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Michael Hopkins. Operating Permit Backlog Reduction Program. Preliminaries. All DO/ Laa’s hooked up to weblink ? Ask questions Issues scribe needed for meeting Will record meeting so others can view. 2. Purpose of Presentation. Get everyone up-to-speed on renewal backlog project - PowerPoint PPT Presentation
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Operating Permit Backlog Reduction Program
Michael Hopkins
Preliminaries
All DO/Laa’s hooked up to weblink? Ask questions Issues scribe needed for meeting Will record meeting so others can view
2
Purpose of Presentation
Get everyone up-to-speed on renewal backlog project
Quick discussion on installation permits Current Status of Operating Permits Director’s goals
Backlog Reduction PBR Development
Plan to deal with backlog
3
Preface
Installation permits first Workload levels lowest since the
mid 80’s Currently at about 170 permits Excellent work on everyone’s
parts to bring these numbers down!
True backlog is <50 permits Must continue keeping up with
installation permits4
Installation Permits Processed
2010 Data 530 Installation permits (GP & Non) Included 1245 EUs ~2 EU per installation permit 127 avg. OEPA days (62 median) 152 avg. Total days (includes company
time) (76 median)
5
Installation Permits Processed
30 60 90 120 150 180 210 240 270 300 330 360 More0
20
40
60
80
100
120
140
160
180
0.00%
10.00%
20.00%
30.00%
40.00%
50.00%
60.00%
70.00%
80.00%
90.00%
100.00%
Issued Permits vs. Ohio EPA Processing Time
2010 Data - 530 Permits*
FrequencyCumulative %
Ohio EPA Permit Processing Time (bins)Nu
mb
er
of
Insta
lla
tio
n/C
ha
pte
r 3
1
Pe
rmit
s I
ssu
ed
*Includes General Permits (87) but not Permit by Rules
6
Installation Permit Goal Basis
Reduce workload to “no backlog” level Reduce number of “old” permits Maintain <200 permits Meet 14-day completeness review goal Continue timely processing of CO reviews Process Assistant Chief identified high
priority permits using “Continuous communication” process
7
DO/Laa 2011 Install GoalsDO/Laa Current Installation Workload* and
2011 GoalsDO/Laa Current
Workload“Old” Permits* 2011 Goal
01 – CDO 12 0 30
02 - NEDO 20 3 30
03 - NWDO 44 11 30
04 - Toledo 6 0 5
05 - SWDO 5 1 5
06 - SEDO 33 21 30
07 - Portsmouth
11 9 10
08 - RAPCA 5 0 10
13 - Cleveland 12 2 15
14 - HAMCO 8 0 15
15 - Canton 7 4 10
16 - Akron 5 0 10
Total 51 200*As of March 23, 2011; Old = DO/Laa/CO workflow >180
8
168
Operating Permit Status and Goals
Operating Permits Current Status
Type of Permit
Total Universe
Number up for Renewal
% of Universe up for Renewal
Number late2
% of Renewals Late2
Title V 585 325 55.6% 262 80.6%
PTIO 57221 32171 56.2% 30981 96.3%
*Late in this case means permits that have expired over 180 days ago. Note that most of these operating permits have been extended (i.e., continue to remain in effect) because the rules require them to remain in effect if the applicant submitted a timely renewal application.
1These numbers will be reduced as we clean up the list.
2Late in this case means PTIO permits that have expired over 180 days ago and Title V permits that have expired over 18 months ago. Note that most of these operating permits have been extended.
Does not include grandfathered Registration permits. Also, does not include any applications that have not been entered into Stars2.
10
Director’s Permitting Goals
Add more PBR/GPs One per month – 40 months (3.5 yr) Template GP PBR
Eliminate operating permit backlog Group appeals to resolve in mass Renew appealed permits w/o resolving Use additional staff for renewals
All w/o damaging installation permit timeliness
Director Scott J. Nally
11
Director’s Permit Goals
On 07/01/14, have zero late PTIO renewals Expire on or before January 1, 2014
On 07/01/14, have zero late TV renewals Expire on or before January 1, 2013
Develop and issue one PBR per month
12
Director’s Permit Goals
Note: Goals are not based on current workloads….
Must complete current expired permits and permits that will come up for renewal in the coming years.
13
What can we do to achieve goals?
DO/Laas must continue to process installation permits, FESOPs, Title V permits and, what they can, non TV operating permits.
