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HomeMy WebLinkAbout07.b. Receive Fiscal Year 2018-19 Strategic Plan Tracking Report - Second Quarter Page 1 of 20 Item 7.b. CENTRAL SAN February 19, 2019 TO: ADMINISTRATION COMMITTEE FROM: ANN K. SASAKI, DEPUTY GENERAL MANAGER REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER SUBJECT: RECEIVE FISCAL YEAR 2018-19 STRATEGIC PLAN TRACKING REPORT- SECOND QUARTER Attached is the Strategic Plan Tracking Reports for the second quarter of FY 2018-19. 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 2018-19 Strategic Plan Key Performance Metrics Tracker 2. FY 2018-19 Strategic Plan Key Success Measures Tracker February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 54 of 97 Page 2 of 20 FY 2018-19 STRATEGIC PLAN KEY PERFORMANCE METRICS PROGRESS REPORT GOAL 1 PROVIDE EXCEPTIONAL CUSTOMER SERVICE AND MAINTAIN AN EXCELLENT REPUTATION IN THE COMMUNITY Metric FY 2018-19 Target 1st QTR 2nd QTR 3rd QTR 4"'QTR Comments/Issues Average onsite response time for <20 minutes 34.00 29.33 collection system emergency calls, during working hours Average onsite response time for <40 minutes 31.00 35.40 collection system emergency calls, after hours Average customer service rating >_3.8 out of 4.0 4.00 4.00 for emergency calls Median customer satisfaction >95% 1St QTR: No surveys have been distributed in the 1St QTR. rating on construction projects 2nd QTR: Surveys sent out for 3 of 4 projects and are awaiting responses. Median customer satisfaction >95% 100% 100% 1St QTR: Twelve(12)surveys received (all with a 4 out of 4 Overall Rating). rating on permit counter 2nd QTR: Four(4)surveys received (all with a 4 out of 4 Overall Rating). interactions Number of students served by >4,000 per year 1 st QTR: Five hundred seventeen (517)students served. education programs 2nd QTR: Twelve hundred twenty-five(1,225)students served. New employees attending 100% customer service training within 6 months of employment Participants in Plant/HHW >500 participants per year 1St QTR: Two hundred and twenty-four(224)tour and speaker's bureau attendees. Facility tours and District 2nd QTR: More than 700 tour and speaker's bureau attendees. presentations Participants in citizens academy, >30 participants per session 1St QTR: Six(6)applications were received. Ten additional people are on the mailing list that did not submit an application. Central San Academy 2nd QTR: Fifty-five applications received. Additional potential participants who asked to be put on mailing list or were unable to attend any or all of the classes last year. Purchasing internal customer >_70% 100% 100% survey rating of satisfactory or better Awards or recognitions received 10 1St QTR: Three awards received. 2nd QTR: Two awards received. 0 Completed 0 On Task 0 Off Task 0 At Risk Page 1 February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 55 of 97 Page 3 of 20 FY 2018-19 STRATEGIC PLAN KEY PERFORMANCE METRICS PROGRESS REPORT GOAL 2 STRIVE TO MEET REGULATORY REQUIREMENTS Metric FY 2018-19 Target 1St QTR 2nd QTR 3rd QTR 4th QTR Comments/Issues National Pollutant Discharge Zero violations Elimination System compliance Title V compliance Zero violations 1 1 1St QTR: Notice of Violation issued in July 2018 for an opacity excursion in February 2018. 2nd QTR: Notice of Violation issued in October 2018 for an emergency bypass damper opening in July 2018. Recycled Water Title 22 Zero violations compliance Anthropogenic GHG emissions <25,000 metric tons(MT)CO2e 1St QTR: On track to meet 2018 yearly target. 2nd QTR: Target met. Estimated 2018 GHG emissions were below 25,000 MT CO2e. Sanitary sewer overflows <2.5 spills per 100 miles of 0.33 1.13 1St QTR: Five sanitary sewer overflows. pipeline 2nd QTR: Twelve sanitary sewer overflows. Spills to public water <3 per year 1 1 (2 total) Percent of spills less than 500 >95% 100% 94% gallons Pipeline cleaning schedules >95% 98.70% 98.02% completed on time Pipeline cleaning quality On>_3%of pipelines cleaned on 3.20% 3.23% assurance/quality control an annual basis (QA/QC) Pipeline cleaning QA/QC passing >98% 91.80% 92.41% rate Annual Environmental 100% 100% 100% Compliance inspections and permitting completed on time Household Hazardous Waste Zero violations (HHW)management compliance Biennial review of all existing 100% 1St QTR: Existing Board policies are continually being reviewed and updated. Board policies 2nd QTR: Existing Board policies are continually being reviewed and updated. 0 Completed 0 On Task 0 Off Task 0 At Risk Page 2 February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 56 of 97 Page 4 of 20 FY 2018-19 STRATEGIC PLAN - KEY PERFORMANCE METRICS PROGRESS REPORT GOAL 3 BE A FISCALLY RESPONSIBLE AND EFFECTIVE WASTEWATER UTILITY Metric FY 2018-19 Target 1st QTR 2nd QTR 3rd QTR 4th QTR Comments/Issues Maintain service affordability Sewer Service Charge less than 2nd QTR: Current Sewer Service Charge is$567,which is below$675 average. $671 Sewer Service Charge with average of Bay Area agencies Ad Valorem is below$694 average. Sewer Service Charge plus Ad Valorem tax less than average of Bay Area Agencies Standard and Poor's and AAA/Aa1 AAA AAA 2nd QTR: Standard and Poor's rating only on new debt;AAA. Moody's Credit Ratings Debt service coverage ratio >2.Ox 2nd QTR: Limited debt;will be well above 2.Ox for foreseeable future. Actual reserves as a percentage 100% 1 sl QTR: Reserves at FY 2017-18 fully funded. of target 2nd QTR: Forecasted Reserves at FY 2018-19 will be more than fully funded due to favorable variances in FY 2018-19. Operating expenditures as a >95% 2nd QTR: Favorable variances year-to-date. Forecast will be range of target at year end (estimated 97%). percentage of operating budget Reported material weaknesses Zero 1St QTR: FY 2017-18 audit results pending. or significant deficiencies in 2nd QTR: Achieved. internal controls as part of annual financial audit Workers' Compensation <1.0 0.74 0.74 experience modifier Temporary modified duty >95%of recordable injuries 100% 100% provided (Return to Work Program) Difference in inventory value in <1% 1.45% Purchasing database vs. value submitted to Accounting Accuracy of physical inventory >_95% 92% count vs. book value 0 Completed 0 On Task 0 Off Task 0 At Risk Page 3 February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 57 of 97 Page 5 of 20 FY 2018-19 STRATEGIC PLAN KEY PERFORMANCE METRICS PROGRESS REPORT GOAL 4 RECRUIT, DEVELOP, AND RETAIN A HIGHLY TRAINED AND SAFE WORKFORCE Metric FY 2018-19 Target 15f QTR 2nd QTR 3rd QTR 4d'QTR Comments/Issues Average time to fill vacancy(from <60 days 38 request to hire) Turnover rate at or below :54.8% (2017 median) 1.9% 0.6% American Water Works Association industry median Average annual training hours 15 hours per full-time equivalent 4.5 Hours 5.0 Hours (external and internal training) employee(FTE) Actual versus budgeted usage of >80% 78% 68% 1St QTR: Low tuition reimbursements are processed in 1St QTR due to Fall 2018 classes having just started in training dollars August/September. 