Annex 2 - The Public Health Agency of Canada’s FSDS Operational Commitments

PHAC FSDS Requirements

The first Federal Sustainable Development Strategy organizes government-wide goals, targets and implementation strategies under four priority themes. For theme 4, the Public Health Agency of Canada is responsible for all implementation strategies that directly support all of the non-greenhouse gas goals and targets. Thus, the Agency is responsible for meeting the following targets:

• As of April 1, 2012, and pursuant to departmental strategic frameworks, new construction and build-to-lease projects, and major renovation projects, will achieve an industry-recognized level of high environmental performance.
• As of April 1, 2012, and pursuant to departmental strategic frameworks, existing crown buildings over 1000m² will be assessed for environmental performance using an industry-recognized assessment tool.
• As of April 1, 2012, and pursuant to departmental strategic frameworks, fit-up and refit projects will achieve an industry-recognized level of high environmental performance.
• By March 31, 2014, each department will reuse or recycle all surplus electronic and electrical equipment (EEE) in an environmentally sound and secure manner.
• By March 31, 2013, each department will achieve an 8:1 average ratio of office employees to printing units. Departments will apply target where building occupancy levels, security considerations, and space configuration allow.
• By March 31, 2014, each department will reduce internal paper consumption per office employee by 20%. Each department will establish a baseline between 2005-2006 and 2011-2012, and applicable scope.
• By March 31, 2012, each department will adopt a guide for greening meetings.
• As of April 1, 2011, office computers will have a minimum average of a four-year life in the Department.
• As of April 1, 2011, at least 90% of new purchases and leases of printers and multi-functional devices will have environmental features.
• By March 31, 2012, the Agency will procure and operationalize smart bars for all workstations across the Agency to enhance energy efficiency.
• By March 31, 2012, a minimum of 80% of materiel managers, procurement personnel and acquisition cardholders will have taken an Agency recognized training course on green procurement.
• As of April 1, 2011, 100% of all identified managers and functional heads of procurement will have environmental considerations clauses incorporated into their performance evaluations.
• By March 31, 2014, decrease the quantity of “unknown attributes” associated with the financial system’s Green Procurement field in contracts by at least 10% below 2009-10 baseline levels.

PHAC's DSDS Commitments to Printer and Printing Device Reduction

The Printer Reduction Initiative is a significant undertaking that will reduce the number of printing devices across the Public Health Agency of Canada (PHAC), which will contribute to reducing the Agency’s carbon footprint. To maximize an efficient and effective printing environment, the Agency commits to the following:

• All printing devices must be leased on a minimum of a three-year agreement or by written exception by SDO upon justification.  Procurement of any printing device (black and white, colour and multi-functional) must be pre-approved by the Sustainable Development Office (SDO) and Information Technology Security (IT Security).
  • any Cost Centre Manager that authorizes a printing device to be purchased via an acquisition card will receive a warning and the new printing device will be removed from that manager's organization.  The Assistant Deputy Minister of the Emergency Management and Corporate Affairs Branch will be notified when a warning is issued; and
  • the client Cost Centre will be responsible for all costs associated with printing device purchase, support, maintenance and consumables, regardless of the type of printing device.
• Standalone printers will only be granted by exemption for Duty to Accommodate (mobility) with doctor’s certificate, approved teleworking agreements or operational requirements.
  • the default setting will be duplex, monochrome format and may be connected through the network; 
  • all requests for special needs (physical or medical) must include a note from a medical professional;
  • all requests for teleworkers will require justification, in addition to client Assistant Deputy Minister approval; and
  • all requests for operational requirements will require justification and additional approval bodies may be required.
• Approved standard network black and white format printers will be allocated based on a ratio of 12 employees for every black and white printing device (12:1), and should be located within 50 feet of the intended user, where permissible.
  • monochrome standalone printers will be removed first to achieve the 12:1 ratio, followed by network monochrome printers;
  • the default setting will be duplex with black and white format;
  • secure (code) printing will be mandatory for all multi-functional printers and all print jobs stored in the PHAC network for these devices will be cleared from memory or the hard drive periodically as the printer settings allow (hourly, two hours, four hours); and
  • monochrome multi-functional devices will replace network simplex and duplex monochrome format printers at end-of-life in specific locations, as required.
• Approved standard network colour format printers will be allocated based on a ratio of 50 employees for every colour printing device (50:1), and should be located within 50 feet of the intended user, where permissible.
  • colour standalone printers will be removed first to achieve the 50:1 ratio, followed by network colour printers;
  • the default setting will be duplex with black and white format;
  • secure (code) printing will be mandatory for all multi-functional printers and all print jobs stored in the PHAC network for these devices will be cleared from memory or the hard drive periodically as the printer settings allow (hourly, two hours, four hours); and
  • colour multi-functional devices will replace network simplex and duplex colour format printers at end-of-life in specific locations, where possible.
• Printer and Printing Device Exemptions:
  1. Label makers, speciality printers and plotters;
  2. Certified duty to accommodate (mobility) or telework agreement; and
  3. Operational requirements:
     1. Buildings with fewer than twelve and/or fifty employees
     2. Buildings where space configuration does not allow for the ratio to be achieved
     3. Emergency considerations under specific condition

