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BASCS Guidance

Materiel Management Function Model

Introduction

This section covers the Materiel Management Function, sub-functions, processes, activities, and transactions of administrative business concerning the management of movable assets, such as; furniture, furnishings, equipment, supplies, vehicles and other materiel used or acquired by an institution, commonly conducted in and across all government institutions to facilitate the delivery of programmes and services.

Links to relevant Materiel Management policies and legislation

The Materiel Management function has been modeled according to specific policies, legislations or documents related to Materiel Management within the Government of Canada, in addition to a number of common laws, policies and publications that relate to all common administrative functions addressed within this BASCS Guide.

Common legislation:

Common Treasury Board Secretariat policies and publications:

Treasury Board Secretariat policies and publications:

A search for other links to policies that may relate to the Materiel Management function can be undertaken by accessing the Treasury Board website, while links to related legislation can be further researched on the Justice Canada website.



Materiel Management Function Business Process Model

According to our research and consultation process, we have identified a number of sequential sub-functions within the Material Management business process model. These sub-functions provide a foundation for BASCS classifications related to the Material Management function.

Image 1

Materiel Management Sub-function Business Process Model

A number of sequential activities in each sub-function were identified for the Materiel Management process. These activities provide the next level of BASCS classifications related to the Materiel Management function.

Image 2

Materiel Management Function Draft Classification Model

This model records classification structure addresses the Materiel Management function, the steps in the business process developed to fulfill the function (i.e., sub-functions), the activities associated with each of these sub-functions, and the transactions of administrative business concerning the management of materiel within the federal government-as commonly conducted in and across all government institutions to facilitate the delivery of programmes and services.

The four sub-functions of the Materiel Management business process, listed in order of the life-cycle concept of managing materiel1, are:

Material Management - Planning
Material Management - Acquire
Material Management - Use
Material Management - Dispose

As a business process, these sub-functions are arranged in the following sequence:

Image 3

1 See the Treasury Board Materiel Management Policy (8 June 1995), Policy Requirements, and Appendix A

MATERIEL MANAGEMENT FUNCTION

PRIMARY NUMBERS AND SUB-FUNCTIONS

3.0 Materiel Management - Comprehensive Matters

3.1 Materiel Management - Planning

3.2 Materiel Management - Acquire

3.3 Materiel Management - Using

3.4 Materiel Management - Disposing

Note: the numeric coding system presented in this draft model classification structure is used for example purposes only. As of the date of this model, LAC has made no final decisions regarding the application of a standard coding system (including delimiters) to complement classification structures for common administrative records.

3.0 MATERIEL MANAGEMENT - COMPREHENSIVE MATTERS

The Materiel Management - Comprehensive Matters record grouping is reserved for records of activities and transactions that relate to or affect, in a comprehensive manner, the Materiel Management function or the business process developed to fulfill that function (i.e., this record grouping is reserved for records of activities and transactions that relate to or affect all or most sub-functions of the Materiel Management business process). Examples of such activities and/or transactions are:

  • developing, applying, monitoring, and/or evaluating a policy, guidelines, systems, procedures, etc. that address or encompass all or most aspects of the materiel management function and/or business process (example record types: draft and approved policies, guidelines, procedures; draft and final requirements definitions for materiel management information systems1; draft and final requirements definitions for material management staff learning programs2);
  • group activities and initiatives, i.e., those of committees, project teams, delegations, etc., that focus on all or most aspects of the materiel management function and/or business process (example record types: committee and/or work group meeting agenda and minutes, records of decisions, issue logs);
  • liaison activities that address or encompass all or most aspects of the materiel management function and/or business process (example record types: documents of inter-organizational information sessions and/or collaborative initiatives);
  • reporting activities that address or encompass all or most aspects of the materiel management function and/or business process (example record types: draft and final reports addressing the overall (e.g., corporate) material management function and/or business process.

1 Note: for records of activities relating to information management systems and technologies, see the model records classification structure developed for the Management of Information function.

2 Note: for records of activities relating to the delivery of learning programs, see the model records classification structure developed for the Human Resources Management function.

