Departmental Performance Report 2011-12
Supplementary Information Tables

Greening Government Operations

Notes:

• RPP refers to the Report on Plans and Priorities and represents planned or expected results.
• DPR refers to the Departmental Performance Report and represents actual results.
• Departments refers to departments and agencies.

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		On Track
Existence of an implementation plan for the disposal of all departmentally generated EEE.		Yes	Yes
Total number of departmental locations with an EEE implementation plan fully implemented, expressed as a percentage of all locations, by the end of the given fiscal year (FY).	FY 2011–12	NCR: 100%	NCR: 100%
	FY 2012–13	NCR: 100% Regions: 50%
	FY 2013–14	NCR: 100% Regions: 80%

Strategies and/or Comments

1. Definition of Location: For this target, Justice Canada has defined location by region.
2. Number of Locations: Justice Canada IT group supports seven (7) regional offices (Atlantic, Quebec, National Capital, Ontario, Prairies, British Columbia, and Northern) across the country, occupying 40 physical sites (points of presence).
3. Implementation Strategies:
   1. Establish an E-Waste plan that covers the National Capital Region (NCR) and the Regions.
   2. The established E-waste plan will allow for the expansion of the NCR E-Waste program.
   3. The Department will apply an e-waste disposal mechanism for 100% of electronic devices in accordance to the following hierarchy of options: Computers for Schools Crown Assets Provincial Extended Producer Responsibility Programs Public Works and Government Services Canada (PWGSC) Standing Offer for E-waste Recycling
      • Computers for Schools
      • Crown Assets
      • Provincial Extended Producer Responsibility Programs
      • Public Works and Government Services Canada (PWGSC) Standing Offer for E-waste Recycling
4. Roles and Responsibilities: Director General - Administration Services
5. Rationale for indicator selected: Processing of EEE in the NCR is centrally managed in the East Memorial Building (284 Wellington Street). An implementation plan for the disposal of all departmentally-generated EEE exists and has been 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		Opportunity for Improvement
Ratio of departmental office employees to printing units in fiscal year 2010–11, where building occupancy levels, security considerations and space configuration allow.		2.4:1
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	3.5:1	3.17:1
	FY 2012–13	8:1
	FY 2013–14	8:1

Strategies and/or Comments

1. Target Scope:
   1. Definition of Printing Units: Printers, photocopiers, and multi-function devices are considered as "printing units".
   2. The print ratio, as of April 1^st, 2011, was 2.4:1 in the NCR.
   3. The IT Print Strategy will address all print-capable devices nationally.
   4. Due to the size of the Department and its adaptation capacity, the specified targets will apply to the entirety of the organization, regardless of building occupancy levels, space configurations, and percentage of office employees' considerations, where security considerations allow.
2. Method for Tracking Printing Units: A mix of both network inventory and physical count will enable the target lead to track the number of printing units.
3. Method for Tracking Office Employees: Annual Departmental Performance Report. As of March 31st, 2012, there are approximately 4,252 employees – excluding Justice Employees working in other Federal Departments and Agencies.
4. Implementation Strategies:
   1. FY 2010-11: In the spring of 2010, Justice Canada completed Phase I of a Print Management Strategy, which was an independent reporting and auditing of, and recommendations for, all print-capable devices within the NCR. The NCR was chosen for the initial audit as it represents approximately 50% of the Department's staff nationally.
   2. FY 2011-12: Phase 2 of the strategy will be the continuation of the audit and analysis in the other regional sites, as well as the implementation of recommendations of Phase I.
5. Roles and responsibilities: Assistant Deputy Minister (ADM) - Management Sector
6. Rationale for indicator selected: The Department reduced its printing unit inventory by 378 devices. The Department is on track to achieve the target by March 31, 2014.

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 2005–06 and 2011–12, and an applicable scope.

