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Safety Report June 2019

Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

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Page 1: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Safety ReportJune 2019

Page 2: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Incidents ReportedDate Injury Description: Causes: Prevention:

5/26/19 Jaw Trying to bend a ground rod and it slipped and struck lower jaw

Overexertion, awkward positioning, improper tools Alternative methods under investigation

5/9/19 Flash

Was trying to re hook up a secondary service at Mardon resort, attached one of the two legs on the service wire to the energized buss bar and placed a battery powered tool on the middle buss bar, to connect the last wire in the service. The wire was tightened , when trying to remove the tool from the energized buss bar it made contact with the top phase resulting in a flash.

No barriers while working around energized equipment. Improper tool for the job.

Placement of insulated blankets and use of insulated tools

Page 3: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Monthly and Year to Date2018 May YTD

Total Incidents Reported 2 18

Recordable Case(s) 2 5

Restricted Duty Case(s) 0 2

Lost Workday Case(s) 0 3

Page 4: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Vehicle IncidentsDate Vehicle Driver’s Account: Prevention

5/3/19 VH0024 A contractor semi truck and trailer turning into the fiber yard striking the gate breaking the bracket and bending the gate frame work

Better planning for entrance and exit, Use a spotter for incoming big rigs

5/11/19 VH0419 Staff member hit a gate post when entering onto the shoreline trail causing a scratch in the side of the pick up Awareness to surroundings

5/24/19 VH0461

Staff member backed into the corner of a fence post with the flat-bed truck causing a small dent in the back side of the truck bed. A 360 degree walk around was done prior to backing the truck up, but the wide sides of the bed could not be seen in the mirrors and back-up camera.

Use a spotter or frequently check clearences.

5/29/19 VHT115

Tail light on a pull-behind trailer was bent while backing into the maintenance center. The driver lost sight of the spotter within the building. The metal was bent back into place, resulting in no damage to the light.

Stop if you loose site of your spotter until you gain visibility for guidance back

5/31/19 VH0138Driving back from Moses Lake an oncoming concrete truck sent a rock flying into the windshield, cracking it in the bottom center of the glass. It is currently not in the driver's line of sight.

N/A

Page 5: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

InvestigationsRelease

Date Description Contact

TBD Voith Lead Work Tyler O'Brion

June Voith Turbine Lift Craig, Aaron, Stuart

June Voith Top-Hat Incident Craig Bressan

June Royal City Flash Event Craig Bressan

June North Sky Communications Crescent Bare Power Strike RJ Fronsman

TBD Blast Operation Lead Incident Tyler O’Brion

• For more information contact the Safety Coordinator assigned to the investigation

Page 6: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Close CallsDate Location Description5/2/19 EHQ Box was placed in my cubicle and I didn't move it out of the way. Stood up quick to respond to a request and

tripped over the box. Didn't fall, or bump into anything, I did manage to catch myself with my other foot.

5/7/19 WMC

An employee was removing a pallet of ceiling tiles from the top shelf and caught the underside of the shelf on the mezzanine, pulling the bracket off and bending it. The Foreman reviewed the situation with the driver and pointed out that they should have had a spotter to watch to make sure the forks were clear of the other shelf before starting his lift. There were no injuries, and the driver was wearing his seatbelt.

5/7/19 MLSC

While performing routine switching for the contractors that are rebuilding the transmission line on Wheeler Rd. The crew was instructed to close a normal open in V3162, before proceeding the crew used proper precautions and phased the normal open. While doing so the crew noticed that C Phase and B Phase did not phase with their corresponding bus. Thus avoiding what certainly would have been a catastrophic event that no doubt would have resulted in personal injury destruction of company property, district equipment and customer equipment. The crew was than able to improvise, adapt and over come to re route the wire to the appropriate bus.

5/9/19 Priest Rapids P-8

During the disassembly of the Generating unit P-8 at Priest Rapids dam, it was discovered that the Servo Saddle was removed from the system while the clearance tags were still in place. This was reported to the CR and the Chief Operator. The Chief Operator located the Servo Saddle that had been removed and inspected the system. This energy isolation device was no longer needed at this stage in the work and therefore no hazard existed due to this action. An investigation into the cause and determine corrective actions is underway.

5/9/19 PRD Reservoir Aboard PT-10

While netting fish aboard PT-10, electrofishing boat, employee came off netting platform while actively electrofishing. The employee lunged out over the water with their arm/body. The boat operator had to hit the "kill" switch to stop the flow of electricity to the water.

