HomeMy WebLinkAbout4.b. Third Quarter Tracking Update of Fiscal Year 2017-18 Strategic Plan Tracking Page 1 of 18 Item 4.b. Central Contra Costa Sanitary District May 8, 2018 TO: ADMINISTRATION COMMITTEE FROM: ANN K. SASAKI, DEPUTY GENERAL MANAGER ROGER S. BAILEY GENERAL MANAGER SUBJECT: THIRD QUARTER UPDATE OF FISCAL YEAR 2017-18 STRATEGIC PLAN TRACKING Attached is the Strategic Plan Tracking Reports for the third 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 Success Measures Tracker May 8, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 21 of 41 Page 2 of 18 FY 2017-18 S TRA TEGI C PLAN KEY PERFORMANCE METRICS PROGRESS REPORT GOAL PROVIDE EXCEPTIONAL CUSTOMER SERVICE Metric FY 2017-18 Target 1st QTR 2nd QTR 3rd QTR 4t"QTR Comments/Issues Average onsite response time for Less than 20 minutes 40 Minutes 37 Minutes 31 Minutes collection system emergency calls,during working hours Average onsite response time for Less than 30 minutes 44 Minutes 42 Minutes 36 Minutes collection system emergency calls,after hours Average customer service rating At least 3.8 out of 4.0 3.93 4.0 3.89 for emergency calls Average customer satisfaction Greater than 95% 0(Zero) 98.5% 0(Zero) 1st QTR:None received. rating on construction projects 2nd QTR:One customer satisfaction survey received. 3rd QTR:None received. Average customer satisfaction Greater than 95% 100% 94%* 93% 1st QTR:Four surveys were received in the 1St Quarter,each with a 100%rating. rating on permit counter (100%) 2nd QTR:Eight surveys were received in the 2nd Quarter. Seven surveys gave 100%rating or Excellent. One customer interactions gave an unsatisfactory review,which results in a 94%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. 3rd QTR:Seven surveys were received in the 3rd Quarter. Six gave an Excellent rating(4 out of 4). One gave a Fair rating (2 out of 4). This results in a 93%overall satisfaction for the 3rd Quarter. Number of students served by Greater than 2,200 per year 66 494 1,136 1st QTR:Our education programs reached 66 students in the 1st Quarter. Since school did not begin until the end of our education programs (560 Total) (1,696 Total) August,these numbers will show a substantial increase in the coming months which is in line with previous years. 2nd 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. 3rd QTR:This is always our most significant outreach timing for our educational programs as it aligns best with the school years schedule. Number of District employees At least 50%of all District staff 0(Zero) 0(Zero) 15 attending annual customer service training Number of participants on Greater than 150 participants per 42 76 84 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 (118 Total) (202 Total) 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. 3rd QTR:Hosted tour groups from local high schools and Leadership Contra Costa participants. Number of participants at Greater than 400 participants per 42 340 135 1st QTR:One speaker's bureau presentation occurred to a group of 42 Rossmoor Rotarians. Several more presentations speaker bureau presentations year (382 Total) (517 Total) are booked for the remainder of FY 2017-18. 2nd QTR:On track for speaker's bureau goal with constant presentations being given by all members of the team. 3rd QTR:Speaker's bureau events included presentations to retired educators and participation in the Dose of Awareness Walk Number of students attending Greater than 30 participants per 0(Zero)Applicants 1 Applicant 51 Participants 1st QTR:Seeking partnerships and optimizing marketing for key demographics. Citizens Academy session Initially Enrolled 2nd QTR:One application received,and some marketing has run. Will perform significant marketing push in early months of 2018. 3rd QTR:Fifty-one participants enrolled for the first class on March 27,2018. Six additional people were interested but were unable to attend due to conflicts. Potential for less than 50 final graduates due to dropouts during the course. Completed On Task Off Task At Risk Page 1 May 8,2018 Regular ADMIN Committee Meeting Agenda Packet-Page 22 of 41 Page 3 of 18 FY 2017-18 S TRA TEGI C PLAN KEY PERFORMANCE METRICS PROGRESS REPORT GOAL 2 STRIVE TO MEET REGULATORY REQUIREMENTS Metric FY 2017-18 Target 1st QTR 2nd QTR 3,d QTR 4t"QTR Comments/Issues NPDES compliance Zero violations 0(Zero) 0(Zero) 0(Zero) Title V compliance Zero violations 0(Zero) 2(Two) 0(Zero) 2nd QTR:Notice of Violations from the Bay Area Air Quality Management District were issued for two Reportable Compliance Activities that occurred in November and December 2017. Recycled Water Title 22 Zero violations 0(Zero) 0(Zero) 0(Zero) 3,d QTR:Title 22 Annual Report submitted to Regional Water Quality Control Board on-time,prior to March 15,2018 Compliance deadline. Sanitary sewer overflows Less than 3.0 spills per 100 miles 0.19 0.92 1.45 of pipeline