Note: records of activities and transactions that relate to specific aspects of the material management business process (i.e., planning, acquiring, using, or disposing) should be classified to those sections of this classification structure. Records that simultaneously address two or more, but not all, sub-functions of the business process should be classified to one of those sub-functions; the existence of these records should be noted in the descriptions of the related sub-function, activity, and/or transaction records groupings or, if appropriate, in the profiles of related individual documents (as a metadata 'cross-reference' element).

Example file codes and titles for: Materiel Management - Comprehensive Matters

3.0-0

Materiel Management - Comprehensive Matters - Policy Matters
(reserved for records related to developing, applying, monitoring, and/or evaluating a policy that simultaneously addresses all or most sub-functions of the Materiel Management function)

3.0-0-1

- Requirements of the Treasury Board Materiel Management Policy

3.0-0-2

- Requirements of the World Trade Organization - Agreement on Government Procurement (WTO-AGP)

3.0-0-3

- Requirements of the Department of Public Works and Government Services Act

3.0-0-4

- Requirements of the Treasury Board Common Services Policy

3.0-0-5

- Requirements of the Treasury Board Management of Major Crown Projects Policy

3.0-0-6

- Requirements of the Treasury Board Procurement Review Policy

3.0-0-7

- Requirements of the Treasury Board Motor Vehicle Policy

3.0-0-8

- Requirements of the Treasury Board Executive Vehicle Policy

3.0-1

Material Management - Comprehensive Matters - General Matters
(reserved for records related to the Material Management - Comprehensive Matters record grouping but for which no specific file or file grouping has been created)

3.0-2

Material Management - Comprehensive Matters - (Departmental/Sector/Branch) Material Management Committee
(reserved for records related to the deliberations of the [departmental/sector/branch] material management committee)

3.0-2-1

- Terms of Reference

3.0-2-2

- Cumulative Record of Decisions

3.0-2-2005/06

- Meetings Agenda and Minutes - Fiscal Year 2005-2006

3.0-3

Material Management - Comprehensive Matters - Liaison Activities
(reserved for records related to internal or external relations on a spectrum of issues and/or initiatives that encompass all or most aspects of the Material Management function)

3.0-3-1

- Procedures for Liaison with Private Contractors

3.0-3-MMI

- Materiel Management Institute of Canada (MMI)

3.0-4

Material Management - Comprehensive Matters - Reporting Activities
(reserved for records related to the process of reporting to management on [departmental/sector/branch] material management matters of a comprehensive nature)



[back to Materiel Management Function - Primary Numbers and Sub-functions]

3.1 MATERIAL MANAGEMENT - PLANNING

This sub-function record grouping is reserved for records of activities and transactions that relate to or affect, in a strategic manner, determining the materiel resources needed to achieve goals and objectives. Activities associated with the Materiel Management - Planning sub-function may have a sequential relationship as follows:

Image 4

'Material management - planning' entails the activities of:

  • assessing the needs for materiel, based on program/business requirements and the financial and environmental impact of the materiel life cycle;
  • defining materiel requirements, conducting options analyses (in regard to materiel type and/or method of provision, e.g., make or buy), and conducting associated risk assessments;
  • analysing and evaluating options for meeting defined materiel requirements in consideration of total life cycle costs (financial, operational, environmental and procurement strategy); and
  • forecasting the usage of materiel resources, forecasting changes in materiel requirements, and establishing priorities for acquiring and replacing materiel and/or equipment.

