Accreditation ProgramWhys, Hows and Wherefores of Accreditation Cathy Trexler, Management Analyst...

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Public Works.....serving you all day, every day, 24/7

Lewiston, IdahoPublic Works Department

Sandi HagemannAccreditation Manager

Accreditation Program



Facts• Operating Budget $19M• Capital Budget averages $7M• Street Maintenance, Traffic Services,

Engineering, Water, Wastewater, Stormwater, and Solid Waste

• Water Treatment Plant – 13 MGD• Wastewater Water Treatment Plant – 5.7 MGD• 188 miles of streets or 476 lane miles• 33 traffic signals; 8,000 street signs• 47,000 tons of solid waste processed

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Accreditation??

• Requested Packet of Information• Researched APWA Website• Attended Self Assessment Workshop• Participated in a CLL• Staff Opinion


APWA defines Accreditation ….“The mark of professionalism that indicates a Public Works agency has made the commitment to continuous improvement in the delivery of Public Works operations and services in the community it serves.”


Gain from the Process

• Document procedures and processes• Improve performance and the provision of

services• Increase professionalism• Customer service• Historical Knowledge

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Let’s Do ItAccreditation Team

Chris DaviesAccreditationDirector

Sandi HagemannAccreditationManager

Glenn ThompsonWater Services

Cameron ElliotTrafficServices

Shawn StubbersEngineeringServices

Debbie SchmidtStreetMaintenance

Rob BrownSolid WasteServices

Greg CrevistonWastewaterServices


Our Timeline

Process Includes Four major phases:

• Application – Completed 12/2007• Self Assessment – Completed 4/2009

• Improvement - NOW• Site Evaluation – Goal date 12/2010• Accreditation


Tools of the Process

• Self Assessment Software• Team Meetings• Talk about it• Staff Peer Review• Rewards • Newsletter

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Today• 16 months remain• Don’t Over Think – Read the Blue• As Ann says “already doing it”• Defined roles• “Often times things are done a certain

way for so long that no one looks at how they can be improved.”

• Process Motivator

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Dan OnoratoCounty Executive

Joseph A. OlczakDirector

county of alleghenydepartment of public works

Whys, Hows and Wherefores of Accreditation

Cathy Trexler, Management AnalystAPWA International Congress and Exposition

September 13, 2009

Fast Facts: Allegheny County• Founded 1788

• 730 square miles

• Population, 1.2 million

• 2nd most populous county in PA

• 29th most populous in USA

• 130 municipalities

• 8 Councils of Government

Fast Facts: Allegheny County

Government Style:• Home Rule• Elected Executive and

15 member councilGovernment Structure:• Health & Welfare• Public Safety• Economic Development• Public Works• Government

Administration

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Allegheny CountyDepartment of Public Works

DirectorPublic Works

Deputy DirectorPublic Works

Deputy DirectorAdministration & Operations

AccreditationCall CenterFiscalFleet ManagementHuman ResourcesInformation ServicesM/W/DBEPayrollPurchasing/InventorySpecial ProjectsWorkers Comp/Safety

Building MaintenanceHeavy ConstructionHeavy EquipmentPark MaintenanceSpecial Events SupportRoad MaintenanceTraffic

ArchitectureContract ManagementEngineering & ConstructionGeotechnical ServicesInspectionsPermitsRecords ManagementRoads and Bridges

Allegheny County Public Works

• 7 Maintenance Districts

• 9 County Parks

Allegheny County Public Works

• 810 lane-miles of road

• 520 bridges

• 12,000 acres of parks and facilities

• 1.2 million sf of building space

• County fleet and heavy equipment

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Why Accreditation?

• Obstacles– 1996 Restructuring

• Budget cut by $20 million

• 150 employees laid off

• Maintenance districts reduced from 9 to 7

• Combined three departments into one

• Provide same levels of service

Why Accreditation?

