Departmental Sustainable Development Strategy - 2013–14 Departmental Performance Report - Treasury Board of Canada Secretariat

Departmental Sustainable Development Strategy

Overview of the Federal Government’s Approach to Sustainable Development

The Federal Sustainable Development Strategy (FSDS) 2013–16, tabled on November 4, 2013, guides the Government of Canada’s sustainable development activities, as required by the Federal Sustainable Development Act (FSDA). In keeping with the objectives of the FSDA, namely, to make environmental decision making more transparent and accountable to Parliament, the Treasury Board of Canada Secretariat (Secretariat) supports the implementation of the FSDS through the activities found in this departmental strategy.

Accordingly, the Secretariat’s Departmental Sustainable Development Strategy (DSDS) presents the results for commitments for Theme IV –Shrinking the Environmental Footprint – Beginning With Government, based on the 2010–13 FSDS.

Theme IV: Implementation Strategies

Surplus Electronic and Electrical Equipment Target
By March 31, 2014, each department will reuse or recycle all surplus electronic and electrical equipment (EEE) in an environmentally sound and secure manner.
Performance Measure Performance Status
Target status Achieved
Existence of an implementation plan for the disposal of all departmentally generated EEE. Yes, completed December 2011
Total number of departmental locations with an EEE implementation plan fully implemented, expressed as a percentage of all locations, by the end of the given fiscal year. 100%

Strategies and/orComments

  1. FY 2011–12: The Secretariat evaluated and adjusted its practices to be fully compliant in all 11 of its employment locations. These practices were documented in the Secretariat’s Policy Framework for the Management of Assets and Acquired Services and reinforced at operational levels.
  2. FY 2012–13: The Secretariat continued to maintain 100-per-cent compliance.
  3. FY 2013–14: The Secretariat continued to maintain 100-per-cent compliance.
  4. The Secretariat has achieved 100 per cent of locations with an EEE implementation plan fully implemented.
Printing Unit Reduction Target
By March 31, 2013, each department will achieve an 8:1 average ratio of office employees to printing units. Departments will apply the target where building occupancy levels, security considerations, and space configuration allow. (Target 8.7 from the 2010–13 FSDS)
Performance Measure Performance Status
Target status Exceeded
Ratio of departmental office employees to printing units in fiscal year 201011, where building occupancy levels, security considerations and space configuration allow. (Optional) N/A
Ratio of departmental office employees to printing units at the end of the given fiscal year, where building occupancy levels, security considerations and space configuration allow. 11:1

Strategies and/or Comments

  1. FY 2011–12: The Secretariat undertook a study to determine the department’s inventory of printing units.
    1. A centralized procurement model and associated controls were implemented to replace the decentralized approach historically used within the department.
    2. A plan was developed to consolidate and reduce the number of printing units in order to move rapidly toward achieving the 8:1 ratio of staff to printing units in 2012–13. A senior advisor and a project manager were brought in to ensure that the plan would be implemented; they worked with the Secretariat’s administrators in the first two quarters of 2012–13 to confirm plans and implement next steps.
    3. “Printing units” were defined as desktop printers, network printers, multi-functional devices and photocopiers.
    4. A tracking methodology for the printing units was deployed, and the number of office employees was established. The number and location of printers were available through information technology (IT) system reports. The number of office employees was provided by the department’s financial management plans (2,273 employees). This number included casual, term and full-time employees, as well as consultants.
    5. A non-compliance directive was developed for senior management approval.
  2. FY 2012–13: The Secretariat implemented the printer device reduction plan. It disposed of 651 local and network printers in an environmentally sound and secure manner; 91 non-multi-function devices (photocopiers) were replaced by multi-function devices.
  3. FY 2013–14: The Secretariat continued its efforts to reduce the number of printing devices. The population count as of March 31, 2014, was 2,292; the number includes casual, term and full-time employees, as well as consultants.
  4. The Secretariat has exceeded its target of 8:1.
Paper Consumption Target
By March 31, 2014, each department will reduce internal paper consumption per office employee by 20%. Each department will establish a baseline between 2005–06 and 2011–12, and an applicable scope. (Target 8.8 from the 2010–13 FSDS)
Performance Measure Performance Status
Target status Exceeded
Number of sheets of internal office paper purchased or consumed per office employee in the selected baseline year, according to the departmental scope. 4,393 sheets per employee in 2013–14 (17.5 sheets per employee per day)
Cumulative reduction (or increase) in paper consumption per office employee in the given fiscal year, expressed as a percentage, relative to the selected baseline year. 66%

