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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
Guide to Fleet Management
Guidelines
Good Practices
Benchmarks
Processes
References, hyperlinks
Fleet Management:Directive vs Guide
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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
Fleet Management:Directive vs Guide
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GuidetoFleetManagement
Chapter1LightDutyVehicles
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Guide to Fleet Management:Chapter 1 - Light Duty Vehicles
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
Guide to Fleet Management:Chapter 1 - Light Duty Vehicles
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
Guide to Fleet Management:Chapter 1 - Light Duty Vehicles
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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
Guide to Fleet ManagementChapter 1- Light Duty Vehicles
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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
Guide to Fleet ManagementChapter 1- Light Duty Vehicles
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Four phases of life cycle management:
Fleet acquisition
Methods of Supply for acquisition
Leadership Vehicles Greening
the Fleet
Purchasing Alternative Fuel Vehicles
Vehicle Rental and Leasing
Guide to Fleet ManagementChapter 1- Light Duty Vehicles
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Four phases of life cycle management:
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
Guide to Fleet ManagementChapter 1- Light Duty Vehicles
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Four phases of life cycle management:
Disposal
Planning for disposal
Establishing guidelines for
disposal
Disposal methods
e.g.: Remarketing standing offer
Guide to Fleet ManagementChapter 1- Light Duty Vehicles
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Appendices
Benchmarks for annual utilizationand disposal
Assessing cost effectiveness andoperational feasibility of alternative
fuel vehicles
Green Fleet Management Checklist
Guide to Fleet ManagementChapter 1- Light Duty Vehicles
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GuidetoFleetManagement
Chapter2ExecutiveVehicles
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Guide to Fleet Management:Chapter 2 - Executive Vehicles
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 to Fleet Management:Chapter 2 - Executive Vehicles
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
Guide to Fleet Management:Chapter 2 - Executive Vehicles
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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
Guide to Fleet ManagementChapter 2- Executive Vehicles
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Four phases of life cycle management:
Fleet planning Understanding procurement timelines
Selecting class & type
Acquisition
Qualifying an executive vehicle
Acquiring an executive vehicle
Guide to Fleet ManagementChapter 2- Executive Vehicles
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Four phases of life cycle management:
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
Guide to Fleet ManagementChapter 2- Executive Vehicles
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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
Guide to Fleet ManagementChapter 2- Executive Vehicles
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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
Guide to Fleet Management
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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.