ARCHIVED - Public Health Agency of Canada - Supplementary Tables

Strategies / Comments

1. The Agency established its Green Building Strategic Framework in January, 2012, that outlines the conditions for buildings being assessed against this target as of April 1, 2012, and is posted on the Sustainable Development intranet Web site.
2. The Agency currently has one Crown-owned building under major construction, which will be ready for occupancy in February 2013. The JC Wilt Infectious Diseases Research Centre Project will be targeting LEED-NC Silver certification on an approximate floor area of 5,360m².
3. Types of buildings included: All new construction, build-to-lease and major renovation projects for heated offices and laboratories where a benchmark is available.
4. Exclusion: All mobile laboratories, hospitals and airport quarantine services.
5. Physical locations: Urban and non-urban centres where certification is deemed feasible.
6. Conditions for inclusion: Floor space greater than 1,000m².
7. Minimum industry-recognized environmental certification: 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.
8. Minimum environmental performance programs: Labs21 for laboratories only. Where applicable, the Agency will adhere to its Green Move methodologies and will "reduce, reuse and recycle" laboratory and office materials and infrastructure.
9. Adjustments to the tool: PHAC rural locations and unknown building types will seek Green Globes, with the initial emphasis placed on reducing greenhouse gas (GHG) emissions, increasing durability and reducing water consumption.
10. Rationale for adjustments: Security, feasibility, applicability and cost.
11. Timeline: Effective April 1, 2012, the Agency will obtain a minimum of 3 Green Globes or LEED Silver on new construction, build-to-lease and major renovation projects.

Strategies / Comments

1. The Agency established its Green Building Strategic Framework in January, 2012, that outlines the conditions for buildings being assessed against this target as of April 1, 2012 and is posted on the Sustainable Development intranet Web site.
2. The Agency's current footprint includes two Crown laboratory buildings: the Laboratory for Foodborne Zoonoses and the Canadian Science Centre for Human and Animal Health in addition to JC Wilt, the Crown-owned building under major construction, which will be ready for occupancy in February 2013.
3. Types of buildings included: All existing heated facilities owned by PHAC, where there is full access and control over utilities monitoring and usage.
4. Exclusion: All mobile laboratories, hospitals, and airport quarantine services.
5. Physical locations: Urban and non-urban centres where certification is deemed feasible.
6. Conditions for inclusion: Buildings with floor space greater than 1,000m².
7. Minimum industry-recognized environmental certification: BOMA BESt Level 1 certification for laboratories and BOMA BESt Level 2 certification for office facilities.
8. Minimum environmental performance program: Labs21 for laboratories only. Where applicable, the Agency will adhere to its Green Move methodologies and will "reduce, reuse and recycle" laboratory and office materials and infrastructure.
9. Adjustments to the tool: PHAC rural locations and unknown building types will seek Green Globes. An emphasis will be placed on reducing GHG emissions, increasing durability and reducing water consumption.
10. Rationale for adjustments: Security, feasibility, applicability and cost.
11. Timeline: Effective April 1, 2012, the Agency will begin processes necessary to obtain a minimum of BOMA BESt Level 1 or equivalent certification for existing crown laboratories and BOMA BESt Level 2 or equivalent certification for existing Crown office buildings.

Strategies / Comments

1. The Agency established its Green Building Strategic Framework in January, 2012, that outlines the conditions for buildings being assessed against this target as of April 1, 2012 and is posted on the Sustainable Development intranet Web site.
2. This target will be achieved as a joint responsibility between PWGSC and Health Canada at lease acquisition or renewal. The current PHAC leased space portfolio was acquired by PWGSC, who negotiates 19 of the 20 leases on behalf of PHAC and Health Canada negotiates the remainder.
3. As the client, PHAC will support efforts made by PWGSC and Health Canada to achieve this target.