Spills to public water Less than 3 0(Zero) 0(Zero) 1 Percent of spills less than 500 Greater than 95% 67% 91% 86% gallons Pipeline cleaning schedules Greater than 95% 99% 93% 98.5% completed on time Pipeline cleaning quality On at least 3%of pipeline 3.3% 2% 3.6% assurance/quality control cleaned on an annual basis (QA/QC) Pipeline cleaning QA/QC passing Greater than 98% 88% 86% 93.5% rate Annual source controls 100% 100% 100% 100% inspections completed on time Completed On Task Off Task At Risk Page 2 May 8,2018 Regular ADMIN Committee Meeting Agenda Packet-Page 23 of 41 Page 4 of 18 FY 2017-18 S TRA TEGI C 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 3,d QTR 4t"QTR Comments/Issues Standard and Poor's Credit AAA Target Met Target Met Target Met Rating Debt service coverage ratio Greater than 2.0 times Target Met Target Met Target Met Maintain service affordability Sewer Service Charge less than Target Met Target Met Target Met median of Bay Area agencies Actual reserves as a percentage 100% Target Met 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 TBD percentage of operating budget Workers Compensation Less than 1.0 .71 .71 .71 experience modifier Return to work Provide modified duty for greater 100% 100% 100% than 80%of occupational injuries Self-insurance reserves as a 100% 100% 100% 100% percentage of target Completed On Task Off Task At Risk Page 3 May 8,2018 Regular ADMIN Committee Meeting Agenda Packet-Page 24 of 41 Page 5 of 18 FY 2017-18 S TRA TEGI C PLAN KEY PERFORMANCE METRICS PROGRESS REPORT GOAL 4 DEVELOP AND RETAIN A HIGHLY TRAINED AND INNOVATIVE WORKFORCE Metric FY 2017-18 Target 1st QTR 2nd QTR 3rd QTR 4t"QTR Comments/Issues Average time to fill vacancy(from Less than 60 days 79 58 69 request to hire) Percentage turnover rate to Less than 3.4% 1.0% 2.4% 2.0% remain at or below industry average Average annual training hours Track in FY 2016-17,set target 8.0 per FTE 7.5 per FTE 3.8 per FTE per employee for FY 2017-18 Actual versus budgeted usage of Greater than 80% 17% 35% 5% Target is based on year-end achievement. tuition reimbursement Percentage of performance 100% 50.5% 57% 48% 1st QTR:Thirty-eight completed performance evaluations received out of 75 that were due. evaluations completed on time 2nd QTR:Forty-two completed performance evaluations received out of 73 that were due.Two removed due to leave-of- absence or retirement. 3rd QTR:Thirty-four completed out of 71. Employee injury and illness lost Less than BLS California 7.14 3.01 4.54 2nd QTR:There were no recordable injuries for the 2nd Quarter. time incident rate Sewage Treatment Facilities 3rd QTR:There have been four OSHA recordables in the last quarter. Two of these are lifting related and may result in Rate(7.4) surgeries for both incidents. Completed On Task Off Task At Risk Page 4 May 8,2018 Regular ADMIN Committee Meeting Agenda Packet-Page 25 of 41 Page 6 of 18 FY 2017-18 S TRA TEGI C PLAN KEY PERFORMANCE METRICS PROGRESS REPORT GOAL 5 MAINTAIN A RELIABLE INFRASTRUCTURE Metric FY 2017-18 Target 1st QTR 2nd QTR 3rd QTR 4t"QTR Comments/Issues Safety work orders completed on 100% 96% 100% 100% time Regulatory Title V work orders 100% 100% 98% 100% completed on time Planned treatment plant Greater than 95% 92% 87% 85% 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) 2nd 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 be coordinated with city or county paving projects. 3rd QTR:5.3 miles have been projected to be installed by the end of FY 2017-18. Several projects have been awarded and some have started construction. Capital expenditures as a Greater than 90% 68% 99% 1st QTR:Delayed billing on several construction projects. percentage of capital budgeted 2nd QTR:On target. cash flow 3rd QTR:On target. Information system uptime 100% 100% 98% 100% 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 1st QTR:No data loss. 2nd QTR:No data loss. 3rd QTR:No data loss. Completed On Task Off Task At Risk Page 5 May 8,2018 Regular ADMIN Committee Meeting Agenda Packet-Page 26 of 41 Page 7 of 18 FY 2017-18 S TRA TEGI C 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 4t"QTR Comments/Issues Total gallons of recycled water Greater than 240 million gallons 43%of 50.6%of 52.6%of 1st QTR:102,440,918 gallons distributed to external customers per year Target Goal Target Goal Target Goal 2nd QTR:19,183,333 gallons 3rd QTR:4,509,913 gallons Maximum residential fill station 15 minutes 1st QTR:<15-minute wait customer wait time 2nd QTR:<15-minute wait 3rd QTR: <15-minute wait Gallons of recycled water Greater than 14 million gallons 10%of 12.1%of 12.4%of 1st QTR:1,456,811 gallons distributed at the residential fill per year Target Goal Target Goal Target Goal 2nd QTR:233,975 gallons station 3rd QTR:46,476 gallons Gallons of recycled water Greater than 4 million gallons per 13%of 13.4%of 13.6%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 Target Goal Target Goal Target Goal have been consumed during end of 4t"Quarter FY 2016-17. Contractor was unresponsive in providing meter data for five months. 