2nd QTR: No tuition reimbursements have been processed yet for the Fall 2018 quarter which ended in December 2018. Performance evaluations 100% 54% 64% 1 St QTR: July through September: Total of 78 scheduled appraisals—42 appraisals completed. completed on time 2nd QTR: October through December: Total of 83 scheduled—53 appraisals completed. Participation in annual Increase by 10%each year 1St QTR: Wellness Expo scheduled for January 2019. Wellness Expo Internal promotions >_25% 14% 29% (excludes entry-level positions) Formal grievances filed Zero 2 0 Employee injury and illness lost <6.8 2.5 1.48 time incident rate less than 2016 Bureau of Labor Statistics(BLS) California Sewage Treatment Facilities Rate 0 Completed 0 On Task 0 Off Task 0 At Risk Page 4 February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 58 of 97 Page 6 of 20 FY 2018-19 STRATEGIC PLAN KEY PERFORMANCE METRICS PROGRESS REPORT GOAL 5 MAINTAIN A RELIABLE INFRASTRUCTURE Metric FY 2018-19 Target 1st QTR 2nd QTR 3rd QTR 4"'QTR Comments/Issues Safety-prioritized work orders 100% 86% 84% completed on time Regulatory Title V work orders 100% 96% 100% completed on time Planned treatment plant >95% 81% 82% preventative maintenance completed on time Planned pumping station >95% 100% 1St QTR: Set up tracking for Pumping Stations in Cityworks by 2nd QTR and start tracking with existing preventative preventative maintenance maintenance work orders that are in system. Review Pumping Station's preventative maintenance work orders and develop completed on time template by 4th QTR. Research automating run time trigger by 4th QTR. 2N1 QTR: Tracking set up and working. Continuing to develop Pumping Station Operator preventative maintenance and add to system with a 4th QTR target for completion Uptime for vehicles and 100% 100% 100% equipment Miles of pipeline replaced >0.5%of assets 1St QTR: Several projects in progress. (7.6 miles per year for the next 2nd QTR: Majority of construction projects are nearing completion. Replaced approximately 4.5 miles. Designs underway five years starting in FY 2018-20) for construction projects scheduled to start in 4th QTR(2-3 miles projected FY 2018-19). Capital expenditures as a >90% 90% 77% 1St QTR: On task. percentage of capital budgeted 2nd QTR: Mid-year expenditures are approximately 77%due to delayed billing due to the holidays. cash flow including carry forward Information system outages 100%uptime affecting normal business operations Data backup and recovery Zero lost data Potable water system monthly 100% 100% 100% testing meets all water quality standards 0 Completed 0 On Task 0 Off Task 0 At Risk Page 5 February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 59 of 97 Page 7 of 20 FY 2018-19 STRATEGIC PLAN KEY PERFORMANCE METRICS PROGRESS REPORT GOAL 6 EMBRACE TECHNOLOGY, INNOVATION AND ENVIRONMENTAL SUSTAINABILITY Metric FY 2018-19 Target 1St QTR 2nd QTR 3rd QTR 4th QTR Comments/Issues Gallons of recycled water >240 million gallons per year 39% 51% 111 QTR: 93,996,507 gallons(year-to-date) distributed to external customers 2nd QTR: 123,052,611 gallons(year-to-date) kWh of electricity produced >18 million kWh per year 1St QTR: 21.2 million kWh (reported as a rolling average) 2nd QTR: 22.2 million kWh kWh of solar power produced at >220,000 kWh per year 1St QTR: 274,000 kWh Collection System Operations (reported as a rolling average) 2nd QTR: 259,000 kWh and HHW Facility Reviews or pilot tests of new and >3 per year 1 It QTR: promising technology 1. Wet Ash Process Bench Tests conducted to support Solids Handling Improvements Project. 2. Water Pigeon Pilot(10 units)underway for remote recycled water meter reading. 2nd QTR: 3. Joined ISLE Utilities, Inc., as a wastewater technology advisory group member to review promising technologies. Research papers and findings >3 papers or presentations per 1St QTR: presented year 1. Presented HYPOWERS Pilot Project update to Bay Area Biosolids Coalition on September 6, 2018. 2nd QTR: 2. Presented Wet Scrubber Pilot Liquid Results at WEFTEC 2018. 3. Completed "Lime Reduction Bench-Scale Results" Report. 4. Completed "Final Effluent Impacts with a New Wet Scrubber" Report. 0 Completed 0 On Task 0 Off Task 0 At Risk Page 6 February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 60 of 97 Page 8 of 20 - FY 2018-19 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL 1 PROVIDE EXCEPTIONAL CUSTOMER SERVICE AND MAINTAIN AN EXCELLENT REPUTATION IN THE COMMUNITY Strategy Initiative Key Success Measures 1St 2nd and 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status, Comments and Exceptions Provide trainings on Ethics, Brown Act, and Public Records Act. 1St QTR: Scheduled for Winter 2018. 2nd QTR: Completed December 13, 2018. Provide high-quality customer Conduct customer service and political sensitivity training. 2nd QTR: Currently evaluating the customer service and political sensitivity program. Will have an update program schedule in 3rd QTR. service Perform research to assess customer awareness,satisfaction, desire to learn 1 St QTR: Customer research will be performed in 41h QTR to meet our annual customer satisfaction more about the District, and methods of best receiving information (FY 2019- assessment. 20). 2nd QTR: Customer researched planned for April 2019. Redesign website to enhance customer engagement and efficiency and 1St QTR: Internet pages are complete. Intranet page replacement is in progress and on time. Invest in business process demonstrate industry leadership. 