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Guiding Your Organization Through A Comprehensive Assessment Process Guiding Your Organization Through A Comprehensive Assessment Process Clark Regional Wastewater District John M. Peterson, P.E. General Manager Kim Thur Executive Assistant Clark Regional Wastewater District John M. Peterson, P.E. General Manager Kim Thur Executive Assistant APWA Accreditation Program APWA Accreditation Program

APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

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Page 1: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

Guiding Your Organization Through A Comprehensive Assessment Process Guiding Your Organization Through A Comprehensive Assessment Process

Clark Regional Wastewater DistrictJohn M. Peterson, P.E.

General Manager

Kim ThurExecutive Assistant

Clark Regional Wastewater DistrictJohn M. Peterson, P.E.

General Manager

Kim ThurExecutive Assistant

APWA Accreditation ProgramAPWA Accreditation Program

Page 2: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

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• Comprehensive Assessment Benefits• Clark Regional Wastewater District

(CRWWD) Overview• APWA Program Overview• Self-Assessment Process• Accreditation Process• CRWWD Story• In Summary

AgendaAgenda

Page 3: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

Comprehensive Assessment Benefits Comprehensive Assessment Benefits

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• Ensure effective & efficient operations– Consistent with customer expectations

• Ensure reliable, predictable service• Manage financial resources in

responsible, efficient & effective manner• Protect public & environmental health &

safety• Optimize use of existing facilities• Maintain financial transparency

• Measure against national standards• Identify “opportunities”

Comprehensive Assessment Benefits

Comprehensive Assessment Benefits

Page 5: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

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• Improve professionalism & delivery of services

• Validation of staff & organization• Continuous improvement/cross-

function coordination• Training• Succession planning

Comprehensive Assessment Benefits

Comprehensive Assessment Benefits

Page 6: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

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Comprehensive Assessment Benefits

Comprehensive Assessment Benefits

• APWA provides framework to achieve benefits – Assessment process

• Best national management standards– Good fit

• Applicable to all operations– Flexible

• Self-assessment or accreditation– Cost-effective– Recognized organization

Page 7: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

CRWWD OverviewCRWWD Overview

Page 8: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

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CRWWD OverviewCRWWD Overview

• Sewer district (RCW 57)– Full-service collection utility, est. 1958

• 3 member Board• 44 employees (administration, engineering, finance, maintenance)

– Rate / connection charge supported• $34 / month / ERU• $1,898 (local collection); $4,444 (regional treatment)

– $19.5M annual budget

Page 9: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

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CRWWD OverviewCRWWD Overview

• Service area– 37 square miles– 34,000 ERUs– 80,000 people

• Infrastructure– 550 miles pipe – 50 pump stations

• Treatment (8 mgd)

– Clark County– City of Vancouver

CRWWDCRWWDCRWWD

Page 10: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

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• Mission– Providing customer-focused, professional wastewater services in an

environmentally and financially responsible manner

• Vision– An active partner in Clark County, to support economic development

and to manage and protect water resources• Values

– Stewardship– Employees– Responsibility– Valued Partner– Innovation & learning– Communication– Efficient & Effective Solutions

CRWWD OverviewCRWWD Overview

Page 11: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

APWA Program OverviewAPWA Program Overview

Page 12: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

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APWA Program OverviewAPWA Program Overview

• Two Options– Self-assessment

• Process for internal checks & balances

• Refine policies & procedures

• Compare agency with national standards

– Accreditation (site evaluation)• Validates self-assessment

• APWA evaluators review compliance

• Become nationally accredited agency

Page 13: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

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APWA Program OverviewAPWA Program Overview

• Pacific Northwest accredited agencies– City of Anacortes, WA– City of Bellevue, WA

• Transportation Department• Utilities Department

– City of Bend, OR– Clark Regional Wastewater

District– City of Eugene, OR

• Public Works Department– Pierce County, WA

• Public Works• Utilities

60 accredited agencies in North America

Page 14: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

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APWA Program OverviewAPWA Program Overview

• Pacific Northwest agencies in progress– City of Albany, OR– City of Bothell, WA

• Public Works Department

– City of Lewiston, ID• Public Works Department

Page 15: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

Self-Assessment ProcessSelf-Assessment Process

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Self-Assessment ProcessSelf-Assessment Process

– Software available• Select self-assessment

manager– APWA recommended skill-set

• Experience in organization• Knowledge of agency processes• People person• Organized• Decision-maker• Committed to success

• Public Works Management Practices Manual

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Self-Assessment ProcessSelf-Assessment Process

• Select chapters– 35 chapters contain 529 practices– Examples of chapters:

• Human Resource Management• Finance• Safety• Project Management• Potable Water• Wastewater Collection & Conveyance

– For CRWWD, 18 chapters & 289 practices applied (v. 5)

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Self-Assessment ProcessSelf-Assessment Process

– 29.1: Collection & Conveyance Management Plan

– 29.2: Operations Manual– 29.3: Records– 29.4: Infrastructure

Inventory– 29.5: Infrastructure

Condition– 29.6: Infrastructure

Management– 29.7: Facility Maintenance

& Inspection– 29.8: Inflow & Infiltration

– 29.9: Illicit Discharges– 29.10: Industrial

Pretreatment– 29.11: Energy

Consumption Reports

– 29.12: Sanitary Sewer Overflows

– 29.13: Testing Alarms– 29.14: Safety– 29.15: Long-Range System

Planning– 29.16: Capacity

• Chapter 29: Wastewater Collection & Conveyance Practices

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Self-Assessment ProcessSelf-Assessment Process

• Practice 29.5 Sample29.5 Infrastructure Condition

A record of the wastewater collection and conveyance system infrastructure condition is maintained and updated on a regular schedule.

