ARCHIVED – Greening Government Operations

Tables 8.1 to 8.4 do not apply to Citizenship and Immigration Canada (CIC) activities so these tables are not presented here.

Greenhouse Gas Emissions Target

Strategies / Comments

1. There has been a significant drop in GHG emissions for the 2011–12 reporting period as a result of fleet reduction and a lower travel/distance amounting to approximately 220,000 fewer kilometres when compared with 2010–11 departmental emissions.
2. Interim target: The Department’s cumulative annual interim target is based on a 2-percent absolute reduction in GHG emissions annually, relative to the baseline fiscal year of 2005–06. This represents 11.76 percent of the Department’s overall GHG reduction target. Therefore, by the end of 2011–12 (the second year of the Federal Sustainable Development Strategy), the Department should have achieved a 4-percent reduction of GHG emissions.
3. Scope: Fleet.
4. Roles and responsibilities: The Director General of Administration, Security and Accommodation is the target lead.
5. Key activities: Replacement and/or disposal of old vehicles.
6. Reporting requirements: Any project that has the potential to increase or decrease GHG emissions is reported to CIC’s Assistant Deputy Minister of Corporate Services, after the project has been assessed using the Federal Greenhouse Gas Tracking Protocol—A Common Standard for Federal Operations.
7. Plans for engagement: Further management meetings among CIC’s directors general and regional directors general.
8. Tools and resources: Federal Greenhouse Gas Tracking Protocol—A Common Standard for Federal Operations.

Surplus Electronic and Electrical Equipment Target

Strategies / Comments

1. The main location is situated at CIC National Headquarters (NHQ) in Ottawa plus six regional offices that manage disposal centrally for a total of seven locations, which would be expressed as 100%. (Please note: Departmental locations can be defined as a facility or organizational unit. CIC has established the location as an organizational unit—one per region.)
2. In the spirit of transparency and accountability, CIC will link to the Public Works and Government Services Canada (PWGSC) EEE implementation plan (E-Waste) on its intranet, which will include all of the required elements, as per the mandatory implementation strategies listed in the Greening Gorvernment Operations targets table.

Printing Unit Reduction Target

Strategies / Comments

1. Definition: Purchased and leased printing devices
   • including local printers, networked printers, multifunction devices, photocopiers and faxes,
   but excluding:
   • label printers, impact printers used only for business form printing, plotters, specialized inkjet ID card printers, specialized thermal wax transfer printers, laser card etchers, dedicated CD/DVD printers, desktop page scanners
2. Scope: The target average ratio of 8:1 will be calculated based on all CIC buildings, space configurations and employees. While some individual buildings may have a smaller ratio due to building occupancy or security considerations, on average, the department will meet this target at the national level.
3. Method used for determining number of printing units: An initial inventory of printing devices (as defined above) was completed nationally in October of 2011 using a combination of methods. These included a manual inventory, Zenworks Asset Management data and network discovery methods. For fax machine counts at NHQ, the number was estimated by counting the number of fax lines and subtracting the number of multifunction devices that also have fax capabilities.
4. Method used for determining number of office employees: For the initial report, unique users were calculated using Zenworks.
5. Reporting requirements: SIMB-ITSD staff will be responsible to collect information on and report on printing units annually.
6. Roles and responsibilities: The Chief Information Officer/Director General of Solution and Information Management will be the target lead from the information technology (IT) side, whereas the Director General of Administration, Security and Accommodation will be the business lead.
7. Plans for engagement: A request for proposals for a consulting firm was issued in 2011–12 and the contract will be awarded in the 2012–13 fiscal year. The contracted firm will further assess CIC’s printing environment at NHQ in the first quarter of 2012–13 and make proposals for review including communication strategies with both the clients and the executive.

Paper Consumption Target

Strategies / Comments

1. Scope: CIC has elected to include all departmental employees (approximately 5,800 employees).
2. Method used for determining paper consumption: PWGSC standing offer usage data.
3. Method used for determining number of office employees: Treasury Board Secretariat Population Affiliation Report.
4. Reporting requirements: The Director General of Administration, Security and Accommodation uses PWGSC standing offer information annually.
5. Roles and responsibilities: The Director General of Administration, Security and Accommodation is the target lead.
6. Plans for engagement: Procurement personnel and acquisition cardholders are now required to purchase paper only through PWGSC standing offers. This has been disseminated via central communication and is documented in the procedures manuals available on the website.

