The purpose of the Functional Profile is to facilitate the application of the Terms and Conditions (Appendix I) relating to the disposition of common administrative records created, collected or maintained by government institutions subject to the Library and Archives of Canada Act in support of the Materiel Management Function. It consists of a template describing the eight major sub-functions associated with Materiel Management, each sub-function further subdivided into tasks, activities and processes, as appropriate.
The function of Materiel Management, as a broad conceptual description of a common or shared function within and across all government institutions, is the management of movable assets, such as furniture, furnishings, equipment, supplies, vehicles and other materiel used or acquired by an institution for the purpose of administratively supporting its mission and mandate. This function involves how an institution manages its movable assets to ensure it meets its operational requirements for effective program delivery, and achieves value for money when planning, acquiring, using and disposing of materiel assets. Materiel Management as a life-cycle approach to the management of the materiel assets of an institution, as set out and described in the Treasury Board Secretariat's Materiel Management Policy, can be applied to any institution whether or not it is subject to federal central agency policies and guidelines. Materiel Management and its various sub-functions, as it is understood here, are governed by Federal, Provincial or other Acts, Statutes, Regulations, and Circulars and all other Appendices and Sections which consist of either mandatory or optional requirements as specified. Materiel Management in this functional profile is divided into four Phases of the life-cycle of materiel assets within which are listed eight sub-functions (in bold type) as follows:
Phase 1. assessing and planning requirements,
Phase 2. acquiring materiel assets and related services,
Phase 3. operating, using, and maintaining materiel, and
Phase 4. replacing and disposing of materiel assets.
This Functional Profile does not apply in respect to assets belonging to Real Property Management, where "Real Property" refers to fixed or immovable assets (in contrast to materiel assets which are movable) and, under the Federal Real Property Act, means, " . . . land, whether within or outside Canada, including mines and minerals, and buildings, structures, improvements and other fixtures on, above or below the surface of the land, and includes an interest therein." Records related to the Real Property Management function are covered by another Records Disposition Authority.
This Functional Profile does not apply to the Materiel Management functions such as planning, procuring or maintaining materiel assets which are part of Major Crown Projects. According to the current Treasury Board policy, Management of Major Crown Projects, "A project is deemed to be a Major Crown Project when its estimated cost will exceed $100 million and the Treasury Board (TB) would assess the project as high risk. However, Treasury Board may require any project exceeding the sponsoring minister's delegated project approval authority to be managed as an MCP." Records relating to the Materiel Management or Real Property Management of Major Crown Projects should be covered by an Institution Specific Records Disposition Authorities as these MCP's normally have an operational character or a mixed operational/administrative character for the sponsoring institution.
This Functional Profile does not apply to any function or sub-functions directly related to the financial management or the Controllership of financial transactions which may take place with or by an institution during the process of acquiring materiel assets by means of contracts, purchase orders or documented in any other financial records.
The Materiel Management functional profile applies to the following eight sub-functions:
This sub-function generally encompasses the business processes and activities which produce records created by government institutions while evaluating existing assets and resources, assessing current and future organizational needs, and reviewing alternative means of satisfying materiel needs including re-engineering business processes; monitoring and providing feedback on the implementation and effectiveness of Materiel Management policies; promoting the acceptance and use of environmentally sound products and practices by institutional managers; ensuring that Materiel Management complies with institutional policies and standards; and ensuring the effective and efficient management of all inventories and inventory cost distribution.
This sub-function generally encompasses the business processes and activities which produce records created by government institutions while developing purchasing strategies, participating in procurement strategy reviews, short-term and long-term logistics planning, and life-cycle costing of acquisition alternatives; coordinating the development of materiel and logistics objectives and operational plans that are consistent with corporate goals, including environmental objectives, policy and legislation; and keeping inventories of materiel purchasing and holding costs using automated information systems1 and supporting technology when these systems are cost-effective and can improve the Materiel Management Function (MMF).
1 For example, the Assets Information Management system (AIM) is a current materiel management data base used for such tracking and accounting purposes.
This sub-function generally encompasses the business processes and activities which produce records created by government institutions while procuring, purchasing, contracting, leasing, making, buying, reusing, and as much as possible selecting and ordering products which should be reusable and contain reusable parts, recyclable, and have a long service life or be economical to repair; putting in place an acquisition process that encourages competition, reduces costs and improves productivity; and ensuring delegation of Materiel Management acquisition authorities, as fully as possible, to line managers and other employees so that they can carry out their work in the most efficient and effective manner, including issuing acquisition cards to purchase materiel resources. This sub-function includes contracting for and procurement of services related to the management of moveable assets, for example, on maintenance services for vehicles or for moving, shipping and storage of furniture, equipment and supplies. However, contracts for the procurement of services related to other common administrative functions - for example, property acquisition, maintenance of facilities or office design - belong more appropriately to the Real Property Management Function and should always be disposed of according to the appropriate functions-based Records Disposition Authority. For the purposes of MIDAs the terms "contracts" and "contracting" are considered to be a subject in itself and not a function, or at most they may be considered an activity which must be related to a particular common administrative function. The activities related to contracting are governed primarily by Treasury Board Secretariat's Contracting Policy and its Appendices, Financial Administration Act, North American Free Trade Agreement (NAFTA), World Trade Organization - Agreement on Government Procurement (WTO-AGP), Agreement on Internal Trade (AIT), and by other extant policies used by institutions subject to the Library and Archives of Canada Act.
Whereas this sub-function includes the management of the MMF common administrative activities and processes involved in contracting, bidding, tendering, preparing standing offers, and use of purchase orders, it does not include the financial management sub-functions nor Controllership of financial transactions related to acquisitions. Records kept for the dual purpose of documenting materiel management and financial transactions, whether these record are originals or copies kept by Materiel Management or Financial Management program areas for convenience, are also covered by the Records Disposition Authority for the Financial Controllership function. In this case, the Terms and Conditions document attached to the MIDA No. 99/003 describes the sequenced application of Records Disposition Authorities under the heading Scope of the Authority and shall be adhered to.
This sub-function generally encompasses the business processes and activities which produce records created by government institutions while solving daily operational problems related to manual, mechanical or technological equipment, vehicles and other machinery or devices which form part of an institution's materiel assets used to carry out and support its functions.
This sub-function generally encompasses the business processes and activities which produce records created by government institutions while ensuring that materiel is used to the fullest extent possible, by encouraging the transfer, sharing, leasing, sale or barter of materiel within and between institutions; managing a materiel resources inventory to identify, measure, and distribute inventory; keeping track of materiel in use, loaned or transferred; and effectively using facilities to stock materiel assets.
This sub-function generally encompasses the business processes and activities which produce records created by government institutions while ensuring that materiel resources are properly maintained and used to extend the service life of the product; repairing, refinishing and reusing equipment and furnishings when economically feasible; shipping, storing and handling hazardous materiel in accordance with applicable federal, provincial, and other applicable statutes and regulations.
This sub-function generally encompasses the business processes and activities which produce records created by government institutions while replacing parts or complete items when these assets are beyond cost-effective repair, and where complete replacement is a better investment.
This sub-function generally encompasses the business processes and activities which produce records created by government institutions while disposing of and writing-off all materiel that has been purchased, produced or acquired, irrespective of whether it is recorded in an inventory data base or is an intangible asset, due to inventory shortage, destruction, fire, theft, loss or other reasons; disposing of hazardous waste through a specialized waste management company; donating the asset when the cost of selling an item exceeds the probable proceeds; disposing in a manner that obtains best value, including trade-ins where fair market price must be negotiated, and with consideration to disposal alternatives, such as reusing, recycling or recovering.