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Home My WebLink About02. "Boost" Mentorship Program Presentations Page 1 of 19 Item 2. CENTRALSAN Jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT October 5, 2023 TO: HONORABLE BOARD OF DIRECTORS FROM: TEJI O'MALLEY, HUMAN RESOURCES AND ORGANIZATIONAL DEVELOPMENT MANAGER REVIEWED BY: PHILIP LEIBER, DEPUTYGENERAL MANAGER -ADMINISTRATION ROGER S. BAILEY, GENERAL MANAGER SUBJECT: "BOOST" MENTORSHIP PROGRAM PRESENTATIONS Since 2016, Central San has offered its BOOST Mentorship Program for full-time employees to be a mentee or mentor in a cross-divisional, project-based, staff development opportunity. The program is highly interactive and unique in that mentees and mentors work together to successfully complete and present a project to the Executive Team and Board Members. The delivery of the project provides a basis upon which a relationship can be built and gives each mentee exposure to Central San's senior leadership, as well as a chance to hone their presentation skills. In addition to the project and monthly mentorship meetings, mentees have the ability to learn technical skills and job shadow within the mentor's division, and explore other areas of Central San in which they may have an interest. The Mentorship Program has been a successful and popular part of Central San's Organizational Development and Talent Management program. Three mentees recently"graduated" from the fourth cycle of the program, bringing the total number of mentees who have participated in the program thus far to 20. Over the years, the mentees have included entry-level and mid-management staff. The mentors who have participated in the program - some being repeat mentors in multiple cycles - have included mid- management, management, and executive staff. The Mentorship Program is designed to foster employee growth, break down silos within Central San, and develop win-win outcomes between the District and its employees. Mentees and mentors develop themselves professionally and personally, feel more valued and confident in the workplace, can explore lateral and promotional career opportunities and advancements, have a greater understanding of Central San's operations, and build lasting, cross-divisional relationships. The program also enhances succession planning efforts, encourages collaborative interdepartmental relationships, emphasizes the value of developing people, develops leaders' coaching skills, and produces projects - often optimizations -to enhance Central San's ability to deliver high-quality service to customers. The program assists Central San in becoming a learning organization and in retaining and strengthening its greatest asset: its people. On August 21, 2023, the fourth set of mentees "graduated" from the program by presenting on their October 5, 2023 Regular Board Meeting Agenda Packet- Page 5 of 144 Page 2 of 19 mentorships and their projects to their first-line supervisors, their fellow mentees, the mentors, and the Executive Team. As always, mentees and mentors were paired cross-divisionally and based upon the mentee's interests. The mentees and mentors from Cycle 4 were as follows: • Matt Chambers, Maintenance Crew Member I I - Mentor: Lori Schectel, Environmental and Regulatory Compliance Division Manager • Heather Ramamurthy, Management Analyst- Mentor: Kevin Mizuno, Finance Manager • Khae Bohan, Asset Management Program Administrator- Mentor: Roger Bailey, General Manager Strategic Plan Tie-In GOAL THREE: Workforce Diversity and Development Strategy 3- Retain skilled workers by investing in resources and opportunities for all employees to grow and thrive ATTACHMENTS: 1. Presentation - Matt Chambers 2. Presentation - Heather Ramamurthy 3. Presentation - Khae Bohan October 5, 2023 Regular Board Meeting Agenda Packet- Page 6 of 144 Page 3 of 19 Attachment 1 October 5,2023—Board Meeting g Mentorship R Presentation 4 Mentee Matt Chambers,Maintenance Crew Member II,CSO Mentors ` t _ ' Lori Schectel,Environmental&Regulatory Compliance Manager Blake Brown,Supervising Chemist Colleen Henry,Environmental Compliance Program Administrator + ; About Me My name is Matt Chambers. I am a Maintenance Crew Member II at CSO and have been part of Central San for a little over 3 years. I applied to the mentorship program to gain a s.. greater understanding of the different processes t at Central San,the environmental impacts, and how my current role affects various areas within the district. October 5, 2023 Regular Board Meeting Agenda Packet- Page 7 of 144 1 Page 4 of 19 Mentorship Experience My Mentor is Lori Schectel along with Colleen ' Henry and Blake Brown. My mentors have set up some great hands-on experiences such as taking water samples from the bay,going on multiple business inspections with Environmental Compliance inspectors,and learning what happens to water samples once the lab receives them from CSO. l ) I have also had the opportunity to teach my — supervisors and peers at CSO about the new _ Waste Discharge Requirements(WDR)and the , new Spill Emergency Response Plan(SERP) while simultaneously creating a new spill kit to be used for category 1 spills.All which are currently now in place. 