Branch and regional highlights
These highlights give a quick idea of what the CCRA branches and regions are doing in support of SD. They can also give readers ideas/initiatives that they may pursue in their own areas 17 . The following highlights were taken from the performance reports and success stories submitted to HQ.
Branches
Appeals
- Developed an electronic CASE management system to manage cases of appeals received by the branch. The system will reduce the amount of paperwork required by appeals officers and is scheduled for launch during the next period.
- All new printers purchased had double-sided printing capability and recycled printer cartridges were procured.
- All branch directives were communicated electronically.
- Placed the link to the SD website on the branch Web site.
- A "Wise use of water" reminder was sent out to employees in August 2001.
- Installed more bicycle racks outside the building to encourage more environmentally friendly commuting.
- During environment week, employees bought tree-growing kits and participated in the Commuter Challenge. The SD committee organized their own Kids' Poster Contest and sponsored the prizes that were awarded to winners. The winning posters were framed and placed on display within the branch.
Assessment and Collections
The branch's main contribution to SD was reducing paper use through the promotion of electronic service delivery options.
- The branch saved money from a prior review of the T1 REMITS 18 process. Using a cost/benefit approach, the review targeted the notification of clients eligible for T1 REMITS. This eliminated the need to send letters to every eligible client. For this period, 850,006 letters were sent against a budgeted 1.01 million letters. This resulted in total savings of $92,983. Since the implementation of the program three years ago, approximately $1.11 million has been saved.
- Reorganized the T3 Individual Returns Program. This program required individuals to report information on their Registered Retirement Saving Plan (RRSP). This involved the filing of approximately 200,000 annual returns. With the changes, RRSP trustees are now required to file a single T3 Group Return on behalf of their clients. This change reduced the number of Notices of Assessments sent to clients from 200,000 to 3,000. Net paper savings realized was 194,000 pages 19 , which is equal to 17 full-grown trees.
- For the 2001 tax program, electronic returns represented 36 percent of all tax returns. This is expected to increase in 2002.
- The Revenue Collections Directorate placed its policy and procedures manual online. It is now available to all enforcement officers Canada-wide.
- Began work on additional processes that will contribute to further costs and paper savings. These include:
- the Electronic Bill Presentation Project that will give employees the option of receiving statements and other information electronically;
- employers who are eligible to remit their returns quarterly will no longer be notified by mail;
Note: This will save an estimated 200,000 letters plus postage costs. - the amalgamation of CPT1 and CPT2 forms that will be made available on the Web; and
- the establishment of an electronic-link with Human Resources Development Canada that will permit the branch to receive an average annual 30,000 CPP/EI rulings electronically instead of by fax.
Customs
- Integrated SD commitments in 42 percent of the performance agreements for all managers within the branch.
- Integrated SD considerations in its Branch Business Plan. These included reducing pollution through the improved processing of low-risk traffic at the border, reducing paper use by using electronic options, and managing the security risks posed by people and products at our borders.
- A total of 17 training products were implemented based on electronic tools and eight were made available on InfoZone.
- Updated the electronic business interface with brokers and importers and introduced the option that allows importers to send accounting data electronically.
- Collaborated with the SD Division and with other federal government departments to provide input to two petitions received from Greenpeace Canada. They addressed the issues of the risks posed by genetically engineered fish and genetically modified organisms.
- Through its G7 Initiative, the branch contributed to the development of standard data requirements to report the international movement of goods. The implementation of these standards will make it possible to track the international movement of sensitive goods that may pose a potential risk to the Canadian economy and society.
- Purchased recycled photocopy paper, as well as recycled toner cartridges. In order to reduce the paper burden, the branch:
- started Web-based training for several custom initiatives;
- technical information such as Customs Commercial Systems Quick Reference Guides, bulletins, and manuals were placed online; and
- old printers were replaced with duplex printers.
Finance and Administration
- In May 2001, the Information Management Directorate updated the way of sending communiqués from the Communication Centre in HQ from the usual hardcopy facsimiles. Communiqués were instead posted on InfoZone. Recipients were notified of the new link by email. In the first three months after implementation, a total of 60,000 sheets of paper were saved at a cost of $12,000. This is equal to five full-grown trees.
