Core Policy and Procedures Manual

18.1 Objectives

• economic, efficient and effective use of public resources in service delivery
  
  
• support the implementation of government policy and consistent practices across government

18.2 General

In general government objectives for administration are pursued through centralization and by ensuring that managers and staff adhere to government-wide policies. All central agencies and ministries have a shared responsibility and interest to ensure that programs are managed and administered in accordance with this policy.

18.3 Policy

18.3.1 Accommodation

The objectives for government accommodation are to:

• implement workplace solutions that optimize program delivery capabilities;

• ensure government accountability for the use of accommodation;

• provide functional workplace requirements in a cost effective manner;

• ensure the effective and efficient management of surplus and underutilized space.
  

Ministries and other publicly funded agencies (Clients) are responsible for:

• identifying program delivery requirements;

• making accommodation decisions, consistent with budgetary and service delivery constraints, taking into account advice on accommodation options provided by the Accommodation and Real Estate Services division (ARES) of government shared services;

• identifying and advising ARES as soon as possible of any surplus and underutilized space.
  

ARES is responsible for:

• providing real property and accommodation infrastructure services to ministries and publicly funded agencies via specific agreements for services;

• advising on real property and accommodation infrastructure policies, standards/guidelines and best practices workplace provisioning;

• managing the supplier community in delivering workplace solutions;

• providing estimates of accommodation charges to ministries and publicly funded agencies, as required; and

• providing stewardship and management of the government's real property assets entrusted to ARES.
  

The Accommodation Agreement (available to Government of British Columbia intranet users only) describes the more technical and operational aspects of the business relationship between ARES and its Clients with respect to accommodations and real estate provisioning. Additional guidance on accommodation requirements is outlined in section 18.4.1.

Policy is as follows:

1. ARES is the shared services provider of real property and accommodation infrastructure services for government. Clients are required to use ARES services unless an exemption or modification is specifically provided in a Special Operating Agency framework agreement or approved by Treasury Board. ARES Clients are listed at Customers.
   
   

2. ARES charges for accommodation and real estate services are based upon the government accommodation pricing model.
   
   

3. In making accommodation decisions Clients should take into account accommodation options consistent with the policies and standards in the Government Office Space Standards (GOSS) and the ARES Technical Manuals.
   
   
4. Replacement, additional, or new accommodation is permitted only when a Client has operating and capital funding available in the fiscal year in which services are acquired from ARES and/or its service providers, and the Client is in substantial compliance with Government Office Space Standards (GOSS).
   
   
5. ARES and Clients shall be guided by policies and guidelines issued from time to time by Treasury Board and/or the Office of the Comptroller General (OCG).
   
   
6. Parking requirements will be provided in accordance with government parking policy (Public Service Agency directive 4.6, Appendix 2).

Consolidated Warehousing Services

Asset Investment Recovery (AIR) partners with ARES for the provision of warehouse space on behalf of ministries to achieve efficiencies and cost savings through consolidated warehousing.

1. All ministry requirements for warehouse space must be directed to AIR.
   
   
2. AIR is authorized to secure short-term warehouse space of up to 465.5 square metres for use by ministries. Warehouse space requirements greater than 465.5 square metres must be obtained by AIR through ARES.

Surplus Asset Disposal

Provides for the redistribution of assets across ministries and the sale of surplus assets to the public, private sector and broader public sector agencies. This program is also the disposal agent for the Federal Government in British Columbia. Methods of sale include cash and carry, offers to purchase via sealed bids, public auctions and via the internet BC Auction.

18.3.2 Agreements with Other Governments

18.3.3 Appointments to Government Crown Corporations, Agencies, Boards, Commissions and Administrative Tribunals

Remuneration of appointees to Crown corporations, agencies, boards, commissions and administrative tribunals must be consistent with the applicable Treasury Board Directive, as follows:

18.3.4 Business Meeting and Protocol Event Expenses

18.3.5 Financial Records

The Administrative Records Classification System (ARCS) and the Operational Records Classification System (ORCS) support policy in this section. The policy applies to paper financial documents, but not to electronic records or payroll documentation. In addition, the policy does not apply to financial documents that are maintained by ministries for operational purposes.

The Auditor General is an officer of the Legislature, independent from government, with authority to obtain information to carry out the mandate of the office. The Auditor General is directly entitled to access to information under section 16 of the Auditor General Act. Any concern about access to personal information by the Auditor General needs to be directed to a ministry director/manager of Information and Privacy. The disclosure of personal information that may be contained in records requested by the Auditor General is authorized under sections 33.1(1)(c) and 33.2(f) of the Freedom of Information and Protection of Privacy Act.

