Webbased Performance Management System

1
Web-based Performance Management System
Session 1 Session Chairman and Welcome Note Mr.
Gerry Galvin, Principal Adviser, DEHLG
Hodson Bay Hotel, Athlone 13th December 2007
2
Web-based Performance Management System
Performance Management System - How it affects
you Mr. Richard Cronin, Inspector, DEHLG
Hodson Bay Hotel, Athlone 13th December 2007
3
PMS How it affects you - Introduction

• What is the PMS?
• Why should I use it?
• Who should use it?
• How will I use it?

4
Acronyms/Jargon

• PMS Performance Management System.
• WSNTG Water Services National Training Group.
• DEHLG Dept. of Environment, Heritage and Local
  Government.
• EPA Environmental Protection Agency.
• EDEN Environmental Data Exchange Network.
• LIMS Laboratory Information Management System
  (LabInfo, LabWorks).
• ProjectVision software platform that Web based
  PMS runs on.
• WISE Water Information System for Europe.

5
Acronyms/Jargon contd

• UAT User acceptance testing
• Business Process what you do and how you do it
• PCS Project Control System (infrastructure
  development)
• DBO Design Build Operate
• PSP Private Sector Provider
• RBDs River Basin Districts

6
What is the PMS?

• The Performance Management System (PMS) is
• An operational management system for water
  services infrastructure
• Introduced in 2002 as a paper based system 5
  volumes
• Converted to a web based application in 2007 4
  volumes

7
PMS- why should I use it?

• There are lots of reasons!
• Its the users manual / service history
• It is best practice for asset management
  (Circular L12/02) infrastructure will last the
  course or longer!

8
PMS- why should I use it?

• The Law
• New legislation (and new offences!) governing
  water services and their operations.
• Licensing of discharges
• Strategic plans under the Water Services Act 2007
  (Sect. 36).
• EU objective to have monthly results published on
  the internet for the public
• River basin management plans leading to
  programmes of measures

9
PMS- why should I use it?

• Best Management Practice top down and bottom
  up!
• Operational risks issues.
• Compliance risks and issues.
• Staff mobility and knowledge retention.
• Accidents i.e. health and safety.
• Ensuring value for money.
• Comparison of asset performance public and
  private sector.
• Access to all staff for results reports.
• Paperless system.
• Management Information System

10
PMS- why should I use it?

• Local, Regional, National EU Strategic
  Objectives.
• Water Services Authorities must put plans in
  place.
• River Basins must gather data so that programmes
  of measures (what we need to do in the future)
  can be developed.
• Ministerial imperative to have a monthly
  reporting system for water issues (compliance and
  operational).
• Sharper national data set for EPA reports
  (monthly not annually).
• Ireland needs to develop a system for reporting
  water quality issues to Europe (WISE).
• The PMS captures all the operational information
  about water and waste water on a monthly basis.

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PMS- why should I use it?

• Reporting under water Directives

WISE
Europe
Public access
EDEN
National

WFD water classification
Others
RBMP
PMS
LIMS
EPA
Local Authorities
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PMS- Who should use it?

• PSP/DBO Contractors have to use it at present
  it ensures a cheque in the post!
• In your Local Authority use will depend on the
  structure of the Local Authority.
• Key users
• Plant operation staff (process technicians, DBO
  staff).
• Laboratory staff (on-site or operational
  analysis).
• Laboratory staff (compliance analysis).
• Engineers and technicians in Water Services
  Operations.
• Senior Engineers Directors of Services
  responsible for Water Services Operations.
• Compliance Auditors.

13
PMS- How will I use it?

• First comes the training!
• Early 2008.
• Training on the PMS.
• Training on the Web system.
• Access will be from an internet connected
  computer.
• The web system will be set up and ready to go for
  your Local Authority.
• If not already done so please return
  questionnaire with confirmation on latest data
  ASAP!!

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PMS- How will I use it?

• Other issues
• Interface with other systems currently in use (or
  in development).
• LIMS, LAMS, EDEN, RBMS
• IT issues
• Internet connections
• Computers
• Communications
• Staff training

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PMS- How it affects you summary

• Will ensure
• best practice.
• sharper data sets.
• assistance in legal compliance.
• local sharing of information.
• assistance with national reporting on operations
  and compliance.
• Infrastructure maintenance and refurbishment is
  targeted.

16
PMS- How it affects you

• Special Thanks
• Cork County Council
• Fingal County Council
• Leitrim County Council
• South Tipperary County Council
• Earth Tech Ltd.