- The Material Management Directorate conducted a paper survey with the goal of learning about paper purchasing practices throughout the CCRA. This survey will act as a guide to help us determine a baseline figure for the internal use of paper at the CCRA.
- The Real Property and Sustainable Development Directorate developed and launched the Second Life Program to promote the reuse of one-sided printed-paper as notebooks and notepads. During the period, a total of 213 notebooks and 200 notepads were made. This saved 7,524 sheets of paper from landfills/recycling plants.
- The Security Directorate distributed mugs to all employees to discourage the use of disposable cups.
- The Financial Administration Directorate (FAD) turns off their computers at the end of the day, and printers and photocopiers automatically revert to the energy saving mode after periods of disuse.
- An employee within FAD regularly organized a Canadian Blood Services Life Bus that enabled employees to give blood.
- Employees participated in environment week by selling trees and promoted the Commuter Challenge and Bring Your Mug to Work competition.
Human Resources
- Integrated SD considerations in their Branch Business Plan.
- Integrated SD content into the Leadership Program. A total of 398 management employees were exposed to the SD training included in the "Science of management" session.
- All Human Resources policies were placed online.
- Continued to increase the number of electronic learning options. Approximately 25 percent of all learning materials were placed online. The aim is to increase the number of electronic learning products each year.
- Reminders were sent to employees in HQ twice in the year to remind them to shut down computers at the end of the day. Staff from the Information Technology Services Section conducts regular walkabouts and electronic monitoring that support energy efficiency.
- Used recycled laser ink cartridges and purchased recyclable products wherever feasible.
Information Technology (ITB)
- Included SD into the performance agreements of the Assistant Commissioner (AC), two Deputy ACs, and the director responsible for SD. There are plans to include SD commitments in the performance agreements for all branch executives for the 2003-2004 period.
- Discussed SD on a regular basis at various branch management committee meetings.
- Integrated environmentally friendly considerations into the relocation project of 900 employees to the Fitzgerald campus. The main considerations were integrating a No Waste Program 20 and a Green Move Protocol. This involves enabling all employees to recycle glass, plastic, metal, polystyrene, paper towels, battery, toner cartridges, and paper. The cafeteria provider will be requested to use environmentally friendly cleaning products and rigid plastics over polystyrene, as well as offer tangible discounts to customers who use their own durable coffee mugs. The branch also consulted with various stakeholders to assess and reduce potential negative environmental impacts that will result from the increased use of private motor vehicles for commuting.
- Staged a Wellness Fair in autumn 2001 that reached over 1,000 CCRA employees. The fair included a tradeshow that showcased environmentally friendly industry best practices.
- Through the Employee Wellness Initiative, employees prepared the Wellness Guide, hosted a stress management workshop, and offered in-house therapeutic massage services and yoga classes to employees.
- To promote paper savings, the branch replaced old printers with new duplex printers, which were relocated into central locations. Best practices for paper savings were also posted at photocopier stations.
- Promoted SD initiatives by encouraging employees to sign on to the SD pledge. SD posters and brochures were also used as promotional tools.
- Promoted the use of coffee mugs by distributing one to each branch employee. This served to discourage the use of styrofoam cups.
- Supported other branches to enhance over 35 electronic business initiatives, including T4, Telefile, and Netfile.
Policy and Legislation (PLB)
- The PLB included SD commitments in seven of nine performance agreements at the EX/SM management level.
- SD considerations were included in changing nine processes within the branch, such as competency-based hiring, information management, and training and learning.
- Enhanced the Ruling and Interpretations Tracking System in HQ and the regions. The system converts hard copy files to electronic files. The system is scheduled for implementation at the beginning of fiscal year 2002-2003, and it is expected that approximately 9,000 sheets of paper will be saved.
- Signed Service Management Framework (SMF) arrangements with eight provinces and Territories. They are Nova Scotia, Alberta, Prince Edward Island, North West Territories, Saskatchewan, British Columbia, Yukon, and Newfoundland and Labrador. These SMF agreements ensure that the CCRA will be accountable to the provinces and territories for the programs it administers on their behalf. The SMFs signal the shared commitment of the provinces and territories and the CCRA to work together to improve government efficiency and cut administrative expenditures, while at the same time improving service and reducing compliance costs for Canadians and Canadian business.