2nd QTR:27,872 gallons 3rd QTR:5,335 gallons kWh of electricity produced Greater than 18 million kWh per On Target On Target On Target 1st QTR:18.9 million kWh year(reported as a rolling 2nd QTR:19.7 million kWh average) 3rd QTR:19.9 million kWh MWh of solar power produced at Greater than 200 MWh per year On Target On Target On Target 1st QTR:234.9 MWh CSO and HHW (reported as a rolling average) 2nd QTR:288.0 MWh 3rd QTR:308.9 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. 3rd QTR:Received the state-level CWEA Research Achievement of the Year Award for the Wet Scrubber Demonstration Project. Summary of EnviroCare Pilot Emissions Testing Results Final Report completed for air component of the Wet Scrubber Pilot. Final Report for lime reduction bench test,wet scrubber liquid testing,and scrubber water bench testing anticipated in 4t"Quarter. Present research papers and Greater than 3 papers per year 1st QTR:Three conference presentations are scheduled for 2nd Quarter: findings 0 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 listed above were presented. • Abstract accepted for 2018 CWEA(April 2018).Planning&Applied Research Group—"Realizing Optimization Opportunities from Your Master Plan" 3rd QTR:Central San won the state-level CWEA Research Achievement of the Year Award for the Wet Scrubber Demonstration Project. Completed On Task Off Task At Risk Page 6 May 8,2018 Regular ADMIN Committee Meeting Agenda Packet-Page 27 of 41 Page 8 of 18 FY 2017-18 S TRA TEGI C PLAN AWL KEY SUCCESS MEASURES PROGRESS REPORT GOAL PROVIDE EXCEPTIONAL CUSTOMER SERVICE Strategy Initiative Key Success Measures 1st 2nd 3nd 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status,Comments and Exceptions 1st QTR:Vendor has been working with all Central San leads with a timeline in place for all three Update website to increase customer engagement efficiency in customer-District websites to be replaced by the end of FY 2017-18. processes and showcase the District as an industry leader. 2 QTR:Customer and internal surveys went out to help develop ways to improve current websites. 3rd QTR:Content review and training being scheduled for Central San employees that will be responsible for including and updating information to the websites. Invest in business process 1st QTR:Central San Facebook has 186 Followers,and our Twitter page has 231 Followers. We have changes and technologies to increased engagement on both pages,including a significant increase in outreach for the HHW 20th effectively increase access to Develop and monitor growth of social mediaAnniversary Event promotional posts. p g . District information and promote 3rd QTR:Central San Facebook now has 208 Followers,and our Twitter page has 265 Followers.We customer care,convenience and continue to grow in engagement and to educate the public about upcoming opportunities,such as the self-service. Central San Academy. Evaluate and improve process for managing District electronic records including 2nd QTR:On hold indefinitely. email. 3rd QTR:Currently planning FY 2018-19 employee training class focused on managing electronic records and email. Implement on-line permit processing(FY 2017-18). 1st QTR:Rolled into ERP replacement for FY 2018-19. 1st QTR:CWMP customer outreach continues.The October 2017 Pipeline Newsletter focuses on Foster Customer highlighting CWMP projects and other actionable work(photos)that shows customers'rates being Engagement and Conduct and track outreach for the Comprehensive Wastewater Master Plan prudently invested in infrastructure. Awareness (CWMP). 2nd QTR:Social media used to promote construction projects that have been completed by Central San. 3rd QTR:Fall Pipeline Newsletter showcased CWMP and infrastructure projects that Central San has completed and focuses on being good stewards of customers'rates. 1st QTR:One speaker's bureau presentation reaching 42 Rossmoor Rotarians occurred in the 1st Conduct external presentations that highlight District services and key initiatives Quarter. Several more presentations are booked for the remainder of the year and outreach continues. through speaker's bureaus and other presentations. 3rd QTR:Speaker's bureau events included presentations to retired educators and participation in the Dose of Awareness Walk to educate the public on proper prescription drug disposal. Increase customer understanding and support for key issues facing 1st QTR:Forty-two people participated in tours of the treatment plant and other facilities. More than 100 the District. additional participants are already registered for the coming year and many more are expected. Outreach Conduct facility tours and track the number of people participating. for this continues. 