17
PMS- How it affects you

• Thank you

18
Web-based Performance Management System
Performance Management System - Process
Overview Mr. Conor McCarthy, Director, Jennings
ODonovan
Hodson Bay Hotel, Athlone 13th December 2007
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Web-Based PMS National Seminar
Context of Jennings ODonovan Partners
Involvement in PMS Process and New Web-PMS

• Promote Awareness of PMS Documentation
• Refresh Knowledge of PMS Procedures

Provide Knowledge, Understanding Awareness of
PMS in advance of the Web-PMS User Course
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Web-Based PMS National Seminar

• Structure of Presentation
• - Part 1 - Introduction to PMS
• - Part 2 - Content of PMS Process Overview
• - Structure of the PMS
• - Monthly Status Reports
• - Reporting Procedures
• - Emergency Procedures
• - Audit Procedures

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Web-Based PMS National Seminar
PART 1 INTRODUCTION TO PMS
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Part 1 Introduction to PMS
What is PMS

• Prepared in 2002
• Developed under the Direction of the WSNTG
  DEHLG
• Rolled out at WSNTG Conference in September 2002
• Given effect by Circular L12/02
• Suite of 5 Documents, Separate volumes for
• - Wastewater Treatment Plant
• - Sludge Treatment Plant
• - Pumping Stations
• - Water Treatment Plant
• - Rural Water
• Provides Guidance to Local Authorities (LAs) on
  how to manage the performance of water/
  wastewater facilities

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Part 1 Introduction to PMS
What is PMS (Continued)

• Contains Standard Procedures
• - Reporting Procedures
• - Emergency Procedures
• - Audit Procedures
• Initially prepared for DBO Operational
  Contracts
• PMS included as a Contractual Requirement in DBO
  Contracts

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Part 1 Introduction to PMS
What is PMS (Continued)

• Currently in use by Private Service Providers on
  DBO and OM Contracts
• - Water Treatment Works
• - Waste Water Treatment Works
• - Rural Water Grouped DBO Bundles
• Being used by Local Authorities on some
  facilities
• - Not in widespread use
• Can readily be used by LAs for managing their
  own facilities

25
Part 1 Introduction to PMS
Circular L12/02 The Performance Management
System

• The PMS has been developed by the WSTNG to
  assist Local Authorities in fulfilling their
  role as Employer in managing the performance of
  private sector operators. It is intended that
  the PMS will assist Local Authorities in
  adopting a consistent approach to performance
  management of all its water and waste water
  facilities.
• The PMS will also be of assistance to a Local
  Authority where it currently operates directly a
  water or waste water facility.

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Part 1 Introduction to PMS
What is the purpose of PMS?

• To assist Local Authorities in fulfilling their
  role as Employer in managing the performance of
  Private Service Providers (PSP) in DBO and
  Operational Contracts.
• To assist LAs in Managing the Performance of
  their own water wastewater treatment
  facilities.
• To provide a Consistent Approach to dealing with
  all relevant performance management issues.

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Part 1 Introduction to PMS
Water Services Legislation

• Water Services Act 2007
• - Comprehensive review, update and consolidation
  of all existing water services legislation
• - Facilitates establishment of comprehensive
  supervisory regime to ensure compliance with
  specified performance standards
• - Amends the Environmental Protection Agency Act
  1992 to assign responsibility for supervision
  of Water Services Authority water supplies to
  the EPA
• - Places duties of care in relation to water
  conservation, asset management protection of
  networks and prevention of risk to public health
  and the environment

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Part 1 Introduction to PMS
Water Services Legislation Relevant to Water
Supply (In Chronological Order)

• European Communities (Quality of Water Intended
  for Human Consumption) Regulations 1988 (S.I. No.
  81 of 1988)
• European Communities (Quality of Surface Water
  Intended for the abstraction of Drinking Water)
  Regulations 1989) (S.I. No. 294 of 1989)
• European Communities (Drinking Water) Regulations
  2000 (S.I. 439 of 2000)
• Health (Fluoridation of Water Supplies)
  Regulations 2007 (S.I. No. 42 of 2007)
• European Communities (Drinking Water) Regulations
  2007 (S.I. No. 106 of 2007)
• European Communities (Drinking Water) Regulations
  (No. 2) 2007
• (S.I. No. 278 of 2007)

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Part 1 Introduction to PMS
Water Services Relevant to Water Supply
(Continued)

• European Communities (Drinking Water) Regulations
  2007 (S.I. No. 106 of 2007)
• - Replicate Drinking Water Regulations of 2000
• - Provide for supervision of Water Services
  Authorities by the EPA
• - Provide for supervision of Group Water Schemes
  by Water Services Authorities
• - All monitoring programmes subject to approval
  by the EPA
• - EPA have powers of enforcement and powers of
  direct intervention
• - Water Services Authorities required to keep up
  to date records on monitoring results, and
  make them available to the public
• - Water Suppliers required to maintain records
  of any incidents, and records in relation to
  their operations generally
• - Now an offence to
• - Fail to maintain records

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Part 1 Introduction to PMS
Water Services Relevant to Water Supply
(Continued)

• European Communities (Drinking Water) (No. 2)
  Regulations 2007
• (S.I. No. 278 of 2007)
• - Further strengthens the Drinking Water
  Regulations by
• - Increasing penalties for non-compliance with
  the requirements of the Regulations
• - Provides for indictable offences
• - Revokes S.I. No. 106 of 2007

31
Part 1 Introduction to PMS
Water Services Legislation Relevant to Waste
Water (In Chronological Order)

• Urban Waste Water Treatment Directive 91/271/EC
• Environmental Protection Agency Act 1992
• Environmental Protection Agency Act 1992 (Urban
  Waste Water Treatment) Regulations, 1994 S.I.
  No. 419 of 1994
• Urban Waste Water Treatment Regulations 2001
  (S.I. 254 of 2001) 2004 (S.I. No. 440 of 2004)
• European Communities (Waste Water Treatment)
  (Prevention of Odours and Noise) Regulations
  2005 (S.I. No. 787 of 2005)
• Waste Water Discharge (Authorisation) Regulations
  2007 (S.I. No. 684 of 2007)