1 Project _ My project covered several areas: Update SERP(Spill Emergency Response Plan) Alk Create new Category 1 Spill kits(Cat 1) Update Chain of Custody forms • Train CSO on how to properly sample Cat 1 spills. • What is the project? • To comply with the new WDR(Waste Discharge Requirements) • To meet the updated SERP requirements Blake • Updated sampling procedures for bacterial indicators-Using a sterile bottle to collect samples • Updated sampling procedures for ammonia-Dechlorination&Preservation • Help the lab conform to the new Environmental Laboratory Accreditation Program(ELAP) regulations + f • Align with the preservation requirements in federal regulation(40CFR-136) • New spill kits +- • What is the project status currently? • Complete and in place! October 5, 2023 Regular Board Meeting Agenda Packet- Page 8 of 144 2 Page 5 of 19 4 . Bay Sampling with Brent Harvey,Chemist II C�5 iV� 4 SSO� e� .py Automotive Shop Dental Office 3 1' Pretreatment Inspections _ with Jesse Folks, ECI II October 5, 2023 Regular Board Meeting Agenda Packet- Page 9 of 144 3 Page 6 of 19 L. - o. � .Zlp - Outfall Project of custody L.' L - ti CSO Training October 5, 2023 Regular Board Meeting Agenda Packet- Page 10 of 144 4 Page 7 of 19 �e„�nor�USrod�. CSO Training New Sampling Kit MW- w r v< �, Ir r 1 1 October 5, 2023 Regular Board Meeting Agenda Packet- Page 11 of 144 5 Page 8of1O Page 9 of 19 What did I learn? � The mentorship program has been a great experience that not only allowed me to see how CCCSD operates but also allowed me opportunities not normally experienced within CSO. 91 I have learned why sampling and inspections play such a vital role in maintaining a clean and environmentally friendly collection system. I have also learned how important it is to have properly { collected water samples and properly inspected sites in order to maintain a safe and healthy ecosystem Lastly,I have learned how each system within CCCSD affects the —t'= other and why it is imperative that each section maintains high standards so that we can offer the best service to our customers. THANK YOU! Thank you to Roger and the Board of Directors for providing the Mentorship Program Thank you to my Mentors for all their support with the project, field trips and their knowledge Thank you to the CSO leadership team for supporting me throughout this program October 5, 2023 Regular Board Meeting Agenda Packet- Page 13 of 144 7 Page 10 of 19 Attachment 2 October 5,2023—Board Meeting Mentorship Presentation Cross-Functional Financial Planning Solutions z - Mentee { 0 Heather Ramamurthy,Management Analyst �— Mentor Kevin Mizuno,Finance Manager New s � Table of Contents ` : = About Me Mentorship + ! � Project Moving Forward Thank You •j 1=. October 5, 2023 Regular Board Meeting Agenda Packet- Page 14 of 144 1 Page 11 of 19 About Me PMP with 20+years of private sector experience in high- tech and manufacturing industries Management Analyst at Central San since 2018 4 years with Planning& Development Services Division Recently transferred to IT to assist with licenses, the establishment ' of a Project Management Office (PMO), and the promotion of IT Best Practices My Original Reason for Mentorship Program Participation Develop new working relationships between divisions Reduce silos and duplication of effort Foster transparency of communication and consistent data tracking i Transforming Internal Processes: The Power of Software Implementation !I ` Phase 1: EZ Lease for Governmental Accounting Standards Board (GASB) Requirements GASB 87 Leases GASB 96 Software licenses - Phase 2: Oracle Cloud Enterprise Performance Management (EPM) ' Our successful implementations of EZLease for tracking leases and licenses and the Oracle EPM for Capital module exemplify our commitment to data-driven efficiency and improved public service. 4 October 5, 2023 Regular Board Meeting Agenda Packet- Page 15 of 144 2 Page 12 of 19 Background to EPM for Ca ital g p Business Requirements Finance: Monthly budgeting and cashflow Capital: Monitor projects Planning: Financial planning and rate setting Lack of alignment in data structures and tools for preparing the O&M and capital budgets _ Oracle EPM Cloud Planning is used to prepare the Annual Operations& Maintenance(0&M)Budget .� Spreadsheets and manual processes are used for preparing the annual Capital - Improvement Budget(CIB)and 10-year Capital Improvement Plan(CIP) Manual processes for CIB preparation and reporting require substantial staff effort *Background from the Emtec-CCCSD SOW EPM Projects s Desired Outcomes: More Transparency and Collaboration Among Work Groups • Optimize Oracle functionality I ' • Increase transparency of capital project data • Improve inter-divisional collaboration • Simplified monthly reporting B • Reduction of administrative burdens • Better cash flow analysis to improve matching of rate setting with Capital needs 6 October 5, 2023 Regular Board Meeting Agenda Packet- Page 16 of 144 3 Page 13 of 19 A Model Software Implementation Successful software implementation through cross-functional teamwork: Project management best practices Stakeholder support Scope consistency