2nd QTR:Continue to schedule and conduct plant tours.A total of 76 people took a plant tour in 2nd Quarter.Continually offering quarterly tours throughout the year via Eventbrite. 3rd QTR:A total of 84 people took a plant tour in 3rd Quarter.This raises our grand total to over 200. 1st QTR:HHW 20th Anniversary public service announcements have been developed and will air across Central San's service area on cable TV and locally on CCTV. "The Overflow Hero!"was selected as an Develop videos and public service announcements to communicate important interactive knowledge exchange(IKE)to be exhibited at WEFTEC on October 3,2017. District information,programs and services. 2nd QTR:A FOG campaign ran during Thanksgiving to promote the recycling of cooking oil at HHW. 3rd QTR:Almost completed the spring cleaning video that will promote HHW and the Reuse Room. Working to complete Educational Programming video"Toot Visits the Laboratory." Completed On Task Off Task At Risk Page 1 May 8,2018 Regular ADMIN Committee Meeting Agenda Packet-Page 28 of 41 Page 9 of 18 FY 2017-18 S TRA TEGI C PLAN AWL KEY SUCCESS MEASURES PROGRESS REPORT GOAL PROVIDE EXCEPTIONAL CUSTOMER SERVICE Strategy Initiative Key Success Measures 1st 2nd 3nd 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status,Comments and Exceptions 1st QTR:All meetings with elected officials have been tracked in the Board's event log. Track number of meetings with elected officials and stakeholders. 2nd QTR:All meetings with elected officials have been tracked in the Board's event log. 3rd QTR:All meetings with elected officials have been tracked in the Board's event log. 1st QTR:HHW 20th Anniversary Event on October 18,2017 includes attendance by representatives at Foster Customer Build and maintain relationships Host an annual signature event that includes legislators and stakeholders. the federal,state,and local level who will each provide proclamations/certificates honoring Central San. Engagement and with Federal,State and local They will also have the option of taking part in a VIP treatment plant tour. Awareness elected officials and key 3rd QTR:Spring Pipeline Newsletter features article on the success of the 20th HHW Anniversary event. 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. 2nd QTR:The Board continues to be active in their communities providing City Council presentations. 3rd QTR:The Board continues to be active in their communities providing City Council presentations. Provide staff with Public Records Act training. 2nd QTR:Tentatively scheduled for Spring 2018. 3rd QTR:Tentatively scheduled for Fall 2018. 1st QTR:Average response time was 40 minutes. Respond to all customer field requests within 20 minutes during work hours. 2nd QTR:Average Response time was 37 minutes. 3rd QTR: Average Response time was 31 minutes. Conduct annual customer service sensitivity training to all District staff. 1st QTR:Session tentatively scheduled for 3rd Quarter. 3rd QTR:Session held in 3rd Quarter. Foster Customer Provide high quality customer 1st Engagement and g q y Conduct annual political sensitivity training for all District management and 1 QTR:Session held in September 2017. Awareness service. supervisory staff. 1st QTR:Central San will now own the HHW Yelp page which has a 4.5 out of 5 Star rating! Monitor customer feedback and identify trends and areas for improvement. 2nd QTR:Central San conducted customer surveys on Lafayette and other recent construction projects. 3rd QTR:Central San conducted construction related customer surveys on the Grayson Creek Project. 1st QTR:Central San will work to contact for a follow-up survey to our initial benchmark survey. Survey Customers and conduct research to assess customer expectations 2nd QTR:Central San completed a follow-up customer survey to our initial benchmark survey in (FY 2017-18). December 2017. 3rd QTR:Central San continues to look for opportunities to research customers and gain feedback. 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. Improve Foster employees'understanding implement viable solutions. Interdepartmental of District operations and their role Continue review and streamlining of existing Board policies,and assist with Collaboration in our success. development of new Board policies as may be necessary. 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 to be replaced by the end of FY 2017-18. 