• Identified Approaches– Self-evaluation of processes

– Improved technology

• Answer– APWA Accreditation

How Accreditation Helps

• Identifies strengths and weaknesses

• Identifies areas for improvement

• Focuses on regulatorycompliance, safety and environmental issues

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How Accreditation Helps

• Contributes to the strategic planning process

• Organizes and prioritizes improvement activities

• Ensures we meet changing needs

Tools Available

• The Practices Manual• Steering Committee• Internal Task Force Committees• Outside assistance

– Peer review– Focus groups (networking)– APWA accreditation message

board

Wherefores

• Improved Processes• Technological and Operational

Advancements• “Side Effects”

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Improved Processes

• Formalized and streamlined strategic planning process

• Improved communications• Centralized operations

Technological and Operational Advancements

• Cityworks– GIS-based asset management system

• Work order/service request system

• Preventive maintenance programs

• Inspection programs

• Inventory control

• Resource allocation

• Highway Occupancy Permits


• Work Management Center– Centralized Call Center

– Centralized work order/service request system

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• Envista– Web-based infrastructure project

coordination• Government agencies and utility companies

• Construction and maintenance projects

– Optimizes planning and budgets

– Promotes intergovernmental coordination

– Reduces street cuts and traffic disruptions


“Side Effects”• Promotes staff and community pride• Enhances department’s image• Encourages interdepartmental

coordination • Promotes teamwork and

staff development

Self -Assessment

Improved Operation and Management

Goal SettingAccreditation

Continuous Improvement

Needs Assessment

ImplementationEvaluation

Commitment to Excellence

Strategic Planning Process

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Dan OnoratoCounty Executive

Joseph A. OlczakDirector

county of alleghenydepartment of public works

Thank you!

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The The HowsHows, Whys, and , Whys, and Wherefores of AccreditationWherefores of Accreditation

Dan HartmanDan HartmanDirector of Public WorksDirector of Public Works

Golden, ColoradoGolden, Colorado

[email protected]

Howdy FolksHowdy FolksWelcome To GoldenWelcome To Golden

Golden Public Works Golden Public Works

DivisionDivision EmployeesEmployees►► Administration & GIS Administration & GIS 33--1/21/2►► Water & Wastewater Water & Wastewater 99►► Water TreatmentWater Treatment 88►► DrainageDrainage 11►► Drainage Drainage 11►► BuildingBuilding 33►► EngineeringEngineering 33►► StreetsStreets 1212►► EnvironmentalEnvironmental 66--1/21/2►► FleetFleet 44

►► TOTALTOTAL 5050

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What accreditation took in $’s & timeWhat accreditation took in $’s & time

►►Accreditation Manager Accreditation Manager 480 hours 480 hours –– about about half a day per week for 2 yearshalf a day per week for 2 years

►►5 team members 200 hours 5 team members 200 hours –– about ½ hour about ½ hour a weeka weeka weeka week

►►Other departments time 22 hours between Other departments time 22 hours between HR, Finance, IT and ParksHR, Finance, IT and Parks

►►Direct cost today $10,000 to $20.000Direct cost today $10,000 to $20.000

What ReWhat Re--accreditation took in $’s & timeaccreditation took in $’s & time

►►Accreditation Manager Accreditation Manager 100 hours 100 hours –– about about 11--2 hour per week for 1 year2 hour per week for 1 year

►►3 team members 20 hours 3 team members 20 hours –– most of us most of us spent 2 to 3 hours a couple of times tospent 2 to 3 hours a couple of times tospent 2 to 3 hours a couple of times to spent 2 to 3 hours a couple of times to complete our partcomplete our part

►►Other departments time 3 hours between Other departments time 3 hours between HR, Finance, IT and ParksHR, Finance, IT and Parks

►►Direct cost $4,500Direct cost $4,500

Why bother with Accreditation?Why bother with Accreditation?

"If you don't know where you "If you don't know where you are going you will wind upare going you will wind upare going, you will wind up are going, you will wind up somewhere else.“somewhere else.“

Yogi BerraYogi Berra

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When do people notice When do people notice Public Works ?Public Works ?

►►When the water goes offWhen the water goes off►►When the sewer backs upWhen the sewer backs up

St t d ’t t l dSt t d ’t t l d►►Streets don’t get plowedStreets don’t get plowed►►Drainage fails causing a floodDrainage fails causing a flood►►Trash is not picked upTrash is not picked up►►Traffic Control failure Traffic Control failure

Traffic jamTraffic jamAccidentsAccidents

Things are changing

10 reasons to pursue Accreditation10 reasons to pursue Accreditation

►► Professionalism & EffectivenessProfessionalism & Effectiveness►►CredibilityCredibility►►Continual ImprovementContinual Improvement►► Promote staff and community pride Promote staff and community pride ►►Cla if b dget needsCla if b dget needs►►Clarify budget needs Clarify budget needs ►► Identify operation and management needs Identify operation and management needs ►► Promote team work and staff developmentPromote team work and staff development►► Encourage interdepartmental coordination Encourage interdepartmental coordination ►► Identify duplication and wasted effort Identify duplication and wasted effort ►► Promote public awarenessPromote public awareness

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Why are these things important?Why are these things important?