Strategies and/or Comments

  1. In FY 2011–12, the Secretariat conducted a baseline study of its estimated annual paper usage per employee per day.
  2. A measurement methodology for tracking paper consumption and employee counts was developed. The paper consumption rate was determined from the quantity of paper used in one fiscal year. The employee number of 2,273 was derived from financial management plans for the department. This number included casual, term and full-time employees, as well as consultants.
  3. A strategy to reduce consumption by targeting a number of specific initiatives was developed (green meetings, double-sided printing and employee engagement). New technologies (e.g., tablets) were piloted in the department to demonstrate leadership in achieving the digital office of the future.
  4. The ratio of 51 sheets per employee per day was calculated by dividing the overall quantity of paper used by the number of employees, and then dividing the result by the average number of annual working days (242) in a fiscal year.
  5. In FY 2011–12, Departmental Performance Reports and the 11th edition of the Canada’s Performance report were made available to members of Parliament and Canadians in electronic format, rather than in thousands of pages of printed volumes, as was done the previous year.
  6. In FY 2012–13, the Secretariat achieved a 20-per-cent reduction in paper consumption per employee, represented by 10 fewer sheets per employee per day. Multi-function devices were introduced and defaulted to print double-sided and in black and white.
  7. In FY 2013–14, the Secretariat attained a higher ratio (i.e., 66 per cent less paper consumption per employee) after a strong campaign to raise awareness.
  8. The Secretariat has exceeded its 20-per cent-reduction in paper consumption.
Green Meetings Target
By March 31, 2012, each department will adopt a guide for greening meetings.
Performance Measure Performance Status
Target status Achieved
Presence of a green meetings guide. Yes, March 2012

Strategies and/or Comments

  1. The Secretariat defines adoption as occurring once the guide has been formally endorsed by the appropriate senior management committee.
  2. In FY 2011–12, the Secretariat’s Sustainable Development Committee assessed a proven, federally accepted guide for green meetings and adapted it for the department’s meeting purposes.
  3. The key components of the guide include information for meeting organizers and meeting participants, roles and responsibilities, key principles of green meetings, and key greening areas.
  4. In FY 2012–13, the Secretariat continued to promote the guide in a prominent location on its website.
  5. In FY 2013–14, the Secretariat continued to promote the guide in a prominent location on its website.
  6. The Secretariat has adopted a green meeting guide.
Green Procurement Targets
As of April 1, 2011, each department will establish at least three SMART green procurement targets to reduce environmental impacts. (Target 8.10 from the 2010–13 FSDS)
1. By April 1, 2014, all workstation monitors will have default settings to shut off after a certain length of time the computer is not being used, and computer workstations will be completely shut down after hours.
Performance Measure Performance Status
Target status Achieved
By March 31, 2012, the Secretariat has surveyed its existing equipment, procures only compliant equipment and has developed an implementation plan; implementation of the plan to be completed by April 1, 2014. 100%

Strategies and/or Comments

  1. This SMART target was selected by management after a full review of internal corporate services’ operations. It met the criteria for being specific, measurable, achievable, relevant and time-bound.
  2. The settings were applied to all employees without exception. Shut-down time was set to start after midnight to provide flexibility for employees working late. Workstations included desktops and laptops.
  3. FY 2011–12: The Secretariat surveyed its current equipment and implemented a third-party application for desktop power management at the enterprise level. All new computers and monitors supported this power management system.
  4. FY 2012–13: The Secretariat sought to improve power management capabilities by deploying SMART procurement strategies for information technology and extending the duration of the shut-down periods, as the desktop operating system permitted.
  5. FY 2013–14: The Secretariat pursued ongoing improvements.
  6. The Secretariat has achieved its self-selected target.


2. By March 31, 2014, all purchases of appliances (e.g., microwave ovens and refrigerators) will be of an Energy Star standard, or equivalent.
Performance Measure Performance Status
Target status Achieved
By March 31, 2014, all purchases comply with the target. 100%

Strategies and/or Comments

  1. This SMART target was selected by management after a full review of internal corporate services’ operations. It met the criteria for being specific, measurable, achievable, relevant time-bound.
  2. The Secretariat ensured that the procedures for the purchase of small appliances were received by all employees through a formal communiqué.
  3. FY 2013–14: The Secretariat continued to maintain compliance at 100 per cent.
  4. The Secretariat has continued to vet all purchases through a central corporate services team to maintain compliance.