2nd QTR: Intranet progress continuing and on time. changes and technologies to 1St QTR: Followers continue to grow. The 1St QTR saw 1,767 Twitter profile views and increased post effectively increase access to Develop and monitor growth of social media. engagement on Facebook. District information and promote 2nd QTR: Both Facebook and Twitter continue to increase in follower and impressions. Build External Customer customer care, convenience, and 1 St QTR: New visitor management system in place. Additional improvements are scheduled as part of the Relationships and self-service Modernize Lobby layout and features to be more open and welcoming, remodel project. Awareness including making information available digitally for customer self-service. 2nd QTR: Remodel bid and awarded. Conduct facility tours and presentations through speaker's bureau and other 1St QTR: Two hundred and twenty-four(224)people were served at local events and through community opportunities. presentations. 2nd QTR: More than 700 tour and speaker's bureau attendees. 1St QTR: Completed latest child educational video, "Adventures with Toot,"that was screened at WEFTEC Develop videos and public service announcements to communicate District during their"IKEstract"Seminar on October 2, 2018. 2nd QTR: Promoted the recycling of cooking oil at Increase customer understanding information, including environmental messages. HHW by advertising our Thanksgiving turkey frying video. The public service announcement reached 45%of and support for key District our service area by airing 522 times across cable networks and through a digital OnDemand ad campaign. initiatives, programs,and services 1St QTR: Central San continues to feature items related to infrastructure improvements corresponding with Continue public outreach associated with the rate study and its the recent rate increases in our videos, Pipeline newsletter, and social media posts. Staff has started recommendations. determining potential Proposition 218 Notice changes that include mock-up protest cards. 2nd QTR: Development of updated Proposition 218 notice to follow Board vote to stay with 2017 format. Continue to host the Central San Academy annually to educate the public. 1St QTR and 2nd QTR: On track to host in Spring 2019. 0 Completed O On Task O Off Task 0 At Risk Page 1 February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 61 of 97 Page 9 of 20 - FY 2018-19 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL 1 PROVIDE EXCEPTIONAL CUSTOMER SERVICE AND MAINTAIN AN EXCELLENT REPUTATION IN THE COMMUNITY Strategy Initiative Key Success Measures 1St 2nd and 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status, Comments and Exceptions 1 sl QTR: Board Members are meeting routinely with elected officials and presenting at City Council Meet regularly with elected officials and stakeholders. meetings, stakeholder events,and liaison meetings. In total, nine liaison meetings were held. 2nd QTR: Board Members are meeting routinely with elected officials and presenting at City Council Build External Customer Build and maintain relationships meetings, stakeholder events,and liaison meetings. In total, eleven additional meetings were held. Relationships and with federal, state and local elected Host a signature event every two years, open to the public,that communicates 1s1-4 1h QTR: Signature event is set for 2020. Awareness officials and stakeholders District information on programs and services. Plan Board Member presentations to City and Town Councils and community 1st QTR: Board Members continue to be active in presentations (providing a total of eight). groups of their liaison cities. 2 QTR: Board Members continue to be active in presentations (providing a total of five). Several also scheduled for 3rd QTR. Develop multi-divisional teams for implementation of the 10-Year Capital 1St QTR: Capital Projects and Operations coordination meeting was held, and Capital Improvement Plan Improvement Program and business process efficiency projects District wide. schedules and Operations and Maintenance schedules were initiated. 2nd QTR: Initiated the Operations and Capital Projects Schedule that outlines major equipment replacement Establish opportunities for internal timelines and other critical information. partnerships and cross-divisional Continue the Information Technology Leadership,Applied Research and collaborations Optimizations,Wellness, and Safety Committees and expand the idea of cross- sectional committees to other areas. Organize team-building exercises for divisions as needed. Foster Employee Communicate important District initiatives and information to employees via 1St QTR: Three Lateral Connections were produced in 1St QTR. The LC continues to feature employees and Engagement and print and electronic media. provide information regarding Central San initiatives and events. Interdepartmental 2nd QTR: Three Lateral Connections were produced and were used to communicate about website changes, Collaboration the POB Seismic Project, and Central San events. Cultivate employees' Survey employees for internal customer service satisfaction levels. understanding of District Educate on-boarding employees about existing Board Policies and operations and their role in the Administrative Procedures. agency's success Provide training in Purchasing, Human Resources, and other specialty areas to 1St QTR: Bi-monthly educational forums have been scheduled. First session scheduled for divisions upon request. November 13, 2018. Increase employee awareness of and participation in the Records Management 1St QTR: Meetings were held with consultant Diane Gladwell to revise the Record Retention Schedule. Program,with an emphasis on electronic records storage and retention. Ms. Gladwell will also assist with training to increase staffs awareness of records management. 2nd QTR: Meetings continued with consultant and training process started. 