Supplementary Information Tables: 2011–12 Departmental Performance Report

Greening Government Operations

The Greening Government Operations (GGO) table has been created for departments to report against progress on Goal 8 of the Federal Sustainable Development Strategy (PDF document) (i.e., minimize the environmental footprint of government operations). In any given fiscal year departments are required only to complete the applicable portions of the table based on the provisions of the Federal Sustainable Development Act.

• Green Building Targets
• Greenhouse Gas Emissions Target
• Surplus Electronic and Electrical Equipment Target
• Printing Unit Reduction Target
• Paper Consumption Target
• Green Meetings Target
• Green Procurement Targets
• Reporting on the Purchase of Offset Credits

Green Building Targets

Strategies / Comments

1. The Agency has one major construction project underway, which will be ready for occupancy in February 2013. The JC Wilt Infectious Diseases Research Centre, a 5,360m² one-storey building, applied for a Leadership in Energy and Environmental Design (LEED) certification. It is currently on target to achieve a minimum of Silver certification.
2. The Agency established a Green Building Strategic Framework (GBSF) to outline the conditions for buildings being assessed against this target as of April 1, 2012. The Agency will assess existing new construction and build-to-lease projects against the framework commencing in 2012–13.
3. In addition to achieving the minimum certification of 3 Green Globes for project dollar value between $1M and $10M and Leadership in Energy and Environmental Design (LEED) Silver (Core and Shell Development or New Construction) for project dollar value over $10M, the Agency has committed to voluntarily participate in Labs21 for its laboratories.
4. All mobile laboratories, hospitals and airport quarantine services are excluded from certification.
5. Where applicable, the Agency will adhere to its Green Move methodologies and will "reduce, reuse and recycle" laboratory and office materials and infrastructure.

Strategies / Comments

1. The Agency footprint includes two Crown laboratory buildings: the Laboratory for Foodborne Zoonoses and the Canadian Science Centre for Human and Animal Health (CSCHAH).
2. The Agency established a Green Building Strategic Framework (GBSF) to outline the conditions for buildings being assessed against this target as of April 1, 2012. The Agency will assess existing Crown buildings over 1,000m² against the framework commencing in 2012–13.
3. All mobile laboratories, hospitals and airport quarantine services are excluded from certification.
4. In addition to achieving the minimum certification of BOMA BESt Level 1 certification for laboratories and BOMA BESt Level 2 certification for office facilities, the Agency has committed to voluntarily participate in Labs21 for its laboratories.
5. Where applicable, the Agency is adhering to its Green Move methodologies and is "reducing, reusing and recycling" laboratory and office materials and infrastructure.
6. In 2011–12, the CSCHAH applied for the BOMA BESt certification program. The CSCHAH has engaged an external firm to modify its Building Cost Study analysis into an Energy and Water usage audit with the intent of exceeding the minimum set criteria of Level 1 certification.

Strategies / Comments

1. This target is not applicable as Public Works and Government Services Canada and Health Canada negotiates all leases on behalf of the Agency. The current leased space portfolio was acquired by Public Works and Government Services Canada, which negotiates 19 of the 20 leases on behalf of the Agency; Health Canada negotiates the remainder.
2. As the client, the Agency can only request inclusion of this target in its lease requirements.

Strategies / Comments

1. The Agency did not have any fit-up or refit projects this fiscal year.
2. The Agency established a Green Building Strategic Framework (GBSF) to outline the conditions for buildings being assessed against this target as of April 1, 2012. The Agency will assess fit-up and refit projects against the framework commencing in 2012–13.
3. In addition to achieving the minimum certification of 3 Green Globes for project dollar value between $1M and $10M and LEED Silver for project dollar value over $10M, the Agency has committed to voluntarily participate in Labs21 for its laboratories.
4. All mobile laboratories, hospitals and airport quarantine services are excluded from certification.
5. Where applicable, the Agency will adhere to its Green Move methodologies and will "reduce, reuse and recycle" laboratory and office materials and infrastructure.

Greenhouse Gas Emissions Target

This table is not applicable as the Agency is not included in Annex 4 of the Federal Sustainable Development Strategy Guideline for Target 8.5.