3rd QTR:In process.Survey to internal employees on ways for improvement completed and provided to consultant. Training to be scheduled for employees. Completed On Task Off Task At Risk Page 2 May 8,2018 Regular ADMIN Committee Meeting Agenda Packet-Page 29 of 41 Page 10 of 18 FY 2017-18 S TRA TEGI C PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL PROVIDE EXCEPTIONAL CUSTOMER SERVICE Strategy Initiative Key Success Measures 1st 2nd 3nd 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status,Comments and Exceptions Develop multi-divisional teams for implementation of Board-approved 1st QTR:Starting to implement the project management information system(PMIS). recommendations from the CWMP. 3rd QTR:Meetings with Operations,Maintenance,Planning and Capital Projects to coordinate on multiple Improve projects. Interdepartmental 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 Collaboration efficiency projects. relevant areas(Finance,Purchasing,HR,Permit Counter,Billing). FE the Information Technology(IT)Leadership Committee. 2nd QTR:Regular meetings are held to discuss priorities and current projects. Completed On Task Off Task At Risk Page 3 May 8,2018 Regular ADMIN Committee Meeting Agenda Packet-Page 30 of 41 Page 11 of 18 FY 2017-18 S TRA TEGI C PLAN AWL KEY SUCCESS MEASURES PROGRESS REPORT GOAL 2 STRIVE TO MET REGULATORY REQUIREMENTS Strategy Initiative Key Success Measures 1st 2nd and 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status,Comments and Exceptions 1st QTR:No Notices of Violation were issued for air or wastewater Comply with all permit requirements for air wastewater discharges and recycled 2nd QTR:No Notices of Violation were issued for air or wastewater. water. 3`d QTR:Title 22 Annual Report submitted to the Regional Water Quality Control Board. Received two Meet existing regulations and plan Notice of Violations from the Bay Area Air Quality Management District for Reportable Compliance for future regulations. Activity on the air permit. Provide an annual regulatory update to the Board. 2nd QTR:Provided annual update to REEP Committee. Report to full Board not requested. Completed for the fiscal year. 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. 1st QTR:Legislation has been reviewed and tracked,providing consistent and up-to-date staff o Analyze review and comment on relevant proposed legislation/regulations as recommendations and requests for Board decisions on priority legislation. Strive to Achieve 100% 2nd QTR:Delivered final board report on 2017 Legislative Session and Permit Compliance in appropriate. p Monitor and track proposed and Central San's Advocacy. Air,Water,Land and pending legislation and regulatory 3rd QTR:Analyzing and tracking relevant legislation and presenting priority legislation to the Board. Other Regulations changes that may impact District Actively participate in professional associations(National Association of Clean 1st QTR:Staff provided two panel presentations at the CASA Conference(Communications Operations. Water Agencies[NACWA],Water Environment Federation[WEF],California Services/Engineering). Media Production Technician Joe Zumbo's OPD Superhero video was selected 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. [BACWA],California Water Environment Association[CWEA],California Special 2nd QTR:Emily Barnett is now Vice Chair of the newly upgraded CASA Communications Committee. Districts Association[CSDA],etc.). 3rd QTR:Emily Barnett appointed to CSDA Legislative Committee. Keep CO2e anthropogenic GHG emissions below 25,000 metric tons. 2nd QTR:Calendar 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 3rd QTR:2017 GHG Inventor submitted to the California Air Resources Board in April 2018. effective and responsible manner. Prepare and submit annual GHG emission inventory to CARB. Y P Prepare internal annual inventory summary and verification report. 1st QTR:Passed the California Air Resources Board's verification in July 2017. Internal verification report issued in August 2017. Complete the collection system 1st QTR:193 miles scheduled maintenance on time Clean at least 800 miles of sewer lines per year. 2nd QTR:189 miles and optimize cleaning schedules to 3rd QTR:186 miles 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 in the 1st Quarter due to software problems. Strive to Achieve 100% Continue the pipeline condition Permit Compliance in assessment and cleaning quality Identify emergency pipeline projects and include them in the Capital Improvement Air,Water,Land and assurance program using the Program(CIP). Other Regulations system-wide CCTV program. Perform CCTV QA/QC on 3%of lines cleaned on an annual basis with a goal of 2nd QTR:2.0%at 86.0%passing rate. having at least a 98%passing rate. 3rd QTR:3.6%at 93.5%passing rate. Completed On Task Off Task At Risk Page 4 May 8,2018 Regular ADMIN Committee Meeting Agenda Packet-Page 31 of 41 Page 12 of 18 FY 2017-18 S TRA TEGI C PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL 3 BE A FISCALLY SOUND AND EFFECTIVE WATER SECTOR UTILITY Strategy Initiative Key Success Measures 1st 2nd 3nd 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status,Comments and Exceptions 2nd QTR:Underway Review and implement a new rate structure for mixed-use businesses. 