Page 7: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Close CallsDate Location Description

5/15/19 PRD

Voith Employee was match marking parts on the gate ring linkage. Lead paint was removed using a wire wheel to facilitate marking. PUD mechanic observed the work and contacted the employee and Voith supervision the work was stopped. The same work was done the previous night so there was lead paint spread around the area. The lead removal areas were 3" x 4" for each match mark. Safety department was notified and the area was barricaded with red tape. Additionally the area where the runner nose cone removal was being done was barricaded. Also there was a possibility that the lead was tracked up to the break room area. The area outside the break room over to the bathroom was mopped the help reduce the possibility of contamination. Additional clean up measures are in process.

5/20/19 Trinidad Area

An operator with North Sky Construction was digging a trench 3 ft. away from an underground primary cable that had been located and exposed. The operator dug into a second underground primary cable that had not been located. No injuries occurred. Investigation and follow-up are ongoing. Steps are being discussed to avoid a similar event in the future.

5/21/19 ESC Employee finger got caught between choker chain and hook on line truck felt pressure but noinjury. Attentiveness of crew stopped the pick before it was a smashed finger

5/22/19 PRDEmployee had the pump house door slam on his hand because of the vacuum from the pressure differential of the ventilation intake inside the pump house. The door is extremely heavy as well, witch makes handling the door difficult.

5/24/19 Priest Rapids Hatchery

A WDFW employee fell approximately 22 inches into flowing water that was approximately 18 inches deep, and was washed downstream approximately 20 feet, losing their hat and glasses. The employee was standing on top of dam boards in a channel-pond drain structure in order to seat them fully when they lost their footing and hand grip, and fell into the water. The employee was able to self rescue when the current diminished the short distance downstream. A coworker noted the employee was pale and visibly shaken, but there were no physical injuries to the employee, who was wearing a PFD.

Page 8: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Close CallsDate Location Description

5/29/19 WMCWhile attempting to pick Left Bank pump house hatch cover. The insert in the hatch threads failed. The hatch never came up. The swivel eyes were torqued to manufactures specification. Rigging was adequate for the load. Employees suggest engineering evaluation of all hatch cover imbeds.

5/29/19 Wanapum Warehouse

While lifting a case of Muriatic acid off of the Warehouse top shelf, the cardboard box holding the 4 one gallon containers of Muriatic acid failed. The box degraded to the point that the gallons fell thru the bottom of the box causing two of the gallon jugs to break on the floor. The area was contained, Hazmat and Safety dept. was notified.

Page 9: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Safety Meeting Make-upsOptions to make-up a safety meeting

• Attend another areas Safety Meeting

• Review the safety meeting notes with the chair or scribe

• LMS make-up

Deadline for make-up being included in the safety statistics (7 business days into the next month) Safety report will show end of month participation % w/o 7 days.

• 100% attendance is our target for safety meeting attendance. If you do not complete one of the make-up options prior to seven business days into the next month please use the LMS as your make-up option, this will assist safety in tracking.

• Tracking attendance after the cut-off (7 business days into the next month) is the responsibility of the Sr. Manager for the Department. Safety will have attendance records but will not update the monthly stats.

Page 10: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one
Page 11: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Unsecure Loads/Lifting IncidentsDate Location Description:

8/4/18 Moses Lake Reel Dropped off of truck while turning through an intersection.

2018 WMC Reel Dropped, rolled and struck a parked car causing damage to a personal vehicle.

4/15/19 PRDThe turbine bearing on P08 was being removed using two chain falls, one of the swivel eyes pulled out of the internal threads, The chain fall and the rigging equipment fell into the turbine pit. Personnel were very close to being hit.

4/25/19 PRD Inner sleeve (Top-hat) from P8 was being moved and slid off the forks when forklift brakes were applied.

4/15/19 Quincy While picking up downed pole, utility pole spun around striking and denting the top of the truck cab.

3-5-19 WDThe single point attachment slid off the fork while the fork lift was in movement dropping pole. The set screws on the single point attachment were on the tapper of the fork thus not allowing for a tight grip.

Page 12: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Level 1 – Serious Close Call

Level 2 – First Aid Case(s)

Level 4 –Restricted Duty Case(s)

Level 5 – Lost Work Day Case(s)

Level 6 – Fatality or Hospitalization

38

5

4

5

2

3

0

Injury/IllnessINCIDENT RATES

(0.0 is the Ultimate Goal!)