Surplus Electronic and Electrical Equipment Target

Strategies / Comments

1. Definition of Location: Any building that is occupied by at least one PHAC employee and one EEE asset. It excludes facilities such as warehouses and mobile laboratories. The Agency has 65 locations.
2. EEE Implementation Plan: While an overarching National EEE Implementation Plan (EEE IP) was drafted for the disposal of the Agency's surplus waste in the National Capital Region, due to internal services capacity, the Agency was unable to meet its 2011–12 interim target of 23%; however, capacity is being developed so that the Agency will be on track to meet its 2012–13 interim target of 60%, with the goal of having all PHAC facilities with an EEE IP fully implemented before March 31, 2014. The complete overarching National EEE IP with regional annexes will include all of the required elements, as per the mandatory implementation strategies listed in Theme IV of the Federal Sustainable Development Strategy and will be hosted on the Agency's internal website.
3. Roles and Responsibilities: The Asset and Materiel Management Division is the Office of Primary Interest with collaboration from the Sustainable Development Division and the IM/IT Directorate.
4. Key Activities of the EEE Disposal Process: The Agency, in collaboration with Health Canada, will enhance its system to track and report on EEE disposal based on key equipment types disposed of through all designated streams at all locations that have an EEE implementation plan fully implemented.
5. Reporting Requirements: The financial system and Asset Centre databases will be used to establish, monitor and, report on metrics for measuring activity-level performance of this target.
6. Mechanisms to Evaluate Progress: The Agency will prepare an annual, national EEE disposal report for senior management, which will be led by the Asset and Materiel Management Division, with input from the IM/IT Directorate.
7. Relationship between Agency Asset Management System and EEE Implementation Plan: The Agency's asset management systems will be modified to enable tracking and reporting on compliance with implementation plans.

Printing Unit Reduction Target

Strategies / Comments

1. Printing Unit Definition: A printing unit is defined as all desktop printers, networked printers, facsimile machines, photocopiers and multi-functional devices (MFDs).
2. Ratio Scope: Based on industry best practices and recommendations from the Agency's 2009 Print Optimization Strategy Report, the Agency will exceed the Federal target of 8:1 to obtain an overall minimum average of 12:1 throughout the organization, allocated as follows:
   • 12 workstations for a black and white printing device (12:1); and
   • 50 workstations for a colour printing device (50:1).
3. Baseline Ratio: On March 3, 2012, the Agency had 2,181 workstations in NCR using 578 printers.
4. Target exclusions and exemptions:
   • Specialty devices such as label makers, plotters, scanners, etc.;
   • Select employees as a result of approved duty to accommodate and teleworking agreements;
   • Floors/buildings with fewer than 12 and/or 50 workstations;
   • Floors/buildings where space configuration does not allow for an 12:1 or 50:1 ratio to be achieved; and
   • Security considerations under specific conditions (emergencies and business continuity planning).
5. Method Used for Determining Number of Organizational Printing Units: Printing unit allocations were determined on a floor-by-floor basis by using the total number of workstations on each floor, divided by a ratio of 12. In order to account for regional buildings that have less than 12 or 50 workstations and remain within the minimum ratio, only whole numbers were used in the allocation of printing units. Where feasible, a floor requires a minimum of 12 workstations for a black and white printer and 50 workstations for a colour printer. Floors that have fewer than 12 workstations are granted an exemption for one colour unit only and floors that have fewer than 50 workstations are allocated a colour printer from the black and white allocation. For example, if there are 57 workstations on a floor, that floor will be entitled to four printers; three black and white and one colour. However, if there are four workstations on a floor, that floor will be entitled to one colour printer only.
6. Method for Determining Number of Office Employees: Agency floor plans were used to assess the total number of workstations by floor. Using the number of workstations instead of employees is a stronger method as it is a more static and consistent variable.
7. Number of office employees subject to the target: 100% of employees that have not been granted a formal exemption.
8. Opportunities for continuous improvement: The Agency will be addressing its Printer Reduction Initiative through a phased approach: Phase I – National Capital Region; Phase II – the National Microbiology Laboratory; and Phase III – Regions. Through a phased approach, the Agency will address the lessons learned in Phase I and apply it to the remaining Phases to demonstrate continuous improvement. Additionally, as Crown asset printers reach the end of their lifecycle, the Agency will obtain new devices through a minimum of a three-year leasing agreement, unless a specific exemption is granted to purchase as an asset. This will not only demonstrate immediate financial savings, but will also allow the Agency to operate a more efficient printing environment for the management, repair and disposal of its fleet.

