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HomeMy WebLinkAbout04.b. Receive Fiscal Year 2018-19 Strategic Plan Tracking Report - Third Quarter Page 1 of 21 Item 4.b. ,orVIOIN SAN April 16, 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- THIRD QUARTER Attached is the Strategic Plan Tracking Reports for the third quarter of Fiscal Year(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 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 322 of 348 Page 2 of 21 FY 2018-19 STRATEGIC PLAN KEY PERFORMANCE METRICS PROGRESS REPORT Attachment 1 GOAL 1 PROVIDE EXCEPTIONAL CUSTOMER SERVICE AND MAINTAIN AN EXCELLENT REPUTATION IN THE COMMUNITY Metric FY 2018-19 Target 1st QTR 2nd QTR 3,d QTR 4 t QTR Comments/Issues Average onsite response time for <20 minutes 34.00 29.33 31.00 collection system emergency calls, during working hours Average onsite response time for <40 minutes 31.00 35.40 34.2 collection system emergency calls, after hours Average customer service rating >_3.8 out of 4.0 4.00 4.00 3.69 for emergency calls Median customer satisfaction >95% 94% 1 st QTR: No surveys have been distributed in the 1 st QTR. rating on construction projects 2nd QTR: Surveys sent out for 3 of 4 projects and are awaiting responses. 3rd QTR: Received 95%for DP 8435-Walnut Creek Phase 12, 97%for DP 8433-South Orinda Phase 6, and 90%for DP 8445-North Orinda Phase 7. DP 8446-Lafayette Phase 12 to-be-determined. Median customer satisfaction >95% 100% 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 3rd QTR: Seven (7)surveys received (all with a 4 out of 4 Overall Rating). Number of students served by >4,000 per year 1st QTR: Five hundred seventeen (517)students served. education programs 2nd QTR: Eight hundred and twenty-five(825)students served. (Tinkers and Thinkers Event was mistakenly captured in both Education and Presentation statistics. Data has been updated for 2nd QTR students served.) 3'd QTR: Twelve hundred and ten (1,210)students served. (Students Served data from Delta Discovery Voyage in January/February will be available in 4th QTR.) 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 3rd QTR: One hundred and ninety-eight(198)tour and speaker's bureau attendees. Participants in citizens academy, >30 participants per session 1 st 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 (55)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. 3'd QTR: Seventy(70)applications received. Forty-three (43) participants as of March 26,2019. Purchasing internal customer >_70% 100% 100% 100% survey rating of satisfactory or better Awards or recognitions received 10 1st QTR: Three awards received. 2nd QTR: Two awards received. 3'd QTR: Five awards received. 40 Completed 0 On Task 0 Off Task 0 At Risk Page 1 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 323 of 348 Page 3 of 21 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 3,d QTR 4th QTR Comments/Issues National Pollutant Discharge Zero violations Elimination System compliance Title V compliance Zero violations 1 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. 3'd QTR: Notice of Violation issued in January 2019 for an emergency bypass damper opening in November 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. qR 3rd QTR: On track to meet 2019 yearly target. Sanitary sewer overflows <2.5 spills per 100 miles of 0.33 1.13 1.51 1 st QTR: Five sanitary sewer overflows. pipeline 2nd QTR: Twelve sanitary sewer overflows. 3rd QTR: Six sanitary sewer overflows. Spills to public water <3 per year 1 1 (2 Total) 4(6 Total) Percent of spills less than 500 >95% 100% 94% 91% gallons Pipeline cleaning schedules >95% 98.70% 98.02% 98.87% completed on time Pipeline cleaning quality On>_3%of pipelines cleaned on 3.20% 3.23% 4.85% assurance/quality control an annual basis (QA/QC) Pipeline cleaning QA/QC passing >98% 91.80% 92.41% 99.11% rate Annual Environmental 100% 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. 3rd QTR: Existing Board policies are continually being reviewed and updated. 0 Completed O On Task O Off Task 0 At Risk Page 2 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 324 of 348 Page 4 of 21 Ami) 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 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 st 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. 3'd 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 for FY2017-18 Audit. internal controls as part of annual 3rd QTR: Achieved for FY2017-18 Audit. financial audit Mimi Workers' Compensation <1.0 0.74 0.74 0.74 experience modifier Temporary modified duty >95%of recordable injuries 100% 100% 100% provided (Return to Work Program) Difference in inventory value in <1% 1.21% 1.43% 0.41% Purchasing database vs. value submitted to Accounting Accuracy of physical inventory >_95% 99% 99% 99% count vs. book value 0 Completed O On Task O Off Task 0 At Risk Page 3 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 325 of 348 Page 5 of 21 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 1St QTR 2nd QTR V QTR 4th QTR Comments/Issues Average time to fill vacancy(from <60 days 87 38 51 request to hire) Turnover rate at or below 154.8% (2017 median) 1.9% 0.6% 2.1% American Water Works Association industry median Average annual training hours 15 hours per full-time equivalent 4.5 Hours 5.0 Hours 3.9 Hours (external and internal training) employee(FTE) Actual versus budgeted usage of >80% 78% 68% 67% 1 st QTR: Low tuition reimbursements are processed in 1 st 