city of port colborne
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City of Port ColborneCity of Port Colborne
Drinking Water Quality Management System Drinking Water Quality Management System Presentation of Gap Analysis Results Presentation of Gap Analysis Results
February 25February 25thth, 2008, 2008
DWQMS Gap Analysis: Presentation of Results – February 25th, 2008
Purpose of PresentationPurpose of Presentation
• Describe new DWS legislative framework
• Present high-level results of Gap Analysis
• Provide high-level recommendations for Implementation Plan
• Identify next steps
DWQMS Gap Analysis: Presentation of Results – February 25th, 2008
Ontario’s Drinking Water Regulatory Framework
DWS License Requires: Accredited Operating Authority Accepted Operational Plan Permit To Take Water (if required) Drinking Water Works Permit DWS Financial Plan
Accreditation Body• Audits Operating Authority• Issues Certificates of Accreditation
Operating Authority (OA)• Develop & Maintain Operational Plan (OP)
• Conduct Internal Audits
Owner• Endorse Operational Plan• Endorse Financial Plan• Owns DWS Licence
MOE• Receives Operational Plan• Issues DWS Licence• Oversee DWS Compliance
MMAH• Receives Financial Plan
21. Continual Improvement
19. Internal Audits20. Management Review
1. Quality Management System2. Quality Management System Policy 3. Commitment and Endorsement4. Quality Management System
Representative5. Document and Records Control6. Drinking Water System7. Risk Assessment8. Risk Assessment Outcomes9. Organizational Structure,
Roles, Responsibilities & Authorities10. Competencies11. Personnel Coverage12. Communications13. Essential Supplies and Services14. Review and Provision of
Infrastructure15. Infrastructure Maintenance,
Rehabilitation and Renewal16. Sampling, Testing and Monitoring17. Measurement and Recording
Equipment Calibration & Mtce18. Emergency Management
Elements of the DWQMSElements of the DWQMS
DWQMS Gap Analysis: Presentation of Results – February 25th, 2008
Work ProgramWork ProgramStep 3:
Compile Gap Analysis Findings
•Record & Compile Notes•Determine Gaps•Report Findings
Step 1:Kick-Off Meeting
•Identify Resources•Develop Gap Analysis Interview Plan •Review Suitability of Gap Analysis Checklist
DeliverablesDetailed Gap
Analysis PlanFinal Gap Analysis
Checklist Template
Ongoing Consultation with City of Port Colborne Management and Staff
Step 2:Gap Analysis
Interviews
•Review Existing Documentation•Review Methods & Procedures
Step 4:Prepare
Implementation Plan
•Develop DWQMS Implementation Plan•Develop DWQMS Implementation Schedule
DeliverablesTeam Notes –
Document Review and Gap Analysis
DeliverablesGap Analysis
Milestone Review
DeliverablesImplementation
Plan (Draft/Final)Summary of
Required Resources
Gap Analysis Results: % Completion of DWQMS ElementsGap Analysis Results: % Completion of DWQMS Elements
1. Quality Management System2. Quality Management System Policy 3. Commitment and Endorsement4. Quality Management System Representative5. Document and Records Control6. Drinking Water System7. Risk Assessment8. Risk Assessment Outcomes9. Organizational Structure, Roles,
Responsibilities and Authorities10. Competencies11. Personnel Coverage12. Communications13. Essential Supplies and Services14. Review and Provision of Infrastructure15. Infrastructure Maintenance, Rehabilitation
and Renewal16. Sampling, Testing and Monitoring17. Measurement & Recording Equipment
Calibration & Maintenance18. Emergency Management19. Internal Audits20. Management Review21. Continual Improvement
1. Quality Management System2. Quality Management System Policy 3. Commitment and Endorsement4. Quality Management System Representative5. Document and Records Control6. Drinking Water System7. Risk Assessment8. Risk Assessment Outcomes9. Organizational Structure, Roles,
Responsibilities and Authorities10. Competencies11. Personnel Coverage12. Communications13. Essential Supplies and Services14. Review and Provision of Infrastructure15. Infrastructure Maintenance, Rehabilitation
and Renewal16. Sampling, Testing and Monitoring17. Measurement & Recording Equipment
Calibration & Maintenance18. Emergency Management19. Internal Audits20. Management Review21. Continual Improvement
1. Quality Management System2. Quality Management System Policy 3. Commitment and Endorsement4. Quality Management System Representative5. Document and Records Control6. Drinking Water System7. Risk Assessment8. Risk Assessment Outcomes9. Organizational Structure, Roles,
Responsibilities and Authorities10. Competencies11. Personnel Coverage12. Communications13. Essential Supplies and Services14. Review and Provision of Infrastructure15. Infrastructure Maintenance, Rehabilitation
and Renewal16. Sampling, Testing and Monitoring17. Measurement & Recording Equipment
Calibration & Maintenance18. Emergency Management19. Internal Audits20. Management Review21. Continual Improvement
