ARCHIVED - Foreign Affairs and International Trade Canada - Supplementary Tables

Strategies/Comments

1. Definition of location: DFAIT offices within the National Capital Region.
2. Number of locations within DFAIT: Seven locations in the National Capital Region
3. Implementation strategies:
   1. All National Capital Region DFAIT offices will return EEE to Distribution and Diplomatic Mail Services (Transportation and Warehousing AAGW), 125 Sussex Drive.
   2. Each return must be accompanied by a completed DFAIT EXT 369 Disposal Report Form that clearly identifies each unit as being in working or non-working order.
   3. A regular schedule for disposal of EEE will be established and circulated to all domestic offices

Strategies/Comments

1. Endorse use of Environment Canada's Green Meeting Guide through internal communications that explain the advantages of "think green" strategies and provide a link to the Guide on the department's intranet.
2. Promote the use of video-conferencing (VCNet) across the department both domestically and at missions, and encourage employees to have virtual meetings with colleagues and clients.
3. By the end of fiscal 2012-13, 165 missions, 12 regional offices and 26 locations in the National Capital Region (NCR) will be equipped for VCNet systems.
   Communicate with other government departments to expand the utility of the system by encouraging use with our partners in missions as well as developing the VCNet system in concert with other partners in missions.
4. Integrate training into communications to provide a single stop for clients seeking information on the system. By the end of the 2012-13 reporting period, communications and training will be provided to DFAIT staff who wish to engage in the use of mobile connectivity options. The training will include clear direction on the use of these third-party tools and on best practices for teleworking.
5. Promote mobility VCNet capability solutions for use across the department.

Performance measures:

1. Number of hits on DFAIT's internal website providing access to Environment Canada's Green Meeting Guide.
2. Number of employees (more than 7000 DFAIT employees) who received a communication messages related to the "Green Meeting" theme.
3. Number of missions, regional offices and NCR locations equipped for VCNet systems. Baseline VCNet as at March 31, 2012: 45 VCNET systems - 24 at missions and 21 at NCR.
4. Number of DFAIT employees trained in mobile connectivity options, including Blue Jeans Network, FaceTime and Skype.
5. VCNet utilization statistics:
   1. Number of times unique systems connected per month;
   2. Number of individual VCNet calls per month.

Strategies/Comments

1. Specific: Presently procuring, through PWGSC standing offers, paper with 30% post-consumer content. This paper has the FDL trademark (FDL = Fiber Diverted from Landfills) and is certified by BLI (Buyers Laboratory Inc.).
2. Measurable: Statistical data will be extracted from the material management module of the department’s financial management system.
3. Achievable: Target already in progress through existing standing offers.
4. Relevant: FSC-certified (Forest Stewardship Council) products regularly procured.
5. Time-bound: FSC feature is already available on the market.
6. Other Considerations:
   • Implementation Strategies: Incorporate new FSC-certified products as they become available. Increase internal communication to promote awareness and consumption of green products.

Strategies/Comments

1. Specific: Presently procuring through PWGSC standing offers
2. Measurable: Statistical data will be extracted from the material management module of the department's financial management system.
3. Achievable: Target already in progress through existing standing offers and incorporated into technical requirements as relevant to the commodity
4. Relevant: Online ordering system (Shop@DFAIT) already identifies green products.
5. Time-bound: The market continues to evolve in its supply of these specific green products.
6. Other Considerations:
   • Implementation Strategies: Incorporate new products as they become available. Increase internal communication to promote awareness and consumption of green products

Strategies/Comments

1. Specific: Purchases of copy paper, envelopes, notebooks, file folders and binders will have recycled content and renewable resources
2. Measurable: Statistical data will be extracted from the material management module of the department's financial management system.
3. Achievable: Target already in progress through existing standing offers and incorporated into technical requirements as relevant to the commodity.
4. Relevant: Online ordering system (Shop@DFAIT) already identifies green products.
5. Time-bound: The market continues to evolve in its supply of these specific green products
6. Other Considerations:
   • Implementation Strategies: Incorporate new products as they become available. Increase internal communication to promote awareness and consumption of green products.

Strategies/Comments

Why This Self-Selected Target Is SMART:

1. Specific: Achievement level of 90%, type of employee, and type of training
2. Measurable: Information available from CSPS and in-house HR tracking system.
3. Achievable: Departmental policy mandates all existing and new designated employees to take green procurement training
4. Relevant: Targets all relevant employees.
5. Time-bound: Date established for target implementation and completion

Other Reporting Considerations:

1. Methodology: See target wording.
2. In-house training used: None—CSPS Course C215 only.
3. Reporting requirements: Collect data from CSPS annually; HR maintains an up-to-date list of employees with and/or needing training.
4. Roles and responsibilities: Director general, Corporate Operations Bureau (SPD), is the lead for procurement policy and community development.
5. Opportunities for continuous improvement: Targeting 100% of employees is difficult due to turnover. However, in future years, acquisition card holders could also be targeted.
6. Plans for engagement: Email dissemination of departmental policy mandating training.

Strategies/Comments

Why This Self-Selected Target Is SMART:

1. Specific: Achievement level of 100% and type of employee.
2. Measurable: Information available from in-house HR tracking system
3. Achievable: Departmental policy mandates that all existing and new functional heads of procurement and materiel management include environmental considerations in their performance evaluations.
4. Relevant: Targets all relevant employees.
5. Time-bound: Date established for target implementation and completion.

