Departmental Performance Report 2012-13
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.
• "FY" refers to fiscal year.

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 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 FY.	FY 2011–12	NCR: 100%	NCR: 100%
	FY 2012–13	NCR: 100% Regions: 50%	NCR: 100% Regions: 83%
	FY 2013–14	NCR: 100% Regions: 80%

Strategies and/or Comments

1. Definition of Location: For this target the Department has defined "locations" by region.
2. Number of Locations: With a total of 40 physical sites (points of presence) the Department's Information Solutions Branch supports the following regions across Canada: Atlantic, Quebec, Ontario, Prairie, British-Columbia, Northern, and the National Capital Region (NCR).
3. Roles and Responsibilities: Assistant Deputy Minister (ADM) Management Sector and Chief Financial Officer.
4. Implementation Strategies:
   1. Establish an E-Waste plan that covers the NCR, as well as other regions.
   2. Establish an E-Waste plan that allows for the expansion of the NCR's E-Waste program.
   3. Apply an E-Waste disposal mechanism to 100% of electronic devices in accordance with the following hierarchy of options:
      • Computers for Schools;
      • Crown Assets;
      • Provincial Extended Producer Responsibility Programs; and
      • Public Works and Government Services Canada's (PWGSC) National Master Standing Offer for E-Waste recycling.
5. Rationale for Traffic Light Indicator Selected: Managing the processing of EEE from a central location (in the NCR) has proven to be very successful. An implementation plan for the disposal of all departmentally-generated EEE exists and was fully implemented.
6. Opportunities for Continuous Improvement: The Department is on track to achieve this target by March 31, 2014. The regions at 83% have exceeded the 50% target for FY 2012-13. The Department will continue its efforts in FY 2013-14.

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		ACHIEVED
Ratio of departmental office employees to printing units in FY 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	8:1
	FY 2013–14	8:1

Strategies and/or Comments

1. Target Scope:
   1. Definition of Printing Units: Printers, photocopiers, fax machines and multifunction devices are considered "printing units."
   2. The Department's print ratio as of March 31, 2013 was 8:1.
   3. The Department's Print Management Strategy addresses all print-capable devices nationally.
   4. Due to the size of the Department and its ability to adapt, the specified targets will apply to the whole organization where building-occupancy levels, space configurations, and security considerations allow.
2. Method for Tracking Printing Units: A mix of both network inventory and physical count will allow the Department to track the number of printing units
3. Method for Tracking Office Employees: The Department's Human Resource Management System. Excluding employees working in departmental legal services units, there were approximately 3,874 employees in the Department as of March 31, 2013.
4. Roles and Responsibilities: ADM Management Sector and Chief Financial Officer.
5. Implementation Strategies:
   1. FY 2010-11: In the spring of 2010, the Department 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 Department's staff nationally.
   2. FY 2011-12: Phase 2 of the strategy was the continuation of the audit and analysis in the other regional sites, as well as the implementation of recommendations made in Phase I.
   3. FY 2012-13: Phase 3 of the strategy saw further implementation of Phase I recommendations in the NCR and the regions.
6. Rationale for Traffic Light Indicator Selected: The Print Management Strategy was completed on March 31, 2013. Over the past two years, there were approximately 1,400 print units removed from the Department. The total print unit inventory is now 480.

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		ACHIEVED
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	7% (11,506 sheets/FTE)	14% (10,688 sheets/FTE)
	FY 2012–13	14% (10,640 sheets/FTE)	14% (10,683 sheets/FTE)
	FY 2013–14	20% (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 are departmental employees working in other federal departments and agencies.
2. Method for Tracking Paper Consumption: PWGSC's National Master Standing Offer for paper.
3. Method for Tracking Office Employees: The Department's Human Resource Management System. Excluding employees working in departmental legal services units, there were approximately 3,874 employees in the Department as of March 31, 2013.
4. Roles and Responsibilities: ADM Management Sector and Chief Financial Officer
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 the distribution of documents and reports.
6. Rationale for Indicator Selected: The Department has met its paper reduction cumulative target of 14% to the end of March 31, 2013.
7. Opportunities for continuous improvement: To meet the final target to reduce internal paper consumption per office employee by 20% by March 31, 2014, the Department will continue to encourage employees to reduce their use and purchase of paper. In addition, the Department has adopted a multi-year Information@Justice – Going Digital Strategy that will support the transformation of the way employees work. The Department is on track to achieve the target by March 31, 2014.

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.	Target completed March 2012.

Strategies and/or Comments

1. The Department has completed and adopted a guide for green meetings. Senior management approved the guide, and it was made available to all employees.