Most Laas should be able to keep up with PTIO/TV renewals
DOs need assistance to get caught up
14
What can we do to achieve goals?
Felt not enough staff at DO level to get caught up
Must add more person-hours to achieve Solution: Assign CO staff to help with non
TV renewals Solution: Hire interns at DOs and CO to
work on permits
15
Advantages
More person-hours Spread work out CO staff learns about permitting
16
Disadvantages/Issues
Challenging program to learn quickly
May be confusing to permittees CO staff already has other work Mistakes can be made if two parties
working on same facility Hard to coordinate Will still mean more work and
different priorities for DO staff17
How will this project be organized?
Mike Hopkins, Andrew Hall, Mike Ahern will lead
CO ES III’s will be lead workers Selected CO staff will do the work First group of 9 staff selected 3 staff assigned to each ES III Plan to do second group (in June?) and
probably more Incorporate interns
18
How will this project be organized?
Determine high frequency EU or facility types
Assign EU/facility type to group Group develops and/or uses terms for
EU/facility type Template terms General Permits PBRs
19
How will this project be organized?
Management provides list of EU or facility types needing renewed DO permits listed first Oldest first
CO staff contacts DO/Laa to determine if: OK to work on permit Get application, last permit, etc. scanned and
added into Stars2
20
CO staff calls company to let them know they will be working on permit
Is it still operating? Same unit/facility? Other changes? Other sources? Discusses template/PBR/GP option Gets OK to do template/PBR/GP Instructs company on what they need to
do.
21
CO staff sends info to company
Include application, past permit, qualifying criteria, terms, etc.
Deadline Send physical
application to CO, or Can apply through
Stars2
22
DO/Laa staff receives application
DO/Laa staff notifies CO staff electronic application received (if electronic)
DO/Laa staff assigns application to CO staff in Stars2 (if electronic)
Physical applications are entered into system by CO staff
CO staff processes application
23
Review process
ESIII reviews Andrew oversight review PIDM issues permit In the future w/ more complex permits, will
involve DO staff as needed to review
24
Break Time (15 min)
New Templates/GPs/PBRs
While group is processing permits, also developing next template/GP for next category of EU/facility
Once next template/GP ready, and done with first category of EU/facilities, then move on to next category of EU/facilities
Other staff develop Templates/GPs/PBRs through P&E
26
New Templates/GPs/PBRs
GPs will need to be developed w/input from interested parties
PBRs will also use normal rule process DO/Laa/CO develop template/GP/PBRs Cheryl Suttman responsible for
processing GPs
27
New Templates/GPs/PBRs
At some point, issue GPs from templates
At some point, issue revised PBR rule
28
Goal Monitoring
Will set 6 month goals for TVs and PTIOs (7, 6-month periods)
DO/Laas will need to identify which TVs will be worked on
29
Goal Monitoring - Reports
Use two Stars2 reports: For existing late renewals:
▪ <Reports><Custom Reports><Permits Status><DO/Laa><PTIO or TV PTO><Renewal><Submit>
For future due renewals: <Reports><Custom Reports><Expiration
Report><To Date (01/01/13 for Title V, 01/01/14 for non TV)><Select all><Submit>
Demonstrate/discuss30
Goal Monitoring Periodic Calls
Will have a 6 month calls to check status/monitor goals Each DO/Laa report on previous 6 month work Each DO/Laa identifies next 6 month
TV/FESOP to be worked on DO/Laas will need to identify TVs and
FESOPs for the first 6 month period (really 3 months) by Friday, April 8
31
Goal Monitoring Call Dates
Friday, July 1, 2011 Report on permits issued January 1 to June
30, 2011 Set goals for July – December 2011
Wednesday, January 4, 2012 Report on permits issued July 1 to Dec 31,
2011 Set goals for Jan – June 2012
Etcetera32
Title V GoalsDO/Laa Title V Facilities, 2010 Issuance* and
2011 GoalsDO/Laa 2010 Finals Issued Original 2011 Goal Director’s Goals
01 – CDO 1 11
02 - NEDO 12 21
03 - NWDO 11 25
04 - Toledo 3 5
05 - SWDO 0 3
06 - SEDO 0 16
07 - Ports 2 3
08 - RAPCA 5 6
13 - Cleve 0 10
14 - HAMCO 8 12
15 - Canton 0 4
16 - Akron 4 5
Total 46 121*Final Title V first issue & renewal issued during 2010
33
Title V Goals
DO/Laa’s primarily responsible for these goals
CO must support through reviews CO may need to reduce CO review Reports show DO/Laa of permits needing
processed by January 1, 2013 (18 months before director’s goal
34
Renewal PTIO GoalsDO/Laa 2010 PTIOs, 2011 Goals and 2014
Director’s GoalsDO/Laa 2010
PTIOs2011 Goal
2014 Dir’s Goals*
DO/Laa Status
01 – CDO 37 92 466/7 =67
02 - NEDO 33 92 644/7 = 92
03 - NWDO 172 77 360/7 = 51
04 - Toledo 5 24 12/7 = 2
05 - SWDO 10 14 2
06 - SEDO 9 52 586/7 = 293
07 - Ports 1 7 51/7 = 7
08 - RAPCA 57 45 58/7 = 8
13 - Cleve 50 67 516/7 = 74
14 - HAMCO 83 79 56/7 = 8
15 - Canton 6 27 155/7 = 22
16 - Akron 54 45 7/7 = 1
Total 517 619 2904/7 = 415*Does not include those that expire from 3/21/11 to 1/1/14. These also need to be processed.