1. Information requested by the Auditor General to perform the mandate of the office must be promptly provided, except information that is subject to:
   
   
   • public interest immunity; or
     
     
   • solicitor-client privilege.
     
     
2. If a ministry in possession of information requested by the Auditor General is unsure whether or not public interest immunity or solicitor-client privilege applies to that information, the ministry should consult with the Comptroller General and obtain legal advice from Legal Services Branch, Ministry of Attorney General on the question.
   
   
3. If information requested by the Auditor General is subject to public interest immunity or solicitor-client privilege, refer to specific guidance in section 18.4.2.

18.3.6 Forms

18.3.7 Honorariums

A honorarium is a gratuitous payment as a token of appreciation for services provided.

18.3.8 Information and Communication

The Public Affairs Bureau (the Bureau) provides centralized communication management for government. The Bureau determines the roles and responsibilities relating to communications services, materials and paid advertising, and maintains a list of qualified suppliers for full service communications and advertising agencies.

Functional responsibilities vary depending on the type of information or materials required (i.e., informational or statutory as defined in the Communications Materials and Services Policies and Procedures Manual). The Bureau should be consulted regarding specific government requirements.

1. Ministries must obtain Bureau sign-off, through the Communications Director assigned to the ministry, for any materials prepared for public consumption, regardless of the medium used.
   
   
2. Ministries must provide the Public Affairs Bureau, Graphic Design Unit with:

• an electronic copy of images used for inclusion in the corporate image bank; and
  
  
• a hard copy of all publications produced for inclusion in the corporate publications library.

The Public Affairs Bureau (the Bureau) provides centralized coordination of government research initiatives and maintains a list of qualified suppliers for public opinion and market research consultants.

1. Ministries must submit all research requirements to the Bureau for approval. The Bureau will select a qualified supplier from their listing on behalf of ministries. Ministries should consult with the Research Advisor, Public Affairs Bureau, to determine the best methodology to meet ministry demands, the value of the work required and whether a Request for Proposals is needed.
   
   
2. The Public Affairs Bureau must approve all subcontractors conducting public opinion or market research, in particular for advertising testing, on behalf of communicating agencies. This policy applies to ministries requiring information for benchmarking, and data and client satisfaction information to fulfill service plan requirements.
   

BC Mail Plus provides mail processing and distribution services to ministries and government funded agencies on a cost recovery basis. BC Mail Plus establishes standards and procedures for all government mail services and is available to assist ministries and government funded agencies in establishing economical and efficient processes. Ministries are advised of standards and procedures, mail rates and current issues, such as the handling of suspicious mail, through BC Mail Plus.

Ministries are responsible for managing their outgoing mail volumes and postal expenses within base budgets, including BC Mail Plus service costs. BC Mail Plus is available to recommend economic and efficient commercial couriers for items of an urgent nature. Ministries are encouraged to consult with BC Mail Plus prior to entering into a continuous courier contract.

BC Employee Relocation Services coordinates government employee relocations, including the relocation of government employees' personal effects throughout the province, across Canada and to and from international locations. The Employee Move Authorization form (Fin191, PDF) can be found at Ministry of Labour and Citizen's Services' BC Mail Plus.

1. Ministries must provide BC Mail Plus with general ledger account coding for each mailing location and BC Mail Plus must supply ministries with pre-printed mail tickets to automate the chargeback process.
   
   
2. Ministries must ensure that all government mail is prepared in accordance with BC Mail Plus standards (e.g., address accuracy) to maximize postal rate discounts.
   
   
3. Ministries must implement internal office mail processes consistent with postal service standards outlined in the BC Mail Plus Customer Guide.
   
   
4. Ministries must consult with BC Mail Plus when designing new forms and envelopes for automated mail processing to avoid non-standard mail charges.
   
   
5. Ministries must consult with BC Mail Plus before entering into contracts or purchasing any mailing equipment to perform mail preparation, large volume scanning or mailing tasks. BC Mail Plus provides bulk mail preparation services, through use of high speed mechanical processing equipment and private sector contractors. Services include folding, inserting, inkjet addressing, incentive rate preparation and self mailer applications. Related services include creating and maintaining customer mailing lists; data analysis services which provide address accuracy, postal code correction, standardized address formats and incentive rate sorting on an economic basis.
   
   
6. Ministries must ensure that articles are not sent through the mail system if they could harm postal employees, or could soil or damage other mail, postal equipment or property.
   
   
7. BC Mail Plus must not be used to deliver or receive personal mail and the Fax Messaging System must not be used to transmit personal material.
   