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% 90% 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. V QTR: January through March: Total of 79 scheduled—71 appraisals completed. Participation in annual Increase by 10%each year 1St QTR: Wellness Expo scheduled for January 2019. Wellness Expo 3rd QTR: Wellness Expo was held in January 2019 with a total of 87 participants. Number of participants in January 2018 was 103. Internal promotions >_25% 14% 29% 40% (excludes entry-level positions) Formal grievances filed Zero 0 0 Employee injury and illness lost <6.8 2.5 1.48 3.55 time incident rate less than 2016 Bureau of Labor Statistics(BLS) California Sewage Treatment Facilities Rate 0 Completed O On Task O Off Task 0 At Risk Page 4 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 326 of 348 Page 6 of 21 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 3,d QTR 4"'QTR Comments/Issues Safety-prioritized work orders 100% 86% 84% 100% completed on time Regulatory Title V work orders 100% 96% 100% 100% completed on time Planned treatment plant >95% 81% 82% 87% 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% 98% 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 2017- for construction projects scheduled to start in 4th QTR(2-3 miles projected FY 2018-19). 2022) 3rd QTR: Designs and bids for three projects were completed this quarter. Construction of 5.3 miles will begin in April 2019. Capital expenditures as a >90% 90% 77% 82% 1St QTR: On task. percentage of capital budgeted 2nd QTR: Mid-year expenditures are approximately 77% due to delayed billing during the holidays. cash flow including carry forward V QTR: As of the end of February 2019, actual expenditures are at 82%of budget. Information system outages 100%uptime affecting normal business operations Data backup and recovery Zero lost data Potable water system monthly 100% 100% 100% 100% testing meets all water quality standards 0 Completed O On Task O Off Task 0 At Risk Page 5 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 327 of 348 Page 7 of 21 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 3,d QTR 4th QTR Comments/Issues Gallons of recycled water >240 million gallons per year 39% 51% 51% 1 It QTR: 93,996,507 gallons(year-to-date) distributed to external customers 2nd QTR: 123,052,611 gallons(year-to-date) 3rd QTR: 124,040,000 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 3rd QTR: Data not available until late April 2019. 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 3rd QTR: Data not available until late April 2019. 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. 3'd QTR: 4. Continued to explore innovative technologies through ISLE, ImagineH2O event, and MABR Nutrient Removal Workshop. 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 O On Task O Off Task 0 At Risk Page 6 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 328 of 348 Page 8 of 21 Ami) FY 2018-19 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT Attachment 2 GOAL 1 PROVIDE EXCEPTIONAL CUSTOMER SERVICE AND MAINTAIN AN EXCELLENT REPUTATION IN THE COMMUNITY Strategy Initiative Key Success Measures 1St 2"d 3nd 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. 2nd QTR: Currently evaluating the customer service and political sensitivity program. Will have an update Provide high-quality customer Conduct customer service and political sensitivity training. program schedule in 3rd QTR. service 3'd QTR: Program/curriculum is being evaluated. Perform research to assess customer awareness, satisfaction, desire to learn 1St QTR: Customer research will be performed in 4t"QTR to meet our annual customer satisfaction more about the District, and methods of best receiving information (FY 2019- assessment. 20) 2"d QTR: Customer researched planned for April 2019. 3rd QTR: Customer research performed at end of March 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. demonstrate industry leadership. 2"d QTR: Intranet progress continuing and on time. 3'd QTR: Intranet progress continuing and on time. Invest in business process 1St QTR: Followers continue to grow. The 1St QTR saw 1,767 Twitter profile views and increased post changes and technologies to engagement on Facebook. effectively increase access to Develop and monitor growth of social media. 2nd QTR: Both Facebook and Twitter continue to increase in followers and impressions. District information and promote 3rd QTR: YouTube, Facebook and Twitter continue to increase in followers and impressions. customer care, convenience, and self-service 1St QTR: New visitor management system in place. Additional improvements are scheduled as part of the Build External Customer Modernize Lobby layout and features to be more open and welcoming, remodel project. Relationships and including making information available digitally for customer self-service. 2nd QTR: Remodel bid and awarded. Awareness 3'd QTR: Tentative start on July 1, 2019. 1St QTR: Two hundred and twenty-four(224)people were served at local events and through community Conduct facility tours and presentations through speaker's bureau and other presentations. opportunities. 2nd QTR: More than 700 tour and speaker's bureau attendees. 