0 Completed O On Task O Off Task 0 At Risk Page 2 February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 62 of 97 Page 10 of 20 - FY 2018-19 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL 1 PROVIDE EXCEPTIONAL CUSTOMER SERVICE AND MAINTAIN AN EXCELLENT REPUTATION IN THE COMMUNITY Strategy Initiative Key Success Measures 1St 2nd and qtr, Performance in Achieving Success Measures QTR QTR QTR QTR Status, Comments and Exceptions Renew California Special District Leadership Foundation Transparency 1 St QTR: Renewal in Fall 2019. Certificate of Excellence. 211 QTR: Renewal in Fall 2019. Continue to apply for awards through Municipal Information Systems Association of California, California Association of Public Information Officials, California Special Districts Association, California Water Environment Continue to participate in industry Association, National Purchasing Institute, and Government Finance Officers trade organizations and apply for Association certifications and awards Continue membership in Leading Utilities of the World network. 1St QTR: GM participated in American Water Summit's"What Does A Great Water Future Look Like?" in October 2018. 2nd QTR: Participation continues. Continue to participate in industry organizations such as American Water 2nd QTR: Associate Engineer Chathura Abeyrathna is now the President of the San Francisco Bay Section Maintain a Strong Works Association,Water Environment Foundation, and California Association of the California Water Environment Association. Reputation in the of Sanitation Agencies. Community Continue to participate in Respond when called to provide reasonable assistance to water and 1St QTR: No requests. CalWARN to provide mutual aid to wastewater agencies during a natural disaster or emergency event. 2nd QTR: Town of Paradise's request for Public Information Officer filled by others. sister agencies Hold community meetings for all major sewer renovation projects. 1St QTR: Community meetings will be held in the 2nd and 3,d QTRs for upcoming projects. 2nd QTR: Community meetings will be held in the 3rd QTR for upcoming projects. Meet with individual property owners and/or tenants on private easements for 1St QTR: Design meetings with customers will be held in the 2nd and 3rd QTRs for upcoming projects. Minimize impacts to residents and construction projects or repairs,where there is an interest to do so. 2nd QTR: Met with multiple residents in Danville. Lafayette, Orinda, and Walnut Creek. Residents will be businesses during maintenance or contacted in 31 QTR. construction work Liaise with the media and concerned residents to allay concerns. 1 St QTR: Noticed customers and stakeholders of four collection system projects that are in the design phase. 2nd QTR: Held public meeting for Danville Sewer Renovation Project. Troubleshoot and resolve construction issues as rapidly as possible. 1St QTR: Routinely coordinate resolutions between customers, project managers, and contractors. 2nd QTR: Continued to coordinate resolutions as needed. 0 Completed O On Task O Off Task 0 At Risk Page 3 February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 63 of 97 Page 11 of 20 - FY 2018-19 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL 2 STRIVE TO MEET 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: Received one(1) Bay Area Air Quality Management District Title V Permit violation. Received Comply with all permit requirements for air,wastewater discharges, and recycled zero(0)National Pollutant Discharge Elimination System or Recycled Water Permit violations. water. 2nd QTR: Received one (1)Bay Area Air Quality Management District Title V Permit violation. Received zero(0)National Pollutant Discharge Elimination System or Recycled Water Permit violations. Meet existing regulations 1 st QTR: Solids Project(including the wet scrubber)is on schedule.The Outfall Project was postponed Include and execute regulatory-driven projects in the Capital Improvement Budget due to recent construction but is still within the regulatory timeline. on time. 2nd QTR: Solids Project on schedule. Maintain National Association of Clean Water Agencies Peak Performance Awards Platinum status (full compliance for a consecutive five-year period). Actively participate in meetings of Bay Area Clean Water Agencies(a joint powers 1 st and 2N1 QTRS: Continue to attend monthly Bay Area Clean Water Agencies' Executive Meetings and agency of other wastewater treatment agencies). other relevant meetings. Foster relationships with regulatory Participate in relevant meetings and workshops with regulatory agencies. 1st and 2N1 QTRS: Participate regularly in these meetings and workshops. agencies Communicate directly with regulatory bodies such as the Regional Water Quality 1st and 2nd QTRS: Communicated regularly with the Regional Water Quality Control Board, Bay Area Strive to Achieve 100% Control Board, State Water Resources Control Board, Bay Area Air Quality Clean Water Agencies, and Environmental Protection Agency as needed. Permit Compliance in Management District, Environmental Protection Agency, and California Air Air,Water, Land and Resources Board, as needed. Other Regulations 1 st QTR: Consistent tracking, updates to Board, and communication of Board positions on legislation. Analyze, review and comment on relevant proposed legislation, as appropriate. 2nd QTR: Final Legislative Advocacy Report to Board for 2018 Session. Barnett reappointed to CSDA Legislative Committee. Track proposed and pending Actively participate or present at value-added professional association meetings legislation or regulatory changes; and trainings and,when useful, produce reports on what was learned. plan for possible implementations 1 st QTR: Tracking the Bay Area Air Quality Management District's Rule 6-1 for Reduced Particulate Continue tracking possible regulations and plan on how to meet them. Emissions. Evaluate the need for automation enhancements to the regulatory tracking program. Prepare internal monthly greenhouse gas emission inventory updates and annual 1St QTR: Completed and issued the Annual Greenhouse Gas Inventory Summary and Verification Actively manage greenhouse gasinventory summary and verification report. Report. emissions in the most cost- 2nd QTR: Completed internal monthly GHG inventory updates. effective and responsible manner Prepare and submit annual greenhouse gas emission inventory to the California 2n1 QTR: Reporting occurs in 3'd QTR. Air Resources Board. 