Meeting Minutes Personnel Certification Governance Committee May 5-6, 2014 Hyatt Regency St. Louis at the Arch 315 Chestnut Street St. Louis, MO 63102
Administrative
A meeting of the Personnel Certification Governance Committee (PCGC) was held on May 5-6, 2014 in St. Louis, MO. The agenda and action item list are affixed as Attachments A and B, respectively.
1. Welcome and Quorum
PCGC Chair, Brett Hallborg welcomed the committee members and NERC staff. The Chair welcomed new committee member Mike Hoke. A quorum was determined at 8:02 a. m. The list of meeting attendees can be found at the end of the meeting minutes.
NERC Antitrust Compliance Guidelines
The NERC Antitrust Compliance Guidelines were reviewed and all attendees agreed to abide by the NERC Antitrust Guidelines.
Public Meeting Notice
Trion King reminded all participants the meeting is public and was posted on the NERC website.
Task List Review
The PCGC reviewed and updated the Task List, Attachment B.
2. Consent Agenda/Approve Meeting Minutes
The PCGC reviewed, amended and approved the agenda for this meeting. A motion was made and seconded to approve the February 2014 meeting minutes. The motion carried unanimously.
3. System Operator Certification and Continuing Education (SOCCED) Program Updates
System Operator Certification:
NERC transitioned to a new test center vendor. No exams were available during the month of January. Only 107 exams were taken versus the projected 225 for the quarter. Therefore, the first quarter results are higher than expected pass rates for all credentials except Balancing and Interchange (BI). The Reliability Coordinator (RC) credential remains the primary exam taken by most candidates (72.9%). Credential renewals for first quarter were higher than projected. There were 527 credential renewals versus the projected 412 renewals.
Meeting Minutes – Personnel Certification Governance Committee Meeting – May 5-6, 2014 2
Active Credentials:
Currently, there are 7,000 active credentials in System Operator Certification Continuing Education Database (SOCCED). Some system operators hold more than one credential.
Continuing Education:
During the first quarter (2014), 804 Continuing Education (CE) courses were approved and 3,406 continuing education hours (CEHs) were entered onto system operator transcripts. A total of 62 audits were conducted during the first quarter. There are 324 active providers registered in the CE Program. As part of an on-going review of Appendix A, several courses which were submitted for CEHs are out of scope for certified system operators and their roles to maintain the reliability of the bulk power system (BPS).
4. James Merlo, Director of Reliability Risk Management
James Merlo attended day one of the two day session. This is a summary of Mr. Merlo’s presentation: The four primary focus areas for NERC are Reliability, Accountability, Learning and Risk Based Models. Situational Awareness (SA) is the first line of event reporting. Event Analysis (EA) uses Causal Coding to separate real events and human error. Two deliverables from SA and EA are Alerts and Lessons Learned which are published to the industry. Data is available to assist with future system reliability topic selection for Appendix A. Several examples of available data was provided during the meeting.
5. SOCCED Update
Melinda Nicius, SOCCED Database Administrator, provided the latest update on SOCCED Phase 2A upgrade. Phase 2A will enhance the Provider platform of the database. The project is on a very tight schedule. A Request for Quote will be sent to the database vendor, MCG, by the end of the week. Meetings will be set up to discuss the development of Phase 2A. Development is expected to begin before the end of second quarter of 2014. A revised timeline has the desired production date during first quarter 2015. The SOCCED Joint Task Force which consisted of members from the PCGC and Personnel Subcommittee (PS) assisted with the design of Phase 2A.
6. Closed Session 11:00 – 11:45 AM
PCGC entered into closed session to review a hardship case. Also, the Hardship Clause was reviewed and potential changes were discussed among the Committee. The Hardship Task Force (TF) will develop an internal scope document to provide more guidance for the hardship process.
