HomeMy WebLinkAbout04.a. Receive Second Quarter update of FY 2017-18 Strategic Plan Tracking Page 1 of 16
Item 4.a.
Central Contra Costa Sanitary District
February 13, 2018
TO: ADMINISTRATION COMMITTEE
FROM: ANN K. SASAKI, DEPUTY GENERAL MANAGER
SUBJECT: RECEIVE SECOND QUARTER UPDATE OF FY2017-18 STRATEGIC PLAN
TRACKI NG
Attached is the Strategic Plan Tracking Reports for the second quarter of FY 2017-18. These reports
provide an update on the progress on each goal and strategy through the fulfillment of the key success
measures and the key metrics.
The color legend indicates the progress of each key success measures and key metrics:
BLUE — Complete
GREEN — On Task
YELLOW — Off Task
RED —At Risk
ATTACHMENTS:
1. FY 2017-18 Strategic Plan Metric Tracker
2. FY 2017-18 Strategic Plan Key Success Measures Tracker
February 13, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 45 of 74
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FY 2017-18 STRATEGIC PLAN
KEY PERFORMANCE METRICS PROGRESS REPORT
GOAL 1
PROVIDE EXCEPTIONAL CUSTOMER SERVICE
Metric FY 2017-18 Target 1st QTR 2nd QTR 3rd QTR 4th QTR Comments/Issues
Average onsite response time for Less than 20 minutes 40 Minutes 37 Minutes
collection system emergency
calls, during working hours
Average onsite response time for Less than 30 minutes 44 Minutes 42 Minutes
collection system emergency
calls, after hours
Average customer service rating At least 3.8 out of 4.0 3.93 4.0
for emergency calls
Average customer satisfaction Greater than 95% 0 (Zero) 98.5% 1St QTR: None received.
rating on construction projects 2nd QTR: One customer satification survey received.
Average customer satisfaction Greater than 95% 100% 92%* 111 QTR: Four surveys were received in the 1 st Quarter, each with a 100% rating.
rating on permit counter (100%) 2nd QTR: Eight surveys were received in the 2"d Quarter. Seven surveys gave 100% rating or Excellent. One customer
interactions gave an unsatisfactory review,which results in a 92%overall satisfaction for the mid-year total.*
*Comments indicate that customer was unhappy with paying any development fees for all agencies. Due to nature of
comments, staff is able to identify the customer who paid partial ADU fees during the transition.As this does not provide
feedback on customer service by staff, removing this rating from the total results in 100%satisfactory.
Number of students served by Greater than 2,200 per year 66 494 1st QTR: Our education programs reached 66 students in the 1 st Quarter. Since school did not begin until the end of
our education programs August, these numbers will show a substantial increase in the coming months which is in line with previous years.
2"d QTR: Educational programs continue to grow with an increase in students served from the same time last year as well
as updating our existing programs to help them be more efficient and engaging.
Number of District employees At least 50%of all District staff 0 (Zero) 0(Zero)
attending annual customer
service training
Number of participants on Greater than 150 participants per 42 119 Total 1St QTR: Forty-two participants toured the treatment plant(and sometimes other facilities). This is 28%of the goal. As of
treatment plant tours year October 1, 2017,there are well over 100 additional tour attendees registered for
FY 2017-18.
2nd QTR: More participants toured the treatment plant, including a VIP tour of sister agencies and elected officials during
our Household Hazardous Waste signature event.
Number of participants at Greater than 400 participants per 42 382 Total 1St QTR: One speaker's bureau presentation occurred to a group of 42 Rossmoor Rotarians. Several more presentations
speaker bureau presentations year are booked for the remainder of FY 2017-18.
2nd QTR: On track for speker's bureau goal with constant presentations being given by all members of the team.
Number of students attending Greater than 30 participants per 0 (Zero)Applicants 1 Applicant 1St QTR: Seeking partnerships and optimizing marketing for key demographics.
Citizens Academy session 2nd QTR: One applicant received and some marketing has run.Will perform significant marketing push in early months of
2018.
