2013–14 Departmental Performance Report
Supplementary Information Tables

Departmental Sustainable Development Strategy

1. 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, to make environmental decision–making more transparent and accountable to Parliament, the Department of Justice Canada supports the implementation of the FSDS through the activities found in this departmental strategy.

This Departmental Sustainable Development Strategy (DSDS) provides the results for Theme IV – Shrinking the Environmental Footprint – Beginning with Government based on the 2010–13 FSDS.

2. 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.

(Target 8.6 from 2010–13 FSDS)

Strategies and/or Comments

1. Definition of Location: For this target the Department has defined "locations" by region.
2. Number of Locations: With a total of 40 physical sites (points of presence) the Department's Information Solutions Branch supports the following regions across Canada: Atlantic, Quebec, Ontario, Prairie, British-Columbia, Northern, and the National Capital Region (NCR).
3. Roles and Responsibilities: Assistant Deputy Minister (ADM) Management Sector.
4. Implementation Strategies:
   1. Establish an E-Waste plan that covers the NCR, as well as other regions.
   2. Establish an E-Waste plan that allows for the expansion of the NCR's E-Waste program.
   3. Apply an E-Waste disposal mechanism to 100% of electronic devices in accordance with the following hierarchy of options:
      • Computers for Schools;
      • Crown Assets;
      • Provincial Extended Producer Responsibility Programs; and
      • Public Works and Government Services Canada's (PWGSC) National Master Standing Offer for E-Waste recycling.
5. Rationale for Target status: Managing the processing of EEE from a central location (in the NCR) has proven to be very successful. An implementation plan for the disposal of all departmentally-generated EEE exists and was fully implemented.
6. Opportunities for Continuous Improvement: The Department has achieved its target. The regions at 83% have exceeded the 80% target for FY 2013–14.

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 2010–13 FSDS)

Strategies and/or Comments

1. Target Scope:
   1. Definition of Printing Units: Printers, photocopiers, fax machines and multifunction devices are considered "printing units."
   2. The Department's print ratio as of March 31, 2013 was 8:1.
   3. The Department's Print Management Strategy addresses all print-capable devices nationally.
   4. Due to the size of the Department and its ability to adapt, the specified targets will apply to the whole organization where building-occupancy levels, space configurations, and security considerations allow.
2. Method for Tracking Printing Units: A mix of both network inventory and physical count will allow the Department to track the number of printing units
3. Method for Tracking Office Employees: The Department's Human Resource Management System.
4. Roles and Responsibilities: ADM Management Sector.
5. Implementation Strategies:
   1. FY 2010-11: In the spring of 2010, the Department completed Phase I of a Print Management Strategy, which was an independent reporting and auditing of, and recommendations for, all print-capable devices within the NCR. The NCR was chosen for the initial audit as it represents approximately 50% of Department's staff nationally.
   2. FY 2011–12: Phase 2 of the strategy was the continuation of the audit and analysis in the other regional sites, as well as the implementation of recommendations made in Phase I.
   3. FY 2012–13: Phase 3 of the strategy saw further implementation of Phase I recommendations in the NCR and the regions.
6. Rationale for Target status: The Print Management Strategy was completed on March 31, 2013. During 2011-2013, there were approximately 1,400 print units removed from the Department. The total print unit inventory is now 480. However, changes in staff complement due to the Deficit Reduction Action Plan caused the ratio to diminish. Efforts will be made in the coming year to further our analysis in regional offices and to remove unnecessary devices.

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 2010–13 FSDS)

Strategies and/or Comments

1. Target Scope: Within the scope of this performance measure is paper consumption per employee; outside the scope are departmental employees working in other federal departments and agencies.
2. Method for Tracking Paper Consumption: PWGSC's National Master Standing Offer for paper.
3. Method for Tracking Office Employees: The Department's Human Resource Management System.
4. Roles and Responsibilities: ADM Management Sector
5. Implementation Strategies:
   1. As part of its efforts to reduce paper consumption, the Department has implemented default two-sided printing on all black-and-white printers.
   2. The Department is committed to making greater use of electronic formats for the distribution of documents and reports.
6. Rationale for Target status: The Department has exceeded its paper reduction cumulative target of 20% by an extra 5.5%.
7. Opportunities for continuous improvement: The Department will continue to encourage employees to reduce their use and purchase of paper. In addition, the Department has adopted a multi-year Information@Justice vision that will assist in transforming the Department into a more modern and collaborative digital environment.

Green Meetings Target

By March 31, 2012, each department will adopt a guide for greening meetings.

(Target 8.9 from 2010–13 FSDS)

Strategies and/or Comments

1. The Department has completed and adopted a guide for green meetings. Senior management approved the guide, and it was made available to all employees.