32
Part 1 Introduction to PMS
Water Services Legislation Relevant to Waste
Water (Continued)

• Urban Waste Water Treatment Regulations 2001
  (S.I. No. 254 of 2001) 2004 (S.I. No. 440 of
  2004)
• - Regulations revoke and generally re-enact in
  consolidated form the EPA Act 1992.
• - Give effect to Council Directive 91/271/EC and
  Directive 2000/60/EC (The Water Framework
  Directive)
• - Prescribe requirements for provision of
  collection systems and treatment works and
  other requirements for urban waste water
  treatment plants
• - Provide for monitoring procedures in relation
  to treatment plants for plants of 2000 p.e. and
  greater

33
Part 1 Introduction to PMS
Water Services Legislation Relevant to Waste
Water (Continued)

• Waste Water Discharge (Authorisation) Regulations
  2007 (S.I. No. 684 of 2007)
• - Provide for the Authorisation by the EPA of
  discharges from waste water treatment works
  and collection systems to all receiving waters
• - Failure to comply with conditions attaching
  to EPA Authorisation will be an offence.
• - Penalties for successful prosecution of
  offences

34
Part 1 Introduction to PMS
Water Services Legislation

• In Summary
• - Extensive Raft of recent new Legislation in
  both Water and Waste Water
• - More Accountability than ever before now being
  demanded of Water Services Authorities
• Need for Auditable Trail of Records

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Part 1 Introduction to PMS
JOD Experience with current PMS Reporting

• OM Contracts
• DBO Contracts
• - Rural Water Grouped DBO Bundles
• - Waste Water Treatment Plants

Foxes Den - Sligo
Sligo Main Drainage
Rossnowlagh Donegal Group A
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Part 1 Introduction to PMS
JOD Experience with current PMS Reporting
(Continued)

• Monthly Status Reports by Private Service
  Providers based on PMS
• Differing Interpretations in Compilation and
  Presentation
• Receiving 60 page reports for each of 9 group
  schemes within a bundle every month for 2 years
  already of a 20 year Contract
• Service Provider with paperless web accessible
  Monthly Status Reports in PDF Formats

37
Part 1 Introduction to PMS
Why change to a Web-Based System?

• Technical Advances have made it possible
• - Broadband
• - Increased Computer Literacy
• - Affordability of Computer Hardware
• DBO Service Providers already leaning towards
  paperless systems for MSRs
• Monitoring Records now a Regulatory Requirement
  enforceable by penalty
• Facilitates maintaining records in a common
  consistent format
• Instantly Accessible to Users, Administrators,
  Auditors DEHLG
• Public Accessibility to Information

38
Web-Based PMS National Seminar
PART 2 CONTENT OF PMS PROCESS OVERVIEW
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Part 2 Content of PMS - Process Overview
Structure of the PMS

• The PMS is divided into 4 volumes for each of the
  following facilities
• Vol 1 - Waste Water Treatment Plant
• Vol 2 - Sludge Treatment Plant
• Vol 3 - Water Treatment Plant
• Vol 4 - Pumping Station
• A 5th Volume exists for Rural Water which is not
  applicable to LAs at this stage, but is
  currently being used by Private Service Providers
  in the Rural Water Sector.
• For ease of reference, a colour coding system is
  used to identify each facility type.

40
Part 2 Content of PMS - Process Overview
Structure of the PMS (Continued)
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Part 2 Content of PMS - Process Overview
Monthly Status Report

• Each PMS Volume consists of a number of standard
  procedures under the following categories-
• - Reporting Procedures
• - Emergency Procedures
• - Audit Procedures
• The Reporting Procedures are used to compile the
  Monthly Status Report (MSR).
• The Reporting Procedures direct the production of
  the MSR.

42
Part 2 Content of PMS - Process Overview
Monthly Status Report (MSR)

• Primary output of the PMS is the generation of
  the Monthly Status Reports
• MSR compiled using standard procedures set out in
  various PMS volumes.
• MSR should be submitted within 14 days of the
  month following that covered by the Report.
• MSR should include summary of the performance of
  specified plant.
• Consistent version each month, based on standard
  testing procedures and reporting templates.
• MSR contains adequate info to assess the
  performance and operation of the plant.

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Part 2 Content of PMS - Process Overview

• ARP1 Table of Contents for MSR

44
Part 2 Content of PMS - Process Overview
Why Procedures Based Approach?

• The Procedures as set out are
• Simple to use
• Methodically sequenced in step by step manner
• Easily followed

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Part 2 Content of PMS - Process Overview
Why Procedures Based Approach?

• Advantages to using a Procedure Based Approach
  are as follows
• Standardises the Content of the MSRs
• Ensures consistent version of MSR being presented
  each month based on standard testing procedures
  and reporting templates
• Facilitates Trend Analysis
• Procedures based approach makes it possible for
  the independent external auditing to be carried
  out
• The Audit is designed to assess the performance
  of the Service Provider/ Water Services Authority
• Non compliance with the procedures can be easily
  recognised, assessed and reported upon.