0 Completed O On Task Off Task 0 At Risk
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February 13, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 46 of 74
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FY 2017-18 STRATEGIC PLAN
KEY PERFORMANCE METRICS PROGRESS REPORT
GOAL 2
STRIVE TO MEET REGULATORY REQUIREMENTS
Metric FY 2017-18 Target 1St QTR 2nd QTR 3rd QTR 4th QTR Comments/Issues
NPDES compliance Zero violations 0 (Zero) 0(Zero)
Title V compliance Zero violations 0(Zero) 0(Zero)
Recycled Water Title 22 Zero violations 0(Zero) 0(Zero)
Compliance
Sanitary sewer overflows Less than 3.0 spills per 100 miles 0.19 0.92
of pipeline
Spills to public water Less than 3 0 (Zero) 0(Zero)
Percent of spills less than 500 Greater than 95% 67% 91%
gallons
Pipeline cleaning schedules Greater than 95% 99% 93%
completed on time
Pipeline cleaning quality On at least 3% of pipeline 3.3% 2%
assurance/quality control cleaned on an annual basis
(QA/QC)
Pipeline cleaning QA/QC passing Greater than 98% 88% 86%
rate
Annual source controls 100% 100% 100%
inspections completed on time
0 Completed O On Task Off Task 0 At Risk
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February 13, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 47 of 74
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I FY 2017-18 STRATEGIC PLAN
KEY PERFORMANCE METRICS PROGRESS REPORT
GOAL 3
BE A FISCALLY SOUND AND EFFECTIVE WATER SECTOR UTILITY
Metric FY 2017-18 Target 1st QTR 2nd QTR 3rd QTR 4th QTR Comments/Issues
Standard and Poor's Credit AAA Target Met Target Met
Rating
Debt service coverage ratio Greater than 2.0 times Target Met Target Met
Maintain service affordability Sewer Service Charge less than Target Met Target Met
median of Bay Area agencies
Actual reserves as a percentage 100% Target Met Target Met Target is based on year-end achievement.As of 6/30/17 reserve targets were met or exceeded. Same is anticipated for
of target 6/30/18. During the year, O&M and CIP working capital reserves will drop below targeted levels due to timing of cash flows.
Operating expenditures as a Greater than 90% TBD TBD
percentage of operating budget
Workers Compensation Less than 1.0 .71 .71
experience modifier
Return to work Provide modified duty for greater 100% 100%
than 80%of occupational injuries
Self-insurance reserves as a 100% 100% 100%
percentage of target
0 Completed O On Task O Off Task 0 At Risk
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February 13, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 48 of 74
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FY 2017-18 STRATEGIC PLAN
KEY PERFORMANCE METRICS PROGRESS REPORT
GOAL 4
DEVELOP AND RETAIN A HIGHLY TRAINED AND INNOVATIVE WORKFORCE
Metric FY 2017-18 Target 15Y QTR 2nd QTR 3rd QTR 4th QTR Comments/Issues
Average time to fill vacancy(from Less than 60 days 79 58
request to hire)
Percentage turnover rate to Less than 3.4% 1.0% 2.4%
remain at or below industry
average
Average annual training hours Track in FY 2016-17, set target 8.00 per FTE 7.5 per FTE
per employee for FY 2017-18
Actual versus budgeted usage of Greater than 80% 17% 35% Target is based on year-end achievement.
tuition reimbursement
Percentage of performance 100% 50.5% 57% 15t QTR: Thirty-eight completed performance evaluations received out of 75 that were due.
evaluations completed on time 2"d QTR: Forty-two completed performance evaluations received out of 73 that were due.Two removed due to leave-of-
absence or retirement.
Employee injury and illness lost Less than BLS California 7.14 3.01 2"d QTR: There were no recordable injuries for the 2nd Quarter.
time incident rate Sewage Treatment Facilities
Rate (7.4)
0 Completed O On Task O Off Task 0 At Risk
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February 13, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 49 of 74
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FY 2017-18 STRATEGIC PLAN
KEY PERFORMANCE METRICS PROGRESS REPORT
GOAL 5
MAINTAIN A RELIABLE INFRASTRUCTURE
Metric FY 2017-18 Target 1st QTR 2nd QTR 3rd QTR 4th QTR Comments/Issues
Safety work orders completed on 100% 96% 100%
time
Regulatory Title V work orders 100% 100% 98%
completed on time
Planned treatment plant Greater than 95% 92% 87%
preventative maintenance
completed on time
Miles of pipeline replaced Greater than .5%of assets 1st QTR: Pipeline being replaced per collection CWMP. Ongoing projects on schedule to be completed by January 2018.
(7.6 miles per year for next 5 Upcoming bids to be determined.
years starting in FY 2017-18) 2"d QTR:4.9 Miles as of January 28, 2018 for FY 2017-18. New projects starting to bid and several sewers are to be
completed prior to July 2018 to coordinate with city or county paving projects.
Capital expenditures as a Greater than 90% 68% 99% 1st QTR: Delayed billing on several construction projects.
percentage of capital budgeted 2"d QTR: On target.
cash flow
Information system uptime 100% 100% 98% 2nd QTR: Outage on December 31, 2017 resulted in approximately two days of partial down time. Treatment plant side
(excluding planned maintenance) network was unaffected. Outage was during non-business hours with minimal impact. 98% uptime for the 2nd Quarter.
Data backup and recovery Zero lost data 2nd QTR: No data loss.