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	ACHIEVED
Percentage of computers, monitors and other electronic devices purchased that meet Energy Star certification or equivalent.	Baseline data unavailable.
Progress against performance measure in the given fiscal year.	All electronic devices: 100%	All electronic devices: 100%

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 (e.g. Integrated Financial Management System's 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 (e.g. templates CID, RFP) to ensure environmental performance considerations are integrated into the procurement process to direct personnel towards the purchase of environmentally-preferable models.
3. Roles and Responsibilities: ADM Management Sector and Chief Financial Officer.
4. Estimated Environmental Benefits: Reduced energy use and resource consumption.
5. Rationale for Traffic Light Indicator Selected: All computer monitors and other electronic devices purchased met the Energy Star Certification or equivalent. Most of these purchases were made through PWGSC's National Master Standing Offers. Those that were purchased outside National Master Standing Offers also met the Energy Star Certification or equivalent.
6. Opportunities for Continuous Improvement: The Department is on track to achieve this green procurement target by March 31, 2014. Attention and commitment to these deliverables will continue.
7. Why this self selected target is SMART:
   1. Specific: Achievement level of 100%, type of equipment and certification defined.
   2. Measurable: Number of electronic devices purchased that meet the target relative to the total number of all electronic devices purchased.
   3. Achievable: We use the PWGSC Standing Offers that are green procurement tools and we use green criteria when they are purchased outside the existing Standing Offers.
   4. Relevant: Targets all relevant IT equipment.
   5. Time-bound: Date established for target implementation and completion.

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	OPPORTUNITY FOR IMPROVEMENT
Percentage of paper with minimum 30% recycled contents consumed by the Department for printing and photocopying (baseline year 2010-2011).	94.4%
Progress against performance measure in the given fiscal year.	100%	98%

Strategies and/or Comments

1. Scope: Department-wide.
2. Mandate: The use of recycled paper with a minimum of 30% recycled content.
3. Plans for Engagement: Incorporate mandated information into the Department's contracting training for Integrated Financial Management System users and acquisition cardholders.
4. Monitor progress and address areas of non-compliance.
5. Roles and Responsibilities: ADM Management Sector and Chief Financial Officer.
6. Estimated Environmental Benefits: Reduced resource use.
7. Rationale for Traffic Light Indicator Selected: While the Department is 2% short of meeting its FY 2012-13 target to use paper with a minimum of 30% recycled contents for printing and photocopying, PWGSC has removed paper products that don't meet this minimum standard from their National Master Standing Offer for paper. This measure along with the Department's efforts to educate employees to make appropriate purchases will facilitated the achievement of this SMART target by April 1, 2014.
8. Why this self selected target is SMART:
   1. Specific: Achievement level of 100%.
   2. Measurable: This is measured through quarterly vendor reports compiled by PWGSC. The total number of sheets of paper purchased that meet the target is compared to the total number of sheets of paper purchased.
   3. Achievable: We use PWGSC existing Standing Offer to purchase paper which contains a minimum of 30% recycled paper or more.
   4. Relevant: Targets all paper purchased through Standing Offer.
   5. Time-bound: Date established for target implementation and completion.

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

Performance Measure	RPP	DPR
Target Status	ACHIEVED
Number of facilities with a battery recycling program.Table note *	Baseline data unavailable.
Progress against performance measure in the given fiscal year.	Regions: 80%	Regions: 90%

Strategies and/or Comments

1. Scope: Department-wide.
2. Establish external partners for collection.
3. Plans for Engagement: Promote the program through various communication channels.
4. Reporting: Based on the percentage of regions with programs and amount of batteries disposed.
5. Roles and Responsibilities: ADM Management Sector and Chief Financial Officer.
6. Estimated Environmental Benefits: Reduced hazardous material.
7. Rationale for Traffic Light Indicator Selected: The Department continues to implement and promote its Battery Recycling Program. Both the FY 2012-13 and FY 2013-14 targets were attained in the NCR. In fact, 100% of the NCR buildings have battery recycling facilities. Similarly, the regions have exceeded the FY 2012-13 target and met the FY 2013-14 target.
8. Opportunities for Continuous Improvement: The Department is on track to achieve the target by March 31, 2014. Efforts will continue to promote the Battery Recycling Program to employees.
9. Why this self selected target is SMART:
   1. Specific: Achievement levels specific to NCR and Regions.
   2. Measurable: Number of facilities with battery recycling program that meet the target relative to the total number of facilities.
   3. Achievable: Justice has a limited number of locations and has a dedicated employee responsible for the target.
   4. Relevant: Targets all facilities excluding commercial building shared with private sectors and Department Legal Services Unit.
   5. Time-bound: Date established for target implementation and completion.