3rd QTR: One hundred and ninety-eight(198)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 o information, including environmental messages. HHW by advertising our Thanksgiving turkey frying video. The public service announcement reached 45%of Increase customer understanding our service area by airing 522 times across cable networks and through a digital OnDemand ad campaign. and support for key District 3'd QTR: Produced a maintenance reliability video to showcase value. initiatives, programs,and services 1St QTR: Central San continues to feature items related to infrastructure improvements corresponding with the recent rate increases in our videos, Pipeline newsletter, and social media posts. Staff has started Continue public outreach associated with the rate study and its determining potential Proposition 218 Notice changes that include mock-up protest cards. recommendations. 2nd QTR: Development of updated Proposition 218 Notice to follow Board vote to stay with 2017 format. 3rd QTR: Additional infrastructure articles and new video produced. Soft Proposition 218 Notice to customers published in Pipeline newsletter(sent to customers first week of April). Continue to host the Central San Academy annually to educate the public. 1St QTR and 2nd QTR: On track to host in Spring 2019. 3'd QTR: Seventy(70)applicants and class of 43 participants as of March 26, 2019. 0 Completed O On Task O Off Task 0 At Risk Page 1 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 329 of 348 Page 9 of 21 Ami) 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 3nd 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status, Comments and Exceptions 1St QTR: Board Members are meeting routinely with elected officials and presenting at City Council 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 Meet regularly with elected officials and stakeholders. meetings, stakeholder events, and liaison meetings. In total, eleven additional meetings were held. 3'd QTR: Board Members are meeting routinely presenting at City Council meetings, stakeholder events, and liaison meetings. In total,four additional meetings were held,with an increase on stakeholder meetings not Build External Customer Build and maintain relationships counted. Relationships and with federal, state and local elected Host a signature event every two years, open to the public,that communicates 1St-4t"QTR: Signature event is set for 2020. Awareness officials and stakeholders District information on programs and services. 1St QTR: Board Members continue to be active in presentations (providing a total of eight). Plan Board Member presentations to City and Town Councils and community ■ 211 QTR: Board Members continue to be active in presentations (providing a total of five). Several also scheduled for 3rd QTR. groups of their liaison cities. 3'd QTR: Board Members continue to be active in presentations(providing a total of four). Several also scheduled for beginning of 4th 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 timelines and other critical information. Establish opportunities for internal 3'd QTR: Updating Operations and 2-3 year Schedule. partnerships and cross-divisional collaborations Continue the Information Technology Leadership,Applied Research and Optimizations,Wellness, and Safety Committees and expand the idea of cross- sectional committees to other areas. ■ Organize team-building exercises for divisions as needed. Communicate important District initiatives and information to employees via ' 1St QTR: Three Lateral Connections were produced in 1St QTR. The Lateral Connection continues to feature print and electronic media. employees and provide information regarding Central San initiatives and events. Foster Employee 2nd QTR: Three Lateral Connections were produced and were used to communicate about website changes, Engagement and the POB Seismic Project, and Central San events. Interdepartmental 3'd QTR: Three Lateral Connections were produced and were used to communicate intranet updates and Collaboration infrastructure projects. Survey employees for internal customer service satisfaction levels. 3'd QTR: Tentatively scheduled for January 2020. Cultivate employees' 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 I 1St QTR: Bi-monthly educational forums have been scheduled. First session scheduled for November 13, divisions upon request. 2018. 3rd QTR: Human Resource forums are in progress and have been conducted bi-monthly. 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. Ms. Program,with an emphasis on electronic records storage and retention. Gladwell will also assist with training to increase staff's awareness of records management. 2nd QTR: Meetings continued with consultant and training process started. 3'd QTR: Finalizing schedule and started training process. 0 Completed O On Task O Off Task 0 At Risk Page 2 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 330 of 348 Page 10 of 21 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 3nd 4th 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. 2"d QTR: Renewal in Fall 2019. 3'd QTR: Starting renewal process for Fall 2019. Continue to apply for awards through Municipal Information Systems ■ 3'd QTR: Received the following CWEA-San Francisco Bay Section Annual Awards: Association of California, California Association of Public Information Officials, • Machinist Bill Bowers-Mechanical Technician Person of the Year California Special Districts Association, California Water Environment . Senior Plant Operator Nick Hansen-Andy Stamatelos Special Service Award Continue to participate in industry Association, National Purchasing Institute,and Government Finance Officers • Collection System Operations Division-Collection System of the Year-Large trade organizations and apply for Association . Communication Services and Intergovernmental Relations Work Group-Community Engagement and certifications and awards Outreach-Best Use of Social Media Award 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. 