0 Completed O On Task O Off Task 0 At Risk
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February 13, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 50 of 74
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FY 2017-18 STRATEGIC PLAN
KEY PERFORMANCE METRICS PROGRESS REPORT
GOAL 6
EMBRACE TECHNOLOGY, INNOVATION AND ENVIRONMENTAL SUSTAINABILITY
Metric FY 2017-18 Target 1st QTR 2nd QTR 3rd QTR 4th QTR Comments/Issues
Total gallons of recycled water Greater than 240 million gallons 43%of 50.6%of 1st QTR: 102,440,918 gallons
distributed to external customers per year Total Goal Total Goal 2"d QTR: 19,183,333 gallons
Maximum residential fill station 15 minutes 1st QTR: < 15 minute wait
customer wait time 2nd QTR: < 15 minute wait
Gallons of recycled water Greater than 14 million gallons 10%of 18%of 111 QTR: 1,456,811 gallons
distributed at the residential fill per year Target Goal Target Goal 2nd QTR: 2,547,477 gallons
station
Gallons of recycled water Greater than 4 million gallons per 13% of 13.4%of 1st QTR: 510,345 gallons. District Capital Project contractor used majority of water. Portion of that contractor's water could
distributed at truck fill program year Total Goal Total Goal have been consumed during end of 4th Quarter FY 2016-17. Contractor was unresponsive in providing meter data for five
months.
2"d QTR: 27,872 gallons
kWh of electricity produced Greater than 18 million kWh per On Target On Target 1st QTR: 18.9 million kWh
year(reported as a rolling 2nd QTR: 19.7 million kWh
average)
MWh of solar power produced at Greater than 200 MWh per year On Target On Target 11t QTR: 234.9 MWh
CSO and HHW (reported as a rolling average) 2nd QTR: 288.0 MWh
Pilot test new and promising Greater than 3 pilot tests or 1st QTR: Planning is coordinating HYPOWERS Pilot and Wet Scrubber Pilot.
technology reviews per year 2nd QTR: Completed Scrubber Water Treatment Bench Test. Completed Wet Scrubber Pilot. Continued HYPOWERS Pilot
coordination.
Present research papers and Greater than 3 papers per year 1st QTR: Three conference presentations are scheduled for 2nd Quarter:
findings GIS Analyst Carl Von Stetten—Migrating Legacy Applications into an Model-View Controller(MVC) Framework
• Senior Engineer Dan Frost—HYPOWERS Hydrothermal Processing Project at Central San
• Associate Engineer Michael Penny—What's so Complicated? It All Flows Downhill. How Central San Changed the
Way They Define Rehabilitation Spending
2nd QTR:
• Three presentations above were presented.
• Abstract accepted for 2018 CWEA(April 2018). Planning &Applied Research Group—"Realizing Optimization
Opportunities from Your Master Plan"
0 Completed O On Task Off Task 0 At Risk
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February 13, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 51 of 74
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Alm'h FY 2017-18 STRATEGIC PLAN
KEY SUCCESS MEASURES PROGRESS REPORT
GOAL 1
PROVIDE EXCEPTIONAL CUSTOMER SERVICE
Strategy Initiative Key Success Measures 1St 2"d 3nd 4th Performance in Achieving Success Measures
QTR QTR QTR QTR Status, Comments and Exceptions
Update website to increase customer engagement, efficiency in customer-District 1St Qtr:Vendor has been working with all Central San leads with a timeline in place for all three websites
processes,and showcase the District as an industry leader. to be replaced by the end of FY 2017-18.
Invest in business process 1St Qtr: Central San Facebook has 186 Followers, and Twitter page has 231 Followers. We have
changes and technologies to Develop and monitor growth of social media. increased engagement on both pages, including a significant increase in outreach for the HHW 20th
effectively increase access to
District information and promote Anniversary Event promotional posts.
customer care,convenience and Evaluate and improve process for managing District electronic records, including 2nd Qtr: On hold indefinitely.
self-service. email.
Implement on-line permit processing (FY 2017-18). 1St Qtr: Rolled into ERP replacement for FY 2018-19.
Conduct and track outreach for the Comprehensive Wastewater Master Plan 1St Qtr: CWMP customer outreach continues. The October 2017 Pipeline Newsletter focuses on
(CWMP). highlighting CWMP projects and other actionable work(photos)that shows customers' rates being
7 prudently invested in infrastructure.
Conduct external presentations that highlight District services and key initiatives 1St Qtr: One speaker's bureau presentation reaching 42 Rossmoor Rotarians occurred in the 1 st Quarter.
Foster CustomerIncrease customer understanding through speaker's bureaus and other presentations. Several more presentations are booked for the remainder of the year and outreach continues.