3. All new fleet vehicle purchases by the Secretariat will be hybrids or ultra-low emission vehicles (ULEVs).
Performance Measure Performance Status
Target status Achieved
By April 1, 2011, all new vehicles are hybrids or ultra-low emission vehicles. 100%

Strategies and/or Comments

The Secretariat continues to ensure that all vehicles purchased are hybrids or ultra-low emission vehicles.

  1. This SMART target was selected by management after a full review of internal corporate services’ operations. It met the criteria for being specific, measurable, achievable, relevant and time-bound.
  2. The Secretariat operates a very small fleet of executive vehicles, which are purchased centrally. Effective April 1, 2011, all vehicles purchased to support these activities are required to meet the stated target.
  3. FY 2012–13: The Secretariat continued to ensure that all vehicles purchased would be hybrids or ultra-low emission vehicles.
  4. FY 2013–14: The Secretariat maintained 100-per-cent compliance.
  5. The Secretariat has achieved its self-selected target.
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. (Target 8.11 from the 2010–13 FSDS)
Training for select employees
By March 31, 2014, all Secretariat fund centre managers with contracting authority will receive green procurement training.
Performance Measure Performance Status
Target status Achieved
By March 31, 2014, all fund centre managers have completed the green procurement training. 100%

Strategies and/or Comments

  1. This SMART target was selected by management after a full review of internal corporate services’ operations. It met the criteria for being specific, measurable, achievable, relevant and time-bound.
  2. The Secretariat’s Procurement and Contracting Division reviewed and accepted the training material offered in the authority delegation training for fund centre managers that is mandated by the department and offered by the Canada School of Public Service.
  3. The Secretariat’s fund centre managers receive green procurement training as part of their mandatory training to be delegated financial signing authority. Training status is monitored to ensure training is up to date.
  4. The Secretariat’s Procurement and Contracting Division offers two-hour bilingual training sessions to interested employees. Training material and discussion forums include Federal Sustainable Development Strategy components.
  5. FY 2012–13: The Secretariat continued to monitor training status.
  6. FY 2013–14: The Secretariat continued to monitor training status.
  7. The Secretariat has achieved its training target.


Employee performance evaluations for managers and functional heads of procurement and materiel management. As of April 1, 2012, 90 per cent of identified managers will have environmental considerations incorporated into their performance evaluations.
Performance Measure Performance Status
Target status Exceeded
Number of performance evaluations of identified positions that have environmental considerations relative to the total of identified positions. 100%

Strategies and/or Comments

  1. This SMART target was selected by management after a full review of internal corporate services’ operations. It met the criteria for being specific, measurable, achievable, relevant and time-bound.
  2. FY 2011–12: The Secretariat identified six key positions within the department that include responsibility for managing or leading procurement services for programs and services.
  3. FY 2012–13: The Secretariat ensured that environmental considerations remain part of performance measures.
  4. FY 2013–14: The Secretariat ensured that environmental considerations remain part of performance measures.
  5. The Secretariat has achieved its target.


Management processes and controls
By December 31, 2011, processes and controls relating to green procurement will be formally documented and communicated to fund centre managers making procurement decisions.
Performance Measure Performance Status
Target status Achieved
By December 31, 2011, the Secretariat has procurement processes that clearly incorporate green procurement considerations. 100%

Strategies and/or Comments

  1. This SMART target was selected by management after a full review of internal corporate services’ operations. It met the criteria for being specific, measurable, achievable, relevant and time-bound.
  2. FY 2011–12: The Secretariat documented its procurement procedures and controls.
  3. FY 2012–13: The Secretariat incorporated its green procurement processes into its procurement guidance and training material; the information site remained under development.
  4. FY 2013–14: The Secretariat established processes and controls that require every fund centre manager making procurement decisions to complete the contract initiation form, which includes a question on green considerations. Also, the green procurement section was set as a mandatory field in the Financial System (SAP). The website has remained under development.
  5. The Secretariat has achieved its target.

Strategic Environmental Assessment

During the 2013–14 reporting cycle, the Secretariat considered the environmental effects of initiatives subject to the Cabinet Directive on the Environmental Assessment of Policy, Plan and Program Proposals as part of its decision-making processes. Through the strategic environmental assessment (SEA) process, federal organizations’ proposals were found to have positive effects on the 2010–13 FSDS goals and targets for Theme IV – Shrinking the Environmental Footprint – Beginning With Government.

Additional information on assessing the impact of environmental policy is available on the Secretariat’s website.

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