1. Quality Management System2. Quality Management System Policy 3. Commitment and Endorsement4. Quality Management System Representative5. Document and Records Control6. Drinking Water System7. Risk Assessment8. Risk Assessment Outcomes9. Organizational Structure, Roles,
Responsibilities and Authorities10. Competencies11. Personnel Coverage12. Communications13. Essential Supplies and Services14. Review and Provision of Infrastructure15. Infrastructure Maintenance, Rehabilitation
and Renewal16. Sampling, Testing and Monitoring17. Measurement & Recording Equipment
Calibration & Maintenance18. Emergency Management19. Internal Audits20. Management Review21. Continual Improvement
DWQMS Accreditation: OptionsDWQMS Accreditation: Options
Lim
ited
Scop
e, E
ntire
DW
QM
S: P
LAN
in 2
009,
DO
in 2
010
Full
Scop
e, E
ntire
DW
QM
S: P
LAN
and
DO
, al
l ele
men
ts a
udite
d in
200
9
Lim
ited
Scop
e, P
artia
l DW
QM
S:
PLA
N &
DO
(2-9
, 12,
18-
20) i
n 20
09,
bala
nce
in 2
010)
Implementation Plan: TimelineImplementation Plan: Timeline• Limited Scope, Entire DWQMS:
– PLAN component of DWQMS by May 1st, 2009– Systems audit in June 2009 by Accreditation Body– Verification audit in June 2010 (approx.) by Accreditation Body
Mar 09SubmitOP forCouncil
Endorsement
Jan 08 Jun 10
Apr 08 Jul 08 Oct 08 Jan 09 Apr 09 Jul 09 Oct 09 Jan 10 Apr 10
Mar 08 - Oct 08Establish DWQMS
Procedures & Workflows
Feb 08DWQMS
ImplementationPlan
Apr 10Staff
RefresherTraining
Feb 10DWQMS
ManagementReview
Mar 10Submit RevisedOP to Council
for Endorsement
AB = Accreditation BodyOP = Operational Plan
Jun 10VerificationAudits - AB
Jun 09AB System
AuditsSpring 2009
Nov 08 - Dec 08Staff
Training
Jan 08Gap
Analysis
Mar 08 - Dec 09Mar 08 - Oct 08PLAN
Jan 10DWQMSInternalAudits
(Plan & DO)
May 10Submit
Revised OP to MOE
May 09Submit OP
to MOE
Implementation of DWQMS Elements “DO”
Feb 09DWQMS
Management Review
DWQMS Gap Analysis: Presentation of Results – February 25th, 2008
Roles & ResponsibilitiesRoles & ResponsibilitiesParticipants Roles & Responsibilities
Owners • Drinking Water Licence Holder• Establish QMS Requirements• Endorse Operational Plan & Financial Plan• Provision of Adequate DWS Infrastructure• Require Internal Audits – Due Diligence• Ensure compliance with law
Operating Authority • Top Management Commitment – Develop Policy & Operational Plan • Management Review of DWQMS• Operate & Maintain Infrastructure• Maintain DWQMS• Operator Competence• Communicate With Owner, Staff, Suppliers & Consumers
Quality Management
Representative
• Administer QMS• Report performance of DWQMS to Top Management• Ensure awareness of DWQMS throughout OA.• Responsible for document control.
DWQMS Gap Analysis: Presentation of Results – February 25th, 2008
DWQMS Roles & Responsibilities• Owner
– Mayor & Council – CAO (Owner Representative)
• Top Management – Director of Operational Planning & Development Services– Others?
• Quality Management Representative (QMR)– To Be Announced– Potential To Combine With Sampling, Compliance & Other Operational
Requirements• DWQMS Implementation Team
– QMR (Chair)– Water / Wastewater Foreman, Manager of Engineering or delegate– As Required – Director of Planning & Department Services,
Superintendent of Public Works, Owner Representative
DWQMS Gap Analysis: Presentation of Results – February 25th, 2008
Enhance Communications
• Operating Authority & Owner– Council Update Reports – Status of DWQMS– Audit Results & Corrective Actions
• Operating Authority & Public– DWS Web Page – Discussion Item @ Strategic
Management Workshop(s)– City Newsletter, – Others?
• Operating Authority– Staff Awareness Training,
Posters, Procedure Training
DWQMS Gap Analysis: Presentation of Results – February 25th, 2008
Next Steps…Next Steps…
• Compile Operational Plan – Operating Authority• Owner Update Reports• Staff Awareness Training• Endorse DWQMS Policy
& Operational Plan - Owners• Third Party Accreditation Body
Audits (System & Verification)• Receive DWS License• Develop DWS Financial Plan
DWQMS Gap Analysis: Presentation of Results – February 25th, 2008
Financial Plans RegulationFinancial Plans Regulation• O. Reg. 453/07: “Financial Plans Regulation”• Written for 6-year period• Approval: Resolution passed by governing body of DWS
Owner• Financial Plan must include details of:
– Financial position of the drinking water system;– Financial operations of the drinking water system; – Cash flow of the drinking-water system.
• Endorsed by Owner by July 1st, 2010 or 6 mths after receipt of license (approx. Nov. 2010 for Port Colborne)
• No MOE approval; Copy to MMAH • Recommend Financial Plan for
wastewater services
StrategicPlanning
OperationsFinancial
BusinessOperating
System
DWQMS Gap Analysis: Presentation of Results – February 25th, 2008
QuestionsQuestions
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