2"d QTR and 31 QTR: Participation continues. Continue to participate in industry organizations such as American Water 1 2"d QTR: Associate Engineer Chathura Abeyrathna is now the President of the San Francisco Bay Section Works Association,Water Environment Foundation, and California Association of the California Water Environment Association. Maintain a Strong of Sanitation Agencies. Reputation in the Continue to participate in Respond when called to provide reasonable assistance to water and 1st QTR: No requests. Community CalWARN to provide mutual aid to wastewater agencies during a natural disaster or emergency event. 2"d QTR: Town of Paradise's request for Public Information Officer filled by others. sister agencies 3rd QTR: No requests. Hold community meetings for all major sewer renovation projects. 1 st QTR: Community meetings will be held in the 2"d and 3rd QTRs for upcoming projects. 2nd QTR: Community meetings will be held in the 3rd QTR for upcoming projects. 3rd QTR: Three community meetings were held. Meet with individual property owners and/or tenants on private easements for 1st QTR: Design meetings with customers will be held in the 2"d and 3'd QTRs for upcoming projects. 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 Minimize impacts to residents and contacted in 3rd QTR. businesses during maintenance or 3rd QTR: Met or had discussions with residents in Danville, Lafayette, Orinda, Moraga, and Walnut Creek. 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. 2"d QTR: Held public meeting for Danville Sewer Renovation Project. 3rd QTR: Held public meetings for Lafayette, Orinda, and Walnut Creek projects. Troubleshoot and resolve construction issues as rapidly as possible. 1st QTR: Routinely coordinate resolutions between customers, project managers, and contractors. 2"d QTR: Continued to coordinate resolutions as needed. 3rd QTR: Continued to coordinate resolutions as needed. 0 Completed O On Task O Off Task 0 At Risk Page 3 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 331 of 348 Page 11 of 21 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 zero(0) National Pollutant Discharge Elimination System or Recycled Water Permit violations. Comply with all permit requirements for air,wastewater discharges, and recycled 211 QTR: Received one(1) Bay Area Air Quality Management District Title V Permit violation. Received water. zero(0) National Pollutant Discharge Elimination System or Recycled Water Permit violations. 3rd QTR: Received one(1) Bay Area Air Quality Management District Title V Permit violation. Received Meet existing regulations zero(0) National Pollutant Discharge Elimination System or Recycled Water Permit violations. Include and execute regulatory-driven projects in the Capital Improvement Budget 1St QTR: Solids Project(including the wet scrubber) is on schedule.The Outfall Project was postponed on time. due to recent construction but is still within the regulatory timeline. 2nd and 3rd 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 1St 2"a and 3rd QTRS: Continue to attend monthly Bay Area Clean Water Agencies' Executive Meetings agency of other wastewater treatment agencies). and other relevant meetings. Foster relationships with regulatory Participate in relevant meetings and workshops with regulatory agencies. 1St 2ND and 3rd QTRS: Participate regularly in these meetings and workshops. agencies Communicate directly with regulatory bodies such as the Regional Water Quality 1St 2nd, and 3rd 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 1St QTR: Consistent tracking, updates to Board, and communication of Board positions on legislation. 2na QTR: Final Legislative Advocacy Report to Board for 2018 Session. Barnett reappointed to CSDA Analyze, review and comment on relevant proposed legislation, as appropriate. Legislative Committee. 3'd QTR: Providing routine updates on Legislative Priorities and outreach to elected offices on legislation. Track proposed and pending Barnett heading AB 1672 customer outreach support. legislation or regulatory changes; Actively participate or present at value-added professional association meetings plan for possible implementations and trainings and,when useful, produce reports on what was learned. Continue tracking possible regulations and plan on how to meet them. 1St QTR: Tracking the Bay Area Air Quality Management District's Rule 6-1 for Reduced Particulate Emissions. Evaluate the need for automation enhancements to the regulatory tracking program. 1St QTR: Completed and issued the Annual Greenhouse Gas Inventory Summary and Verification Prepare internal monthly greenhouse gas emission inventory updates and annual Report. Actively manage greenhouse gas inventory summary and verification report. 