3rd QTR:Flow and mixed use square footage data collected and is being analyzed. Rate structure will be Ensure rate structure is consistent presented in 2nd Quarter of FY 2019-20. with cost of service principles. 2nd QTR:Audit underway. Conduct audit of rates and fees(FY 2017-18). 3rd QTR:Proposed Development Rates and Fees are planned to be presented to the Finance Committed in 4th Quarter. 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 1st QTR:New Management Analyst started in September 2017 and will begin review in 3,d Quarter. consistency across user classes. Conduct annual review of business establishments to ensure consistent use with 3rd QTR:Patio DiningCapacity Fee Review resented to Finance Committee in March 2018,and Conduct Long Range existing permits and capacity fees paid. p y th p Financial Planning presentation to the Board is planned for 4 Quarter. Present draft debt management policy to Board by June 2017. 2nd QTR:Debt Management Policy adopted by the Board in September 2017. Financial advisor RFP • Policy will consider intergenerational equity and the prudent use of debt to process and selection completed in 2nd Quarter. Planning for bond offering in 1St 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 2nd QTR:RFP process completed for financial advisors. Contracts completed. Scenarios for will be the Board-approved recommendations from the CWMP. presented to the Board at March 8,2018 Workshop. Develop alternatives for new Identify District services that could be offered to other regional public agencies and 2nd QTR:Meetings were held with Mt.View Sanitary District in October and the City of Concord in revenues and funding sources(i.e. implement feasible alternatives. December 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. 3rd QTR:Planning for bond offering in 16t Quarter FY 2019-20. 2nd QTR:Risk inventory completed. Have identified five areas for FY 2017-18 audits. Identify high-cost/high-risk functions. 3rd QTR:Risk inventory completed. Plan to present summary version for Board awareness and as input to Internal Audit Workplan for FY 2018-19. Perform targeted audits of 2nd QTR:Petty cash audit finalized January 2018. P-cards commences February 2018. Payroll controls Manage Costs critical/high-risk functions or audit commenced in 2nd Quarter. Laboratory assessment contracting finalized. Revenue audit may be processes. fourth. Perform at least three audits of high-risk function(FY 2016-18). 3rd QTR:Petty cash audit finalized January 2018. Scheduled for Finance Committee review in April 2018. P-cards audit commenced February 2018 and is scheduled for Finance Committee review in May 2018. Payroll controls audit commenced in 2nd Quarter and is scheduled for Finance Committee review in May or June 2018. Completed On Task Off Task At Risk Page 5 May 8,2018 Regular ADMIN Committee Meeting Agenda Packet-Page 32 of 41 Page 13 of 18 FY 2017-18 S TRA TEGI C PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL 3 BE A FISCALLY SOUND AND EFFECTIVE WATER SECTOR UTILITY Strategy Initiative Key Success Measures 1st 2nd 3nd 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status,Comments and Exceptions 1st QTR:CSO—Optimize cleaning schedules in 2nd and 3rd Quarters. Identify treatment plant and field processes for optimization. 3rd QTR:Treatment Plant—Dynac Historian Server streamline/clean-up. Perform optimization studies of treatment plant and field operations to reduce costs. 1st QTR:CSO—Optimize cleaning schedules in 2nd and 3rd Quarters. Perform optimization studies on at least three of the processes identified 2nd QTR:Treatment Plant—Controls System Cityworks Work Orders and Cogen Carbon Monoxide (FY 2016-18). Catalyst Manage Costs 3rd QTR:Treatment Plant—Filter Plant Programmable Logic Controller Program streamline/clean-up. Identify and implement lessons learned from previous losses(FY 2016-18). 1st QTR and 2nd QTR:Will meet in 3rd Quarter to debrief winter storm issues. Reduce average cost of overflow claims. 1st QTR:0(zero) Evaluate and implement risk g 2nd QTR:Two overflows—One totaled$93,000 resulting in a high average cost($48,000). management practices to minimize loss. Offer temporary modified duty to employees with occupational injuries. 1st QTR:100% 2nd QTR:100% Provide an Annual Risk Management Report to the Board. 1st QTR:Presented to Board in October 2017. Completed On Task Off Task At Risk Page 6 May 8,2018 Regular ADMIN Committee Meeting Agenda Packet-Page 33 of 41 Page 14 of 18 FY 2017-18 S TRA TEGI C PLAN AWL KEY SUCCESS MEASURES PROGRESS REPORT GOAL 4 DEVELOP AND RETAIN A HIGHLY TRAINED AND INNOVATIVE WORKFORCE Strategy Initiative Key Success Measures 1st 2nd 3nd 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status,Comments and Exceptions Hire Training Coordinator position. 1st QTR:Issuing RFP in 2nd Quarter. 