46
Part 2 Content of PMS - Process Overview
Summary of Procedures

• Reporting Procedures (RP)
• Emergency Procedures (EP)
• Audit Procedures (AR)

47
Part 2 Content of PMS - Process Overview
Summary of Reporting Procedures (Water)
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Part 2 Content of PMS - Process Overview
Summary of Reporting Procedures (Water)

• Full Suite Comprises 21 Reporting Procedures
• Full Suite Applicable to larger Water Treatment
  Facilities
• Number of Reporting Procedures can be tailored to
  suit smaller Water Treatment Facilities

49
Part 2 Content of PMS - Process Overview
Reporting Procedures RP1 Compiling the Monthly
Status Report (MSR)

• PURPOSE
• Purpose of Procedure is to outline the steps to
  be followed when compiling the MSR
• OBJECTIVE
• Ensures MSRs compiled in a standard, consistent,
  systematic manner
• DESCRIPTION
• MSR to be complied based on Table of Contents
• Separate Procedure given for each section of
  Table of Contents

50
Part 2 Content of PMS - Process Overview
RP1 Compiling the Monthly Status Report (MSR)

• ARP1 Table of Contents for MSR

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Part 2 Content of PMS - Process Overview
RP6 Procedure for Reporting Process Operational
Changes

• PURPOSE
• To detail the info to be included for Reporting
  Process Operational Changes
• OBJECTIVE
• To ensure the MSR presents the details of process
  operational changes that occurred so that their
  impacts can be assessed
• DESCRIPTION
• The following should be reported
• - Description of change made
• - Purpose of change
• - Date change implemented
• - Name and position of person who carried out
  the change
• RP allows for assessing the effects of the change
• Record details as per APR 6

52
Part 2 Content of PMS - Process Overview
ARP6 Process Operational Changes Record
53
Part 2 Content of PMS - Process Overview
ARP6 Process Operational Changes Record
54
Part 2 Content of PMS - Process Overview
RP9 Procedure for Reporting Complaints

• PURPOSE
• To detail the info needed in the MSR to deal with
  complaints
• OBJECTIVE
• To ensure that complaints are logged in a
  standard, systematic fashion, are dealt with
  appropriately and are reported in the MSR
• DESCRIPTION
• Complaints can be made by public to LA or site
  staff
• Complaints can be regarding noise, odour, quality
  of water (effluent, and other items)
• Complaints are recorded in writing, and receipt
  of complaint acknowledged (within 7 days)
• Outline final outcome having dealt with complaint

55
Part 2 Content of PMS - Process Overview
ARP9 Complaints Register
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Part 2 Content of PMS - Process Overview
Schematic Communications / Complaints
57
Part 2 Content of PMS - Process Overview
ARP9 Complaints Register
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Part 2 Content of PMS - Process Overview
RP17 Reporting Analysis Results for Raw,
Clarified, Post Filtered, Final Waste Waters

• PURPOSE
• Report the analysis results for raw, clarified,
  post-filtered, final and waste water
• OBJECTIVE
• Ensure that that analysis results are presented
  in the MSR in a clear, concise manner to allow
  the performance of the plant to be assessed
• DESCRIPTION
• Procedure describes analysis required, frequency,
  where from and the parameters to be tested for

59
Part 2 Content of PMS - Process Overview
RP17 Reporting Analysis Results for Raw,
Clarified, Post Filtered, Final Waste Waters

• Summary Reports are produced from this information

60
Part 2 Content of PMS - Process Overview
ARP17/1 Analysis Results For Raw Water
Clarified Water
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Part 2 Content of PMS - Process Overview
ARP17/2 Analysis Results For Filtered Water
Waste Water
62
Part 2 Content of PMS - Process Overview
ARP17/3 Analysis Results For Final Water
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Part 2 Content of PMS - Process Overview
ARP17/4 Analysis Results For Sludge
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Part 2 Content of PMS - Process Overview
RP20 Compiling Analysis Results for Raw
Influent/ Settled Sewage, Mixed Liquor

• PURPOSE
• To Detail information required for section of MSR
  for Reporting Analysis Results
• OBJECTIVE
• To present analysis results in a clear, concise
  manner to allow the performance of the plant to
  be assessed

65
Part 2 Content of PMS - Process Overview
RP20 Compiling Analysis Results for Raw
Influent/ Settled Sewage, Mixed Liquor

• DESCRIPTION
• Procedure details analysis results required from
  where, frequency and the parameters to be tested

66
Part 2 Content of PMS - Process Overview
RP20 Compiling Analysis Results for Raw
Influent/ Settled Sewage, Mixed Liquor
67
Part 2 Content of PMS - Process Overview
RP20 Compiling Analysis Results for Raw
Influent/ Settled Sewage, Mixed Liquor
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Part 2 Content of PMS - Process Overview
Emergency Procedures

• 7 Emergency Procedures applicable to all
  facilities
• Prepared Once and review annually or as
  circumstances change
• Does not form part of MSR
• - Reporting Procedure for Emergency Events which
  is included in MSR
• Objective of Emergency Procedures
• - Ensures Detailed Planning for Emergency Event
• - Provides for Protection of Facility, People
  and the Environment
• - Enables Rapid Response