2nd QTR: Completed internal monthly GHG inventory updates. emissions in the most cost- 3rd QTR: Completed internal monthly GHG inventory updates. effective and responsible manner Prepare and submit annual greenhouse gas emission inventory to the California 3rd QTR: Annual GHG report submitted. Air Resources Board. I A I 0 Completed O On Task O Off Task 0 At Risk Page 4 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 332 of 348 Page 12 of 21 - FY 2018-19 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL 2 STRIVE TO MEET REGULATORY REQUIREMENTS Strategy Initiative Key Success Measures 1St 2^d 3nd 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status, Comments and Exceptions 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 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 333 of 348 Page 13 of 21 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 3nd 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 1St QTR: On track for the January Rate Workshop. consistent with cost of service Conduct annual review of rates and fees in FY 2018-19 for reasonableness and 3'd QTR: SSC Rate hearing on April 18, 2019. Review of Development Fees and Capacity Fees in principles consistency. process for early June 2019 Hearing Perform annual review of businesses to ensure consistency in applying and 1St QTR: Planned for 3rd QTR. processing capacity fees. 3,d QTR: Review Underway. Present alternative financial plans 1St QTR: Updated Financial Plan to be presented at the November 1, 2018 Board meeting. to the Board in FY 2018-19 for Present options for Board input consistent with Board policies,the 10-Year Capital 2nd QTR: Workshop was held. Preparing for 2nd workshop scheduled for January 2019. necessary rate adjustments for FY Improvement Plan, and general ratemaking principles. 3'd QTR: Workshop was held on January 15, 2019 with rate alternatives presented. Board consideration Conduct Long-Range 2019-20 onward, including of preferred alternative set for April 2019. Financial Planning considering the potential issuance Develop scenarios to utilize debt prudently in financing the 10-Year Capital 3'd QTR: Debt and non-debt rate alternative presented January 15, 2019. of debt to fund the Capital Improvement Plan.As needed, issue debt consistent with Board direction and the Improvement Plan in conjunction debt management policy. 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. 3rd QTR: Conversations ongoing with Concord. revenues and funding sources 1St QTR: Updated Financial Plan to be presented at the November 1, 2018 Board meeting. (e.g., interagency agreements, 2nd QTR: Completed and submitted application for State Revolving Fund loan for the Solids Handling services, and recycled water) Pursue State Revolving Fund loan and grant opportunities, as appropriate. Project. Next step—Awaiting State Water Resources Control Board scoring/decision. 3'd QTR: Awaiting State Water Resources Control Board scoring/decision. 1St QTR: Setting target dates and developing Gantt chart. 2nd QTR: Gantt chart developed and has been updated and presented at Administration Committee Successfully transition to CalPERS healthcare plan. meetings. 3rd QTR: Board adopted resolutions transitioning to CalPERS on March 21,2019. On scheduled with an effective date of July 1, 2019. Manage Costs Effectively manage the cost of 2nd QTR: Provided update to Board at November 1, 2018 workshop for Other Post-Employment Benefits employee benefits Annually assess the status of Contra Costa County Employees' Retirement and Pension funding status. Association pension and other employee-liability-related trusts (pension prefunding 3rd QTR: Provided update of OPEB funding ratio with transition to CalPERS and provided funded ratios and Other Post-Employment Benefits). for pension at Citizens Academy March 2019. Develop funding goals for pay-down of Unfunded Actuarial Accrued Liabilities by 3'd QTR: Will provide dashboard of funded ratio and anticipated improvement if UAAL is amortized as percent. planned, and with additional contributions. 0 Completed O On Task O Off Task 0 At Risk Page 6 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 334 of 348 Page 14 of 21 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 2^d 3nd 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status, Comments and Exceptions 1St QTR: Departure of temporary internal auditor and solicitation of new internal audit resources via request for proposal. Continue to develop internal audit function and integrate into processes. 2nd QTR: RFP for solicitation of new internal auditing firm was rejected by Finance Committee. Returned to posting for individual internal auditor. Offer extended in December 2018. 3'd QTR: In February 2019, retained District Temporary Senior Internal Auditor. Workplan for FY 2018- Carry out targeted audits of 19 presented to Finance Committee. critical/high risk functions or 1 st QTR: See above. processes Present annual audit plan to Board for approval. 2nd QTR: Pending on-boarding of new internal auditor, which is underway. 3'd QTR: Workplan for FY 2018-19 presented to Finance Committee. Workplan for FY 2019-20 will be presented by July 1, 2019. 1St QTR: See above. Execute audit plan and convey results to the Board. 2nd QTR: Pending on-boarding of new internal auditor, which is underway. 3'd QTR: Revenue audit underway, targeting results in 4th QTR of FY 2018-19. Assess business processes and modify as needed. Manage Costs 1St QTR: On track to present FY 2017-18 Annual Report to the Administration Committee on November Provide annual report to Board on key findings of studies conducted and 6, 2018 and to the Board on November 15,2018. optimizations completed. 2nd QTR: Quarterly progress check-in with Managers set for January 29, 2019. 