Well-developed, tested and approved Focus on training and user adoption v xr F'I.A Interesting Findings is ,•` Finance gained insight into roles and handoffs between Capital and Planning as software workflow was mapped out Finance, Capital and Planning gained a common understanding of how average budget in the monthly 1` Capital Project Report is calculated _ It is now calculated using Approved Budget,Adjusted Budget, plus y -- Carryover from prior fiscal year Accruals make July spending appear low Four new IT tasks foster awareness of unique IT project cycle s End-cycle communications and training retained a special 4` focus on scheduling and status discussions October 5, 2023 Regular Board Meeting Agenda Packet- Page 17 of 144 4 Thank You! Kevin Mizuno Danea Gemmell Charles Mallory, Edgar Lopez, Stephanie King, Thomas Brightbill, Chris Carpenter, Denis Chebotarev, Amy Phil Leiber Compaglia, Shari Deutsch, Mary Lou Esparza, Leo Gonzalez, Amal Lyon Tim Hiteshew, Ben Lavender, Dana Lawson, Morgan Lowry, Olivia Ruiz Theresa McCauley, Velisa Parks, David Kramer, Kathleen Rodriguez, Paul Seitz, Jason Sweet, Alan Weer Christopher Thomas ............... Page 15 of 19 Attachment 3 October 5,2023—Board Meeting Mentorship Presentation Mentee d _ Khae Bohan,Asset Management Program Administrator z Mentor Roger Bailey,General Manager Technical Skills:Greg St.John,Land Surveyor 1 t About Me Role at Central San w. Asset Management Program Administrator About 3.5 years at Central San Provide program/project management for Asset Management / 1 Systems including GIS and CMMS and technical support services Current projects include finishing the Asset Management Plan and CAD/BIM Standards Development/BIM Execution Plan Background in Land Surveying—LSIT, B.S. in Geomatics Engineering from Fresno State and Masters in Engineering from Purdue Mentorship Program Participation Learn how to be effective leader and gain field experience in Land Surveying October 5, 2023 Regular Board Meeting Agenda Packet- Page 19 of 144 1 Page 16 of 19 Mentorship Roger made time to meet every other month Leadership Topics Compassionate Leadership Making Tough Decisions Leadership Diamond Keeping the Workforce Engaged and Motivated Getting Things Done as a Team Understanding Public Service Strategies for Career Success Continuous Improvements&Transformation Job Shadowing ^ Executive Team Meeting ~r: Manager's Forum Board Meeting Work with Greg twice a month Performed field to office surveying procedures Project Background E�504-sob Objective: Develop a Record of Survey of the Treatment Plant and buffer property to be recorded at the County s44soR 140LSM6 115s zoos For Engineering Projects at the Treatment 1s5s Bruce Plant,the accurate base files given to shremp consultants consists of the mapping of the unAnown Plant and aerial photography.This does not include boundary newor lik 54LSM50 1972 The last Record of Survey of the Treatment 51 LSM13 Plant was recorded on March 9, 1972,which 2015 recorded only 253.63 total acres of the Plant 54rsoRsll rs6a We have since acquired additional property zsz455 lsss in fee in the last 50 years—now—350 total 1ooLSM4� acres rss� ED 553560 161 LSM32 1.gg1 �021 October 5, 2023 Regular Board Meeting Agenda Packet- Page 20 of 144 2 Page 17 of 19 �_ P/z•aD••PCD T41,Mio3s OR QR./6 39� o Project Background (contd) ••F „ u $ sa„ /2"SDCD ' IN I M32 Mom It's important to perform and file a Record of Survey with the County CENTRA CO�TRA COSTA SANITARY D Provide legal survey documentation of additional property R446 ; 5418PR3// 47 Delineate Plant boundary,establish markers and control using a 25363 TOTAL ACRES current survey technology and datums ' q �a CP/2••BD••CCCSD Project will PROPCOR", l f003 C. Augment existing base files for consultants ^ „ „ %yqo zjy W CONTRASCOSTApC Place final markers for Flood Control Raising Project,Walnut- 6/79 OR46 Grayson Creek �2FENCEPOST — AKER per FD V IP When others doing survey near the plant,surveyors will know OR.159 =s-» DRA55 where to look due recorded documentation OF Important for Right-of-Way, Capital Projects and Planning 1R,„ „ ro„'"° a_„Imo.e. o �g Completed measurements from existing markers and boundary that Project Status relate to the Plant Using current Survey instruments M. and equipment, traced the footsteps of the previous surveyor i; Performed other surveying tasks as needed for Treatment Plant Capital Projects Remaining are office and place final markers October 5, 2023 Regular Board Meeting Agenda Packet- Page 21 of 144 3 Page 18 of 19 Project Status Completed AutoCAD Mapping showing the Treatment Plant property boundary and adjacent properties OSTA Moving Forward COq"I C - — File Record of Survey with County Add boundary to consultant base files aecureeeMao6�E,. .aam, . October 5, 2023 Regular Board Meeting Agenda Packet- Page 22 of 144 4 Page 19 of 19 id Thank You _ r' y Roger, Greg, Danea, Nitin ti 4 For the additional experience and knowledge of surveying y� towards PLS exam �" z Practical leadership advice a� Better understanding of Capital Projects,Treatment Plant o: and meeting staff I':,2 a. Questions? - 1 r. October 5, 2023 Regular Board Meeting Agenda Packet- Page 23 of 144 5