeopleSoft) as at January 2012.

Strategies / Comments

  1. Baseline Year Selected:  Fiscal year 2010-11
  2. Scope: At a minimum, this target will include internal consumption of 8½ x 11 inch, 8½ x 14 inch and 11 x 17 stock paper across Canada, including all regional offices. This target will omit external printing, including those contracted out to a printing supplier, printing which results from a contract with an external supplier of goods and services, as well as coloured paper purchased directly by acquisitions cards. Overall, 95% of PS employees are subject to this target.
  3. Method for determining paper consumption: PS determines its paper consumption by calculating the amount of paper acquired centrally by the Department’s Corporate Management Branch though its central stock/supply room, at the Canadian Emergency Management College and with acquisition cards in the regions. PS will maintain centralized procurement of paper in the NCR and purchase less.
  4. Method for determining number of office employees: PS determines its number of office employees using its Human Resources Management System (HRMS - PeopleSoft).
  5. Implementation strategies include:
    • determine the Department’s purchasing paper through PWGSC’s PaperSave Program;
    • ensure that all printers and copiers are programmed to doubled-sided printing as the default setting, whenever feasible;
    • develop a communications plan to remind employees of their options to consume less paper;
    • review business practices that consume the most paper and work with large consumers of paper to determine strategies to green their operations;
    • launch a competition at headquarters and post comparative graphs of paper usage in each of the printer rooms, so that employees have an idea of regular usage, by floor. During the mid-year and year-end review processes, PS will repost the comparative graphs to identify which floor has achieved the highest overall cumulative reduction in paper consumption at headquarters;
    • continue to explore ways of managing paper supply and usage (e.g. examine the feasibility of introducing electronic signature, and operating on a cost-recovery basis internally to raise awareness and challenge employees to be more conscious of paper consumption); 
    • work towards a Digital Office (i.e. develop/implement a departmental Greening Guide; and determine the feasibility of implementing Wi-Fi, electronic invoicing and implementing ‘eFax’ (PWGSC));
    • explore the possibility of no longer printing business cards. It will setup electronic templates for business cards to be printed on demand. In an increasingly technological environment, contacts are exchanged and immediately stored in Blackberries, eliminating the need for paper copies; and,
    • review opportunities to green its management and decision-making processes.

Green Meetings Target


8.9 By March 31, 2012, each department will adopt a guide for greening meetings.
Performance Measure RPP DPR
Target Status  
Presence of a green meeting guide. (Optional in RPP 2011-12) Yes  

Strategies / Comments

  1. Definition of Meetings: In the context of this target, meetings includes local meetings, regional or national meetings (more than 50 km away for at least one participant), international meetings (participants from more than one country) and major events and conferences (large and/or multi- day events).
  2. Definition of adoption: The guide will be reviewed by PS governance sub-committees and re-posted on PS’s Intranet site. The Departmen t’s Green Team will introduce the new Green Meeting Guide at every PS governance sub-committee meeting.
  3. Method for developing PS Guide: The Department took an empirical approach and reviewed various green meeting guides available on GCPedia’s green meetings community and Environment Canada’s Green Meeting Guide, as well as other material presented at the 2nd annual Greening Government Conference in May 2011. The information gathered identified the necessary requirements to address the data from scanning PS’s meeting practices.. Individuals and groups across the Department were also consulted for best practices. The Department will leverage RDIMS to identify opportunities throughout the guide’s development. For example, by using the RDIMS eIndex to organize committee information.  A generic template for an eIndex was created to be used by other committees with a supporting guide to tell them how to link to RDIMS documents.
  4. Implementation strategies include:
    • pilot Wi-Fi accessibility in meeting rooms at headquarters (in the NCR)
    • increase the use of soft copies during meetings at PS (i.e. eIndex and presentations on the screen, e-records of decisions, e-meeting notes captures in an official departmental e-repository);
    • use recycled plates and cutlery, as well as explore ways of using environmentally friendly food and beverage service providers;
    • increase the use of videoconferencing rather than traveling to meetings;
    • when feasible, use public transportation when traveling to a meeting;
    • use facilities/services provided by companies that use environmentally preferred products or have a greening plan;
    • explore ways of tracking progress in greening its meetings; 
    • communicate the importance of the guide and overall green practices to employees on an ongoing basis from the developed  communication plan;
    • incorporate tools and processes that encourage and support collaboration; and, incorporate pieces on “Regional Realities” to its guide.