2nd QTR:RFP delayed. Will be issued in 4th Quarter. Develop and implement a training plan for each business section 1st QTR:Issue RFP in 2nd Quarter. Anticipated hire date of consultant January 2018. Consultant to (FY 2016-1 d develop and implement training plan in 3rd 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 2nd 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 3,d and 4th Quarter. Meet Current and (FY 2016-18). 2nd QTR: Delayed to FY 2018-19 Strategic Plan. Future Operational Continue to encourage and track the usage of outside training and tuition Levels reimbursement programs. 1st QTR:Final Leadership Academy session/graduation was held September 2017. RFP for new Develop and train our future Supervisor Academy trainer to be issued in December 2017. Next Supervisor Academy session is leaders. Continue the Leadership and Supervisors Academies(alternating years). scheduled for Spring 2018. 2nd QTR:Received three bids for RFP. Bids are currently being reviewed. 3rd QTR:Supervisor Academy session started March 2018. 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. 1st QTR:Three major projects are now underway that promote cross-divisional teams:New Central San Promote opportunities for cross-divisional work teams. Websites(Communication Services/IT),HHW 20th Anniversary Event(HHW/Communication Services), Enhance Relationship and P2 Awards(Environmental Compliance/Communication Services). to with Employees and Cultivate a positive work culture p y and promote teamwork. 1st QTR:National Association of Clean Water Agencies Peak Performance Award,Platinum 19, Bargaining Units recognized at September 2017 Board meeting. Provide opportunities to recognize high-performing teams at Department meetings 3rd QTR:Received the following California Water Environment Association— and Board meetings. San Francisco Bay Section awards:Electrical and Instrumentation Technician of the Year;Mechanical Technician of the Year;and Engineering and Research Achievement of the Year. Continue the General Manager lunches with the Division workgroups. 2nd QTR:This is continuing but is on hiatus until negotiations are completed—March 30,2018. 1st QTR:All issues completed for 1st Quarter with District information and articles. Continue the Lateral Connection employee newsletter. 2nd QTR:All issues completed for 2nd Quarter with District information and articles. 3rd QTR:All issues completed for 3rd Quarter with District information and articles. 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 Enhance Relationship Sustain and grow collaborative it to their discretion and they have chosen to participate. 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. Completed On Task Off Task At Risk Page 7 May 8,2018 Regular ADMIN Committee Meeting Agenda Packet-Page 34 of 41 Page 15 of 18 FY 2017-18 S TRA TEGI C PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL 4 DEVELOP AND RETAIN A HIGHLY TRAINED AND INNOVATIVE WORKFORCE Strategy Initiative Key Success Measures ist 2nd and 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status,Comments and Exceptions 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 Continue providing an Annual Safety Report to the Board. Safety Standards 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. Completed On Task Off Task At Risk Page 8 May 8,2018 Regular ADMIN Committee Meeting Agenda Packet-Page 35 of 41 Page 16 of 18 FY 2017-18 S TRA TEGI C PLAN 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 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. 1st QTR:Completed two system analyses:Steam System—Waste Heat Boiler;and Dewatering System— Manage Assets Centrifuge. Starting third system analysis:Ultraviolet System. Optimally Throughout Implement the Reliability Centered Perform RCM on at least five treatment plant process systems(FY 2016-18). 2nd QTR:Continuing Ultraviolet System Analysis. Their Lifecycle Maintenance(RCM)Program. 3rd QTR:Continuing Ultraviolet System and Primary System Analysis. Started work for Defect Elimination Analysis. Maintain uptime for vehicles and equipment greater than 95%. Manage and maintain current 1st QTR:Implementation in 2nd Quarter. equipment and vehicle fleet to Install automated vehicle location(AVL)on all District vehicles. 3rd QTR:Implementation completed in January 2018. provide maximum value. Develop and implement diagnostics associated with AVL. 1st QTR:Implementation in 2"d Quarter. 3rd QTR:Implementation completed in January 2018. 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). 1st QTR:Will complete vital records and at least one more section in Implement the minimum readiness requirements of the Continuity Plan. FY 2017-18. 3rd QTR:Completed vital records and will complete 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, 1st Personnel and Assets Com tete the five-ear u date to the multi-urisdictional Local Hazard Miti Mitigation 1 QTR:Plan submitted and is under review by CalOES and FEMA. from Threats and prepare,respond and recover from P Y p J g 2nd QTR:Plan still with CalOES. Emergencies P emergencies. Plan(LHMP)(Contra Costa County,State,FEMA). 