Annual Report - Province Of Manitoba

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Annual Report2013/147-1715 St. James Street Winnipeg, MB R3H 1H3www.mda.gov.mb.ca mdamarketing@gov.mb.caAn Agency of the Manitoba Government

TABLE OF CONTENTSMINISTER’S LETTER OF TRANSMITTAL . 1DEPUTY MINISTER’S LETTER OF TRANSMITTAL . 2CHIEF OPERATING OFFICER’S LETTER OF TRANSMITTAL . 3STRUCTURE FOR OPERATIONS . 4MDA MISSION STATEMENT . 6ORGANIZATIONAL GOALS . 6ORGANIZATIONAL VALUES . 6BACKGROUND . 7AGENCY PRODUCTS . 7AGENCY SERVICES . 8MARKET SEGMENT INFORMATION . 10WAREHOUSE PRODUCTS – DISTRIBUTION INFORMATION . 112013/14 PROJECTS AND ACTIVITY STATUS HIGHLIGHTS . 121. HUMAN RESOURCES OVERVIEW . 122. NEW AND GROWTH BUSINESS INITIATIVES OVERVIEW . 143. INTERNAL PROJECT INITIATIVES OVERVIEW . 174. SUSTAINABLE DEVELOPMENT & GREEN INITIATIVES OVERVIEW . 19FINANCIAL OVERVIEW . 20APPENDIX A . 23

Annual Report 2013/14MINISTER’S LETTER OF TRANSMITTAL1

Annual Report 2013/14DEPUTY MINISTER’S LETTER OF TRANSMITTAL2

Annual Report 2013/14CHIEF OPERATING OFFICER’S LETTER OF TRANSMITTALJune 4, 2014To Our Valued MDA Stakeholders:I have the distinct honour of presenting the Materials Distribution Agency’s (MDA)twentieth Annual Report as a Special Operating Agency.MDA is the warehousing and distribution hub for the provincial government. The Agencyhas a multitude of business lines primarily focused on the distribution of goods and mail.With a centralized point of operation, MDA is able to offer its clients competitive pricingand substantive cost and resource savings. MDA adheres to all government procurementinitiatives and emphasizes this to encourage client loyalty and growth.MDA’s primary focus is to provide superior service and value added benefits that meet orsurpass our client’s needs and expectations. We are proud of our role and performanceand continue to look for ways to improve and expand.MDA’s success is directly related to the partnerships it has been able to forge and secure.With its vast knowledge of the industry, the Agency is often called upon to developlogistics solutions that are beneficial to its clients. This includes being able to react quicklyto concerns and emergent issues. Stakeholders, such as Employment and IncomeAssistance Branch, Manitoba Textbook Bureau, and The Office of Disaster Management,have realized substantial cost savings and benefited from the resources the Agency hasmade available.MDA is grateful to its clients for their long standing loyalty and we look forward todeveloping new and innovative opportunities for them. MDA’s future is bright as itcontinues to offer excellent service and expertise, while creating an environment ourclients want to be a part of.On behalf of MDA and its staff, I would like to thank our clients for their continued supportof MDA. The Agency is grateful not only for having the opportunity to provide provincialdepartments with distribution solutions, but also for their continued commitment and trust,which have enriched our relationship.Sincerely,Dave BishopChief Operating Officer – MDA3

Annual Report 2013/14STRUCTURE FOR OPERATIONSAccountability StructureAs an organization within Manitoba Infrastructure and Transportation, MDA reports directly to theAssistant Deputy Minister, Supply and Services, and is held accountable to the Deputy Minister andMinister of Infrastructure and Transportation for operational and financial performance.The Agency operates outside of the Consolidated Fund under the Special Operating Agencies FinancingAuthority (SOAFA), which holds title to the Agency’s assets, provides financing for operations, and isresponsible for its liabilities. Governance and accountability are substantiated by MDA’s compliancewith its Operating Charter, Transfer Agreement, Management Agreement, applicable General Manualof Administration policies, and by The Special Operating Agencies Financing Authority Act. Financial andoperational information and requirements are disseminated to and from Treasury Board through an SOAcoordinator at Treasury Board Secretariat.The Accountability Structure Chart presented below outlines the current structure:Materials DistributionAgencyAccountability Structure ChartMarch 31, 2014Legislative AssemblyCabinetTreasury BoardMinister of Infrastructure& TransportationMinister of FinanceDeputy Minister ofInfrastructure & TransportationAdvisory BoardSpecial Operating AgenciesFinancing AuthorityAssistant Deputy MinisterSupply & ServicesChief Operating OfficerMaterials Distribution Agency4

