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ARCHIVED - Treasury Board of Canada Secretariat - 2011-12 Departmental Performance Report

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Greening Government Operations (GGO)

Overview

The following outlines the Secretariat’s targets and implementation strategies to meet federal targets identified in the Federal Sustainable Development Strategy (FSDS) under Goal 8: Greening Government Operations (GGO). The targets that are relevant to the Secretariat’s operations relate to the areas of electronic waste (8.6), printing units (8.7), paper consumption (8.8), green meetings (8.9), and green procurement (8.10 and 8.11). For more information on the GGO targets, visit the Environment Canada website.

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 Achieved
Existence of implementation plan for the disposal of all departmentally-generated EEE. (Optional in RPP 2011–12) Yes, completed December 2011 Yes, completed December 2011
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 2011–12 100% 100%
FY 2012–13 100%  
FY 2013–14 100%  

Strategies / 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.
  4. Rationale for traffic light indicator selected: The Secretariat has achieved 100 per cent of locations that have an EEE implementation plan fully implemented.

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 the target where building occupancy levels, security considerations, and space configuration allow.
Performance Measure RPP DPR
Target Status On Track
Ratio of departmental office employees to printing units in fiscal year (FY) 2010–11, where building occupancy levels, security considerations and space configuration allow. (Optional) N/A N/A
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 2.4:1 2.4:1
FY 2012–13 8:1  
FY 2013–14 8:1  

Strategies / 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 that 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 number of office employees has been established. The number and location of printers are available through information technology (IT) system reports. The number of office employees is provided by the department’s financial management plans (2,273 employees). This number includes casual, term, and full-time employees, as well as consultants.
    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.
  3. Rationale for traffic light indicator selected: The Secretariat is on track to achieve its target.

Paper Consumption Target


8.8 By March 31, 2014, each department will reduce internal paper consumption per office employee by 20 per cent. Each department will establish a baseline between 2005–2006 and 2011–2012, and applicable scope.
Performance Measure RPP DPR
Target Status On Track
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) 12,318 per employee in 2011–12 (51 sheets per employee per day)
Cumulative reduction (or increase) in paper consumption, expressed as a percentage, relative to baseline year selected. (Optional in RPP 2011–12) FY 2011–12 12,318 per employee in 2011–12 (51 sheets per employee per day) 12,318 per employee in 2011–12 (51 sheets per employee per day)
FY 2012–13 10% or 5 fewer sheets per employee per day  
FY 2013–14 20% or 10 fewer sheets per employee per day  

Strategies / 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. This number includes casual, term and full-time employees, as well as consultants.
  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.
  7. Rationale for traffic light indicator selected: The Secretariat is on track to achieve a 20 per cent reduction in paper consumption.

Green Meetings Target


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

Strategies / 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.
  5. Rationale for traffic light indicator selected: The Secretariat has adopted a green meeting guide.

Green Procurement Targets

8.10 As of April 1, 2011, each department will establish at least three SMART (specific measurable, achievable, realistic, time-bound) green procurement targets to reduce environmental impacts.


1. By April 1, 2014, all workstation monitors will have default settings to shut off after a certain length of time the computer is not being used and computer workstations will be completely shut down after hours.
Performance Measure RPP DPR
Target Status On Track
By March 31, 2012, the Secretariat has surveyed its existing equipment, procures only compliant equipment and has developed an implementation plan. N/A 100%
By April 1, 2014, the Secretariat has implemented its plan.    

Strategies / 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 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.
  6. Rationale for traffic light indicator selected: The Secretariat is on track to achieve its self-selected target.


2. By March 31, 2014, all purchases of appliances (e.g., microwave ovens and refrigerators) will be of an Energy Star standard, or equivalent.
Performance Measure RPP DPR
Target Status Achieved
By March 31, 2012, Secretariat procedures are documented and a monitoring strategy is developed. N/A 100%
By March 31, 2013, the monitoring strategy has been implemented. 100%  
By March 31, 2014, all purchases comply with the target. 100%  

Strategies / 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.
  3. Rationale for traffic light indicator selected: The Secretariat has achieved its self-selected target.


3. All new fleet vehicle purchases by the Secretariat will be hybrids or ultra-low emissions vehicles (ULEV).
Performance Measure RPP DPR
Target Status Achieved
By April 1, 2011, all new vehicles are hybrids or ultra-low emissions vehicles N/A 100%

Strategies / 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.
  3. Rationale for traffic light indicator selected: The Secretariat has achieved its self-selected target.

Departmental SMART Targets

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.


1. By March 31, 2014, all Secretariat fund centre managers with contracting authority will receive green procurement training.
Performance Measure RPP DPR
Target Status Achieved
By March 31, 2013, the Secretariat has developed a procurement training program for fund centre managers that includes green procurement training.   100% of relevant fund centre managers have received green procurement training as of March 31, 2012.
By March 31, 2014, all fund centre managers have completed the green procurement training.   100%

Strategies / 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 forums include Federal Sustainable Development Strategy components.
  5. FY 2012–13 and ongoing: Continuous monitoring.
  6. Rationale for traffic light indicator selected: The Secretariat has achieved its training target.


2. By March 31, 2012, the Secretariat will ensure that environmental considerations are factored into the development of the procurement strategies for the acquisition of goods and services.
Performance Measure RPP DPR
Target Status Achieved
By December 31, 2011, all procurement strategies developed in support of Secretariat requirements include green procurement considerations. N/A 100%

Strategies / 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.
  4. Rationale for traffic light indicator selected: The Secretariat has achieved its target.


3. By December 31, 2011, processes and controls relating to green procurement will be formally documented and communicated to fund centre managers making procurement decisions.
Performance Measure RPP DPR
Target Status Achieved
By December 31, 2011, the Secretariat has procurement processes that clearly incorporate green procurement considerations. Processes and controls have been developed and are in place.

Strategies / 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.
  4. Rationale for traffic light indicator selected: The Secretariat has achieved its target.


Employee performance evaluations for managers and functional heads of procurement and materiel management.
As of April 1, 2012, 90 per cent of identified managers will have environmental considerations incorporated into their performance evaluations.
Performance Measure RPP DPR
Target Status Achieved
Number of performance evaluations of identified positions that have environmental considerations relative to the total of identified positions. 100% 100%
Progress against measure in the given fiscal year. 100% 100%

Strategies / 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.
  4. Rationale for traffic light indicator selected: The Secretariat has achieved its target departmental performance evaluations target.