Asset Management
The acquisition, use and disposal of ESDC assets must support programs and operations and be aligned with federal government priorities and Departmental investment and business plans.
CFOB is responsible for Departmental asset management policy instruments, oversight over asset management activities, as well as the transactions and asset record information in the Departmental integrated financial and materiel management system - myEMS (SAP).
All managers and employees are responsible for safeguarding and for proper use of assets owned by the Department and should manage assets in a sustainable and responsible manner and in accordance with TBS and Departmental policies, standards, and guidelines. The removal of other assets from Departmental premises must be authorized and documented on form Loan of Departmental Equipment (ADM3004) (PDF, 96 KB) (opens new window). The return of any loaned equipment must be further documented on form Return of Departmental Equipment (ADM5018) (PDF, 68 KB) (opens new window)
See our Frequently Asked Questions for more information.
Tracked Assets
Tracked assets are those assets that are required to have individual asset records in myEMS (SAP), corresponding asset tags and numbers, and have up to date information in myEMS (SAP) that reflects the nature and lifecycle status of the asset from acquisition to disposal.
Tracked assets are defined in the Standard for Managing and Tracking Assets. Equipment and financial information on tracked assets must be appropriately recorded in myEMS (SAP).
Equipment Master Records (EMRs) are maintained in myEMS (SAP) to record key equipment information and lifecycle stages for Departmental tracked assets. Asset Master Records (AMRs) are the corresponding accounting records for capital assets (assets with an acquisition value of over $10k).
Asset Management Groups
Departmental assets generally fall in to three main categories: non IT assets, IT assets (primarily desktop equipment), and fleet vehicles.
For the most part, the management of non-IT assets are the responsibility of the cost centre managers and centrally managed cost pool managers who purchase the assets. Regional CFOB Asset Management Services are responsible for asset record information in myEMS(SAP) and to provide the asset tags for the assets that are required to be tracked in myEMS. For any types of regionally-specific services like shipping, receiving, distribution and disposal of Departmental assets, refer to the iService Catalogue or contact the CFOB Asset Management Services group in your region.
The Information Technology Asset Management (ITAM) team is primarily responsible for desktop equipment management. Consult the IM/IT Service Catalogue for your IT needs.
Fleet vehicles are managed by National Fleet Management and Regional Fleet Managers. The ESDC fleet is used for general administrative use, investigations and outreach programs. For more information on the regional fleet, please see your regional fleet manager or refer to the iService Catalogue.
Purchasing Assets
For information on purchasing assets, refer to procurement on the iService Catalogue.
Repair and Maintenance
For information on repair and maintenance of your assets, contact the appropriate asset management group.
Disposing Assets and Authority to Dispose
Regional CFOB Asset Management Services also provide the approval and guidance to dispose of all assets. Only CFOB has the delegated financial authority to authorize the disposal of Departmental assets (non-IT and IT) and this authority is exercised by Regional CFOB managers or directors. This is the authority to authorize an adjustment to the inventory record when disposing an asset as well as approve the disposal of the asset. This is also the authority to authorize the deletion records of materiel due to inventory shortage, destruction, fire, theft, loss and other reasons.
This being the case, ESDC managers and employees do not have the authority to approve the disposal of Departmental assets, and they need to refer to the iService Catalogue or contact the CFOB Asset Management Services group in their particular region for advice and guidance on how to proceed.
Asset Management Policy and Oversight
Asset Management Policy and Procurement (AMPP) is responsible for the Departmental policy and oversight for materiel and asset management. For questions on Departmental asset management policies, standards, business process and best practices, contact AMPP by email at: nc-assets-ip-policy-politiques-biens-pi-gd@hrsdc-rhdcc.gc.ca
Intellectual Property Assets
Intellectual property assets (whether third party or owned by ESDC) are managed in accordance the ESDC IP Management Policy. For more information, contact the IP Centre of Excellence (IPCOE).
- Asset Management Service Contacts
Atlantic Regional Office
Regional Accommodations, Assets & Managed Services (RAAMS) - atl-cfob-real-property-asset-management-dgapf-gestion-immobilier@hrsdc-rhdcc.gc.ca
National Capital Regional Office
To request any accommodation service complete the Accommodation Service Request Form (ADM5073) (PDF, 272 KB) (opens new window) and send your completed form to your assigned Accommodation Coordinator using this list: Accommodation Coordinators (PDF, 41 KB).
The Accommodation Coordinators sends an e-mail request, including the completed form to NCR Facilities and Asset Management (FAM) nc-accommodations-installations-gd@servicecanada.gc.ca.
For asset tags contact Stores GD Mailbox at: nc-phase-iv-receivin@hrdc-drhc.net.
Submit ADM Form 2476 – Asset Disposal Form to : nc-phase-iv-receivin@hrdc-drhc.net.
Ontario Region Office
Regional Accommodations, Assets and Managed Services (RAAMS) - on-cfob_dgapf-sd_is-gd@hrsdc-rhdcc.gc.ca.
Quebec Regional Office
Regional Accommodations and Assets - qc-dgapf-cfob-gestion-des-bines-asset-management-gd@hrsdc-rhdcc.gc.ca.
Western Regional Office
For questions or requests submit a ticket via: CFOBW-T Service Portal
IT Asset Management
Asset and Fleet Policy and Oversight
Contact nc-assets-ip-policy-politiques-biens-pi-gd@hrsdc-rhdcc.gc.ca.