Annual Report 2013/14Advisory BoardThe Advisory Board for the Materials Distribution Agency meets as required to review the Agency’sfinancial and operating reports, the draft Business Plan, and any proposed changes to the Agency’sCharter. The Board’s members offer advice and direction on reporting and management issues of concern,and on short and long term strategic planning.Members of the MDA Advisory Board, as of March 31, 2014, are listed below.Members of the Advisory Board for Materials Distribution AgencyCHAIRDoug McNeilDeputy MinisterManitoba Infrastructure and TransportationMEMBERSClientRepresentativesBruce BremnerAssistant Deputy MinisterManitoba ConservationIan HasanallyAssistant Deputy MinisterAdministrative Services DivisionManitoba Infrastructure andTransportationEx OfficioTracey DanowskiAssistant Deputy MinisterSupply and Services DivisionManitoba Infrastructure andTransportationDavid BishopChief Operating OfficerMaterials Distribution AgencyStaff RepresentativePeter RobertsLogistics CoordinatorMaterials Distribution Agency5

Annual Report 2013/14MDA MISSION STATEMENTMissionThis Agency provides mail and material management services to the public sector.ORGANIZATIONAL GOALSEmployees – To increase employee job satisfaction and foster a respectful workplace.Service – To sustain and improve customer service by developing infrastructure, setting standards andmeeting or exceeding customer needs.Growth – To grow business while maintaining or decreasing overall government expenditures.ORGANIZATIONAL VALUESMDA’s mission statements are focused on reliability, teamwork and accountability in its efforts to be theGovernment of Manitoba’s single source for products and services.ReliabilityMDA: Continually improves all aspects of its organization Provides consistent services Establishes and follows standards Does not make promises it can’t keep Is fair Demonstrates integrityTeamworkMDA: Behaves ethically Recognizes achievements Communicates Is positive Sees each call as an opportunity Values diversity of backgrounds and opinions Creates and supports a common direction and common goals Demonstrates the priority of team goals6

Annual Report 2013/14AccountabilityMDA: Meets deadlines Provides clients with quality assured goods Saves government clients money Strives to know its clients’ needsBACKGROUNDIn 1974, MDA was created to provide the government with centralized materials management forgovernment departments, boards, commissions and agencies. It became an SOA in 1993. Postal Serviceswas created in 1954 to provide government-wide postal services and became an SOA in 1996. Theorganizations amalgamated on April 1, 2005. MDA’s mandate is to cost-effectively meet the mail andmaterial distribution requirements of organizations within the broader public sector.AGENCY PRODUCTSMDA bulk purchases a variety of commonly used supplies, and then distributes these goods in smallerunits as needed by its clients. These distinct product lines are listed below:CommoditiesStationery and Office SuppliesJanitorial SuppliesMedical SuppliesLine Items1,1944121,519Home Care Equipment432Office Furnishings and Furniture332Publications356Total Line Items4,2457