Records of infrastructure condition are maintained and used in tracking maintenance and operating costs and identifying service needs to maximize life expectancy of the infrastructure.

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Self-Assessment ProcessSelf-Assessment Process

• Chapter 4: Finance - Practice 4.6 Sample4.6 Rate Setting

Rates are set for both internal and external customers for designated goods or services according to financial objectives, equity, efficiency and administrative feasibility.

Determination of the rate or price for a given good or service should take the cost of service analysis into account along with applicable laws and regulations. The characteristics of how and why the customer consumes the good or the service, the timing of payment for the good or service and the community’s sense of equity and efficiency are important factors in determining how and what the customer actually pays.

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Self-Assessment ProcessSelf-Assessment Process

• Self-assessment manager:– Assigns chapters– Maintains files– Tracks status– Provides progress reports– Finalizes practices– Submits approved practices to Director for

signature

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Self-Assessment ProcessSelf-Assessment Process

• Staff:– Review practices & compliance level

• Full • Substantial • Partial • Non-Compliance

– Provide explanation of compliance– Substantiate compliance level

Page 23: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

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Self-Assessment ProcessSelf-Assessment Process

• Self-assessment completion:– Utilize results for continuous improvementOR– Submit results to APWA for certificate of

completion

Page 24: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

Accreditation ProcessAccreditation Process

Page 25: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

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Accreditation Process Accreditation Process

• Set budget– APWA costs– Staff time

• Create schedule• Submit application• APWA provides

– Agreement – Checklist

Page 26: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

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Accreditation ProcessAccreditation Process

• Improve less than “Substantial” procedures

• Update – Documentation– Tracking Software

Page 27: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

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Accreditation ProcessAccreditation Process

• Submit documentation• Submit site evaluation

request• APWA sends evaluation

team– 3 evaluators / 3 days

Page 28: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

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Accreditation ProcessAccreditation Process

• Typical Site Visit– Sunday

• Welcome & orientation• Chapter 1: Organization & Strategic Planning• Tour

– Monday & Tuesday• Interviews – verification with examples

– Wednesday• Finish interviews• Evaluators review final results with agency• Done by 12 PM

Page 29: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

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Accreditation ProcessAccreditation Process

• Accreditation recommended

• Awarded accreditation for 4-year term– APWA representative

• Continuous improvement– Biennial update– Substantial ratings

improved to Full – Re-Accreditation?

Page 30: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

CRWWD StoryCRWWD Story

Page 31: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

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CRWWD Story CRWWD Story

• Initially accredited 2005– Substantial & Full compliance

ratings• Sought re-accreditation 2009

– What we changed• Develop scope & schedule• Provide more engaging process

Page 32: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

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CRWWD Story CRWWD Story

• Re-Accreditation kickoff breakfast (January)– Management served employees– APW-Yay!

• Update practices / documentation– 20% per month (Feb-Jun)– Regular status reports

• Internal review by:– Departments– Re-Accreditation Manager– Director

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CRWWD Story CRWWD Story

• Celebration BBQ – Materials submitted! (July)

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CRWWD Story CRWWD Story

• Site evaluation (August)– Interviewees with “observers”

• Awarded Re-Accreditation (September)– 100% practices Full compliance– Five model practices

• Organizational chart & description of duties• Policies & procedures review process• Strategic Plan• Claims reporting & investigation manual• Safety Manual

Page 35: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

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CRWWD StoryCRWWD Story

• CRWWD Suggestions …– Make the commitment!

• Scope process• Allow staff time for process

– Express appreciation• Good food & friendly

services– Kickoff breakfast– Celebration BBQ

Page 36: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

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CRWWD StoryCRWWD Story

• Key: Involvement!– Elected officials support– Practices in staff’s hands– Make it an event– Communicate, communicate,

communicate

Page 37: APWA Accreditation Program - MemberClicks · APWA Program Overview • Two Options – Self-assessment • Process for internal checks & balances • Refine policies & procedures

In SummaryIn Summary

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In SummaryIn Summary

• It’s worth the effort– Ensures effective & efficient operations– Identifies opportunities– Measures against national standards– Improves professionalism & delivery of

services– Validation of staff/organization– Provides continuous improvement/

cross-function coordination– Platform for succession planning/training

“We are an improved organization due to the APWA accreditation process.” ~ Clark Regional Wastewater District

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Questions?Questions?

John Peterson Kim Thur General Manager Executive Assistant (360) 993-8819 (360) [email protected] [email protected] www.crwwd.com

Ann Daniels Director of Credentialing (800) 848-2792 [email protected]/About/Accreditation/