7. Task Force Working Sessions
Exam Development and Delivery (EDD) Task Force: EDD evaluated the current exam development timeline. The timeline is expected to change significantly with the new exam development vendor, PSI. PSI offers dynamic item change out which provides item flexibility and increases exam integrity.
Policy Oversight Task Force: The Policy Oversight TF reviewed all PCGC documents and System Operator Certification Program documents currently on NERC’s website for accuracy. An action item to update the NERC website has been added to the Task List.
Meeting Minutes – Personnel Certification Governance Committee Meeting – May 5-6, 2014 3
8. Task Force Reports
a. Nomination Task Force: The Nomination TF will create a scope to document the process for members who would like to be re-appointed by the NERC Board of Trustees (Board). The TF will create a slate of PCGC members who are up for re-appointment in 2015 and present them during the August meeting. All members with terms ending in 2015 must self-nominate before the August meeting so that the TF can create the slate of nominees. The slate will be submitted to the Board during the annual November meeting so that there is not a gap from November to February. The slate will be created on an annual basis for the appropriate members. Five of the 10 person committee renew in the even years. The remaining five members renew during the odd years.
Moving forward, all new appointees will fill the remainder of the term of the resigning member. In order to remain on the designated expiration year, a second term will be added to the end of the term that is being filled by the new member.
b. Budget Task Force: The Budget TF reviewed the first quarter budget for 2014. The TF will look at more granularity for the revenue forecasts.
c. Record Retention, Storage and Transmittal Task Force: Dave Carlson, TF chair, will schedule an onsite training meeting with NERC staff in Atlanta.
d. Implementation Task Force: There have been a few minor issues with the new test center vendor, PSI. PSI called during the Implementation TF update to discuss the facilities and proctor issues that occurred during February through April. PSI provided survey results from candidate exam surveys. Overall, the candidates rated the experience as good. The scratch paper and pencil issue was the most frequent complaint from the candidates. PSI provided additional training to all proctors and verified the new instructions via testing of the proctors. The second highest complaint was the lack of test center locations for certain areas, particularly, Canada. PSI continues to add additional test center locations to address the identified location gaps. The noted concerns will be re-evaluated during the second quarter to confirm resolution. PSI is pleased with the results and resolutions during the initial transition period. PSI conference call participants are listed on the last page of the meeting minutes.
e. Policy Oversight Task Force: The TF presented a revised version of the System Operator Certification (SOC) Program manual which updated the test center/exam development vendor information. A motion was made and second to accept the vendor information corrections to the SOC Program Manual. The motion carried unanimously.
A legal name change request has been submitted to NERC. The current SOC Program Manual does not address legal name changes. A legal name change paragraph was created and agreed upon by the Committee at Large. The Policy Oversight TF will update the SOC Program manual to address legal name change requests.
The Exam Working Group (EWG) Scope was transferred to the Exam Development and Delivery TF.
Meeting Minutes – Personnel Certification Governance Committee Meeting – May 5-6, 2014 4
The NERC website needs to be cleaned up. Documents that are no longer relevant will be removed from the website. Action items are noted on the Task list.
f. Exam Development and Delivery Task Force: The EDD TF discussed the current exam development timeline. One of the main goals for the TF is to document the exam development process in detail and fully understand where the 2015 exams are in the process. Several items which are noted in the Action Item Task list will need to occur during the second quarter of 2014. Among the action items are: updating Reliability Standards document; update “How to Apply for an Exam” document; update study guides for each credential; review exam item bank; and selection of a “freeze” date for standards and glossary terms. EDD will work closely with the EWG members to review items and create the new exams which will be published in January 2015.
The EWG scope was changed to include free credential renewal for active EWG members. A motion was made and seconded to accept the change to the EWG Scope document. The motion was approved unanimously.
g. SOCCED Joint Task Force: The SOCCED Joint TF assisted NERC staff with the development of Phase 2A. Phase 2A is the upgrade to the Provider platform of the SOCCED.