- The Assistant Commissioner launched the Double-sided Photocopying Initiative in March 2002. This encouraged staff to take advantage of double-sided photocopying whenever possible.
Public Affairs (PAB)
- The PAB 21 included SD commitments in 67% of the performance agreements of the branch's senior managers. This will be extended to all Branch Management Committee members in the coming period.
- Partnered with Human Resources and Finance and Administration branches to include SD considerations into the Student Recruitment and National Recognition communication strategies.
- All branch documents were sent to employees by email and all branch publications were posted on the branch Web site.
- Featured three SD-related articles in the CCRA's magazine, Interaction. These highlighted the donation of retired uniforms to charity and feedback from staff expressing concern about the paper burden caused by distributing the magazine in paper copies. It also featured a survey, which sought to solicit employee preference for reading/receiving the magazine - whether electronically or in print.
Regions
During the period, our regions mobilized themselves through their SD committees to promote SD awareness among employees, implement commitments, and promote SD initiatives/activities within their respective areas. Our SD headquarters supported the regions by giving resources and guidance documents for events promotion. Visits were also made to some regions upon request, to promote SD awareness, consult on issues, and provide input into regional planning.
Atlantic
- Promoted the following energy initiatives: encouraged employees to turn off lights and computers when not in use; used laptops, task lighting and teleconferencing; installed florescent bulbs and reduced thermostats where feasible; and used electronic forms/templates for communication.
- Implemented the following waste reduction and disposal initiatives: solid waste recycling program; promoting double-sided copying and printing; and donating used computers to schools. The region also participated in Waste Reduction Week 2001. These initiatives resulted in increased employee awareness, the reduction of mercury from the environment, and less computers in landfill sites.
- Partnered with Environment Canada by completing a mercury-use survey of selected CCRA facilities.
- Developed an electronic management tool to keep a local inventory of ODS.
- Began work to create an electronic database to record SD data.
Quebec
- Integrated SD considerations in the strategic planning of the region.
- Submitted SD contributions to the regional publication Connexion.
- Participated in Environment Week.
- Worked in partnership with Transport Canada, Environment Canada, and Multimedia City to develop an alternative travel program.
Northern Ontario
- The Ottawa Technology Centre won the 2002 Annual Earth Award, sponsored by the Building Owners and Managers Association (BOMA). This is an international association of business owners and facilities management group that monitor environmentally friendly building construction and management. The award recognizes and promotes environmental friendliness in commercial buildings, both in the private and public sectors. An employee-driven, management-supported effort by the SD committee placed the complex at the top of its class, after placing second last year. The building diverted 83 percent of its solid waste from landfill sites through recycling. This exceeds the 70 percent solid waste diversion rate set by the CCRA for its leased facilities. This complex at 875 Heron Road was automatically nominated for the National BOMA Earth Award.
- The Thunder Bay SD committee launched its SD Web site.
Southern Ontario (SOR)
- Included SD commitments in the contracts of the Regional Management Team.
- Collaborated with the SD Division in HQ to deliver SD Awareness sessions to all Finance and Administration Branch employees within the region. A total of 240 employees attended the sessions.
- Donated customs uniforms to local charities. These included 200 pairs of boots, 400 pants, 100 shirts, 100 sweaters, 135 parkas, and 200 jackets. A total of six alternative fuel vehicles were purchased within SOR. This represents 3 percent of the SOR's fleet 22 .
- Worked with service providers to include green measures and waste diversion plans in major leased construction/renovation projects. These involved the use of sensor, parabolic and natural lighting, sensor taps, re-use of doors and screens, pod-controlled airflow, and tiled carpeting.
- The following recycling initiatives were done in the SOR during the period: recycling cell phone batteries and toner cartridges; donated used binders to local school boards; manual metal stamps returned to supplier for recycling; SD tote bags (with environmentally friendly products and information) were provided to all staff in St. Catharines Tax Services Office as part of renovation/construction project.
- At the Barrie office, the paper-recycling program resulted in the diversion of 8,640 lbs of paper for the period. This is equivalent to about 12 full-grown trees.