Agency Commitment to Paper Reduction

Paper production diminishes natural resources and increases greenhouse gas emissions^{Figure 5 - Footnote 8}. The steps involved in creating paper—wood extraction, processing, production, transportation, use, and disposal—use vast amounts of resources and can have detrimental environmental effects. The federal government is a significant purchaser and consumer of paper. Over seven tonnes of paper is used to feed government photocopiers, printers and fax machines annually, costing nearly $10 million.

In order to maximize an efficient and effective paper consumption environment, the Agency commits to the following:

• Electronic platforms such as projectors, television screens and web-based platforms will be optimized, whenever possible;
• All documents should be assessed as to whether a paper copy is required, with double-sided printing as the preferred option;
• Meeting material should be printed at a volume comparable to the attendee size; and
• Electronic documents, reports, templates and processes should be optimized whenever possible.

Agency Commitment to Green Meetings

For the Agency, the main source of greenhouse gas (GHG) emissions that can be actively impacted by individual actions is related to travel for meetings. By reducing travel only to meetings when a face-to-face gathering is necessary, not only are GHG emissions reduced, costs and time associated with travel are saved. This complements the current federal GHG emissions reduction goal of reducing levels of GHG from its operations to match the national target of 17% below 2005 by 2020.

In order to maximize an efficient and effective working environment, the Agency commits to the following:

• The Green Meeting Guide will be applied to all departmental and interdepartmental meetings held throughout the Agency with at least ten participants;
• Resources will be effectively used, from a life-cycle approach with both waste and the release of greenhouse gas emissions (GHG) minimised, starting with reduce, reuse and recycle;
• Priority areas for green meetings will include: accommodations; hospitality/food and beverage services; paper; procurement; travel; and transportation.
• Options such as teleconferencing, videoconferencing, or Lotus Notes Real Time will be the first option considered for any meeting;
• Face-to-face meetings are only undertaken when necessary and green practices incorporated at every aspect of the event;
• When procurement of goods and services are necessary, current resources will be considered first. Recommended federal government green procurement resources will be used to purchase goods and services deemed necessary and not available in surplus inventory; and
• The meeting will be as paperless as possible, in favour of electronic formats of documents.

Agency Commitment to Green Procurement

All goods and services deemed necessary for procurement must abide by PWGSC’s Standing Offers, where applicable. When a Standing Offer is not available, the Agency recommends using the Federal Government green procurement resources, which are based on existing Standing Offers and will incorporate both cost savings and environmental considerations into the procurement process.

In order to maximize an efficient and effective procurement environment, the Agency commits to the following:

• Laptops will be increasingly purchased over desktops where permissible. Exclusions may include computers that must be compatible with laboratory or field equipment, or the computers of the Minister or Deputy Minister;
• Approved standard network black & white format, network colour format and multi-function printers comprising of printer, faxing and scanning functions with environmental certification will be centrally acquired, installed, and supported;
• An Agency-wide power shut-off will be implemented at an appropriate time. Exclusions may include laboratories or field equipment; and
• Smart bars will be purchased and installed at every office/workstation.

Agency Commitment to E-Waste Disposal

Considering the high level of spending and volume of office computers in the federal government, coupled with their rapid obsolescence, surplus EEE when deemed unsuitable for reuse, will be disposed of responsibly, minimising their environmental impacts. An EEE Implemented Plan will effectively outline roles and responsibilities for tracking and reporting for surplus EEE in order to maximize, reuse and achieve best value for the Crown.

In order to maximize an efficient, effective and secure procurement environment, the Agency commits to the following:

• E-waste will be donated to the Computers for Schools program, where applicable;
• E-waste will be recycled in Provincial Recycling Programs where accepted and available;
• E-waste that cannot be recycled through Provincial Recycling Programs will be recycled via the Department Individual Standing Offer. This option will serve as a “last resort” disposal stream for the recycling of any e-waste that cannot be directed to other disposal mechanism. This option also allows for the sound disposal of shredded materiel resulting from approved physical destruction processes.