9. Future PCGC Meetings
2015 Meeting dates have been added to the minutes.
Dates: Location: Comments:
August 12-13, 2014 Seattle, WA
November 12-13, 2014 Atlanta, GA (Westin) Annual Board Update
February 10-11, 2015 Tampa, FL Joint Meeting with PS
May 5-6, 2015 San Antonio, TX
August 11-12, 2015 TBD
November 3-4, 2015 Atlanta, GA Annual Board Update
10. Roundtable
11. Closing Comments and Adjourn – Brett Hallborg, Chair
Meeting was adjourned at 3:00 p. m. Tuesday, May 6, 2014.
12. May 2014 Attendees:
Brett Hallborg, Chair Mike Anderson, Vice Chair Jake Burger Dave Carlson (Tuesday, May 6th Only) Eric Dietzman Bill Ellard Mike Hoke
Meeting Minutes – Personnel Certification Governance Committee Meeting – May 5-6, 2014 5
John Kerr Don Oatman Trion King, NERC Staff, Secretary James Merlo, NERC Staff (Monday, May 5th Only) Tuesday, May 6, 2014 Conference Call Participants: Jo Anne Wingate, VP Client Services Ed Romanowski, Director Product Development Alicia Allegrini, Director Client Services Dan Chase, Director Client Services
Attachment A
Agenda Personnel Certification Governance Committee
May 5-6, 2014 | 8:00 a.m. – 5:00 p.m. Central Hyatt Regency St. Louis at the Arch 315 Chestnut Street St. Louis, MO 63102 Introductions and Chair’s Remarks NERC Antitrust Compliance Guidelines and Public Announcement Agenda
1. Administrative
PCGC Member(s): Trion King
Objective: Review agenda, meeting minutes, action items and task list
Presentation: No Duration: 5 minutes Background Item:
2. Approve Meeting Minutes
PCGC Member(s): Trion King
Objective: Approve previous meeting minutes: February 4-5, 2014 Phoenix, AZ
Presentation: Duration: 5 minutes Background Item:
3. James Merlo, Director of Reliability Risk Management
PCGC Member(s):
Objective: Future outlook and collaboration
Background:
Presentation: Duration: 30 minutes Background Item:
4. Status Reports
a. System Operator Certification Program Reports
PCGC Member(s): Trion King
Objective: Present statistics of System Operator Certification Program
Background: PowerPoint Presentation will be provided during meeting.
Presentation: Yes Duration: 45 minutes Background Item:
b. Continuing Education Program Reports
PCGC Member(s): Trion King
Objective: Present statistics of Continuing Education Program
Background: PowerPoint presentation will be provided during the meeting.
Presentation: Yes Duration: 45 minutes Background Item:
Agenda – Personnel Certification Governance Committee Meeting May 5-6, 2014 2
c. CE Program Sample Course Topics
PCGC Member(s): Trion King
Objective: Discuss impact of SO Certification Maintenance topics
Background:
Presentation: Yes Duration: 60 minutes Background Item:
5. SOCCED Update
PCGC Member(s): Melinda Nicius
Objective: Provide SOCCED Update. Status of Phase 2A Requirements and SOW. Automated emails.
Background: PowerPoint presentation will be provided during the meeting.
Presentation: Yes Duration: 45 minutes Background Item:
6. Task Force Working Sessions Duration: 3 hours
a. Exam Development & Delivery
b. Implementation
c. Policy Oversight
d. Nomination
7. Task Force (TF) Reports
a. Nomination Task Force: Exam Working Group (EWG) and PCGC
PCGC Member(s): Bill Ellard, TF Chair; John Kerr; Don Oatman; EWG Chair
Objective: Approval of EWG Vice Chair by full committee.
Background:
Presentation: Yes Duration: 15 minutes Background Item:
b. Budget Task Force:
PCGC Member(s): Dave Carlson, TF Chair; Mike Anderson, Jake Burger, Brett Hallborg
Objective: Review 2014 YTD Budget and Projected Budget for 2015-2017
Background: Budget TF will provide an update during the meeting.