9. Reporting requirements to track the indicator: In 2011–12, the Sustainable Development Office (SDO) developed a document of current printer baselines and required adjustments for every Agency building by floor in the National Capital Region and most regional locations. Over a phased approach, this document will be updated to include all Agency occupied buildings, by floor, to establish adjustments. Through the Agency's Printer Reduction Initiative, adjustment allocations will become the newly adjusted baseline values for the Agency to be able to track the ratios and report on the results.

   Through several processes, printing units will be audited on an annual basis to validate that organizations are remaining within their allocation. Through the Asset Inventory process, the Agency will provide the SDO with a list of crown-owned printers currently deployed herein, which will be monitored to report compliance to the allocation. Random internal and informal audits will be conducted by Finance to identify printers being purchased on credit cards, with the results being reported to the SDO for action. Additionally, no purchased or leased printing units will be brought into the Agency without the written approval by the SDO or purchased printers will be removed by the SDO and leasing requests will be rejected through the Contract and Requisition Review System (CRRS).

10. Roles and responsibilities: Internal service organizations implicated in printing device procurement, installation, maintenance and/or disposal have agreed upon roles and responsibilities for AMM, Communications, Finance, IT Desktop Support, IT Security and SDO through internal documents.
11. Plans/strategies for departmental engagement and communication to ensure target is met: An informal working group was created with representatives from all internal services organizations implicated in printing device procurement, installation, maintenance and/or disposal to develop plans and strategies for engagement, communications and implementation. A detailed Communications Plan with six integrated communications products was released to all Agency employees to communicate policies. In order to gain Agency buy-in and engagement, the SDO held meetings and provided a presentation to every executive affected by Phase I, in addition to implementing the strategies approved through the Departmental Sustainable Development Strategy.

Paper Consumption Target

Strategies / Comments

1. Scope of this target: 100% of employees that are not required by law to maintain paper records.
2. Method used for determining paper consumption: In 2011–12, the Agency assessed standing offer data and internet protocol (IP) address data and determined that the latter provides the highest accuracy. A total of 287 IP addresses were investigated, with printer usage sheets being available for 238 network printers (83%). A baseline was established through a detailed statistical analysis to provide an average annual consumption of paper based on data from 2005–2011, with key assumptions that were made in order to establish the baseline:
   • In April 2005, there were approximately 50 standalone printers in operation, within the NCR, when the Agency was established;
   • Starting in 2007–08, there was a ramping up towards 390 standalone printers;
   • As of December 2011, there were 390 standalone printers in operation, within the NCR;
   • Between 2005 and 2011, there was an average of 200 standalone printers.
   • Using 200 standalone printers over the average 6 ¾ year period from April 2000 to January 2012 is 1,352 person years (PY) (6.76 x 200) of standalone printer use. Network printer (established at 7 months into the fiscal year) is 9,460 (10,812 PY-1,352), which includes 5% for temporary help services;
   • Data was adjusted for like makes and models of printers for the period of operation where 49 (17%) IP addresses did not have usage sheets available;
   • Employees with a standalone printer would print as much on that device as an average employee would on a network printer; and
   • Employees with a standalone printer would not be using the network printers.
3. Method used for determining number of office employees: As employee numbers change on a daily basis, the Agency is using the number of workstations available, minus the employees who are required by law to maintain paper files.
4. Number of office employees subject to the target: 100% of employees that are not required by law to maintain paper files.
5. Processes / reporting requirements to track the reduction of paper consumption: A data and tracking spreadsheet was developed to include all IP addresses in the National Capital Region, paper usage by black and white and colour categories, along with simplex and duplex functions. This information will be updated on an annual basis in order for an analysis to be conducted and reporting requirements to be met on the Agency's progress towards the target. By using this spreadsheet, the SDO will be able to track and monitor printer usage and counter sheets based on IP addresses on an ongoing basis.
6. Roles and responsibilities: The SDO will be the Office of Primary Interest and will be responsible for data collection, tracking, reporting and monitoring. This function will be supported by IT through maintaining and providing a list of IP addresses so required processes can be completed.
7. Opportunities for continuous improvement: Through the Printer Reduction Initiative, new requirements (secure print with black and white, double-sided defaults) will be implemented in the Agency, which are expected to demonstrate paper reduction trends immediately. After one year, an analysis will be undertaken and strategies developed to address the reduction gap, if required.
8. Estimated environmental benefits incurred from reducing paper consumption: By reducing paper consumption, the environmental benefits will be witnessed throughout the lifecycle process of paper. For example, decreased paper usage will result in reduced transportation needs in addition to less recycling and disposition of paper products.
9. Additional information: The Agency is piloting different electronic platforms in order to support an electronic working environment, which will immediately impact paper consumption. For example, over the course of a six-month period, the Agency's two major executive committees saved over 75,000 sheets of paper by using electronic platforms in lieu of committee hardcopy binders.