Performance Measure		RPP	DPR
Target Status		On Track
Number of sheets of internal office paper purchased or consumed per office employee, in full time equivalent (FTE), in the selected baseline year, according to the departmental scope.		12,373Table note † sheets/FTE
Cumulative reduction (or increase) in paper consumption, expressed as a percentage, relative to the selected baseline year.	FY 2011–12	93% 11,506 sheets/FTE	86.4% 10,688 sheets/FTE
	FY 2012–13	86% 10,640 sheets/FTE
	FY 2013–14	80% 9,898 sheets/FTE

Strategies and/or Comments

1. Target Scope: Within the scope of this Performance Measure is paper consumption per employee; outside the scope of this Performance Measure are Justice employees working in other Federal Departments and Agencies, and landfill waste.
2. Method for Tracking Paper Consumption: PWGSC Paper Standing Offer
3. Method for Tracking Office Employees: Annual DPR.
4. Number of office employees subject to the target: 4,252 employees – excluding employees working in other Federal Departments and Agencies.
5. Implementation Strategies:
   1. As part of its efforts to reduce paper consumption, the Department is implementing default two-sided printing on all black-and-white printers.
   2. The department is committed to making greater use of electronic formats for distribution of documents and reports.
6. Roles and responsibilities: Assistant Deputy Minister (ADM) - Management Sector
7. Rationale for indicator selected: The Department reduced the volume of paper it procured by more than 13% while its workforce remained stable. The Department has met its interim target for 2012, and is on track to achieve the target by March 31, 2014.
8. Plans for engagement: The vendor has been instructed to systematically reduce the amount of paper replenished by 10%. Managers have been informed of the change.

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 meetings guide	Yes

Strategies and/or Comments

1. Scope of the green meetings guide: All departmental or interdepartmental meetings and conferences organized by departmental officials.
2. Reporting requirement: The Department's SD secretariat is responsible for creating a strategy to implement the guide and monitor its use.
3. Evidence that the green meeting guide has been adopted: Approval by senior management and use in the Department.
4. Key components: Planning, travel / accommodations, procurement / hospitality, and tracking / accountability.
5. Plans / strategies for departmental engagement: Use of departmental communications vehicles such as JustInfo, and discussion at staff meetings.
6. Opportunities for continuous improvement: Seek feedback on the guide from Green Teams, managers and employees.
7. Roles and responsibilities: Sustainable Development Champion.
8. Rationale for indicator selected: Department has adopted a green meeting guide.

Green Procurement Targets

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

1. As of April 1, 2014, all purchased electronic devices will meet an energy efficiency certification.

Performance Measure		RPP	DPR
Target Status		On Track
Percentage of computers, monitors and other electronic devices purchased that meet Energy Star certification or equivalent.	FY 2011–12	Computers and monitors: 100%	Computers and monitors: 100%
	FY 2012–13	All electronic devices: 100%
Progress against performance measure in the given fiscal year.

Strategies and/or Comments

1. Scope: Department-wide
2. Plans for engagement:
   1. Review process documentation, including, but not limited to, policies, standards, guidelines, guides and manuals to incorporate a green component into the procurement strategy;
   2. Establish relative priorities of possible actions and identify and consult stakeholders;
   3. Establish a schedule and necessary approval processes for revising identified management processes and controls;
   4. Establish a corporate system, such as Integrated Financial Management System (IFMS) Plant Maintenance module or an equivalent, for monitoring the inclusion of environmental/green procurement considerations in management processes and controls;
   5. Establish Green selection criteria for goods (templates, contract initiation document, request for proposals, etc.) to ensure environmental performance considerations are integrated into the procurement process to direct personnel towards the purchase of the environmentally preferable models.
3. Estimated environmental benefits: Reduced energy use and resource consumption
4. Roles and Responsibilities: Director General - Administration Services
5. Rationale for indicator selected: Department has met its interim target for 2012, and is on track to achieve the target by March 31, 2014.

2. As of April 1, 2013, paper with a minimum of 30% recycled contents will be used for printing and photocopying.

Performance Measure		RPP	DPR
Target Status		On Track
Percentage of paper with minimum 30% recycled contents consumed by the Department for printing and photocopying.	FY 2011–12	95%	98.5%
	FY 2012–13	100%
Progress against performance measure in the given fiscal year.

Strategies and/or Comments

1. Scope: Department-wide.
2. Mandate the use of recycled paper with a minimum 30% recycled content.
3. Plans for engagement: Incorporate Mandate information into departmental contracting training for IFMS users and Acquisition Card holders.
4. Monitor progress and address area(s) of non-compliance.
5. Estimated environmental benefits: Reduced resource use.
6. Roles and Responsibilities: DG - Administration Services.
7. Rationale for indicator selected: Department has surpassed its interim target for 2012, and is on track to exceed the target by March 31, 2014.