Engagement and and support for key issues facing 1St Qtr: Forty-two people participated in tours of the treatment plant and other facilities. More than 100
Awareness the District. Conduct facility tours and track the number of people participating. additional participants are already registered for the coming year and many more are expected. Outreach
for this continues.
1St Qtr: HHW 20th Anniversary public service announcements have been developed and will air across
Develop videos and public service announcements to communicate important Central San's service area on cable TV and locally on CCTV. "The Overflow Hero!"was selected as an
District information, programs and services. interactive knowledge exchange(IKE)to be exhibited at WEFTEC on October 3, 2017.
2"d Qtr:A FOG campaign ran during Thanksgiving to promote the recycling of cooking oil at HHW.
Track number of meetings with elected officials and stakeholders. 1St Qtr:All meetings with elected officials have been tracked in the Board's event log.
Build and maintain relationships 1St Qtr: HHW 20th Anniversary Event on October 18, 2017 includes attendance by representatives at the
with Federal, State and local Host an annual signature event that includes legislators and stakeholders. federal, state, and local level who will each provide proclamations/certificates honoring Central San.
elected officials and key They will also have the option of taking part in a VIP treatment plant tour.
stakeholder groups. 1St Qtr:The Board continues to be active in their communities providing City Council presentations in
Plan presentations for Board Members to present to City Councils and community Martinez, Pleasant Hill,Walnut Creek, Danville and
groups of their liaison cities. San Ramon. Our Board President has met with Senators Glazer, Dodd, and Baker.
0 Completed O On Task O Off Task 0 At Risk
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February 13, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 52 of 74
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FY 2017-18 STRATEGIC PLAN
KEY SUCCESS MEASURES PROGRESS REPORT
GOAL 1
PROVIDE EXCEPTIONAL CUSTOMER SERVICE
Strategy Initiative Key Success Measures 1St 2nd and 4t" Performance in Achieving Success Measures
QTR QTR QTR QTR Status, Comments and Exceptions
Provide staff with Public Records Act training. 2nd Qtr: Tentatively scheduled for Spring 2018.
st
Respond to all customer field requests within 20 minutes during work hours. 1ndQtr:Average response time was 40 minutes.
2 Qtr:Average Response time was 37 minutes.
Conduct annual customer service sensitivity training to all District staff. 1St Qtr: Session tentatively scheduled for 3rd Quarter.
Foster Customer Provide high quality customer
Engagement and service. Conduct annual political sensitivity training for all District management and 1St Qtr: Session held in September 2017.
Awareness supervisory staff.
Monitor customer feedback and identify trends and areas for improvement. 1St Qtr: Central San will now own the HHW Yelp page which has a 4.5 out of 5 Star rating!
Survey Customers and conduct research to assess customer expectations 1St Qtr: Central San will work to contract for a follow-up survey to our initial benchmark survey.
(FY 2017-18).
Communicate important District initiatives and information to employees via print 1St Qtr:The employee newsletter(Lateral Connection) now includes monthly features from Safety,
and electronic communication. Human Resources, and Information Technology.
Solicit feedback from employees on efficiency of District operations, and See Government Finance Officers Association note below.
Foster employees' understanding implement viable solutions.
of District operations and their role
in our success. Continue review and streamlining of existing Board policies, and assist with
development of new Board policies as may be necessary.
Improve Update current intranet system and its contents(FY 2017-18). 2nd Qtr:Vendor has been working with all Central San leads with a timeline in place for all three websites
Interdepartmental to be replaced by the end of FY 2017-18.
Collaboration
Develop multi-divisional teams for implementation of Board-approved 1St Qtr: Starting to implement the project management information system (PMIS).
recommendations from the CWMP.
Increase internal partnerships. Develop multi-divisional teams to implement District-wide business process 2nd Qtr: Process mapping work with Government Finance Officers Association (GFOA) completed for all
efficiency projects. relevant areas(Finance, Purchasing, HR, Permit Counter, Billing).
Continue the Information Technology(IT)Leadership Committee. 2nd Qtr: Regular meetings are held to discuss priorities and current projects.
Completed O On Task Off Task At Risk
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February 13, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 53 of 74
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Ami� FY 2017-18 STRATEGIC PLAN
KEY SUCCESS MEASURES PROGRESS REPORT
GOAL 2
STRIVE TO MET REGULATORY REQUIREMENTS
Strategy Initiative Key Success Measures 1St 2"d 3nd 4th Performance in Achieving Success Measures
QTR QTR QTR QTR Status, Comments and Exceptions
Comply with all permit requirements for air,wastewater discharges and recycled 1St and 2nd Qtrs: No Notices of Violation were issued for air or wastewater.