2018(Year End)

201912 mo. Rolling

AVG*

Total OSHA Recordable Case (Levels 3,4,5) Rate 2.8 3.3*

Lost Time Case (Levels 4&5) Rate 1.2 1.3

Employee Safety

2019 incidents Year to Date Summary - June

20192018

41

10

41

0

4

4

1110 Recordable Cases TTL.

19 Recordable Cases TTL.

Page 13: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Leading & Lagging Indicators

Page 14: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

12 Month Rolling – Recordable Injury Rate 2018 vs. 2019

4.13.9 3.8 3.8

3.23.5 3.4 3.2

2.6 2.5

2.92.82.8

3.03.3 3.3 3.3

0.0

0.5

1.0

1.5

2.0

2.5

3.0

3.5

4.0

4.5

Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec

12 Month Rolling - Recordable Injury Rate - 2018 vs. 2019

2018 2019 Linear (2018)

Page 15: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Safety Policy Status:Completed Policies Since Oct. 2018

SA-APP-001 Accident Prevention Program SA010109-POL Personal Protective Equipment

SA111103-POL Confined/Enclosed Space SA111104-POL Substation Entry

SA121204-POL Minimum Approach Distance SA121213-POL Hot Work A1

SA111101-POL Lead Exposure Program SA000002-POL Agency Inspections

SA111111-POL Forklifts and PITs SA000015-POL Departmental Safety Meetings

SA121213-POL Hot Work A0 SA000003-POL Heat Stress

* Request from Commissioners to see more details on completed policies vs. policies in process or awaiting review.

Document # Title CommentsSA111108-POL Fall Protection Program Permission to move on without further comments from Ty Ehrman. Review completed 4-24-19.

Will be released when training is complete.

SA-11107-POL Trenching and Excavation Permission to move on without further comments from Ty Ehrman. Review completed 4-24-19.Will be released when training is complete.

Page 16: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Safety Policies Under Review:Policies Under Review Area Leads Start

Date CommentsSA000016-POL Safety Committees MSC Will Identify TBD

SA000005-POL Reporting Injuries MSC Will Identify TBD

SA010101-POL Fire Prevention Program MSC Will Identify TBD

SA020206-POL Evacuating A Grant PUD Facility MSC Will Identify TBD

SA111102-POL Hazard Communications MSC Will Identify TBD

SA111100-POL Handling & Use of Sulfur Hexafluoride (SF6) MSC Will Identify TBD

SA111111-POL Flame Resistant and Arc Rated Clothing MSC Will Identify TBD

SA121200-POL Using Tape/Rope/Signage as a Safety Barricade MSC Will Identify TBD

SA111123-POL Crane, Derrick, Hoist ITI 5/6/19 Under 3rd party Review

SA111112-POL Hearing Conservation Program elecTrain 4/1/19 Under 3rd party Review

SA111101-POL Asbestos Program elecTrain TBD Under 3rd party Review

SA111120-POL Respiratory Protection Program elecTrain 5/24/19 Under 3rd party Review

SA111114-POL Lead Exposure Control Program elecTrain 5/24/19 Under 3rd party Review

Page 17: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Powering our way of life.

Thank You

Page 18: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Powering our way of life.

Commission Update – Q2 2019

Safety & Industrial Training

Page 19: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Purpose and GoalPurpose:

Grant PUD is charting a course to safety and health excellence. This Safety & Health Improvement Plan (SHIP) describes our course and how we plan to reach our destination.

Vision:

Grant PUD will create and maintain an environment where all employees think, act, and behave in ways which demonstrate that safety is our paramount value

Goal:

Achieve a recordable incident rate of zero by the end of 2021.

Page 20: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Today’s GoalProvide an update on the Status of the SHIP

Today I would like to provide an update on our progress on a core element of the Ship:

Information/Education - developing and delivering a range of safety-related trainings.

Page 21: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Our new Learning Management SystemsEmployees are now be able to review and track:

• Courses they have completed• Courses they are assigned to complete

Foreman, Supervisors and Managers are able to track:• Their assigned training• The training status of employees that work in their cost

centerWe now have an extensive library of safety training

materials that can be customized to meet GCPUD safety policy requirements

Page 22: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

In April 2019 the Vivid Learning LMS went live. All transcripts and accounts have been transferred into the new LMS.

Your new account name will be your email with your first login password:

After your first login you will be prompted to change your password.

Training for those with admin rights, managers or users with additional rights are complete. Additional training can be done online at the individuals computer.