Other Reporting Considerations:Other Reporting Considerations:

1. Methodology: Directors general (DGs) and directors of PG classified employees and employees identified as procurement and/or materiel management functional specialists.
2. Reporting requirements: DGs to report to target lead.
3. Roles and responsibilities: DG Corporate Operations Bureau (SPD) is the lead for procurement policy and community development.
4. Plans for engagement: Inclusion in employee performance management agreements

Strategies/Comments

Why This Self-Selected Target Is SMART:

1. Specific: Achievement level of all identified processes and controls.
2. Measurable: Existence of baseline list of all formalized management processes and controls.
3. Achievable: Dedicated employees responsible for target.
4. Relevant: Decision-making authority for purchases decentralized.
5. Time-bound: Date established for target implementation and completion.

Other Reporting Considerations:

1. Methodology: Analysis of department's decision-making processes and controls to determine those that should include environmental considerations.
2. Reporting requirements: DG to lead reports annually.
3. Roles and responsibilities: DG Corporate Operations Bureau (SPD) is the lead for procurement policy and community development.
4. Mechanisms to evaluate: First review scheduled in 2014.
5. Plans for engagement: Discussion topic of Management Committee

Strategies/Comments

1. Scope: Paper volume is the total volume of paper (all sizes and colours) used in printers and photocopiers on an annual basis in all DFAIT locations in the National Capital Region.
2. Method used for determining paper consumption: Paper consumption is tracked by the Material Management group on an ongoing monthly basis.
   - Paper usage in 2008-2009 in the National Capital Region was 38,924,000 sheets.
   - Paper usage in 2011-12 in the National Capital Region is expected to be 28,575,500 sheets (straight-line extrapolation from 16,669,000 sheets being used between April 1, 2011 and October 25, 2011, which was the data available at the date of publication).
3. Method used for determining office employees: The method of determining the number of employees has changed this year to be consistent across our department's Greening Government Operations reporting.
   
   Previous method: Human Resource Management System Business Intelligence Cube, which indicated there were 4,155 employees and 300 contractors (estimate) in the National Capital Region, for a total of 4,455 as at March 2009. Only employees within the National Capital Region were counted because they represent 99% of all departmental employees in Canada.
   
   New method: The number of Secure Integrated Global Network (SIGNET) accounts assigned to individual users at DFAIT locations within the National Capital Region (non-classified system), including indeterminate employees, contractors, casual employees and students: 4,804, as at November 2011.
   
   
4. Implementation strategies:
   1. Promote awareness of "Green It" initiatives within DFAIT to reduce the department's environmental footprint.
   2. Implement double-sided printing as a default on all DFAIT network print devices

Strategies/Comments

1. Definition of printing units: Desktop and networked printers, multi-function printers installed on the non-classified Secure Integrated Global Network (SIGNET), fax machines (excluding secure fax) and photocopiers.
2. Scope:
   1. The target ratio applies to all locations in the National Capital Region where building occupancy levels, security considerations and space configurations allow.
   2. The application of the target ratio to operations outside of Canada is not required under the Federal Sustainable Development Strategy; reported data is therefore limited to operations within the NCR. Nonetheless, a consistent policy on printing devices will be applied at regional offices and at missions abroad as a best practice.
3. Method for determining the number of printing units:
   The number of printing devices in use within the National Capital Region is estimated at 1,850, based on the following:
   1. Networked printers as indicated by the number of active print queues: 1,161;
   2. Per inventory records:
      • Single-user desktop printers: 256;
      • Standalone photocopiers: 131;
      • Fax machines: 302.
4. Method for determining the number of office employees: The number of Secure Integrated Global Network (SIGNET) accounts assigned to individual users at DFAIT locations within the National Capital Region (non-classified system), including indeterminate employees, contractors, casual employees and students: 4,804, as at November 2011.
5. Implementation strategies:
   1. Under the authority of the Chief Information Officer, a three-year implementation plan will establish an 8 to 1 ratio of printing devices to office employees in all departmental locations. Progress will be achieved through cluster replacement with single units, equipment attrition, and the removal of single-user desktop printers. Exceptions will be made where additional devices are justified by specific business requirements, or if a duty to accommodate exists based on an employee requiring modified physical and ergonomic conditions to perform his or her duties.
   2. In all cases, existing equipment will be maintained until economic and environmental considerations will justify the disposal of assets, to respect the intent of the Federal Sustainable Development Strategy to minimize the environmental impact of operations. The timeframe also accounts for renovations scheduled at facilities in the National Capital Region during the next three years. The refurbished office space will be equipped based on the target ratio.
   3. A departmental policy on printing devices has been established to indicate the objectives and expected results of the printing device consolidation strategy to all employees.
   4. A process has been established to facilitate business case reviews for all requests for new or replacement printing devices.

Strategies/Comments

1. In keeping with its commitment to sustainable development goals, the department will increase awareness of sound environmental, social and economic sustainability practices of waste minimization and management, pollution reduction and energy conservation.
2. During the planning stage of major international events, DFAIT makes a commitment that the event will be carbon neutral. Being carbon neutral requires that we first take all reasonable measures to reduce our greenhouse gas emissions, calculate the remaining emissions and then mitigate those to zero by purchasing emission reduction credits or carbon offsets.
3. DFAIT will follow the Policy Framework for Offsetting Greenhouse Gas Emissions from Major International Events.