The Aging Workforce Getting Prepared for the Perfect Storm New York States Approach to the Certified

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The Aging WorkforceGetting Prepared for the
Perfect StormNew York States Approach to the
Certified Operator ShortageRural Community
Assistance Partnership ConferenceSeptember 16,
2009 Washington, D.C.
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Presentation Outline

• The Perfect Workforce Storm
• Additional Hurdles for Government
• Preparing for the Storm
• New York States Approach to Addressing the Water
  Operator Shortage
• Questions Additional Information

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Operator Shortage

• Its been estimated that almost 50 of todays
  water and wastewater operators will retire within
  the next five to seven years. They will need to
  be replaced.
• American Water Works Association Research
  Foundation Study - 2005 Succession Planning
  for a Vital Workforce in the Information Age

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The Perfect Workforce StormContributing
Factors

• LACK OF EDUCATION - Employers do not understand
  the impact of staffing shortages, planning for
  the future, the needs of current employees and
  future hires.
• LACK OF A SUCCESSION PLAN - with a projected
  loss of 50 of staff in the next 10 years through
  retirement and attrition, who will replace these
  staff?
• LACK OF A KNOWLEDGE MANAGEMENT PROGRAM -
  Institutional knowledge is literally walking out
  the door because it is not captured (operating
  procedures, mentoring, etc.) before the employees
  leave.

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The Perfect Workforce StormContributing
Factors

• LACK OF RECRUITMENT PLAN - No plans for
  attracting new staff.
• LACK OF RETENTION PLAN - Cannot keep employees.
  High turnover. If we dont like a job, we
  quit. Fortune Magazine, May 28, 2007
• LACK OF MANAGEMENT - It is expected that most of
  the retirees are going to be from the management
  rank.
• LACK OF TRAINING - In order to weather the
  storm, employers are going to need strong
  training programs.

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The Perfect Workforce Storm Additional
Hurdles for Government

• Government has to work harder to show
  recruits that they are an employer of choice!
• Civil Service
• Lower pay than private industry
• Promotions are based on longevity instead of
  merit
• Traditional management styles

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The Perfect Workforce StormOutcome

• If you dont have employees, you cant get the
  job done!, Kathryn L. McCain, American Water
  Works Association President, 2004
• If you cant get the job done, especially in the
  water supply industry, you risk the future growth
  of the community, their trust and most
  importantly public health!

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Preparing for the StormWorkforce Strategies

• Education, Education, Education ? - Educate all
  stakeholders on this subject. We cannot afford to
  be reactive!
• Prepare a Succession Plan - Identify who will be
  staffing the organization in the future as well
  as the roadmap and timeline to achieve the goals.
  
• Develop a Knowledge Management Program - Capture
  the institutional knowledge of employees in the
  form of written documented procedures.

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Preparing for the StormWorkforce Strategies

• Develop a Recruitment Plan
• Advertising
• Career Fairs
• Internships
• Job shadowing
• Speaking about your organization to your
  community (schools, civic groups, etc.)

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Preparing for the StormWorkforce Strategies

• Develop a Retention Plan
• Understand staff and their needs
• Mentoring/Protégé
• Evaluate salaries
• Flexibility
• Promotions based on merit
• Team environment
• Invest staff in decision making
• Support professional development

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Preparing for the StormWorkforce Strategies

• Develop managers - Provide managers with the
  tools and resources to carry out the plans.
• Develop an active training program - New hires
  need to be provided with training to do their
  jobs and current employees need to be provided
  with professional development opportunities.

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New York States Approach to Addressing the
Certified Water Operator Shortage
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Why has the New York State Department of Health
made the Operator Shortage a Priority?
.
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Because without Certified Operator(s) ..

• Public health is at risk (i.e.Walkerton),
• The system is in violation,
• One of the communitys largest investments is in
  jeopardy,
• State and local regulators spend unnecessary time
  addressing violations...
• ALL EQUAL INCREASED COST TO THE TAXPAYER
  

.
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What steps has NYSDOH taken to Address the
Certified Operator Shortage ?

• Expanded Training, Education Outreach Efforts
  on the subject of the Operator Shortage
  Elevating the Profession of an Operator
• Regulators
• Operators
• Water System Owners
• Elected Officials
• Public

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Educational Resources
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Communication Methods

• EPAs Talking to Your Decision Makers A
  Best Practices Guide

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Penn State Public Broadcasting

• What A 90-minute documentary with a Community
  Toolkit for facilitating local involvement.
• Message Critical role water infrastructure plays
  in protecting health and promoting economic
  prosperity. Intended to raise public awareness of
  the challenges facing U.S. water infrastructure.
• Uses
• Organize a public screening at community events
  like public meetings, fairs, festivals, school
  events, etc.
• Distribute to management/board members/local
  officials or organize a short screening during a
  meeting.
• Share with other water system staff or show
  during a staff meeting.
• Order copies through the http//liquidassets.psu.e
  du/ website for 24.95 each

