Departmental Sustainable Development Strategy Report 2020 to 2021

Reduce greenhouse gas emissions from federal operations by 40% below 2005 levels by 2030 (with an aspiration to achieve this target by 2025) and by 80% below 2005 levels by 2050 (with an aspiration to be carbon neutral)

FSDS contributing action 1.3

Fleet management will be optimized including by applying telematics to collect and analyze vehicle usage data on vehicles scheduled to be replaced

Corresponding departmental action 1.3.1

Track fuel consumption of the department’s fleet

• Contribution by each departmental action to the FSDS goal and target
  Improve overall fuel consumption, year to year, for the fleet compared to the baseline
  • Starting point, performance indicator and target
    Percentage (%) change in fuel consumption from the baseline Year 2016 to 2017 (142,010 litres)
    • Result 1.3.1 (a)
      • The department showed an 89.8% decrease in fuel consumption in fiscal year 2020 to 2021 compared to the baseline year 2016 to 2017 (from 142,010 litres in fiscal year 2016 to 2017 to 14,444 litres in fiscal year 2020 to 2021). Note that the significant decrease in fuel consumption between fiscal year 2019 to 2020 and 2020 to 2021 (115,270 litres) is due to the fact that ESDC’s fleet of vehicles was unused for the majority of 2020 to 2021 due to COVID-19 lockdowns.
• Contribution by each departmental action to the FSDS goal and target
  Percentage (%) change in GHG emissions from fleet from fiscal year 2005 to 2006 to current reporting fiscal year = [1-Y/X] %
  • Starting point, performance indicator and target
    Percentage (%) change in GHG emissions from fleet from baseline year fiscal year 2005 to 2006 (1.414 ktCO2e)^{Footnote 1}
    • Result 1.3.1 (b)
      The department decreased its GHG emissions from fleet by 98% since the baseline year of 2005 to 2006. From 1.414 ktCO2e in fiscal year 2005 to 2006 to 0.033 ktCO2e in fiscal year 2020 to 2021.

Corresponding departmental action 1.3.2

Purchase fuel-efficient and hybrid-electric vehicles

• Contribution by each departmental action to the FSDS goal and target
  Chose hybrid vehicle option where feasible when replacing existing fleet
  • Starting point, performance indicator and target
    Percentage (%) change in hybrid vehicles in fleet from baseline year 2013 (11%)
    • Result 1.3.2
      Hybrid vehicles currently represent 29% of the fleet in 2020 to 2021 (33 of 113 vehicles are hybrid), an increase of 18% since our baseline year of 2013.

Corresponding departmental action 1.3.3

Ensure justifications are present when buying a Sport Utility Vehicle (SUV), rather than the standard sedans

• Contribution by each departmental action to the FSDS goal and target
  Ensure all new SUV purchases are justified in annual fleet plan
  • Starting point, performance indicator and target
    Number of requests vs number of approved purchases
    • Result 1.3.3
      The department received 6 requests for SUVs in fiscal year 2020 to 2021. 4 SUVs (Hybrid) were purchased. More stringent justification for SUVs was introduced since 2019 to 2020 to ensure they are only purchased when required.

Corresponding departmental action 1.3.4

Add telematics technology to fleet to assist in emissions reduction and to promote behavior change in fleet users

• Contribution by each departmental action to the FSDS goal and target
  Add telematics technology to 5 percent (%) of fleet by 2023 and use data to promote behaviour change in fleet users
  • Starting point, performance indicator and target
    • Percentage (%) change in telematics devices added to fleet
      • Result 1.3.4 (a)
        Current percentage change of telematics devices is 1.8%.
    • 5 % increase in telematics technology in fleet by 2023
      • Result 1.3.4 (b)
        ESDC has 2 vehicles with the Telematics system.

Corresponding departmental action 1.3.5

Support GHG emissions reductions goals by continuing to optimize departmental fleet

• Contribution by each departmental action to the FSDS goal and target
  Greening government operations by reducing GHG emissions
  • Starting points, performance indicators and targets
    • GHG emissions from fleet in fiscal year 2005 to 2006 (base year): = 1.414 ktCO2e^{Footnote 1}
    • GHG emissions from fleet in current reporting fiscal year 2019 to 2020 = 0.300 ktCO2e
      • Result 1.3.5 (a)
        • ESDC has reduced its fleet GHG emissions from 1.414 ktCO2e in 2005 to 0.033 ktCO2e in 2020 to 2021, a reduction of 98%. The use of fleet this past year was greatly reduced due to COVID-19 restrictions. Our typical year is approximately 0.31 ktCO2e
        .
    • Percentage (%) change in GHG emissions from fleet from fiscal year 2005 to 2006 to fiscal year 2019 to 2020 = 79%
      • Result 1.3.5 (b)
        • The Labour program voluntarily reduced 9 vehicles following an internal validation exercise. Vehicles will be transferred to other sections prior to purchasing new vehicles as part of the year’s Fleet Refresh plan.