Green Meetings Target

Strategies / Comments

1. Scope of the green meeting guide: All departmental or interdepartmental meetings held at CIC offices with at least 10 participants.
2. Reporting requirement: CIC’s Administration, Security and Accommodation Branch is responsible for creating a strategy to implement the green meeting guide and monitor its use. The objective is to adopt the green meeting guide and promote it among key groups like administrative staff, cardholders, etc. CIC will publish information on its intranet and its Wiki, and work with internal communications to inform all employees.
3. Evidence that the green meeting guide has been adopted: None to date as the data is expected in 2012–13.
4. Roles and responsibilities: The Director General of Administration, Security and Accommodation is the target lead.
5. Key components: Planning, travel/accommodations, procurement/hospitality and tracking/accountability.
6. Opportunities for continuous improvement: It has proven difficult to monitor the use of the guide. CIC has formed a working group to consider monitoring mechanisms to track progress. The activities are to review the green meeting guides developed by other government departments and incorporate aspects that apply to CIC. Activities also include developing a departmental green meeting checklist that would fit on one page.
7. Mechanisms to evaluate: The effectiveness of the green meeting guide will be evaluated in 2013–14.
8. Plans for engagement: Departmental policy mandating use, e-mail dissemination, topic for management meetings, green meeting training seminar.

Green Procurement Targets

8.10 As of April 1, 2011, each department will establish at least 3 SMART green procurement targets to reduce environmental impacts.

Strategies / Comments

1. Specific: Refers to specific type of commodity and purchasing mechanism.
2. Measurable: Information available from CIC’s financial system.
3. Achievable: Departmental policy mandating use of PWGSC standing offers.
4. Relevant: High volume of IT hardware purchases.
5. Time-bound: Date established for target implementation and completion.
6. Use of standing offers, supply arrangements and other competitive methods like MERX, etc.

Other Reporting Considerations

1. Scope: All IT hardware purchases.
2. Processes/reporting requirements: Financial database.
3. Roles and responsibilities: Manager of IT Procurement is the target lead.
4. Opportunities for continuous improvement: For select IT hardware not available from PWGSC, the Department will work to ensure that IT hardware purchases incorporate environmental considerations.
5. Plans for engagement: E-mail dissemination and meetings with directors general.

Strategies / Comments

1. Specific: Refers to specific type of commodity and purchasing mechanism.
2. Measurable: Information available from CIC’s financial system.
3. Achievable: Departmental policy mandating use of PWGSC standing offers.
4. Relevant: High volume of professional IT services contracts.
5. Time-bound: Date established for target implementation and completion.

Other Reporting Considerations

1. Scope: All IT professional services.
2. Processes/reporting requirements: Financial database.
3. Roles and responsibilities: Manager of IT Procurement is the target lead.
4. Opportunities for continuous improvement: For select IT professional services not available from PWGSC, the Department will work to ensure that purchases incorporate environmental considerations.
5. Plans for engagement: E-mail dissemination and meetings with directors general.

Strategies / Comments

1. Working with technical authorities to encourage planning through regular communication and reporting.
2. Procurement and Contracting Services (PCS) has procedural manuals and, where applicable, they are considered. For example, CIC must ensure that standing offers/supply arrangements are used but PCS cannot control what responsibility centre managers do when they are within their own authority. There is no monitoring capacity in procurement at this time.

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.

Strategies / Comments

1. Procurement specialists completed the CSPS Green Procurement (C215) course. Administrative assistants have access to in-house equivalent training.
2. Reporting requirements: Collect data from CSPS annually; Human Resources maintains an up-to-date list of employees with/needing training.
3. Roles and responsibilities: The Director General of Administration, Security and Accommodation is the target lead.
4. Opportunities for continuous improvement: Targeting 100% of employees is difficult due to turnover. However, in future years, acquisition cardholders could also be targeted.
5. Plans for engagement: E-mail dissemination of policy.

Strategies / Comments

1. Specific: 100% of procurement specialists have the environmental considerations incorporated into their employee performance evaluations.
2. Achievement level of 100% for all National Headquarters procurement and contracting specialists.
3. Measurable: Information available from in-house Human Resources tracking system.
4. Achievable: Departmental policy mandates that performance evaluations for all existing and new functional heads of procurement and materiel management include environmental considerations.
5. Relevant: Targets all relevant employees.
6. Time-bound: Date established for target implementation and completion.

Other Reporting Considerations:

1. Methodology: Directors general and directors of PG-classified employees and employees identified as procurement functional specialists.
2. Reporting requirements: Managers to report to target lead.
3. Roles and responsibilities: The Director of Administration is the target lead.
4. Plans for engagement: Inclusion in employee performance management agreement.

Strategies / Comments

1. PCS has procedural manuals and, where applicable, they are considered. For example, CIC must ensure that standing offers/supply arrangements are used but PCS cannot control what responsibility centre managers do when they are within their own authority. There is no monitoring capacity in procurement at this time.
2. Specific: Achievement level of all identified processes and controls.
3. Measurable: Existence of baseline list of all formalized management processes and controls.
4. Achievable: Dedicated employees responsible for target.
5. Relevant: Decision-making authority for purchases decentralized.
6. Time-bound: Date established for target implementation and completion.