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Introduction toIntroduction toTreasury BoardTreasury Boardss

New Guidelines onNew Guidelines on

Management of MaterielManagement of Materiel

Presented by Maurice Vodon

and Serge Joanisse,

Treasury Board Secretariat

Materiel Management National WorkshopMateriel Management National Workshop

May 12, 2009May 12, 2009


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Presentation Content

TBS Materiel Management Policy Suite

Guide to Management of Materiel

Guide to Fleet Management

Guide to the Management of MovableHeritage Assets


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Context

TBS Policy Suite Renewal Initiative

Introduced in January 2005

Directly linked to the Federal Accountability

Action Plan

Commitment to reduce the number of policies (web of

rules) by at least 50%

Simple, streamlined, principles-based policies


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Context

Clarify Deputy Head roles and responsibilities:

strengthen accountability

Sustainable and financially responsiblepolicies supporting program delivery and

operations

Integrated, streamlined and consolidated policy

infrastructure


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Structure of TB Policy Instruments

VoluntaryVariety of documents, databases,

and tools used by specialists or

employees in day-to-day duties

Guideline /

Tool

MandatoryDetailed technical instructions,

procedures on howa function is

conducted

Standard

MandatoryInstructions on howdeputies and

officials must act to meet policy

Directive

MandatoryFormal direction explaining what

deputies are expected to achieve

Policy

ArchitecturalProvides strategic context,

explains whyTB sets policy

Framework

ApplicationDescriptionInstrument


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Frameworks

Governance and Expenditure Management

Official Languages

Information and Technology Service

Financial Management

Compensation

People Assets and Acquired Services


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Framework for the Management of

Assets and Acquired Services

Establishes principles and setsdirection

Accountabilities Deputy Heads, TB and TBS, Common

Service Organizations

Monitoring, Reporting &Performance Assessment


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InvestmentPlanningReal

Property

Mgmt

Mgmt of

Materiel

Disposal

LimitingContractorLiabilityProjectMgmtontracting

Fleet Mgmt

Executive

Vehicles

Fleet Mgmt

Light

Vehicles

Controlled

Goods

Management ofAssets and Acquired Services

Investment Planning,

Project Management

and Procurement Policies

AAS Policies and Directives


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Policy on Management of Materiel

Expected results of compliance

Policy requirements

Roles and responsibilities of key

government organizations

Appendix - Definitions


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Policy on Management of Materiel

Expected results

Respects ministerial accountability

Embodies sound materiel management practices

Demonstrates due diligence

Generates the maximum long-term economicadvantage to the Crown

Protects and preserves Canadian heritage and theenvironment

Is fair, transparent, and financially responsible; and

Is compliant with relevant federal legislation andpolicies


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Directives

Controlled Goods Directive

Sets out additional and more specific

requirements that departments must meet

concerning the management of controlled

goods.

As defined in Part 2 of the Defence Production Act

Controlled goods are given the level of protectionnecessary to prevent their unauthorized

examination, possession, or transfer


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Directives

Directive on Disposal of Surplus Materiel

Sets out additional and more specificrequirements that departments must meet

during the disposal phase of the life cycle oftheir materiel assets. For example:

Concluded as effectively as possible

As soon as possible after they become surplus In a manner that obtains highest net value for theCrown

Use remarketing standing offers when in place


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Directive on Fleet Mgmt: Light Duty Vehicles

Contains additionaldirection related

specifically to the life cycle management of

light-duty vehicles.

Planning

Acquisition

Operation, use and maintenance Disposal

Directives


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Directives

Directive on Fleet Mgmt: Executive Vehicles

Contains additionaldirection related

specifically to the life cycle management of

executive vehicles. Authorized users

Authorized maximum price

Standards for executive vehicle

Four phases of life cycle mgmt Insurance

Personal use


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Guides

Intended for practitioners whomanage departmental materielassets

Developed in consultation withdepartments and agencies

Supports TB Policy direction

Evergreen


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Guides

Easy retrieval of information Include examples, benchmarks, etc.

Extensive use ofhyperlinks

References, further information

Use the concept of Good practices

Not mandatory requirements,but beneficial to follow

TBS may request explanationif another approach is used


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Guide to the Management of Materiel

- Online January 2009

Guide to Fleet ManagementChapter 1 - Light Duty Vehicles - Online July 2007

Chapter 2 - Executive Vehicles - Online May 2009

Guide to the Management ofMovable Heritage Assets- Online July 2008

Guides


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Guide to Management of Materiel


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Introductionto the Treasury Board

Guide to Management of

MaterielMMI conference May 12th


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Why was this guide developed?

To assist

departments in

implementing and

interpreting therequirements and

expectations of the

TBS Policy on

Management ofMateriel.


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How this guide was developed

Consultations for the

guide took place in

fall and winter (

2007-2008) through

a Materiel

Management

Working Group.