69
Part 2 Content of PMS - Process Overview
Emergency Procedures
Templates for Emergency Contacts
EP7 Procedures for Compiling Appendices
EP6 Training Procedure for Emergency Services
Personnel
EP5 Category A Emergency Procedure
EP4 Category B Emergency Procedure
Sample Categories of Emergencies
EP3 Procedure for Categorising Emergencies
Summary Wall Chart of Emergencies Relevant
Contacts
Sample Table of Contents for Site Emergency Plan
Document
EP2 Procedure for Compiling a Site Emergency
Plan
EP1 Procedure for Compiling a Site Safety
Statement
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Part 2 Content of PMS - Process Overview
EP1 Procedure for compiling Site Safety Statement

• Objective
• - To ensure that a comprehensive document
  outlining the site specific safety procedures
  is available to all personnel on site
• - Updated annually and as procedures change on
  site
• - All staff and visitors need to be familiar
  with the content of Site Safety Statement
• - Approval of statement by Safety Officer of
  Private Service Provider or Local Authority
• - Distribution of Statement

71
Part 2 Content of PMS - Process Overview
EP1 Procedure for compiling Site Safety Statement
(SSS)Standard Documentation to be incorporated
in SSS
Risk Assessment/ Hazard Identification
Policy Statement on S,H W at Work
Working Guidelines
Hazardous Chemical Procedures
Site Safety Reporting
Emergency Plan
Distribution List
Chemical Log and Data Sheets
Permit to Work
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Part 2 Content of PMS - Process Overview
Audit ProceduresIndependent Compliance Audit
(ICA)

• Purpose of Audit
• - To demonstrate that the facility is being
  properly managed and in the case of DBO Schemes
  that the Contract is being discharged correctly
• Objective of Audit
• - ICA assesses the Local Authorities and Private
  Service Providers performance in complying
  with the procedures set out in the PMS
• Frequency of Audit
• - For DBO Contracts frequency as stated in
  Contract Documents
• - For LA operated facilities will relate
  directly to the performance of managing/
  monitoring the facility

73
Part 2 Content of PMS - Process Overview
Audit Procedures

• Procedures to be followed in preparation of the
  ICA Report

AP1 - Procedure for Compiling Independent
Compliance Audit Report
AP2 - Procedure for Compiling the Non Technical
Summary
AP3 - Procedure for Reviewing the Monthly Status
Reports
AP4 - Procedure for Reviewing Compliance with
Performance Requirements
AP5 - Procedure for Reviewing Third Party
Complaints Resolution
AP7 - Procedure for Reviewing the Liaison
Monitoring Committee Meetings
AP8 - Procedure for Reviewing Payments
Expenditure
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Part 2 Content of PMS - Process Overview
Audit ProceduresWhat Does an Independent
Compliance Audit Achieve

• Quality Assurance on public services
• Delivery of services independently checked
• Effective Management Procedure
• Provides assurance to Public and Local
  Authorities

75
Web-Based PMS National Seminar
Summary of Presentation

• Part 1 - Introduction to PMS
• Part 2 - Content of PMS Process Overview
• - Structure of the PMS
• - Monthly Status Reports
• - Reporting Procedures
• - Emergency Procedures
• - Audit Procedures
• Reawakened an Awareness of PMS Documentation
• Refreshed Knowledge of PMS Procedures

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Web-Based PMS National Seminar
Why use Web-PMS

• Extensive New Legislation
• Need more than ever before for Auditable Record
  Trail
• Paper based system with Monthly Status Reports
  will generate reams of Documentation for filing
• Web-PMS
• - Will eliminate the creation of reams of paper
  for filing and storage
• - Will facilitate maintaining records in a
  common consistent format
• - Instantly accessible to Users, Administrators,
  Auditors, DEHLG the Public

77
Web-Based PMS National Seminar
END OF PRESENTATION
78
Web-based Performance Management System
Performance Management System - Simplifying the
Process Mr. Philip Martin, Managing Director,
Cora Systems
Hodson Bay Hotel, Athlone 13th December 2007
79
Agenda

• About Cora Systems
• Overview of the project
• Key Issues around performance management
• Enforcement
• The Solution Web-PMS
• Your Possible Concerns
• Advantage of Web-PMS
• Future Developments
• In Summary

80
About Cora Systems

• Cora Systems
• Established 1999
• No 1 supplier of project management software to
  LAs
• Over 50 installations in LA type environment
• Customers Include
• Fingal, WSNTG, DEHLG
• 100 of Irish Local Authorities
• UK - Tyne Wear LTP (x6), Middlesbrough, Perth
  Kinross
• Core Competencies
• Matching business needs technology
• Integration
• Project management and delivery making systems
  work

81
What we do

• Understanding and Experience
• Cora Systems have delivered PCS WSNTG solution
• 3 National Systems PCS, PMS Housing
• Extensive experience in rollout and training to
  Irish L.A.s
• Delivery and Capability
• Strong project management skills ensure delivery
• We have excellent technical and Business Analysis
  teams
• Major benefit derived from similar PCS
  implementation
• Excellent Relationships
• Irish L.A.s are our business we want this to
  succeed
• ProjectVision platform has been developed for
  LAs
• Good buffer between WSNTG/DEHLG and LAs