Green Meetings Target

Strategies / Comments

1. Definition of "adoption": The Agency adopted a Green Meeting Guide (GMG) through senior executive endorsement and approval of the guide, along with it being posted to the Agency's Sustainable Development intranet Web site for employee use.
2. Evidence that the green meeting guide has been adopted: Green Meeting Guide 2011.
3. Scope of the green meeting guide: The Agency's GMG can be applied to all Agency meetings where participants are located outside of the host building from small half-day meetings to large international conferences.
4. Reporting requirements to track the use of the green meeting guide: Starting in 2012–13, the Agency will use Google Analytics to report on the employee usage of the GMG.
5. Roles and responsibilities: The Agency's GMG assists all employees in considering environmental impacts with economic considerations at every stage of organizing a meeting, including: planning, communications, selecting event venues, accommodations, hospitality, procurement, and travel. By doing so, Agency staff can minimize their meeting's waste, water, energy consumption, and air emissions; maximize economic and social benefits; and help to achieve the Agency's vision of Healthy Canadians and Communities in a Healthier World.
6. Plans/strategies for departmental engagement / communication of the guide: Through Agency-wide consultation in the drafting of the document, feedback was obtained from employees across the Agency, in varying roles and classifications, to validate the Agency's GMG was dynamic in nature to meet varying and unique requirements. The GMG is posted to the Agency's Sustainable Development intranet Web site and an article was released in the Agency's internal corporate newsletter.
7. Estimated environmental benefits incurred from the use of the green meeting guide: Decreasing the amount of travel and associated greenhouse gas emissions for face-to-face meeting by encouraging electronic platforms such as: teleconference; videoconference; webinars; and Sametime Instant Meetings. Estimated environmental benefits incurred from the use of the green meeting guide: Decreasing the amount of travel and associated greenhouse gas emissions for face-to-face meeting by encouraging electronic platforms such as: teleconference; videoconference; webinars; and Sametime Instant Meetings.

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. This target complies with Environment Canada's SMART criteria.
   • Specific: This target is understandable and communicates a clear and well defined requirement for all office computers in the Agency.
   • Measurable: This target requires asset management data to track the procurement date and age of computer at the point of disposition to report against the average lifecycle.
   • Achievable: This target requires asset management oversight and monitoring to validate that office computers are being redeployed or repaired wherever possible, to meet a minimum average of a four-year life. Successful integration of this target in Agency operations requires the collaboration of multiple stakeholders, such as information technology authorities, procurement authorities and asset managers, which is currently in place.
   • Relevant: Considering the expenditure cost and purchase volume of office computers, these reductions are a best practice in green procurement and should be considered before any other targets.
   • Timebound: This target is in force as of April 1, 2011.