►►Create Institutional Knowledge Create Institutional Knowledge (VIC)(VIC)►►Your Police, Fire and Parks Departments are Your Police, Fire and Parks Departments are

getting accredited, it is a competitive worldgetting accredited, it is a competitive worldS t i bilit i d blS t i bilit i d bl►►Sustainability required measurable Sustainability required measurable improvementimprovement

►►Value to the community by having “Expert Value to the community by having “Expert Status” and sound practicesStatus” and sound practices

The 2008 RecessionThe 2008 Recession

►►The current recession has affected The current recession has affected government revenuegovernment revenue

►►Critical infrastructure does not recognize a Critical infrastructure does not recognize a recessionrecession

►►Good management practices prepares you Good management practices prepares you for tough timesfor tough times

►►It also prepares you to quickly identify It also prepares you to quickly identify critical servicescritical services

Signs Signs -- everywhere there are Signseverywhere there are Signs►►New inspection requirementsNew inspection requirements►►Over 5,5000 Over 5,5000 ►►Annual cost for inspection Annual cost for inspection

$21,700$21,700$21,700$21,700►►Annual replacement $60,000Annual replacement $60,000►►GPS & Asset Management GPS & Asset Management

Program reduced the cost by Program reduced the cost by $16,000$16,000

►►With pavement markings cost With pavement markings cost are $250,000 a yearare $250,000 a year

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History LessonHistory Lesson

►►In 1988 Golden had hand drawn maps that In 1988 Golden had hand drawn maps that that old that old VicVic compiled over 40 years that compiled over 40 years that showed the following:showed the following:

32 miles of water lines32 miles of water lines32 miles of water lines32 miles of water lines38 miles of wastewater lines38 miles of wastewater linesNo storm water linesNo storm water lines136 hydrants 136 hydrants 268 water main valves268 water main valves

We reWe re--mapped and this is what mapped and this is what we learned about old Vic’s we learned about old Vic’s

memory & workmemory & workItem Vic’s Maps

Water line 32 mi

After Mapping

79 miWater line 32 mi

Sewer 38 mi

Storm water 0 mi

Hydrants 136

Valves 268

79 mi79 mi79 mi

26 mi26 mi

831831

23002300

The cost of poor inventoryThe cost of poor inventory

►►The city had missed 47 miles of water The city had missed 47 miles of water line, it would under fund replacement by line, it would under fund replacement by about $140,000 a year. about $140,000 a year.

►►Remember critical infrastructure does Remember critical infrastructure does not recognize a recession and if you are not recognize a recession and if you are already underfunding the problem gets already underfunding the problem gets compoundedcompounded

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The cost of poor inventory cont.The cost of poor inventory cont.

►►Construction inflation has run between Construction inflation has run between 8% and 18% for the past ten years. 8% and 18% for the past ten years.

►►The single deferment of the $140,000 The single deferment of the $140,000 investment in ten years would cost over investment in ten years would cost over $430,000 due to construction inflation$430,000 due to construction inflation

►►This is a cumulative cost in just ten This is a cumulative cost in just ten years of nearly $2.5 million. years of nearly $2.5 million.

What you do needWhat you do need►►A champion for the processA champion for the process►►A manageable teamA manageable team►►An organizerAn organizer►►Priority, but it doesn't have to be extremely Priority, but it doesn't have to be extremely

hi h i ithi h i ithigh priorityhigh priority►►Deadlines Deadlines –– just a little work each month just a little work each month

will get you much farther than you thinkwill get you much farther than you think►►Belief Belief –– you are doing 75% to 85% of the you are doing 75% to 85% of the

practices alreadypractices already►►BeerBeer

Copies of these presentation are available atCopies of these presentation are available atftp://goldenrec.com:11911/ftp://goldenrec.com:11911/

►►Thanks,Thanks,

Dave Hoffman, Construction Services Manager – City of Fairfield, Ohio

[email protected]

Dan Hartman, Director of Public Works City of Golden, Colorado

[email protected]

Accreditation ProgramWhys, Hows and Wherefores of Accreditation Cathy Trexler, Management Analyst...

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