82
Overview of the Project

• The Current Situation
• Not huge focus on PMS in plant ?
• Not a lot of pressure on to ensure accountability
  (yet !)
• Some plants are well monitored others well .
• What is going to happen ?
• Anything goes wrong what has the performance
  been like ?
• Additional money required what has the
  performance been like ?
• Every treatment plant (WTP, WWTP, STP and PS)
  traced
• Who is going to do it ?
• If its DBO/PSP then the contractor will take
  care of most of it
• If its not DBO/PSP then Volume 1 to 4 becomes
  interesting reading !
• Substantial work that requires an easy-to-use
  system

83
Key Issues around performance management

• Have to put time and effort into PMS need to
  minimise
• No current (or poor) visibility of performance
• Report Generation is difficult information is
  dispersed takes time
• Varying degrees of awareness of PMS
• Late identification of problems problem can
  exist for 2 years
• No set of national standards being enforced yet
  !
• Cannot give guarantees (in most cases) about
  drinking water quality

84
Who is this man ?
1
2
85
Enforcement is coming
86
Enforcement is coming
http//archives.tcm.ie/businesspost/2007/12/09/sto
ry28879.asp
87
Enforcement is coming
88
Enforcement is coming
89
Enforcement is coming
90
The Solution What does this system cover ?

• Volume 1 Waste Water Treatment Plants (WWTP)
• Reporting Procedures RP1-27
• Emergency Procedures EP1-7
• Audit Procedures RP1-9
• Volume 2 Sludge Treatment Plants (STP)
• Reporting Procedures RP1-26
• Emergency Procedures EP1-7
• Audit Procedures RP1-9
• Volume 3 Water Treatment Plants (WTP)
• Reporting Procedures RP1-20
• Emergency Procedures EP1-7
• Audit Procedures RP1-9
• Volume 4 Pumping Stations (PS)
• Reporting Procedures RP1-19
• Emergency Procedures EP1-7
• Audit Procedures RP1-9

91
The Solution - how it works
Web-PMS
LA Management
EPA
DEHLG
Enter Results
DBO Staff LA Staff
92
The Solution What is this PMS system ?

• Its a simple web-based solution
• You already have a browser on your PC
• Access from anywhere
• It is related to PCS and is simple to use
• It gathers all the information on screen no
  paper
• Reports generated at click of a button

93
The Solution IT Requirements (1 of 2)

• Completely Web-based
• One National Installation
• Cora Systems take care of all support
• Unlike PCS there is no link to financials
• Updates are all implemented by Cora Systems

94
The Solution IT Requirements (2 of 2)

• No support of software required on users pc
• No installations of software required on users pc
• May need network access at treatment plants
• IT Literacy may need to be developed with some
  users
• Not linked to any Scada systems no support
  required

95
The Solution Reporting Structures
96
Your Possible Concerns

• Will we have double entry here ?
• We dont have network access at some our plants
• Some of the staff are not PC literate
• There is no knowledge of PMS in our organisation
• We already have PMS in some plants
• Does this mean the EPA will see our data ?
• How do we handle smaller private schemes ?
• We want this to capture some additional
  information can this system do this ?
• Not in my job spec no time or money to do this

97
Benefits of Web-PMS

• Plant / Lab / DBO Operator
• Knowledge Base will skill up your LA on PMS
• Your Ideas will be adopted in later releases
• Short learning curve - similar to PCS
• Huge Time Saving on report generation
  exportable to MS Word
• Web-based - simple access from anywhere
• Minimise on data entry
• Graphs automatically generated

98
Benefits of Web-PMS

• Local Authority Supervisory Staff
• Performance Visibility - of all plants in your LA
• Knowledge Base will skill up your LA on PMS
• Your Ideas will be adopted in later releases
• Huge Time Saving on report generation -
  exportable to MS Word
• Web-based - simple access from anywhere
• Sampling data for Group Water Schemes can be
  easily stored
• Reports can be run on Group Water Schemes

99
Benefits of Web-PMS

• Directors of Services and Senior Engineers
• Water Quality Issues identified earlier
• Avoid Bad PR Issues potentially avoided or
  limited
• Corporate Memory Information stays with LA
• Huge Time Saving Will help to generate your
  Strategic Plan
• Budget Requirements quickly identify next
  years needs
• Performance Visibility - of all plants in your LA
• Knowledge Base will skill up your LA on PMS
• Financial Support - PMS will back proposals to
  DEHLG
• Discharge Licensing Management demonstrate
  compliance

100
Future Developments

• Procedural tidy-up
• Additional LA specific information can be tracked
• Integration to Lab Info and Lab Works
• Local, Regional and National Laboratory Network
• Alarms (email and possibly SMS) if thresholds
  exceeded

101
In Summary

• European Commission is clamping down
• You are already doing this on paper
• Web-PMS will save you a lot of time
• Reports (with graphs) will be automatically
  generated
• You will be given training and support
• Most important of all Water Quality will
  improve
• Thank-you !

