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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.
Materiel Management
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.
- Planning Materiel Requirements
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.
- Acquiring Materiel Assets and Related Services
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.
- Operating Materiel Assets
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.
- Maintaining 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.
- Replacing Materiel Assets
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.
- Disposing of Materiel Assets
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.
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