3. As of April 1, 2014, the Department will implement and promote a Battery Recycling program.

Performance Measure		RPP	DPR
Target Status		On Track
Number of facilities with a battery recycling program.	FY 2011–12	NCR: 80% Regions: 50%	NCR: 80% Regions: 50%
	FY 2012–13	Regions: 80%
	FY 2013–14	NCR: 90% Regions: 90%
Progress against performance measure in the given fiscal year.

Strategies and/or Comments

1. Scope: Department-wide.
2. Establish external partners for collection.
3. Plans for engagement: Promote the program through communication channels.
4. Reporting on percentage of regions with programs and amount of batteries disposed of.
5. Estimated environmental benefits: Reduced hazardous material.
6. Roles and Responsibilities: DG - Administration Services.
7. Estimated environmental benefits: Reduced hazardous material.
8. Rationale for indicator selected: Department has met its interim target for 2012, and is on track to achieve the target by March 31, 2014.

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

As of April 1, 2014, the Department will provide green procurement training for employees as it applies to the materiel life-cycle.

Performance Measure	RPP	DPR
Target Status	On Track
Percentage of new acquisition cardholders who have completed the training in the assessment period.	100%Table note *
Percentage of new administration staff granted limited procurement delegation that has completed the department's contracting training in the assessment period.	100%Table note *
Percentage of materiel managers and procurement personnel who have completed the Canada School of Public Servants Green Procurement training in the assessment period.	100%Table note *
Progress against performance measure in the given fiscal year.

Strategies and/or Comments

1. Scope: Department-wide.
2. Revise training material for procurement training for procurement personnel and Acquisition Card users. All new Acquisition cardholders and administration staff granted limited delegation will receive training on the requirements for green procurement.
3. Plans for engagement: All procurement and materiel management professionals will receive green procurement training as it applies to the materiel life cycle.
4. Estimated environmental benefits: Reduced energy use and resource consumption.
5. Roles and Responsibilities: DG - Administration Services
6. Rationale for indicator selected: Acquisition cardholders and procurement officers are now required to enrol in procurement training which contains a green procurement component. Department is on track to achieve the target by March 31, 2014.

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

As of April 1, 2014, the Department will provide Employee performance evaluations for managers and functional heads of procurement and materiel management.

Performance Measure		RPP	DPR
Target Status		On Track
Number of managers and functional heads that have environmental consideration clauses incorporated into their performance evaluations.	FY 2011–12	70%Table note *	70%Table note *
Number of procurement, materiel management and real property functional specialists and their managers and functional heads that have environmental consideration clauses incorporated into their performance evaluations.	FY 2012–13	80%Table note *
Progress against performance measure in the given fiscal year.

Strategies and/or Comments

1. Scope: Department-wide.
2. All procurement and materiel management personnel will have green procurement terms in their annual performance agreements.
3. Plans for engagement: Performance review process.
4. Estimated environmental benefits: Reduced energy use and resource consumption.
5. Roles and Responsibilities: DG - Administration Services.
6. Rationale for indicator selected: Department is on track to achieve the target by March 31, 2014.

Note:

• This is indirectly linked to our objectives on fostering best practices and alignment with government of Canada agenda on procurement.
• Not all procurement specialists report to the procurement functional lead. It may be difficult to implement across all specialist.

Management processes and controls

As of April 1, 2014, environmental performance considerations will be embedded into the procurement decision-making process.

Performance Measure	RPP	DPR
Target Status	On Track
Percentage of standard solicitation documents incorporating sustainable development selection criteria.	100%
Progress against performance measure in the given fiscal year.	100%

Strategies and/or Comments

1. Scope: all departmental competitive procurement processes using standard solicitation documents.
2. Develop Request for Proposals evaluation criteria and obtain the Department's Sustainable Development Steering Committee approval.
3. Integrate selection criteria into departmental templates and procurement process documentation.
4. Integrate the information into departmental contracting training documentation.
5. Reporting to be based on the use of template documents.
6. Plans for engagement: Email dissemination and training for procurement staff.
7. Estimated environmental benefits: Reduced energy use / hazardous material.
8. Roles and Responsibilities: DG - Administration Services.
9. Rationale for indicator selected: Department is on track to achieve the target by March 31, 2014.

Note:

• This is indirectly linked to the Department's objectives on fostering best practices and alignment with Government of Canada agenda on procurement.