Any issues please contact the LMS administrator listed below.

Your LMS administrator is Nels HansonExt. 2638 or [email protected]

LMS Summary

Page 23: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Vivid Learning HomepageCurrent Homepage New Homepage

Your new account name will be your email with your first login password:After your first login you will be prompted to change your password.

6

Page 24: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

I am proud to announce that GCPUD celebrated June (National Safety Month) with a motivational speaker (Bill Sims) on 6/18/19 & 6/20/19.

This is the 1st year that GCPUD actively celebrated National Safety Month. Our topic was positive reinforcement and building a Safety Culture.

Page 25: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

2019 InvestigationsReportDate

Description Contact Status

3/27/19 Wrench was found left on station service breaker after maintenance was performed. Tyler O’Brion Closed

4/4/19 Vest caught on rotating shaft pulling employee down and causing head injury Ron Roth Closed

TBD Voith Lead Work Tyler O'Brion Open

June Voith Turbine Lift Craig, Aaron, Stuart Draft

June Voith Top-Hat Incident Craig Bressan Open

June Royal City Flash Event Craig Bressan Draft

June North Sky Communications Crescent Bare Power Strike RJ Fronsman Draft

TBD Blast Operation Lead Incident Tyler O’Brion Open

• For more information contact the Safety Coordinator assigned to the investigation

Page 26: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Powering our way of life.

Page 27: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Powering our way of life.

Security Quarterly Report2019 Q2

Page 28: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

VisionTo align security efforts with the organization’s vision and strategic plan. What is the vision for security?Provide quality “internal customer-focused” service

• Security with CompassionBuild trust and develop partnerships within the organization

• A “supportive” approach • Stronger communication• Inclusion

Page 29: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Road Show What is the purpose and end goal of the Road Show?

The purpose of the road show is to understand the current state of the security operations within the organization, identify areas of opportunities, develop a plan to provide quality service and partnerships within the organization.

The end goal should result in data driven evidence on what the true needs are for security involvement and improvement.

What happens during the Road Show?

• Meet the team

• Introduce my new team and share my vision

• Understand the operations

• What keeps the managers awake at night?

• What role do they feel security is playing today?

• How can security better support their mission and operations?

Details of progress will be provided end of Q3.

Page 30: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Grant PUD SecurityActuals as of 6/11/19

$4,4

85,6

52

$867

,500

$570

,621

$3,0

17,0

56

$30,

475

$582

,418

$239

,969

$206

,000

$120

,096

$16,

353

TOTAL O&M LABOR CAPITAL TRAVEL AND TRAINING

Budget Actuals

Page 31: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

2019 YTD Reportables

Page 32: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Genetec ProjectBudget: $2.2M

Milestones/Deployment Target Dates Actual Date

Coulee City Dec-18 1/11/2019 Royal City February 4 – 8, 2019 2/22/2019 Ephrata Annex March 4 - 8, 2019 3/8/2019 Quincy Local Office March 18 – 22, 2019 3/22/2019 Moses Lake Local Office April 8 – 12, 2019 4/26/2019

Wanapum Maintenance Center April 15 – May 2019 In progress

Bldng 3: 4/22 – 4/26 Complete Bldng 5: 5/6 – 5/17 Complete Bldng 7: 5/20 – 5/31 95% complete. UAT Bldng 12: 6/3 – 6/7 Postponed to 6/10.

Moses Lake Service Center Jul-19 In progress HOB June 10 – 21, 2019 Postponed to 6/17 - 6/28 Ephrata Service Center Jul-19 In progress 35% complete

Heritage Center Aug-19 Site prep & training intiate in June

Ephrata HQ Sep-19

Priest Rapids Maint Buildings Oct-19

Quincy Chute Oct-19 Potholes East Canal November 2019 Wanapum Switchyard Nov-19 Phase 2: Hydro Dams Wanapum Dam PH Q1 2020 Priest Rapids Dam PH Q2 2020

Genetec Deployment Status

Current security system has been in place since 2014 and prior. Galaxy supports all access controls and other disparate systems support the video surveillance. It is the goal of GenetecSecurity Center Deployment project to replace all obsolete systems and hardware and consolidate both access controls and video surveillance with one single platform.

Deployment will be completed in two phases. • Phase 1 will include all district offices and service centers. • Hydro dams will be deployed in Phase 2. Current user badges will be compatible both in legacy and new security systems. New badges will be issued at the end of the project.