Our administrative fleet will be comprised of at least 80% zero-emission vehicles by 2030

FSDS contributing action 6.1

Fleet management will be optimized including by applying telematics to collect and analyze vehicle usage data on vehicles scheduled to be replaced

Corresponding departmental action 6.1.1

Purchase fuel-efficient and hybrid-electric vehicles

• Contribution by each departmental action to the FSDS goal and target
  As conventional vehicles are replaced over their lifetimes with Zero Emission Vehicle (ZEV), and/or the size of the fleet is reduced, a greater proportion of the fleet will be ZEV
  • Starting points, performance indicators and targets
    Baseline will be number of vehicles in the administrative fleet in year X. The following indicators may be used for reporting against this Contributing Action:
    • Total number of vehicles in administrative fleet (Baseline year: 2013 = 226)
      • Result 6.1.1
        • ESDC reduced its fleet by 50% since the baseline year 2013. The current size of the fleet is 113 vehicles, compared to 226 in 2013.

Corresponding departmental action 6.1.2

Ensure Director-level justifications are present when buying SUVs, rather than the standard sedans

• Contribution by each departmental action to the FSDS goal and target
  As conventional vehicles are replaced over their lifetimes with ZEVs, and/or the size of the fleet is reduced, a greater proportion of the fleet will be ZEV
  • Starting points, performance indicators and targets
    Baseline will be number of vehicles in the administrative fleet in year X. The following indicators may be used for reporting against this Contributing Action:
    • Percentage of change in hybrid vehicles in fleet from baseline year 2013 (11%)
      • Result 6.1.2
        • Current procedures include the requirement of a justification to purchase non-standard vehicles (such as an SUV) approved by the Regional Director and National Fleet Management.

Corresponding departmental action 6.1.3

Add telematics technology to fleet to assist in emissions reduction and to promote behavior changes (if required) in fleet users

• Contribution by each departmental action to the FSDS goal and target
  As conventional vehicles are replaced over their lifetimes with ZEVs, and/or the size of the fleet is reduced, a greater proportion of the fleet will be ZEV
  • Starting points, performance indicators and targets
    Baseline will be number of vehicles in the administrative fleet in year X. The following indicators may be used for reporting against this Contributing Action:
    • Number of requests vs number of approved of vehicles logged via telematics
      • Result 6.1.3
        • The department’s implementation of this target is in progress.
        • Baseline Year 2019 to 2020 – 0% telematics.
        • In year 2020 to 2021, telematics devices with services were purchased and installed in 2 vehicles.

By 2022, departments have developed measures to reduce climate change risks to assets, services and operations

FSDS contributing action 7.1

Increase training and support on assessing climate change impacts, undertaking climate change risk assessments and developing adaptation actions to public service employees. Facilitate sharing of best practices and lessons learned

Corresponding departmental action 7.1.1

By 2021, take action to understand the climate change impacts that could potentially affect federal assets, services and operations across the country