Green Procurement Targets

8.10 As of April 1, 2011, each department will establish at least 3 SMART green procurement targets to reduce environmental impacts.


**NEW 8.10.1** AS OF APRIL 1, 2012, PUBLIC SAFETY CANADA WILL ENSURE THAT 95% OF TONER CARTRIDGES PURCHASED ARE REMANUFACTURED OR RECYCLED, WHERE FEASIBLE
Performance Measure RPP DPR
Target Status  
Number of remanufacturing or recycling of toner cartridges, relative to total number of toner cartridges purchased 95% in FY 2008-09
Progress against measure in the given fiscal year.  N/A*  

Strategies / Comments

* This target has been adjusted and a justification note will be developed for the Departmental Performance Report

  1. SMART: This target meets all the requirements of SMART criteria, including: Specific, Measurable, Achievable, Relevant and Time Bound. 
  2. Baseline: In 2008-09, 95% of PS’s toner for printers were remanufactured or recycled (green procurement RPP 2010-11).
  3. Scope: In 2012-13, PS will scope out Xerox toner cartridges from this target, and will engage the vendor to ensure it includes the departmental environmental consideration (GGO target) forward.
  4. Implementation strategies include:
    • continue purchasing toner cartridges through the stock room at the NCR, which will ensure the availability of inventory counts;
    • investigate the possibility of including criteria to give priority to suppliers who can demonstrate that they operate within “green” policies and programs;
    • significantly reduce the amount of printers  acquired; PS will be in a better position to ensure toner cartridges purchased are remanufactured or recycled; and,
    • investigate procurement policies to determine the feasibility of including environmental considerations in the departmental purchasing criteria, in conjunction with traditional interests of price, performance and availability.


**NEW 8.10.2** AS OF APRIL 1, 2011, AS AN ONGOING TARGET, PUBLIC SAFETY CANADA OFFICE COMPUTERS WILL HAVE AN AVERAGE OF A FOUR-YEAR LIFE CYCLE
Performance Measure RPP DPR
Target Status  
Average life of office computers in the Department Four-year average lifecycle (baseline fiscal year 2010-11) 
Progress against measure in the given fiscal year. Four-year average life   

Strategies / Comments

  1. SMART: This target meets all the requirements of SMART criteria, including: Specific, Measurable, Achievable, Relevant and Time Bound. 
  2. Baseline: In 2010-11, PS’s office computers had an average life of four years.
  3. Scope: This target includes all PS office computers.
  4. Implementation strategies include:
    • a yearly renewal, on average, of 25% of its computer inventory to ensure that the Department has the latest and most energy efficient technologies. A procedure is currently in place, managed by its Information Technology authorities and Procurement authorities;
    • track the Department’s spending on assets, according to the existing system. This will be reinforced and integrated into PS’s Investment Planning process; and,
    • create awareness with client groups through presentations.


8.10.3 BY MARCH 31, 2014, 95% OF PAPER PURCHASES WILL CONTAIN A MINIMUM OF 30% RECYCLED CONTENT AND/OR HAVE FOREST MANAGEMENT CERTIFICATION OR ECOLOGO OF EQUIVALENT CERTIFICATION
Performance Measure RPP DPR
Target Status  
Volume of paper purchased that meets target requirements, relative to the total volume of all paper purchased N/A
Progress against measure in the given fiscal year. FY 2012-13: N/A
FY 2013-14: 95%
 

Strategies / Comments

  1.  SMART: This target meets all the requirements of SMART criteria, including: Specific, Measurable, Achievable, Relevant and Time Bound. 
  2. Implementation strategies include:
    • In 2012-13 and in conjunction with the above paper reduction target, PS will finalize tracking methodologies for this target (in the NCR and the regions);
    • As part of its Acquisition Card Policy, PS will include paper on the list of things that cannot be purchased with an acquisition card (at headquarters);
    • PS will continue to purchase paper through the stock room at headquarters (in the NCR) which will ensure the availability of inventory counts; and,
    • PS will create awareness of this target through presentations to client groups.