0100000200000300000400000500000600000700000800000900000

Directs Labor

Actuals Year end Projections

Page 33: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

CIP 014 Improvements

Project Scope

Wanapum Switchyard has been identified as a critical station/substation under NERC CIP-014-2. As a result the District must conduct a physical security assessment and plan to protect critical assets within the switchyard. As this yard is a shared facility with Bonneville Power Administration. Our goal is to develop a comprehensive security solution for the site.CIP-014 also requires a threat and vulnerability assessment of Ephrata Dispatch and implementation of mitigating measures to address identified vulnerabilities. The scope of work would include the increased security measures at Ephrata Dispatch.

Project Budget

Budget: $650K

Physical security assessment of Wanapum Switchyard April 2019 In Progress

Develop Physical Security roadmap for improvement measures based on assessment and partnership with BPA.

May 2019 In Progress

Implementation of plan September/October 2019

Final Review/Closeout December 2019

0100000200000300000400000500000600000700000

Directs LaborActuals Year end Projections

Page 34: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Risk Assessment• Review security policies• Understand the threats and

vulnerabilities• Estimate the impacts• Determine the likelihood• Plan Development/Implementation

Aronson Security Group provided Proposal June

Review of proposal June/July Target Risk Assessment Date 2020

Page 35: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Emergency Preparedness1.0

Personnel &TrainingIdentified

2.0Personnel &TrainingDeveloped

3.0Plans

formalizedDrills /

Exercise

4.0End Game

• Mission/Vision• Training• Incident Management Team Identified• Communications Plan (Awareness• Cost Analysis CY2019• Emergency Action Plan (EAP)• Executive Team Review/Approval

• Training-Basic• Training-Advanced• Business Continuity Plan• Plans for Tabletop Exercise• Plans for Internal Functional Exercise• Cost Analysis CY2020

• Emergency Action Plan/Business Continuity Plan Review/Approval• Finalize Plan for Internal Tabletop Exercise• Finalize Plan for Internal Functional Exercise• Publish Emergency Action Plan w/ Instruction• Perform Drills with After Action Review• Publish Business Continuity Plan• Drill Multiagency Tabletop & Function Exercise

Effective and efficient Incident Management by integrating a combination of facilities, equipment,

Personnel, procedures and communications operating within a common organizational structure.

A fundamental form of management, with the purpose of enabling incident managers to identify the key concerns

Associated with any incident – often under urgent conditions – without sacrificing attention to any component of the command system.

At the of the day, we will have a fully functional unit/team capable of planning for, responding to and recovering from any and all hazards,

Emergencies and planned events with our VALUES in mind. 5.0 To remain successful in the End Game 4.0, providing for consistency, the District will require continued review, updates and training as necessary.

Page 36: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

Powering our way of life.

Page 37: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

1

Powering our way of life.

June 25, 2019

GCPUD Data Optimization Implementation

Page 38: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

2

1. Implementation Update2. Our Ask of You3. Q&A

Agenda

Page 39: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

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Project Introduction: Why are we doing this?

To manage effectively, we need to be able to answer specific questions about our spend:

• What is the spending for preventative vs. corrective maintenance for a specific substation?

• What is the fully loaded budget vs. actuals spend for a capital project at Wanapum Dam?

• What is the total cost of the Methow Spring Chinook Mitigation initiative?

GCPUD doesn’t have clear understanding or ability to manage total costs for services and projects, as we aren’t collecting and linking detailed cost and effort data.

Page 40: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

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The following processes will be enhanced…

To answer questions like these, GCPUD will be capturing additional attributes on cost transactions district-wide.

Project Introduction: What is changing?

Purchase Orders Invoices

P Cards

Statement of Expense

Inventory Consumed

Timesheets

Budgeting

Expenditure Transfers

Reporting

Work Order Setup

… to capture attributes such as:

Cost Category e.g IT Services

System e.g. PRP, Electric

Activity e.g. Corrective Maintenance

Location e.g. Wanapum Dam

Asset e.g. Turbine

Initiative e.g. Technology Roadmap

Program e.g. Safety

Work Order Number e.g. 269378

Page 41: Safety Report June 2019...Safety report will show end of month participation % w/o 7 days. • 100% attendance is our target for safety meeting attendance. If you do not complete one

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Expanding from 4 to 74 cost categories will support more granular cost reporting. The list of cost categories to be picked will be constrained by the cost center

Future State: Expanded List of Cost Categories

Type Cost Categories

Labor

SalariesOvertimeBenefitsOther

Utilities

ElectricityWater / Sewer / GarbageNetworkTelephone / Cell PhoneMisc. Utility Expense

