Governance ChangesGovernance ChangesPresenter: Darrin Polhemus Presenter: Darrin Polhemus

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Second Recommendation First

If you are going to really make a change, this is where it really

happens!

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One State Board, nine Regional Boards, and 12 offices – this is a highly distributed structure.

Regional Boards are semi-autonomous Top down structure does not work

The Water Boards

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A Management Problem

Problems with CIWQS was as much a management problem as anything else Implementation – all Executive Officers

opposed system release, saying to ready yet.

Buy-in – program units not able to use to manage business

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Panel Recommended Restructure CIWQS project management

A CIWQS lead has been identified and empowered within a month of this report

The new project structure is fully operational, with CIWQS team members identified and assigned project responsibilities

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Water Quality Data Team

Reassigned Deputy Director to be Team lead Business/Program management of CIWQS

Formed a project Team Combination of program and IT staff Given formal role in Governance structure Each team member given specific

assignments and responsibilities Role is to guide and assist business areas

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Project Management Contract management given to business

units In charge of schedules Prioritizing decisions based on business

needs Incorporate input from User Groups

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Project Management Moving Ahead

Recruiting for permanent leader Making Team a permanent group

Shifting some staff to have dedicated role in group

Combining program staff and IT staff together Emphasizing the collection, management, and

dissemination of water quality data and information

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Need More Than a Team

Have to tie this into the overall business/program management If CIWQS is a tool for the business staff, then

they need to use it. External users have a big role too

Our biggest data flows come from them. If they are going to be users, have to have

input as well.

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A Management Problem

Where do the managers get involved?

Part 1, Act 1

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Classic three level management: Strategic, Tactical, and Operational But how does this apply to Water

Boards?

New Approach

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New Approach Strategic

Management Coordinating Committee (MCC) (all Executive Officers and Deputy Directors)

Tactical Normally would be middle managers Instead using a subgroup of executive

leadership Operational

Managed by programs at business level

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Outside Looking In

Where do the external users get involved?

Part 1, Act 2

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Steering Committee Was a big component of the Panel’s

recommendations (8/22 bench marks) – we heard that!

Panel envisioned as single overall steering committee

CIWQS has different areas for different users CIWQS bigger than most people realize Some areas needed detail work by the people that

use that area Most users only use one area and not as interested in

the others

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User Groups and Steering Committee

Adopted two-tiered approach User Groups

• eSMR – wastewater treatment plant dischargers• SSO – sanitary sewer operators• Storm Water – industrial and construction

permitees• Public Reports – broad interest• Internal – Water Board’s staff

Steering Committee• Two members from each User Group

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User Groups and Steering Committee

User Groups work directly with business units Deal with the details that make a system work Provide direct input to projects Help prioritize effort

Steering Committee has advisory role directly to Executive Management (MMC) Finds and deals with cross-linking issues Provides overall guidance

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Governing More Than CIWQS

This is going to take more than a team, and is more than one

system…

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Its Not All CIWQS Water Board has several large systems or

families of systems serving different business needs

Each area needs its own unique governance, but can follow the same structure as CIWQS

2020

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Systems Working Together

Water Board adopting Portfolio Management in new Agency Information Management Strategy This will require more coordination between

business groups and systems

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Summary Formed Project Team

Leading to restructuring Formed User Groups and Steering

Committee Put most of them to work right away

Took governance beyond just CIWQS

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Questions?

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