Example file codes and titles for: Material Management - Planning

3.1-0

Material Management - Planning - Policy Matters
(reserved for records related to developing, applying, monitoring, and/or evaluating policies that specifically address the 'planning' sub-function of Material Management)

3.1-1

Material Management - Planning - General Matters
(reserved for records related to the Material Management - Planning sub-function record grouping but for which no specific file or file grouping has been created)

3.1-2

Material Management - Planning - Government Planning Process
(reserved for records related to the Government of Canada and institution-specific planning processes that have material management implications)

3.1-2-1

- Government of Canada Planning Cycle

3.1-2-2

- Strategic Planning

3.1-2-3

- Business Planning

3.1-3

Material Management - Planning - Material Management Planning Committee
(reserved for records related to the deliberations of a [departmental/sector/branch] material management planning committee)

3.1-3-1

- Terms of Reference

3.1-3-2005/06

- Meetings Agenda and Minutes - Fiscal Year 2005-2006

3.1-4

Material Management - Planning - Assess
(reserved for records related to the process of assessing materiel requirements including: assessing the needs for materiel based on program/business requirements and assessing the financial and environmental impact of the materiel life cycle)

3.1-4-1

- Assessment Requirements of the Environmental Act

3.1-4-2

- Assessment Requirements of the Government Environmental Procurement Policy

3.1-4-3

- Assessment Requirements of the Departmental Environmental Procurement Policy

3.1-5

Material Management - Planning - Define
(reserved for records that relate to the process of defining materiel requirements, conducting options analyses [in regard to materiel type and/or method of provision, e.g., make or buy], and conducting associated risk assessments)

3.1-5-1

- Internal vs. External Materiel Provisioning

3.1-5-2

- Requirements of the Treasury Board Alternative Service Delivery Policy

3.1-5-3

- Requirements of the Treasury Board Federal Identity Program Policy

3.1-5-4

- Requirements of the Government Contracts Regulations (GCRs)

3.1-5-5

- Requirements of the Treasury Board Aboriginal Business Procurement Policy and Incentives

3.1-5-6

- Requirements of the Treasury Board Employee Takeover Policy

3.1-6

Material Management - Planning - Evaluate
(reserved for records related to the process of analysing and evaluating options for meeting defined materiel requirements in consideration of total life cycle costs [financial, operational, environmental and procurement strategy] - through such activities as conducting research and analysis and cost modelling)

3.1-6-1

- Cost-Benefit Analysis

3.1-6-2

- Cost Estimates

3.1-6-3

- Cost Modelling (including assumptions, constraints)

3.1-7

Material Management - Planning - Forecast
(reserved for records related to the process of forecasting the usage of materiel resources, forecasting changes in materiel requirements, and establishing priorities for acquiring and replacing materiel assets)

3.1-7-1-2004/05

- Materiel Usage Projections - Fiscal Year 2004-2005

3.1-7-1-2004/05-Q1

- First Quarter

3.1-7-1-2004/05-Q2

- Second Quarter



[back to Materiel Management Function - Primary Numbers and Sub-functions]

3.2 MATERIAL MANAGEMENT - ACQUIRING

This sub-function record grouping is reserved for records of activities and transactions that relate to or affect, in a specific manner, acquiring material resources to support programs, activities, or initiatives - in reference to the material management plan. Activities associated with the Material Management - Acquiring sub-function may have a sequential relationship as follows:

Image 5

'Material management - acquiring' entails the activities of:

  • defining technical, compatibility and performance specifications, and choosing a sourcing method;
  • implementing the selected sourcing method, i.e., contracting, loans, sharing, making; and
  • receiving and accepting goods and/or services, inspecting goods and services, performing testing and quality assurance.

Example file codes and titles for: Material Management - Acquiring

3.2-0

Material Management - Acquiring - Policy Matters
(reserved for records related to developing, applying, monitoring, and/or evaluating policies that specifically address the 'acquiring' sub-function of Material Management)

3.2-0-1

- Requirements of the North American Free Trade Agreement (NAFTA) relating to the acquisition of materiel assets

3.2-0-2

- Requirements of the Canadian International Trade Tribunal Act relating to the acquisition of materiel assets

3.2-0-3

- Requirements of the Agreement on Internal Trade (AIT) relating to the acquisition of materiel assets

3.2-0-4

- Requirements of the Treasury Board Policy on Title to Intellectual Property Arising Under Crown Procurement Contracts

3.2-1

Material Management - Acquiring - General Matters
(reserved for records related to the Material Management - Acquiring sub-function record grouping but for which no specific file or file grouping has been created)