RiskInsurance PremiumsClaim Payment (Major)Claim Payment (Minor)Property Insurance

General & Administrative

TravelTaxOffice and Administrative SuppliesSubscriptions and PublicationsFurniturePostage, Printing, SignageRegulatory ExpensesPermits, Licenses, and FeesRentSeminars and Conferences FeesMemberships and DuesCustomer IncentivesMisc. Operating Expense

Type Cost Categories

TransportationFleet (Vehicles)Auto RentalAuto PartsFuel

Operating Materials & Supplies

EquipmentEquipment RentalToolsFiberCable ConductorsHVACPlumbingCommunication, Alarms, Monitoring & SecurityFire ProtectionWater/Sewer SystemsLine HardwareElectricalMeter PartsPPE and Safety EquipmentMisc. Operating Materials and Equipment

ITSoftware License and SubscriptionsTelecomHardwareMisc. IT Expense

Type Cost Categories

Purchased Services

Engineering ServicesCivil Construction ServicesElectrical Construction ServicesGeneral Construction ServicesArchitectural ServicesEnvironmental ServicesTelecommunications Construction ServicesMaintenance & Repair ServicesWater/Sewer ServicesLinen/Textile ServicesHVAC ServicesLegal ServicesAudit ServicesIT ServicesContracted Labor ServicesManagement Consulting ServicesTraining ServicesPublic Relations and Advertising ServicesReal Estate ServicesOperations ServicesSecurity ServicesJanitorial / Cleaning ServicesFreight / Courier ServicesMisc. Purchased Services

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• V2 All SharePoint invoices forms & workflows and integrations (SharePoint, SmartConnect/GP)• V2 Maximo WO, timesheet, inventory & integrations (Maximo, SmartConnect/GP) • V2 Excel timesheet & SOE & integration (A&M, eOne)• VFinal BoA updates & integration (A&M, GCPUD AP)• VFinal Add-On pay (GCPUD IT)

5/24 5/31 6/7 6/14 6/21 6/28 7/5 7/12 7/19 7/26 8/2 8/9 8/16

Project Introduction: When is this happening?

Round 1 V1 Dev Complete

Round 1 UAT

• V1 GP Extender fields / tables developed (eOne)• V1 SmartConnect integrations developed – Excel timesheet, Maximo

timesheet, SharePoint invoices (eOne)

5/24

GP Changes & Integrations

Data Entry Tools

ODS & Reports

GP to Project connection defined (Cogsdale)

Round 2 UAT

Data Attributes finalized (A&M)

5/24

• V1 Operational Data Store – Test (Fairway)• Load historical 2018 and 2019 data in Test (Fairway)

6/7

Report UAT / Validation

6/28

5/24

5/31

Data Entry Tools:End User Training Go-Live – Data Entry Tools & integrations

7/26

Go-Live – ODS & PowerBI Standard Reports & PowerBI superuser reporting

7/26

Standard Report Creation & Access: End User Training

PowerBI Superuser Training in Test

V1 Management Reports developed with PowerBI in Test ODS

6/7

Update GP fields in Test: O&M Project, Cost Category, Cost Center (Terrah)

6/7 Stabilization period

V2 / final ODS in Test (Fairway)

6/24

Train the Trainer TrainingSupport Function Training

Data Entry Tools:Make Up Training

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Benefits for Grant PUD A cross-cutting view of the

utility’s cost Standardized financial

reports Enhanced reporting tools

to better understand the business

Uniform and detailed budgeting across cost centers

Benefits for Employees More intuitive data entry Supporting data to help

advocate for smart improvements to the business

Everyday work directed towards highest-impact activities

Benefits for Customers Outcomes are maximized

for customers when employees have quality data to inform decisions

Access to better information will allow GCPUD to run more efficiently, benefitting the customer, our employees, and the district as a whole.

Data Optimization: What are the benefits?

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As we get closer to go-live, we ask that GCPUD team members work with their supervisors to ensure attendance to mandatory training sessions.

Data Optimization: Our Ask of the Grant PUD Team

June

• 2020 Budget Kick-Off: 6/4• User Acceptance Testing Rounds 1 and 2: 5/31 –

6/28

July

• District-Wide Mandatory Training: 7/8 – 8/2• Go-Live: 7/26

Ongoing

• Troubleshooting and support• Attribute governance and refinement

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Q&A