Strategies / Comments

1. The Agency established its Green Building Strategic Framework in January, 2012, that outlines the conditions for buildings being assessed against this target as of April 1, 2012 and is posted on the Sustainable Development intranet Web site.
2. Types of buildings included: All heated facilities where PHAC has full access and control over utilities monitoring and usage.
3. Exclusion: All mobile laboratories, hospitals, and airport quarantine services, given their function and operations.
4. Physical Locations: Urban and non-urban centres where certification is deemed feasible.
5. Conditions for inclusion: Fit-up and refit projects over $1M.
6. Minimum industry-recognized environmental certification: 3 Green Globes for project dollar value between $1M and $10M and LEED Silver for project dollar value over $10M.
7. Minimum environmental performance program: Labs21 for laboratories only. Where applicable, the Agency will adhere to its Green Move methodologies and will "reduce, reuse and recycle" laboratory and office materials and infrastructure.
8. Adjustments to the tool: PHAC rural locations and unknown building types will seek Green Globes. An emphasis will be placed on reducing GHG emissions, increasing durability and reducing water consumption.
9. Rationale for adjustments: Security, feasibility, applicability and cost.
10. Timeline: Effective April 1, 2012, the Agency will obtain a minimum of 3 Green Globes or LEED Silver on new fit-up and refit projects.

Strategies / Comments

1. Definition of Location: Any building that is occupied by at least one PHAC employee and one PHAC EEE asset. It excludes facilities such as warehouses, airports, quarantine services and mobile laboratories. The Agency has 39 locations.
2. EEE Implementation Plan: The Agency will develop Implementation Plans for the disposal of the Agency's surplus EEE. The Plan will include an annual interim target of 23% for 2012–13, with the goal of having all PHAC facilities with an EEE implementation plan fully implemented by March 31, 2014. The EEE implementation plan will include all of the required elements, as per the mandatory implementation strategies listed in Theme IV of the Federal Sustainable Development Strategy. The Agency's EEE Implementation Plan will be hosted on PHAC's Sustainable Development intranet Web site.
3. Roles and Responsibilities: The Assets and Materiel Management (AMM) Division is the Office of Primary Interest with collaboration from the Sustainable Development Office (SDO), Information Technology (IT), and Physical Security and Facilities.
4. Key Activities of the EEE Disposal Process: PHAC, 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: PHAC will prepare an annual EEE disposal report for senior management, which will be led by AMM, with input from Information Technology.
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.
8. Security Concerns or Sub-Processes: PHAC will ensure all security considerations will be taken before disposal of electronic equipment occurs.

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: 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 one black and white printing device (12:1); and
   • 50 workstations for one colour printing device (50:1).
3. 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).
4. 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.
5. Method for Determining Number of Office Employees: The PHAC Accommodations' 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.
6. Number of office employees subject to the target: 100% of workstations/employees that have not been granted a formal exemption.
7. 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, PHAC 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.
8. Reporting requirements to track the indicator: In 2011–12, the SDO developed a document of current printer baselines and required adjustments for every PHAC building by floor in the National Capital Region and most regional locations. Over a phased approach, this document will be updated to include all PHAC building, by floor, to ensure adjustments are established. 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 ensure 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 to ensure 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).
9. 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.
10. 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 ensure targets are met and adhered to. 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.

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 PHAC 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 to 2011, with key assumptions that were made in order to establish the baseline:
   1. In April 2005, there were approximately 50 standalone printers in operation, within the National Capital Region, when the Agency was established;
   2. Starting in 2007–08, there was a ramping up towards 390 standalone printers;
   3. As of December 2011, there were 390 standalone printers in operation, within the National Capital Region;
   4. Between 2005 and 2011, there was an average of 200 standalone printers.
   5. 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 FY) is 9,460 (10,812 PY-1,352), which includes 5% for temporary help services;
   6. 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;
   7. Employees with a standalone printer would print as much on that device as an average employee would on a network printer; and
   8. 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, PHAC is using the number of workstations available within the Agency, 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 PHAC'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 with 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, PHAC's two major executive committees saved over 75,000 sheets of paper by using electronic platforms in lieu of committee hardcopy binders.

Strategies / Comments

1. Definition of "adoption": PHAC adopted a Green Meeting Guide (GMG) through senior executive endorsement and approval of the guide, along with it being posted to the PHAC 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: PHAC'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: Using Google Analytics, information will be reported on the employee usage of the GMG.
5. Roles and responsibilities: PHAC'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 PHAC'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 ensure PHAC's GMG was dynamic in nature to meet varying and unique requirements. The GMG is posted to the PHAC Sustainable Development intranet Web site and an article was released in PHAC'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.

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 ensure 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.

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 ensure all have environmental features such as Energy Star or sleep mode. Through several processes, printing units will be audited on an annual basis to ensure 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 to ensure 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 ensure the most efficient and high-performing devices remain within the organization. Printing devices that have exceeded their use or no longer perform to quality standards will be removed.
   • Timebound: This target is in force as of April 1, 2011.