Annual Report 2013/14AGENCY SERVICESMDA provides the following lines of business and related key services:Mail ProcessingMDA processes different types of mail for clients. Mail staff: Weigh and ascertain postage of standard and oversized mail through high speed mailmachinesForward letter mail that exceeds the maximum dimensions or weight through one of twocomputerized shipping systemsProcess high volume mail through permit mail using pre-printed indicia on envelopesCoordinate prepaid mailings through use of numerically controlled Canada Post envelopesThe current cost to clients consists of actual postage and a separate processing fee which variesdepending on type (i.e. metered or permit mail). Vendor rate increases will not automatically increase theAgency’s processing fee. MDA has other products, such as variable rate services, including Business ReplyMail, Returned Mail and Short Paid Mail where the rate does not remain constant.Mail FinishingMDA provides clients with various types of mail finishing services, such as: Envelope addressingBursting of printed forms and chequesFolding of printed materialEnvelope insertionManual collating of items into kits or envelopesCurrent prices vary, both with the type of activity (i.e. bursting or folding) and volume. MDA may offerhigh volume clients lower rates, but eligibility for this pricing is dependent on the quality of the clients’printed materials.Inter-Departmental Mail (IDM)Clients purchase Prepaid Labels in four denominations (Letter, Oversize Letter, Small Packet, and Parcel).Label fees are based upon the size of the item being mailed or the service provided. MDA IDM also offersSignature Service which provides clients with mail delivery confirmation.Contract AdministrationMDA offers broader public sector clients access to volume-based contracted courier and parcel rates.MDA invoices a percentage of the actual cost as its fee to recover expenditures associated with contractadministration.Digital PrintingMDA’s Variable Data Printing Service provides clients with “just in time” printing of electronic documentson high speed digital black and white printers that can be immediately transferred to the Finishing,Processing, and IDM lines of business. Pricing is on a per impression basis.8

Annual Report 2013/14Home Care Equipment RentalMDA provides a comprehensive rental, repair and service program. The Agency receives and repairs anydamaged or non-functioning component including disinfecting the item before returning it to the activeequipment rental pool. MDA carries out periodic safety checks on equipment in the field to ensure itemsremain in good working condition. MDA also electronically tracks equipment usage for the Employee andIncome Assistance Branch (EIA) program.Key Copy CentresMDA administers the Copy Centre Program, which includes ordering supplies for each copy centre, andarranging for repairs and maintenance. A per copy charge is applied based on user volumes recorded byelectronic or manual keys. MDA is aware of the provincial strategy for integrating multi-use fax printers.This will eliminate most of the copy centres.Warehouse and Distribution ServicesMDA provides distribution services to other agencies and departments. This includes picking, packingand transportation for provincial, national and international distribution. These services are offered atvery competitive rates and continue to show favourable growth for the Agency. Key distribution servicesinclude:Janitorial and Stationery Products Wide range of janitorial and stationery items (currently 1,606 products)209 products are environmentally friendly (increasing annually)Toner recycling programPricing is the same throughout the province and is competitive with private companies (threeindependent audits were conducted and support claims that MDA is more cost effective thanbuying directly from retailers)Medical Supplies Medical supplies for rural home care – Regional Health Authority, HealthNutritional supplements and child care items – Employment & Income Assistance, Family ServicesLab & X-ray facilities – Diagnostic Services of Manitoba (DSM), HealthHealth booklets/pamphlets – HealthManitoba Text Book Bureau (MTBB) MTBB is an SOA that distributes textbooks and other school-related itemsWork is year-round with a heavy order period between June and OctoberStorage Secure storage facilities are provided for government clientsRates are well below private industry9

Annual Report 2013/14Office Relocation/Moving and Disposal Services Significant cost savings and consistent positive client feedback Furnishings that offices/workplaces no longer need are recycled to other offices or throughrecycling companiesProvincial Vaccine Program Distribution of vaccines throughout the province on behalf of Manitoba Health. These vaccinesmust be maintained between 2 and 8 degrees Celsius at all times until consumed by the end user MDA is the first provincial entity to achieve GMP certification through Health Canada Increased risk management control for products within this programSpecial Projects Timely and cost effective management of projects that are short in nature (3 – 12 months) Example: Pandemic warehousing and distribution for the Office of Disaster Management Example: Provincial Low Cost Bike Helmet ProgramMARKET SEGMENT INFORMATIONTotal Revenue 2013/14: 24,402,0000%3%Provincial Departments24 %Regional HealthAuthoritiesMunicipal Governments73 %10Boards, Commissions,Agencies