Prairie
- The region has an established and active network of SD committees consisting of volunteers. This grassroots approach is highly effective in mobilizing support and action for SD throughout the region. The committees, with members at the regional and district level, meet regularly to plan, discuss issues, and implement solutions and initiatives.
- The Edmonton SD Committee organized a food donation drive for International Volunteer Day 2001. The drive resulted in the donation of 104 kg of food to the Edmonton Food Bank. The committee received a letter from the Executive Director of the Food Bank expressing appreciation for the donation.
- The Southern Alberta Committee started a composting program, using organic waste. The aim of the program is to divert organic waste from landfill sites. They also held an Environmental Expo in June 2001. A total of 32 exhibitors participated. During the Expo, in partnership with Shell Canada, the region hosted an ABC workshop on climate change.
- The Calgary Tax Services Office implemented a paper-recycling program. After just nine months, the amount of paper diverted from paper shredding was 34,000 lbs, or 15 metric tons.
- The Winnipeg Tax Service Office SD Committee established a close working relationship with the Salvation Army and regularly organized donation of clothing by employees. During the period, Blue Bag clothing drives were organized in May and October 2001. Each drive collected about 400 bags of clothing. Local pickup of articles donated by employees was also accommodated.
- At the Winnipeg Tax Centre, a six-week clean up project was done building-wide. The project generated 6,895 kg of paper and 27 kg of clothing that was then recycled. The tax centre phone book was also placed on the Intranet. This resulted in several hundred fewer print copies being issued.
- In Saskatoon, they reduced the resolution on new printers in order to extend the life of printer cartridges, and added their Web site to some outgoing correspondence to encourage clients to use the Internet.
- In Regina, they donated printer cartridges to Diabetes Canada. They also converted from paper to cloth towels in the washrooms. To save energy, they improved the insulation and siding of customs offices instead of just painting them.
Pacific
- Integrated SD considerations into the Pacific Regional Business Plan.
- Established a Pacific Region SD Learning Committee to promote SD Learning. SD presentations were made to management.
- Recognized two employees for their contribution to SD. One for winning the regional Waste Reduction Week trivia contest, and the other for replacing paper towels in the kitchen with washable hand towels.
- In order to promote recognition, an SD category was added to the Finance and Administration and Regional Recognition Programs.
- One SD related story highlighting uniform recycling/reuse and disposal was featured in the Interaction magazine. An additional five articles were submitted to various regional newsletters highlighting issues such as energy conservation, among others. SD-related issues and topics were published quarterly in the regional SD newsletter.
- Participated in Waste Reduction Week (which saw 211 employees participate in the trivia contest), Commuter Challenge, and International Volunteer Day. Based on response received, 94 employees did volunteer work both within and outside of the CCRA.
- Stopped burning garbage at four locations: Little Gold, Wanita, Patterson, and Cascade.
- Donated 4,500 items through the Custom's Council for Change Uniform. This represented an increase of 650 percent from 1999-2000 when 600 items were donated.
- Implemented battery recycling region-wide, organic recycling at one site (333 Dunsmuir Street), and donated used customs uniform region-wide.
- Promoted energy and water efficiency tips on the regional SD Web site and SD newsletter.
- In partnership with the ITB, all network-connected printers were converted to double-sided printing capability wherever feasible. This represented 96 percent of all feasible network-connected printers.
17 The Corporate Affairs Branch was restructured. Parts of its functions were transferred to the Finance and Administration Branch, Public Affairs Branch, and a new branch named Corporate Audit and Evaluation.
18 The T1 REMITS are letters that notify taxpayers of the amount of money owed to the CCRA after they have filed their returns.
19 Under the previous T3 Individual Returns program, each Notice of Assessment was one page. Under the new group system (T3 Group), each Notice of Assessment has of two pages.
20 The No Waste Program will be extended to all employees of the Branch by the end of 2004.
21 The branch, formerly known as "Communications" was re-organized. The Publishing Directorate from the Finance and Administration Branch was transferred to it.
22 The number of ATF vehicles decreased during the period. Many reverted to gas for reasons of convenience, performance and health concerns.
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