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 standalone devices by increasing the use of multi-functional devices.
   • Measurable: This target is measured through an inventory count of the number of standalone fax machines in the Agency in addition to monitoring the number of multi-functional devices being brought into the Agency with built-in facsimile machines.
   • Achievable: As the Agency's printing devices reach the end of their lifecycle or leasing arrangement, 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. As leases expire over the next five years, the devices will only be approved to remain within the building
   • Relevant: 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.
   • Timebound: This target requires a five year implementation period to account for all current printers on lease. In order to avoid contract cancellation penalties, as devices come to the end of their lease, leases will be cancelled for machines that are not multi-functional, including facsimile capability, and the machine will be removed and replaced with an upgraded device.

Training for Select Employees

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 PHAC acquisition cardholders. For the purpose of this target, identified materiel managers and procurement personnel include all PHAC 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 PHAC 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.

Employee performance evaluations for managers and functional heads of procurement and materiel management

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 required 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.

Management processes and controls

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 baselines 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.

Strategies / Comments

1. The Agency is not seeking to purchase greenhouse gas emissions offset credits in 2012–13.

Strategies / Comments

1. The Sustainable Development Advocate for the Agency is the Director General of the Corporate Administration and Services Directorate.
2. The Advocate's leadership is vital in moving PHAC towards the integration of sustainable development principles and Departmental Sustainable Development Strategy commitments into the policies, programs and activities of the Agency.
3. Advancing initiatives that touch on the three pillars of sustainable development is an opportunity to influence holistic, long-term positive health outcomes for Canadians, specifically through undertaking Strategic Environmental Assessments. The Sustainable Development Advocate commits to ensuring all SEA requirements are accomplished in accordance with the Cabinet Directive on Environmental Assessment of Policy, Plan and Program Proposals.

Strategies / Comments

1. At PHAC, a SEA is the process of determining important environmental impacts as an outcome of policy, plan and program proposals. As a process, the Agency considers Preliminary Scans as a mandatory requirement for all policy, plan and program proposals in order to determine if a Detailed Assessment is required based on important environmental impacts. However, due to the scope of its mandate PHAC has to date only completed Preliminary Scans as it does not develop policy, plan or program proposals that result in important environmental impacts. The Preliminary Scan is the instrument that allows the Agency to identify requirements for Detailed Assessments.
2. The Agency has yet to complete a Detailed Assessment since its inception and is unlikely to be required to complete one in the future based on its mandate and business activities. Should one be required, reporting will occur. Until that point in time, baselines and progress are not applicable.

Strategies / Comments

1. Batteries including lead-acid, lithium, nickel-cadmium, silver oxide and mercury batteries pose a higher threat to human and environmental health as they contain heavy metals, many of which are toxic substances scheduled under the Canadian Environmental Protection Act, 1999. Improper disposal of large numbers of batteries also pose a safety risk, since batteries are prone to react and overheat.
2. PHAC is actively participating in sustainable development activities such as the controlled disposal of dead batteries through its recycling program, which will be expanded to all major PHAC buildings.

Strategies / Comments

1. It would take 13,476,639 trees to offset the amount of CO₂ released into the atmosphere by Canadian public servants each year because of electrical equipment being left on at night and over weekends.
2. Volunteers from PHAC and Health Canada conducted PHAC's First National Energy Reduction Initiative in May 2008, the Second PHAC NERI in November 2008, and the Third PHAC National Energy Reduction Initiative in June 2010.
3. The Second National Energy Reduction Initiative showed phantom energy use had been reduced by 42% per person. When extrapolated to all employees, an estimated 870,435 kilowatt hours were being needlessly wasted each year at PHAC and could be saved with no more effort than it takes to turn off a switch. If employees work together, they can help PHAC save up to $90,000 a year. Although it is impossible to fully eliminate all phantom energy, the Second Energy Initiative demonstrated that more than $29,000 could be saved through the efforts of volunteers.

Strategies / Comments

1. The Agency procured 3,500 SmartBars or environmentally-friendly electrical power bars in 2011–12 to stop phantom energy (wasteful power consumed by appliances during off-hours) in workstations.
2. Through PHAC's completed 4th National Energy Reduction Initiative, the effectiveness of the SmartBars will be validated through a data synthesis process.
3. As the annual energy savings gained through the installation of SmartBars amounts to approximately $45 per unit installed, PHAC is expecting to see annual savings of about $135,000, within a year. This means that the initiative will not only have paid for itself, but PHAC will acquire additional savings each year the SmartBars are in operation.