8.11 As of April 1, 2011, each department will establish SMART targets for training, employee performance evaluations, and management processes and controls, as they pertain to procurement decision-making.


Training for Select Employees.

**NEW 8.11.1** AS OF APRIL 1, 2012, AS AN ONGOING TARGET, 90% OF MATERIAL MANAGERS, PROCUREMENT OFFICERS AND ACQUISITION CARDHOLDERS WILL HAVE TAKEN A GREEN PROCUREMENT TRAINING COURSE
Performance Measure RPP DPR
Target Status  
Percentage of material managers, procurement officers and acquisition cardholders that have taken a green procurement training course as of the end of fiscal year 2011-12 95%
Progress against measure in the given fiscal year.  FY 2012-13: 100%  

Strategies / Comments

  1. SMART: This target meets all the requirements of SMART criteria, including: Specific, Measurable, Achievable, Relevant and Time Bound.
  2. Implementation Strategies include:
    • All material managers, procurement officers and acquisition cardholders that have not completed the green procurement course will have identified a Green Procurement training course in their 2012-13 individual learning plans;
    • PS has implemented the new departmental Green Procurement Policy and will continue to create awareness of this target through presentations to client groups and during the departmental business planning process;
    • The Department’s Corporate Management Branch has developed a tracking/monitoring system for this target;
    • PS has developed a policy which prevents acquisition cardholders that have not taken a green procurement training course from using their acquisition card; and
    • PS continues to promote existing tools available online and procurement officers will participate in webinars on green procurement.


Employee performance evaluations for managers and functional heads of procurement and materiel management.

**NEW 8.11.2** AS OF APRIL 1, 2012, AS AN ONGOING TARGET, GREEN PROCUREMENT OBJECTIVES WILL BE INCLUDED IN 100% OF THE PERFORMANCE EVALUATIONS OF MANAGERS AND FUNCTIONAL HEADS OF PROCUREMENT AND MATERIAL MANAGEMENT
Performance Measure RPP DPR
Target Status  
Percentage of managers and functional heads of procurement and material management that have included N/A 
Progress against measure in the given fiscal year. FY 2012-13: 100%   

Strategies / Comments

  1.  SMART: This target meets all the requirements of SMART criteria, including: Specific, Measurable, Achievable, Relevant and Time Bound; and
  2. 100% of procurement officers will receive performance expectations and reviews regarding green procurement.


Management processes and controls.

8.11.3 AS OF MARCH 31, 2014, A MINIMUM OF THREE MANAGEMENT PROCESSES AND CONTROLS WILL BE GREENED
Performance Measure RPP DPR
Target Status  
Number of greened management processes and controls N/A 
Progress against measure in the given fiscal year. FY 2012-13: 1
FY 2013-14: 3
 

Strategies / Comments

  1. SMART: This target meets all the requirements of SMART criteria, including: Specific, Measurable, Achievable, Relevant and Time Bound.
  2. Implementation Strategies include:
  3. In 2010-11, PS developed and implemented the departmental Policy on Green Procurement, as well as the departmental Policy on Acquisition Cards;

In 2012-13, PS will:

  • include environmental considerations in the Investment Planning, Procurement and Contracting Section of the Branch Business Plan template (part of the Department’s business planning process);
  • establish a Printer Directive where local printers will become the exception and approvals for all printers will come from the Department’s Corporate Management Branch;
  • review its process for acquiring new EEE equipment;
  • promote using “greenest” suppliers on Statement Offer/ Supply Arrangement; and
  • review the Terms of Reference of its Contract Review Committee (will add green considerations to mandate).