1. Requests for printing and related services must be submitted to the Queen's Printer. Products such as digital black and white and colour copying services, business cards, letterhead, memorandums and envelopes may be ordered electronically (see Electronic Supply). Emergency requests will be accepted by telephone (250 387-3309).
   
   
2. Ministries must consult with the Queen's Printer before entering into contracts or purchasing any equipment to perform Printing Services. Printing Services include:
   
   
   • Black and white digital printing/copying;
     
     
   • Colour digital printing and copying;
     
     
   • Wide format production;
     
     
   • Variable data printing;
     
     
   • Web page development and hosting;
     
     
   • Graphic design;
     
     
   • Desk top publishing/typesetting;
     
     
   • Electronic publishing;
     
     
   • Print on demand;
     
     
   • Document management;
     
     
   • Printing project management;
     
     
   • Digital disc duplication; and
     
     
   • Print Brokerage Services-Contracting Printing from the private sector.
     
     
3. The Queen's Printer will provide estimates and/or quotations when requested to do so. Estimates are an approximate cost of the order (plus or minus 10%), based on a description of the work to be done. Quotations are a firm written commitment on the price of the job, based on an accurate written specification or printed sample from the customer.

Queen's Printer Publishing Services

Operates the BC Government Publications Index, which provides a common entry for the public to access government publications through the internet (Publications.gov.bc.ca).

This program manages the printing and distribution of publications for customers on a consolidated basis, including use of on-demand printing and electronic warehouse.

Publications Services produces the BC Gazette and the BC Government Telephone.

Access to current legislation is made available to the legal community, ministries and other agencies through an online subscription service called "QP LegalEze", which provides services to ministries to keep their legislation current. Printed copies of legislation are made available through Crown Publications Inc, a private sector marketing and distribution agent of the Queen's Printer.

A Content Management System is also operated in which document management applications are developed for customers where version control, workflow and publishing in numerous formats is required. (e.g., paper, the Internet, CD Rom).

Queen's Printer Open School BC

Publishes print and interactive online educational resources and courses. Core services include design and development of content for a variety of different learning situations, including use in a classroom and through the Internet. Whether it's Kindergarten or Grade 12, adult learning or specialized content, sound educational design and quality of content is delivered. Consistent processes are provided for needs assessment, design and development services, and various media are used to make the content interesting and enjoyable for the learner.

Office Products, Stationery and Protocol Giftware

1. Ministries must acquire their stationery, office products and protocol giftware from the Distribution Centre Victoria, or for items not stocked at this centre from the Corporate Supply Arrangement(s) established by Distribution Centre Victoria. These orders can be electronically submitted to the Distribution Centre Victoria at http://pss.online.gov.bc.ca/DCV/, Electronic Catalogue. In order to place an order as a government entity, contact should be made with Customer Service at 250 952-4460, or by email to set up a customer number.
   
   
2. Ministry offices not having access to the internet may submit orders by facsimile 250 952-4431, using Customer Order Form OPC# 7530951010, or by telephone 250 952-4460 or 1 800 282-7955 toll free.
   
   
3. Government stationery and office supplies must only be used for government business.
   

18.3.9 Relocation

Procedure Requirements - C.16

18.3.10 Shared Services

Common Business Services is a component of Solutions BC, Shared Services (Solutions BC). Solutions BC was formed to provide shared services in business areas such as:

• payroll;
  
  
• procurement (Queen's Printer, BC Mail Plus, Distribution Centre Victoria, Product Distribution Centre, Purchasing Services, IT Procurement Services, Asset Investment Recovery);
  
  
• strategic acquisitions and intellectual property management;
  
  
• information technology and archival of corporate information (CITS);
  
  
• finance and administration; and
  
  
• other common services across government.
  

The objective is to provide quality support services while ensuring that overall service delivery processes are streamlined and not duplicated. Depending on business needs, agreements on functions to be provided, service levels, costing and billing, performance and reporting requirements will be developed. For additional information, refer to the Shared Services internet site.

Policy is as follows:

18.4 Information and References

18.4.1 Guidance on Accommodation

18.4.2 Guidance for Auditor General Information Requests

These terms are as follows:

1. Your office will notify us if it plans to disclose to anyone outside your office (including as part of your office's policy of circulating for comment draft versions of your reports to interested parties) any information in or about the documents not already in the public domain so that the government may consider whether it has any objection in the circumstances to the planned disclosure.
   
   
2. Such notification will be provided sufficiently in advance of any planned disclosure of the information so that there will be time for meaningful consultation between your office and the government or for other actions as may be necessary in the circumstances.

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