7 0 Completed O On Task O Off Task 0 At Risk Page 4 February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 64 of 97 Page 12 of 20 - FY 2018-19 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL 2 STRIVE TO MEET REGULATORY REQUIREMENTS Strategy Initiative Key Success Measures 1St 2nd and 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status, Comments and Exceptions Clean and perform maintenance on sewer lines effectively and on schedule. Complete the collection system scheduled maintenance on time Coordinate with Capital Projects on sewer replacements or repairs and include Strive to Minimize the and optimize cleaning schedules pipe replacement in CIB as needed. Number of Sanitary Review 1-, 2-, and 3-month frequency schedules for optimization. Sewer Overflows Continue the pipeline condition Identify urgent and critical repair or replacements and complete pipeline repairs as assessment and cleaning quality soon as possible. assurance program using the system-wide CCTV program Use CCTV data to adjust cleaning frequencies as needed. Staff review and update of policies, if needed. Review all existing Board Policies Upon conclusion of staff review, present the policies to the Administration every two years to ensure Committee and full Board. Comply with All Federal, relevancy State and Local Present new policies to the Administration Committee,then full Board,for review Regulations Related to within six months of the request for the policy to be drafted. District Administration Re-examine existing Department Review Finance, HR, Risk Management, and Safety directives, policies and and Administrative Procedures to procedures to ensure compliance with all current applicable laws and regulations. ensure compliance with applicable laws and regulations Develop a schedule to review procedures on a regular basis. 0 Completed O On Task O Off Task 0 At Risk Page 5 February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 65 of 97 Page 13 of 20 - FY 2018-19 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL 3 BE A FISCALLY RESPONSIBLE AND EFFECTIVE WASTEWATER UTILITY Strategy Initiative Key Success Measures 1St 2nd and 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status, Comments and Exceptions Review sewer service charge rate structure for mixed-use businesses and 1St QTR: On track for the January Rate Workshop. consider implementing a new rate structure for FY 2019-20. 2nd QTR: Proposed Rate Structure will be presented at Rate Workshop. Ensure rate structure and fees are consistent with cost of service Conduct annual review of rates and fees in FY 2018-19 for reasonableness and 1St QTR: On track for the January Rate Workshop. principles consistency. Perform annual review of businesses to ensure consistency in applying and 1St QTR: Planned for 3rd QTR. processing capacity fees. Present alternative financial plans Present options for Board input consistent with Board policies,the 10-Year Capital 1St QTR: Updated Financial Plan to be presented at the November 1, 2018 Board meeting. to the Board in FY 2018-19 for Improvement Plan, and general ratemaking principles. 2nd QTR: Workshop was held. Preparing for 2nd workshop scheduled for January 2019. Conduct Long-Range necessary rate adjustments for FY 2019-20 onward, including Develop scenarios to utilize debt prudently in financing the 10-Year Capital Financial Planning considering the potential issuance Improvement Plan.As needed, issue debt consistent with Board direction and the of debt to fund the Capital debt management policy. Improvement Plan in conjunction with the overall financial plan Identify and implement District services that could feasibly be offered to other 2nd QTR: Exploring services with Concord for sewer service billing. Develop alternatives for new regional public agencies. revenues and funding sources (e.g., interagency agreements, 1St QTR: Updated Financial Plan to be presented at the November 1, 2018 Board meeting. services,and recycled water) Pursue State Revolving Fund loan and grant opportunities, as appropriate. 2nd QTR: Completed and submitted application for State Revolving Fund loan for the Solids Handling Project. Next step—Awaiting State Water Resources Control Board scoring/decision. 1St QTR: Setting target dates and developing Gantt chart. Successfully transition to CalPERS healthcare plan. 2nd QTR: Gantt chart developed and has been updated and presented at Administration Committee meetings. Effectively manage the cost of Annually assess the status of Contra Costa County Employees' Retirement 2nd QTR: Provided update to Board at November 1,2018 workshop for Other Post-Employment Benefits employee benefits Association pension and other employee-liability-related trusts (pension prefunding and Pension funding status. and Other Post-Employment Benefits). Develop funding goals for pay-down of Unfunded Actuarial Accrued Liabilities by 1St QTR: Presentation to the Board on November 1,2018 will indicate current status and status after percent. contributions and move to CalPERS. Will work towards projections assuming normal and accelerated Manage Costs paydown of Unfunded Actuarial Accrued Liability. 1St QTR: Departure of temporary internal auditor and solicitation of new internal audit resources via Continue to develop internal audit function and integrate into processes. request for proposal. 2nd QTR: RFP for solicitation of new internal auditing firm was rejected by Finance Committee. Returned Carry out targeted audits of to posting for individual internal auditor. Offer extended in December 2018. critical/high risk functions or 1St QTR: See above. processes Present annual audit plan to Board for approval. 2nd QTR: Pending on-boarding of new internal auditor,which is underway. Execute audit plan and convey results to the Board. 1st QTR: See above. 2ndQTR: Pending on-boarding of new internal auditor,which is underway. 