Presentation: Yes Duration: 45 minutes Background Item:
c. Record Retention, Storage and Transmittal Task Force:
PCGC Member(s): Dave Carlson, TF Chair; Don Oatman, Bill Ellard
Objective: Develop training for NERC staff and Implementation process.
Background: Dave Carlson to provide update on training process during the meeting.
Presentation: No Duration: 15 minutes Background Item:
d. Implementation Task Force:
PCGC Member(s): Jake Burger, TF Chair; Mike Anderson, Bill Ellard
Objective: Status of transition; PSI test center complaints.
Background: Implementation of New Exam Development and Testing Vendor: Website cleanup. TF to provide update during the meeting.
Presentation: Duration: 60 minutes Background Item:
Agenda – Personnel Certification Governance Committee Meeting May 5-6, 2014 3
e. Policy Oversight Task Force:
PCGC Member(s): Jake Burger, TF Chair; Eric Dietzman; Mike Scott; Dave Carlson
Objective: Review of SOC Program Manual update; “Name Change” on Certificates; Leave of Absence
Background: TF to provide update during the meeting. Update test center vendor information and policies.
Presentation: Yes Duration: 45 minutes Background Item:
f. Exam Development and Delivery Task Force:
PCGC Member(s): John Kerr, TF Chair; Dave Carlson; Eric Dietzman; Mike Scott
Objective: Item Writing Workshop Update
Background: Provide expectations of upcoming IWW.
Presentation: Yes Duration: 60 minutes Background Item:
g. SOCCED Joint Task Force:
PCGC Member(s): Eric Dietzman; Dave Carlson
Objective: Provide support to Phase 2A Update with PS members
Background:
Presentation: No Duration: 15 minutes Background Item:
8. Task List Review –
PCGC Member(s): Trion King
Objective: Review task lists and ensure items are properly documented.
Background: Included in the meeting minutes.
Presentation: Yes Duration: 60 minutes Background Item:
9. Future PCGC Meetings:
Dates: Location: Comments:
August 12-13, 2014 Seattle, WA
November 11-12, 2014 Atlanta, GA Annual Board Update
February 10-11, 2015 Tampa, FL Joint Meeting with PS
10. Roundtable
11. Closing Comments and Adjourn – Brett Hallborg, Chair
Attachment B
Action Items Personnel Certification Governance Committee May 5 - 6, 2014
Item# Task Assignment NERC Support Staff Due Task Force
2013-2 Data Storage, Retention, Transmittal NERC staff training and transmittal implementation. Dave will provide onsite training to NERC staff in Atlanta during 2nd-3rd quarter.
Dave Carlson NERC Staff and IT Next Meeting Record Retention, Storage
2013-2.1 PCGC Secure Site to SharePoint Trion King Trion King; NERC IT Next Meeting NERC
2013-4 Mass Email Option (Ability to contact operators through the use of SOCCED) - Proceed. Need delivery date from MCG.
Trion King/ Melinda Nicius
NERC IT/MCG Will be included in SOCCED Phase 3 Update
PCGC
2013-11 Review PCGC web page on NERC.com. Jake Burger Trion King Completed Policy Oversight
2013-19 Metrics: change pass rate to bar chart; add number of exams taken by type along with pass rate; 2nd attempt to bar chart; add details on PCGC budget is independent… take language from ROP.