• Contribution by each departmental action to the FSDS goal and target
  Incorporating climate change factors into departmental risk and business assessments, and planning and simulation exercise activities contributes to mitigate the impacts from climate change on the Department’s services and benefits delivered to Canadians
  • Starting points, performance indicators and targets
  • Starting point:
    • ESDC has business impact assessments and business continuity plans in place for all critical services
    • Climate change factors are considered as part of departmental risk assessments
    • The department has been building a strong culture of simulation exercising which incorporates climate change-related events
  • Performance indicators, targets:
    • Incorporate climate change-related factors in Business Impact assessments and Business Continuity Plans for 2020 to 2021
    • Implement mass notification tools
    • Implement measures by 2021 to 2022 to reduce the risks of localised climate change events affecting service delivery by: reducing building footprint; and creating a geographically-distributed and technologically-enabled workforce
    • Result 7.1.1
      • In response to COVID-19, ESDC implemented business continuity measures, such as scenario planning, updating business continuity plans and holding business resumption workshops. In addition, ESDC developed a Business Impact Analysis (BIA) to assess vulnerabilities and identify mitigation strategies.
      • ESDC engaged with Public Safety Canada in an exercise to practice strategy, coordination, and communication through a climate change simulated event. In addition, scenario planning activities incorporated climate change impact considerations.
      • ESDC initiated a Business Impact Analysis (BIA) to identify alternate locations of critical services so that shifting workloads between regional offices can be considered to ensure flexibility and adaptability to the scale and scope of the event.
      • Through COVID-19 related activities, the department developed a Workforce Management (WFM) tool to improve the operational capabilities and responsiveness of our workload and workforce during emergency situations and potential climate-related events.
      • The department deployed an Emergency Response Management System (ERMS) - a cloud based mass notification system for ESDC to deliver crucial emergency messages to employees in a timely manner across a variety of devices.

Actions that support the Greening Government Goal but do not directly support a FSDS target

FSDS contributing action 9.3

Departments will use environmental criteria to reduce the environmental impact and ensure best value in government procurement decisions

Corresponding departmental action 9.3.1

Green procurement incorporates environmental considerations into purchasing decisions and is expected to motivate suppliers to green their goods, services and supply chain

• Contribution by each departmental action to the FSDS goal and target
  Green procurement incorporates environmental considerations into purchasing decisions and is expected to motivate suppliers to reduce the environmental impact of the goods and services they deliver, and their supply chains
  • Starting points, performance indicators and targets
    Volume of expenditure through Standing Offers and Supply Arrangements (SOSA) that include environmental criteria
    • Result 9.3.1
      • In fiscal year 2020 to 2021, 61% of ESDC’s transactions (which corresponds to 74% of the total value of contracts) were completed through standing offer contracts and supply arrangements for goods and services that include environmental criteria.

Corresponding departmental action 9.3.2

Procurement contracts for services/goods must include a mandatory greening declaration from the vendor

• Contribution by each departmental action to the FSDS goal and target
  Green procurement incorporates environmental considerations into purchasing decisions and is expected to motivate suppliers to reduce the environmental impact of the goods and services they deliver, and their supply chains
  • Starting points, performance indicators and targets
    Percentage of procurement contracts for service/goods with greening declaration from vendors
    • Result 9.3.2
      • ESDC has included a Green Policy clause in Sole Source contracts for certain commodities (e.g. shredding and armoured car services). The department’s further implementation of this target is under review.
      • There is currently no report available to identify contracts with environmental considerations within the purchasing program, as tracking of these would be very labour-intensive and require manual review of each contract. ESDC will consider such functionality in the future for SAP (i.e. S4/Hana) or the Electronic Procurement Solution under PSPC. An internal solution is anticipated to begin in fiscal year 2022 to 2023.

Corresponding departmental action 9.3.3

Use Public Service and Procurement Canada’s (PSPC) tools with green measures (for example, furniture) in support of green procurement

• Contribution by each departmental action to the FSDS goal and target
  Green procurement incorporates environmental considerations into purchasing decisions and is expected to motivate suppliers to reduce the environmental impact of the goods and services they deliver, and their supply chains
  • Starting points, performance indicators and targets
    • Inclusion of environmental considerations (for example, reduce, reuse, or include environmental criteria) in new common-use procurement instruments
    • Inclusion of environmental considerations (for example, reduce, reuse, or include environmental criteria) in procurements valued over $2 million
      • Result 9.3.3
        • The department issued 10 contracts over $2 million. Seven of the 10 had environmental considerations for a total value of $43,974,224.

FSDS contributing action 9.4

Departments will adopt clean technology and undertake clean technology demonstration projects

Corresponding departmental action 9.4.1

Select and operate IT and office equipment in a manner that reduces energy consumption and material usage

• Contribution by each departmental action to the FSDS goal and target
  Adopting clean technology incorporates environmental considerations into purchasing decisions and is expected to motivate suppliers to reduce the environmental impact of the goods and services they deliver, and their supply chains
  • Starting points, performance indicators and targets
    ESDC’s implementation of this target is in progress:
    • ESDC has a strategy to increase the current ratio of mobile to desktop devices to 90% by Q2 2020 to 2021
    • Increasing the use of mobile devices (laptops/ tablets) facilitates reducing overall energy consumption within the department
    • Result 9.4.1
      ESDC increased the current ratio of mobile to desktop devices to 90% by Q2 2020 to 2021, which resulted in an overall reduction of energy consumption within the department. However, this reduction in departmental consumption could be partially offset by an increase in residential consumption given the remote work environment.