102
Web-based Performance Management System
Session 1 - Questions and Open Discussion Mr.
Gerry Galvin, Principal Adviser, DEHLG / Vice
Chairman, WSNTG Mr. Philip Martin, Managing
Director, Cora Systems Mr. Conor McCarthy,
Director, Jennings ODonovan Lunch 12.30-14.00
Hodson Bay Hotel, Athlone 13th December 2007
103
Web-based Performance Management System
Session 2 Session Chairman Mr. Richard Cronin,
Inspector, DEHLG
Hodson Bay Hotel, Athlone 13th December 2007
104
Web-based Performance Management System
Presentation of new Web Performance Management
System Mr. Philip Martin, Managing Director,
Cora Systems Mr. Brendan Ward, Web-PMS Systems
Expert
Hodson Bay Hotel, Athlone 13th December 2007
105
Agenda

• Introduction
• Scope and Benefits
• Web-PMS Design Overview
• Key Features
• Data and reports
• Users and Profiles
• Design Structure
• Web-PMS Demo

106
Scope Benefits

• Project Scope
• Provide system to allow both Local Authority and
  Private Sector Providers record and report plant
  performance data and EPA compliance data
  consistently
• Benefits
• Help standardise performance/operational
  management and monitoring of plants nationally
• Provide single access and entry point for all
  performance and operational data related to
  plants
• Centralise data collection and storage
• Real-time reporting capabilities

107
Web-PMS Design Overview

• Key Features
• Web based anywhere anytime access
• No installs required on user PC
• Individual secure logons
• Access profiles for different users types
• Different rights levels depending on role
• Access rights can be applied on a plant by plant
  basis
• Real-time reporting to LA and EPA
• Ability to export reports to Excel and Word
• Cora Systems will setup all public water and
  waste facilities on the system before Jan 08

108
Data Reports

• Data Capture
• Operational - PMS Forms (Volumes 1 4)
• Compliance EPA Waste Water data
• Compliance - EPA Drinking Water data
• Reporting
• Operational - PMS Monthly Reports by plant
• Compliance - EPA Drinking Water and Urban Waste
  Water reports
• Real-time reporting exports to Excel and Word
• Automatic trend graphs

109
Users and Profiles
110
Profiles and Rights
111
Design Structure
Level 1
Level 2
Level 3
Level 4
Level 5
112
System Demo
113
Web-based Performance Management System
Project Rollout and Training Next Steps Ms.
Caroline Brennan, Project Manager, Cora Systems
Hodson Bay Hotel, Athlone 13th December 2007
114
Implementation Timeline
Aug 07
Sep 07
Oct 07
Nov 07
Dec 07
Jan 08
Initiation
Scope
Analysis
28- Sept
Design
26 Oct
Build Test
16 Nov
Train Testers
09 Nov
UAT
26-30 Nov
Implement
28 Nov-14 Dec
Go-Live
Train Users
115
Implementation Phases
Planning
Analysis
Design
Build
Transition
Step 4 Map Requirements
Step 0 Project Anchoring
Step 1 Customer Needs Analysis
Step 7 Build Custom Modules
Step 10 User Acceptance Test
Step 2 Evaluation of Requirements
Step 5 Establish Gaps
Step 8 Configure Application
Step 11 Establish Production System
Step 3 Evaluation of Processes New Processes
Step 6 Establish Gap Solutions
Step 9 Unit System Test
Step 12 Training Roll Out
Interim progress report prior to
implementation Solution design established
116
Implementation Main Key User Events

• Who was involved?
• Leitrim County Council
• Cork County Council
• Fingal County Council
• South Tipperary County Council
• Earthtech
• DEHLG

117
Implementation Main Key User Events

• Analysis - User Workshops August / September
  2007
• Cork
• Dublin
• Leitrim
• Clonmel
• Roscrea
• Design - Validation Workshops October 2007
• Roscrea
• Acceptance Testing Workshops November /
  December 2007
• Portlaoise
• Roscrea

118
Web-based Performance Management
SystemTraining Process
119
PMS Training Programme

• The Who, What, Where, When Why!
• All Users of the PMS / web-PMS
• 4 Courses covering the different needs of the
  users
• 5 Locations Regional Training Centres
• 2 Months - January February 2008
• 1 new System

120
Who Should Attend?

• Overview of User Roles
• PMS User (Plant / Lab / DBO)
• PMS Manager (Plant / Lab / DBO)
• Senior Technical Manager (Local Authority)
• PMS Management / Audit / High Level User (Local
  Authority)

121
Who Should Attend Why?

• Breakdown of User Roles
• Role Name
• PMS User (Plant / Lab / DBO)
• Who fulfils
• Plant Technician / Manager, Lab Staff, Engineer
• Role Profile
• Enters and saves PMS and EPA data at the plant or
  on behalf of the facility

122
Who Should Attend Why?

• Breakdown of User Roles
• Role Name
• - PMS Manager (Plant / Lab / DBO)
• Who fulfils
• - Plant Operator / Manager, Lab Staff, Engineer,
  HQ User
• Role Profile
• - Reviews and submits PMS and EPA data at the
  plant or on behalf of the facility

123
Who Should Attend Why?

• Breakdown of User Roles
• Role Name
• - Senior Technical Manager (Local Authority)
• Who fulfils
• - Senior Engineering Staff
• Role Profile
• - Sets up new Schemes / Agglomeration / Plants
• - Tailors the Reporting Procedure to suit Plant
  requirements
• - Applies system access rights to the above for
  new users
• - Reviews Submitted data and makes or requests
  required revisions

124
Who Should Attend Why?

• Breakdown of User Roles
• Role Name
• - PMS Management / Audit / High Level User
  (Local Authority)
• Who fulfils
• - Director of Services, Local Authority
  Management
• Role Profile
• Requirement for management information
• Reviews reports / management information
• Supports the business process
• Audits the process