3.2-2

Material Management - Acquiring - Government Acquisition Process
(reserved for records related to the Government of Canada and institution-specific material management acquisition processes)

3.2-2-1

- Management of Treasury Board Policy on Major Crown Projects

3.2-2-2

- Conflict of Interest & Post-Employment Code for Public Office Holders

3.2-3

Material Management - Acquiring - Material Acquisitions Committee
(reserved for records related to the deliberations of a [departmental/sector/branch] committee focussed on the acquisition of material assets)

3.2-3-1

- Terms of Reference

3.2-3-2004/05

- Meetings Agenda and Minutes - Fiscal Year 2004-2005

3.2-3-2005/06

- Meetings Agenda and Minutes - Fiscal Year 2005-2006

3.2-4

Material Management - Acquiring - Specifying
(reserved for records related to defining technical, compatibility and performance specifications, and choosing a sourcing method, e.g., borrow, share, lease, buy, make)

3.2-4-1

- Requirements of the PWGSC Canadian Content Policy

3.2-5

Material Management - Acquiring - Sourcing
(reserved for records related to implementing the selected sourcing method, i.e., contracting, loans, sharing, making)

3.2-5-1

- Internal Fabrication of Materiel Assets

3.2-5-2

- Loans of Materiel Assets

3.2-5-3

- Purchasing Materiel Assets

3.2-5-4

- Sharing Materiel Assets

3.2-5-5

- Selection process and establishment of fees for consulting and professional services - Appendix J

3.2-5-6

- Implications of the Competition Act on sourcing materiel assets

3.2-5-7

- Requirements of the PWGSC Low Dollar Value (LDV) Procurement Policy

3.2-6

Material Management - Acquiring - Accepting
(reserved for records related to receiving and accepting goods and/or services, inspecting goods and services, performing testing and quality assurance)

3.2-6-1

- Materiel Assets Inspection and Acceptance Process



[back to Materiel Management Function - Primary Numbers and Sub-functions]

3.3 MATERIEL MANAGEMENT - USING

This sub-function record grouping is reserved for records of activities and transactions that relate to or affect, in a specific manner, the distribution or redistribution, use, operation, and/or maintenance of materiel resources. Activities associated with the Materiel Management - Using sub-function may have a sequential relationship as follows:

Image 6

'Material management - using' entails the activities of:

  • distributing and scheduling the use of materiel assets based on operational needs, and redistributing materiel within the institution;
  • tracking materiel assets and inventory (i.e., monitoring the condition, quantity, consumption, rate of use, loss and associated costs) and measuring performance against established standards;
  • maintaining materiel assets in working order, scheduling and performing inspections, testing and maintenance work, and effecting corrective maintenance and repairs; and
  • developing and implementing measures to protect materiel assets (i.e., safeguarding materiel assets from damage, loss, fire and/or theft, and preventing unauthorized access / use).

Note: for records of activities relating to Information Technology systems and applications designed to facilitate the use, operation and maintenance of materiel assets, see the model records classification structure developed for the Management of Information function.

Example file codes and titles for: Material Management - Using

3.3-0

Material Management - Using - Policy Matters
(reserved for records related to developing, applying, monitoring, and/or evaluating policies that specifically address the 'using' sub-function of Material Management)

3.3-1

Material Management - Using - General Matters
(reserved for records related to the Material Management - Using sub-function record grouping but for which no specific file or file grouping has been created)

3.3-2

Material Management - Using - Government Processes for Using, Operating, and/or Maintaining Materiel
(reserved for records related to the Government of Canada and institution-specific processes addressing the use, operation, and/or maintenance of materiel assets)

3.3-3

Material Management - Using - Material Management Operations Committee
(reserved for records related to the deliberations of a [departmental / sector / branch] committee focussed on the use, operation, and/or maintenance of materiel assets)

3.3-3-1

- Terms of Reference

3.3-3-2005/06

- Meetings Agenda and Minutes - Fiscal Year 2005-2006

3.3-4

Material Management - Using - Liaison Activities
(reserved for records related to internal or external relations on issues and/or initiatives relating to the use, operation and/or maintenance of materiel assets)