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	ACHIEVED
Percentage of new acquisition cardholders who have completed the training in the assessment period. Percentage of new administration staff granted limited procurement delegation that has completed the Department's contracting training in the assessment period. Percentage of materiel managers and procurement personnel who have completed the Canada School of Public Service's green procurement training in the assessment period.	Baseline data unavailable
Progress against performance measure in the given fiscal year.	100%	100%

Strategies and/or Comments

1. Scope: Department-wide.
2. Revise training material for procurement training for procurement personnel and acquisition cardholders. 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 life-cycle of materiel.
4. Roles and Responsibilities: ADM Management Sector and Chief Financial Officer.
5. Estimated Environmental Benefits: Reduced energy use and resource consumption.
6. Rationale for Traffic Light Indicator Selected: All new acquisition cardholders have completed the training. All new administration staff who had been granted limited-procurement delegation attended the Department's contracting training course. All materiel managers and procurement personnel have completed the Canada School of Public Service's training on green procurement. A refresher course was offered to existing acquisition cardholders which included requirements for green procurement; more than 80% of existing acquisition cardholders attended the course. New acquisition cardholders will be encouraged to attend the Canada School of the Public Service's training on green procurement by April 1, 2014.
7. Opportunities for Continuous Improvement: The Department has already met the April 1, 2014 target.
8. Why this self selected target is SMART:
   1. Specific: Achievement level of 100%, type of employee and type of training is defined.
   2. Measurable: Total number of specified employee group that meet the target relative to the total number of employees in that group.
   3. Achievable: All new acquisition cardholders must complete a training before obtaining the card, all new administration staff must complete a training before obtaining access to the Departmental Financial System.
   4. Relevant: Targets all relevant new employees.
   5. Time-bound: Date established for target implementation and completion.

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	ACHIEVED
Number of managers and functional heads who have environmental consideration clauses incorporated into their performance evaluations. Number of procurement, materiel management and real property functional specialists and their managers and functional heads who have environmental consideration clauses incorporated into their performance evaluations.	Baseline data unavailable.
Progress against performance measure in the given fiscal year.	80%	86%

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. Roles and Responsibilities: ADM and Chief Financial Officer Management Sector.
5. Estimated Environmental Benefits: Reduced energy use and resource consumption.
6. Rationale for Traffic Light Indicator Selected: The Department met the 80% target for FY 2012-13.
7. Opportunities for Continuous Improvement: The Department will continue to promote the inclusion of environmental considerations into the performance evaluations of managers and functional heads of procurement and materiel management by April 1, 2014.
8. Why this self selected target is SMART:
   1. Specific: Achievement level of 80%, targeted employee group.
   2. Measurable: Information available through internal system and by email for the Regions and NCR.
   3. Achievable: Integrated into existing performance management program.
   4. Relevant: Targets all relevant employees.
   5. Time-bound: Date established for target implementation and completion.

Note: This is indirectly linked to departmental objectives to foster best practices and alignment with Government of Canada's agenda on procurement.

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.	Baseline data unavailable.
Progress against performance measure in the given fiscal year.	100%

Strategies and/or Comments

1. Scope: All departmental competitive procurement processes will use standard solicitation documents.
2. Develop request for proposal evaluation criteria and obtain approval of these criteria from the Department's Sustainable Development Steering Committee.
3. Integrate selection criteria into departmental templates and procurement process documentation.
4. Integrate the information into departmental contracting training documentation.
5. Reporting is to be based on the use of standardized documents using templates.
6. Plans for Engagement: Email dissemination and training for procurement staff.
7. Roles and Responsibilities: ADM and Chief Financial Officer Management Sector.
8. Estimated Environmental Benefits: Reduced energy use/hazardous material.
9. Rationale for Traffic Light Indicator Selected: The Department lacks a system that captures the data to report on the percentage of standard solicitation documents that require the inclusion of sustainable-development criteria. While this makes reporting a challenge, the Department continues its effort to embed environmental performance criteria into these documents.
10. Opportunities for Continuous Improvement : To meet this target by April 1, 2014, the Department will implement the following:
    1. Integrate selection criteria into departmental templates and procurement process documentation.
    2. Integrate the information into departmental contracting training documentation.
    3. Provide training to procurement staff.
    4. Encourage employees to use the departmental templates and procurement process documentation.
11. Why this self selected target is SMART:
    1. Specific: Achievement level of 100%, type of procurement process is defined.
    2. Measurable: Standard documents can be inventoried and checked for conformity with target.
    3. Achievable: Dedicated employees responsible for target.
    4. Relevant: Targets all relevant to procurement processes.
    5. Time-bound: Date established for target implementation and completion.

Note: This is indirectly linked to departmental objectives to foster best practices and alignment with Government of Canada's agenda on procurement.