city of port colborne

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


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


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













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


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 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


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


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


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


QuestionsQuestions

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