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 2010–13 FSDS)

1. As of April 1, 2014, all purchased electronic devices will meet an energy efficiency certification.

Strategies and/or Comments

1. Scope: Department-wide
2. Plans for Engagement:
   1. Review process documentation including, but not limited to, policies, standards, guidelines, guides and manuals to incorporate a green component into the procurement strategy.
   2. Establish relative priorities of possible actions, and identify and consult stakeholders.
   3. Establish a schedule and necessary approval processes for revising identified management processes and controls.
   4. Establish a corporate system (e.g. Integrated Financial Management System's plant maintenance module or an equivalent) for monitoring the inclusion of environmental/green procurement considerations in management processes and controls.
   5. Establish green selection criteria for goods (e.g. templates CID, RFP) to ensure environmental performance considerations are integrated into the procurement process to direct personnel towards the purchase of environmentally-preferable models.
3. Roles and Responsibilities: ADM Management Sector.
4. Estimated Environmental Benefits: Reduced energy use and resource consumption.
5. Rationale for Target status: All computer monitors and other electronic devices purchased met the Energy Star Certification or equivalent. Most of these purchases were made through PWGSC's National Master Standing Offers. Those that were purchased outside National Master Standing Offers also met the Energy Star Certification or equivalent.
6. Opportunities for Continuous Improvement: The Department achieved its target.
7. Why this self selected target is SMART:
   1. Specific: Achievement level of 100%, type of equipment and certification defined.
   2. Measurable: Number of electronic devices purchased that meet the target relative to the total number of all electronic devices purchased.
   3. Achievable: We use the PWGSC Standing Offer green procurement tools and we use green criteria when purchasing outside existing Standing Offers.
   4. Relevant: Targets all relevant IT equipment.
   5. Time-bound: Date established for target implementation and completion.

2. As of April 1, 2014, paper with a minimum of 30% recycled contents will be used for printing and photocopying.

Strategies and/or Comments

1. Scope: Department-wide.
2. Mandate: The use of recycled paper with a minimum of 30% recycled content.
3. Plans for Engagement: Incorporate mandated information into the Department's contracting training for Integrated Financial Management System users and acquisition cardholders.
4. Monitor progress and address areas of non-compliance.
5. Roles and Responsibilities: ADM Management Sector.
6. Estimated Environmental Benefits: Reduced resource use.
7. Rationale for Target status: The Department achieved its target.
8. Why this self selected target is SMART:
   1. Specific: Achievement level of 100%.
   2. Measurable: This is measured through quarterly vendor reports compiled by PWGSC. The total number of sheets of paper purchased that meet the target is compared to the total number of sheets of paper purchased.
   3. Achievable: We use PWGSC existing Standing Offer to purchase paper which contains a minimum of 30% recycled paper or more.
   4. Relevant: Targets all paper purchased through Standing Offer.
   5. Time-bound: Date established for target implementation and completion.

3. As of April 1, 2014, the Department will implement and promote a Battery Recycling Program.

Strategies and/or Comments

1. Scope: Department-wide.
2. Establish external partners for collection.
3. Plans for Engagement: Promote the program through various communication channels.
4. Reporting: Based on the percentage of regions with programs and amount of batteries disposed.
5. Roles and Responsibilities: ADM Management Sector.
6. Estimated Environmental Benefits: Reduced hazardous material.
7. Rationale for Target status: The Department continues to implement and promote its Battery Recycling Program. The target was achieved in the NCR. In fact, 100% of the NCR buildings have battery recycling facilities. Similarly, the regions have achieved their FY 2013–14 target.
8. Opportunities for Continuous Improvement: Efforts will continue to promote the Battery Recycling Program to employees.
9. Why this self selected target is SMART:
   1. Specific: Achievement levels specific to NCR and Regions.
   2. Measurable: Number of facilities with battery recycling program that meet the target relative to the total number of facilities.
   3. Achievable: Justice has a limited number of locations and has a dedicated employee responsible for the target.
   4. Relevant: Targets all facilities excluding commercial building shared with private sectors and Department Legal Services Unit.
   5. Time-bound: Date established for target implementation and completion.

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 2010–13 FSDS)

Training for select employees

As of April 1, 2014, the Department will provide green procurement training for employees as it applies to the materiel life-cycle.