Meet existing regulations and plan water.
for future regulations. 2"d Qtr: Provided annual update to REEP Committee. Report to full Board not requested.
Provide an annual regulatory update to the Board. p p q
Actively participate in meetings of BACWA and the RWQCB.
Participate in relevant meetings and workshops with regulatory agencies.
Foster relationships with regulatory
agencies. Communicate directly with Regional Water Quality Control Board (RWQCB), State
Water Resource Control Board (SWRCB), Bay Area Air Quality Management
District(BAAQMD), California Air Resources Board (CARB)and Environmental
Protection Agency(EPA)staff, as needed.
Analyze, review and comment on relevant proposed legislation/regulations, as 1St Qtr: Legislation has been reviewed and tracked, providing consistent and up-to-date staff
Monitor and track proposed and appropriate. recommendations and requests for Board decisions on priority legislation.
pending legislation and regulatory Actively participate in professional associations(National Association of Clean 1St Qtr: Staff provided two panel presentations at the CASA Conference(Communications
changes that may impact District Water Agencies[NACWA],Water Environment Federation [WEF], California Services/Engineering). Media Production Technician Joe Zumbo's OPD Superhero video was selected
o Operations. Association of Sanitation Agencies[CASA], Bay Area Clean Water Agencies as an interactive knowledge exchange(IKE)for WEFTEC. The video was presented at the conference.
Strive to Achieve 100% [BACWA], California Water Environment Association [CWEA], California Special
Permit Compliance in Districts Association [CSDA], etc.).
Air,Water, Land and
Other Regulations Keep CO2e anthropogenic GHG emissions below 25,000 metric tons. 2"d Qtr: Calender Year 2017 GHG emissions were below 25,000 MT CO2e.
Actively manage greenhouse gas Prepare internal monthly GHG emission inventory updates.
(GHG)emissions in the most cost
effective and responsible manner. Prepare and submit annual GHG emission inventory to CARB.
Prepare internal annual inventory summary and verification report. 1St Qtr: Passed California Air Resources Board's verification in July 2017. Internal verification report
issued in August 2017.
Complete the collection system Clean at least 800 miles of sewer lines per year. 1St Qtr: 193 miles
scheduled maintenance on time 2"d Qtr: 189 miles
and optimize cleaning schedules to
improve efficiencies. Complete scheduled maintenance on time for at least 95%of the schedules.
Televise at least 150 miles of sewer lines per year. 1St Qtr: CCTV trucks were inoperable for one month of the list Quarter due to software problems.
Continue the pipeline condition
assessment and cleaning quality Identify emergency pipeline projects and include them in the Capital Improvement
assurance program using the Program (CIP).
system-wide CCTV program. Perform CCTV QA/QC on 3%of lines cleaned on an annual basis with a goal of 2"d Qtr: 2% at 86% passing rate.
having at least a 98% passing rate.
0 Completed O On Task O Off Task 0 At Risk
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February 13, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 54 of 74
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Alm'h FY 2017-18 STRATEGIC PLAN
KEY SUCCESS MEASURES PROGRESS REPORT
GOAL 3
BE A FISCALLY SOUND AND EFFECTIVE WATER SECTOR UTILITY
Strategy Initiative Key Success Measures 1St 2"d 3"d 4th Performance in Achieving Success Measures
QTR QTR QTR QTR Status, Comments and Exceptions
Ensure rate structure is consistent
Review and implement a new rate structure for mixed-use businesses. 2nd Qtr: Underway
with cost of service principles. Conduct audit of rates and fees (FY 2017-18). 2nd Qtr: Underway
Conduct annual capacity fee audits to ensure appropriate fees are assessed and 1St Qtr: New Management Analyst started in September 2017 and will begin review in 3'd Quarter.
Improve the application and collected.
processing of capacity fees for
consistency across user classes. Conduct annual review of business establishments to ensure consistent use with 1St Qtr: New Management Analyst started in September 2017 and will begin review in 3rd Quarter.
existing permits and capacity fees paid.
Conduct Long Range Present draft debt management policy to Board by June 2017. 2"d Qtr: Debt Management Policy adopted by the Board in September 2017. Financial advisor RFP
Financial Planning Policy will consider intergenerational equity and the prudent use of debt to process and selection completed in 2nd Quarter. Planning for bond offering in 1 st Quarter FY 2019-20.
Develop along-range debt stabilize long-term rates.
management policy.
Develop alternative scenarios to utilize debt prudently to optimize the financing of 2"d Qtr: RFP process completed for financial advisors. Contracts completed. Scenarios for presentation
the Board-approved recommendations from the CWMP. to Board on March 8, 2018 workshop.