1St QTR: Board adopted Purchasing Policy on August 16, 2018. Procedural updates to be made in Update Purchasing Policy and Procedures. coordination with the Enterprise Resource Planning implementation and changing processes and Re-engineer business processes p g y procedures. and complete optimization studies iIIIIIIIIIIIIIIIIL 2nd QTR: Decided to defer procedures update until new Enterprise Resource Planning system in place. to identify opportunities to reduce costs and align with best practices 1 st QTR: Established ticket tracking system for Purchasing requisitions, and data is being compiled for Establish baseline data for potential improvement of Purchasing processes nder analysis. 2 through metrics for workload and throughput. 2 QTR: Maintained requisition status tracking. 3'd QTR: Completed electronic signature technology training to automate workflow of signatures. Plan to roll out for agreement process 4th QTR and establish metrics. 2nd QTR: Created contractor lists and drafted the contracts (under legal review). Several projects have Implement the Uniform Construction Cost Accounting Act. been identified. 3'd QTR: Initiated secured projects. Awarded one contract and two are pending. 0 Completed O On Task O Off Task 0 At Risk Page 7 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 335 of 348 Page 15 of 21 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 3nd 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status, Comments and Exceptions 1St QTR: Ongoing. Identify and harness lessons learned from previous losses. 2nd QTR: No Change. 311 QTR: Initiated discussion with Capital Projects to address increase in number and potential cost of claims for damage caused by our contractors. 1st QTR: $6,900.00 Reduce average cost of overflow claims. 2nd QTR: $8,595.47 3,d QTR: $7,290.00 Evaluate and apply risk 1st QTR: In progress. Manage Costs management practices to minimize Develop and present to the Board a framework for an Enterprise Risk 2nd QTR: Pending completion of risk inventory; reached out to consultant for assistance in December 2018. loss Management Program. 3'd QTR: Draft strategic risk register completed. Senior Management Review Workshop scheduled in 4th QTR. 1St QTR: In progress. Maintain and report on risk inventory. 2nd QTR: Pending completion of risk inventory; reached out to consultant for assistance in December 2018. 3rd QTR: Consultant retained to finalize risk inventory with addition of Strategic Risks. Prevent inventory losses through monthly Warehouse inventory cycle counts and report reconciliations. 0 Completed O On Task O Off Task 0 At Risk Page 8 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 336 of 348 Page 16 of 21 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 3nd 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status, Comments and Exceptions Hire a training consultant. 1 St QTR: Scheduled for 4th QTR. Develop and employ a training plan for each business section and employee 1St QTR: Scheduled for 4th QTR. classification. Assess, develop, and implement 1St QTR: In progress. Mentorship Program is currently evaluating several learning management District-wide training needs Update training database. systems. Anticipated completion is 3'd QTR. 3'd QTR: Evaluating two final vendors for learning management system. Continue to encourage the use of external and internal training and tuition reimbursement programs. 1St QTR: Started looking at RedVector for additional technical subject material. Buildings and Grounds, Ensure Adequate Develop and implement training and development checklists for all Plant Instrument Shop, and Electrical Shop check lists to be completed by 4th QTR. Staffing and Training to Maintenance employees. 2nd QTR: Implemented RedVector for Buildings and Grounds and Mechanical Shop. Continuing to Meet Current and develop checklist for other Shops to be completed by end of 4th QTR. 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). 1St 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 list QTR: Completed revisions. Anticipated rollout in 3'd QTR. meaningful feedback. 3'd QTR: Rollout delayed to 4th QTR. 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. 3'd QTR: Scheduled for January 2020. Provide opportunities to recognize high-performing teams at department meetings Enhance Relationship and Board meetings. with Employees and Cultivate a positive work culture Continue the General Manager lunches with the division workgroups. 2nd QTR: Lunches on hold until middle of the year Bargaining Units 1St QTR: Three Lateral Connections were produced in 1St QTR. Maintain the Lateral Connection employee-centered newsletter. 2nd QTR: Three Lateral Connections were produced in 2nd QTR. 3rd QTR: Three Lateral Connections were produced in 3rd QTR. list QTR: Currently developing posters and have increased staff communication via email. Have Increase participation in the employee wellness program, including the annual increased activities, including the"Cake Walk,"and weight management challenge. Health Expo,which provides a full health assessment for employees. 2nd QTR: Preparing to launch new Wellness Portal. Wellness Expo scheduled for January 2019. 3rd QTR: Wellness Expo held in January 2019 as well as several other Wellness activities. Implemented the new Wellness Portal. 0 Completed O On Task O Off Task 0 At Risk Page 9 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 337 of 348 Page 17 of 21 - 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 3nd 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status, Comments and Exceptions Continue the General Manager meetings with the bargaining representatives. 