Strategies and/or Comments

1. Scope: Department-wide.
2. Revise training material for procurement training for procurement personnel and acquisition cardholders. All new acquisition cardholders and administration staff granted limited delegation will receive training on the requirements for green procurement.
3. Plans for Engagement: All procurement and materiel management professionals will receive green procurement training as it applies to life-cycle of materiel.
4. Roles and Responsibilities: ADM Management Sector.
5. Estimated Environmental Benefits: Reduced energy use and resource consumption.
6. Rationale for Target status: All new acquisition cardholders have completed the training. All new administration staff who had been granted limited-procurement delegation attended the Department's contracting training course. All materiel managers and procurement personnel have completed the Canada School of Public Service's training on green procurement. A refresher course was offered to existing acquisition cardholders which included requirements for green procurement; more than 80% of existing acquisition cardholders attended the course. New acquisition cardholders have been encouraged to attend the Canada School of the Public Service's training on green procurement by April 1, 2014.
7. Opportunities for Continuous Improvement: The Department achieved its target.
8. Why this self selected target is SMART:
   1. Specific: Achievement level of 100%, type of employee and type of training is defined.
   2. Measurable: Total number of specified employee group that meet the target relative to the total number of employees in that group.
   3. Achievable: All new acquisition cardholders must complete training before obtaining the card, all new administration staff must complete training before obtaining access to the Departmental Financial System.
   4. Relevant: Targets all relevant new employees.
   5. Time-bound: Date established for target implementation and completion.

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

As of April 1, 2014, the Department will provide employee performance evaluations for managers and functional heads of procurement and materiel management.

Strategies and/or Comments

1. Scope: Department-wide.
2. All procurement and materiel management personnel will have green procurement terms in their annual performance agreements.
3. Plans for Engagement: Performance review process.
4. Roles and Responsibilities: ADM Management Sector.
5. Estimated Environmental Benefits: Reduced energy use and resource consumption.
6. Rationale for Target status: The Department has exceeded its FY 2012–2013 target.
7. Opportunities for Continuous Improvement: The Department will continue to promote the inclusion of environmental considerations into the performance evaluations of managers and functional heads of procurement and materiel management.
8. Why this self selected target is SMART:
   1. Specific: Achievement level of 80%, targeted employee group.
   2. Measurable: Information available through internal system and by email for the Regions and NCR.
   3. Achievable: Integrated into existing performance management program.
   4. Relevant: Targets all relevant employees.
   5. Time-bound: Date established for target implementation and completion.

Note: This is indirectly linked to departmental objectives to foster best practices and alignment with Government of Canada's agenda on procurement.

Management processes and controls.

As of April 1, 2014, environmental performance considerations will be embedded into the procurement decision-making process.

Strategies and/or Comments

1. Scope: All departmental competitive procurement processes will use standard solicitation documents.
2. Develop request for proposal evaluation criteria and obtain approval of these criteria from the Department's Sustainable Development Steering Committee.
3. Integrate selection criteria into departmental templates and procurement process documentation.
4. Integrate the information into departmental contracting training documentation.
5. Reporting is to be based on the use of standardized documents using templates.
6. Plans for Engagement: Email dissemination and training for procurement staff.
7. Roles and Responsibilities: ADM Management Sector.
8. Estimated Environmental Benefits: Reduced energy use/hazardous material.
9. Rationale for Target status: While the Department lacks a system that captures the data to report on the percentage of standard solicitation documents that require the inclusion of sustainable development criteria making reporting a challenge, the Department continues its effort to embed environmental performance criteria into these documents. Four solicitation templates used by Procurement Specialists have been developed that incorporate environmental consideration. As of April 1, 2014 all new templates will contain environmental considerations in them.
10. Opportunities for Continuous Improvement : To meet this target by April 1, 2014, the Department have implemented the following:
    1. Integrate selection criteria into departmental templates and procurement process documentation.
    2. Integrate the information into departmental contracting training documentation.
    3. Provide training to procurement staff.
    4. Encourage employees to use the departmental templates and procurement process documentation.
11. Why this self selected target is SMART:
    1. Specific: Achievement level of 100%, type of procurement process is defined.
    2. Measurable: Standard documents can be inventoried and checked for conformity with target.
    3. Achievable: Dedicated employees responsible for target.
    4. Relevant: Targets all relevant to procurement processes.
    5. Time-bound: Date established for target implementation and completion.

Note: This is indirectly linked to departmental objectives to foster best practices and alignment with Government of Canada's agenda on procurement.

3. Strategic Environmental Assessment

During 2013–14 reporting cycle, Justice Canada 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, no departmental / agency proposals were found to have an impact on the 2013–16 FSDS goals and targets in [Theme(s) I — Addressing Climate Change and Air Quality; II — Maintaining Water Quality and Availability; III — Protecting Nature and Canadians], and the 2010–13 FSDS for Theme IV — Shrinking the Environmental Footprint — Beginning with Government].

Date modified:

2017-02-07