3rd QTR:Completed—Plan Approved. Provide an annual Emergency Management Report to the Board. 1st QTR:Target February 2018. 3rd QTR:Completed. Relocate the data center to a more secure location(FY 2016-18). 2nd QTR:In progress. Bid documents anticipated in June 2018. Explore cloud-based systems such as email and cloud backup solutions. 2nd QTR:Email now fully cloud based. Completed On Task Off Task At Risk Page 9 May 8,2018 Regular ADMIN Committee Meeting Agenda Packet-Page 36 of 41 Page 17 of 18 FY 2017-18 S TRA TEGI C PLAN 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 Develop a Comprehensive Security Master Plan. 1st QTR:Vulnerability assessment completed and implementation underway. 2nd QTR:Implementation underway. Consolidate security monitoring at all District facilities. 1st QTR:In progress. 2nd QTR:In progress. Protect District Evaluate and implement 1st QTR:Ongoing—Card readers installed in HOB lobby. Personnel and Assets appropriate improvements to our Enhance the security culture through improved communication. 2nd QTR:Ongoing—New procedure under review. New Security Coordination Committee will meet in from Threats and Security Program to meet new or January 2018. Emergencies evolving threats. 3rd QTR:Security Committee projects underway. Upgrade treatment plant-site network and network equipment to create redundant 1st QTR:New network switches now 90%complete. New fiber to be installed as part of the Data Center replacement. paths. 2nd QTR:Networks switches 100%complete. Develop and implement critical IT security policy/procedure. 1st QTR:Ongoing effort to add new procedures. Completed On Task Off Task At Risk Page 10 May 8,2018 Regular ADMIN Committee Meeting Agenda Packet-Page 37 of 41 Page 18 of 18 FY 2017-18 S TRA TEGI C PLAN AWL KEY SUCCESS MEASURES PROGRESS REPORT GOAL 6 EMBRACE TECHNOLOGY,INNOVATION AND ENVIRONMENTAL SUSTAINABILITY Strategy Initiative Key Success Measures 1st 2nd 3rd 4t" Performance in Achieving Success Measures QTR QTR QTR QTR Status,Comments and Exceptions Complete wholesale opportunities next steps. 3`d QTR:Follow-up conversations held with Santa Clara Valley Water District(SCVWD)and Dublin San Ramon Services District—East Bay Municipal Utility District Recycled Water Authority(DERWA)partners. Explore partnering opportunities 3rd QTR:Developed a Memorandum of Understanding with CCWD and SCVWD for the Refinery (e.g.Contra Costa Water District Work with regional partners to develop water supply opportunities. Recycled Water Exchange Project for execution in 4t"Quarter. [CCWD]and East Bay Municipal Augment the Region's Utility District[EBMUD]). 3rd QTR:Working with DERWA partners to develop an agreement for a temporary diversion of raw Water Supply Support regional development of local water supply. wastewater from Central San's San Ramon Pumping Station to DSRSD for the production of recycled water to meet DERWA's peak summer irrigation demand. Complete the Facilities Planning Study,or other alternative,for the Diablo Country Project moved to a design-build-finance-transfer model since development of this Strategic Plan, Develop a Satellite Recycled Water Club's(DCC)SWRF project. therefore,this activity is no longer valid for the project. Facilities(SRWF)Program. 3rd QTR:DCC restarted their process for procuring a Design-Build Team;therefore,this task will begin in Finalize the agreement for DCC SWRF project. the 4t"Quarter and continue into next fiscal year. Implement Automated Timekeeping Program. 3rd QTR:In progress.Targeted for completion in June 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 collaborative editing by Purchasing group.Progressing but limited availability in group to focus adequate Business Operations and re-engineering. simplify the process. time on this. 3rd QTR: Delayed to FY 2018-19 Strategic Plan. Select replacement ERP System and begin implementation phases. 3rd QTR:Plan to issue RFP in June 2018. Acquire and roll out cost-effective mobile devices forappropriate staff. 1st QTR:Complete—Mobile devices deployed at CSO and in Environmental Compliance. Expand and improve the use of q2nd 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. 3rd QTR:As a result of the Cogen Upgrade Project completed in the 2nd Quarter,Central San is currently Reduce Reliance on generation,conservation and greater than 80%energy self-sufficient. Non-Renewable Energy efficiency based on the Board- 2nd QTR:Proceeding with PG&E energy efficiency programs. approved CWMP. Track and review energy usage and explore options to optimize energy efficiency. 3rd QTR:Met with Honeywell for potential ESPC. Completed On Task Off Task At Risk Page 11 May 8,2018 Regular ADMIN Committee Meeting Agenda Packet-Page 38 of 41