3.3-4-1

- Interdepartmental Materiel Management Initiatives

3.3-5

Material Management - Using - Issuing
(reserved for records related to distributing and scheduling the use of materiel assets based on operational needs, and redistributing materiel within the institution)

3.3-6

Material Management - Using - Tracking
(reserved for records related to tracking materiel assets and inventory [e.g., monitoring the condition, quantity, consumption, rate of use, loss and associated costs] and measuring performance against established standards)

3.3-7

Material Management - Using - Maintaining
(reserved for records related to maintaining materiel assets in working order, scheduling and performing inspections, testing and maintenance work, and effecting corrective maintenance and repairs)

3.3-8

Material Management - Using - Protecting
(reserved for records related to developing and implementing measures to protect materiel assets, i.e., safeguarding materiel assets from damage, loss, fire and/or theft, and preventing unauthorized access and/or use)



[back to Materiel Management Function - Primary Numbers and Sub-functions]

3.4 MATERIAL MANAGEMENT - DISPOSE

This sub-function record grouping is reserved for records of activities and transactions that relate to or affect, in a specific manner, the disposition of materiel assets. Activities associated with the Material Management - Dispose sub-function may have a sequential relationship as follows:

Image 7

'Material management - dispose' entails the activities of:

  • establishing a disposal strategy (optimize disposal; timeliness and cost), identifying surplus materiel assets, and identifying the method of disposal;
  • removing materiel assets from inventories by implementing the selected method of disposal, e.g., transfer, destroy, donate, sell, trade-in, recycle, discard, or use some other disposal method; and
  • finalising the transfer of Crown ownership, removing the item(s) from the corporate inventory, and documenting disposal actions. Note: this activity feeds into the 'planning' sub-function.

Note: for records of activities relating to Information Technology systems and applications designed to facilitate the disposition of materiel assets, see the model records classification structure developed for the Management of Information function.

Example file codes and titles for: Material Management - Dispose

3.4-0

Material Management - Dispose - Policy Matters
(reserved for records related to developing, applying, monitoring, and/or evaluating policies that specifically address the 'dispose' sub-function of Materiel Management)

3.4-0-1

- Requirements of the Surplus Crown Assets Act

3.4-1

Material Management - Dispose - General Matters
(reserved for records related to the Material Management - Dispose sub-function record grouping but for which no specific file or file grouping has been created)

3.4-2

Material Management - Dispose - Government Materiel Assets Disposition Process
(reserved for records related to the Government of Canada and institution-specific processes for the disposition of materiel assets)

3.4-3

Material Management - Dispose - Materiel Assets Disposition Committee
(reserved for records related to the deliberations of a [departmental / sector / branch] committee whose focus is the disposition of materiel assets)

3.4-3-1

- Terms of Reference

3.4-3-2005/06

- Meetings Agenda and Minutes - Fiscal Year 2005-2006

3.4-4

Material Management - Dispose - Liaison Activities
(reserved for records related to internal or external relations on issues and/or initiatives concerning the disposition of materiel assets)

3.4-5

Material Management - Dispose - Identifying
(reserved for records related to establishing a disposal strategy (optimize disposal; timeliness and cost), identifying surplus materiel assets, and identifying the method of disposal)

3.4-6

Material Management - Dispose - Removing
(reserved for records related to physically removing items of materiel from corporate inventories by implementing the selected method of disposal, e.g., transfer, destroy, donate, sell, trade-in, recycle, discard, or use some other disposal method)

3.4-7

Material Management - Dispose - Concluding
(reserved for records related to finalising and documenting the removal of materiel items from corporate inventories, including transferring ownership/custodianship)

Note: this activity feeds into the 'planning' sub-function.

Legislative and Government Policy Requirements for BASCS Materiel Management Draft Classification Model

Click here to check the status of the legislative and government policy requirements for BASCS Materiel Management draft classification model.

Sample Conversion Plans for Materiel Management Records

Sample conversion plans for Materiel Management records will be appended as they become available. Click here to check the status of sample conversion plans.

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