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Water Environment Federation (WEF)

• What Education and outreach campaign with FREE
  materials downloadable from the web. Also
  provides consultation services to develop and
  execute local programs.
• Message The program highlights the need for user
  rate increases due to declining federal and state
  funding for water-related projects. Intended to
  inform and motivate the general public,
  ratepayers, and elected officials to invest in
  water and wastewater infrastructure.
• Uses
• Bill stuffers, door hangers, sample display ads,
• Public service announcements, press releases,
  articles, presentations
• Available at http//www.waterislife.net

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American Water Works Association (AWWA)

• What Education and outreach campaign. Free for
  AWWA member utilities only, who can adapt them in
  a wide variety of ways to meet local needs.
• Message A grassroots and media campaign to help
  utilities and public officials communicate the
  value of tap water service and the need to
  reinvest in water infrastructure to consumers,
  media and other stakeholders.
• Uses
• Consumer Handouts, Print Ads, Radio Public
  Service Announcements, Children's Activities
• Speech Template, PowerPoint Presentations,
  Editorial Board Briefing Guidelines, Talking
  Points, Logo Art
• Questions? Contact Greg Kail at gkail_at_awwa.org or
  303-734-3410

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Is the Water Rising? A Brief Look at New Yorks
Water and Wastewater Systems New York Rural
Water Association

• What FREE 27-minute Management/Board Member
  Training DVD
• Message Discusses the upcoming crisis relating
  to NYs water and wastewater certified operators
  quickly reaching retirement age, and the lack of
  qualified individuals to fill these important
  positions.
• Uses
• Organize a screening at board meetings, staff
  meetings, or community events
• Distribute to management/board members/local
  officials or organize a short screening during a
  meeting.
• View at http//www.nyruralwater.org/ or call
  NYSDOH at [phone] to request a FREE copy.

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Networking and Partnerships

• Established the Water Wastewater Education and
  Outreach Committee (WWEOC)
• Created an Environmental Careers Brochure and
  sent out over 100,000 copies to high schools,
  science colleges, vocational schools and
  unemployment offices.
• Future projects
• Public awareness brochure

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Operator Career Brochure

• What Recruitment brochure created by the Water
  and Wastewater Education and Outreach Committee.
• Message Provides information on the Water
  Operator Profession.
• Uses
• Provide to high school guidance offices
• Distribute copies at career fairs
• Display copies at the local library
• Available for download at http//www.health.state
  .ny.us/environmental/water/drinking/operate/docs/o
  pcareer.pdf or call NYSDOH [phone] for
  FREE copies

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National Service Center for Environmental
Publications (NSCEP) US Environmental Protection
Agency

• Various education and outreach materials are
  available through keyword searches (drinking
  water, rates, etc.).
• Visit http//www.epa.gov/nscep/ to search and
  order free copies of materials.

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What steps has New York State taken to Address
these Shortages?

• Required water systems to have the technical,
  managerial, and financial capacity to operate
  their systems (Capacity Development).
• Education, succession planning, recruitment and
  retention plans, knowledge management programs,
  and training programs
• Supporting operator professional development
• Evaluate water rates and subsequently operator
  salaries

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Capacity Resources
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Strategic Planning Handbook

• Copies of this document can be obtained by
• Calling EPAs Safe Drinking Water Hotline at
  1-800-426-4791
• Visiting EPAs website at http//www.epa.gov/sa
  fewater/smallsystems/pdfs/guide_smallsystems
  _stratplan.pdf

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Managerial CapacityRoles and Responsibilities
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New Best Practices Guide and Fact Sheets
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EPA Check Up Program for Small Systems
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EPAs Record Keeping Rules Quick Reference Guide
is a good start to establishing system record
keeping.
System Records
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NYRWA/NYSDOH Standard Operating
Procedures (SOP) Template
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Rate Setting Tools

• CUPSS
• EPAs Setting Small Drinking Water System Rates
  for a Sustainable Future

• Download at http//www.epa.gov/ogwdw/smallsystems
  /pdfs/guide_smallsystems_final_ratesetting_guide.p
  df

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Summary

• We all play our role in the protection of public
  health and the environment.
• The success of any water system/organization is
  dependant on the quality of staff working within
  the organization.
• We cannot afford to wait another ten years to
  address the workforce issues.
• The Storm is coming . Are you ready? Your
  community, family, and friends are depending on
  you!

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Questions Additional Information

• Teresa M. Boepple, P.E.
• Section Chief, Professional Certification
• New York State Department of Health
• Bureau of Water Supply Protection
• Flanigan Square, 547 River Street
• Troy, New York 12180-2216
• Phone [phone]
• Fax [phone]
• e-mailtmb03_at_health.state.ny.us