3rd QTR: Meetings ongoing. 1 st 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. 2nd QTR: Negotiations are completed. Labor Management Committee is scheduled to resume in January Bargaining Units bargaining units 2019. 3rd QTR: Held Local One in 3'd QTR. MS/CG scheduled for 4th QTR. 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 10 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 338 of 348 Page 18 of 21 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: Maintenance is involved with Engineering on project scope and assessments. One coordination Develop 10-Year Capital meeting was held in 1St QTR. Improvement Plan consistent with Complete condition assessments on all critical equipment on time and incorporate 2nd QTR: Assessment done for Filter Plant and other projects. Steam and Blower Project to follow recommendations of the into Capital Improvement Budget or Maintenance Program as appropriate. (contract approved). Comprehensive Wastewater 3'd QTR: Started steam system condition assessments. Master Plan and Asset Management Execute the Capital Improvement Budget with the approved budget and on 1St QTR: Budget spending at 90%and all projects are within schedule. schedule. 2nd and 3rd QTR: Majority of projects on schedule, some spending delayed. 1St QTR: Continue to complete defect elimination (DE)and track them in Cityworks. Perform Reliability Centered Maintenance, Experience Centered Maintenance, 2nd QTR: Finish experience centered maintenance analysis on Ultraviolet Facility by 3rd QTR, and Manage Assets Defect Elimination, or other strategic reliability-based analysis on Treatment Plant perform reliability centered maintenance analysis by 4th QTR. Completed five defect eliminations and Optimally Throughout process systems. started two more in 2nd QTR. Their Lifecycle Continue maintenance on assets 3'd QTR: completed five (5)"Don't Just Fix It"and completed PMO on UV. using a reliability-based approach 1St 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. 3rd QTR: Working on obtaining ultrasound equipment and attended ultrasound training. 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: Has 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 3'd QTR: Met with Operations and Maintenance to cover FY 2019-20 Capital Improvement Budget. Management Program into the ensure all critical assets and processes in need of repair or replacement are analysis of long-term Capital appropriately scheduled in the 10-Year Capital Improvement Plan. Facilitate Long-Term Improvement needs based on the st Capital Renewal and 10-Year Capital Improvement Plan Develop a prioritization model for vertical assets. 1 QTR: Maintenance continues to work with Engineering on prioritization. Replacement Implement the Project 1St QTR: Capital Project Beta Team is being trained and performing hands-on review through 2nd QTR. Management Information System Complete implementation of the system and train staff. 2nd QTR: Training program planned for entire Capital Improvement Program staff for January 2019. 3'd QTR: Continuing to implement;addressing Construction Contract Purchase Orders. Train staff and conduct an exercise of the Emergency Operations Plan. 1 sl 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. Protect District Enhance capability to mitigate, 1st Personnel and Assets 1 QTR: Target date is June 30, 2019. prepare for, respond to, and Update the Emergency Operations Plan EOP 3'd QTR: Hiringconsultant to assist in developing Emergency Response Plan. Will become a new from Threats and recover from emergencies p g y p ( )� p g g y p Emergencies section of the EOP. 1St QTR: System migration vendor has been selected. The project is pending Board approval. Relocate the data center to a more secure location. 2nd QTR: Approved and in progress. 3rd QTR: In progress and on time. 0 Completed O On Task O Off Task 0 At Risk Page 11 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 339 of 348 Page 19 of 21 Ami) FY 2018-19 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL 5 MAINTAIN A RELIABLE INFRASTRUCTURE Strategy Initiative Key Success Measures 1St 2"d 3nd 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status, Comments and Exceptions 1St 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. Enhance capability to mitigate, 3'd QTR: Implementation and training delayed until Meet and Confer is completed. prepare for, respond to, and recover from emergencies 1st QTR: In progress. Utilize technology to monitor portions of the Martinez campus as a supplement to 2nd QTR: Adding card readers and cameras, and discussing with Capital Projects plans for a formal security personnel. guard station 3rd QTR: Evaluated alternatives to improve remote video and storage reliability and capacity. 1St QTR: In progress. Implement the Security Master Plan. 2nd QTR: Developing asset packages based on site threat levels(to assist Capital Projects with application of new specifications). 3rd QTR: Scope for security elements of Pumping Station Upgrades almost complete. Protect District Evaluate and implement 1St QTR: In progress. Personnel and Assets appropriate improvements to the 2nd QTR: Access control procedure was updated. Implementation and training pending Security from Threats and Security Program to meet new or Develop additional security procedures, apply the changes, and train staff. Committee's approval of update. Emergencies evolving threats 3'd QTR: Updated main gate access criteria to address issues arising from increased contractor presence on treatment plant. Upgrade Treatment Plant control network and its equipment to create redundant 3'd QTR: In progress and is ongoing. paths. 