Develop alternatives for new Identify District services that could be offered to other regional public agencies and 2nd Qtr: Meetings held with Mt. View Sanitary District in October and City of Concord in December
revenues and funding sources(i.e. implement feasible alternatives. offering services.
interagency agreements, services, Identify and pursue State Revolving Fund (SRF)loan grant opportunities, as 2nd Qtr: Meeting scheduled with State Board on January 17,2018.
recycled water). appropriate.
Identify high-cost/high-risk functions. 2"d Qtr: Risk inventory completed. Have identified five areas for FY 2017-18 audits.
Perform targeted audits of
critical/high-risk functions or 2"d Qtr: Petty cash audit finalized January 2018. P-cards commences February 2018. Payroll controls
processes. Perform at least three audits of high-risk function (FY 2016-18). audit commenced in 2nd Quarter. Laboratory assessment contracting finalized. Revenue audit may be
fourth.
1St Qtr: CSO—Optimize cleaning schedules in 2nd and 3rd Quarters.
Perform optimization studies of Identify treatment plant and field processes for optimization.
treatment plant and field operations
to reduce costs. 1St Qtr: CSO—Optimize cleaning schedules in 2nd and 3rd Quarters.
Manage Costs Perform optimization studies on at least three of the processes identified 2"d Qtr: Treatment Plant—Controls System Cityworks Work Orders and Cogen Carbon Monoxide
(FY 2016-18).
Catalyst
Identify and implement lessons learned from previous losses(FY 2016-18). 1St Qtr and 2"d Qtr:Will meet in 3rd Quarter to debrief winter storm issues.
Evaluate and implement risk Reduce average cost of overflow claims. 1St Qtr: 0(zero)
management practices to minimize 2"d Qtr: Two overflows: One totalled$93,000 resulting in high average cost($48,000).
loss. Offer temporary modified duty to employees with occupational injuries. 1"d It Qtr: 100°/"
2 Qtr: 100%
Provide an Annual Risk Management Report to the Board. 1St Qtr: Presented to Board in October 2017.
0 Completed O On Task O Off Task 0 At Risk
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February 13, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 55 of 74
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Am'h FY 2017-18 STRATEGIC PLAN
KEY SUCCESS MEASURES PROGRESS REPORT
GOAL 4
DEVELOP AND RETAIN A HIGHLY TRAINED AND INNOVATIVE WORKFORCE
Strategy Initiative Key Success Measures 1St 2"a 3"a 4th Performance in Achieving Success Measures
QTR QTR QTR QTR Status, Comments and Exceptions
H1St Qtr: Issuing RFP in 2nd Quarter.
Hire Training Coordinator position.
2nd Qtr: RFP delayed. Will be issued in 4'Quarter.
Develop and implement a training plan for each business section 1St Qtr: Issue RFP in 2"a Quarter. Anticipated hire date of consultant January 2018. Consultant to
De
De lop a 8). develop and implement training plan in 3 r and 4th Quarter.
Assess, develop, and implement 2nd Qtr: Delayed to FY 2018-19 Strategic Plan.
Ensure Adequate District-wide training needs. 1St Qtr: Issue RFP in 2"a Quarter. Anticipated hire date of consultant January 2018. Consultant to
Staffing and Training to Develop and implement a training plan for each employee classification develop and implement training plan in 3rd and 4th Quarter.
Meet Current and (FY 2016-18).
Future Operational 2"a Qtr: Delayed to FY 2018-19 Strategic Plan.
Levels Continue to encourage and track the usage of outside training and tuition
reimbursement programs.
1St Qtr: Final Leadership Academy session/graduation was held September 2017. RFP for new
Develop and train our future Continue the Leadership and Supervisors Academies(alternating years). Supervisor Academy trainer to be issued in December 2017. Next Supervisor Academy session is
leaders. scheduled for Spring 2018.
2nd Qtr: Received three bids for RFP. Bids are currently being reviewed.
Establish and communicate clear performance expectations and standards.
Regularly assess and communicate performance against standards.
Solicit feedback on employee satisfaction and engagement, and implement viable
suggestions.
Enhance Relationship 1St Qtr:Three major projects are now underway that promote cross-divisional teams: New Central San
with Employees and Cultivate a positive work culture Promote opportunities for cross-divisional work teams. Websites(Communication Services/IT), HHW 20th Anniversary Event(HHW/Communication Services),
Bargaining Units and promote teamwork. and P2 Awards(Environmental Compliance/Communication Services).
Provide opportunities to recognize high-performing teams at Department meetings 1St Qtr: National Association of Clean Water Agencies Peak Performance Award, Platinum 19,
and Board meetings. recognized at September 2017 Board meeting.
Continue the General Manager lunches with the Division workgroups. 2nd Qtr: This is continuing but is on hiatus until negotiations are completed—January 5, 2018.