35
PTIO Renewal Goals
Combined responsibility DO/Laas and CO staff
CO will start with simple renewals CO will learn and then do more complex DO/Laas will do FESOPs
36
Renewal PTIO Goals
Laas will need to do theirs Laas can do same type of EU/Facilities
when CO does them DOs can do renewals as can fit in. No specific goals for FESOPs but grouped
in with PTIO goals
37
Q&A
What happens w/ new sources? Notify DO/Laa contact. Discuss who should work on PTIs?; Can we
work on it soon? If can process template/PBR/GP, CO processes If can’t decide, management decision. If no template/PBR/GP, then let company know
can’t process, need to submit application to DO/Laa, DO/Laa processes application.
38
Q&A
How do we track these permits? Assign to-do list to those in CO when they
work on them. Must keep notes in system to track status Utilize attachments for correspondence
Do we have a time code? – Not decided
39
Q&A
What happens when we run out of “easy” EU/facility categories? By then hope to have CO staff trained Will be able to expand their abilities Can do case-by-case permits
DO/Laa review permit before issue? Use of template/GP/PBR – no More complex later – probably yes
40
Q&A
What about the interns? DAPC plans to incorporate interns into this
process when they arrive Should DO/Laa’s consolidate
applications? No, let CO staff decide
Can DO/Laa decide to “keep” permit? Yes, can keep for cause.
41
Initial Clean-up Work Being Done
Current PTIO renewals in Stars2 contains errors
Lots of shutdown sources Lots of duplicate work flows PIDM has worked to clean up Has reduced # PTIO renewals from 5700
to, so far, 2800
42
What About Training?
Four initial steps: (1) Initial kick-off training (this training) (2) CO Staff kick-off training
▪ Staff introduction▪ Organized groups▪ Staff EU/Facility type assignments▪ Training Videos
43
What About Training?
(3) Permit writing training Initial basic training on how to process
application for PBR/GP/Template▪ Combined CDO/DO lead training▪ Stars2 steps training
(4) Later more detailed training on how to write case-by-case permit Mainly DO/Laa lead Other DOs want to help?
44
Future Training
CO Staff Kick-off Training – April 15
Permit writing training - unknown
45
Management Support
Will hold planning meetings as needed Will do initial training meetings Will do 6-month monitoring calls ES III periodic meeting w/ CO staff Periodic management meetings w/ ES IIIs Possible update communication through
future webinars, Stars2 webinar, P&E Committee or other communication channels.
46
Document Needs
Need application letter Other template letters Instruction sheet for developing Template
terms and qualifying criteria SOPs for processes
47
Current Improvement Projects
Aggregate industry GPs Engines Aggregate processing Material extraction
Agricultural digesters GPs Wood Grinder GP Marcellus shale drilling permits needs
48
Project Work Estimate
Want to make an estimate of amount of work needed.
Ask each DO/Laa to give an estimate of person-hours per: emissions unit for a case-by-case renewal emissions unit for a GP emissions unit for a PBR
Will do calc. total man-hours & est. of what we can accomplish
49
Wrap-up
Next Meetings Training Dates Questions?
50