ARCHIVED - Treasury Board of Canada Secretariat - Supplementary Tables

Strategies and Comments

1. FY 2011–12: The Secretariat has evaluated and adjusted its practices to be fully compliant in all 11 of its employment locations. These practices are documented in the Secretariat's Asset Management Framework and reinforced at operational levels.
2. FY 2012–13: The Secretariat will monitor compliance and adjust operations as appropriate.
3. FY 2013–14: The Secretariat will monitor compliance and adjust operations as appropriate.

Strategies and Comments

1. FY 2011–12: The Secretariat has undertaken a study to determine the departmental inventory of printing units.
   1. A centralized procurement model and associated controls were implemented to replace the decentralized approach historically used within the department.
   2. A plan has been developed to consolidate and reduce the number of printing units in order to move rapidly toward achieving the 8:1 ratio of staff to printing units in 2012–13. A senior advisor and a project manager are in place to ensure the plan is implemented; they will be working with the Secretariat's administrators in the first two quarters of 2012–13 to confirm plans and implement next steps.
   3. "Printing Units" has been defined as desktop printers, networked printers, multi-functional devices, photocopiers and facsimile machines.
   4. A tracking methodology for the printing units deployed and the office employees has been established. The number and location of printers are available through IT system reports. The number of office employees is provided by the department's financial management plans (2,273 employees).
   5. A non-compliance directive is being developed for senior management approval.
2. FY 2012–13: The Secretariat will implement the printer device reduction plan.

Strategies and Comments

1. In FY 2011–12, the Secretariat conducted a baseline study of its estimated annual paper usage per employee per day.
2. A measurement methodology for tracking paper consumption and employee counts has been developed. The paper consumption rate was determined from the quantity of paper used in one fiscal year. The employee number of 2,273 was derived from financial management plans for the department.
3. A strategy to reduce consumption by targeting a number of specific initiatives has been developed (green meetings, double-sided printing and employee engagement). New technologies (e.g., tablets) are also being piloted in the department to demonstrate leadership in achieving the digital office of the future.
4. The ratio of 51 sheets per employee per day was calculated by dividing the overall quantity of paper used by the number of employees and then dividing the result by the average number of annual working days (242) in a fiscal year.
5. In FY 2011–12, Departmental Performance Reports and the 11th edition of the Canada's Performance report were made available to members of Parliament and Canadians in electronic format, rather than in thousands of pages of printed volumes, as was done only a year ago.
6. In FY 2012–13, the Secretariat will track and report paper usage internally to assess progress against the objectives of the Federal Sustainable Development Strategy.

Strategies and Comments

1. The Secretariat defines adoption as occurring once the guide has been formally endorsed by the appropriate senior management committee.
2. In FY 2011–12, the Secretariat's Sustainable Development Committee assessed a proven, federally accepted guide for green meetings and adapted it for the department's meeting purposes.
3. The key components of the guide include information for meeting organizers and meeting participants, roles and responsibilities, key principles of green meetings and key greening areas.
4. The Secretariat will formally endorse and communicate the guide.

Strategies and Comments

1. This SMART target was selected by management after a full review of internal corporate services' operations. It meets the criteria for being specific, measurable, achievable, relevant and time-bound.
2. The settings are applied to all employees without exception. Shut-down time is set to start after midnight to provide flexibility for employees working late. Workstations include desktops and laptops.
3. FY 2011–12: The Secretariat has surveyed its current equipment and has implemented a third-party application for managing desktop power management at the enterprise level. All new computers and monitors will support this power management system.
4. FY 2012–13: The Secretariat will seek to continuously improve power management capabilities by deploying SMART IT procurement strategies and extending the duration of the shut-down periods, as the technology of the desktop operating system permits.
5. FY 2013–14: The Secretariat seeks ongoing continuous improvement.

Strategies and Comments

1. This SMART target was selected by management after a full review of internal corporate services' operations. It meets the criteria for being specific, measurable, achievable, relevant and time-bound.
2. FY 2011–12: The Secretariat has ensured that the procedures for the purchase of small appliances were received by all employees through a formal communiqué. All purchases are now vetted through a central corporate services team to ensure consistency with energy use standards. 

Strategies and Comments

1. This SMART target was selected by management after a full review of internal corporate services' operations. It meets the criteria for being specific, measurable, achievable, relevant and time-bound.
2. The Secretariat operates a very small fleet of executive vehicles, which are purchased centrally. Effective April 1, 2011, any vehicles purchased to support these activities will meet the stated target. No vehicles were purchased this fiscal year.

Strategies and Comments

1. This SMART target was selected by management after a full review of internal corporate services' operations. It meets the criteria for being specific, measurable, achievable, relevant and time-bound.
2. The Secretariat's Contracting and Procurement Division has reviewed and accepted the training material offered in the Delegation of Authority course for fund centre managers that is mandated by the department and offered by the Canada School of Public Service.
3. The Secretariat's fund centre managers receive green procurement training as part of their mandatory training to receive delegation of financial signing authority. Training statuses are monitored to ensure they are up-to-date.
4. The Secretariat's Contracting and Procurement Division is currently offering two-hour bilingual training sessions to all interested employees. Training material and discussion fora include Federal Sustainable Development Strategy components.
5. FY 2012–13 and ongoing: Continuous monitoring.

Strategies and Comments

1. This SMART target was selected by management after a full review of internal corporate services' operations. It meets the criteria for being specific, measurable, achievable, relevant and time-bound.
2. FY 2011–12: The Secretariat identified six key positions within the department that have responsibility to manage or lead procurement services for programs and services.
3. FY 2012–13 and ongoing: Environmental considerations will remain part of performance measures.

Strategies and Comments

1. This SMART target was selected by management after a full review of internal corporate services' operations. It meets the criteria for being specific, measurable, achievable, relevant and time-bound.
2. The Secretariat has documented its procurement procedures and incorporated green procurement considerations in the development of the procurement strategies for contracted goods and services; they form part of the integrated procurement planning process.
3. For every significant purchase through the Contracting and Procurement Division, the Secretariat has adopted documented procedures that capture any green procurement considerations via a Procurement Strategy Form, which must be filled out and included in all contracting files.

Strategies and Comments

1. This SMART target was selected by management after a full review of internal corporate services' operations. It meets the criteria for being specific, measurable, achievable, relevant and time-bound.
2. FY 2011–12: The Secretariat has documented its procurement procedures and controls.
3. FY 2012–13: The Secretariat will incorporate its green procurement processes into its procurement guidance, and this will be communicated to all fund centre managers involved in procurement decisions.