Continue the Lateral Connection employee newsletter. 1St Qtr:All issues completed for 1St Quarter with high employee engagement information and articles.
0 Completed O On Task O Off Task 0 At Risk
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Am'h FY 2017-18 STRATEGIC PLAN
KEY SUCCESS MEASURES PROGRESS REPORT
GOAL 4
DEVELOP AND RETAIN A HIGHLY TRAINED AND INNOVATIVE WORKFORCE
Strategy Initiative Key Success Measures 1St 2"d 3nd 4th Performance in Achieving Success Measures
QTR QTR QTR QTR Status, Comments and Exceptions
Continue the General Manager lunches with the bargaining representatives. 2nd Qtr: This is ongoing even through negotiations if the units would like to participate. The GM leaves it
to their discrection.
Enhance Relationship Sustain and grow collaborative
with Employees and relationships with the labor Continue the Labor Management Committee meetings. 1St Qtr: Local 1 to meet with Labor Management Committee when negotiations are complete.
Bargaining Units bargaining units.
Engage the bargaining units in informal discussions on collaborative solutions to
workplace issues.
Continue monitoring of accident/incident causation including type, mechanism, and
body part to identify and mitigate hazards.
Continue providing accident/incident analysis summary to the District Safety
Achieve consistent improvement Committee and Safety Teams on a monthly basis to inform members about
on State of California and Bay Area accident/incident causation and corrective measures.
industry injury rate. Continue providing accident/incident analysis summary to District Management
Team on a quarterly basis to inform Managers of their respective workgroup's
performance, accident causation, and corrective measures.
Meet or Exceed Industry
Safety Standards Continue providing an Annual Safety Report to the Board.
Continue conducting regulatory required safety training.
Continue conducting training based upon accident/incident causal factors, new
Enhance the safety culture through processes,equipment, or procedures.
improved training and Continue providing relevant safety information to personnel via the Safety Corner
communications. in the Lateral Connection.
Continue providing upcoming safety-related legislation and regulations to
supervisors and managers via the Cal/OSHA Reporter and safety updates.
0 Completed O On Task O Off Task 0 At Risk
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Alm'h FY 2017-18 STRATEGIC PLAN
KEY SUCCESS MEASURES PROGRESS REPORT
GOAL 5
MAINTAIN A RELIABLE INFRASTRUCTURE
Strategy Initiative Key Success Measures 1st 2nd and 4th Performance in Achieving Success Measures
QTR QTR QTR QTR Status, Comments and Exceptions
Implement prioritized CWMP and Condition Assessment recommendations that
are maintenance-related and incorporate these into the maintenance schedule
Implement Board-approved (e.g., corrective work orders)or adjust maintenance activities(e.g., Preventative
recommendations from the CWMP Maintenance Plan)as appropriate.
and Condition Assessment.
Implement the capital improvement projects identified in the CWMP consistent with
Board-approved recommendations.
1 st Qtr:
Completed two system analyses:
Manage Assets 0 Steam System—Waste Heat Boiler
Optimally Throughout Implement the Reliability Centered 0Dewatering System—Centrifuge
Their Lifecycle Maintenance(RCM) Program. Perform RCM on at least five treatment plant process systems(FY 2016-18). Starting third system analysis:
• Ultraviolet System
2nd Qtr:
• Continuing Ultraviolet System
Maintain uptime for vehicles and equipment greater than 95%.
Manage and maintain current
equipment and vehicle fleet to Install automated vehicle location (AVL)on all District vehicles. 1st Qtr: Implementation in 2nd Quarter.
provide maximum value.
Develop and implement diagnostics associated with AVL. 1st Qtr: Implementation in 2nd Quarter.
Integrate the data from the Asset
Management Program into the Coordinate near term CIP projects identified in the condition assessment findings
analysis of long term capital with the Board-approved CWMP.
improvement needs based on the
Board-approved CWMP.
Facilitate Long-Term Implement business cases
Capital Renewal and evaluations, including life-cycle
Replacement cost into proposals for new CIP
projects to determine the most Prepare Business Case Evaluations for all large projects of$1 million if not already
cost-effective projects and identified in the CIB or Board-approved CWMP.
solutions for projects that were not
identified in the approved CWMP
or the Capital Improvement Budget
(CIB).
0 Completed O On Task O Off Task At Risk
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Page 15 of 16
FY 2017-18 STRATEGIC PLAN
Mgt KEY SUCCESS MEASURES PROGRESS REPORT
GOAL 5
MAINTAIN A RELIABLE INFRASTRUCTURE
Strategy Initiative Key Success Measures 1St 2nd 3nd 4th Performance in Achieving Success Measures
QTR QTR QTR QTR Status, Comments and Exceptions
Implement the minimum readiness requirements of the Continuity Plan. 1St Qtr:Will complete vital records and at least one more section in FY 2017-18.