Annual Report 2013/14WAREHOUSE PRODUCTS – DISTRIBUTION INFORMATIONNumber of Orders2013/142012/132011/122010/11Warehouse Orders46,90051,90054,60053,300Equipment Orders15,90014,50714,07114,3003,9504,1503,700Mail Finishing OrdersVaccine Orders6,7006,460n/an/aFederal Mail Processed (pieces)1.51 million1.80 million2.35 million2.63 millionInter-Departmental Mail (pieces)161,000318,000347,000339,400Payroll Advice 34511,855Office Relocations697654638724Distribution of Products By %57%Rural46%46.5%46%43%Delivery of Winnipeg Orders2013/142012/132011/122010/11Regular (2 days)93%91.9%95%95%Same day4%3.7%2%2%Pickup3%4.4%3%3%Manitoba Text Book Bureau Orders11

Annual Report 2013/142013/14 PROJECTS AND ACTIVITY STATUS HIGHLIGHTS1. Human Resources OverviewMDA has identified several internal areas which need to be improved. Improvements will take place usingmanagement recommendations, government initiatives and employee suggestions. This section willcomprise MDA’s strategic human resource plan, tracking mechanisms and reporting on a quarterly basis todeal with these issues.Safety Management ProgramMDA management, the Supply & Services Safety Facilitator and the Safety Committee will develop aninternal Safety Management Program to ensure all potential accidents are investigated and improvementsimplemented.Strategy results: The Supply and Services Division Safety Facilitator conducted a safety audit at MDA in the firstquarter. Results will be communicated to the Agency in the third quarter. MDA passed the safety audit and has made corrections resulting from the audit.Communication ImprovementsCommunication remains a concern for the Agency. Improvements made in 2012/13 will help to ensuremorale and efficiencies remain high this fiscal year.1. Hold a minimum of 10 meetings for each MDA area in the 2013/14 fiscal year, with minutesdistributed to managers and the COO.Strategy results:Business AreaCustomer Serv. & EquipmentContracts & PurchasingWarehouse - DistributionWarehouse - Mail ServicesFinance & ITStandard10/yr10/yr10/yr10/yr10/yr1st Qtr 2nd Qtr32323131313rd Qtr222214th Qtr33333Total10109982. Conduct an employee survey in the third quarter, with a management review and implementation ofrecommendations in the remainder of the fiscal year.Strategy results: The employee survey was conducted in the fourth quarter. Results were very encouraging. MDA management will work with staff on recommendations and ideas from the survey in fiscalyear 2014/15.12

Annual Report 2013/143. Hold two meetings with all staff in fiscal year 2013/14 to update staff on business initiatives, newpolicies, MDA’s financial situation and answer questions.Strategy results: The COO met with all MDA staff to communicate the province-wide Attendance ManagementGuidelines and answer any questions. The COO conducted a meeting with all MDA staff at the Employee Appreciation awards in June2013 The COO spoke to staff and gave updates on business projects in December 2013Semi-annual NewsletterA semi-annual newsletter will be developed and distributed to all MDA staff.Strategy results: The first newsletter was distributed in the second quarter and another in the fourth quarter.The feedback was very positive from staff.Wellness PlanTo be an employer of choice, MDA must reflect the population it serves and provide a positive workplaceenvironment. With an aging employee base, the Agency is experiencing higher absenteeism, increasedhealth concerns and a need to accommodate staff while remaining attractive to potential employees. MDAhas developed a plan for improvements to staff health. MDA’s Wellness Committee and management haveidentified the followin

Annual Report 2013/14 3 CHIEF OPERATING OFFICER’S LETTER OF TRANSMITTAL June 4, 2014 To Our Valued MDA Stakeholders: I have the distinct honour of presenting the Materials Distribution Agency’s (MDA) twentieth Annual Report as a Special Operating Agency. MDA is the warehousing and distribution hub for the provincial government. The Agency

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