HomeMy WebLinkAbout03.j. Agreement with Information MappingCentral Contra Costa Sanitary District
' BOARD OF DIRECTORS
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POSITION PAPER
Board Meeting Date: July 7, 2011
subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL
SERVICES AGREEMENT WITH INFORMATION MAPPING IN AN AMOUNT NOT
TO EXCEED $35,000 FOR ASSISTANCE WITH STANDARD OPERATING
PROCEDURE DEVELOPMENT FOR THE TREATMENT PLANT — PHASE ONE OF
FIVE
Submitted By Initiating Dept /Div.:
Margaret P. Orr, P.E. Plant Operations Department
Director of Plant Operations
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
V./- 9'..
A. Grieb M. Orr Jam M. Kelly,
General Manager
ISSUE: In accordance with purchasing procedures, board authorization is required for
the General Manager to execute a professional services agreement in an amount
greater than $25,000 for the Plant Operations Department.
RECOMMENDATION: Authorize the General Manager to execute a professional
services agreement with Information Mapping in an amount not to exceed $35,000 for
assistance with Standard Operating Procedure Development for the Treatment Plant —
Phase One of Five.
FINANCIAL IMPACTS: The Department budgeted $150,000 for assistance in the
development of standard operating procedures. This phase one effort is for $35,000.
The anticipated total cost for the effort will be better understood after this phase of the
project.
ALTERNATIVES /CONSIDERATIONS: The District could develop standard operating
procedures without technical assistance. This is not recommended because a
systematic approach will capture employee knowledge, replicate best practices, and
improve safety and operational procedures.
BACKGROUND: The Information Mapping method is a proven approach to analyzing,
organizing, and presenting information based on the audience's needs and purpose of
the information. The system improves organizational efficiency by making it easy for
operators to quickly find, understand, and use the information they need to do their jobs
effectively.
Plant Operations is interested in continuing to enhance the quality of operations by
improving the quality of the standard operating procedures.
N: \POSUP \Board of Directors \Board - Position Papers\2011 \Information Mapping 7 - 7- 11.doc
POSITION PAPER
Board Meeting Date: July 7, 2011
subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL
SERVICES AGREEMENT WITH INFORMATION MAPPING IN AN AMOUNT NOT
TO EXCEED $35,000 FOR ASSISTANCE WITH STANDARD OPERATING
PROCEDURE DEVELOPMENT FOR THE TREATMENT PLANT — PHASE ONE OF
FIVE
The critical drivers for this initiative are:
• Succession planning for a 46% retirement rate of seasoned Engineers and
operators over a five -year period that started in 2009.
EPA regulation 129 for the Multiple Hearth Furnaces requires annual review of
operating procedures and testing modules for all operators.
Existing standard operating procedures are housed within the online control system,
Plant Information Management System, and printed in manuals. Most procedures were
updated in 2003 or 2005. Phase one of the project will team District Engineers and
operators with information mapping experts to conduct an initial content review and
collection to accomplish the following:
Indentify the content that is needed for the operators.
• Work with operations engineers to:
o Collect and quantify existing content.
o Discuss problem areas when existing content needs to be updated.
Capturing this information will provide Plant Operations the foundational information
required to do the following:
• Conduct the content analysis and audit required in order to prepare an accurate
plan for how to complete this standard operating procedure initiative.
• Create the appropriate authoring infrastructure and identify the right training and
mentoring plan for a team that will begin to manage this knowledge transfer
internally beginning in mid - September.
Additional phases of this project will be presented to the Board for approval once this
content review is performed.
The Budget and Finance Committee reviewed this matter at its July 5, 2011 meeting.
RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a
professional services agreement with Information Mapping in an amount not to exceed
$35,000 for assistance with Standard Operating Procedure Development for the
Treatment Plant — Phase One of Five.
CADocuments and Settings \danderson \Desktop \Information Mapping 7 - 7- 11.doc