0 Completed O On Task O Off Task 0 At Risk Page 6 February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 66 of 97 Page 14 of 20 - FY 2018-19 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL 3 BE A FISCALLY RESPONSIBLE AND EFFECTIVE WASTEWATER UTILITY Strategy Initiative Key Success Measures 1St 2nd and 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status, Comments and Exceptions Assess business processes and modify as needed. Provide annual report to Board on key findings of studies conducted and 1St QTR: On track to present FY 2017-18 Annual Report to the Administration Committee on optimizations completed. November 6, 2018 and to the Board on November 15, 2018. 2nd QTR: Quarterly progress check-in with Managers set for January 29, 2019. Re-engineer business processes 1St QTR: Board adopted Purchasing Policy on August 16, 2018. Procedural updates to be made in and complete optimization studies coordination with the Enterprise Resource Planning implementation and changing processes and to identify opportunities to reduce Update Purchasing Policy and Procedures. procedures. costs and align with best practices 2nd QTR: Determined to defer procedures update until new Enterprise Resource Planning. Establish baseline data for potential improvement of Purchasing processes 1 St QTR: Established ticket tracking system for Purchasing requisitions, and data is being compiled for through metrics for workload and throughput. later analysis. Implement the Uniform Construction Cost Accounting Act. 2nd QTR: Created contractor lists and drafted the contracts (under legal review). Several projects have Manage Costs been identified. Identify and harness lessons learned from previous losses. 1St QTR: Ongoing. 2nd QTR: No Change. Reduce average cost of overflow claims. 1 ntlQTR: $6,900.00 8,595.4 2 QTR: $8,595.47 Evaluate and apply risk Develop and present to the Board a framework for an Enterprise Risk 1st QTR: In progress. management practices to minimize Management Program. 2nd QTR: Pending completion of risk inventory; reached out to consultant for assistance in loss December 2018. 1St QTR: In progress. Maintain and report on risk inventory. 2n1 QTR: Pending completion of risk inventory; reached out to consultant for assistance in December 2018. Prevent inventory losses through monthly Warehouse inventory cycle counts and report reconciliations. 0 Completed O On Task O Off Task 0 At Risk Page 7 February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 67 of 97 Page 15 of 20 - FY 2018-19 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL 4 RECRUIT, DEVELOP, AND RETAIN A HIGHLY TRAINED AND SAFE WORKFORCE Strategy Initiative Key Success Measures 1St 2nd and 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status, Comments and Exceptions Hire a training consultant. 1st QTR: Scheduled for 4th QTR. Develop and employ a training plan for each business section and employee 1 st QTR: Scheduled for 4th QTR. Assess, develop, and implement classification. District-wide training needs Update training database. 1 St QTR: In progress. Mentorship Program is currently evaluating several learning management systems. Anticipated completion is 3'd QTR. Continue to encourage the use of external and internal training and tuition reimbursement programs. 1st QTR: Started looking at Red Vector for additional technical subject material. Buildings and Grounds, Develop and implement training and development checklists for all Plant Instrument Shop, and Electrical Shop check lists to be completed by 4th QTR. Ensure Adequate Maintenance employees. 2nd QTR: Implemented RedVector for Buildings and Grounds and Mechanical Shop. Continuing to Staffing and Training to develop checklist for other Shops to be completed by end of 4th QTR. Meet Current and Future Operational Formalize an Operator-In-Training Program to encourage employees to explore Levels career options in the Treatment Plant. Actively participate in career fairs and with community and technical colleges. Recruit, develop, and train future leaders Increase enrollment in the internship program. Continue the Leadership and Supervisory Academies(alternating years). 1 St QTR: The Supervisory Academy is scheduled for completion in November 2018. The Management Academy is scheduled to start in April 2019. Continue the Mentorship Program. 1st QTR: The current Mentorship Program session is scheduled for completion in December 2018. Continue participation in Bay Area Water/Wastewater Workforce Development 1st QTR: Three Central San employees are presenting at the Annual Bayworks Training Buffet on Collaborative and Bay Area Consortium for Water and Wastewater Education to November 2018. support development of the regional workforce. Develop an improved performance evaluation system to encourage more 1St QTR: Completed revisions. Anticipated rollout in 3'd QTR. meaningful feedback. Establish and communicate clear performance expectations and standards. Perform a survey on employee engagement and apply viable suggestions. 1St QTR: Anticipated start date in 4th QTR. Enhance Relationship Provide opportunities to recognize high-performing teams at department meetings with Employees and Cultivate a positive work culture and Board meetings. Bargaining Units Continue the General Manager lunches with the division workgroups. 2nd QTR: Lunches will resume in January 2019. Maintain the Lateral Connection employee-centered newsletter. 1ntdQTR: Three Lateral Connections were produced in 1snQTR. 2 QTR: Three Lateral Connections were produced in 2 QTR. Increase participation in the employee wellness program, including the annual 1st QTR: Currently developing posters and have increased staff communication via email. Have Health Expo,which provides a full health assessment for employees. increased activities, including the"Cake Walk,"and weight management challenge. d 2 QTR: Preparing to launch new Wellness Portal. Wellness Expo scheduled for January 2019. 0 Completed 0 On Task 0 Off Task 0 At Risk Page 8 February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 68 of 97 Page 16 of 20 FY 2018-19 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL 4 RECRUIT, DEVELOP, AND RETAIN A HIGHLY TRAINED AND SAFE WORKFORCE Strategy Initiative Key Success Measures 1St 2nd and 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: Meetings taking place. 