Trion King Completed
2013-26 Track issues: Testing Trion King Completed
2013-32 Update EWG Scope: Renewal Fee Policy Trion King Completed Policy
2013-36 Confidential vs Closed Trion King Legal Completed
2013-37 Add Active Graph to BOT Report- vet Trion King Completed Policy
2013-38 Budget YTD Budget On-going Budget
2014-1 Early Renewal Email response Process Trion King Melinda Nicius Will be included in SOCCED Phase 2A
Meeting Action Items – Personnel Certification Governance Committee – May 5-6, 2014 2
Item# Task Assignment NERC Support Staff Due Task Force
2014-2 BOT Report: Update to include Exam Taken Pass Rate; Active Credentials
Trion King Completed
2014-3 PCGC Budget Data from Susan 2015-2017
Trion King Susan Turpen Budget
2014-4 Develop Budget Proposal for NERC Budget TF Completed
2014-6 Proctor Guidelines from PSI Trion King Completed Implementation
2014-7 Map Test centers - PSI Trion King Melinda Nicius Completed Implementation
2014-8 PSI to provide quarterly report. Track comments associated with score of Poor.
Trion King Completed EDD
2014-9 Finalize Policy Oversight Scope Policy Oversight
Policy Oversight
2014-10 SOC Program Manual update Policy Oversight
Completed Policy Oversight
2014-11 Develop invite and registration and agenda for IWW
Trion King Vee Cohens/NERC IT Completed EDD
2014-12 Communicate expectations of SOCCED TF to PS officers
Brett Hallborg Completed
2014-13 ILA and CEH for IWW Trion King Brenda Boline Completed EDD
2014-14 Work with PS on SOCCED update Trion King Melinda Nicius Completed SOCCED TF
2014-15 Present Nominees for EWG Vice Chair. Trion King Completed Nominations
2014-16 PCGC New member to Board Trion King Completed
2014-17 Invite new member to May meeting Trion King Completed
2014-18 Provide meeting minutes draft to PCGC week after meeting
Trion King February 12, 2014 Completed
2014-21 2015 Joint meeting: Feb. 10th – 11th Trion King Meeting Planner
Meeting Action Items – Personnel Certification Governance Committee – May 5-6, 2014 3
Item# Task Assignment NERC Support Staff Due Task Force
2014-22 Verify Budget Due Date: 4/15/14 Trion King Susan Turpen Completed Budget
2014-23 Change color of BI on Exams by Type Chart
Trion King Completed
2014-24 Send draft of BOT report to Chair Trion King Completed
2014-25 Work station notification: Consistency of Pass/Fail
Trion King PSI Completed Implementation
Remove “Draft” from February meeting minutes.
Trion King Sandy Shiflett
Modify Active Credential Report Trion King Brett Hallborg
Verify Standards references are accurate for 2015 Exams and Glossary of Terms for pilot items (2012).
EWG Next meeting EDD
Kick Start of 2018 Exam Development Process
EDD November 2014 EDD
Create fluid process of reviewing exam items with current Standards (2018)
EDD
Long term – for 2018 exams
Update How to Apply for SOC Exam document. Email process has changed.
EDD Trion King Next Meeting EDD
Update “2012 Study Guide” for 2015 Exam Rollout
EWG Next Meeting EDD
Create Hardship TF Scope Hardship TF Next Meeting Policy Oversight
Verify Hardship cases are documented in SOCCED
Trion King Next Meeting
Update SOC Program Manual to reflect current vendor information
Trion King Technical Publications
Next Meeting Implementation
Update SOC/PCGC/EWG website: Policy/ Trion King
Sandy Shiflett Next Meeting Policy Oversight
Meeting Action Items – Personnel Certification Governance Committee – May 5-6, 2014 4
Item# Task Assignment NERC Support Staff Due Task Force
Delete EWG files except Scope
Delete PCGC files except Charter
Update Fee Schedule
Exam Statistics 2014 – remove
Prometric Cancellation Policy – remove
SOC Exam Announcement – Remove
SOCCED User Guide – Remove
How to Renew - remove
Create Nominations TF Scope Nominations Next Meeting Nominations
Create Re-appointment Slate for PCGC members
Trion King Next Meeting
B. Hallborg to discuss Joint SOCCED TF with L. Hennebury
Brett Hallborg