FSDS contributing action 9.5

Support for green procurement will be strengthened, including guidance, tools and training for public service employees

Corresponding departmental action 9.5.1

Ensure 90% of Procurement Specialists, new Materiel Managers and 100% of new acquisition cardholders complete CSPS green procurement training within 1 year of starting in the position

• Contribution by each departmental action to the FSDS goal and target
  100% of new Procurement Specialist & Materiel Managers will complete the Canada School of Public Service (CSPS) Green Procurement Training
  • Starting points, performance indicators and targets
    Percentage of new Procurement Specialist, Materiel Managers and new acquisition card holders who have completed Green procurement training
    • Result 9.5.1 (a)
      • 100% of ESDC’s new Procurement Specialists have completed the Green Procurement course. The completion percentage for new Material Managers and Acquisition Card holders is not currently available. It is expected to be implemented in December 2021.
• Contribution by each departmental action to the FSDS goal and target
  100% of new acquisition cardholders will complete the green procurement component of the mandatory training
  • Starting points, performance indicators and targets
    Percentage of specialists in procurement and materiel management and acquisition card holders who have completed training on green procurement
    • Result 9.5.1 (b)
      • 67% of Materiel Managers have completed the Green Procurement course. There is currently no tracking system for Materiel Managers who have completed Green Procurement, but we anticipate implementing a manual process in FY 2022-23.
      • All acquisition Card holders must complete mandatory training, but at the present time, Green Procurement is not covered in the curriculum. A revised module is expected to be implemented in December 2021.

Corresponding departmental action 9.5.2

Integrate sustainability into common-use procurement instruments, processes and controls

• Contribution by each departmental action to the FSDS goal and target
  By 2023, ESDC will have integrated more green procurement information into existing procurement instruments, processes and controls
  • Starting points, performance indicators and targets
    Count of procurement instruments, processes and controls that include green procurement
    • Result 9.5.2
      • The department’s implementation of this target is in progress. ESDC will evaluate current instruments, processes and controls and improve/update information on green procurement.
      • There are currently no mechanisms to identify contracts with environmental considerations within the purchasing program, as tracking of these would be very labour-intensive and require manual review of each contract. An internal solution is anticipated to begin in fiscal year 2022 to 2023.

Corresponding departmental action 9.5.3

Build staff awareness of the benefits of green procurement

• Contribution by each departmental action to the FSDS goal and target
  Promote and encourage the use of green procurement
  • Starting points, performance indicators and targets
    Count of communications promoting green procurement
    • Result 9.5.3
      • Information is always available through our Procurement Roadmap. Use of the Procurement Roadmap is communicated almost daily in client meetings and management meetings as the one-stop shop for procurement processes.

FSDS contributing action: Additional actions

Corresponding departmental additional action 1

Maintain/reduce the print devices ratio to employees set by Treasury Board Secretariat (TBS)

• Starting points, performance indicators and targets
  The Managed Print Services contract called for user-to-print device ratios to fall within the 10:1 to 15:1 range
  • Additional Result 1
    • ESDC has exceeded the TBS printer ratio and achieved a 17:1 ratio.

Corresponding departmental additional action 2

Increase employee awareness and education of the cost of printing

• Starting points, performance indicators and targets
  Awareness and education information posted to Intranet site (iService)
  • Additional Result 2
    • Given the context of working from home during the pandemic, and the lack of access to corporate printers, no awareness campaigns were conducted during this time. In addition, with ESDC employees working from home during the COVID-19 pandemic, print volumes were reduced by 53%.

Corresponding departmental additional action 3

Expand Video-Conferencing services and E-meetings

• Starting points, performance indicators and targets
  • Currently, 8,143 employees have advanced Skype for Business audio/video and desktop sharing capabilities
  • Microsoft Teams will replace Skype as the standard Desktop Conferencing tool
    • Additional Result 3
      ESDC implemented Microsoft Office 365 for all employees as part of the department’s COVID-19 response. This included Teams to provide instant messaging, audio/video and desktop sharing capabilities.