1St QTR: MS/CG is currently on a break until after completion of negotiations. Local 1 has agreed to Enhance Relationship Sustain and grow collaborative begin scheduling meetings. with Employees and relationships with the labor Continue the Labor Management Committee meetings. p 2nd QTR: Negotiations are completed. Labor Management Committee is scheduled to resume in Bargaining Units bargaining units January 2019. Engage the bargaining units in informal discussions on collaborative solutions to workplace issues. Continue to monitor accident/incident causation including type, mechanism, and Achieve consistent improvement body part to identify and mitigate hazards. on State of California and Bay Area Continue to provide regular analysis summaries to the District Safety Committee, industry injury rate Safety Teams and Management Team on accident/incident causation and corrective measures. Meet or Exceed Industry Enhance the safety culture through Continue to conduct training based upon accident/incident causal factors, new Safety Standards improved training and processes, equipment,or procedures. communications Continue to provide relevant safety information to personnel via the Safety Corner in the Lateral Connection. Continue to provide information on upcoming safety-related legislation and regulations to supervisors and managers via the California Occupational Safety and Health Administration Reporter and the Safety Supervisor. 0 Completed O On Task O Off Task 0 At Risk Page 9 February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 69 of 97 Page 17 of 20 FY 2018-19 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 Develop 10-Year Capital 1St QTR: Maintenance is involved with Engineering on project scope and assessments. One coordination Improvement Plan consistent with Complete condition assessments on all critical equipment on time and incorporate meeting was held in 1St QTR. recommendations of the into Capital Improvement Budget or Maintenance Program as appropriate. 2nd QTR: Assessment done for Filter Plant and other projects. Steam and Blower Project to follow Comprehensive Wastewater (contract approved). Master Plan and Asset Execute the Capital Improvement Budget with the approved budget and on 1St QTR: Budget spending at 90%and all projects are within schedule. Management schedule. Perform Reliability Centered Maintenance, Experience Centered Maintenance, 1st QTR: Continue to complete defect elimination (DE)and track them in Cityworks. d Manage Assets Defect Elimination, or other strategic reliability-based analysis on Treatment Plant 2 QTR: Finish experience centered maintenance analysis on Ultraviolet Facility by 3 QTR, and Optimally Throughout process systems. perform reliability centered maintenance analysis by 4 QTR. Completed five defect eliminations and Their Lifecycle Continue maintenance on assets started two more in 2nd QTR. using a reliability-based approach 1 St QTR: Started piloting motor testing/analysis program on several assets. Implement full testing/analysis program by 4th QTR. Evaluate and apply predictive technologies for appropriate asset classes. 2nd QTR: Obtained new winding analyzer and training on equipment. Started baseline of 15 key motors. Looking into expanding Ultrasound Program. Manage and maintain current Maintain high uptime for vehicles and equipment. 1St QTR: 100% uptime. vehicle fleet to provide maximum Use diagnostics associated with automatic vehicle location to set performance 1St QTR: As been incorporated into the normal course of business. value benchmarks and dispatch staff in the field more efficiently. Integrate data from the Asset Capital Projects and Operations and Maintenance staff meet semi-annually to Management Program into the ensure all critical assets and processes in need of repair or replacement are Facilitate Long-Term analysis of long-term Capital appropriately scheduled in the 10-Year Capital Improvement Plan. Capital Renewal and Improvement needs based on the 1St QTR: Maintenance continues to work with Engineering prioritization. Replacement 10-Year Capital Improvement Plan Develop a prioritization model for vertical assets. g g on p Implement the Project Complete implementation of the system and train staff. 1 st QTR: Capital Project Beta Team is being trained and performing hands-on review through 2nd QTR. Management Information System 2nd QTR: Training program planned for entire Capital Improvement Program staff for January 2019. Train staff and conduct an exercise of the Emergency Operations Plan. 1 St QTR: Exercise conducted on September 13, 2018. Adopt the Local Hazard Mitigation Plan update and provide annual reports to the California Governor's Office of Emergency Services. Update the Emergency Operations Plan. 1St QTR: Target date is June 30, 2019. Protect District Enhance capability to mitigate, 1St QTR: System migration vendor has been selected. The project is pending Board approval. Personnel and Assets p y g Relocate the data center to a more secure location. y g p p g pp from Threats and prepare for, respond to, and 2nd QTR: Approved and in progress. Emergencies recover from emergencies 1 St QTR: In progress. Provide regular security awareness training to staff. 2nd QTR: Access control procedure was updated. Implementation and training pending Security Committee's approval of update. 1St QTR: In progress. Utilize technology to monitor portions of the Martinez campus as a supplement to security personnel. 2nd QTR: Adding card readers and cameras, and discussing with Capital Projects plans for a formal guard station 0 Completed O On Task O Off Task 0 At Risk Page 10 February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 70 of 97 Page 18 of 20 - FY 2018-19 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 1St QTR: In progress. Implement the Security Master Plan. 2nd QTR: Developing asset packages based on site threat levels(to assist Capital Projects with Evaluate and implement application of new specifications). appropriate improvements to the 1 St QTR: In progress. Security Program to meet new or Develop additional security procedures, apply the changes, and train staff. 211 QTR: Access control procedure was updated. Implementation and training pending Security evolving threats Committee's approval of update. Protect District Upgrade Treatment Plant control network and its equipment to create redundant Personnel and Assets from Threats and paths. Emergencies Construct new system and infrastructure upgrades. 