125
What Courses are on Offer?

• Overview of 4 x Individual Training Courses
• PMS001 PMS Overview Course
• PMS002 Web-PMS User
• PMS003 Web-PMS Local System Manager
• PMS004 Web-PMS Management/Audit/High Level
  User

126
What Course Should You Attend?

• Course Title
• PMS001PMS Overview Course
• Content
• The PMS as a process from a business standpoint
• Who should attend
• Plant Technician / Manager, Lab Staff,
  Engineer(Local Authority)
• Plant Operator / Manager, Lab Staff, Engineer, HQ
  User
• Senior Engineering Staff
• Director of Services, Local Authority Management
• ALL USERS OF THE SYSTEM / PROCESS!

127
What Course Should You Attend?

• Course Title
• PMS002Web-PMS User
• Content
• Data Entry for PMS Compliance data
• Save an submit process Reporting
• Who should attend
• Plant Technician / Manager, Lab Staff,
  Engineer(Local Authority)
• Plant Operator / Manager, Lab Staff, Engineer, HQ
  User
• Senior Engineering Staff

OPERATIONAL DAY TO DAY USERS AND TECHNICAL
MANAGEMENT
128
What Course Should You Attend?

• Course Title
• PMS003 Web-PMS Local System Manager
• Content
• Setting up new Schemes, Agglomerations Plants
• Tailoring the Procedures to suit Plant
  requirements
• Assigning User Rights in the system
• Understanding system reporting structures
• Who should attend
• Senior Engineering Staff

TECHNICAL MANAGEMENT
129
What Course Should You Attend?

• Course Title
• PMS004 Web-PMS Management/Audit/High Level User
• Content
• Over-view of the end to end system
• Detailed PMS and Compliance reporting
• Who should attend
• Director of Services, Local Authority Management

SENIOR MANAGEMENT
130
Where will the Courses Run?

• 5 WSNTG Regional Training Centres
• Roscrea (Tipperary)
• Ballycoolin (Dublin)
• Castlebar (Mayo)
• Ballincollig (Cork)
• Stranorlar (Donegal)

131
When will the Courses Run?

• January to February 2008
• Each Course is available at every training centre
• Course Schedule by RTC Course Descriptions
  document available today! Pick one up on your
  way out!
• Above documents also available from your Regional
  Training Centre

132
Training Programme Summary

• Courses will be held at the 5 Regional Training
  Centres
• All courses will be offered at each centre
• Delegates should attend the PMS001 (PMS Overview
  Course first)
• Course Descriptions Document available contains
  details and order of courses (pre-requisites)
  available today!
• User names and trainees requested on the Excel
  Questionnaire sent to all Local Authorities
  please return this week
• Training programme starts 9th Jan in Roscrea /
  Ends 5th March
• Schedule of course dates is now available from
  your local RTC
• Course Guide / Handouts will be provided (on the
  day . WSNTG web-site)
• Book Now !

133
How to Book

• Contact your Regional Training Centre
• Events Start in Roscrea on 9th January / End 28th
  February
• Events Start in Ballycoolin on 10th January / End
  28th February
• Events Start in Castlebar on 14th January / End
  27th February
• Events Start in Ballincollig on 22nd January /
  End 5th March
• Events Start in Stranorlar on 12th February / End
  4th March

134
Presentation toWeb-based Performance Management
SystemSupport
135
Further Support Documentation

• System Administration Cora Systems
• New Users
• Core System Configuration
• First line of Support
• Online Helpdesk
• Log Help Request / Call
• Tickets / call assigned to analyst
• User updated online on the tickets / by email
• WSNTG Website
• Training Guides
• PMS Procedures
• Other Related Documents for Support

136
Web-based Performance Management System
Rollout Guidance , Questions and Open
Discussion Mr. Gerry Galvin, Principal Adviser,
DEHLG / Vice Chairman, WSNTG Mr. Philip Martin,
Managing Director, Cora Systems
Hodson Bay Hotel, Athlone 13th December 2007
137
Roll Out Guidance

• Waste Water Treatments Plants
• Prescribed Dates UWW Discharge Regs for Licence
  Applications
• Discharges from agglomerations
• with a population equivalent of more than
  10,000 14 December 2007
• Discharges from agglomerations
• with a population equivalent of 2,000 to
  10,000 22 September 2008
• Discharges from agglomerations
• with a population equivalent of 1,000 to
  2,000 28 February 2009
• Discharges from agglomerations
• with a population equivalent of 500 to 1,000 22
  June 2009
• Recommendation - Waste Water Treatment Plants /
  Sludge / Pumping stations
• should be implemented / set-up in line with this
  timeline

138
Roll Out Guidance

• Drinking Water Plants
• Recommendations
• Entry of Compliance Sampling data needs to start
  from January 2008
• Public Schemes
• Public Group Water Schemes
• Private Group Water Schemes
• Cora Systems will have set up Public Schemes on
  system using latest EPA Drinking Water Report
• GWSs will need to be set-up on system for the
  purpose of data entry
• Will facilitate reporting requirements
• Application of PMS Procedures
• Prioritisation should be in terms of plant size
  or significance
• (which will vary by local authority)