ARCHIVED - Economic Development Agency of Canada for the Regions of Quebec - Supplementary Tables

Strategies/comments

1. The Agency’s Commodity Management Framework covers the life cycle of assets, in particular electronic and electrical equipment. All possible disposal methods are covered in the Framework.
2. The Agency uses Industry Canada’s Computers for Schools Program and the services of PWGSC for the disposal of Crown assets for reusing surplus electronic equipment, and uses departmental individual standing offers for e-waste recycling.
3. Currently, the Agency has 16 locations (offices) across Quebec, and disposal of assets and equipment is centralized at the Agency’s Planning, Co-ordination and Administration Directorate.

Strategies/comments

1. Scope: The Agency targets all buildings and premises in order to achieve the goal, even though certain buildings may have a smaller proportion owing to their occupancy level or security considerations.
2. Definition of printing units: Network printers, local printers and multiplex units.
3. Method used to determine the number of printing units: The Technology Directorate keeps an updated list of all units in place.
4. Method used to determine the number of office employees: Population Affiliation Report¹ from the Treasury Board of Canada Secretariat (TBS).
5. Renewal of printers is carried out in bulk every three years. The latest renewal took place in March 2010, and the next is planned for late 2012-13, so the target has been established for 2013-14.
6. The Technology Directorate is responsible for monitoring attainment of the target.
7. All Agency sectors are responsible for compliance with and attainment of the target.
8. A communications strategy will be drawn up in order to raise all Agency employees’ awareness.

Strategies/comments

1. Roles and responsibilities: paper purchasing is decentralized. Responsibility for attaining the goal lies with all Agency sectors. The Agency’s Planning, Co-ordination and Administration (PCA) Directorate will handle monitoring, information collection and reporting for this.
2. Method used to determine paper consumption: the quantity of paper purchased is determined manually from invoices. The baseline year is 2009-10. The data concern only letter-size and legal-size white paper.
3. Reporting requirements: Each year, the PCA Directorate collects data from all business offices and the Governmental Affairs Branch. Data for head office are centralized at the PCA Directorate.
4. The Agency uses 100% recycled paper at head office, and will be broadening this application to all its offices.
5. The Departmental Management Committee (DMC) is now using technology to run paperless meetings.
6. A communications strategy will be drawn up to encourage employees to reduce paper consumption.

Strategies/comments

1. Scope of the Guide for Greening Meetings: all departmental or interdepartmental meetings held in Agency offices.
2. The PCA Directorate will analyse existing documents already in use by other departments and adapt one of them to the Agency’s needs.
3. Work concerning the guide will be discussed at the Agency’s Departmental Management Committee (DMC) during 2011-12. Adoption of the Guide will follow approval by the DMC during 2012.
4. Role and responsibility: All sectors/directorates are responsible for attainment of the target.
5. The challenge will be to monitor application of the Guide and report on its requirements. The use of telepresence will be an important component in achieving the green meeting goal.
6. The Departmental Management Committee (DMC) is now using technology to run paperless meetings.
7. A communications strategy will have to be drawn up to publicize the Guide and the means to be used to attain the target.

Strategies/comments

1. According to the Agency’s Technology Master Plan, renewal of all desktop computers takes place every three years, in a single purchase. The latest renewal took place in 2011-12. Additional needs arise regularly, however, and ad-hoc purchases are made.
2. The Agency’s Technology Directorate is responsible for replacing desktop computers and reporting thereon.
3. When replacing electrical equipment, the Agency purchases ENERGY STAR qualified equipment. This practice helps reduce energy consumption.
4. In line with the Commodity Management Framework, the procurement of computer hardware is managed according to the principles of life cycle management, which includes the following four stages: planning and acquisition, operation, maintenance and disposal.
5. In line with the Commodity Management Framework, the Agency optimizes the productivity and use of information technology assets throughout their life cycle.

Strategies/comments

1. Scope: Printing units are defined as network printers, local printers and multiplex units.
2. The Agency’s Technology Directorate keeps an updated list of all units in place.
3. Printers are renewed in bulk every three years. The last renewal took place in March 2010, and the next is scheduled for late 2012-13. That is why no goal has been set for the RPP 2011-12.
4. Environmental performance factors will be identified for the selection of printers at the next renewal.
5. The Agency’s Technology Directorate is responsible for monitoring attainment of the target.
6. More than 60% of photocopiers also have print and fax options, thus minimizing the number of machines.
7. When replacing electrical equipment, the Agency purchases ENERGY STAR qualified equipment.

Strategies/comments

1. Scope: Paper is defined as 8.5 x 11, 8.5 x 14 and 11 x 17 paper.
2. Roles and responsibilities: paper purchasing is decentralized. Responsibility for attaining the goal lies with all Agency sectors. The PCA Directorate will handle monitoring, information collection and reporting for this.
3. Method used to determine paper consumption: the quantity of paper purchased is determined manually from invoices.
4. Reporting requirements: Each year, the Agency’s PCA Directorate collects data from all business offices and the Governmental Affairs Branch. Data for head office are centralized at the PCA Directorate.
5. * In the 2011-12 RPP, the Agency presented targets for the purchase of recycled paper for 2011-12 to 2013-14, whereas information on the volume of purchases of this type of paper for the baseline year was not yet available. Once the data on the volume of purchases of recycled paper for the 2009-10 baseline year were received, the targets for 2012-13 and 2013-14 were revised upward. The target for 2011-12 remains unchanged, in order to facilitate reporting in the DPR 2011-12.
6. The Agency uses 100% recycled paper at head office, and will be broadening this application to all its offices (use of 30% recycled paper, purchased via mandatory standing offer).
7. A communications strategy will have to be drawn up to publicize the Guide and the means to be used to attain the target.

Strategies/comments

1. Three Procurement Sector employees are concerned: one PG-04, one PG-02 and one CR-04.
2. Two of these three employees have taken training. The third employee is to take the training in 2012-13.
3. Training used: CSPS Course C215 on green procurement only.
4. Reporting requirements: Annual data collection from employees and the CSPS.
5. Roles and responsibilities: The Agency’s PCA Directorate is responsible for monitoring of and reporting on green procurement training.

Strategies/comments

1. Three Procurement Sector employees—one PG-04, one PG-02 and one CR-04—are concerned by the integration of environmental considerations in their performance evaluations.
2. Since 2011-12, a SMART target has been included in the performance agreements of all PCA Directorate Procurement sector employees, in line with the process in place for the drafting of performance agreements.

Strategies/comments

1. Scope: Currently, the four procurement processes are: the Commodity Management Framework, ISO procedure on procurement, request for proposals for drawing up a contract, and procedure for consulting and professional services.
2. All processes will be revised so as to integrate or enhance existing practices.
3. Particular attention will be paid to action to be taken to comply with reporting requirements.