1 st QTR: The water system upgrades are under construction. 2nd QTR: New air gap tank and other improvements have been completed. Improve the potable water system Test potable water quality on a monthly basis. and enhance water quality testing procedures Add a communication component to the water testing program to provide quarterly 1St QTR: The Environmental Laboratory is working with the Safety Workgroup to communicate information to Central San staff. updates to employees on the quality of the water. 2nd QTR: Results of water quality monitoring are on the OTIS home page. 0 Completed O On Task O Off Task 0 At Risk Page 11 February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 71 of 97 Page 19 of 20 - FY 2018-19 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL 6 EMBRACE TECHNOLOGY, INNOVATION AND ENVIRONMENTAL SUSTAINABILITY Strategy Initiative Key Success Measures 1St 2^d 3rd 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status, Comments and Exceptions Support regional development of local water supply. Develop and execute a contract for the Recycled Water Exchange Project with Contra Costa Water District and Santa Clara Valley Water District(and/or other Explore partnering opportunities interested water supply agencies). Continue working with the Contra Costa Water District and the City of Concord to supply recycled water for irrigation to the Concord Community Reuse Project, formerly the Concord Naval Weapons Station. Complete the environmental review process and assist the project team during 2nd QTR: Diablo Country Club has placed this project on hold with Central San as it explores other Augment the Region's Continue to support the design-build activities. options for implementation. Water Supply development of a demonstration 2nd QTR: Diablo Country Club has placed this project on hold with Central San as it explores other Satellite Water Recycling Facility at Execute the Operations and Property Transfer Agreement(or equivalent). options for implementation. Diablo Country Club Actively participate in the Request for Proposal (RFP)and the design-build-operate 2nd QTR: Diablo Country Club has placed this project on hold with Central San as it explores other contract. options for implementation. Continue to operate and maintain a reliable recycled water distribution system for 1St QTR: Ten Water Pigeon devices were installed as a pilot in Zone 1 to optimize meter reading. Continue to provide recycled water Zone 1 customers. to residents and businesses; evaluate and process new Continue the Residential Recycled Water Fill Station Program. customer requests 2nd QTR: Free Commercial Truck Fill Program extended with a ceiling for two ears. Continue the Commercial Recycled Water Truck Fill Program. g 9 Y Track and review energy usage. 2nd QTR: Ongoing process. Explore opportunities for 2nd QTR: Continued working with Pacific Gas and Electric regarding strategic energy management, Reduce Reliance on renewable energy generation, Explore ways to optimize energy efficiency. including a site visit. Non-Renewable Energy conservation, and efficiency based on the Board's Energy Policy 1St QTR: Held a workshop with the Executive Team on September 18,2018 to get guidance on the next Prepare and issue a solicitation for an onsite renewable energy generation project. steps. 2nd QTR: Updating Energy Policy to define requirements of a renewable energy generation project. 0 Completed O On Task O Off Task 0 At Risk Page 12 February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 72 of 97 Page 20 of 20 - FY 2018-19 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL 6 EMBRACE TECHNOLOGY, INNOVATION AND ENVIRONMENTAL SUSTAINABILITY Strategy Initiative Key Success Measures 1St 2^d 3rd 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status, Comments and Exceptions Issue an RFP and select vendor and system integrator. 1St QTR: The request for proposal is completed. Vendor selection is in progress. 2nd QTR: Vendor demonstrations completed. Reference checks in progress. Successfully manage scope,timeline and budget for implementation, including 1 St QTR: Request for Proposal responses were received;two finalists are under further consideration. Select and implement new Demonstrations are scheduled for November/December 2018. Enterprise Resource Planning mitigation of any effects on staff. 2nd QTR: Reference checks in progress. Encourage the Review p � 9 P 9 and Testing of (ERP)system and integrate with 1St QTR: Planned. linked systems Integrate with the electronic timekeeping system. Technology to Optimize Y and Modernize Integrate with the PMIS. 1St QTR: Planned. Business Operations Address e-procurement and contract management system needs. 1St QTR: Planned. Expand and improve the use of Utilize mobile applications for Construction Inspectors, Capital Projects Inspectors, worthwhile mobile computing and and Surveyors(upgrades only). communication technologies Quarterly meetings of the Applied Research Committee to promote innovation and 1St QTR: Meeting not held in 1St QTR. However, on track for at least four meetings this fiscal year. continuous improvement. 2nd QTR: Meeting held in November 2018. Encourage the Review Continue developing and investing 1St QTR: Continued participation in meetings,workshops, and coordinating on various planning and and Testing of in cost-effective innovation, Continue to be an active participant in the HYPOWERS pilot project to test an predesign efforts. Technology to Optimize leading, and promising technology emerging hydrothermal resource recovery process for solids handling. 2nd QTR: Continued participation in meetings and coordinating various planning and predesign efforts. and Modernize and applied research and Business Operations development 1St QTR: Conducted wet ash pilot bench tests and kicked off the Water Pigeon Meter Reading Pilot. Pilot test new and promising technologies or processes. 2nd QTR: Automated SRT control software in progress. Continued sampling and bench testing conducted for the HYPOWERS project. 0 Completed O On Task O Off Task 0 At Risk Page 13 February 19, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 73 of 97