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. This target complies with Environment Canada's SMART criteria.
   • Specific: This target is understandable and communicates a clear and well defined requirement for new purchases and leases of printers and multi-functional devices.
   • Measurable: As all requests for printing devices must go through the SDO for approval, this office will track all requests and maintain a spreadsheet to report on the compliance with this target.
   • Achievable: As all requests for printing devices must go through the SDO for approval, this office will review the makes and models being requested to validate environmental features such as Energy Star or sleep mode. Through several processes, printing units will be audited on an annual basis to validate that organizations are remaining within their allocation. Through the Asset Inventory process, AMM will provide the SDO with a list of crown-owned printers currently deployed in the Agency, which will be monitored for compliance to the allocation. Random internal and informal audits will be conducted by Finance to identify printers being purchased on credit cards, with the results being reported to the SDO for action. Additionally, no purchased or leased printing units will be brought into the Agency without the written approval by the SDO or purchased printers will be removed by the SDO and leasing requests will be rejected through the Contract and Requisition Review System (CRRS).
   • Relevant: Through the Printer Reduction Initiative, the Agency will have the ability to refine its printing fleet to enable the most efficient and high-performing devices remain within the organization. Printing devices that no longer perform to quality standards will be removed.
   • Timebound: This target is in force as of April 1, 2011.

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. This target complies with Environment Canada's SMART criteria.
   • Specific: This target is understandable and communicates a clear and well defined requirement to procure an install an energy efficient electrical bar in every workstation to stop energy consumption during government off-hours.
   • Measurable: Operationalizing SmartBars for all workstations will reduce greenhouse gas emissions attributable to the Agency and support the Agency's 4^th National Energy Reduction Initiative in its Departmental Sustainable Development Strategy.
   • Achievable: This target requires the collaboration of multiple stakeholders, such as information technology, sustainable development, procurement authorities and asset managers. It also requires the support of program managers throughout the organization.

   • Relevant: This target will realize cost-savings and reduced energy consumption during off-peak hours.

     Considering the high level of electricity used in office buildings, these reductions are a best practice in green procurement.

   • Timebound: This target was completed before March 31, 2012.

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. This target complies with Environment Canada's SMART criteria.
   • Specific: An Agency recognized training course on green procurement includes: The Canada School of Public Service C215 certification and the mandatory procurement training for Agency acquisition cardholders. For the purpose of this target, identified materiel managers and procurement personnel include all Agency employees designated with a Procurement Group (PG) classification.
   • Measurable: As the CSPS cannot release data on employees who take the C215 course, data is maintained by AMM related to their employees who have taken C215 and Agency employees who have taken the mandatory procurement training for Agency acquisition cardholders.
   • Achievable: AMM employees and contracting specialists are required to obtain specific training before obtaining a position as a procurement specialist. Additionally, acquisition cards are not issued to any employee until after they have taken the mandatory procurement course, ensuring this target is achievable.
   • Relevant: The mandatory training is applicable to a specific set of employees based on their functions and responsibilities for contracting and procurement.
   • Timebound: This target is in force as of April 1, 2011.

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. This target complies with Environment Canada's SMART criteria.
   • Specific: The target is clear, well-defined, and understandable. The context is explained and there is no ambiguity in direction to maintain 100% compliance with this target.
   • Measurable: This target will be reported against by AMM, as the three identified employees are within this organization.
   • Achievable: Through the PDP/PLP process, this requirement will be met on an annual basis, with internal reporting requirements associated with it.
   • Relevant: This target is applicable to three identified employees who have responsibility for 100% of departmental purchases over $10,000.
   • Timebound: This target is in force as of April 1, 2011.

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. This target complies with Environment Canada's SMART criteria.
   • Specific: The target is clear, well-defined, and understandable. The context is explained and there is no ambiguity in direction to reduce the number of "unknown attribute" responses against the Green Procurement field.
   • Measurable: Through the Agency's financial system, reports will be generated to measure the number of unknown attributes to assess if the number has been reduced by 10% below 2009–10 baseline levels.
   • Achievable: Through training and awareness sessions, emphasis is being placed on employees conducting additional research into the products they are purchasing to avoid using the "unknown attributes" drop-down option.
   • Relevant: This target is applicable to all contracting requirements throughout the Agency in order to demonstrate trends for green procurement practices over time.
   • Timebound: This target is to be completed by March 31, 2014.
2. Detailed information in table below.

Reporting on the Purchases of Offset Credits

Strategies / Comments

1. The Agency did not purchase greenhouse gas emissions offset credits in 2011–12.