Add one continuity,field and treatment plant practical exercise to the Emergency 1St Qtr: Planned for 3rd and 4th Quarters.
Management Training Program.
Protect District Enhance our capability to mitigate, Complete the five-year update to the multi-jurisdictional Local Hazard Mitigation 1St Qtr: Plan submitted and is under review by CalOES and FEMA.
Personnel and Assets prepare, respond and recover from Plan (LHMP)(Contra Costa County, State, FEMA). 2111 Qtr: Plan still with CalOES.
from Threats and
Emergencies emergencies. Provide an annual Emergency Management Report to the Board. 1St Qtr:Target February 2018.
Relocate the data center to a more secure location (FY 2016-18). 2nd Qtr: In progress. Bid documents anticipated in April 2018.
Explore cloud-based systems such as email and cloud backup solutions. 2nd Qtr: Email now fully cloud based.
Develop a Comprehensive Security Master Plan. 1st Qtr:Vulnerability assessment completed and implementation underway.
2ndQtr: Implementation underway.
Consolidate security monitoring at all District facilities. 1st Qtr: In progress.
Protect District Evaluate and implement 2ndQtr: In progress.
Personnel and Assets appropriate improvements to our 1St Qtr: Ongoing—Card readers installed in HOB lobby.
from Threats and Security Program to meet new or Enhance the security culture through improved communication. 2nd Qtr: Ongoing—New procedure under review. New Security Coordination Committee will meet in
Emergencies evolving threats. January 2018.
Upgrade treatment plant-site network and network equipment to create redundant JJ 1St Qtr: New network switches now 90%complete. New fiber to be installed as part of the Data Center
paths. replacement. In 2nd Quarter. Networks switches 100%complete.
Develop and implement critical IT security policy/procedure. 1St Qtr: Ongoing effort to add new procedures.
Completed O On Task Off Task At Risk
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Page 16 of 16
Alm'h FY 2017-18 STRATEGIC PLAN
KEY SUCCESS MEASURES PROGRESS REPORT
GOAL 6
EMBRACE TECHNOLOGY, INNOVATION AND ENVIRONMENTAL SUSTAINABILITY
Strategy Initiative Key Success Measures 1St 2"d 3nd 4th Performance in Achieving Success Measures
QTR QTR QTR QTR Status, Comments and Exceptions
Explore partnering opportunities Complete wholesale opportunities next steps.
(e.g. Contra Costa Water District Work with regional partners to develop water supply opportunities.
[CCWD] and East Bay Municipal
Augment the Region's Utility District[EBMUD]). Support regional development of local water supply.
Water Supply
Complete the Facilities Planning Study, or other alternative,for the Diablo Country
Develop a Satellite Recycled Water Club's(DCC)SWRF project.
Facilities (SRWF) Program.
Finalize the agreement for DCC SWRF project.
Implement Automated Timekeeping Program. 2nd Qtr:Vendor selected. Work commences February 2018.
Evaluate Business 2nd Qtr: Structure of new guide agreed to. Development of content underway. Posted on OneNote for
Processes and Optimize Perform business process mapping Update Purchasing Policy and Procedures to incorporate best practices and collorabative editingb Purcahsin group. Progressing but limited availability in group to focus adequate
p and re-engineering. simplify the process. y g r p' g g y g p q
Business Operations time on this. Consultant retained for addition resources.
Select replacement ERP System and begin implementation phases. 2nd Qtr: Requirements document now in edit. On track for 3rd Quarter RFP issuance.
Acquire and roll out cost-effective mobile devices forappropriate staff.
Expand and improve the use of q1St Qtr: Complete—Mobile devices deployed at CSO and in Environmental Compliance.2nd Qtr: Complete—Mobile devices deployed at treatment plant for CityWorks.
cost effective mobile computing
Encourage the Review and communication technologies. Implement mobile applications: timekeeping, construction inspections,
and Testing of environmental compliance, etc. (FY 2017-18)
Promising and Leading Continue developing and investing Meet quarterly with the Applied Research Committee to promote innovation and
Technology in cost effective innovation, continuous improvement.
technology, and applied research Track and assign resources to implement applied research projects as
and development. recommended by the Board-approved CWMP or staff.
Explore opportunities for self- Develop energy self-sufficiency assessment. 11t Qtr: P3 Bioenergy Project RFP is ongoing.
Reduce Reliance on generation, conservation and
Non-Renewable Energy efficiency based on the Board- Track and review energy usage and explore options to optimize energy efficiency. 2"d Qtr: Proceeding with PG&E energy efficiency programs.
approved CWMP.
0 Completed O On Task O Off Task 0 At Risk
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