Participants of the TB Materiel Management

working group

Maurice Vodon ( chair) TBS

Richard Fosbrooke TBS

Serge Joanisse TBSPhilip Jacobson TBS

Cheryl Campbell Service Canada

Stan Young Service Canada

Frederick Hardy RCMP

Mike Levesque PWGSC

Jean Carruthers PWGSCRobb Flemming PWGSC

John Holland NR Canada

Michel Giard NR Canada

Pierre Laplante Library and Archives

Monique Phillips Industry CanadaJim Jordan Environment Canada

Richard Monfils Environment Canada

Barbara Winston DNDGary Jeddrie DFO

Lyne Lodin DFO

Daniel Murphy DFAIT

Lynne Blenk DFAIT

Lisa Horwitz DFAIT

Roloin Vetsch CFIA


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Breakdown of the guide

There are 5 chapters in the guide:

Introduction;

Objectives of Materiel Management;

Life-cycle Materiel Management;

Financial Reporting of Government

Assets; and

General Transaction Guidelines.


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Introduction & Objectives

These chapters of the guide are written to ensure that thereader:

gains some background knowledge on the guide;

becomes aware of requirements in the Policy onManagement of Materiel;

becomes aware that departmental policy is the nextlevel;

becomes aware of the avenues available to gainskills, knowledge, and competencies.


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This chapter of the guide introducesthat reader to the four phases of life-

cycle materiel management. These

include:

1. assessment and

planning;2. acquisition;

3. operation, use, and

maintenance; and

4. disposal.

Life-Cycle Materiel Management


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This section is made up of twoareas of focus, these are:

1) Assessment - which is focused

on the evaluation of requirements;

2) Planning.- which is focused on

ensuring that the departments

asset base supports its program

objectives and government-wide

initiatives

1. Assessment and planning


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The objective of this section

is to ensure readers are

aware of the good practices

to acquire goods and

services.

2. Acquisition


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This section of the life-cyclechapter focuses on two areas,these include:

1)Operation of governmentassets- whose objective is to

ensure that the asset fully,effectively, and efficiently meetsthe program requirement; and

2) Maintenance of governmentassets- whose objective is to

ensure that, when economicallyfeasible, assets are repaired,refurbished, and reused ratherthan replaced.

3. Operations and Maintenance


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The objective of this

section is to ensure

readers are aware of

good practices for thedisposal of surplus

materiel assets.

4. Disposal of Government Assets


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The objective of this chapteris to ensure readers areaware of good practices for:

accurate asset accounting;and

appropriately recordingassets in the departmentalaccounting systems.

Financial Reporting of Government

Assets


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The objective of this

chapter is to introduce

general transaction

guidelines.

General Transaction Guidelines


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Treasury Board MaterielTreasury Board Materiel

Management Policy SuiteManagement Policy Suite

Introduction to theIntroduction to the

Guide to Fleet ManagementGuide to Fleet Management

Presented by Serge Joanisse, TBS

Materiel Management National WorkshopMateriel Management National Workshop

May 12, 2009May 12, 2009


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Presentation Content

Fleet Management Context Directive vs Guide

Guide to Fleet Management:Chapter 1 - Light Duty Vehicles

Guide to Fleet Management:Chapter 2 - Executive Vehicles

Next Steps


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Directive contains requirements on

what departments must do

Guide contains instructions on how

departments should implement the

requirements of the Directive.

Fleet Management:Directive vs Guide


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Fleet Management Directive

Mandatory Requirements


Guidelines

Good Practices

Benchmarks

Processes

References, hyperlinks



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Directive and guide are both organized

to correspond with the 4 primary stages

of lifecycle management:

Planning

Acquisition

Operation, use and maintenance

Disposal



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GuidetoFleetManagement

Chapter1LightDutyVehicles


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Consultation Sessions

Began in January 2004

Addressed both the Directive and Guide

Interdepartmental Working Group


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Acquisition, leasing, disposal, etc.PWGSC

Policy responsibilityTBS

Leadership roleNR Can & ECUndergoing internal fleet reviewHRDC

Agency perspectiveCCRA

4% each of total fleetAAFC and CSC

5% of total fleetParks Canada

6% of total fleetDFO

21% of total fleetDND

36% of total fleetRCMP

Rationale for InclusionOrganization


FleetDirectiveandGuideConsultation


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Effective date Directive: November 2006

Guide: July 2007

Structure1. Introduction

2. Light-duty vehicle management in the federal govt3. Four phases of lifecycle management

4. Three Appendices



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Introduction

Purpose Assist departments in implementing policy and directives

related to management of light-duty vehicles

Provide guidelines and good practices

Enable readers to adhere to common set of procedures

Ensure practices are consistent

Scope, MM Lifecycle, Chapter organization

Guide to Fleet ManagementChapter 1- Light Duty Vehicles


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Light-Duty Vehicle Management in the

Federal Government

Roles and Responsibilities

Departments

PWGSC

TBS



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Four phases of life cycle management:

Fleet planning

Alternatives to acquiring vehicles

Establishing guidelines to justify acquisition

Understanding procurement timelines

Selecting class & type



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Fleet acquisition

Methods of Supply for acquisition

Leadership Vehicles Greening

the Fleet

Purchasing Alternative Fuel Vehicles

Vehicle Rental and Leasing



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Fleet operation, use and maintenance

Fuel

Risk management

Vehicle management and allocation

Vehicle use and operation

Data collection, credit cards and

fleet information systems

Fleet liability and insurance



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Disposal

Planning for disposal

Establishing guidelines for

disposal

Disposal methods

e.g.: Remarketing standing offer



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Appendices

Benchmarks for annual utilizationand disposal

Assessing cost effectiveness andoperational feasibility of alternative

fuel vehicles

Green Fleet Management Checklist



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GuidetoFleetManagement

Chapter2ExecutiveVehicles


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Consultation Sessions

Began in June 2008

Addressed only the Guide

Interdepartmental Working Group


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Agency perspectiveCBSA

Leadership rolesEC, PCO, CRA

Many executive vehiclesDFAIT, PCO

Large fleets (over 1000 vehicles)Parks, AAFC, CSC

Medium fleetsEC, Service, PWGSC

Acquisition, OGGOPWGSC

Policy responsibilityTBS

Major fleets (60% of total fleet)RCMP, DND

Rationale for InclusionOrganization


Guide Consultation


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Effective date Directive: November 2006

Guide: April 2009

Structure1. Introduction

2. Roles and responsibilities

3. Four phases of lifecycle management4. Insurance

5. Personal use and taxable benefit

6. References



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Introduction

Purpose Assist departments in implementing policy and directives

related to management of executive vehicles

Provide guidelines and good practices

Enable readers to adhere to common set of procedures

Ensure practices are consistent

Scope, Chapter organization

Guide to Fleet ManagementChapter 2- Executive Vehicles


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Roles and Responsibilities

Federal departments PWGSC

PCO

TBS



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Fleet planning Understanding procurement timelines

Selecting class & type

Acquisition

Qualifying an executive vehicle

Acquiring an executive vehicle



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Operation, use and maintenance

General

Data Collection and fleet card

Supporting a green executive fleet

Replacement, transfer and disposal

Replacement of an executive vehicle

Transferring an executive vehicle

Disposal of an executive vehicle



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Additional advice and good practices:

Insurance

Coverage

Required information for PWGSC and the insurer

Invoicing and claims

Personal use and taxable benefit

References



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Next Steps:

Amend Chapter 1

More emphasis on greening the fleet

Consolidate Chapters 1 and 2 into one

document - Guide to Fleet Management

Completed this fall



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Guide to the Management of

Movable Heritage Assets


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Introduction

to the Guide to the

Management ofMovable Heritage

Assets

MMI conference May 12th


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Why was this guide developed?

The guide was developed to

address the 5th requirementfound in the Policy onManagement of Materiel; TBSin collaborate with CanadianHeritage and the assistance ofvarious departments that ownheritage collections hascompleted a Guide on the

Management of MovableHeritage Assets.

The guide was completed andposted on the TBS website inthe summer of 2008 for alldepartments to utilize.


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How the guide was developed

Consultations on theguide took place inthe fall and winter (

2007-2008) througha working group thatincludedrepresentatives from

variousdepartments:

TB Management of Movable HeritageAssets working group members

Maurice Vodon (chair) TBS

Magali Johnson TBS

Marysa Oueriemmi Senate

Norman Beaudin Senate

Gatan Viel PWGSC

Robb Flemming PWGSCRobert Pajot PWGSC

Anwareen Farouk Parks Canada

John Holland NR Canada

Major Litalien DND

Lisa Horwitz DFAIT

Kathy Zedde Canadian Heritage

Megan McDonald CFIA

Michael Orchard CCG

James Bourdeau CCI


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Updating of the guide

The guide is an evergreen document.

The working group on Management of Movable

Heritage Assets will continue to provide the

input for the updates of this guide.


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The guide indentifies 5 steps

to effectively manage

movable heritage assets:

1. Identification;

2. Determination of heritage

value;

3. Documentation

4. Management

5. Maintenance


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1.Identification

A survey of the asset

portfolio to identify the

assets that may be of

heritage interest.


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2.Determination of heritage value

An assessment should

be conducted through

consultation with a

functional specialist,who possesses the

appropriate skill set.


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3.Documentation

The recording of the

assets attributes. In

other words, it is the

paperwork on anasset, that can be

used for later

reference to describe

the assets features.


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4.Management

A plan of action for

the asset. For

example: What are

you going to do withit?


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5.Maintenance

The steps taken to

preserve the asset,

once it has been

identified.


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Appendices

found in the guide

Resources Available; Where departments can go to for further assistance.

Example of a Step-by-Step Significance

Assessment; Guidance to departments on what to look for when performing asignificance assessment.

Example of an Asset Conservation Plan. Guidance to departments on what an Asset Conservation Plan would

look like and what information it would contain.

12 intro treasury board e

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