1St QTR: The water system upgrades are under construction. Construct new system and infrastructure upgrades. 2nd QTR: New air gap tank and other improvements have been completed. Improve the potable water system 3'd QTR:Water upgrades complete. New scope found and will be executed under future project. and enhance water quality testing Test potable water quality on a monthly basis. 1st QTR, 2nd and 3rd QTR: Potable water quality tested monthly. 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 updates to employees on the quality of the water. infdormation to Central San staff. 2 QTR: Results of water quality monitoring are on the OTIS home page. 0 Completed O On Task O Off Task 0 At Risk Page 12 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 340 of 348 Page 20 of 21 Ami) FY 2018-19 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL 6 EMBRACE TECHNOLOGY, INNOVATION AND ENVIRONMENTAL SUSTAINABILITY Strategy Initiative Key Success Measures 1St 2nd 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 3'd QTR: Met with CCWD and Concord in late February. 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 list 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. 3rd QTR: Submitted Title 22 Annual Report. to residents and businesses; evaluate and process new Continue the Residential Recycled Water Fill Station Program. customer requests and 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. 3'd QTR: Ongoing process. Explore ways to optimize energy efficiency. 2nd &3rd QTR: Continued working with Pacific Gas and Electric regarding strategic energy management, Explore opportunities for including a site visit. Reduce Reliance on renewable energy generation, 1St QTR: Held a workshop with the Executive Team on September 18,2018 to get guidance on next Non-Renewable Energy conservation, and efficiency based steps. on the Board's Energy Policy 211 QTR: Initiated review and update of Board's 2016 Energy Policy. Prepare and issue a solicitation for an onsite renewable energy generation project. 3'd QTR: Continued with Administration Committee to amend Board's Energy Policy; working with Plant Maintenance Division to complete an evaluation of a solar exchange project for Central San Pumping Stations;drafting RFQ to procure an energy savings company(ESCO)for evaluation and implementation of a lighting, and HVAC project at Central San's treatment plant campus. 0 Completed O On Task O Off Task 0 At Risk Page 13 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 341 of 348 Page 21 of 21 Ami) FY 2018-19 STRATEGIC PLAN KEY SUCCESS MEASURES PROGRESS REPORT GOAL 6 EMBRACE TECHNOLOGY, INNOVATION AND ENVIRONMENTAL SUSTAINABILITY Strategy Initiative Key Success Measures 1St 2nd 3rd 4th Performance in Achieving Success Measures QTR QTR QTR QTR Status, Comments and Exceptions 1 St QTR: The request for proposal is completed. Vendor selection is in progress. Issue an RFP and select vendor and system integrator. 2nd QTR: Vendor demonstrations completed. Reference checks in progress. 3'd QTR: Vendor selection complete. Contract negotiations in progress. Select and implement new Successfully manage scope,timeline and budget for implementation, including Planned as part of full implementation. Encourage the Review Enterprise Resource Planning mitigation of any effects on staff. and Testing of (ERP)system and integrate with as Planned art of full implementation. linked systems Integrate with the electronic timekeeping system. P p Technology to Optimize and Modernize Integrate with the PMIS. Planned as part of full implementation. Business Operations Address e-procurement and contract management system needs. Planned as part of full implementation. Expand and improve the use of Utilize mobile applications for Construction Inspectors, Capital Projects Inspectors, worthwhile mobile computing and communication technologies and Surveyors(upgrades only). 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. 3'd QTR: Meeting held in February 2019. 1St QTR: Continued participation in meetings,workshops, and coordinating on various planning and Encourage the Review Continue developing and investing Continue to be an active participant in the HYPOWERS pilot project to test an predesign efforts. and Testing of in cost-effective innovation, 2 QTR: Continued participation in meetings and coordinating various planning and predesign efforts. Technology to Optimize leading, and promising technology emerging hydrothermal resource recovery process for solids handling. 3'd QTR: Continued participation in meetings, close-out workshop, and coordinating various planningand and Modernize and applied research and predesign efforts. Business Operations development 1St QTR: Conducted wet ash pilot bench tests and kicked off the Water Pigeon Meter Reading Pilot. 2nd QTR: Automated SRT control software implemented by Control Systems group. Continued sampling Pilot test new and promising technologies or processes. and bench testing conducted for HYPOWERS project. 3'd QTR: Continued sampling and dewatering of more solids feedstock for HYPOWERS bench testing. Filter Plant polymer bench and full-scale testing led by Capital Projects. 0 Completed O On Task O Off Task 0 At Risk Page 14 April 16, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 342 of 348